Attachment_(1)_Fuel_Sampling_SOW.docx

FUEL SAMPLING PROGRAM STATEMENT OF WORK

1.0 GENERAL

The United States Coast Guard (USCG) requires a Fuel Sampling Program (FSP) to analyze middle distillate/diesel (i.e. marine gas oil (MGO)) and aviation fuel quality. The Contractor shall provide fuel testing services for USCG vessels, air stations, and/or other vessels specifically identified by the USCG during the term of this contract. The Contractor shall be responsible for providing and shipping fuel sample kits worldwide, shipping fuel samples worldwide to the Contractor’s fuel laboratory, conducting the required fuel sample analysis, assuring quality of fuel analysis results, retention and disposal of fuel samples, and reporting fuel analysis results to the USCG.

1.1 Glossary of Terms Used in this Statement of Work (SOW):

2.0 CONTRACTOR FACILITY

The Contractor shall provide a CONUS fuel testing laboratory in which all fuel samples shall be shipped to, and tested at this facility. Only one testing facility shall be utilized during the performance of this contract.

2.1 Equipment:

The Contractor shall have the required equipment to run all of the ASTM/EN/ISO test methods and shall be capable of performing the tests and analyses specified in Attachment A prior to contract award. The Contractor shall include Attachment D as part of the contract proposal which specifies the ASTM/EN/ISO test methods performed for each fuel property, the fuel volume required for each test method, type and number of test equipment in the laboratory, and total capacity per day for testing.

3.0 REQUIREMENTS

3.1 MGO Fuel Sample Kit:

The Contractor shall provide a fuel sample kit(s) to USCG vessels. The fuel sample kit shall contain the required consumable materials for the collection of five (5) routine in-line fuel samples and/or special diagnostic fuel tank samples, and the shipment of these fuel samples to the Contractor’s laboratory. Each individual fuel sample from a specific bunkering event shall have sufficient fuel volume to perform laboratory Test Slates 1-3, as specified in Attachment A, and possible retesting of one or more fuel properties. The Contractor shall be responsible for ensuring that all packaging meets all IATA, DOT, and other applicable regulations for air and ground shipping MGO fuel samples as non-hazardous material to the Contractor’s fuel laboratory. Each fuel sample kit shall contain the following items for five (5) separate bunkering events:

a. Fuel sample bottles with protective caps able to accommodate at least one serialized seal.

b. Serialized seals that fit the fuel sample container protective caps to prevent tampering with the fuel sample.

c. Self-adhesive fuel sample container labels shall include the following information:

i. Vessel Name

ii. Hull Number

iii. Date Sampled

iv. Port Location (City/State/Country)

v. Product Name/Designation

vi. Supplier Name and Address

vii. Quantity Received (gallons/tons/barrels)

viii. Sampling Location (at ship’s in-line fuel sampling flange, fuel tank sample, or other location)

ix. Ship’s Representative Signature (print and sign name)

x. Vessel’s Email Address

xi. Seal Number(s) (of the specific seal affixed to the container)

d. Ten (10) pre-addressed fuel shipping mailers with applicable pre-paid Courier account numbers; sufficient materials to ship five (5) International (OCONUS) and five (5) Domestic (CONUS) fuel samples.

e. Five (5) individual IATA approved shipping boxes to deliver fuel samples to the Contractor’s fuel laboratory as non-hazardous material.

f. Detailed instruction sheets for shipping fuel samples to the Contractor’s fuel laboratory and any additional written documentation to ensure timely and unencumbered delivery of the samples to the Contractor’s fuel laboratory.

g. One (1) hard-copy of the Fuel Sampling Program Instruction Manual (COR shall provide an electronic copy to the Contractor).

h. Five (5) 10-liter fuel sample collection cubitainers and pour boxes with caps (for sample collecting, mixing and pouring into individual fuel sample bottles)

i. Five (5) cubitainer screw caps with puncture seal spout (connects to sampling hose during sampling).

3.1.1 Additional MGO Fuel Sample Bottles:

Five (5) fuel sample bottles with protective caps shall be requested by the COR and sent within one (1) business day of the request to the applicable vessel’s homeport or alternate address. The five (5) additional fuel sample bottles are separately priced and include shipping to a U.S. location.

