DTMA8R09011-DRAFT RFP.pdf

Solicitation/RFP Document No.

DTMA8R09011

Document Title

DRAFT RFP NDRF/RFF Ship Manager Services

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

Base Year Description Ship Unit Amount 0001AA ROS WITH CREW Ship Group 23 - POLLUX DAY

0001AB ROS WITHOUT CREW Ship Group 23 - POLLUX DAY

0001AC PHASE 0 OPERATIONS Ship Group 23 - POLLUX DAY

0001AD

COST REIMBURSABLE ITEMS

(SEE ATTACHMENT J-9) Ship Group 23 - POLLUX

0002AA ROS WITH CREW Ship Group 23 - REGULUS DAY

0002AB ROS WITHOUT CREW Ship Group 23 - REGULUS DAY

0002AC PHASE 0 OPERATIONS Ship Group 23 - REGULUS DAY

0002AD

(SEE ATTACHMENT J-9) Ship Group 23 - REGULUS

0003AA ROS WITH CREW Ship Group 24 - ALTAIR DAY 0003AB ROS WITHOUT CREW Ship Group 24 - ALTAIR DAY 0003AC PHASE 0 OPERATIONS Ship Group 24 - ALTAIR DAY

0003AD

(SEE ATTACHMENT J-9) Ship Group 24 - ALTAIR

0004AA ROS WITH CREW Ship Group 24 - DENEBOLA DAY 0004AB ROS WITHOUT CREW Ship Group 24 - DENEBOLA DAY 0004AC PHASE 0 OPERATIONS Ship Group 24 - DENEBOLA DAY

0004AD

(SEE ATTACHMENT J-9) Ship Group 24 - DENEBOLA

0005AA ROS WITH CREW Ship Group 25 - ANTARES DAY

0005AB ROS WITHOUT CREW Ship Group 25 - ANTARES DAY 0005AC PHASE 0 OPERATIONS Ship Group 25 - ANTARES DAY

0005AD

(SEE ATTACHMENT J-9) Ship Group 25 - ANTARES

0006AA ROS WITH CREW Ship Group 25 - BELLATRIX DAY

0006AB ROS WITHOUT CREW Ship Group 25 - BELLATRIX DAY

0006AC PHASE 0 OPERATIONS Ship Group 25 - BELLATRIX DAY

0006AD

(SEE ATTACHMENT J-9) Ship Group 25 - BELLATRIX

0007AA ROS WITH CREW Ship Group 26 - ALGOL DAY 0007AB ROS WITHOUT CREW Ship Group 26 - ALGOL DAY 0007AC PHASE 0 OPERATIONS Ship Group 26 - ALGOL DAY

0007AD

(SEE ATTACHMENT J-9) Ship Group 26 - ALGOL

Document Title

Base Year

Description

Ship

Unit

Amount

0008AA ROS WITH CREW Ship Group 26 - CAPELLA DAY 0008AB ROS WITHOUT CREW Ship Group 26 - CAPELLA DAY 0008AC PHASE 0 OPERATIONS Ship Group 26 - CAPELLA DAY

0008AD

(SEE ATTACHMENT J-9) Ship Group 26 - CAPELLA

0009AA ROS WITH CREW

Ship Group 27 - PACIFIC

COLLECTOR DAY

0009AB ROS WITHOUT CREW

Ship Group 27 - PACIFIC

COLLECTOR DAY

0009AC PHASE 0 OPERATIONS

Ship Group 27 - PACIFIC

COLLECTOR DAY

0009AD

COST REIMBURSABLE ITEMS

(SEE ATTACHMENT J-9)

Ship Group 27 - PACIFIC

COLLECTOR

0010AA ROS WITH CREW Ship Group 27 - PACIFIC TRACKER DAY

0010AB ROS WITHOUT CREW Ship Group 27 - PACIFIC TRACKER DAY

0010AC PHASE 0 OPERATIONS Ship Group 27 - PACIFIC TRACKER DAY

0010AD

(SEE ATTACHMENT J-9) Ship Group 27 - PACIFIC TRACKER

0011AA ROS WITH CREW Ship Group 28 - CAPE JACOB DAY

0011AB ROS WITHOUT CREW Ship Group 28 - CAPE JACOB DAY

0011AC PHASE 0 OPERATIONS Ship Group 28 - CAPE JACOB DAY

0011AD

(SEE ATTACHMENT J-9) Ship Group 28 - CAPE JACOB

Option Year 1 Description Ship Unit Amount

0012AA ROS WITH CREW Ship Group 23 - POLLUX DAY 0012AB ROS WITHOUT CREW Ship Group 23 - POLLUX DAY 0012AC PHASE 0 OPERATIONS Ship Group 23 - POLLUX DAY

