2 - Specificastions.pdf

REVISION No. CHANGE No.

Parts Purchase and Tech Services for

225’ WLB MIDLIFE RED GEAR OVERHAUL

ORGINATED BY Charles “Dan” Kane DATE 12/17/2025____

ORIGINATOR’S COMMAND Surface Forces Logistics Center (SFLC) ________

DEPARTMENT / DIVISION Ice Breaker Buoy and Construction Tender Product Line (IBCTPL) Supply Branch

INTERNAL REVIEWER____________________________DATE___________ __

1.0 SCOPE

1.1 General

1.1.1 Purpose - This specification describes the requirements for the preservation, packaging, packing, marking and bar coding of spare parts purchased for the 225’ WLB Midlife Red Gear Overhaul and other repair events. Technical services are also procured via this specification.

1.1.2 Government-Furnished Property

N/A

2.0 APPLICABLE DOCUMENTS

2.1 General

2.1.1 GOVERNMENT DOCUMENTS

a. MIL-C-104C (1) Crates, Wood: Lumber and Plywood Sheathed, Nailed, and Bolted.

b. MIL-STD-2073-1E Method 10, Standard Practice for Military Packaging.

c. ASTM D6039/D6039M: Standard Specification for Open and Covered Wood

Crates.

d. ASTM D3951-15 Standard Practice for Commercial Packaging.

2.2.2 COAST GUARD DRAWINGS

None

2.1.3 COAST GUARD PUBLICATIONS

USCG Technical Publication 3523-241-A – Reduction Gear – Model 96DHCMGH-CP

USCG Technical Publication 3523-241-B – Reduction Gear – Model 96DHCMGH-CP

2.1.4 U.S. COAST GUARD SURFACE FORCES LOGISTICS CENTER (SFLC)

DOCUMENTS

D-084-0481 Preservation, Packaging and Marketing

2.2 DOCUMENT AVAILABILITY - The documents listed in this section are referenced in sections 3, 4 and 5 of this specification and drawings stated in this specification. To obtain the referenced documents, see section 6.0.

2.3 COMMERCIAL DOCUMENTS - The following documents form a part of this specification to the extent specified herein. The documents shall be the version listed by number and date from the referenced industry organization. Commercial documents may also be listed in the Department of Defense Index of Specifications and Standards (DODISS).

a. ISO/IEC 17025, Testing and calibration laboratories of Measuring and Test Equipment.

b. ANSI/ASQ Q9001-2008, Quality Management Systems- Model for Quality Assurance in Design, Development, Production, Installation, and Servicing Requirements.

c. ISO/IEC-16388-2007, Bar Coding - Code 39 Symbology.

2.4 SPECIFICATION ORDER OF PRECEDENCE - The Applicable Documents described are required to be adhered to in fulfilling the contract. In the event of a conflict between the text of this specification and the references cited herein, this work item shall take precedence. Nothing in this document, however, supersedes applicable laws and regulations unless a specific exemption has been obtained.

2.5 DEPARTURE FROM SPECIFICATION – Departure from this specification shall not be allowed unless approved by the Coast Guard Contracting Officer.

a. If Timken Gears and Services Inc. dba Philadelphia Gear (referenced herein as

“Philadelphia Gear” and as the “Contractor”) find it necessary to suggest implementing change or depart from applicable specifications, they shall request permission.

b. Request for change shall clearly describe the changes proposed, the reason for change, advantages of the proposed changes, price increase or decrease (if any) resulting from the change.

3.0 REQUIREMENTS

3.1 General

3.1.1 Definitions

Services: provide technical advice to the Coast Guard Port Engineer, provide oversight of the maintenance work and answer any questions regarding work performed under the separate maintenance contract in an advisement and oversight manner only.

Support: provide technical advice to the Coast Guard Port Engineer who is tasked with running the overhaul, provide oversight of the maintenance work and answer any questions regarding work performed under the separate maintenance contract in an advisement and oversight manner only.

Technical Representative: supplied by the Contractor, they are to work with the Coast Guard Port Engineer to supply services, support, and provide advisement and oversight of the maintenance work, as outlined in the Spec/SOW.

