Attachment B Delivery Notes SPE60126R0310.pdf

DLA ENERGY AEROSPACE DELIVERY AND PERFORMANCE NOTES

SPE60126R0310

SUPPLIES/SERVICES

SUPPLIES TO BE FURNISHED (INDEFINITE QUANTITY) This is an indefinite quantity contract for the purchase of supplies (and/or services, if applicable) to be furnished during the contract term. The delivery points, methods of delivery, and estimated quantities are specified in the Schedule as contract line item numbers (CLINs). The quantities shown are best estimates of required Government quantities only. Unless otherwise specified, the total quantity ordered and required to be delivered/loaded may be greater than or less than such quantities as allowed by the VARIATION IN QUANTITY clause.

(a) The following contract text apply ONLY if the applicable box is checked:

(1) [ X ] This is a REQUIREMENTS-TYPE contract. The Government agrees to order from the

Contractor and the Contractor shall deliver, if orders are placed by the DLA Energy Contracting Officer during the contract period, all items awarded under this contract, as allowed by the REQUIREMENTS clause. A Blanket Delivery Order is considered “an order”, for the purposes of this contract text.

(2) [ ] This is an INDEFINITE DELIVERY/INDEFINITE QUANTITY contract. The Government agrees to order from the Contractor and the Contractor shall deliver, if orders are placed by the Contracting Officer during the contract period, at least the quantity of supplies or services designated in the Schedule as the “minimum”, as allowed by the INDEFINITE QUANTITY clause. A Blanket Delivery Order is considered “an order”, for the purposes of this contract text

(3) [ X ] Orders issued by the Ordering Officer at the destination location are considered extensions of the Blanket Delivery Order issued by the DLA Energy Contracting Officer and, as such, may be issued orally, by facsimile or by electronic commerce methods, as allowed by the ORDERING clause.

(4) [ ] The unit prices specified below shall be fixed for the term of the contract.

(5) [X] The prices paid shall be the unit prices specified in subsequent price change modifications issued in accordance with the ECONOMIC PRICE ADJUSTMENT clause or contract text, as contained in the solicitation and any resultant contract.

(6) [ ] Items of this contract call for f.o.b. destination delivery, unless the item specifies otherwise. The destination for each item is the point of delivery shown in the particular item. Inspection for quality will be at origin with final acceptance at destination. Applicable to N/A.

(7) [] F.o.b. destination item(s) called for under this contract shall have shipment quantity determinations performed at destination.

(8) [X ] Items of this contract call for f.o.b. origin delivery, unless the item specifies otherwise.

Inspection and acceptance will be at origin. Applicable to CLIN(s) 0001 and 0002.

(9) [ ] Any offers received for less than the full quantity for each line item will be rejected by the Government.

(10) [ X] A copy of the certified weight ticket shall accompany each shipment.

(11) [ X ] A copy of the Certificate of Analysis shall accompany each shipment.

(12) [ ] An original and one copy of the H-14 Transport Equipment Delay Certificate shall be provided with each shipment, if applicable.

PACKING AND MARKING

PACKAGING REQUIREMENTS (AEROSPACE ENERGY)

The Contractor shall be responsible for ensuring the hazardous materials shipment is in full compliance with all applicable packaging/packing, marking, labeling, placarding, blocking and bracing, and palletizing and shipping certifications in force and effect on the date of the shipment in accordance with the following applicable rules and regulations for the individual hazard, ultimate destination, and mode of transportation:

(1) Title 49 of the Code of Federal Regulations (49 CFR) -- Packaging.

(2) DLAI 4145.3, Preparing Hazardous Materials for Military Air Shipments.

(3) International Air Transport Association (IATA) -- Dangerous Goods Regulations.

(4) International Civil Aviation Organization (ICAO) -- Technical Instructions for the Safe Transportation of Dangerous Goods by Air. International Maritime Organization (IMO) -- International Maritime Dangerous Goods (IMDG) Code (for overseas shipments by vessel).

(5) MIL-STD 129, Standard Practice for Military Marking (for military destinations).

