21R0202 - Attachment A16 Definitions.pdf

Attachment 16 – Definitions

SEA Card® Definitions The following definitions apply to the PWS and SEA Card® Program Contract.

Account: One or many DoDAACs are assigned to an account. This information is supplied by the SEA Card® PMO to the Contractor.

Account Setup Information: Specific information required for each account so that an account can be established.

Accountable Official (AO): A Government employee assigned with the responsibility for managing a SEA Card® account. The AO verifies the SEA Card® charges are approved or disputed. The AO ensures that the SEA Card® charges are in accordance with the overarching SEA Card® policies, guidance, and procedures.

Ad Hoc Reporting: Provides the ability for the SEA Card® online user to access data based on roles and permissions. The SEA Card® data available for ad hoc reporting includes but not limited the Hierarchy - Customer, account, orders, RFQs, bids, invoices, vessels, transaction, bunker contract(s)/information, merchant (fuel supplier) records, financial information to include Contractor payments to merchant, at any time by allowing the SEA Card® user to create reports and download in html, Excel, text (ASCII) formats, and pdf.

Adjustment: A transaction that reverses the original transaction and reduces the amount owed. See

“Credit”.

Agency Program Coordinator (APC): The individual serving as the focal point for management of accounts and internal controls for account activity. Normally assigned at the SEA Card® hierarchy level 3 or 4 dependent on Service/Agency direction.

Appropriate Purchase: A purchase that has been requested and conforms to the SEA Card® authorized product/service list and SEA Card® policies, procedures, and guidance.

Backhaul Charge: Charges by fuel suppliers for delivering the confirmed order quantity to the vessel and part of the order cannot be delivered.

Billing Cycle: A defined recurring weekly period between when statements of account/invoices are processed.

Billing Cycle Date: The cut-off date for which charges are processed for the billing cycle.

Billing Date: The billing date is the date of the contractor invoice sent to the Account.

Bunker Contractor: Fuel supplier awarded a DLA Energy bunker contract.

Bunker Delivery Receipt: The source document required by the Federal Government that contains the bunker fuel supplier sale details. At a minimum, the details include fuel product, vessel name, port information, date of fuel delivery, fuel supplier name, telephone number and address, quantity, unit of measure, applicable ancillary services, signature of SEA Card® Federal Government Ordering

Officer and signature of fuel supplier.

Business Day: Days that the Federal Government is open for operation (excludes weekends and Federal holidays).

Calendar Day: Any day of the week, including days falling on a weekend or Federal holiday.

Cancelled Account: An account that is canceled by the Service/Agency CPM or SEA Card® PMO. The account is closed, and no activity shall occur.

Component Program Manager: A Government employee assigned to manage the Service/Agency SEA Card® program. CPMs are assigned the hierarchy level 2 and operates as a sub-ordinate office to the DLA Energy SEA Card® Program Office.

Continuity of Operations: Actions taken by the Contractor in the event of a catastrophe that may disrupt operations domestically or internationally.

Contracting Officer (KO): A person with the authority to enter, administer, and/or terminate contracts and make related determinations and findings.

Contracting Officer Representative (COR): An individual designated and authorized in writing by the contracting officer to perform specific technical or administrative functions.

Credit: A transaction that reverses the original transaction and reduces the amount due. See “Adjustment”.

Customer: A U.S. Government employee that participates in the SEA Card® program.

Data Mining: An automated process used to scan databases to detect patterns, trends, and/or anomalies for use in risk management, spend patterns, and other areas of analysis.

Data Universal Numbering System (DUNS) number: A unique identifier available to organizations by registering with Dun & Bradstreet.

Demurrage: A penalty charged for undue delivery delays generated by the receiving party.

Defect Management Plan: The documentation of methodology that shows the lifecycle of a defect from how to identify, log, triage, fix, test, and deploy defect fixes, verification, and closeout.

Delinquency: An undisputed account balance that is unpaid for the prescribed number of calendar days or more past the statement due date.

Dispute: An action in which a customer questions the validity, accuracy, reasonableness or doesn’t recognize the transaction that was recorded to a SEA Card® account.

DoDAAC: Department of Defense Activity Address Code (DoDAAC) is a six-position code that uniquely identifies a Department of Defense unit, activity, or organization. The first position of the DoDAAC designates the Service/Agency.

Domestic: Locations existing in the 50 states of the United States of America.

Duplicate Transaction: A transaction that has been processed twice for the same purchase. Duplicate transactions should not occur as the Contractor’s dupe process should identify and reject these transactions.

Electronic Access System (EAS): The Contractor’s internet-based system that satisfies the SEA Card® requirements. See SEA Card® online.

Electronic Funds Transfer (EFT): Delivery systems used to transfer payments of funds electronically.

Federal Government: See Customer.

Federal Holidays: Authorized holidays recognized by the US Government when most Federal offices are closed. Federal holidays consist of New Year’s Day, Martin Luther King, Jr. Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

Federal Information Security Management Act (FISMA): Legislation that defines a comprehensive framework to protect government information, operations, and assets against threats.

File Transfer Protocol (FTP): A commonly used protocol for exchanging files over any network that supports the Transmission Control Protocol/Internet Protocol (TCP/IP) (such as the internet or an intranet). There are two computers involved in an FTP transfer: a server and a client. The FTP server, running FTP server software, listens on the network for connection requests from other computers.

The client computer, running FTP client software, initiates a connection to the server. Once connected, the client and/or server can perform file operations such as uploading files, downloading files, and renaming or deleting files.

Fiscal Year (FY): October 1 through September 30.

Fiscal Year (FY) Month: One twelfth or one month of the federal FY.