Maintenance Work: This contract will not cover any maintenance work on the vessels, and all maintenance work will be covered under a separate contract. Support and services under this contract are to provide oversight for discussion, resolution, and to advise on repair of technical problems to the Coast Guard Port Engineer.

3.1.2 Preservation, Packaging and Marking - Preservation, packaging and marking of each ordered part shall be in accordance with Section 5 below.

3.1.3 New OEM Parts - The Contractor shall furnish parts from the schedule of supplies and services as indicated on the delivery order. Parts shall be new/unused genuine Original Equipment Manufacturer (OEM) Philadelphia Gear brand parts and covered under warranty, per award specifications.

3.1.4 Refurbished Parts - No refurbished parts will be used throughout the duration of this contract.

3.1.5 Technical Representative Support - The Contractor shall furnish Technical Representative Support as indicated on the delivery order from either their west coast facility or east coast facility whichever is nearest the vessel location that is need of service.

3.1.6 Technical Services Performed Onsite - Services are to be performed onsite at USCG homeports and USCG shipyards pre section 3.1.8.

3.1.7 Troubleshooting and Repair - When requested by the Contracting Officer, the Contractor shall provide personnel for discussion, resolution, and advise on the repair of technical problems. Services and support of troubleshooting and repair of technical problems may require Contractor personnel to travel to Coast Guard units see section 3.1.8 for locations.

3.1.8 Delivery Orders (D.O.)/Task Orders (T.O) – Surface Forces Logistics Center (SFLC) will issue a D.O. stating where and when the services are required. SFLC will supply the Contractor with the nature of the problem (if known) along with a POC and phone number.

The Contractor shall be responsible to contact the POC within twenty-four (24) hours after notification by the Contracting Officer. Surface Forces Logistics Center (SFLC) will issue a T.O. for the Technical Representative in order to administer services, support, and provide advisement and oversight to the Coast Guard Port Engineer as outlined in the Spec/SOW.

3.1.9 Technical Services Location - The Contractor shall perform all services onboard the USCG vessel unless otherwise directed by the Contracting Officer. The services will be required in USCG vessel homeports and USCG shipyards located throughout the continental United States. Costs for the contractor’s travel are to be outlined in the award, at a fair and reasonable rate, per diem, and per market conditions. The Contractor must obtain Contracting Officer approval prior to travel, and the proposed cost must be allowable per the JTR. Per Diem rates permitted by the JTR may be found at Joint Travel Regulations | Defense Travel Management Office https://www.travel.dod.mil/Policy-Regulations/Joint- Travel-Regulations/

3.1.10 Hours of Operation – The Contractor employees shall generally perform all services and support between the hours of 0800 and 1630 local time, Monday through Friday.

However, Contractor employees may on occasions be required to perform services and support during other than normal business hours, including weekends and holidays, as listed in the award.

3.1.11 Contractor Response – The Contractor shall be required to supply a Technical Representative to the designated location within thirty-six (36) hours after notification by the Contracting Officer. The Contracting Officer shall establish the dates the Technical Representative is required.

3.1.12 Report of Findings - The results of the Technical Representative's findings shall be provided in writing within seven (7) days of arrival. Approval to advise on performing services and support will be made by the Contracting Officer after evaluation from the USCG Contracting Officer’s Representative.

Table of Typical Anticipated Technical Services Performed Onsite:

Reason For Service Call ROUGH

Expected Man-days

Expected yearly orders

Supervise troubleshooting of Abnormal finding e.g. noise, metals shavings, high temps, etc.

4 3

Supervise routine Inspection including Tooth contact and LO flow.

4 4

Supervise an operation e.g. seal renewal, individual bearing renewal

8 3

Supervise a Midlife Overhaul 80 3

3.2 Technical Services Performed by Engineering Design Department (In House)

3.2.1 Evaluations - Due to the unique design and the adverse operational conditions the Main Reduction Gears are subjected to, it is necessary to regularly evaluate the condition and adequacy of Main Reduction Gear sub-assemblies. Since Coast Guard personnel do not have access to the 25-year-old Main Reduction Gear’s detail design history and any of the evolutionary design changes, it is necessary that a manufacturer technical representative familiar with the original design and subsequent design changes be made available for consultation and dimensional data analysis.

