SOW_Oil_and_Coolant_7-25-19.doc

Attachment I

PERFORMANCE WORK STATEMENT

1.0 GENERAL

The United States Coast Guard (USCG) requires testing of lube oil samples, coolant samples, storage of samples, data analysis and quality assurance of test results, related data management, and supply and shipping of sample bottle kits. The Contractor shall also provide technical service capabilities for use and access of online database, trend analysis and reports distribution, and expert consultation to include training. The Contractor shall be responsible for all new and used lube oil and coolant testing and wear debris analysis for United States Coast Guard vessels during the term of this Contract.

1.1 GLOSSARY OF TERMS USED IN THE STATEMENT OF WORK:

The following definitions apply to the terms used in this statement of work:

CLS: Certified Lubricant Specialist

CONUS: Continental United States

DR: Direct Reading

USCG: United States Coast Guard

OEM: Original Equipment Manufacture

STLE: Society of Triboligists and Lubrication Engineers

1.2 STANDARDS USED IN THE STATEMENT OF WORK:

The following standards apply to this statement of work:

ASTM: American Society of Testing and Materials - ASTM D-288 shall be used for standard definitions of terms relating to petroleum and standards for testing new and used lubricants.

ISO: International Standards Organization - Standard 3448 shall be used to define oil viscosity grades. ISO 17025- General requirements for the competence of testing and calibration laboratories is the main ISO standard used by testing and calibration laboratories.

API: American Petroleum Institute - API standards shall be used for measuring oil characteristics, including API gravity.

NAS: National Aeronautical Standards - NAS standards shall be used for cleanliness of hydraulic fluids used in commercial and military aircraft.

2.0 CONTRACTOR FACILITY

The Government prefers two (2) locations but will accept one location for testing.

The Contractor shall provide two ISO 17025 certified laboratories, one in the East Coast of the Continental United States and another in the West Coast of the United States capable of testing and analyzing a minimum of 8,000 lube oil and coolant samples per year and storing a minimum of 1,500 lube oil samples for a period of forty-five (45) days before disposal. The Contractor’s laboratories shall be located within the Continental United States (CONUS). Cutters in the West Coast areas including Guam, Alaska and Hawaii will submit samples to the West Coast laboratory and cutters in the East Coast areas including Key West and Puerto Rico will submit samples to the East Coast laboratory.

2.1 EQUIPMENT:

The Contractor facilities shall have the specific equipment to run ASTM/ISO tests as specified by the seven (7) different test slates, a Supplemental Analytical test and consumables [Attachment (A)]. At a minimum, the Contractor’s laboratories shall have the following test equipment:

· Inductive Couple Plasma Arc (ICP) or Roto-disk Electrode (RDE) Spectroscopy

· Direct Reading (DR) Ferrography and Analytical Ferrography equipment

· Automatic particle counter

· Gas Chromatograph (GC)

· Fourier Transform Infrared Spectroscopy (FTIR) equipment

· Soot meter

· Karl Fischer titration equipment

· Automated titration equipment to conduct Total Base Number (TBN) and Total Acid Number (TAN) tests in accordance with ASTM tests mandated in Attachment (A).

· Industry approved laboratory Viscometer

2.2 BARCODED SAMPLE LABELS:

The Contractor's laboratories shall be capable of providing printed barcoded sample labels through its web based reporting system for easy tracking and error free data entry of samples.

2.3 SAMPLE BOTTLE KITS, MAILERS AND SHIPPING COST:

The Contractor shall provide 4 oz (120 ml) sample bottle kits with a shipping container to hold a minimum of 10 sample bottles. Each sample bottle shall be constructed of clear plastic and shall not collapse when subjected to a minimum of four (4) inches Hg vacuum. Each sample bottle shall be double wrapped (container within a container with absorbent material). The Contractor shall provide 1 shipping box, 2 shipping containers to hold 5 bottles each, two (2) prepaid, preaddressed commercial express mailer and 10 sample labels in each lube oil sample bottle kit for shipment of samples from the vessel to its testing facility. Shipping cost shall be added to the final cost of testing per sample.

3.0 PERSONNEL

3.1 KEY PERSON MINIMUM QUALIFICATIONS:

The Contractor shall provide a Program Manager as key person who upon commencement of performance and throughout the contract period shall meet the minimum qualifications set forth below. Resume and certification for person in this position shall be submitted in the proposal 3.1.1 Program Manager:

The Program Manager shall have a minimum of either a Bachelor of Science or Bachelor of Arts degree, minimum of five (5) years experience in managing an oil analysis program or testing facility, and a Certified Lubricant Specialist (CLS) certified by STLE or MLA by ICML. The Program Manager must also be an employee of the laboratory to be utlized during performance of the contract.