3.1.2 Additional MGO Fuel Shipping Mailers:

Five (5) pre-addressed international or domestic fuel shipping mailers with applicable pre-paid courier account numbers shall be requested by the COR and sent within one (1) business day of the request to the applicable vessel’s homeport or alternate address. The additional shipping mailers are separately priced (U.S. shipping included) and shall come in two (2) separate sets: five (5) International or five (5) Domestic mailers. The COR shall identify which mailers (either international or domestic) in the request.

NOTE: All aviation fuel sample kits (NSN 8115007178572) are supplied by the Government and not included in this contract. Aviation fuel shipping shall be paid separately by the vessel and is not included in this contract.

3.2 MGO Fuel Sample Kit Shipping:

The Contractor shall ship fuel sample kit(s) to a vessel’s U.S. homeport address (or alternate address) as directed by the COR and sent within one (1) business day of the request. The Contractor shall advise the COR of the courier’s tracking number. Fuel sample kit shipping fees shall be included in the price of the fuel sample kit for each geographical region in the U.S. (see Attachment C for the three U.S. geographical regions). The Contractor shall submit fixed prices per geographical region in the U.S. The Contractor shall also submit the fixed price for only a fuel sample kit. The Government shall provide to the Contractor a list of vessel names on the FSP and the applicable U.S. homeport or alternate addresses.

3.3 MGO Fuel Sample Shipping:

The Contractor shall have a courier service(s) (FedEx, UPS, or similar) in the locations identified in Attachment C capable of transporting the fuel sample(s) from these geographic regions to the Contractor’s laboratory. For all ports, the courier service shall pick up the fuel sample(s) directly from the USCG vessel’s docked location, from another designated location specified by the vessel, and deliver the fuel sample(s) to the local shipping office for shipment to the Contractor’s fuel laboratory. The Contractor shall be responsible for ensuring that the packaging of the fuel sample meets all IATA, DOT and other applicable regulations for air and ground shipping the MGO fuel sample as non-hazardous material to the Contractor’s fuel laboratory. The Contractor shall resolve any shipping issues with the applicable courier service.

3.3.1 Fixed Price MGO Fuel Sample Shipping:

MGO fuel sample shipping from the USCG vessels to the Contractor’s fuel laboratory for routine in-line fuel and/or special diagnostic tank samples shall be paid through fixed prices. This includes the cost of a fuel sample(s) shipped from specified worldwide geographical regions (outlined in Attachment C) to the Contractor’s fuel laboratory. The Contractor shall submit fixed prices per worldwide geographical region (specify whether shipping is for ground or air).

3.4 Fuel Sample Analysis Services:

3.4.1 MGO Fuel Sample Receipt:

A vessel’s specific bunkering event shall arrive at the Contractor’s fuel laboratory in the fuel sample bottle(s) provided in the Fuel Sample Kit. The Contractor shall maintain an electronic log documenting the date and time the sample was shipped by the vessel, location where the sample was shipped from, when the sample was received by the laboratory, and when the testing was initiated and completed. The Contractor shall assign a unique identification number to each sample and take a photograph of the fuel sample bottle label. The photograph of the fuel sample label shall be sent via email with the Test Slate analysis report to D05-DG-SFLC-ESD-NAME-MainProp-FuelAnalysis@uscg.mil. Similarly, if a special diagnostic tank sample arrives at the laboratory, the above also applies.

3.4.2 Aviation Fuel Sample Receipt:

An Air Station or vessel’s fuel sample shall arrive at the Contractor’s fuel laboratory. The Contractor shall maintain an electronic log documenting the date and time the sample was shipped by the vessel, location where the sample was shipped from, when the sample was received by the laboratory, and when the testing was initiated and completed. The Contractor shall assign a unique identification number to each sample.

3.4.3 MGO Fuel Sample Testing:

The Contractor shall test each MGO fuel sample in accordance with Test Slates 1, 2 and 3 provided below to the specific fuel parameters for each Test Slate specified in Attachment A. If one fuel sample is sent in two or more containers, the fuel sample bottles shall be homogeneously mixed together in a clean, clear bottle as to not introduce additional contamination to achieve a representative sample of the fuel. The Contractor shall strictly adhere to the specified test method for each analysis. The Contractor shall not process fuel samples that are unlabeled or unidentified, have insufficient fuel sample volume to perform Test Slate 1, or if the fuel sample is greater than three (3) months old. In such cases, the Contractor shall contact the Contracting Officer and COR for further instructions for these samples.