3.2.2 Engineering Studies - Philadelphia Gear shall use the full strength of their design department, OEM proprietary data/knowledge, as well as computer modeling, engineering analysis, etc. to perform the required engineering services.

Table of Typical Anticipated Engineering Studies:

Reason For Engineering Study ROUGH

Expected Man-days

Expected yearly orders

Feasibility Study of individual Temp monitoring 8 1 Design Study of individual Temp monitoring. 16 1 feasibility of Lube Oil modifications/improvements. 8 1 Failure studies 16 1 Research into historic design data and repair procedures e.g. weld repair procedures, inspection criteria, torque values, etc.

1 8

3.2.3 Delivery Orders (D.O.)/Task Orders (T.O) – Surface Forces Logistics Center (SFLC) will issue a D.O. stating the nature of the Engineering Study requested along with a POC and phone number. The Contractor shall be responsible to contact the POC within twenty-four

(24) hours after notification by the Contracting Officer. Surface Forces Logistics Center (SFLC) will issue a T.O. for the Technical Representative in order to administer services, support, and provide advisement and oversight to the Coast Guard Port Engineer as outlined in the Spec/SOW.

3.3 Reports

3.3.1 Report Delivery - Reports will be deliverable in writing (electronic files) by the negotiated due date.

3.3.2 Report Findings – The USCG will have the opportunity to question the report within five (5) days of receipt, and Philadelphia Gear will then have five (5) days to answer/respond.

4.0 QUALITY ASSURANCE

4.1 General

4.1.1 Requirements – The Contractor shall maintain an inspection system, which shall ensure each item offered to the Government for acceptance conforms to contract requirements. The system shall be documented and in compliance with ANSI/ASQ Q9003.

4.1.2 Records – The Contractor shall maintain records of all inspections and tests. At a minimum, these records shall indicate the nature and number of observations made, the number and type of deficiencies found, and any corrective action(s) taken.

4.1.3 Calibration System – The Contractor, and any subcontractors, shall be required to maintain a test equipment calibration program in compliance with ISO 9001. The program shall be documented and traceable to the National Institute of Standards (NIST).

4.1.4 Responsibility for Inspection – The Contractor shall be responsible for the performance of all inspection requirements specified herein and shall provide adequate space, personnel, and calibrated test equipment to satisfy inspection/test criteria. All inspections/tests shall be performed at the Contractor’s facility unless other locations are requested by the Contractor in advance and approved by the Contracting Officer. The Coast Guard reserves the right to verify or have performed any of the inspections that are deemed necessary to assure each overhauled Turning Gear assemblies conform to contract requirements.

4.1.5 Responsibility for Compliance – All items shall meet the requirements of this specification. The inspections set forth in this specification shall become part of the Contractor’s overall inspection system or quality program. The absence of any inspection requirements in the specification shall not relieve the Contractor of the responsibility of assuring that all products or supplies submitted to the government for acceptance comply with all requirements of the contract. Sampling for quality conformance does not authorize submission of known defective material (either indicated or actual) nor does it commit the government to acceptance of defective material.

4.1.6 Tests and Inspections – The inspections and/or tests required herein shall be witnessed by an SFLC Quality Assurance Representative and are the minimum required. They are not intended to supplant any controls, examination, or in-process inspections/tests normally employed by the Contractor to assure the quality of the item in question. All parts ordered that are custom made by the Philadelphia Gear’s e.g. fabricated in house vs. a bearing or seal obtained from a secondary part supplier/company shall come with a full QA Document Package. Document Package to include but not limited to all MTR, NDE Certificates, Dynamic Balance Records, and Record of Critical Dimensions. Philadelphia Gear may mark such reports “For Coast Guard Use Only” or other such markings that satisfies any data rights information safeguards and to be retained as official records by the USCG. Note: The Contractor shall have the latest versions of the drawings, specifications, tolerances and approved test procedures readily available for USCG use, reference, and retention of the inspections listed.

