Attachment A - Solicitation Special Notes - Special Instructions.pdf

COMBINED SYNOPSIS/SOLICITATION

COLOMBIA SPE605-20-R-0210

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SPECIAL NOTES

1. Offerors are informed that the Government’s requirement for this solicitation is for 1,335,000 US Gallons of Diesel Fuel, (DF2), NSN: 9140-00-286-5294 and 840,000 US Gallons JA1 – Jet Fuel, Aviation NSN 9130-00-753-5026. Product shall conform to the latest revision of commercial specification ASTM D1655 for Jet Aviation Fuel and ASTM D975 for Diesel Fuel in Colombia and Mexico. For Costa Rica Diesel Fuel must conform to RCA 75.02.17. Product shall be visually free of undissolved water, sediment, and suspended matter.

2. The offeror will need to establish product, supply, import arrangement and agreement with local authorized country importer and will additionally be required to obtain import/export license required by local laws.

All licenses and agreement must be submitted with your offer.

3. Offeror’s must possess valid/current operating certificates, permits, or equivalent licenses required to operate in the prescribed jurisdiction. All licenses and agreement must be submitted with your offer.

4. NOTE: The fuel to be supplied under the resultant contract from this solicitation will be tax exempt.

5. Line item 0002 is the Air portion of line item 0001; therefore, Line items 0001 and 0002 must both be offered on in order to receive consideration for either line item. The line items will be awarded based on the combined average price of the two line items.

6. For issues of Force Majeure, Offerors may need to obtain Business Interruption Insurance.

7. The contractor selected for award shall be ready to deliver fuel in accordance with the contract requirements within 30 days after award.

8. Offeror’s must submit their supply distribution lead-time with their offer/proposal.

9. Letters of commitment are also required from the Petroleum Supplier or their agent and needs to be submitted during with the offer. Letters of commitment must state the total quantity, of the product, the specification the source of supply, the length of time the commitment letter is good for, the solicitation it will be supplied to and be placed on the Petroleum supplier letterhead and stamped and signed by an official of either of those entities.

10. The Fuel Source Data Sheet attached will be used to show all of the refineries or terminal sources where the offeror is sourcing the fuel to be provided to the U.S. Government. (Attachment-D)

11. In order for the offeror to demonstrate that they possess the technical capability to provide the fuel which meets the required specification(s), the offeror must present with their offer a current, full specification Refinery Certificate of Quality (COQ) or if sourcing from a location which blends several batches from more than one refinery source (terminal), a current, full specification, Certificate of Analysis (COA), of that blended product.

a. Certificates of Analysis will contain the source information specification tested to, along with the test methods used for testing. The certificate will also be signed and stamped by the laboratory manager and be within 30 days of submission from a batch out of the terminal storage tank(s) or refinery batch tank(s) to be used for actual supply.

b. All test certificates submitted shall be translated into English and will be in the same format as required by the original. The original, non-English version will need to accompany the translated version and the offer must ensure that they are one in the same.

c. Translated version must be signed and stamped by the person that performed the translation and the method of translation included.

12. Conveyance that are epoxy coated or saran lined should be steam cleaned – washing with hot fresh water, not exceeding 56-degrees Celsius (136 degrees Fahrenheit), and dried thoroughly.

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SPECIAL INSTRUCTIONS

A. CLOSING DATE: 05 JUNE 2020 at 12:00 NOON, EASTERN STANDARD TIME. Offerors written proposals should be submitted in English and U.S. Dollars per U.S. Gallon, and signed by an authorized company official. Quotations must be received by 12:00 noon, Eastern Standard Time, on 05 June 2020.

Offers must be submitted by Offer Entry Tool (OET) Only. In addition to OET submission your offer and all required documents can be emailed to DLA Energy FEPBA send email proposals to

DLAEnergyFEPBA@dla.mil and please copy to Marichell.scottl@dla.mil, and tonya.sterling@dla.mil.

B. PROPOSAL SUBMISSION:

TO BE VALID ALL OFFERORS SUBMITTING PROPOSAL PACKAGES UNDER THE SUBJECT

SOLICITATION MUST BE REGISTERED in the following systems:

a. System For Award Management (SAM) at https://www.beta.SAM.gov

b. Wide Area Work Flow (WAWF) at https://www.wawf.eb.mil (which includes myInvoice)

c. DLA Internet Bid Board System (DIBBS) https://www.dibbs.bsm.dla.mil

REGISTRATION IN THESE SYSTEMS ARE REQUIRED BY THE OFFER SUBMISSSION DUE DATE

AND TIME.