3.4.3.1 Test Slate 1:

Test Slate 1 analysis shall be conducted for every MGO fuel sample submitted by a USCG vessel.

3.4.3.2 Test Slate 2:

The Contractor shall perform Test Slate 2 analysis when directed by the COR. If there is insufficient fuel volume to run Test Slate 3, contact the COR for further instructions.

3.4.3.3 Test Slate 3:

The Contractor shall perform Test Slate 3 analysis when directed by the COR. If there is insufficient fuel volume to run Test Slate 3, contact the COR for further instructions.

3.4.4 Aviation Fuel Sample Testing:

The Contractor shall test each aviation fuel sample in accordance with Test Slate 4 to the specific fuel parameters specified in Attachment A. Only Test Slate 4 is for aviation fuel samples.

3.4.4.1 Test Slate 4:

Test Slate 4 analysis shall be only be conducted for aviation fuel samples.

3.4.5 Fuel Sample Property Retest:

The COR may order retesting of specific MGO and/or aviation fuel properties specified in Attachment A. COR requested retests shall be conducted within one (1) business day of the request. The fuel sample property retest shall not be separately priced. All MGO fuel samples with a flash point of less than 60 degrees Celsius per ASTM D93 shall automatically be retested (not separately priced).

3.4.6 MGO Fuel Sample Retention:

The Contractor shall retain MGO fuel samples for a minimum of forty five (45) calendar days beginning on the day the Test Slate analysis report is distributed via email. After the forty five (45) calendar days, the Contractor shall dispose of the fuel samples in accordance with applicable federal, state and local environmental regulations. A longer sample retention period may be requested by the COR for specific samples.

3.4.7 Aviation Fuel Sample Retention:

The Contractor shall retain aviation fuel samples for a minimum of five (5) calendar days beginning on the day the Test Slate analysis report is distributed via email. After the five (5) calendar days, the Contractor shall dispose of the fuel samples in accordance with applicable federal, state and local environmental regulations. A longer sample retention period may be requested by the COR for specific samples.

3.4.8 MGO Fuel Sample Reporting:

Test Slate 1, 2, and 3 analysis results shall be reported via a USCG-provided Excel spreadsheet and uploaded into the Contractor’s online database (Section 3.4.12). All Test Slates representing a specific fuel sample shall be reported on the same Excel report. The Contractor shall record the exact information from the fuel sample bottle label onto the Excel spreadsheet. After the Test Slate(s) analyses are complete, the Contractor shall record the data in the Results column for each applicable fuel property. A Laboratory Data Analyst shall review all fuel analysis data for completeness and accuracy prior to transmission to the Government. Completion of the Test Slates is defined to occur when the Excel report and fuel sample label photograph are sent electronically via email to the COR and D05-DG-SFLC-ESD-NAME-MainProp-FuelAnalysis@uscg.mil, or to any other email address provided by the COR. The email subject line shall include the USCG vessel’s name, refueling date, and port location at a minimum, or other information as directed by the COR.

3.4.9 Aviation Fuel Sample Reporting:

Test Slate 4 analysis results shall be reported via a USCG-provided Excel spreadsheet, or as directed by the COR, and uploaded into the Contractor’s online database (Section 3.4.12). A Laboratory Data Analyst shall review all fuel analysis data for completeness and accuracy prior to transmission to the Government. Completion of Test Slate 4 is defined to occur when the Excel report is sent electronically via email to the COR and D05-SMB-ALC-Support-Equipment@uscg.mil, or to any other email address directed by the COR. The email subject line shall include the USCG vessel’s name and sample date, at a minimum, or other information as directed by the COR.

