DRAFT PWS ETSS MRAS.docx

COMMERCIAL VESSEL DESIGN ELECTRICAL PLAN REVIEW SUPPORT SERVICES FOR THE MARINE SAFETY CENTER

PERFORMANCE WORK STATEMENT (PWS)

1.0 SCOPE.

The purpose of this Task Order is to obtain Contractor Professional Engineering and Technical Support Services to support the United States Coast Guard (USCG) Marine Safety Center (MSC) Vessel Design Electrical Plan Review program. The MSC requires Contractor technical support to review vessel design plan review activities (PRAs) submitted to the MSC for approval.

2.0 BACKGROUND.

The MSC is charged with supporting Officers in Charge, Marine Inspection (OCMI) by ensuring commercial vessels are designed and built in compliance with governing regulations and standards. This function is conducted through vessel plan review typically before ships are built or modified. The timeliness and quality of MSC’s review of each plan review activity affects vessel delivery schedules and construction costs and thus has a large impact on vessel owners, vessel operators, ship designers, and builders in addition to supporting the OCMI’s field inspectors.

Types of PRAs are described in Section 4.1.3 of this PWS. Each submittal could contain a multitude of PRAs for each vessel or vessels; as a result, one response letter from MSC may address several PRAs.

The MSC utilizes an in-house database to manage vessel plan workflow and to archive related program documentation. The Marine Safety Center Office Tracking (MASCOT) System is a server database used to track the allocation of time for MSC personnel. In addition, MSC uses the USCG Marine Information for Safety and Law Enforcement (MISLE) database to maintain up-to-date information and communications to OCMIs.

3.0 REFERENCES.

Most of these references are easily available online or through professional association standards. Those that are not shall be provided upon successful award of the task order.

· 33 CFR Subchapters N, O

· 46 CFR Subchapters D, F, I, I-A, J, K, L, M, O, H, T

· International Convention for the Safety of Life at Sea, 1974, and its Protocol of 1988 (SOLAS), Chapters II-1 and II-2, International Maritime Organization, 2001

· ASME Boiler and Pressure Vessel Code

· IEEE – 45

· NFPA Standard 13

· American Boat and Yacht Council (ABYC), E-11

· International Electrotechnical Commission (IEC)

· ABS Rules for Classification of Ships

· LR (Lloyds Register) Rules for Classification of Ships

· DNV GL Rules for Classification of Ships

· NEC (National Electric Code)

· Electrical (E2) Plan Review Guidance http://dco.uscg.mil/msc

· SOLAS Plan Review Guidance http://dco.uscg.mil/msc

· Coast Guard policy governing electrical aspects of ship design and construction

· Applicable NVICs and MTNs will be provided and available online at http://dco.uscg.mil/msc

4.0 REQUIREMENTS.

The Contractor shall support the MSC in reviewing and evaluating PRAs in accordance with PWS section 4.1. The review process is divided into three stages, as described below; additional responsibilities are further defined throughout PWS Section 4.1:

· Stage One – Cursory Review: During this stage, the Contractor shall immediately perform a cursory evaluation of the submittal to identify high-level submission deficiencies such as missing information or special action required, upon receipt of the log-in package.

· Stage Two: Technical Review and Quality Control: During this stage, the Contractor shall complete a thorough review of the submitted plans and associated information, draft signature ready correspondence, and conduct quality control of the review and correspondence (peer review).

· Stage Three – Government Review: The Branch Chief will review and provide final approval or disapproval of each PRA/letter.

PLEASE NOTE- the Contractor shall provide recommendations to Government personnel who shall make the final determinations based upon those recommendations. Contractor personnel shall not make final value judgments relating to design reviews.

4.1 VESSEL PLAN REVIEW SUPPORT.

4.1.1 The Contractor shall review at least 50 commercial vessel electrical PRAs per month for compliance with the applicable references listed in PWS Section 3.0. At least 40% of the monthly PRAs shall include advanced electrical reviews (Section 4.1.3), which are typically more complex in scope. The Contractor shall recommend a finding consistent with MSC’s business procedure BP-7 “Plan Review Procedures,” such as Approved, Examined, or Returned for Revision, for each plan; and provide the Electrical Branch Chief draft recommendations and sufficient supporting justification in signature-ready correspondence addressed to the submitter using USCG provided letter templates.

