20260804 PWS - MSC N722 PWS Flexible Hose Master List - Draft 3.docx

ESB Class Flexible Hose Assembly Master List

MSC Technical POC:

Jailynn Keyes Mechanical Engineer, N722 jailynn.t.keyes.civ@us.navy.mil 757.341.7641

1. Background: Military Sealift Command’s Quality Management System (QMS) Procedure: Flexible Hose Assembly Inspection and Replacement (GFI 8.1) requires that each ship class upkeep an accurate flexible hose assembly (FHA) list for recordkeeping. Classes missing an FHA list must develop one within 5 years of the QMS being issued: 11/18/2024.

Military Sealift Command (MSC) requires contractor marine engineering services for the development of an FHA master list for ESB class vessels.

2. Scope: The contractor shall execute the complete and accurate development of an FHA Master List onboard the ESB class vessels. The FHA Master List will be comprised of specific information relevant to each hose and its ability to function properly in its intended service. Specific information which must be included is detailed in CDRL 0001 and 0002. Examples of specific information include, but are not limited to size, length, material, pressure rating, etc. The contractor must provide all specific information for each FHA, as outlined in CDRL 0001 and 0002.

NOTE: ESB Class vessels built in multiple flights contain various machinery differences which may alter the FHA master list between vessel flights. For example, ESB 3-4 are equipped with 48/60A engines. ESB 5-7 are equipped with 48/60CR engines. Therefore, each ship flight requires verification for accuracy. Therefore, the contractor shall effectively complete TWO (02) master hose lists. One (01) list for ESB 3-4, and one (01) list for ESB 5-7. It is not required that the contractor check every ship. A ship check on ESB 4 shall suffice for ESB 3-4. A ship check on ESB 7 shall suffice for ESB 5-7.

3. Definitions:

3.1. Flexible Hose Assembly (FHA): A flexible hose assembly is any installed article consisting of a flexible hose body together with its end terminations, furnished or assembled as a single unit, that conveys a fluid between two points in a shipboard system and that provides flexibility, vibration isolation, thermal or mechanical movement accommodation, or connection to a moving, resiliently mounted, or removable component. A flexible hose assembly is identified by the combination of its hose body, its two end terminations, and its installed location. The hose body materials may include, but are not limited to, rubber, thermoplastic, composite, PTFE, corrugated or convoluted metal, or braided metallic construction, with or without external reinforcement, armor, or protective sheathing. End terminations include but are not limited to permanently attached crimped, swaged, or vulcanized fittings; reusable threaded fittings; flanged, union, quick-disconnect, cam-lock, or grooved couplings; and field-applied clamped connections.

3.1.1. For purposes of this contract, flexible hose assemblies include every such article installed aboard the vessel in any system, in any space, and at any accessibility condition, including but not limited to: propulsion and auxiliary machinery; fuel oil, lubricating oil, and hydraulic systems; seawater, freshwater, and cooling systems; bilge, ballast, and dewatering systems; compressed air and starting air; steam and condensate; exhaust and charge air; steering gear and thruster systems; deck machinery, cranes, and mooring equipment; boat and davit systems; cargo, mission, and vehicle-deck systems; aviation fuel and aviation support systems; sewage and gray water; HVAC and refrigeration; and hoses installed within or forming part of packaged, skid-mounted, containerized, or vendor-furnished equipment. An article meeting the description above is a flexible hose assembly for purposes of this contract regardless of whether it is type approved, marked, tagged, dated, listed in existing vessel documentation, correctly applied, or compliant with any classification, regulatory, or Government requirement. Nonconforming, undocumented, temporary, and improperly applied assemblies are within the population and shall be recorded as found.

3.1.2. Exclusions: The following are not flexible hose assemblies for purposes of this contract: portable fire hose and fire station hose; portable damage control, dewatering, and firefighting hose not permanently installed; flexible electrical cable, conduit, and wireway; and non-liquid-carrying flexible ducting for ventilation air.

3.1.3. Unit of enumeration: Each individual installed assembly constitutes one line item on the FHA Master List except where identical assemblies are installed in multiple locations on the same, single piece of machinery. For example, six (06) identical flexible hoses which supply jacket water to each cylinder of a 6L engine may be listed as one line item. In this instance, the column marked “quantity” shall reflect the appropriate quantity for that single piece of machinery. Where redundant machinery exists (i.e., four (04) identical main diesel engines), each individual piece of machinery shall have its own individual line item.