(6) MIL-STD-147, Department of Defense Standard Practice, Palletized Unit Loads.

(7) ASME MH 1.8, Wood Pallets.

(8) Contractor commercial packaging (ASTM D 3951) shall also be in compliance with the requirements listed.

CONTRACTOR SEAL REQUIREMENT (AEROSPACE ENERGY)

The Contractor shall place tamper indicating devices (TIDs) such as a seal or cap on the shipping container(s) immediately after filling and sampling. The TIDs shall be placed on the containers in such a manner that pilferage or tampering of the product could only be accomplished by breaking or otherwise destroying the TID. This may require the application of several TIDs on each shipment container.

(a) Where possible, the TID shall be printed with a serial number. The container number and TID number(s) shall be recorded on the certificate of analysis and on the shipping documents. Monthly equipment inventory reports provided to DLA Energy by the Contractor shall include container numbers as well as corresponding TID numbers.

(b) TIDs shall not be removed from a container unless authorized by DLA Energy. If a TID is broken or no longer intact, the Contractor shall contact the Contracting Officer for further instructions. If the Contractor is instructed to place a new TID on the container, the new TID number (if applicable) shall be noted, along with the container number, as stated in paragraph (b) above.

DELIVERIES AND PERFORMANCE

DETERMINATION OF QUANTITY (PROPELLANTS, CRYOGENICS AND GASES) (AEROSPACE

ENERGY)

(a) QUANTITY. The quantity of supplies furnished under this contract shall be determined according to one of the following methods:

(1) DELIVERIES INTO OR BY PIPELINE.

(i) F.O.B. ORIGIN.

(A) On items requiring delivery at the Contractor's terminal or plant, the quantity shall be determined by a calibrated flow meter.

(B) The Government retains the right to have a representative witness quantity measurements performed by the Contractor.

(ii) F.O.B. DESTINATION.

(A) At the Government’s option, quantity determinations will be made at the receiving activity on the basis of a calibrated flow meter.

(B) The Contractor has the right to have a representative witness quantity measurements performed by the Government.

(C) If the Government does not opt to perform quantity determinations at the destination (see schedule), the Contractor shall determine quantity on the basis of a calibrated flow meter.

(D) The Government retains the right to have a representative witness quantity measurements performed by the Contractor.

(2) DELIVERIES BY OTHER THAN PIPELINE.

(i) F.O.B. ORIGIN.

(A) On items requiring delivery at the Contractor's terminal or plant, the quantity shall be determined (at the Contractor's option) on the basis of--

(a) Calibrated flow meter.

(b) Weight using calibrated scales.

(c) Pressure Temperature Fill Charts/Calculations (for gaseous cylinders and tube trailers).

(B) The Government retains the right to have a representative witness quantity measurements performed by the Contractor.

(ii) F.O.B. DESTINATION.

(A) At the Government’s option, quantity determinations will be made at the receiving activity on the basis of—

(a) Calibrated flow meter.

(b) Weight using calibrated scales.

(c) Pressure Temperature Fill Charts/Calculations (for gaseous cylinders and tube trailers).

(B) The Contractor has the right to have a representative witness quantity measurements performed by the Government.

(C) If the Government does not opt to perform quantity determinations at the destination (see Schedule), the Contractor shall determine quantity on the basis of--

(a) Calibrated flow meter.

(b) Weight using calibrated scales.

(c) Pressure Temperature Fill Charts/Calculations (for gaseous cylinders and tube trailers).

(D) The Government retains the right to have a representative witness quantity measurements performed by the Contractor.

(b) MEASUREMENT STANDARDS. Weight scales used in determining net shipping volumes shall be certified as calibrated within the frequency required by local regulation. If no local regulation exists, the frequency of calibration shall be conducted in accordance with weight scale manufacturer recommendation or every six months, whichever is more frequent. All flow meters used in determining product volume shall be calibrated within the frequency required by local regulation (foreign or domestic). If no local regulation exists, then the frequency of calibration shall be that recommended by the meter manufacturer or every six months, whichever is more frequent. Pressure gauges and thermometers used to calculate fill quantities for gaseous cylinders and tube trailers shall be calibrated at least every six months. The net quantity shipped shall be reported on the DD Form 250 or commercial equivalent, whichever is applicable.

