Gas Cylinders & Liquid Nitrogen/Helium

Form / Attachment / Pricing Sheet

This document, Appendix B, outlines Supplemental Conditions for Work by Contractors at Ames Laboratory. It details critical requirements and conditions that contractors must adhere to when performing work under a contract with Ames Laboratory.

• Approval to Proceed: Contractors require explicit approval before commencing work.
• Indemnity: Contractors must indemnify and hold harmless Ames Laboratory, Iowa State University, and the U.S. Government against liabilities arising from their performance or acts/omissions.
• Insurance: Specific insurance coverages are mandated, including Commercial General Liability, Automobile Liability, and Workers' Compensation/Employment Liability, with specified minimum limits.
• Environment, Safety, and Health (ES&H): Contractors must comply with all applicable ES&H regulations, including those from DOE (e.g., 40 CFR, 49 CFR, 10 CFR 851). This includes reporting requirements, electrical standards (NFPA 70, NFPA 70E), site orientation, equipment inspection, and adherence to laboratory site rules.
• Access to and Ownership of Records: Defines requirements for record management, retention, and disposition, distinguishing between Government-owned and contractor-owned records, and outlining inspection and audit rights.
• Subcontractor Requirements: Mandates that contractors include specific clauses (Radiation Protection, Nuclear Criticality, ES&H) in subcontracts under certain conditions.

This document is crucial for potential bidders as it establishes the fundamental legal, safety, insurance, and operational requirements for performing work at Ames Laboratory. Understanding these conditions is essential for accurately estimating costs, assessing risks, and ensuring compliance if awarded a contract. Key areas like indemnity, insurance minimums, strict ES&H protocols, and record-keeping obligations directly impact a bidder's proposal and operational planning.

Statement of Work (SOW) / Performance Work Statement (PWS)

To procure high-quality compressed scientific gases, as well as liquid nitrogen and liquid helium, on an as-needed basis to support Ames Laboratory's research in chemistry, physics, and materials science.

• Provide personnel, equipment, tools, materials, management, operations, supervision, and logistic support for the delivery and removal of gas cylinders, liquid nitrogen, and liquid helium.

• Supply specified types and sizes of compressed gas cylinders, dewars, and liquid nitrogen/helium.

• Maintain a preliminary list of gases and liquid nitrogen, subject to additions or removals as the work effort progresses.

• Gases and liquids must be of the highest purity, quality, and quantity requested.

• Cylinders must be delivered without leaks.

• Bulk nitrogen and helium tanks must be managed to ensure a usable quantity is always available.

• Inspection for quality and quantity at origin; acceptance at destination.

• Deliveries are to be made to Ames Laboratory's Warehouse at 2437 Kooser Drive, Ames, Iowa, 50011.

• Deliveries of full and pick-up of empty cylinders and dewars will be up to two times per week on pre-arranged days.

• Bulk Nitrogen and Helium deliveries must occur during non-business hours (6 p.m. to 6 a.m.).

• Supplier must provide an e-commerce website for purchase orders.

• Automatic replenishment of Laboratory-owned cylinders.

• Products delivered within one week of Purchase Order Release; expedited delivery within one calendar day if requested.

• Supplier vehicles must be company-owned, privately owned, or rental, and properly insured.

• Delivery tickets must include BPA Number, PO Release Number, date, description, and Supplier barcode number.

• Itemized statements or receipts for returned cylinders and dewars.

• Supplier to provide on-site training and software for tracking cylinders and demurrage, including barcode capability and scanners.

• Monitor and complete valve replacement and hydrostatic testing for all cylinders.

• Demurrage applicable only to non-Ames Laboratory cylinders; rates to be quoted in the proposal.

• Substitutions of cylinder types/sizes are not accepted without authorization.

• Quantities will vary based on internal Laboratory demand.

Form / Attachment / Pricing Sheet

This document, "Appendix B - Pricing Schedule.xlsx", provides the detailed pricing structure for various gases and related services required for the opportunity. Bidders must use this schedule to formulate their pricing proposals.

• Ames Lab ID: Unique identifier for each item.
• Item Description: Specifics of the gas (type, grade, quantity, container).
• Est. Annual Quantity: Estimated annual consumption for each item.
• Inventory U/M: Unit of measure for inventory (e.g., CYL, DEWAR, PK, CF, HCF).
• Vendor Part Code: Placeholder for vendor-specific part codes.
• Current Pricing: Field for bidders to enter their pricing.
• Extended Costs: Calculated costs based on quantity and pricing.
• Location of Filling Station: Indicates if the gas is supplied by the vendor or at Ames.
• Lead Time: Expected delivery time.
• Additional Charges: Includes Delivery Charge, Hazmat Fee, Rental Rates for various items (Industrial, Specialty Gas, Gas Packs, Dewars, etc.).