3.1.4. Fixed Firefighting Systems: Where fixed fire fighting systems contain identical hoses per unit of storage and are contained in the same physical location onboard the vessel, each set of identical FHAs may be identified on a single line item with the quantity noted. For example, if a single space contains ten (10) halon bottles, and each bottle has identical FHA’s with identical data for each column, the FHA’s may be entered into a single line item. If it is found that one (01) FHA installed on one (01) bottle has different data for a single column (for example, a different in-service date), that FHA is required to be entered into a separate line item. If there are identical systems located in different spaces throughout the vessel, each location will require its own line item. For example, if the paint locker halon system contains identical hoses to the machinery space halon system, each system will require its own line item since the bottles are physically located in different spaces.

3.1.5. Critical Systems and Equipment: Critical systems and equipment shall be defined in accordance with MSC QMS N0750-100.00-AQ: MSC Ship Critical Safety Items Parts and Service Support (GFI 8.3). Critical items include:

3.1.5.1. Main Propulsion Diesel Engines

3.1.5.2. Main Propulsion Motors

3.1.5.3. Gas Turbine Engines

3.1.5.4. Ship Service Diesel Engines

3.1.5.5. Ships Service Turbine Generators

3.1.5.6. High Pressure/Low Pressure Propulsion Turbines

3.1.5.7. Emergency Diesel Generators

3.1.5.8. Propulsion/Machinery Control Systems

3.1.5.9. Main Propulsion and Turbine Generator Reduction Gears

3.1.5.10. Propulsion Shafting, Bearings and Couplings

3.1.5.11. Controllable Pitch Propeller Systems

3.1.5.12. Stern Tube Seal Systems

3.1.5.13. Steering Gear Control Systems

3.1.5.14. Electronic Chart Display Information System

3.1.5.15. Dynamic Positioning (DP2) System

3.1.5.16. Fixed Fire Extinguishing Systems/Fire Detection Systems

3.1.5.17. Oily Water Separator/Oil Content Monitors

3.1.5.18. Mission Equipment (Vehicle Ramps; Cargo Cranes; Cargo Hold Water Tight Doors and Ramps) (structural, electronics and hydraulic control systems; not hydraulic components and hoses, and other common components).

3.1.6. Hose Tag Requirement: In accordance with MSC QMS N7.722.10440.5-WP: Flexible Hose Assembly Inspection and Replacement, hose tags shall be required on all FHA’s unless the installation location introduces risk that a loose or broken tag may become foreign object debris (FOD) near machinery intakes, uptakes, or mission/flight deck areas. The contractor Lead Marine Engineer shall make a risk assessment if a hose tag has the potential to become FOD based upon their professional judgement and notate the FHA Master List accordingly. Any FHA’s marked “no” for a hose tag shall be reviewed during the progress meeting, in accordance with paragraph 4.3.

NOTE: Sampling, extrapolation, or representative-type reporting does not satisfy the requirements of this contract except where specifically noted in paragraph 3.1.3, and paragraph 2.

4. Specific Tasks: The contractor must perform the following tasks to execute the work packages as required in Section 2 above:

4.1. Kickoff Meeting – The Contractor must conduct a kick-off meeting with MSC in accordance with Section 7 to discuss all work packages. All contractor Key Personnel must participate in the kick-off meeting. The Contractor must arrange the date and time with the Contracting Officer (KO) and Technical Point of Contact (TPOC) to attend a kickoff meeting via teleconference or in-person. The purpose of this kick-off meeting is to review task requirements, schedule, and address any concerns. The Contractor shall create an agenda prior to the meeting along with presenting the Plan of Action and Milestones (POA&M) for successful contract execution. The Contractor shall record meeting minutes and action items resulting from this meeting and provide as deliverables.

4.2. Project Schedule: The Contractor shall maintain a POA&M (CDRL 0003). The POA&M shall be updated after the kick-off meeting, consisting of a timeline of actions, events, and delivery dates of the deliverables. The POA&M shall cover all work required in CLIN 0001. The POA&M is a living document and shall be updated and submitted to the Government on the first working day of each month. The POA&M shall highlight critical path(s) as well as “not later than” dates required for each task award.