3.2 OTHER PERSONNEL MINIMUM QUALIFICATIONS:

The Contractor shall provide Laboratory Data Analysts. Resumes and certifications for personnel in these positions shall be submitted in the proposal.

3.2.1 Senior Laboratory Data Analyst:

The Senior Laboratory Data Analyst shall have a minimum of five (5) years experience in a testing laboratory facility and certification as a Certified Lubricant Specialist (CLS) certified by STLE or MLA by ICML.

3.2.2 Laboratory Data Analysts:

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

3.3 SUBSTITUTION OF PERSONNEL:

3.3.1 Key Personnel:

Key personnel may not be replaced under the contract without express approval of the Contracting Officer.

3.3.2 Other Personnel:

Other personnel fulfilling technical roles substituted by the Contractor shall meet the minimum personnel qualifications described in Paragraph 4.2 and resumes shall be submitted ten (10) days in advance of substitution and subject to USCG approval.

4.0 PROGRAM MANAGEMENT:

4.1.

Program Manager:

The Program Manager shall be the single point of contact for all matters pertaining to the performance of the contract. The Program Manager is expected to be available during working hours. USCG expects that this contract will be the Program Manager’s primary, but not necessarily sole duty. All recommendations for substitution of personnel as defined by the contract shall originate from the Program Manager.

4.2 ROSTER OF PERSONNEL:

The Contractor shall submit a list of all personnel, including designated key personnel, who are points of contact for this contract. The listing shall include phone numbers, fax numbers, email addresses, and mailing addresses. If changes in personnel or offices are made, an updated list shall be submitted.

5.0 TECHNICAL PERFORMANCE REQUIREMENTS

5.1 GENERAL:

The Contractor shall perform testing, analysis, and data review of new and used oil and coolant samples provided by the Government. The Contractor shall provide complete, accurate, and timely results. The Contractor shall ensure that test result data is verified to be accurate using analytical techniques or current industry methods.

5.1.1 Capacity:

The Contractor shall have the capacity to process a maximum of 100 samples per day under this Contract. The normal volume of samples is estimated to be 40 samples per day.

5.1.2 ISO 17025 Accreditation:

The Contractor laboratories shall be, at a minimum, accredited as an ISO-17025 for at least three years.

5.1.3 Quality Control Plan:

The Contractor shall have a Quality Control Plan to maintain the quality standards for all services. The Quality Control Plan shall be implemented upon contract award. The Contractor is responsible for conforming to its Quality Control Plan and processes to ensure proper performance and correct any deficiencies that may occur.

5.1.4 Participation in ASTM Proficiency Testing Program:

The Contractor shall be a current participant of the ASTM Proficiency Testing Program. The Contractor shall provide a copy each of the PTP report for oil and coolant testing in the last year.

5.2 RECEIPT, TESTING, DATA TRANSFER, AND RETENTION:

5.2.1 Receipt:

The Government will send lube oil and coolant samples via courier service using the contractor’s provided shipping labels to the Contractor’s laboratories. The Contractor shall maintain a log documenting date and time of receipt of samples and assign a sequential number to each sample received.

5.2.2 Testing:

The Contractor shall test each sample, which will contain a min of 100 ml of oil or coolant, in accordance with the specific test slates identified on the sample label information. The Contractor shall not process unregistered samples (e.g. unlabeled or unidentified samples). The Contractor shall contact USCG SFLC/ESD for disposition instructions for the unregistered samples. The Contractor shall perform testing as specified by the equipment registration number provided by the Government. The Contractor shall complete processing of all samples received at the Contractor’s facility each day within two (2) business days of receipt (excluding weekend and federal holidays). Completion of processing of samples is defined as to occur when the Government has received the test results electronically. The Contractor shall perform expedited testing as requested by the Government at no additional cost.

5.2.2.1 Test Slates:

Each test slate consists of a set of tests. Attachment (A) specifies the tests required for each Test Slate, the requirements related to each individual test, and the unit of measurement, where applicable for specific tests.

5.2.2.2 Analytical Ferrography:

Analytical Ferrography tests will be performed automatically when test slates for DR Ferrography and Particle Count test results exceed threshold or as requested by the Government. The requirements of Analytical Ferrography are specified in Attachment (A).