4.1.1.1 The Contractor shall maintain a backlog and complete each PRA within the order received, unless otherwise directed, and in a manner that supports a continuous flow of work. During Stage One, the Contractor shall proactively manage the workload to include the logging in of the submittal to the Marine Safety Center Office Tracking (MASCOT) database, cursory evaluation upon project assignment, and contacting the submitter to receive additional information before completing their signature-ready correspondence. No more than one Return for Revision letter shall be processed on any project unless prior approval is given by the Electrical Branch Chief.

4.1.1.2 During Stage Two, the Contractor’s review (including but not limited to engineering analysis, calculations, and notes) and correspondence shall be peer reviewed in accordance with Electrical Branch’s policies and MSC’s business procedure BP-19 “Plan Review Quality” by a qualified Government staff electrical engineer. Upon the completion of Stage Three, the Contractor shall upload the signed letter into MISLE, unless directed otherwise by the Electrical Branch Chief.

4.1.1.3 The Contractor’s review shall be of a high quality and technically sound with reference to all applicable regulatory cites, such that minimal rework is required by peer review or Branch Chief. Rework is defined as any work necessary to complete or rectify errors/omissions in plan review/engineering analysis prior to signature. Rework also includes an instance where correspondence does not clearly articulate plan review deficiencies. Contractor PRA shall be limited to a single rework.

4.1.1.4 The Contractor shall review all PRAs and provide signature-ready correspondence within 25 calendar days of assignment. The 25 day deadline is intended to capture the time it takes from PRA assignment to the submission of PRA signature-ready correspondence to the Government, including any necessary rework.

4.1.2 The Contractor shall log their PRA comments within the MASCOT Database, including time allocation for the review.

4.1.3 The types of electrical reviews that the Contractor shall perform are as follows (note, this is not an all-inclusive list, and other types of electrical reviews for maritime assets may be required in the performance of these requirements):

Basic activities-

4.2 INFORMATION MANAGEMENT SUPPORT.

4.2.1 The Contractor shall use the USCG Marine Information for Safety and Law Enforcement (MISLE) database and MASCOT to track all electrical plan review information.

4.2.2 The Contractor shall maintain up-to-date information that outlines the progress and current status of each plan review. The information shall be updated before the close of the following business day (i.e., Contractor receipt, any correspondence issued, stage-one review, stage–two review, final disposition).

4.2.3 The Contractor shall be responsible for the accuracy and integrity of database content as it relates to electrical plan review information.

4.3 RECORDS MAINTENANCE SUPPORT.

4.3.1 The Contractor shall manage the storage and record maintenance of PRAs.

4.3.2 All PRAs shall be safeguarded as outlined in Protection of Information Section of this task order.

4.4 PLANNING AND PROGRAM SUPPORT.

4.4.1 The Contractor shall provide program and project support services for the USCG to include business procedures and processes.

4.4.2 During the initial start-up, the Contractor shall follow established USCG methodologies, procedures, and processes, as well as use approved tools (i.e., checklists, forms, and templates) for conducting comprehensive reviews of electrical PRAs. The Contractor shall recommend changes/revisions to the existing processes and shall incorporate new procedures as authorized by the Contracting Officer Representative (COR), as needed.

4.4.3 The Contractor shall be responsible for incorporating new or additional USCG guidance and regulations into the review process throughout the period of performance of the task order.

4.5 CUSTOMER SERVICE SUPPORT.

4.5.1 The Contractor shall provide support that is consistent with task order objectives and performance standards. The Contractor shall process all correspondence only after USCG review and approval. All official correspondence on USCG-furnished letterhead shall be emailed in accordance with MSC business procedures BP-7 and administrative procedure AP-7, “Plan Review File Organization, Retention, and Archiving Procedures.”

4.5.2 The Contractor shall provide customer service support to answer inquiries, from various means, concerning the status of electrical reviews. The Contractor shall limit its response to inquiries with information available in USCG databases listed in Section 4.2, in accordance with the Protection of Information Section, or published government regulations and guidance as listed in Section 3.0. The Contractor shall not interact directly with members of the general public on any matter other than to relay the status of a PRA and to provide appropriate feedback related to the specific submittal being reviewed. The Contractor shall refer all policy-related inquiries to a designated USCG representative.

