Attachment I- PWS.pdf

Attachment I- PWS

SPE603-25-R-0510

MARINE CORPS BASES OKINAWA, JAPAN

PERFORMANCE WORK STATEMENT (PWS)

for

GROUND FUEL SERVICES

12 November 2024

Table of contents

C-1.0 REQUIREMENTS AND DELIVERABLES

C-1.1 Responsibilities:

C-1.2 Facilities:

C-1.3 Contractor Performance:

C-1.4 Contractor Detailed Plans:

C-1.4.1 Contract Compliance Plan:

C-1.4.2 Product Quality Surveillance Plan (PQSP):

C-1.4.3 Maintenance Plan:

C-1.4.4 Operations and Staffing Plan:

C-1.4.5 Environmental Protection Plan:

C-1.4.6 Equipment Provisioning Plan:

C-1.4.7 Contract Contingency Plan:

C-1.4.8 Security Plan:

C-1.4.9 Inventory Control and Accountability Plan:

C-1.4.10 Safety Plan:

C-1.4.11 Training Plan:

C-1.4.12 Fuel Safety Plan

C-1.5 Contract Turnover:

C-1.6 Quality Monitoring and Evaluation:

C-1.7 Staffing:

C-1.7.1 Knowledge and Skills:

C-1.7.2 Employment Standards:

C-1.8 Key Personnel:

C-1.8.1 Terminal Manager (TM):

C-1.9 Service Personnel:

C-1.9.1 Fuel Distribution System Operator (FDSO):

C-1.10 Correspondence and Visits:

C-1.11 Records Management:

C-2.0 PERFORMANCE REQUIREMENTS

C-2.1 Fuels Management Services:

C-2.2 Service Station:

C-2.2.1 Electronic Point of Sale, QR (Quick Response) Code Management:

C-2.3 Receipt:

C-2.4 Manned Retail Fuel Operations:

C-2.5 Automated Retail Fuel Operations:

C-2.6 Recyclable and Recoverable Fuels:

C-2.7 Product Inventory Accountability:

C-2.8 Product Quality Surveillance:

C-2.8.1 Quality Determination:

C-2.9 Maintenance:

C-2.9.1 Operator Maintenance (OM):

C-2.9.2 Description of Recurring Maintenance Tasks:

C-2.9.3 Recurring Maintenance:

C-2.9.4 Maintenance Records:

C-2.9.5 Buildings and Structures:

C-2.9.6 Pest and Rodent Control:

C-2.9.7 Designated Areas:

C-2.9.8 Trash Removal:

C-2.9.9 Grounds:

C-2.9.10 Other Facilities, Equipment, and Utilities:

C-2.9.11 Oil/Water Separator System:

C-2.9.12 Cathodic Protection System:

C-2.9.13 Corrosion Control and Painting:

C-2.9.14 Large Surfaces:

C-2.9.15 Materials Used:

C.2.9.16 Fire Extinguisher Inspection:

C-2.10 Training:

C-2.11 Safety:

C-2.11.1 Accident/Incident Reporting:

C-2.12 Environmental:

C-2.12.1 Assignments:

C-2.12.2 Spill Response:

C-2.12.3 Spill Reporting:

C-2.12.4 Spill Response Supplies:

C-2.13 Security:

C-2.13.1 ADP and Information Assurance:

C-2.13.2 Key Control:

C-2.14 Incidental Equipment:

C-2.14.1 Joint Incidental Equipment Inventory:

C-2.14.2 Annual Inventory:

C-2.14.3 Disposition of Incidental Equipment:

C-2.15 Use of Marine Corps Facilities:

C-2.15.1 Parking:

C-3.0 CONTRACTOR - FURNISHED EQUIPMENT

C-3.1 Disposition of Property:

C-3.2 Property Storage:

C-3.3 Equipment Inspection:

C-3.4 Other Contractor Provided Equipment and Supplies:

C-3.4.1 Communication Services:

C-3.4.2 Administrative Supplies and Equipment:

C-3.4.3 Tools:

C-3.4.4 Consumables and Expendables:

C-3.4.5 Replacement Filters:

C-3.4.6 Uniforms:

C-4.0 Hours of Operation:

C-4.1 Operations during Typhoon:

Appendix A Facility Specific Information Appendix B Definitions, Acronyms, and Abbreviations Appendix C Reference Documents Appendix D Common Access Card (CAC) Procedures:

C-1.0 REQUIREMENTS AND DELIVERABLES

C-1.1 Responsibilities:

This Performance Work Statement (PWS) describes the ground fuel contractor services required in support of the Marine Corps Bases identified below (individually and collectively referred to as MCB Okinawa). These services include operation and maintenance of Government fixed ground fuel facilities at MCB Okinawa. Except as otherwise noted, the Contractor shall employ best commercial practices and guidelines to meet the requirements of this Performance Work Statement (PWS) and provide within the Contractor’s proposal, a specific and detailed analysis in reference to the meeting the requirements. The Contractor shall be solely and completely responsible for performing the tasks and duties outlined in the PWS. The Contractor’s offered price under CLIN 0001 shall include all costs associated with operating and maintaining the Government-Owned Bulk Fuel Facilities to include operating the facility inside and outside of normal operational hours or the standard hours and perform maintenance as required by Sections C-1.4.3 through C-2.9 and Appendix A of the PWS. The cost would include all vehicles, tools, and parts required to maintain the facilities and manpower to include any projected overtime.