5.2.2.3 Trend Analysis:

The Contractor shall employ analysis techniques using Government furnished threshold limits, trend analysis, or OEM threshold limits to determine oil sample condition (normal, caution, abnormal, or severe). Color coding of sample condition as follows: NORMAL – GREEN, CAUTION – YELLOW, ABNORMAL – MAGENTA and SEVERE – RED. Recommendations as a result of trend analysis are required. The analysis shall be provided at no additional cost to the Government.

5.2.2.4 Sample Retention:

The Contractor shall retain samples forty-five (45) days after test date for potential retesting requirements. After forty-five (45) days, the Contractor shall dispose of samples.

5.2.2.5 Retest:

The Government may order retesting of specific samples. Government requested rechecks shall be conducted within two (2) business days of request. The Contractor shall not be entitled to payment for retests in the event original test results are found to be incorrect. The Contractor shall be entitled to payment for the tests performed in the event original tests are confirmed to be correct.

5.2.3 Notification of completed test results:

The Contractor shall provide daily notification of completed test results to a designated USCG personnel via email. The test results shall be provided in an automated summary report that contain the below information:

Sample Id (Fluid Category)

Description

Type Date

Taken

Tested

This shall confirm completed sample results are ready for distribution for USCG users through the contractor’s online database. A Laboratory Data Analyst shall review all oil and coolant test data for completeness and accuracy prior to submission to USCG. The Laboratory Data Analyst shall provide remarks to indicate the test results have been reviewed and verified in the Lab Comment data field.

5.2.4 Online Database:

During the period of the contract, the Contractor shall provide an online database for the Government to utilize for its data reporting and management needs. The Contractor shall maintain all lube oil and coolant sample test results in its online database that will have the capability for USCG personnel to access, provide comments and recommendations, distribute summary reports via email to shipboard and shore side personnel, print reports, and download and export data. The Contractor shall also provide database access to each cutter participating in the program and designated shore side personnel to view, download, print reports and export data. The online database shall be accessible via the internet through a secured website with user name and password account information for every cutter in the USCG Oil Analysis Program and cognizance USCG personnel. Database shall have a dashboard that provide summary of condition, problem equipment and turn-around time. It shall also have the capability for searching samples, maintaining equipment information, performing diagnosis and creating management reports. The database shall maintain all test results as received from the Contractor’s laboratories for the life of the contract.

5.2.5 Other Technical Service Capabilities:

The Contractor shall provide technical capabilities for trending analysis and expertise consultation as required by the USCG. The Contractor shall be capable in distribution of trend and summary reports to USCG assets, provide expertise advice in oil, coolant, wear analysis, and provide technical literature or online webinar training to USCG personnel on fluid sampling and testing techniques when requested by the government.

5.3 BUSINESS MEETINGS:

The Contractor and Government shall have 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 testing program.

5.4 MONTHLY REPORTS:

Reports are not separately priced and the data and format for reports are defined below.

5.4.1 Lube Oil Sample Monthly Report:

The Contractor shall submit a Lube Oil and Coolant Sample Monthly report per DI-004 with details of all sample analysis activity for the previous month. The report will include a summary sheet indicating the total number of samples by ship and the number of alerted and non-alerted samples per ship during the monthly reporting period. The report will also include the following information:

a. Total number of samples in the month

b. Number of samples by test slate per month

c. Total number of unregistered (e.g., unidentified, unlabeled samples) samples received from USCG vessels, by vessel, if known.

d. Total number of rechecks, by test method, requested by USCG, broken out by Rechecks-Correct and Rechecks-Error.

e. Total number of samples that are not processed within the 48-hour turnaround requirement.

f. Number of Sample Bottle Kits supplied per vessel

6.0 PERFORMANCE STANDARDS

The Contractor's performance will be continually assessed to ensure that the performance objectives are being met during the life of the contract. The Government reserves the right to conduct a periodic inspection of the Contractor's facilities. Such inspections shall be conducted by the Contracting Officer’s Representative (COR) or his designated representative.

6.1

PERFORMANCE OBJECTIVES AND STANDARDS:

The performance objectives to be assessed under this contract are quality and timeliness of test results. The COR shall be responsible for surveillance.

6.1.1 Quality of Test Results and Equipment:

The Contractor shall provide complete and accurate test results. The performance standards for quality of test results are specified below:

6.1.2 Timeliness of Test Results:

The Contractor shall provide timely results. The performance standard for timeliness of test results is specified below:

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 hazardous 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

TECHNOLOGY IMPROVEMENTS:

After contract award, the Government may solicit, and the Contractor is encouraged to propose independently, technology improvements to the equipment, products, software specifications or other items required for the performance under this contract. These improvements may be proposed to save money, to improve performance, to save energy or for any other purpose which presents a technological advantage to the Government. The Government is under no obligation to accept technology improvements. Pending approval of such improvements, the Contractor remains obligated to provide the supplies and services required under this contract.