4.5.3 The Contractor shall support the USCG in responding to data calls and special inquiry requests. Examples of data calls and special requests include but are not limited to: USCG HQ or MSC command cadre for brief information or for presentations to maritime industry groups or representatives.

4.5.4 The Contractor shall be capable of receiving and processing PRAs in both hardcopy and electronic formats, as permitted by the applicable regulations.

4.5.5 The Contractor shall support the USCG in disseminating new or additional guidance to vessel owner(s) or operator(s) or representatives related to electrical reviews.

4.6 TRANSITION-IN PERIOD.

Because MSC is mission-critical to the USCG, service disruptions would be detrimental to the USCG’s business and the maritime industry. Therefore, the Contractor must employ efforts to effect a transition between the incumbent Contractor and the awarded Contractor for this PWS that results in minimum disruption to vital USCG business. In order to effect transition without disruption, the Contractor must possess a thorough understanding of current operations in each area required in this PWS to provide immediate, high quality performance. The purpose of the transition-in period shall be for the awardee to become acquainted with the operation of the MSC. There will be a 14 calendar-day Transition-In Period if the task order is awarded to other than the incumbent. The Contractor shall provide a transition-in plan to the COR no later than the Post Award Conference.

4.6.1 Staffing and level of effort during the transition-in phase shall be limited to the Project Manager and/or On-Site Supervisor. During the transition period, the Contractor shall execute the transition plan and complete the security requirements for the SF-85P (Questionnaire for Public Trust Positions), the LSMS fingerprint process, the Contractor Verification System, and submit the Contractor Access List.

4.6.2 During the transition out, the Contractor shall assist the USCG with any transition between Contractors in a manner that minimizes disruption to vital USCG business. If this task order is recompeted and the incumbent is not selected for award of the follow-on, the Contractor shall deliver a transition-out plan not later than ten (10) business days prior to the task order expiration date that details projected dates for follow-on Contractor familiarization and a strategy to transition out with minimal interruptions to existing operations.

5.0 STATUS REPORTS.

The Contractor shall provide a monthly status report to the COR via electronic mail NLT the 15th of each month for the previous month, per Section 15.0. Monthly Status Reports shall summarize Contractor activities during the reporting month. The reports shall include, but not be limited to: a summary of work performed and results obtained; current or projected problems and issues; and any recommendations related to the effort, assessment of technical progress, schedule status, and any Contractor concerns or recommendations from the previous month.

6.0 STATUS MEETINGS.

The Contractor Project Manager shall be responsible for keeping the COR informed about Contractor status throughout the performance period of this task order, and ensure Contractor activities are aligned with USCG objectives. At a minimum, the Contractor Project Manager shall meet with the COR quarterly at the Government’s facility to review the status and results of Contractor performance. The Contractor shall also be available to meet within three (3) business days after the COR requests a status meeting.

7.0 POST AWARD CONFERENCE.

The Contractor shall attend a Post Award Conference with the Contracting Officer (KO) and the COR not later than five (5) business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the KO, is to discuss technical and contracting objectives of the task order. The Post Award Conference will be held at the USCG’s facility or via teleconference.

8.0 CONTRACTOR PERSONNEL.

8.1 Project Manager. The Contractor shall provide a Project Manager who shall be responsible for all Contractor work performed under this task order. It is anticipated that the Project Manager shall serve a dual role as a Senior Level Engineer provided by the Contractor for this work effort.

8.1.1 The Project Manager shall be the single point of contact for the KO and the COR. The name of the Project Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Project Manager, shall be provided to the USCG. During any absence of the Project Manager, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this task order. The Project Manager and all designated alternates shall be able to read, write, speak and understand English.

8.1.2 The Project Manager, or their alternate in their absence, shall be available to the COR in person or via telephone during the core hours of 0900-1500, Monday through Friday, and shall respond to a request for discussion or resolution of technical problems within two (2) hours of notification.

8.1.3 The Project Manager shall work on site at the primary place of performance (IAW Section 10 of the PWS) for a minimum of four weeks prior to the Project Manager teleworking. The contracting officer may extend up to six weeks based on the Project Manager’s knowledge and skill of the contract requirements.

8.2 Qualified Personnel. All Contractor personnel shall be citizens of the United States of America, or an alien who has been lawfully admitted for permanent residence as evidenced by and Alien Registration Receipt Card Form I-151.