3.4.10 MGO Fuel Sample Turn-around Requirement:

Test Slate 1 analysis shall be completed and reported within three (3) business days of sample receipt at the Contractor’s fuel laboratory. Test Slate 2 and 3 analyses shall be completed and reported within one (1) business day of the request from the COR. Samples received at the laboratory each day after 2:00PM on a weekday, weekend, or holiday, shall be considered received on the next normal business day. If extenuating circumstances arise, the Contractor may request an extension to the three (3) business day turn-around requirement for Test Slate 1; however, it must be approved by the Contracting Officer.

3.4.11 Aviation Fuel Sample Turn-around Requirement:

Test Slate 4 analysis shall be completed and reported within three (3) business days of sample receipt at the Contractor’s fuel laboratory (the requirements stated in Section 3.4.9 are applicable).

3.4.12 Online Database:

During the period of the contract, the Contractor shall provide an online database (with secure login) for the Government to utilize for its data reporting and management needs. The Contractor shall maintain all MGO and aviation fuel analysis results, separated by fuel type, in its online database that will have the capability for multiple USCG personnel to access, provide comments and recommendations, distribute summary reports via email to shipboard and shore side personnel, print reports, download and export data. The database shall maintain all test results as received from the Contractor’s laboratory for the life of the contract. The database may include trending of properties over time/location, trending of failures per vessel or per location/port, and on-specification vs failure rates, etc. The data shall be capable of being exported as a single report or multiple reports in XML and/or CSV format. For contract proposal, the Contractor shall provide detailed information on the capability of the online database to meet the stated requirements above.

3.5 Business Meetings:

The Contractor and Government shall have semi-annual meetings at a location and time agreed to by USCG and the Contractor. The meetings allow time to review contract performance and to discuss Contractor findings and recommendations regarding the fuel testing program. Meetings will be documented by the Contractor per Attachment B: DI-1.

4.0 PHASE-IN AND PHASE-OUT SERVICES

4.1 Phase-In Services:

4.1.1 Post Award Conference:

The Contractor’s Program Manager (as a minimum) shall participate in a Post Award Conference with USCG personnel within fourteen (14) business days after contract award at USCG Surface Forces Logistics Center, Baltimore, MD. The purpose of the Post Award Conference is to discuss the contract and review requirements for full operation and to ensure a smooth transition.

4.2 Phase-Out Services:

Prior to the end of this contract, the Contractor shall use reasonable effort to facilitate a successful transition of services should a new fuel laboratory be chosen under a subsequent contract for the same or similar requirement. The Contractor shall develop, with Government input, a plan of action to ensure a smooth transition of services to the incoming Contractor with no degradation of services and minimal impact to USCG vessels in accordance with Attachment B: DI-2.

4.2.1 Misdirected Fuel Samples During Phase-Out Services:

After completion of the contract, the Contractor shall be provided with the necessary paid shipping labels or shipping account information to send any misdirected fuel samples to the Government or to the follow-on Contractor. If paid shipping labels are not provided, the Contractor will not be responsible for forwarding the misdirected fuel samples.

5.0 PERSONNEL

The Contractor shall provide a Program Manager as “key personnel” and Laboratory Data Analysts as other personnel. The personnel in these positions shall meet the minimum qualifications stated below from contract award through contract completion, and resumes shall be submitted for contract proposal. Key personnel shall be available during the working hours of 0900 through 1600 EST/EDT on weekdays, excluding U.S. Federal holidays.

5.1 Key Personnel:

The Program Manager shall be considered Key Personnel and is responsible for overall management of the contract. The Program Manager shall be the single point of contact for all matters pertaining to the performance of the contract. The Program Manager shall have a minimum of a Bachelor of Science or Bachelor of Arts degree and five (5) years of experience in managing a fuel testing laboratory or fuel programs.

5.2 Other Personnel:

5.2.1 Senior Laboratory Data Analyst:

Senior Laboratory Data Analyst shall have a minimum of four (4) years of experience in a fuel testing laboratory.

5.2.2 Laboratory Data Analysts:

Laboratory Data Analysts shall have a minimum of two (2) years of experience in a fuel testing laboratory.

5.3 Substitution of Personnel:

5.3.1 Key Personnel:

Upon contract award, the Contractor shall identify the name of the Program Manager. The Contractor shall notify the Contracting Officer no less than fifteen (15) business days in advance, submit written justification for replacement and provide the name(s) and qualifications of any proposed substitute(s). Any proposed substitute(s) shall possess qualifications equal to or superior to those of the Key Personnel being replaced. The Contractor shall not replace Key Personnel without prior written approval by the USCG’s Contracting Officer.