This pricing schedule is critical for bidders to understand the specific products and quantities required. It forms the basis for cost proposals and will likely be a significant factor in the evaluation process. Bidders need to accurately fill in their pricing for each line item and consider all associated charges and rental rates.

Solicitation / RFP / RFQ

This solicitation is for the acquisition of Gas Cylinders & Liquid Nitrogen/Helium by Ames National Laboratory, operated by Iowa State University under a U.S. Department of Energy (DOE) prime contract. The Laboratory is seeking written proposals for these goods or services.

• The specific goods or services are detailed in the attached Statement of Work (Appendix A).

• Offerors must agree to the Laboratory's terms and conditions or state exceptions in their proposal.

• If the estimated cost is $10,000 or more, offerors must be registered in SAM.gov and complete annual representations and certifications.

• Offerors must provide a copy of their W-9 (or W-8 BEN for foreign entities).

• If products are export controlled, the Export Control Classification Number (ECCN) must be provided.

• A completed Contractor Safety & Quality Assurance Questionnaire (Appendix E) and the Offeror's Company Health and Safety Manual are required.

• The contract type will be Firm Fixed Price.

• The anticipated award date for the Purchase Order is August 6, 2026.

• The Laboratory requires a minimum acceptance period of 60 calendar days for offers.

• Questions regarding the solicitation must be submitted via email by July 2, 2026, 4:00 PM CDT.

• Proposals are due via email by July 21, 2026, 4:00 PM CDT.

• Proposals must be signed by an authorized official and submitted on company letterhead.

• The award will be based on Lowest Price, Technically Acceptable (LPTA).

• Technical acceptability will be evaluated based on meeting or exceeding specifications in the SOW and approval of the Safety and QA Questionnaire.

• Past performance will also be considered.

• This acquisition is an Open Competition and is unrestricted.

• Offerors are encouraged to utilize small businesses, including various classifications of minority and veteran-owned businesses.

• The Laboratory may consider discounted pricing from GSA Federal Supply Schedules, NASA SEWP, and DOE ICPT/SCMC agreements.

• All attachments, including the Statement of Work, Pricing Schedule, Terms and Conditions, and various questionnaires/forms, must be reviewed and followed.

• Offerors are cautioned against taking exceptions to terms and conditions, as this may render an offer unacceptable.

• Offerors are instructed not to contact anyone other than the Procurement Agent regarding this solicitation.

Form / Attachment / Pricing Sheet

This document, "Appendix F - Reps and Certs Supplemental," requires potential offerors to provide specific company information and certifications. It is crucial for determining eligibility and compliance for awards valued at $15,000 or more, and for certain awards under $15,000 if the firm is not registered in SAM.

• SAM Registration: Requirement to register in SAM.gov for awards of $15,000 or more.
• Entity Information: Basic company details, including Unique Entity ID, CAGE Code, TIN, addresses, and point of contact.
• Business Size: NAICS code, business size (Small Business, Large Business, etc.), and employee count.
• Tax Forms: Requirement to attach IRS Form W-9 (domestic) or W-8 BEN (foreign).
• Telecommunications Equipment: Representation regarding the use of covered telecommunications equipment or services (Section 889).
• Export Control Compliance: Representations concerning export control laws and regulations, including USML and CCL classifications.
• Buy American Certificates: Certifications related to domestic end products and construction materials.
• Data Rights: Representations regarding proprietary data and rights to technical data.
• Patent Terms: Certification of small business or nonprofit status and intent to request patent waiver.
• Covenant Against Contingent Fees: Warranty against contingent fees.
• Independent Price Determination: Certification of independent price calculation.
• Nonsegregated Facilities: Certification of nonsegregated facilities.
• Radioactive Materials: Questions regarding the planned use of radioactive materials or radiation-producing devices.
• Suspect/Counterfeit Parts: Certification against the use of suspect/counterfeit parts.

Completion of this document is mandatory for offerors. Failure to provide accurate and complete information may impact the ability to be considered for an award. Specific sections must be completed based on the proposed cost of work and SAM registration status. Bidders must carefully review the instructions for each section to ensure compliance.

Form / Attachment / Pricing Sheet

This document is a questionnaire designed to assess a contractor's safety and quality assurance practices. It requires bidders to provide detailed information on their safety record, policies, and quality management systems.

Safety Questionnaire:

• Interstate Experience Modification Rate (EMR) for the past three years.
• Worker's Compensation carrier details.
• OSHA 300 log data for the past three years (recordable cases, lost workdays, fatalities, hours worked).
• Frequency of accident report submissions to management.
• Existence of written company safety policy, safety plan, and Hazard Communication Program.
• Identification of the individual responsible for the safety program.
• Frequency of site safety meetings and craft "tool box" meetings.
• Frequency and performer of safety inspections.
• New hire orientation content (covering various safety topics).
• Program for newly hired/promoted foremen.