8.2.1 All Contractor Personnel shall have an Accreditation Board for Engineering (ABET) accredited Bachelor of Science (BS) degree in Electrical Engineering or a current Professional Engineer (PE) license. In addition, the Project Manager, as the Senior Level Engineer, shall also have at least five years’ experience in the review and evaluation of commercial vessel design plans or shipyard working experience for compliance with the applicable requirements listed in the references described in PWS 3.0. Education completed at foreign colleges or universities may be used to meet this requirement if the Contractor can show that the foreign education is comparable to education received at an ABET-accredited educational institution in the United States.

8.3 Key Personnel. Before replacing any individual designated as Key by the Government, the Contractor shall notify the Contracting Officer no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced. Substitutes shall be provided with sufficient lead time for them to be trained before the Key person being replaced departs. The Contractor shall not replace Key Contractor personnel without acknowledgement from the Contracting Officer.

The following personnel are designated as Key under this task order:

Senior Level Engineer/Project Manager

8.4 Common Access Card (CAC). For all Contractors working for the USCG, the Contractor shall use the Department of Defense (DoD) Contractor Verification System (CVS) to apply for a Common Access Card (CAC) for their employees that require access to a USCG or other federally controlled computer information system. To obtain a CAC, each Contractor employee must complete an online Electronic Questionnaire for Investigations Processing (eQIP) (http://www.opm.gov/e-QIP/index.asp). The Contractor may allow an employee to commence work on items that do not require access to USCG or other federally controlled computer information systems after conducting its own background and credit check, and submitting the results to the COR for approval. The USCG may refuse to allow access until final adjudication. Contractor employees granted access to USCG or other federally controlled computer information systems must maintain qualification for access throughout their employment under the task order.

8.4.1 Contractor or subcontractor employees who are declined a CAC via the CVS and/or TASS are ineligible to perform work that requires a CAC under this task order. This does not relieve the Contractor from fulfilling the requirements of this PWS.

8.4.2 When an employee with a CAC is no longer performing work under this task order, the Contractor shall notify the COR on the same day the employee stops working and shall deliver the CAC to the COR within seven (7) calendar days after such notification.

8.5 Employee Conduct. All Contractor personnel shall comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of military uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor shall ensure Contractor employees present a professional appearance and that their conduct shall not reflect discredit on the United States, the Department of Homeland Security (DHS) or the USCG. The Contractor shall ensure that all Contractor employees understand and abide by USCG established rules, regulations and policies concerning safety and security.

8.6 Removing Employees for Misconduct, Security, or Other Reasons. The Government may, at its sole discretion, direct the Contractor to remove any Contractor employee from USCG facilities for misconduct, security, or other reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under this task order. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

9.0 PERIOD OF PERFORMANCE.

The period of performance for this task order is a 12-month Base Period with four (4) 12-month Option Periods.

10.0 PLACE OF PERFORMANCE.

The primary place of performance shall be the Government facility located at the U.S. Coast Guard Headquarters, 2703 Martin Luther King Jr. Ave SE, Washington, D.C. 20593-7828.

Telework will be available and subject to the COR’s approval. Telework shall be in accordance with Government telework policies and procedures.

11.0 HOURS OF OPERATION.

Contractor employees shall generally perform all work between the hours of 0800 and 1700 ET, Monday through Friday (except Federal holidays).

12.0 TRAVEL.

Contractor travel shall not be required to support this task order.

13.0 RESERVED

14.0 GOVERNMENT FURNISHED INFORMATION.

The Government will provide the following data and information to the Contractor:

14.1.1 Copies or access to the references cited in PWS Section 3.0.

14.1.2 Electronic letterhead for all official correspondence.

14.1.3 The means to receive and ship all submittals, such as the computers to receive electronic submissions and to electronically respond to the same and the ability to receive and send regular postal mail.

14.1 GOVERNMENT FURNISHED PROPERTY.

The Government will provide the following equipment for Contractor use in performing work under this task order:

14.1.1 The Government will provide the workspace, equipment and supplies necessary for contractor personnel to perform the onsite portion of the services required in this task order.

14.1.2 The Contractor shall use Government furnished property only for the performance of work under this task order, and shall be responsible for returning all Government furnished property in good working condition, subject to normal wear and tear.