4.3. Progress Meetings – The Contractor shall host regular progress meetings to discuss all work packages. The purpose of these meetings will be to discuss physical progress of the project and to identify any issues that may impact the list or schedule. A standard agenda must be developed and customized by the Contractor for each meeting. The frequency of these meetings must be held in accordance with Section 7.1. Deviation from this periodicity or the cancellation of any meetings must be approved by the TPOC. Meetings must be held in-person or via teleconference. The format for each meeting must be approved by the TPOC.

4.4. Meeting Minutes – The Contractor must provide minutes from all meetings to be delivered in accordance with Section 7.1 (CDRL 0005). These minutes must document the discussion (including any formal concerns raised by the Government), any decisions made during the meeting, and all action items (including the individual responsible, the deliverable, and the due date).

4.5. Ship Check Plan – The Contractor must provide a ship check plan for MSC review in accordance with Section 7.1 (CDRL 0004). The plan must provide a chronological scheme of how the ship survey is to be conducted and the types of information to be acquired and recorded. Specific information required for each modification must be identified to ensure all data that is necessary to completely execute work packages is obtained. Any special access to secure spaces or tanks must be identified.

4.6. Ship Check – The Contractor must conduct a detailed ship check to survey and gather the necessary information to provide complete deliverables required herein. One (01) ship check shall take place in Newport News, VA onboard ESB 4. One (01) ship check to take place in Mobile, AL onboard ESB 7. During this ship check, the Contractor must gather information required to completely and accurately develop the FHA Master Lists (CDRL’s 0001, 0002). Lead and secondary engineers, as defined in paragraph 12, must attend the ship check along with any additional support personnel deemed necessary by the contractor to gather all required information.

4.6.1. During the ship check, the Contractor must physically verify all required details of every flexible hose assembly onboard to compile the FHA Master List (CDRL 0001, CDRL 0002)

4.6.2. The Contractor must provide daily Ship Check Notes (CDRL 006) throughout the duration of the ship check. The Ship Check Notes must be consolidated at the end of each day and forwarded electronically to the TPOC per Section 7.1. The Contractor shall be available to meet via teleconference at the TPOC’s request to discuss the Ship Check Notes from the previous day and to discuss the work plan. The Contractor must be available to discuss their notes with the TPOC and conduct a brief walk-through of the areas to be worked that day to ensure necessary information is being collected.

4.6.3. The Contractor must conduct a meeting with the TPOC on the final day of each ship check to summarize the ship check events and to discuss any outstanding concerns. The Contractor must review all the Ship Check Notes with the MSC Representatives and conduct a complete walk-through of all the locations addressed in this PWS. The purpose of the walk-through is to ensure all the necessary information has been collected to execute the required work packages. It is the responsibility of the Contractor to ensure that all information needed to completely execute the work packages has been gathered during the ship check. The review and monitoring by the Government does not relieve the Contractor from this responsibility.

5. Contract Deliverables: It is the responsibility of the Contractor to ensure that final deliverables are accepted by MSC prior to the end of the period of performance.

5.1. CDRL 0001 – FLEXIBLE HOSE ASSEMBLY MASTER LIST, ESB 3-4. The Contractor must provide the FHA Master List using MS Excel 2016 compatible spreadsheets as required by the GFI 8.1, and all requirements and definitions outlined in this contract. The format of the spreadsheet shall follow the QMS requirement; grouping static information and dynamic information together. The FHA list should follow the template provided in GFI 8.2, and shall have all columns filled in with complete information. This list shall be completed in accordance with all requirements of GFI 8.1. Each flexible hose master list shall also include a corresponding PDF document which contains photographs of each flexible hose assembly per line item. The photograph captions shall directly correspond to the hose line item in the FHA master list.