C-1.2 Facilities:

MCB Okinawa is a collection of facilities and satellite installations that include Camp Kinser, Camp Foster, Camp Futenma, Camp Courtney, Camp Hansen, Camp Schwab, and Camp Gonzalves, spread throughout Okinawa Japan under the central command of Marine Corps Bases Japan. These facilities and installations support military operations and training for tenant and visiting military commands.

C-1.3 Contract Performance:

The Contractor shall perform the identified tasks and achieve the performance standards outlined for each task. The Contractor shall submit performance-based plans, which shall provide assurance that the Contractor will meet all performance requirements outlined and comply with all specified laws, regulations, and guidelines. Except as specified herein, the Contractor is responsible for obtaining copies of all applicable laws, regulations, codes, and guidelines, including changes thereto.

C-1.4 Contractor Detailed Plans:

The contractor must submit all detailed plans listed below in sections C-1.4.1 through C-1.4.12 to the Contracting Officer for review and acceptance no later than 60 days prior to the start of the contract performance period and ensure that all required plans are accepted and approved by DLA Energy 30 days prior to start of the contract performance period unless otherwise noted below.

DLA Energy reserves the right to request changes or modifications to any detailed plans at any time throughout the contract performance period. The plans are considered dynamic documents and must be updated as required throughout the contract period. Updates will be provided to the COR and Contracting Officer for review and acceptance as changes are made. These plans may be used by the COR for monitoring and assessing contract performance.

C-1.4.1 Contract Compliance Plan:

The contractor is responsible for ensuring compliance with contract performance requirements indicated in the PWS. A monitoring system must be used by the contractor to measure performance on a continuous basis throughout the contract performance period and any contract option periods, pursuant to FAR (46.1). The Contract Compliance Plan (CCP) must include performance requirements for all of the services, specific tasks listed, and the contractor’s own performance-based plans. General performance criteria must include the contractor’s ability to provide continuous support capabilities as specified in this PWS, record keeping and reporting procedures pertaining to administrative requirements, facility operations, and upkeep of facilities and grounds.

The CCP must include time specific checklists for evaluation of all operational requirements. The CCP must address procedures for corrective actions including the resolution of any Contract Discrepancy Report (CDR) generated by the Contracting Officer/COR. The CCP must be made available for Contracting Officer/COR review upon request at any time during the contract performance period.

C-1.4.2 Product Quality Surveillance Plan (PQSP):

The contractor must provide a comprehensive plan to ensure that products placed in the care of the Contractor are properly handled, remain on-specification, and are ready for issue. The plan must include policy and procedure regarding product sampling, visual examination of samples, and the submission of samples needing further analysis to the regional fuel laboratory. In addition, the plan must outline the documentation of samples and test results, reports and records keeping applicable, and actions to be taken in case of unacceptable test results. The plan must fully outline Contractor responsibilities for quality surveillance under this contract.

C-1.4.3 Maintenance Plan:

The contractor must provide a detailed maintenance plan for assigned facilities, equipment, and system components. The Maintenance Plan must clearly outline the process of planning, programming, accomplishing, documenting, reporting all maintenance actions, by including the use of a contractor-furnished computerized maintenance management system (CMMS) to track maintenance for components and facilities at assigned locations, in compliance to with all American Petroleum Institute (API) Standards, National Fire Protection Association (NFPA) Codes, National Electric Codes, Unified Facility Criteria (UFC), Environmental Protection Agency (EPA) Laws, Department of Defense (DoD), Federal, State, and Local requirements throughout the life of the contract. The Maintenance Plan must address the seven geographic sites and identify a contractor-furnished computerized maintenance management system (CMMS) at each location. The individual locations (Camp Foster, Camp Kisner, Futenma, Camp Courney, Camp Schwab, Camp Hansen, and Camp Gonzalves) must have a web-link capability to communicate collectively (with each other), operate independent at each location, and provide real time reporting of maintenance discrepancies, by sending automated emails to COR’s, QAE’s, and (if applicable) other stakeholders. The CMMS must have the capability to assign four system licenses, for two COR’s and two QAE’s (read only authorization roles).

This is required, to ensure (both) command and control locations have capabilities to address any maintenance concerns. These CMMS read only roles must be used by the COR’s and QAE’s for monitoring and assessing contract performance, maintenance accomplish ratio’s, analytical maintenance data calls, and used in conjunction with the QASP. The plan will be continuously reviewed over the course of the contract and any need for changes, must be communicated to the contractor through the Contracting Officer. The complete Maintenance Plan will include a copy of all maintenance action forms signed by the maintainers and managers, along with applicable reports to be generated by the CMMS.