0012AD

(SEE ATTACHMENT J-9) Ship Group 23 - POLLUX

0013AA ROS WITH CREW Ship Group 23 - REGULUS DAY 0013AB ROS WITHOUT CREW Ship Group 23 - REGULUS DAY 0013AC PHASE 0 OPERATIONS Ship Group 23 - REGULUS DAY

0013AD

(SEE ATTACHMENT J-9) Ship Group 23 - REGULUS

0014AA ROS WITH CREW Ship Group 24 - ALTAIR DAY 0014AB ROS WITHOUT CREW Ship Group 24 - ALTAIR DAY 0014AC PHASE 0 OPERATIONS Ship Group 24 - ALTAIR DAY

0014AD

(SEE ATTACHMENT J-9) Ship Group 24 - ALTAIR

0015AA ROS WITH CREW Ship Group 24 - DENEBOLA DAY

Document Title

Option Year 1 Description Ship Unit Amount

0015AB ROS WITHOUT CREW Ship Group 24 - DENEBOLA DAY 0015AC PHASE 0 OPERATIONS Ship Group 24 - DENEBOLA DAY

0015AD

(SEE ATTACHMENT J-9) Ship Group 24 - DENEBOLA

0016AA ROS WITH CREW Ship Group 25 - ANTARES DAY 0016AB ROS WITHOUT CREW Ship Group 25 - ANTARES DAY 0016AC PHASE 0 OPERATIONS Ship Group 25 - ANTARES DAY

0016AD

(SEE ATTACHMENT J-9) Ship Group 25 - ANTARES

0017AA ROS WITH CREW Ship Group 25 - BELLATRIX DAY 0017AB ROS WITHOUT CREW Ship Group 25 - BELLATRIX DAY 0017AC PHASE 0 OPERATIONS Ship Group 25 - BELLATRIX DAY

0017AD

(SEE ATTACHMENT J-9) Ship Group 25 - BELLATRIX

0018AA ROS WITH CREW Ship Group 26 - ALGOL DAY 0018AB ROS WITHOUT CREW Ship Group 26 - ALGOL DAY 0018AC PHASE 0 OPERATIONS Ship Group 26 - ALGOL DAY

0018AD

(SEE ATTACHMENT J-9) Ship Group 26 - ALGOL

0019AA ROS WITH CREW Ship Group 26 - CAPELLA DAY 0019AB ROS WITHOUT CREW Ship Group 26 - CAPELLA DAY 0019AC PHASE 0 OPERATIONS Ship Group 26 - CAPELLA DAY

0019AD

(SEE ATTACHMENT J-9) Ship Group 26 - CAPELLA

0020AA ROS WITH CREW Ship Group 27 - PACIFIC COLLECTOR DAY 0020AB ROS WITHOUT CREW Ship Group 27 - PACIFIC COLLECTOR DAY 0020AC PHASE 0 OPERATIONS Ship Group 27 - PACIFIC COLLECTOR DAY

0020AD

(SEE ATTACHMENT J-9) Ship Group 27 - PACIFIC COLLECTOR

0021AA ROS WITH CREW Ship Group 27 - PACIFIC TRACKER DAY 0021AB ROS WITHOUT CREW Ship Group 27 - PACIFIC TRACKER DAY 0021AC PHASE 0 OPERATIONS Ship Group 27 - PACIFIC TRACKER DAY

0021AD

(SEE ATTACHMENT J-9) Ship Group 27 - PACIFIC TRACKER

0022AB ROS WITHOUT CREW Ship Group 28 - CAPE JACOB DAY 0022AC PHASE 0 OPERATIONS Ship Group 28 - CAPE JACOB DAY

0022AD

(SEE ATTACHMENT J-9) Ship Group 28 - CAPE JACOB

Document Title

SECTION C -- DESCRIPTIONS AND SPECIFICATIONS

C.1 INTRODUCTION

PERFORMANCE WORK STATEMENT (PWS) FOR NATIONAL DEFENSE RESERVE FLEET (NDRF) AND READY

RESERVE FORCE (RRF) SHIP MANAGER SERVICES

1.1 Mission

The National Defense Reserve Fleet (NDRF) was established under Section 11 of the Merchant Ship Sales Act of 1946 to serve as a reserve of ships for national defense and national emergency purposes.

The Ready Reserve Force (RRF) is the high readiness subset of the Maritime Administration's, Department of Transportation (DOT), NDRF established to support the rapid deployment of U.S. military forces. As a key element of strategic sealift, the RRF is specifically structured to transport military unit equipment during initial surge for U.S. forces deploying anywhere in the world.

Ships within this procurement are both NDRF and/or RRF vessels as defined below.

1.2 Background

This is a performance based service contract (PBSC) issued by the Maritime Administration for maintenance and operational services for NDRF/RRF vessels. Previous fixed price contracts for these services were awarded in 1988, 1993, 2000, and 2005 to U.S. commercial ship operating firms. The Maritime Administration expects that this PBSC will improve quality of service, productivity, and maximize cost savings during performance. It is the policy of the Federal Government that agencies use PBSC methods to the maximum extent practicable when acquiring services.