4.1.7 Parts and Inspection - All parts ordered that are obtained from suppliers e.g. bearings and seals, shall be inspected for damage, proper packaging, and correct item in package prior to delivery to the USCG.

4.1.8 Acceptable QA Plan - The “Philadelphia Gear Product Quality Plan or Inspection and Test Plan” dated 4/21/25 for Parts 50470-5638/7553 represents an acceptable QA Plan.

4.1.9 OEM Drawings - Philadelphia Gear’s Main Reduction Gear parts are being built and/or obtained in accordance with the OEM drawings and/or obtained using commercial practices, this Quality Assurance section has been abbreviated from the normal procurement specifications baseline QA requirements.

4.1.10 QA Documentation - QA Documentation will be derived and consistent with the established ISO9001-2015 Quality Management System.

4.1.11 Preservation, Packaging, Packing and Marking Inspection - Preservation, Packaging, Packing and Marking Inspection (refer to sections 1.1.2 and 5.0)

4.2 Test and Inspection Reports Requirements

4.2.1 Inspection Copies - One (1) copy of any required inspection and test shall be sent to the Contracting Officer. A copy of any test/inspection report shall be provided to the Quality Assurance Representative upon his/her arrival at the Contractor’s facility. A copy of the approved inspection report shall be placed in the box of parts in waterproof packaging.

4.3 Packing Inspection

4.3.1. Notification - The Contracting Officer shall be notified prior to the packaging and marking of the items in accordance with section 5.0 of this specification.

5.0 PRESERVATION, PACKAGING, PACKING, and MARKING

5.1 Preservation – The contractor shall preserve the bearing by Cleaning, drying, preservatives, preservation application criteria and methods of preservation shall be in accordance with the Contractor’s standard process for line shaft and main thrust bearings.

Preservation treatment shall be sufficient to provide protection against corrosion and seal hardening for a period of at least two (02) years.

5.2 Packaging and Packing – The Contractor shall apply protective wrappings, tied, and cushioning where appropriate to prevent damage in shipment. Parts supplied under this contract shall be preserved, packaged and marked for shipping as Parts in accordance with SFLC-D-084-0481 unless specified herein. The vendor shall prepare a Preservation, Packing and Marking Plan in accordance with SFLC-D-084-0481. The plan shall be provided to the Government QA Representative, Contracting Officer Representative, and Contracting Officer prior to the first delivery order. The plan shall discuss the proposed preservation and packaging methods for the parts.

5.3 OEM Standard Packing – At a minimum, all packing and packaging material shall meet the Contractor’s standard packing (i.e. Wooden box with IPPC Heat Treatment (HT) stamp).

Each bearing shall be packaged in accordance with Contractor’s standard process. Each bearing container/box shall be skid mounted for forklift access from two opposite sides (longest sides if not square). The box top shall be attached with screws, so the top is removable without destroying the box. All loose parts shall be packaged and placed in a wooden box capable of being forklifted, packed in a manner that minimizes movement. This box shall be designed to prevent water intrusion during shipping or storage and multiple shipments.

5.4 Crating – For existing crating and/or skid, the Contractor shall determine if the requirements listed in section 5 are met. If the requirements are not met, the Contractor shall determine if the crating and/or skid can be upgraded to meet the requirements or if it requires complete replacement.