TRANSPORTATION OF HAZARDOUS MATERIALS (AEROSPACE ENERGY)

The Contractor shall be responsible for ensuring the transportation of hazardous materials is in full compliance with all applicable rules and regulations below that are in force and effect on the date of the shipment for the individual hazard, ultimate destination, and mode of transportation:

(a) Title 49 of the Code of Federal Regulations (49 CFR) -- Transportation.

(b) DLAI 4145.3, Preparing Hazardous Materials for Military Air Shipments.

(c) International Air Transport Association (IATA) -- Dangerous Goods Regulations.

(d) International Civil Aviation Organization (ICAO) -- Technical Instructions for the Safe Transportation of

Dangerous Goods by Air.

(e) International Maritime Organization (IMO) -- International Maritime Dangerous Goods (IMDG) Code (for overseas shipments by vessel).

TRANSPORTATION REQUIREMENTS FOR F.O.B. ORIGIN SHIPMENTS BY TANK TRUCK, TRUCKLOAD, AND/OR LESS THAN TRUCKLOAD (CYLINDER/DRUM) (AEROSPACE ENERGY)

(a) The address for the Transportation Office (TO) referred to in this contract text is—

ATTN: DLA ENERGY-QEMC

Defense Logistics Agency - Energy

1525 Wurtsmith Street, Bldg. 5730 JBSA - Lackland AFB, TX 78236

(b) For the purposes of this contract text and shipments made under the contract, a cylinder/drum may be considered “truckload” or “less than a truckload.”

(c) Shipments will be made on Commercial Bills of Lading (CBLs) in accordance with appropriate regulations. A CBL will be furnished by the TO in advance of the anticipated shipping date. In the event that a CBL is not provided prior to the shipment and under the direction of the TO, a carrier/contractor bill of lading may be used. The Contractor shall complete and distribute the CBLs as noted on the routing instructions furnished by the TO. The Contractor shall annotate on the CBL the weight/gallons, seal numbers, and signature of the agent. The Contractor shall fax the completed CBL to the TO.

(d) The Contractor is responsible for—

(1) Contacting and scheduling the carrier in for loading, when directed by the TO in the routing instructions;

(2) Inspecting all shipping conveyances prior to loading to insure that product loaded will not be lost or contaminated by the condition of the equipment. Tank truck inspection must be performed by qualified Contractor personnel.

Delegation of this responsibility shall not be passed to the tank truck operator/driver; and

(3) Loading of transport equipment shall be in accordance with 49 CFR. The Contractor is liable for reimbursement to the Government for damage to any equipment caused by the failure to load, block, and brace the shipment in accordance with acceptable standards set forth therein.

(4) DD Form 626, Motor Vehicle Inspection (Transporting Hazardous Materials). The Contractor is required to fill out the DD Form 626 using one of the options provided below for all shipments of hazardous materials:

(i) The carrier will submit a copy of the vehicle mechanical inspection performed at the carrier’s terminal.

Annotate in Block 15 of the DD Form 626 that “the carrier performed the vehicle mechanical inspection (Section II) and a copy of the inspection is attached to the DD Form 626” (making sure the shipper knows he/she is to attach the inspection to the DD Form 626). The Contractor is required to sign in Block 16.

(ii) If the carrier does not have a copy of the vehicle mechanical inspection, the Contractor should annotate in Block 15 of the DD Form 626 that “the vehicle mechanical inspection (Section II) was performed by the carrier” and the driver shall sign the DD Form 626.

(iii) A copy of the signed and dated DD Form 626, along with a completed CBL, shall be faxed or emailed to the TO.

(5) On the day of shipment, the Contractor shall provide a Report of Shipment within 4 hours of departure or within 2 hours the next day (if contact cannot be made on the day of shipment) to the TO. The Report of Shipment may be made by fax or phone and must include the following information:

(i) CBL Number.