All Offer Prices shall be submitted through the Posts, Camps and Stations (PC&S) Offer Entry Tool (OET).

1. PC&S OET is an external web application which allows prospective PC&S ground fuel vendors to securely bid on DLA Energy fuel solicitations. Offerors must be registered in the PC&S OET application in order to submit offer prices. In order to have system access to PC&S OET, offerors must request the applicable user roles via the Account Management and Provisioning System (AMPS) website at: https://amps.dla.mil

Note: All offer prices and all supporting documents shall be entered and submitted in OET only.

2. Please use the attached instruction titled, “AMPS Role Guide-Attachment-E” to obtain an AMPS account if you do not already have one.

3. Once the AMPS registration process is complete, access AMPS with your username and password to request access to the PC&S Ground Vendor Role OET-100. You will be notified by email once your OET access is granted. You will be able to request access to OET through AMPS. Please refer to Attachment-E titled, “Requesting the OET Vendor Role in AMPS,” for instructions on requesting an OET vendor role.

(Attachment-E)

4. After you obtain access to OET, you will be able to select a solicitation to offer on and submit your offer prices via OET using the attached instructions titled, “System Roles Request and Instructions.”

(Attachment-E)

5. If you experience trouble registering or if additional assistance is needed, please send an email to the DLA

Enterprise Help Desk at DLAEnterpriseHelpDesk@dla.mil or call toll free (855)352-0001 and select the option for assistance with AMPS.

6. In the event of technical issues on the part of OET that prevent an offeror from successfully entering offer data in OET, the offeror must immediately notify both Government’s Points of Contact via email at marichell.scott@dla.mil and tonya.sterling@dla.mil to request allowance for offeror’s manual offer submission using Price Data Sheets. Nevertheless, the offerors are still responsible for entering offer data through OET upon its return to a fully functioning state.

7. For further instructions on OET and AMPS please see the following attachments:

a. ATTACHMENT-E System Roles Request and Instructions mailto:DLAEnergyFEPBA@dla.mil mailto:tonya.sterling@dla.mil https://www.beta.sam.gov/ https://www.wawf.eb.mil/ https://www.dibbs.bsm.dla.mil/ https://amps.dla.mil/ mailto:DLAEnterpriseHelpDesk@dla.mil mailto:marichell.scott@dla.mil mailto:tonya.sterling@dla.mil

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All remaining proposal documentation shall be submitted via OET.

C. REPRESENTATIONS AND CERTIFICATES:

1. Certifications and Representations (complete fillable clauses in Attachment-C)

2. Supplier Commitment letters must be provided (Attachment-A). All Offerors are required to furnish copies of your supplier and transportation agreements with your offer. Offerors must possess valid/current operating certificate, permits, or equivalent license required to operate in the prescribed jurisdiction. DLA Energy may conduct pre-award surveys to determine responsibility regarding the offeror’s transportation, technical, production and quality assurance capabilities. Therefore, this information is necessary to determine if secondary pre-award surveys will be required based on offeror’s supplier’s location. Reference item #2 above in the special notes section.

3. Certificates of Analysis (COAs) from suppliers for fuels that are being offered. Offerors shall submit a copy of a certificate of analysis for all products offered from their supplier/refinery with their offer. The certificate of analysis should have test results of a recent batch of the required products.

4. No exceptions to the terms and conditions of this solicitation will be approved or granted. No alternate product will be accepted.

D. NOTICE OF VOIDABILITY: Any contract awarded to a contractor who at the time of award was suspended, debarred or ineligible for receipt of contracts with any government agency or in receipt of proposed debarment from any government agency is voidable at the option of the government.

E. ACKNOWLEDGEMENT OF AMENDMENTS: If issued, all contractors must acknowledge receipt of any amendments to this solicitation. A Contractor’s designated agent can do this by completing Block 8, signing, and returning one (1) copy of the amendment to DLAEnergyFEPBA@dla.Mil. Contractor’s designated agent must ensure Blocks 15A, 15B, and 15C of the Standard Form 30 are filled.

F. LATE OFFERS: Please note offers must be received by 05 June 2020 at 12:00 noon. Eastern Standard Time.

Any offer received after the closing will be deemed as “late” and not be considered for evaluations.