5.2. CDRL 0002 – FLEXIBLE HOSE ASSEMBLY MASTER LIST, ESB 5-7. The Contractor must provide the FHA Master List using MS Excel 2016 compatible spreadsheets as required by the GFI 8.1, and all requirements and definitions outlined in this contract. The format of the spreadsheet should follow the QMS requirement; grouping static information and dynamic information together. The FHA list should follow the template provided in GFI 8.2, and shall have all columns filled in with complete information. This list shall be completed in accordance with all requirements of GFI 8.1. Each flexible hose master list shall also include a corresponding PDF document which contains photographs of each flexible hose assembly per line item. The photograph captions shall directly correspond to the hose line item in the FHA master list.

5.3. CDRL 0003 – PROJECT POA&M. The Contractor must provide the Plan of Actions and Milestones in MS Project 2010, in accordance with paragraph 4.2.

5.4. CDRL 0004 – SHIP CHECK PLAN. The contractor must provide a ship check plan for MSC to review and approve, in accordance with paragraph 4.5.

5.5. CDRL 0005 – MEETING MINUTES. The contractor must provide meeting minutes for all meetings and teleconferences held between the contractor and the TPOC, in accordance with paragraph 4.4.

5.6. CDRL 0006 – DAILY SHIP CHECK NOTES. The contractor shall provide daily notes of work accomplished while conducting ship checks to the TPOC in accordance with paragraph 4.6.2.

5.7. The Contractor must submit all electronic files (AutoCAD 2017 [.dwg], MS Word 2016 [.doc], MS Excel 2016 [.xls], Adobe Portable Data Files [.pdf]) on hard disk via expedited delivery, or by other means deemed acceptable by the TPOC (e.g., electronic submission via DOD SAFE).

6. Review Process: Contract Deliverables must be submitted in accordance with the following process:

6.1. The Contractor must submit P1 deliverables of CDRL 0001 and CDRL 0002 for MSC review and comment in accordance with Section 7.1. The P1 deliverables must be complete, technically correct, and properly formatted with no reservations, errors or omissions. The P1 deliverables must be approved by the contractor’s Project Manager as identified in Paragraph 12, prior to submission to the TPOC. MSC review is not to be used as the Contractor’s Quality Assurance (QA) review. If P1 deliverables are submitted with reservations, omissions or are deemed unacceptable by the TPOC, the P1 deliverables will be rejected and returned to the contractor as unacceptable and updated P2 deliverables must be resubmitted to MSC. This process must continue until MSC accepts the deliverables.

6.2. After deliverables have been accepted by the TPOC, all preliminary revision marks and revision notes must be removed and they must be labeled as “Rev –” or the most up to date revision. The “Rev –” deliverables must be reviewed by the Contractor’s Project Manager prior to submission to the TPOC. If Rev- is submitted with reservations, omissions or is found to be unacceptable to the TPOC, the deliverable will be rejected and returned to the contractor as unacceptable and an updated Rev - must be submitted to MSC. This process must continue until MSC accepts the Rev - deliverable. Each new revision of Rev - must be marked with the submittal date on both the file name and in the revision notes section for document control. For any deliverables that do not require regulatory approval, this deliverable will become the Final Copy after MSC’s comments are incorporated and Rev – is accepted.

7. Delivery Schedule:

7.1. The delivery schedule for all deliverables must be in accordance with the approved POA&M (CDRL 0003) and the milestones listed below:

*BD = Business Day(s) *COB=Close of Business, 1700 EST

8. Government Furnished Information (GFI): The following is general GFI to be used for all tasks. Electronic copies of these documents are available from the TPOC upon request.

8.1. N7.722.10440.5-WP QMS – Flexible Hose Assembly Inspection and Replacement

8.2. Sample Flexible Hose Assembly Master List Format

8.3. N0750-100.00-AQ QMS MSC Ship Critical Safety Items Parts and Service Support

8.4. All machinery, shipboard, and navy technical manuals, and selected record drawings, as requested by the contractor.

9. Applicable Documents: Design and review must be in accordance with the following specifications, standards and all requirements incorporated within these documents. Where requirements of these documents conflict, the most stringent requirement must take precedent. It is the Contractor’s responsibility to furnish these documents. Any deviation from the requirements of these documents must be approved in writing by the Contracting Officer.

9.1. USCG Code of Federal Regulations

9.2. American Bureau of Shipping, Rules for Building and Classing Marine Vessels

9.3. International Maritime Organization (IMO) regulations, based on the statutory certificates held by ESB class vessels.