C-1.4.4 Operations and Staffing Plan:

The contractor’s plan must contain a comprehensive and detailed matrix that outlines all manning aspects, to include sub-contracting, and requirements regarding the management and labor force to undertake the required tasks. The plan must include a detailed organization chart showing the number of employees identified by job classification, wage determination, full or part time employee status, a brief description of the tasks to be performed, and the duty description of the employee that will perform the task described. A manning matrix defining staffing in terms of full-time employee for a typical seven-day workweek must be included. Additionally, an operational matrix defining how the proposed staffing will meet the workload requirements for a typical seven-day workweek, must also be included. The contractor must ensure, both (Operations and Staffing) matrix(s) and plan, specify the identical proposed approach stipulated in their Final Acceptable Proposal pursuant to Contractor Code of Business Ethics and Conduct, FAR (52.203-

13) and False Claim Act (31 U.S.C. 3729-3733). Operating and Staffing hours are detailed in Appendix A.

C-1.4.5 Environmental Protection Plan:

The Contractor shall provide an Environmental Protection Plan (EPP). The EPP shall be site specific and cover all environmental compliance and conservation requirements. The EPP shall include, but not be limited to storage tank operations; hazardous materials and waste; pollution prevention; natural resources; historic/cultural resources; pesticide management; spill response;

storm water; air compliance; permitting; training; green procurement, etc. The EPP shall demonstrate the Contractor understands all applicable Japanese, Federal, DoD, and local laws and regulations. The EPP shall also demonstrate the Contractor understands the DoD, Navy, Marine Corps and Base specific policies, regulations, permits and plans. The contractor shall conform with all operational controls identified in the applicable Government agency or facility Environmental Management Systems (EMS) and provide monitoring and measurement information necessary for the Government to address environmental performance relative to the goals of the EMS.

C-1.4.6 Equipment Provisioning Plan:

The Contractor must identify and include the types and quantities of vehicles, major equipment items, i.e., powered grounds maintenance equipment (unless subcontracted), computer systems, and office machines, necessary to support the locations under this contract. Vehicles must be in an up-to-date maintenance and operational condition to withstand the entire contract. Information relevant to vehicles and equipment capabilities such as and not limited to manufacture date, mileage/hours, make, and model along with the maintenance plan for all vehicles and equipment, must identify each piece and will be utilized in determining operational abilities. Contractor equipment must be on site and available at the start of the performance period. Should the contractor be required to lease equipment due to long lead times or unexpected delays with procuring equipment they will do so at their own expense to ensure there is no disruption of service. All leased vehicles and equipment must meet the performance requirements and specifications as stated in this PWS. The contractor must ensure, the Equipment Provisioning Plan, specify the identical proposed approach stipulated in their Final Acceptable Proposal pursuant to Contractor Code of Business Ethics and Conduct, FAR (52.203-13) and False Claim Act (31 U.S.C. 3729-3733). Workload requirements are detailed in Appendix A.

C-1.4.7 Contract Contingency Plan:

The Contractor plan must outline detailed procedures and processes to ensure there are no significant interruptions. The plan must provide specifics regarding labor issues as may result from potential strike actions, military contingency, war time, catastrophic failure of equipment or the effects of natural disasters/emergencies, and emergent staffing requirements (including subcontracting where required), and the replacement of equipment. The contractor must be responsible for repairing or replacing inoperable equipment or obtaining additional equipment and labor required to carry out day-to-day and contingency operations. The plan must include contingencies for major/minor breakdowns or unavailability of contractor-furnished equipment such as vehicles, major equipment items, powered grounds maintenance equipment (unless subcontracted), computers systems, and office machines, necessary to support the locations under this contract proposal. The contractor must assist with operator level maintenance, which includes, without limitation, the lubrication of machinery and replacement of filters and small parts by utilizing hand tools and excludes any system level maintenance. Any and all parts and materials must be purchased by the Marine Corps.

C-1.4.8 Security Plan:

The contractor must provide a detailed plan and identify their responsibilities for maintaining the security of Marine Corps facilities, including contingency procedures for power outages, inoperative automated equipment, data processing, and computer systems, as well as any contractor furnished equipment, tools, and materials. The plan must outline policy, guidance, and procedures regarding facility access controls, visitor logs, lock and key controls, random patrols of fuel management facilities and pipelines, Automated Data Processing (ADP) security, and other minimal force protection measures.

C-1.4.9 Inventory Control and Accountability Plan:

A detailed plan must be written to ensure contractor compliance with the inventory, accounting, and reporting requirements of DoDM 4140.25, DoD Management of Bulk Petroleum Products, Natural Gas and Coal, and DLA Energy and Navy instructions, DLA Energy P-7 Policy, regulations, and other policies as applicable.

C-1.4.10 Safety Plan:

The contractor must provide a detailed plan outlining procedure necessary to maintain safety in accordance with applicable DoD, Japanese, Marine Corps, Federal, State, and Local References and Laws identified in Appendix C. This plan must include industrial hygiene, confined space entry, disaster preparedness, fire prevention and protection, hazardous waste operations, emergency response, safety and health standards, Safety Data Sheets, accident/incident reporting, and safety procedures during general fuel handling operations. The plan must identify, the responsible individual that will monitor the safety program and maintain records.

C-1.4.11 Training Plan:

The contractor must provide a comprehensive plan outlining training and objectives. The plan must list course and subject titles of materials to be used, a brief description of the subject, identify training sources, establish the frequency of training, and detail the method of monitoring plan compliance, and record keeping. Training required by applicable DoD, Federal, Navy, State, and Local References and Laws identified in Appendix C.