(ii) Name of Carrier.

(iii) Carrier Progressive (Pro) Number.

(iv) Tractor and Trailer Name.

(v) Departure Date and Time.

RESPONSIBILITY FOR GOVERNMENT-OWNED ENERGY AEROSPACE

(a) Government-owned aerospace energy products stored under this contract are governed by the wording of this contract text.

(b) Title to any Government-owned aerospace energy products in the possession of or under the custody of the Contractor by reason of this contract, which is hereinafter referred to in this contract text as "such property," shall at all times remain in the Government, and such property shall be used only for the purposes set forth in this contract. The Government shall at all times have access to the premises wherein any such property is located.

(c) The Contractor shall protect and preserve such property in a manner consistent with sound industrial practice.

(d) Government-owned aerospace energy products shall not be commingled in the same tank, truck, or any other storage container with non-Government-owned product. Actual physical segregation of Government-owned product shall be maintained in addition to separate inventory accountability for Government-owned product.

(e) The Contractor shall not be liable for loss of or damage to such property while in the possession of or under the custody of the Contractor by reason of this contract, or for expenses incidental to such loss or damage, except that the Contractor shall be liable for any such loss or damage (including expenses incidental thereto)--

(1) Which results from negligence, or bad faith, or willful misconduct of the Contractor, its employees, or agents; or

(2) Which results from a risk that is in fact covered by insurance or for which the Contractor is otherwise reimbursed, but the Contractor in such case shall be responsible only to the extent of such insurance or reimbursement.

(f) Except for those risks assumed by the Contractor pursuant to subparagraph (e) (1) of this contract text, the Contractor represents and warrants that the prices stated in the Schedule do not include the cost of insurance covering risk or loss of or damage to such property while in the possession of or under the custody of the Contractor by reason of this contract, nor any provision or contract text for a reserve to cover such risk. In the event the Contractor is reimbursed or compensated for any loss or damage to such property, it shall reimburse the Government. The Contractor shall do nothing to prejudice the Government's rights to recover against third parties for any such loss or damage and, upon the request of the Contracting Officer, shall, at the Government's expense, furnish to the Government all reasonable assistance and cooperation (including the prosecution of suit and the execution of instruments of assignment in favor of the Government) in obtaining recovery.

(g) In order to maintain accountability and control over Government-owned product and other property located at the Contractor’s facility, it is necessary to designate the Contractor’s facility as a Defense Fuel Support Point (DFSP). As a designated DFSP, the Contractor will be required to submit DD Form 2924, Monthly Inventory Transactions Report (MITR).

Entries on the MITR must be supported by DD Form 2913, Missile Propellants Consolidation and Reporting of Sales; DD From 1348-7, DoD MILSPETS DFSP Shipment and Receipt Document; DD Form 1898 Fuel Sale Slip; and DD Form 250, Material Inspection and Receiving Report, as appropriate. The original MITR package will be mailed no later than the 10th calendar day of each month to—

ATTN: Defense Logistics Agency - Energy

1525 Wurtsmith Street, Bldg. 5730 JBSA - Lackland AFB, TX 78236

(1) The applicable Inventory Manager will issue the DD Form 1149, Requisition and Invoice/Shipping Document, for all issues and distribution of aerospace energy products from inventory in storage. The DD Form 1149 will be issued at least seven days prior to loading bulk and non-bulk (cylinder or drum) shipments. The Contractor shall provide points of contact, alternate points of contact, and an emergency point of contact for scheduling shipments.

(2) Net inventory determinations of Government-owned product shall be performed on the first workday of each month.

(i) Quantity calculations shall be in accordance with the DETERMINATION OF QUANTITY contract text.

(ii) DD Form 2924 shall be prepared by the Contractor at the first of each month to include the beginning inventory, receipts, sales, transfers, losses/gains, and the ending inventory of the previous month. Bulk, drum, cylinder, and/or GPTU inventories shall be reported under separate columns on the DD Form 2924 and will be reported each month in the appropriate unit of issue, NSN, and nomenclature.