5.3.2 Other Personnel:

Other Personnel may be substituted if the minimum qualifications as stated in Section 5.2 are met and resumes are submitted ten (10) days in advance of substitution, subject to Contracting Officer review and approval.

6.0 TECHNICAL PERFORMANCE REQUIREMENTS

The Contractor shall perform testing, analysis, and data review of fuel samples provided by the USCG. The Contractor shall ensure that test result data is verified to be accurate and provide complete and timely results.

6.1 Capacity:

The Contractor shall have the capacity to process a minimum of twenty (20) fuel samples per day. The normal volume of samples is estimated to be ten (10) MGO samples per week and twenty (20) aviation samples per week.

6.2 ISO Accreditation:

The Contractor’s fuel testing laboratory shall be certified to ISO/IEC 17025:2005 or later. It is acceptable and preferred if the laboratory is also certified to ISO-9001:2000 or later, in addition to the ISO/IEC 17025 requirement.

6.3 Quality Assurance/Quality Control Plan:

The Contractor shall provide the Government with a Quality Assurance/Quality Control (QA/QC) Plan to maintain the quality standards for all services. The QA/QC Plan shall be incorporated into the Contractor’s proposal and shall provide for appropriate measures to be taken by the Contractor for assuring that the quality and integrity of the fuel samples remain intact throughout the receipt, analysis, and storage of the samples and that accurate, reliable and repeatable analytical results are being obtained and reported (refer to Attachment B: DI-3 for sample QA/QC Plan elements). This QA/QC Plan shall be implemented upon contract award. The Contractor is responsible for conforming to its QA/QC Plan and processes to ensure proper performance and to correct any deficiencies that may occur.

6.4 Participation in a Fuel Proficiency Testing Program:

The Contractor shall, at Contractor expense, be an active participant in an industry standard fuel proficiency testing program (i.e. ASTM) for distillate/diesel and/or aviation fuel samples. The program shall provide statistical quality assurance which enables the laboratory to compare, improve, and maintain a high level of performance with other laboratories worldwide. The Contractor shall provide a copy of the Fuel Proficiency Testing Program report from the last six (6) months.

6.4.1 Blind Fuel Samples:

The USCG may submit blind fuel samples to the Contractor’s fuel laboratory to confirm result accuracy and confidence in laboratory results obtained. This will be limited to a maximum of one blind sample per quarter. This sample shall be analyzed and reported following the same procedures used to process routine fuel samples received from USCG vessels.

7.0 LICENSES, PERMITS, AND PRECAUTIONS

The Contractor shall, at Contractor expense, be responsible for obtaining any necessary licenses and permits, and for complying with any applicable laws, codes, and regulations, in connection with the performance of work. The Contractor shall comply with all federal, state and local regulations for the proper handling and disposal of fuel oil samples, hazardous materials, and other testing materials.

Further, the Contractor is responsible to ensure that proper safety and health precautions are taken to protect the work, workers, public, and property of others.

8.0 MONTHLY INVOICES

The Contractor shall submit a monthly invoice itemizing the following information and costs per CLIN. Invoices shall be prepared for USCG fuel samples, and at a minimum shall include:

a. Total number of fuel samples received at the Contractor’s fuel laboratory (include vessel name)

b. Shipping breakdown per geographical region for each fuel sample

c. Number of fuel samples analyzed per test slate

d. Number of fuel samples not analyzed (includes reason for no analysis)

e. Total number of fuel sample property retests

f. Total number of Test Slates 1 and 4 fuel samples not processed within the three (3) business day requirement

g. Total number of fuel sample kits shipped (include vessel name(s))

Attachment A: Test Slates and Specifications

The Contractor shall perform the following routine test slates using the test methods outlined below and in accordance with Sections 3.4.3 and 3.4.4.

Test Slate 1:

Test Slate 2:

Test Slate 3:

Test Slate 4: Aviation

NOTES:

(1) Report of distillation temperatures as included in ASTM 4737 (90% recovery temperature, °C).