The Service provider shall comply with Department of Defense Instruction (DODI) 2000.16, "DoD Antiterrorism (AT) Standards," paragraph E3.18. DoD STANDARD 18: AT Measures for Logistics and Other Contracting, subparagraph E3.18.6 and Table E3.T2. Minimum Level I AT Awareness Training Requirements.

C-1.4.12 Fuel Safety Plan The Contractor must provide a detailed plan outlining the fuel systems applicable to the contracted locations, product handling characteristic, and the policy, procedures, and actions necessary to maintain a safe working environment. The plan, a compendium of references, local laws, and regulations applicable to the products stored and handled, Safety Data Sheets, and guidelines regarding the safe handling of such products must be maintained and updated over the course of the contract.

C-1.5 Contract Turnover:

During the ten working days prior to the start of contract performance, the outgoing Contractor shall permit the incoming Contractor access to the applicable fuel facilities in order to observe their operation. During this ten-day period, the incoming Contractor shall be provided assistance from the outgoing Contractor, DLA Energy representatives and the Contracting Officer’s Representative (COR) to accomplish a joint facilities turnover inspection, to include product testing, and product and property inventory. The outgoing Contractor shall also provide the incoming Contractor with all relevant information concerning the facility and its operation, including maintenance records and engineering documentation. The incoming Contractor shall protect and not disclose any proprietary information of the outgoing Contractor discovered during the turnover period.

C-1.6 Quality Monitoring and Evaluation:

The COR will utilize a Quality Assurance Surveillance Plan (QASP) to monitor and evaluate the contractor’s performance throughout the contract performance period. DLA Energy may also perform customer satisfaction surveys, which may be used as part of the assessment of contractor’s performance. The CMMS read only roles must be used by the COR’s and QAE’s for monitoring and assessing contract performance, maintenance accomplish ratio’s, analytical maintenance data calls, and used in conjunction with the QASP. The COR can manage the frequency of surveys to address contract compliance concerns, based on trend analysis.

C-1.7 Staffing:

The contractor must provide sufficient staffing to accomplish identified functions and tasks to include simultaneous operations that are listed in Appendix A. Staffing full-time employee must consist of a minimum ratio of one, for each listed function/primary position, as identified in C-1.7 thru C-1.9.1. These primary positions must be staffed with as many full-time employees as may be required based on the manning/working hours of operations (as identified in Appendix A) and the workload requirements. There is no provision for augmentation or overtime. The contractor’s staffing must be flexible and fully capable of meeting identified demands of ground fuel services, bulk fuel storage, fuel offloading, pipeline operations, quality surveillance, general management, and administrative functions based on current, projected and historical workload demands as identified in Appendix A.

C-1.7.1 Knowledge and Skills:

The contractor must ensure that personnel assigned to identified tasks have the requisite knowledge and skills to meet the performance standards for those tasks and comply with applicable Japanese, DoD, Federal, Marine Corps, State, and Local References and Laws identified in Appendix C. All employees must be able to read and understand English (be literate) to the extent they can understand and follow oral instructions/directions, read, and understand instructions, directives, regulations, operating procedures, detailed written orders, and training materials, and be capable of writing in English to compose required detailed reports. All employees must be capable of performing basic numeric operations (addition, subtraction, multiplication, and division) and the use of numbers as they relate to ledgers, logs, forms, meters, gauges, and measuring devices such as tapes, thermometers, hydrometers, and other instruments as may be used during the receipt, handling, inventory, and issue of petroleum products.

C-1.7.2 Employment Standards:

All employees or persons who may be hired to represent, perform on behalf of, or work under the management of the contractor must comply with all Japanese, DoD, Federal, Marine Corps, State, and Local References and Laws identified in Appendix C, regarding employment at, and entry to Naval Facilities. The contractor must ensure that they meet the requirements of employment and conform to the rules regarding, but not necessarily limited to, security, clearance, identification policy, vehicle registration and operation of a POV on station, medical assistance, the use of the exchange, and military facilities, and other local rules, guidance, or prohibitions that may apply to their entrance to and activity or employment on station.

C-1.7.3 Resume:

Resumes must be submitted to DLA Energy, for key personnel, immediately and prior to Performance Period (start of contract). The resumes will be reviewed and assessed based on job description vacancy and required standards. A replacement candidate’s resume must be submitted for review and assessment prior to assuming duties. The resume must be created and submitted by the person applying for the key personnel position. The resume format must be of the applicant choice. It cannot be modified or influenced (written, edited, or rearranged) by any company or computer-generated system. Key personnel are salary base positions and proposed replacement must have resumes which meet qualifications that are equal to or greater than the qualifications of the person being replaced.

C-1.8 Key personnel:

The Corporate Executive Officer, Terminal Manager are mandatory personnel, and must have the required education, training, background/experience, and skills necessary to make fiscal and management decisions, direct personnel, and collaborate solutions with individuals, at different levels of corporate management, civil service representatives, and/or military personnel for this contract. The contractor recruitment, interview, and hiring processes applicable to key personnel, salary base positions, primary job description are listed in the PWS, must remain mandatory, and required to be identified in the contractor proposals. In the event there is no wage determination listing for a class of service, for any key personnel, the contractor must submit a request to conform to a specific salary base determination category to the DLA Energy, Contracting Officer with the contractor initial offer.