(iii) The monthly inventory variance percentage shall be calculated when the MITR is prepared. To calculate the inventory variance percentage, determine the difference between the ending book and ending physical inventory for the month and divide by the sum of the beginning physical inventory and receipts, transfers in, regrade increases and determinable gains. Multiply the result by 100 to determine the percentage. A variance percentage in excess of ____ % shall be considered excessive and will require investigation and a written explanation to accompany the associated MITR.

(h) All information reported on DD Form 2924 shall be considered proprietary data and shall not be released to any activity or organization outside DLA/DLA Energy.

(i) All records and documents identified above are DLA/DLA Energy-accountable records and must be retained for two years after expiration of the contract.

INVENTORY CONTROL RECORDS AND SYSTEMS OF RECORD AT CONTRACTOR DEFENSE FUEL SUPPORT

POINTS (AEROSPACE ENERGY)

(a) INTRODUCTION. The Contractor shall prepare all documentation and systemically process related transactions in accordance with the information and instructions provided herein as well as the Aerospace Energy Chapter to DoD 4140.25-M, DoD Management of Bulk Petroleum Products, Natural Gas, and Coal, and any applicable DLA Energy interim guidance. DoD 4140.25-M is available at http://www.desc.dla.mil/DCM/DCMPage.asp?Pagid=699 and DLA Energy interim guidance is available at http://www.desc.dla.mil/DCM/DCMPage.asp?Pagid=479 . In addition, once the Aerospace Energy Commodity Business Unit (DLA Energy-M) implements DLA’s web-based Enterprise Business System (EBS), the Contractor shall confirm its processes to that automated system as well. All documents are subject to change and the vendor is responsible for implementing the required changes within 30 days of publication. If the Fuels Enterprise Server (FES) is deployed in DLA Energy-M, documents and procedures are subject to change on a recurring basis and notifications of changes or newly published documents are announced during the Logon process to the FES. Unless the Government has specifically stated it will provide the hardware (usually at Government-owned facilities), the Contractor shall provide requisite hardware (specifications will be provided by the Government) capable of processing all applicable inventory and accounting transactions on a daily basis (weekdays excluding weekend and Government holidays) through DLA Energy-provided applications or software. The future processing methodologies may include both Defense Fuel Support Point (DFSP) input and upload to the FES via a high speed web/internet-based application or direct input to FES using the DLA Energy-provided processing applications. At a minimum, EBS applications will require the Contractor to provide and have on-site high speed internet access with a static Internet Protocol (IP) address, electronic mail (e-mail) with individual user accounts, the current version of Adobe Acrobat, and Microsoft Office XP/Vista with DLA Energy-mandated service packs (currently Service Pack 2). It is anticipated that DLA Energy web-based applications will use the DoD Public Key Infrastructure (PKI) compliant web browser which will be provided to the Contractor by DLA Energy. These identified DLA Energy systems require user identifications and passwords in accordance with DoD Automated Data Processing (ADP) Level III systems access. The Contractor shall be responsible for (in conjunction with DLA Energy/DLA) identifying employees who will be processing inventory/accounting transactions and for obtaining requisite systems access for those employees. It should be noted that DoD ADP Level III systems access requires a National Agency Check (NAC) investigation. Those contractors which have not had a NAC will be provided forms and fingerprint cards for the investigation, which DLA will initiate. The Contractor shall immediately notify DLA Energy when Contractor personnel with access privileges no longer work at the contract facility or no longer require access. Systems Access Request forms and submission procedures can be found at http://www.desc.dla.mil/DCM/DCMPage.asp?PageID=479 under DLA Energy-I-24, DLA Energy Automated System Access Request Procedures.

(b) AUTOMATED FUEL INVENTORY REPORTING REQUIREMENTS. This section applies only after the Aerospace Energy DFSP inventory and sales processes are automated. Prior to that time, inventory reporting shall be accomplished in accordance with the Aerospace Energy Chapter to DoD 4140.25-M or applicable interim guidance.