(2) All temperatures shall be reported in degrees Celsius (°C).

(3) Fuel may be dyed in accordance with government regulations. For dyed fuel, report color of fuel only (red, blue, green, etc.). An ASTM test method is not needed.

(4) Filtration time is included in ASTM D5452 test method for Particulate Matter. Filtration time shall be reported separately.

Attachment B: Deliverable Items (DI)

DI-1

Meeting Minutes - SOW Section 3.5

Contractor-submitted meeting minutes shall provide documentation of technical information and data required to record joint Contractor/Government action items, decisions and agreements reached during conferences, meetings, formal reviews, and/or presentations.

Minutes shall include the following information: type/title of meeting and meeting date; purpose; location; list of attendees; summary of the discussions, decisions, agreements, and directions; and copies of action item sheets for any actions identified during the meeting.

Draft meeting minutes are due no later than five (5) business days after each meeting. The Government will review the minutes and provide comments or approval to the Contractor. If revisions are required, the Contractor shall submit the updated minutes three (3) business days after Government comments are received.

DI-2

Phase-Out Services Report - SOW Section 4.2

The Contractor shall develop a plan of action to facilitate transition of services to the incoming Contractor. The Contractor shall submit the Phase-Out Services Report no later than sixty (60) days after contract award. The Government will review the Report and provide comments or approval to the Contractor. If revisions are required, the Contractor shall submit the updated Report fifteen (15) business days after Government comments are received.

DI-3

Quality Assurance/Quality Control Plan - SOW Section 6.3

The QA/QC Plan shall address the following, at a minimum:

a. Calibration program on all applicable test equipment conforming to the current test method and standard requirement.

b. Procedures for receipt, logging in and maintaining inventory of samples.

c. Size and location of fuel storage facilities and storage conditions of the samples.

d. Sample containers that will be used for fuel samples, if necessary, to transfer samples from their original fuel shipping bottles/containers.

e. Preparation of samples for analysis.

i. All samples shall be permitted to warm to room temperature, if necessary, and shall be shaken with an electric-powered container shaker (or otherwise adequately agitated so as to provide a homogeneous fuel sample) prior to the removal of aliquots for analysis.

f. Procedures for record keeping and reporting of analytical results.

i. Procedure shall include steps to be taken to ensure typographical and grammatical errors are found and corrected prior to releasing analysis data reports to the Government.

g. Procedures to provide assurance for the timeliness of sample shipping, sample analyses and reporting.

h. Procedures to provide assurance that all technicians analyzing routine fuel samples have been trained in the ASTM/EN/ISO test methods and that only the most current versions of the test methods are being employed.

i. The in-house use of blind, duplicate and spiked samples or other approaches in order to verify the accuracy of the analytical results being obtained and reported.

j. Laboratory monitoring and supervision.

Attachment C: Worldwide Geographical Regions/Ports

Region Key:

North America - Alaska

USA

Adak, AK; Dutch Harbor, AK; Ketchikan, AK; Petersburg, AK; Juneau, AK; Kodiak, AK; Valdez, AK; Nome, AK; Seward, AK

North America - Mexico

Mexico Acapulco; Cozumel; Manzanillo; Mazatlan; Puerto Chiapas; Puerto Vallarta; Cabo San Lucas; Veracruz; Cancun; Lazaro Cardenas; Huatulco

Greater Antilles

Lesser Antilles

Central America

South America

Europe

Middle East Area

South Pacific

Attachment D: Test Method, Equipment and Capacity

The Contractor shall complete Attachment D and submit with the contract proposal.

Test Slate 1:

Acid Number

Appearance (number rating and qualitative) @25°C

Ash

Biodiesel

Carbon Residue (10% Bottoms) MCRT

Cetane Index (4 variable)

Density @15°C

Flash Point

Lubricity, HFRR

Storage Stability

Pour Point

Sulfur

Viscosity @40°C

Test Slate 2

Particle Count

Particulate Contamination

Filter Blocking Tendency

Water

Test Slate 3:

Oxidation Stability

Test Slate 4: Aviation

Appearance (number rating and qualitative) @25°C

Density @15°C (also report in API Gravity)

Flash Point

Filtration Time

Fuel System Icing Inhibitor

Particulate Matter