Required conformance issues, must be resolved prior to the submission of the contractor final revised offer. Additionally, DLA Energy must require the contractor to submit a staffing roster that identifies personnel by name, primary job description, position, full time status, and their date of hire. The contracting staffing roster information must be incorporated into the monthly Common Access Card (CAC) Log.

C-1.8.1 Terminal Manager (TM):

The Contractor shall employ an experienced on-site Terminal Manager. His/her experience should be relevant to the facilities and all equipment associated with Ground Fuel Services. The Terminal Manager should have a minimum of five (5) years of experience in petroleum storage, distribution operations, and fuel systems maintenance. DLA Energy Policy P-32 provides training requirements and procedures for Terminal Managers. The Terminal Manager shall comply with DLA Energy Policy P-32 and complete all training requirements established therein.

This training is funded by DLA Energy. In addition, the TM will complete required Spill Response Training.

C-1.9 Service Personnel:

The contractor recruitment, interview, and hiring processes applicable to service personnel, primary job description is listed in the PWS, must remain mandatory, and required to be identified in contractor proposals. In the event there is no wage determination listing for a class of service, for any service personnel, the contractor must submit a request to conform to specific salary category, to the DLA Energy Contracting Officer with the contractor initial offer. Required conformance issues, must be resolved prior to the submission of the contractor final revised offer. Additionally, DLA Energy must require the contractor to submit a stagging roster that identifies personnel by name, primary job description, full or part time status, and their date of hire. The contracting staffing roster information must be incorporated into the monthly Common Access Card Log.

C-1.9.1 Fuel Distribution Systems Operator, (FDSO):

The FDSO’s must have practical experience in operation of bulk fuel distribution system operations. The FDSO’s must be able to perform receipt, issue, storage, spill cleanup, preventative maintenance scheduling, hazardous waste, and petroleum quality surveillance operations. Temporary replacements for this position are required to have the same qualifications listed above. Other than those administrative duties commonly associated with an FDSO’s position, the FDSO must not have collateral duties. Likewise, a non-FDSO position cannot perform a FDSO’s duties as a collateral duty.

C-1.10 Correspondence and Visits:

The Contractor shall notify the COR of any and visitors or notice of intent to visit contract management, its employees, or the contracted facilities by any Japanese, Federal, DoD, Local Government, Base (military) office/agency, union representative, or contract corporate officer.

Except for that considered to be company or proprietary documents, the Contractor must provide the COR copies of all correspondence resulting from such visits. The Contractor must establish and maintain a visitor’s log showing name of all visitors, date of visit, time of visit, organization, and reason of visit.

C-1.11 Records Management:

Documents held or generated by the Contractor must be open and readily available for inspection, review, and audit for the duration of the contract and any subsequent and contiguous contract periods. The Contractor must submit reports to the appropriate agency for compliance with Federal, state, and local requirements. In addition, special reports may be requested for audits, inspections, reviews, and research. Should proprietary company, or non-

DOD maintenance and accounting systems be installed by the Contractor, the Contractor must provide continuous secure web access or access to a secure workstation. Upon termination of the contract, all records except personnel files, training records, Contractor-furnished equipment records, and proprietary company management records must be turned over to DLA Energy.

C-2.0 PERFORMANCE REQUIREMENTS

C-2.1 Fuels Management Services:

The Contractor shall establish and staff a main fuel office supplied by MCB Okinawa at Camp Foster as stated in Appendix A. The fuel center, at a minimum shall maintain records and a data listing of authorized fueling customers, facilities operations, fueling operations, maintenance records and personnel records. The Contractor shall perform all fuels inventory, accounting, and associated administrative tasks. Any anticipated fuel shortages, based on customer requests, shall be reported to the COR immediately. All product receipts, issues, shipments or transfers shall be properly documented and auditable. The COR shall be informed immediately of any discrepancy in inventory.

C-2.2 Service Station:

Service station operations, the dispensing of ground products from a fixed facility/system to authorized customers. The service stations, manned/automated product storage and dispensing systems, shall be inspected, operator maintenance performed, products inventoried, system data collected, documented, and forwarded to fuels accounting, and the station readied for continued customer service for the days and hours reflected in Appendix A. The Contractor shall be responsible for providing the qualified personnel to perform the aforementioned tasks and duties as further defined within this section.

C-2.2 Service Station Outage:

In the event of a service station outage, such as a system failure which requires the station to be operated manually, the contractor must establish servicing hours and staff the service station to assist customers and manually document issues, sales, and transactions which will be entered into FMD for billing. Disruption of automated service station function may require the dispensing of products from a ground fuel servicing truck. The contractor must provide the personnel and equipment to maintain the availability of ground fuel products to its customers and account for the product within DLA Energy policy.

C-2.2.1 Electronic Point of Sale, QR (Quick Response) Code Management The contractor shall utilize Electronic Point of Sale (EPOS) devices (pedestal and/or mobile) provided by DLA Energy as Incidental Property/Equipment to capture and report sales from the GOCO. The contractor must contact the DLA Policy and System Sustainment Branch at EPoSFunctionalSupport@dla.mil to coordinate the installation on the GOCO retail facility prior to DLA Energy accepting the facility. Prior to the end of the contract terms or termination of the contract, the contractor will again use the same email address to obtain disposition instructions.