(1) The Contractor shall prepare all necessary documentation (see paragraph (d)) for, and systemically process, each transaction affecting their inventory of Government-owned products in its possession by virtue of this contract. Within one business day of each transaction/business event (excluding weekends and Government holidays), the Contractor shall input transaction data into the automated inventory and accounting system(s) or applications designated/provided by the Government.

Initial training for inputting transactional data will be provided by the Government via on-site support or via electronic means, such as user manuals or on-line support/tutorials, after which the Contractor assumes all responsibility for timeliness and accuracy of transaction data input by its employees. The Contractor shall prepare and report each transaction in accordance with guidance provided during the training and, thereafter, by qualified Government representatives. The Government will advise the Contractor of any changes in processing and reporting procedures. The Government reserves the right to telephone the Contractor on a daily basis (weekdays excluding weekends and Government holidays) to obtain information concerning transactions processed to monitor transactions using identified processing systems. Locations that do not have direct connectivity to EBS shall forward all transactions to the office designated in the Aerospace Energy Chapter to DoD 4140.25-M or applicable interim guidance.

(2) The Contractor shall record the physical inventory quantity (corrected to 60 degrees Fahrenheit for those products reported in gallons) in the automated inventory system for each Government-owned product stored at the facility. Daily inventories shall be recorded to reflect on-hand inventories as of 2400 hours local time (system clock/calendar rollover to the next transaction date) and monthly inventory shall be recorded to reflect on-hand inventories as of 2400 hours local time (system clock/calendar rollover to the first transaction date on next month) on the first calendar day of each month. However, systematically, the end-of-month (EOM) and end-of-year (EOY) physical inventories shall be reported against the last calendar day of the preceding month. EOY transactions and inventories must be processed to FES by close of business September 30th.

The Contractor shall have the account reconciled in accordance with DoD 4140.25-M or applicable interim guidance.

(3) End of Fiscal Year Closeout Process. The United States Government closes its financial ledgers at midnight on September 30th. In the event the EOY closeout falls on a Saturday or Sunday, the Contractor will be required to document and process all inventory related transactions per EOY closeout instructions that are provided via a pop-up during logon to the FES or that are made available for download from http://www.desc.dla.mil/DCM/DCMPage.asp?PageID=479 .

(c) DESIGNATION OF TERMINAL MANAGER. In accordance with the Aerospace Energy Chapter to DoD 4140.25-M and/or applicable interim guidance, the Terminal Manager shall be assigned the responsibilities parallel to those of a http://www.desc.dla.mil/DCM/DCMPage.asp?Pagid=699 http://www.desc.dla.mil/DCM/DCMPage.asp?Pagid=479 http://www.desc.dla.mil/DCM/DCMPage.asp?PageID=479 http://www.desc.dla.mil/DCM/DCMPage.asp?PageID=479

Government Responsible Office for Defense Working Capital Fund (DWCF) owned Aerospace Energy products. The Terminal Manager, oh behalf of the Contractor, shall adhere to the requirements of DoD 4140.25-M, applicable interim guidance, and any supporting Aerospace Energy Chapter, at all times.

(d) MONTHLY INVENTORY VARIANCES AND RECONCILIATION. The Contractor shall prepare inventory adjustment documents (DD Form 1348-8) in accordance with the guidance provided in DoD 4140.25-M and applicable interim guidance. A detailed explanation shall be provided by the Contractor on each inventory adjustment document explaining each gain and/or loss in excess of DLA Energy provided tolerances. Each document shall be signed and dated by the Contractor’s representative and copies provided to the DLA Energy Aerospace Energy Accountable Office (AO) who is the Chief of the Requirements Branch DLA Energy-MIC. If requested by the AO, the Contractor shall conduct additional research and provide an additional explanation of any gains or losses outside the tolerances identified in DoD 4140.25-M and/or applicable interim guidance. At the conclusion of the reconciliation process, the AO or his/her authorized Government representative shall indicate whether he/she concurs or nonconcurs with the Contractor’s submission(s) identifying the reasons for any variances outside established tolerances, as well as any suggested remedies to ensure that losses or gains outside established tolerances do not continue.