8.1 Submittal of Technology Improvement Proposals:

The Contractor will submit a proposal that includes pricing to the Contracting Officer for evaluation. The price proposal shall reflect the same pricing strategy for the new item as was implemented under this contract for the item being replaced. The proposals will at a minimum contain the following information: 1) a description of the difference between the existing contract requirement and the proposed change with the comparative advantages and disadvantages of each; 2) itemized requirements of the contract which must be changed if the proposal is adopted with the proposed revisions to the contract language; 3) an estimate of the changes in performance or cost, if any, that will result from the change; 4) an evaluation of the effects the proposed change would have on collateral costs to the Government, such as Government furnished property costs, costs of ship equipment maintenance, operation and conversion costs; 5) a statement of the time by which a contract modification must be issued so as to obtain the maximum benefits of the changes for the remainder of this contract including supporting rationale; and 6) any effect on contract time and delivery schedules shall be identified.

8.2 Implementation of Technology Improvement Proposals:

Those proposed technology improvements that are acceptable to the Government would be processed as contract modifications.

9.0

QUALITY CONTROL STANDARDS:

The Contractor shall have a Quality Control Plan to maintain the quality standards for all services. The Quality Control Plan shall be implemented upon contract award.

LIST OF ATTACHMENTS

ATTACHMENT A

Test Slates and Specifications

ATTACHMENT B

Contractor’s Test Equipment and Capacity

ATTACHMENT (A): TEST SLATES AND SPECIFICATIONS

I. Test Slates by Oil Type: The routine test slates for each type of oil samples are defined in the table below. The Contractor shall perform these tests by using the test methods outlined in Paragraphs II through V below.

Test Slate 2

Viscosity, Water, Spectrochemical Analysis, Total Acid Number (TAN), Particle Count

Definitions of Test Slates:

Test Slate 1:

This test slate will be used to testing used diesel engine oil samples.

Test Slate 2:

This test slate will be used for testing used hydraulic oil and gas turbine oil samples.

Test Slate 3:

This test slate shall be used for testing used refrigeration, circulating, compressed air, and bearing samples.

Test Slate 4:

This test slate shall be used for testing used gear oil samples.

Test Slate 5:

This test slate shall be used for testing new oil samples.

Coolant Basic: This test slate shall be used for testing standard inhibited coolant samples.

Coolant Advance: This test slate shall be used for organic acid or extended life coolant samples.

II. Physical Test Properties (Lube Oil)

III. Spectrochemical Analysis:

The Contractor shall conduct oil elemental analysis using an atomic emission spectrographic analyzer (ASTM D5181 or D6595) and report concentrations of the following elements:

IV. Analytical Ferrography Testing Standards:

The Contractor shall conduct ferrographic analysis as dictated by results of DR Wear Particle Content (WPC), Particle Count testing, and/or as dictated by the Government. The following elements shall be included on each analytic ferrography report submitted to the Government:

· A representative photograph of sample from 100x-1000x in magnification

· Wear particle count

· Normal wear concentration

· Sliding wear concentration

· Severe wear concentration

· Wear particle size determination

· Dark oxide concentration

· Red oxide concentration

· Corrosive wear particle concentration

· Non-Metallic Particle Concentration

· Non-Ferrous Metallic Particle Concentration

SYMBOL 183 \f "Symbol" \s 10 \h A narrative with a statistical list of suspected problems and the recommended actions

SYMBOL 183 \f "Symbol" \s 10 \h Sample analysis data

III. Physical Test Properties (Coolants)

The data analyst shall provide remarks to indicate the test results have been reviewed and verified. Additional information concerning sample condition such as abnormal visual appearance, presence of contaminants or inability to perform test results due to insufficient sample, shall also be provided in the laboratory comments of the data format (Attachment B).

The data analyst shall employ analysis techniques using USCG furnished threshold limits, trend analysis or OEM threshold limits to determine oil sample condition (normal, caution, abnormal or critical) and provide alert indications. Recommendations are required. The analysis provided shall be at no additional cost to the Government.

ATTACHMENT (B): CONTRACTOR’S TEST EQUIPMENT

AND CAPACITY

(ASTM/ISO)

ASTM D445

ASTM D445

ASTM D1744/D6304

ASTM D2896/D4739

ASTM D664

FTIR/Soot Meter

FTIR

ASTM D5185 D6595

ASTM D7593

ISO 4406 or ISO 11171