C-2.3 Receipt:

The Contractor shall be responsible for receipt of all bulk fuel products. All fuel products are received by commercial tank truck. All incoming products shall be sampled in accordance with the latest version of MIL-STD-3004. The Contractor shall receive and inventory all ground fuel mailto:EPoSFunctionalSupport@dla.mil without causing operational delays. The Contractor shall immediately notify the COR of any quality or quantity discrepancies.

C-2.4 Manned Retail Fuel Operations:

The Contractor is responsible to the Government for all petroleum products that are dispensed to vehicles/customers. At stations with bulk loading capabilities, the military personnel shall perform bulk loading, the Contractor shall supervise for safety and ensure bulk loading is secured when not attended.

C-2.5 Automated Retail Fuel Operations:

Direct Support Stock Control (DSSC) shall provide the Contractor with a complete list of vehicle/equipment and accurate accounting data for encoding keys and authorized access to the fuel facility. Contractor will encode and manage keys in accordance with DLA Policy P-5.

C-2.6 Recyclable and Recoverable Fuels:

The Contractor shall be responsible for recycling and recovery of all fuels at the fuel facilities.

The Contractor shall be responsible for coordinating with the COR for disposition instructions of all recoverable and recyclable fuel stocks. All products classified as non-reclaimable are collected and disposed of by the Government. The Contractor will ensure those products classified as reclaimable are returned to the inventory.

C-2.7 Product Inventory Accountability:

The Contractor must be responsible for the inventory management of petroleum products held within the facilities, equipment, tanks, and vehicles under Contractor control. The Contractor must provide accurate inventories of all DLA Energy Capitalized Stocks under Contractor control, in accordance with DoD 4140.25, all applicable DLA Energy and Navy Policies and Instructions, and all clauses/provisions of this contract. The Contractor must be responsible for updating the COR to provide information to DLA Energy on current inventory levels IAW INT- I119.04 Inventory Control Records and Systems of Record. Any anticipated fuel shortages, based on customer requests, must be reported to the COR immediately. All product receipts, issues, shipments or transfers, must be properly documented and are auditable by DLA Energy.

C-2.8 Product Quality Surveillance:

The Contractor will be responsible for ensuring and maintaining the quality of the Government owned products stored at MCB Okinawa Fuel Facilities by using MIL-STD-3004 (current version) and the Contractor developed PQSP.

C-2.8.1 Quality Determination:

Petroleum products shall not be received or issued without first determining and confirming conformance with product quality requirements. Products shall be issued on a first-in, first-out basis unless otherwise specified or directed by the DLA Energy QAR. Non-conforming product shall be reported to the COR immediately. Anytime product is received into a tank, the tank’s contents shall be suspended from issue pending quality conformance sampling and testing. The Contractor shall be knowledgeable and capable of performing the various methods and means of sampling petroleum handling equipment and systems, from receipt to product issue, the operation, maintenance, and calibration of laboratory equipment, record keeping, and laboratory safety procedures.

C-2.9 Maintenance The contractor must be responsible for the normal and continuous use, all operation and system maintenance, along with the real time reporting of discrepancies applicable to all petroleum systems, facilities, and equipment. The contractor must maintain and repair, manage, coordinate, oversee, and report as needed to ensure all required inspections, services, maintenance and repairs of all facilities, equipment and real property associated with this contract are performed as required to ensure compliance with all American Petroleum Institute (API) Standards, National Fire Protection Association (NFPA) Codes, National Electric Codes, Unified Facility Criteria (UFC), Environmental Protection Agency (EPA) Laws, Department of Defense (DoD), Federal, State, and Local requirements throughout the life of the contract. This includes ensuring all maintenance being performed by the contractor, government agencies, or other contractors to verify that it is requested in a timely manner, scheduled as required, coordinated with relevant offices, finished to completion, and recorded in the maintenance database. All contractor labor, supervision, transportation, supplies, vehicles, tools, materials, equipment, and incidentals necessary to conduct inspections, operator maintenance on the petroleum systems must be included in the Monthly Usage Charge CLIN. For work performed under Monthly Usage Charge CLIN, on assigned petroleum facilities, the contractor shall be responsible for obtaining all required permits. The contractor must be responsible for obtaining all inspections by state and local authorities for any maintenance performed by the contractor (or other commercial vendors completing the maintenance or repair for the contractor) as required. The contractor and his sub-contractors shall furnish proof of licensure and certifications at the request of the DLA Energy. The contractor will report maintenance conflicts, deficiencies, and delays to the COR and Contracting Officer as soon as possible for assistance and resolution.

C-2.9.1 Operator Maintenance (OM):

OM performed by refueling contractor/facility operator personnel as part of normal use. The contractor must ensure that all facilities are preserved and maintained in a safe working condition. OM tasks are defined as maintenance work to preserve a facility by preventing its deterioration, such as, but not limited to, corrosion control, grounds keeping, pressure washing, cleaning, spot painting, housekeeping, etc. It is essential that the contractor devote adequate effort to identifying future deficiencies and potential deficiencies in order to prioritize OM efforts. OM includes performing the services recommended by the manufacturer or in accordance with commercially accepted practices, as well as the effort required to keep a facility, a piece of equipment or system functioning. The contractor’s maintenance plan must provide a systematic approach to identifying, planning, scheduling, documenting/reporting and managing (labor, materials and time) to perform those actions that contribute to the uninterrupted functioning of the fuel terminal. The refueling contractor must ensure that the costs for all maintenance, parts and materials are included in the Monthly Usage Charge CLIN.