Fiscal Year (FY) Quarter: One fourth (or three months) of the Federal FY (e.g., first quarter, October 1 through December 31; second quarter, January 1 through March 31; third quarter, April 1 through June 30; and fourth quarter, July 1 through September 30).

Fraud: Any act of corruption or attempt to cheat the Government or corrupt the Government’s agents, including but not limited to, the use of the SEA Card® purchase solutions to transact business that is not sanctioned, authorized, not in one’s official government capacity, or not as part of official government business. Merchants charging items that were not delivered or falsifying a charge.

Fuel Supplier: The party that agrees to deliver the mutually agreed upon bunker fuel, in accordance with the fuel specification, and order details to the requesting vessel. The fuel supplier

Fulfillment: A fuel supplier completes the mutually confirmed fuel order requirements.

Hierarchy: The organizational structure of the DLA Energy SEA Card® program which is composed of multiple levels from the DLA Energy SEA Card® Program Management Office to the card user.

Hull Number: The unique identifier of a Federal Government vessel.

International: Global commercial seaport locations that are not within the definition of “domestic”.

Invoice: A document requesting payment.

Level 1 Data: Standard commercial transaction data that includes but is not limited to the total purchase amount, the date of purchase, the merchant category code, merchant’s name, city/state, date charge/credit was processed by the Contractor, Contractor processing/transaction reference number for each charge/credit, and other data elements as defined by the Associations, the brands, or similar entities.

Level 2 Data: In addition to Level 1 data, Level 2 data includes but is not limited to sales tax amount, company information, and other data elements as defined by the Associations, the brands, or similar entities.

Level 3 Data: In addition to the transaction data in Levels 1 and 2, Level 3 data includes but is not limited to: unit cost, quantities, unit of measure, product codes, product descriptions, discount amount, and other data elements as defined by the Government, Associations, the brands, or similar entities.

Merchant: See Fuel Supplier.

Merchant Credit: A transaction submitted by the approved merchant that reverses the original transaction.

Merchant Documentation: See BDR and Invoice.

Minimum Refund: The lowest refund required by the Government.

Misuse: Use of a Federal purchase solution by an authorized customer for other than the official government purpose(s) for which it is intended.

Non-Contract: Not bound by a DLA Energy bunker contract.

Online: The state of internet connectivity controlled by or connected to a computer, computer network, or mobile device.

Payment: The action of paying for approved purchases made to the account.

Product Code: A unique identifier assigned to specific bunker product. Product codes are assigned to an authorized product on the transaction.

Processing Fee: A fee paid by the merchant’s financial institutions to the Contractor bank for processing the transaction.

Quality Assurance: A systematic process to verify that a product and/or service meets the specified requirements.

Quality Assurance Rep (QAR): DLA Energy individual whose area of expertise resides in fuel quality assurance. The QAR surveys bunker contractors to ensure compliance with quality requirements of the contract as well as safety.

Quality Hold: The process of ordering the suspension of bunker contract services at a given seaport due to product inadequacies or specification violations by the contractor.

Quarter: One fourth (or 3 months) of a year. See “Fiscal Year Quarter”.

Quote: An approved SEA Card fuel supplier submits the price, fuel specifications and pertinent product and/or service details in response to a customer’s request for quote for approved bunker fuel support.

Refunds: A monetary payment provided by the Contractor based on the dollar amount or “spend” of non-contract sales during a specified time.

Retail: Refer to non-contract.

Role-Based: The SEA Card® online functionality that guarantees a user has access to data and program information based on the assigned role and permission in accordance with the requirement.

Security Incident: An observable incident in the operations of a system or information technology service, indicating that a security policy may have been violated or a security safeguard may have failed.

Signature: Discrete, verifiable handwritten depiction of the authorized Ordering Officer self-identification affixed to the fuel supplier BDR at the time of the SEA Card® sale. The fuel supplier shall sign the BDR at the time of sale.

Software Quality Assurance: Repeatable processes that are in place to monitor the software engineering processes to ensure quality, verify conformance to standards, design, coding, and testing into measurable and verifiable results.

Split Billing: The act of separating charges contained in a single transaction. Fuel and fuel related items are billed to DLA Energy and ancillary services to the vessel account.

Suspension: The process by which an account is inactivated due to delinquency or failure to have an official AO(s) and CO(s) user assigned to the account. No activity shall occur when an account is suspended.

Third Party: Any entity that is not the prime Contractor.

Third Party Merchant: An approved merchant that has an arrangement with fuel suppliers at an approved SEA Card® seaport. The actual fuel supplier does not participate in the SEA Card® program.

The third-party merchant will invoice for the bunker product and/or ancillary services delivered to the vessel. The third-party merchant may not charge a fee for this service. Third-Party merchants MUST provide complete evidence of the actual fuel suppliers sale documentation to include price charged per unit of measure. Complete evidence of the SEA Card® sale is required for a third-party merchant to participate in the SEA Card® program.

Transaction Dispute: A disagreement between the SEA Card® customer and the SEA Card® fuel supplier with respect to a transaction.

Transmission Control Protocol/Internet Protocol TCP/IP: A protocol for communication between computers, used as a standard for transmitting data over networks and as the basis for standard Internet protocols.

User: A Government employee that is granted access to the SEA Card® online.

User Friendly: Ease of use geared towards those with a rudimentary or limited knowledge of computer systems and operations. The typical knowledge base includes how to log on and off the system, simple menu-based functions in a graphical/visual user interface environment (e.g., point and click functions such as file, open, close) with simple one-step commands (e.g., search, print, save).

Waste: Any activity taken with respect to a government purchase solution that fosters, or results in, unnecessary costs or other program inefficiencies.