(e) DOCUMENTATION REQUIREMENTS. The following lists the documentation requirements for transactions (NOTE: DD Forms, with the exception of DD Form 1898, can be located at http://www.dtic.mil/whs/directives/infomgt/forms/formsprogram.htm.). The DD Form 1898 can be obtained in accordance with DLA Energy Interim Guidance DLA Energy-I-26, Ordering of Forms and Equipment and Embossing of Forms Used for Documentation of Fuel Sale and Credit Transactions.

TRANSACTION DOCUMENT

Appointment/Delegation Letters Formal Correspondence

RECEIPTS

Receipts from DLA Energy Procurement Contracts DD Form 250/250-1

Receipts of Shipments from a DFSP DD Form 250/250-1 DD Form 1348-7

SHIPMENTS

Shipments from a DFSP to authorized customers See Sales

Shipments between DFSPs (Transfers) DD Form 1348-7

Receipts or returns of product from an end-user (without credit) DD Forms 1898 or 1149

INVENTORY

Physical Inventory DD Form 1348-8* and/or DD Forms 2917 and 2924 *DD Form 1348-8 is required for end-of-month inventory reporting or transfer of account actions only.

All Inventory Adjustments DD Form 1348-8

Normal handling of variances (excessive) DD Form 1348-8 Determinable losses such as spills, line breaks, nonrecoverable tank bottoms, major disasters, combat losses, etc.

http://www.dtic.mil/whs/directives/infomgt/forms/formsprogram.htm

Condition/Identity Change DD Form 1348-8 Downgrade, regrade, or additive

ISSUES/SALES OR RETURNS/CREDITS

Issues of product from a DFSP to an end user customer DD Forms 1898, 1149 or 2913 Automated data capture printout If required, supporting DD Form

Return of product from an end user with credit DD Form 250/250-1 DD Forms 1898, 1149 or 2913 Automated Data Capture printout

REPORT OF SURVEY

As required, when directed by the DLA Energy Accountable Officer/ DD Form 200 and supporting Contracting Officer or Property Administrator documents

(f) OTHER REQUIREMENTS.

(1) STORAGE TANK OUT OF SERVICE. Prior to removing a storage tank or any other storage container from service, the Contractor shall immediately notify the Aerospace Energy AO by telephone, with follow-up confirmation in writing, providing the date and time the tank is scheduled to be removed from service. In addition, the Contractor shall provide the Aerospace Energy AO with a written estimate of unrecoverable product. The estimate will be reviewed and approved by the Aerospace Energy AO prior to taking any tank or storage container that stores DWCF-owned Aerospace Energy products out of service.

(2) UNRECOVERABLE PRODUCT. Prior to the end of the contract period, the Contractor shall provide the Aerospace Energy AO a written estimate of unrecoverable product remaining in any storage container. The estimate will be reviewed and approved by the Aerospace Energy AO prior to the expiration of the contract period.

(3) CREATION OF SHIPMENT TRANSACTIONS. As required and directed by the Government, storage Contractors shall create electronic shipment transactions using the US Bank POWERTRACK on-line freight payment system.

The Government shall advise Contractors of any changes in processing and reporting procedures. Contractors shall contact the Government when additional guidance is required. CONUS storage Contractors shall maintain a daily written log of motor carrier performance to include: carrier , destination, number of trucks ordered, number of trucks furnished, and deficiencies. On the last business day of each calendar month, the Contractor shall forward a copy of the daily written logs to the DLA Energy Americas office having oversight of the motor carrier contract.

(4) STATEMENT OF AUTHORIZED SIGNATURES. The Contractor shall furnish the Aerospace Energy AO a statement containing the names and handwritten signatures of persons authorized by the Contractor to receive and accept Government-owned product or property. In addition, the Contractor is required to provide the DLA Energy Aerospace Energy Property Administrator as well as the Aerospace Energy AO with written notification when previously authorized persons depart (leave, quit, transfer, etc.,) and new personnel are appointed to these positions.