C-2.9.2 Description of Recurring Maintenance Tasks:

Recurring maintenance tasks are defined as recurring, periodic and scheduled maintenance requirements that are on a fixed schedule as dictated in UFC 3-460-03; Manufacturer Recommendations; Federal, State, or Local Law, code, or regulation; and/or American Petroleum Institute (API) Requirements.

C-2.9.3 Recurring Maintenance:

The Contractor is responsible for the inspection, maintenance, and services of DLA Energy Capitalized petroleum facilities. The maintenance and services of the facilities shall be completed to ensure the Fuels Distribution Systems meets all Department of Defense, State, Local, Federal and Unified Forces Criteria (UFC) requirements throughout the period of performance and all maintenance actions will be recorded as described in para C-2.9.4. The Contractor must include all manpower, tools, materials, reports, permits, and any other costs associated with performing these tasks are included in Monthly Usage Charge CLIN.

C-2.9.4 Maintenance Records:

Maintenance, repairs, inspections, and test findings will be electronically and manually recorded and maintained in permanent facility files. The Contractor is required to keep all maintenance records using a CMMS. The Contractor must develop and maintain an electronic database on deficiencies and problem areas needing corrective work. Record keeping includes all noted deficiencies found and work performed at the fuel facility, even if performed by another organization or Contractor. All information obtained will be inputted into the CMMS and used to schedule the required maintenance as appropriate. Records will be maintained for the duration of the contract and turned over to DLA Energy at completion of the contract. In addition, the COR will be allowed unlimited/unrestricted access to the Contractor developed database. The Contractor will track all maintenance and repair expenditures using the DLA provided Real Property number. See Appendix A.

C-2.9.5 Buildings and Structures:

The Contractor must ensure that all buildings, structures, and facilities used by or under Contractor control are kept clean, sanitary, and orderly manner. The Contractor must sweep, mop, and wax floors, wash windows, and walls of occupied buildings or office spaces to present a clean, sanitary, and orderly appearance. Food storage and preparation areas must be maintained in an orderly and sanitary condition. Clothing locker and change areas must be kept orderly and clothing hung or kept in lockers. Areas immediately around buildings for which the Contractor is responsible must be kept free of debris. The Contractor must not allow fire hazards, such as oily rags, loose paper, and trash to accumulate in or around buildings, structures, facilities, and areas used, occupied, or controlled by the Contractor. The Contractor must reset circuit breakers and switches, furnish and replace burned out standard and fluorescent lights, and plunge sinks and toilets to keep them serviceable. The requirement for other building/structure maintenance, i.e., electric, carpentry, and other skilled trade work must be documented and forwarded to the COR. The Contractor must not alter any structure or allow it to be altered without explicit written approval by DLA Energy.

Maintenance of fire alarm systems is provided by base public works. Maintenance of eye wash stations if plumbed are the responsibility of the base and if portable the responsibility of the contractor. The contractor is responsible for the monthly testing of the eye wash stations and emergency showers. The maintenance of all HVAC systems is the responsibility of the base. The contractor is still responsibility for ensuring the above-mentioned offices perform their required maintenance in a timely manner. Report delays to the COR and DLA Energy Contracting Officer.

C-2.9.6 Pest and Rodent Control:

Pest and rodent control are the responsibility of the base. Requests for services must be forwarded to the COR. The use of insecticides and rodenticides by the Contractor is prohibited unless authorized in writing by the DLA Energy Contracting Officer.

C-2.9.7 Designated Areas:

The Contractor must establish a smoking policy that prohibits smoking in other installation-designated areas. The Contractor must provide signs to be posted at the entrance to work areas that read, "NO SMOKING EXCEPT IN DESIGNATED AREAS in English and Japanese.” The Contractor must also designate a smoking area and provide signs the read, “DESIGNATED SMOKING AREA.” The Contractor’s smoking policy, designated smoking areas, and signs will comply with Federal, Local Laws, DoD, and USMC/Navy regulations.

C-2.9.8 Trash Removal:

The Contractor shall be responsible for the pick-up of all trash and debris within and around fuel areas under its control and shall dispose of all such trash and debris in Government-furnished containers/dumpsters. Recycling is encouraged where appropriate and when required by host installation.

C-2.9.9 Grounds:

Grounds maintenance, grass cutting and vegetation control, must be provided by the Contractor.

Grass, weeds, and brush, except ornamental trees and shrubs, within the areas listed in Appendix A, must be maintained so as not to exceed “4” inches in height at any given time. At no time should vegetation present a fire or safety hazard. All vegetation within Contractor controlled areas, on/under fence lines, and in the security zone outside the fence line shall be maintained with the prescribed limits. Bulk vegetation and waste accumulated during mowing, removal, and control operations shall be disposed of by the Contractor. The boundary of grass cutting includes a 5-foot clearance area outside of the fence line. Pesticide and weed control are provided by the Installation Public Works Department. The contractor is responsible to report any issues to the COR and DLA Energy Contract Officer.