5.5 Marking – Each item shall be individually stenciled in Black with White contrasting background as stated on the delivery order like the below the example:

NSN: To be Determined on Contract (e.g. 0000-00-000-0000) Part Number: To be Determined by Contract Condition Code: “A” QTY/UI: 1 Each Serial Number: (Example WLB-OVERHAUL 26-001) Contract Number: To Be Determined Delivery Order: To Be Determined

USCG SFLC MATERIAL

5.6 Shipping

5.6.1 F.O.B. Destination Only - Reference FAR 52.247-34(a) Unless otherwise directed, the Contractor shall ship and deliver the part “f.o.b destination,” as used in this clause, means-

(1) Free of expense to the Government, on board the carrier’s conveyance, at a specified delivery point where the consignee’s facility (plant, warehouse, store, lot, or other location to which shipment can be made) is located; and

(2) Supplies shall be delivered to the destination consignee’s wharf (if destination is a port city and supplies are for export), warehouse unloading platform, or receiving dock, at the expense of the Contractor. The Government shall not be liable for any delivery, storage, demurrage, accessorial, or other charges involved before the actual delivery (or "constructive placement" as defined in carrier tariffs) of the supplies to the destination, unless such charges are caused by an act or order of the Government acting in its contractual capacity. If rail carrier is used, supplies shall be delivered to the specified unloading platform of the consignee. If motor carrier (including "piggyback") is used, supplies shall be delivered to truck tailgate at the unloading platform of the consignee, except when the supplies delivered meet the requirements of Item568 of the National Motor Freight Classification for "heavy or bulky freight." When supplies meeting the requirements of the referenced Item568 are delivered, unloading (including movement to the tailgate) shall be performed by the consignee, with assistance from the truck driver, if requested. If the contractor uses rail carrier or freight forwarded for less than carload shipments, the contractor shall ensure that the carrier will furnish tailgate delivery, when required, if transfer to truck is required to complete delivery to consignee to the government address specified in paragraph 5.6.2.

Notify the KO and COR about the shipment (07) days in advance. Provide timely shipping information to KO and COR including the name of the shipping company, date of shipment leaving Contractor’s facility, and expecting arrival date and time at the government facility.

No shipment shall arrive outside of government normal business hours as determined by the KO. “Under FOB Destination, the contractor will be responsible for First Destination Transportation, and the Government assumes responsibility for goods only upon delivery.”

5.6.2 Reference HSAR 3052.247-72 - As prescribed in (HSAR) 48 CFR 3047.305-70(c), insert the following provision:

F.O.B. Destination Only (DEC 2003) Offers are invited on the basis of f.o.b. destination only. Offers submitted on any other basis will be rejected as nonresponsive.

5.6.3 Transportation, Packaging, Packing, Market Validation - Transportation, delivery, and shipping details and costs are to be outlined in the award and in accordance with the guidelines set forth in section 5. Rates for shipping will be negotiated at a fair and reasonable rate, per market conditions and will be determined based on the specific needs of the requirement and are to be approved by the Contracting Officer prior to shipment.

5.6.4 Shipping Address - Unless otherwise specified, the Contractor shall ship, and deliver all parts to the following government addresses:

US Coast Guard Surface Forces Logistics Center 2401 Hawkins Point Road, Receiving Room - Bldg. 88 Baltimore, MD 21226

5.6.5 Bar Coding – Bar code labels shall be supplied on all CLIN’s except for those that required data submissions only. All bar code labels shall be in accordance with ISO/IEC- 16388-2007, Bar Coding – Code 39 Symbology.

A. The actual labels shall be Type “V”. Grade “A”, Style “2”, Composition “b” with plastic laminate.

B. Each label shall contain encoded data for the Stock Number.

5.6.6 Preservation, Packaging, Packing, and Marking Validation – An onsite QA Representative will validate conformance to all requirements outlined in section 5 prior to final acceptance of any item provided as new or overhauled on this contract.

6.0 DOCUMENT SOURCES

Specification and Standards (DODISS Documents) Standardizations Document Order Desk

700 Robbins Avenue Building #4, Section D Philadelphia, PA 19111-5094 215-697-1187

National Conference of Standards Labs (ANSI/NCSL) 1800 30th St., Suite 305B Boulder, CO 80301 303-440-3339

International Organization for Standardization ISO Central Secretariat Chemin de Blondonnet 8

CP 401

1214 Vernier, Geneva Switzerland https://www.iso.org/standard/43897.html

USCG Surface Forces Logistics Center 2401 Hawkins Point Road Baltimore, MD 21226-5000 ATTN: Auxiliary Machinery Branch, code 025 410/762-6764