1.3 General Scope

Section C contains the statement of work for eight (8) Fast Sealift Ships and CAPE JACOB which are part of the RRF, three

(3) special mission NDRF vessels sponsored by various DOD agencies. Full Ship Manager services are required for the FSS. Unless specifically noted otherwise, all clauses of Section C apply to PACIFIC COLLECTOR and PACIFIC TRACKER.

Ship Managers shall maintain assigned ship(s) in Fully Mission Capable Readiness Status and efficiently activate and operate these vessels in support of national emergencies and defense objectives. Services required include labor and supervision to equip, provision, supply, replace, upgrade, maintain or repair structures, equipment, machinery, outfitting, spare parts or supplies. The Ship Manager shall provide administrative support to ensure that all requirements of this contract are accomplished in a timely and efficient manner. Administrative support includes: management personnel, technical support, supplies, materials and services necessary to maintain and operate assigned ships, to the extent that such materials, reporting, and services are not specified as being provided by the Government.

1.3.1 Reimbursables: The omission of any particular item required for the performance of this performance work statement (PWS) does not make the item Government furnished or reimbursable unless expressly provided for in Attachment J-9. All work to be reimbursed shall be authorized by Task Order (TO) prior to commencement of work. All work is to be carried out under competent supervision and completed in a timely and lawful manner.

1.4 Definitions and Abbreviations

Definitions and abbreviations used throughout the contract, Technical Exhibits (TEs) and attachments are contained in TE-1 Section 2.

Document Title

1.5 The Ship Manager is responsible for the development, implementation, management, and maintenance, including updates and lessons learned, of all required plans under the contract. Ship Managers are responsible for establishing policy and procedures related to these plans, inclusive of all necessary training of supervisory and other appropriate personnel.

Ships' officers are responsible for enforcement of Ship Manager policies, plans and procedures. All plans and any subsequent modifications will be incorporated by the Government into its Quality Assurance Surveillance Plan (QASP) (TE-

2) as one of the standards which the Government will use to determine compliance. Compliance with all Plans is a performance measurement under the QASP.

1.6 The Order of Precedence Reference.

52.215-8 -- Order of Precedence -- Uniform Contract Format (Oct 1997) Deviation Any inconsistency in this solicitation or contract shall be resolved by giving precedence in the following order:

(a) The Schedule (excluding the specifications).

(b) Representations and other instructions.

(c) Contract clauses.

(d) Other documents, exhibits, and attachments.

(e) The specifications.

1.7 DELIVERABLES - Unless specifically directed otherwise, all deliverables, listed in Attachment J-4, shall be delivered in an electronic format. Advise COTR delivery has been made.

C.2 MAINTENANCE MANAGEMENT INCLUDING LOGISTICS

Performance Goal: Develop and execute a high quality, comprehensive ship-centric maintenance program. The maintenance management program shall ensure assigned ships are fully compliant to prescribed readiness and mission requirements.

2.1 Regulatory Compliance

The Ship Manager shall:

2.1.1 Perform maintenance, repair, and modification for vessels in TE-4 Groups 23 to 29 to ensure compliance with all applicable regulatory requirements as dictated by the Government for U.S. Flag Vessels.

2.1.2 Maintain and operate vessels in accordance with the Code of Federal Regulations (CFR), as inspected by the United States Coast Guard (USCG) and classed by the American Bureau of Shipping (ABS).

2.1.3 Maintain and operate RRF vessels in voluntary compliance with the International Maritime Organization Convention for Safety of Life at Sea (SOLAS) except as specifically exempted in writing by the Maritime Administration. No exemption list currently exists. RRF vessels are exempt from International conventions and treaties only to the extent that those requirements are not promulgated in domestic regulations (CFR). Continue this practice on assigned vessels in their current configurations. Submit additional requirements to sustain voluntary SOLAS compliance to the Contracting Officer's Technical Representative (COTR) for review and approval. (CDRL M-0001)

2.1.4 Review existing regulatory compliance schedules and develop and deliver a comprehensive plan and schedule for accomplishing any regulatory requirements in RMS. (CDRL M-0002)

2.1.5 Ensure accurate scheduling of all regulatory compliance inspections, surveys, and tests. Do not apply for nor anticipate being granted any extensions to regulatory due dates by the regulatory bodies.

Document Title

However, if the Ship Manager believes an extension is beneficial, it should advise the Maritime Administration COTR as part of its business plan. The Maritime Administration may direct the Ship Manager to request extensions if deemed necessary by the Government.