(5) CHANGE IN DFSP OPERATOR. Transfer of residual inventory from expired contracts will be made regardless of whether there is a change in contractors. The transfer of DFSP product will be accomplished as follows:

(i) The outgoing Contractor, the new Contractor, and a designated Government representative will jointly inventory all on-hand inventories for each product and document these inventories on DD Forms 2917 and 2924. Each DD Form 2917 will be signed by the incoming and outgoing Terminal Managers and Accountable Officials and Property Administrators.

(ii) Upon completion of the inventory transfer, a summary DD Form 1348-8, reflecting both outgoing and incoming Contractor signatures verifying accuracy of the inventory summary, supported by the applicable DD Forms 2917 and 2924, will be completed for each product.

(iii) The following certification will be typed in the Memo block of each DD Form 1348-8, DFSP Inventory Accounting Document and End of Month Report, and signed by the appropriate individuals:

"The inventory recorded on this DD Form 1348-8 has been transferred from contract

(old number) to contract (new number) on (date) .

Signature (Outgoing Contractor) / (New Contractor)

Typed/Printed Name and Titles (Outgoing Contractor) / (New Contractor)

(iv) The Contractor shall provide this information to the Aerospace Energy AO by telephone and by mailing one copy of each DD Form 2917, 2924, and 1348-8.

(v) The Aerospace Energy AO will mail three copies of the inventory documents covering the transfer month to the outgoing Contractor. The outgoing Contractor shall apply appropriate certification to the inventory documents and retain one copy, provide one copy to the new Contractor, and return the third copy to the Aerospace Energy AO.

(6) RETENTION OF ACCOUNTABLE RECORDS AND DOCUMENTS. To satisfy auditability requirements, DFSPs shall retain a minimum of three years (current fiscal year plus two additional years) of Inventory Documentation/Data on location. Source documents and data requiring retention beyond the three year point shall be retired to a records retention center. DFSPs shall contact the DLA Energy Records Management Officer via e-mail for disposition instructions at DESCRECORDS@DLA.MIL. All records are DLA Energy-accountable records and must be retained as follows:

RECORDS RETENTION PERIOD

Appointment letters, e.g., RO/TM/PA appointments, etc. Three years

Delegation letters Retain current letter on file at DFSP

Receipts from a DLA Energy Procurement Contract Six years, three months after the accounting month

Sales/Issues and Returns (with credit) Six years, three months after the accounting month

Government or Commercial Bills of Lading Six years, three months after the accounting month

Report(s) of Survey (ROS) and all supporting Six years, three months after documentation completion of ROS

Returns without credit Six years, three months after the accounting month

Shipments between DFSPs Current fiscal year (FY) plus two (Shipment documentation, additional FYs e.g., DD Forms 1348-7, 250-1, etc.)

Physical inventory data/documentation Current FY plus two additional FYs

All inventory adjustment documentation Current FY plus two additional FYs

Product condition or identity changes, Current FY plus two additional FYs and supporting laboratory analysis

Contract modifications or change orders Retained locally, three years after the expiration of the current contract mailto:DESCRECORDS@DLA.MIL

In the event that a criminal or accountability investigation is initiated due to loss or theft of fuel, the records shall be retained until that investigation and any subsequent criminal or civil prosecution are completed.

REPRESENTATIONS AND INSTRUCTIONS

REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF OFFERORS

RELEASE OF PRICES

The Defense Logistics Agency Energy (DLA Energy) will release prices of successful Offerors after contract award pursuant to 10 U.S.C. 2305(g) (2), FAR 15.506(d) (2) and 32 CFR 286h-3. Prices are the bottom-line price and do not include any breakout of costs, such as transportation or overhead, and do not disclose the Offeror’s anticipated profit or any pricing factors.

AUTHORIZED NEGOTIATORS

The Offeror represents that the following persons are authorized to negotiate on its behalf with the Government in connection with this request for proposals or quotations.

NAME TITLE PHONE NUMBER E-MAIL ADDRESS