14.1.2 The Government may (at COR’s discretion) also provide Information Technology (IT) equipment (e.g., laptops, workstations, etc.), which may include CAC RAS/VPN/VDI capabilities for remote access and teleworking purposes, as Government-Furnished Property (GFP) in support of this task order. Property records of all GFP provided to the Contractor shall be maintained in accordance with the property records guidance managed by the COR, including using the property receipt process to track specific asset(s) provided to the Contractor.

15.0 DELIVERABLES.

The Contractor shall consider items in BOLD as having mandatory due dates. Items noted as “COR Checkpoints” are deliverables or events that must be reviewed and approved by the COR prior to proceeding to next deliverable or event in this PWS.

4.1.1.4

16.0 GOVERNMENT TERMS & DEFINITIONS.

· ABS – American Bureau of Shipping

· ANSI – American National Standards Institute

· Approved – The required drawings demonstrate compliance with applicable standards. A drawing can be approved subject to the correction of minor deficiencies provided a Marine Inspector can verify the correction. Comments on approved drawings should be limited to those items that are easily field verified and should not extend to the correction of design flaws, validation of calculations, or other major discrepancies.

· ASME – American Society of Mechanical Engineers

· ASTM – American Society for Testing and Materials

· COMDTINST – USCG Commandant Instruction

· COTP – Captain of the Port

· COR – Contracting Officer’s Representative

· DHS – Department of Homeland Security

· Examined – Specific approval of the drawing is not required; however, the drawing contains information that is needed to verify compliance and subsequent approval of a required drawing. This is often the case with calculations, which are used to support a design or stability package. Additionally, drawings that are submitted for concept review and do not represent the final design should be “Examined”.

· KO – Contracting Officer

· MASCOT – Marine Safety Center Office Tracking System Database

· MISLE – Marine Information for Safety and Law Enforcement

· MSC – Marine Safety Center

· NEC – National Electric Code

· NFPA – National Fire Protection Association

· OCMI – Officer in Charge, Marine Inspection

· OCR – Optical Character Resolution

· OSC – Operations System Center

· Owner/Operator – The vessel owner of record. The company hired by the owner to operate the vessel.

· Plan – An item submitted for review, including, but not limited to, drawings, diagrams, calculations, written procedures or supporting information.

· Plan Holder – Entity on whose behalf a plan is submitted and certified (owner or operator).

· Plan Review Activity – The action required to evaluate vessel plans and other documents related to a specific vessel system or component in order to establish that a vessel design meets all applicable domestic and international standards. The time to complete a plan review activity includes preparation of related correspondence.

· Plan Submitter – Entity who submits or certifies a plan on behalf of the plan holder.

· Plan Writer – Entity who authors a plan on behalf of a plan holder.

· PRS – Performance Requirements Summary

· PWS – Performance Work Statement

· Returned for Revision – This action is taken when the proposed design shown on the plan is acceptable in concept; however, there are errors or significant omissions of detail such that submitter is unable to submit the required information within a week to ten days of the request and a resubmission of the plan is required.

· Rework - Any work necessary to complete or rectify errors/omissions in plan review/engineering analysis prior to signature. Rework also includes an instance where correspondence does not clearly articulate plan review deficiencies.

· USCG – U.S. Coast Guard

· Vessel – passenger ship, offshore supply vessel, barges, container ships, bulk carriers, and tank ships

· Offshore platforms - Fixed offshore installations (FOIs), Floating Production storage and offloading (FPSOs)

17.0 PERFORMANCE REQUIREMENTS SUMMARY (PRS).

The PRS table below reflects the objectives considered by the Coast Guard to be most important for the successful performance of this task order. This includes the expected standards of performance and planned reductions for not meeting those standards. The Government will establish a Quality Assurance Surveillance Plan (QASP) that is not part of this task order in order to monitor performance requirements summary items described in the table below.

COMMERCIAL VESSEL DESIGN ELECTRICAL PLAN REVIEW SUPPORT SERVICES

If the Contractor fails to achieve the performance standard for two (2) consecutive months, then the Government may reduce payment (for the second month) by $TBD for each plan review activity below the performance standard.

If the Contractor fails to achieve this performance standard for four consecutive months, the contractor will receive an unsatisfactory rating for the quality factor in CPARS.

If the contractor has over 15% of plan review activities requiring two or more reworks for two consecutive months, the contractor will receive an unsatisfactory rating for the quality factor in CPARS.