C-2.9.10 Other Facilities, Equipment, and Utilities:

The Contractor must continuously monitor other facilities, equipment, and utilities, e.g., exterior lighting, security lighting, and exterior building lights; fences, to include signs and markings, gates and automatic gate openers; roads, paved surfaces, curbing, and sidewalks within contracted fuel management areas; fire hydrants, AFFF systems, storm drains, exterior water systems, power poles, lines and transformers, and exterior telephones within fuel management areas. Noted malfunctions, discrepancies, or an obvious need for maintenance must be documented and reported to the COR and DLA Energy Contracting Officer.

C-2.9.11 Oil Water Separators:

Oil/water separator systems are managed and maintained by the Installation Public Works Department. However, the Contractor shall visually inspect and measure the contents of the oil/water separators IAW applicable Japanese, Federal, DoD, Navy, Marine Corps, and installation/base regulations. All Gauge readings and noted discrepancies shall be recorded and updated within the Commercial Maintenance Management System. The Contractor is also responsible for the notification of the COR in writing of all noted discrepancies.

C-2.9.12 Cathodic Protection System:

Cathodic protection systems must be monitored (power on/off or damaged) by the Contractor but maintained by Public Works via a DLA Energy centrally managed program.

C-2.9.13 Corrosion Control and Painting:

The Contractor must perform corrosion control and minor painting (of those systems requiring painting) as part of PM. Minor/spot painting consists of removing dirt and corrosion, preparing the surface, applying primer/corrosion inhibitor, and repainting small surfaces areas and small components, e.g., valves, strainer, and motors, to protect surfaces from mold, bio growth, corrosion, and to preserve appearances. The Contractor must also apply color code bands and symbols as outlined in MIL-STD-161, Identification Methods for Bulk Petroleum Products Systems, as needed.

C-2.9.14 Large Surfaces:

The Contractor will not be required to paint large horizontal/vertical surfaces such as buildings, entire tanks or entire pipeline systems, but is required to protect surfaces from mold, bio growth, corrosion, and to preserve appearances. Components needing more than 25% of its surface painted are not considered spot painting and are not included in the Monthly Usage Charge CLIN;

however, the Contractor is responsible for preventing any component to deteriorate to that extent.

Areas more than 10ft above a stable footing surface will not be required under the Monthly Usage Charge CLIN of this contract. These painting requirements will be recorded in the CMMS and reported to the COR.

C-2.9.15 Materials Used:

Paint and Primer used must be an epoxy based suitable for use on metal and exterior surfaces.

Epoxy paint and primer must meet the standards of MIL-DTL-24441, Exterior Coating of Steel Structures, and must be matching or compatible with the existing paint scheme. Painting of surfaces must conform to UFGS Section 09 97 13.27 and UFC 3-460-03.

C-2.9.16 Fire Extinguisher Inspection:

The Contractor must inspect all fuel facility fire extinguishers as required by the regional fire prevention instruction. Contractor personnel must attend the certification class for fire extinguishers to perform the monthly inspections. However, the fire department still has overall accountability.

C-2.10 Training:

The Contractor must establish and maintain a training program that is acceptable to DoD, DLA Energy, Navy, and station/base regulations. The training program must ensure that all Contractor personnel receive training ranging from initial employee indoctrination, fuel safety, environmental issues, and DoD Antiterrorism (AT) Standards Level I. Training must be fully documented within each individual’s training record and made available to the COR upon request. The Personnel Qualification Standard (PQS) for Aviation Fuel Operations Ashore, NAVEDTRA 43288 must be used as the core training record for all applicable fuel personnel. Contract personnel may be trained and designated as Fire Wardens by the base Fire Inspector.

C-2.11 Safety:

The Contractor shall maintain a comprehensive fuel safety program that complies with applicable Federal, State, and local laws and Marine Corps/Navy instructions and regulations. The Contractor shall appoint a responsible individual for collateral duties as a Safety Program Monitor. This appointed individual shall be the primary point of contact regarding the Contractor’s safety program. All operators must adhere to operational safety rules, e.g., lock out / tag out, and other safety guidelines for 100% of operations.

C-2.11.1 Accident/Incident Reporting:

All duty related accidents and incidents, to include traffic violations involving Contractor operated equipment, for which the Contractor or contract personnel are responsible or involved in must be reported to the COR immediately or, depending on the severity and circumstances, as soon as practicable. All accidents and incidents must be fully documented and a copy of all initial draft and final accident/incident reports forwarded to the COR within the next duty day.

C-2.12 Environmental:

The Contractor shall be fully responsible for compliance with all Federal, state, and local environmental codes, regulations, and laws in effect at the time of contract start and shall comply with all additions, changes, and revisions as may become effective during the contract period.

Environmental permits and licenses required for the operation of DLA Energy fuel facilities will be obtained by and kept on file by DLA Energy. The Contractor shall be responsible for maintaining documentation required by the fuel facility permits and licenses.

C-2.12.1 Assignments:

The Installation Oil and Hazardous Substance Integrated Contingency Plan (O&HSICP) may designate contract management/personnel to serve as the Incident Commander (IC) and/or designated as the Initial Point of Contact (IPOC) relevant to fuel facilities under the control of the Contractor. The Contractor is responsible to meet the requirements in the FRP and SPCC and participate fully in all required spill exercises.