10. Place and Period of Performance. The overall Period of Performance will begin upon Order issuance and end 120 days after contract award. All work must be performed at the Contractor’s facility, virtually, or onboard an MSC vessel located in Newport News, VA and Mobile, AL.

11. Invoice Schedule: Unless an alternate invoice schedule is requested by the contractor and approved by the Contracting Officer, the contractor shall submit an invoice to be paid in full once all goods and services have been received and accepted by the government TPOC.

12. Key Personnel Requirements: Key personnel must be responsible for the development of all deliverables. Resumes for all key personnel must be provided. No personnel may be “dual hatted” unless specified below.

12.1. Project Manager – The Contractor must supply an individual with expertise in shipboard multi-disciplinary engineering project management, similar in scope to the current requirement. The Project Manager must have at a minimum a B.S. degree and be able to understand and describe technical details. The Project Manager will be the Contractor’s point of contact who will communicate with the TPOC and will also serve as the contractor’s quality assurance professional. The selected PM must meet one (01) of the following requirements:

12.1.1. Senior level Merchant Marine Credential (MMC) as a Chief Engineer or 1st Assistant Engineer.

12.1.2. Minimum of 10 years working in the maritime industry, specifically focused on marine engineering design or shipboard project management.

12.2. Primary Marine Engineer – The lead marine engineer shall carry 2AE MMC or higher, as well as a minimum a Bachelor of Science Degree in an engineering field. The lead marine engineer shall have a minimum of seven (07) years of experience in the maritime or naval ship repair industry.

12.3. Secondary Marine Engineer – The Contractor shall supply a secondary marine engineer to assist the lead engineer. The secondary engineer must be a USCG licensed engineering officer OR hold a Bachelor of Science degree in engineering with at least three (03) years of experience in the maritime industry.

Note: for MMC requirements stated above, the MMC need not be active.

13. Ship and Base Access: The contractor is responsible for obtaining base, ship repair facility, and shipboard access. This will include gaining:

· Base/Repair Facility Access Request

· Vehicle Access Request

· Ship Access List

13.1. Defense Biometric Identification System (DBIDS): DBIDS is being implemented for access to DoD facilities in CONUS, HI, Guam and Puerto Rico (replaces RapidGate). Vendor is responsible to acquire DBIDS credentials prior to performance start date. Delays that may result from inadequate planning are contractor responsibility. Vendor instructions and program information is available at https://www.cnic.navy.mil/om/dbids.html. DBIDS credentials require (in succession) (1) Present a letter or official document from the Government sponsoring organization that provides the purpose for your access, (2) Present valid identification, such as a passport or Real ID Act-compliant state driver's license, (3) Present a completed copy of the SECNAV 5512/1 form to obtain your background check, (4) Upon completion of the background check, the Visitor Control Center representative will complete the DBIDS enrollment process, which includes your photo, finger prints, base restrictions, and several other assessments, and (5) After all of this is done, the contractor will be provided with the DBDIS credential. For vendors with existing Navy Commercial Access Control System (NCACS) cards, see https://www.cnic.navy.mil/om/dbids.html for instructions to obtain DBIDS credentials. Vendor is responsible to confirm that each employee held DBIDS credentials are active for the specific facility and performance period in accordance with DBIDS.

13.2. Vehicle Access: Required for vehicle access to Navy facilities. Follow supplemental instructions on Base Access forms or base-specific vehicle access forms.

13.3. Ship Access List: On company letterhead attachment via email, the vendor is required to provide the MSC TPOC with an accurate, current list of performing personnel prior to being admitted aboard the vessel.

13.4. Additional access permissions may be required.

14. Data Rights

14.1. All work performed by the Contractor under the Contract will become the exclusive property of MSC in which the Government will have unlimited rights. The Contractor will not deliver or otherwise provide to the Government technical data or computer software, to include the deliverables under the Contract, with restrictions, including those as to use, modification, reproduction, and transfer, or with restrictive markings.

14.2. At any and all times, the Contractor agrees to promptly provide to the Government at no additional cost such documents, codes or other materials and information that are necessary to permit the Government's full enjoyment of its rights in the deliverables as described above.