Quality Assurance Section:

• Contractor must select one of four levels describing their Quality Assurance Program (Level 1-4).
• Level 1 and 2 require submission of a documented Quality Assurance Program or Manual.
• Bidders must indicate if work will be performed by their company or a subcontractor for various construction categories (Site Work, Concrete, Masonry, Metals, Thermal and Moisture Protection, Doors and Windows, Finishes, Furnishings, Special Construction, Mechanical, Wood and Plastics, Conveying Systems, Equipment, Electrical).

This questionnaire is critical for bidders to complete accurately as it directly assesses their capability to manage safety and quality on the project. The responses and documentation provided will likely be a significant factor in the evaluation of a bidder's suitability for the contract. Bidders must be prepared to provide specific data and documentation regarding their safety performance and quality assurance processes.

Form / Attachment / Pricing Sheet

This document, "Appendix C - Term and Conditions for FP Commercial Products and Commercial Services," dated March 12, 2024, outlines the standard terms and conditions that will govern fixed-price commercial product and commercial service procurements. It serves as a critical attachment for any solicitation or contract that falls under this category, ensuring consistent contractual language.

The document details numerous clauses covering various aspects of a subcontract, including:

• Definitions: Clarifies key terms used throughout the document.
• Order of Precedence: Establishes the hierarchy for resolving inconsistencies between contract documents.
• Disputes: Outlines the process for dispute resolution, including negotiation, Alternative Dispute Resolution (ADR), and litigation.
• Payment Terms: Specifies payment procedures and conditions.
• Termination Clauses: Details conditions for termination for convenience and for cause.
• Warranties: Covers warranties for services and supplies, including provisions for suspect counterfeit parts.
• Compliance: Addresses compliance with various laws, regulations, and directives, including export controls, labor laws, and environmental protection.
• Incorporated Clauses: Lists numerous Federal Acquisition Regulation (FAR) and Defense Acquisition Regulation (DEAR) clauses that are incorporated by reference.
• Attachment I: Provides a headmark list for suspect/counterfeit parts, specifically fasteners, to aid in identification.

Bidders must carefully review these terms and conditions to understand their contractual obligations, rights, and responsibilities. Key areas of focus should include:

• Compliance Requirements: Ensure the ability to meet all cited laws, regulations, and specific clauses (e.g., export controls, labor standards, cybersecurity).
• Warranty and Indemnification: Understand the scope of warranties provided and indemnification obligations.
• Payment and Termination: Be aware of payment schedules and conditions for contract termination.
• Suspect Counterfeit Parts: Pay close attention to the identification and handling of suspect counterfeit parts, particularly fasteners, as detailed in Attachment I.

Failure to comply with these terms and conditions could impact proposal evaluation or contract performance.

Form / Attachment / Pricing Sheet

This document is a draft Blanket Purchase Agreement (BPA) template, identified as BOA No. XXXXX, between AMES LABORATORY (operated by Iowa State University) and a Supplier. It outlines the terms and conditions for future "Orders" placed against the BPA for the provision of Gas Cylinders & Liquid Nitrogen and Helium.

• Scope of Work: Supplier to provide products, materials, supplies, management, tools, equipment, transportation, and labor for Gas Cylinders & Liquid Nitrogen/Helium, as requested by the Laboratory.
• Extent of Obligation: The Laboratory is only obligated to the extent of authorized Orders placed.
• Pricing: Firm fixed prices are listed in Appendix C. Discounts may be proposed, but not higher prices.
• Orders: Placed via e-mailed Purchase Orders, Supplier's e-commerce portal, or for bulk nitrogen tank refills.
• Term: Base period is October 1, 2026, through September 30, 2027. Includes options to extend for up to four additional years.
• Invoices: Payment terms are NET 30 days. Specific invoice content and submission instructions are detailed.
• Economic Price Adjustment: Clause for adjusting prices based on established catalog or market prices.
• BPA Administration: Identifies the Procurement Agent authorized to make changes.
• Incorporated Documents: Lists attached documents including Terms and Conditions, Statement of Work, Pricing, and Contractor Onsite Terms and Conditions Supplemental.

This document serves as a template for a BPA. Potential bidders should review the terms, scope of work, pricing structure (Appendix C), ordering process, payment terms, and incorporated documents to understand the framework for potential future orders for Gas Cylinders & Liquid Nitrogen/Helium. It details the contractual relationship and operational procedures for supplying these items to Ames Laboratory.