2.1.6 If at any time and for any reason the Ship Manager cannot maintain the vessel to Regulatory Compliance, shall notify the COTR immediately by telephone with written e-mail follow-up within 24 hours of discovery.

2.1.7 Resolve discrepancies found during the vessel inspection or survey process within the period granted by the regulatory body. Submit a change to the current year Business Plan for corrective actions to be accomplished during the current fiscal year or plan for the work in a subsequent year Business Plan.

2.1.8 Maintain cognizance over changes or additions to regulatory body requirements. The Ship Manager has responsibility to identify changes or additions to regulatory requirements. When changes or additions are identified, notify the COTR in writing. The notice shall clearly describe the change or addition and include a proposal for how the vessel will meet the changed or added requirement. (CDRL M-0003)

2.1.9 Alternative Compliance Program: The Maritime Administration has determined that all ROS vessels shall be enrolled in the ABS Alternative Compliance Program. The Government reserves the right to grant exceptions. Exceptions shall be in writing, by the Chief, Division of Ship Maintenance and Repair (MAR-611). Requests shall be submitted to the COTR. All vessels enrolled in ACP must meet the applicable eligibility criteria established by USCG including full voluntary compliance with ISM.

The following specific work items are envisioned as being required to bring a vessel into ACP:

1. All vessels shall within COI anniversary window submit CG 3752 form for inspection to OCMI with notification there to of becoming a participating vessel in the ACP Program.

2. OCMI /ABS will coordinate with Vessel for joint inspections (hand-off survey)

3. After successful "hand-off survey" the OCMI notifies G-MOC of same.

4. G-MOC (USCG Headquarters, Office of Compliance - G-MOC) is the Program Manager and notifies the vessel's owner by letter (Copy to ABS Coordinator and OCMI) of vessel enrollment into the ACP.

2.1.9.1 Classification Surveys: ROS motor and steam vessels shall maintain machinery in an ABS approved Preventative Maintenance/Condition Monitoring (PM/CM) program to the maximum extent feasible within the guidelines of the scheduled sea and dock trials. Hull and machinery surveys for ROS-5 vessels shall remain as continuous except where otherwise approved, in writing, on a case by case basis by the Chief, Division of Ship Maintenance and Repair (MAR-611). Requests shall be submitted to the COTR. The schedule and requirements associated with or supporting the Continuous Hull and/or Machinery Survey (CHS/CMS) Class ROS-5 vessels shall be integrated into their Maintenance Management Plans.

2.1.10 Maintain currency of regulatory body due dates, comments and remarks, as appropriate, within the Maritime Administration MARAD Ready Reserve Force Management System (RMS).

2.2 Readiness

2.2.1 Maintain assigned ships in the designated readiness corresponding to the activation timeframe requirements in TE-4.

Readiness is defined as the measure of material condition and preparedness of a vessel to activate within its assigned "R- Status" and sustain operations for 180 days.

PACIFIC COLLECTOR/TRACKER do not have assigned “R-Status” but will be treated as an ROS-5 RRF vessel, except where specifically stated otherwise. However, a milestone schedule will be provided at a minimum of one month before the ship is due to be activated for a mission. The Ship Manager is responsible for activation and subsequent operation of these

Document Title vessels in accordance with the milestone schedule. Deficiencies will be reported to the COTR in accordance with C2.2.2 below.

2.2.2 Report via e-mail or phone to the assigned COTR the recommended material condition status of the vessel(s). Utilize the following condition status "C-ratings" in making the report (CDRL M-0004):

C-Status Title Definitions Description C-1 No Mission Degrading Deficiencies Describes a ship having no known deficiencies which impact its mission or activation within assigned R-Status

C-2 Documented and Correctable Mission Degrading Deficiencies

Describes a ship which has mission degrading deficiencies which can be corrected within the assigned R-Status

C-3 Mission Degrading Describes a ship, which can be activated within its prescribed R-Status, but has deficiencies, which cannot be corrected within the R-status, and limits the full mission capability of the ship.

C-4 Major Deficiencies prevent the ship from activating or performing its primary mission and cannot be corrected within the assigned R- Status

Describes a ship that cannot be fully mission capable within the assigned R status, or a ship that has a COI that will expire within 15 days, or a COI that has expired. C4 Status applies to unscheduled or otherwise planned events that result in the vessel's downgrade in readiness

C-5 Scheduled major repairs in progress;

unable to meet assigned R-Status

Describes a ship undergoing scheduled major repairs, which prevent it from meeting its assigned R-Status. C5 is only for planned availabilities.

2.2.3 Phase M and Phase O: Vessels shall be in one of the two phases, Phase M or Phase O, as defined below, while assigned to the Ship Manager.

2.2.3.1 Phase M - Maintenance: In this phase, the vessel is preserved, tested (including maintenance sea trials), repaired and maintained in its required state of readiness. Vessels may be in a partially crewed or reduced operating status (ROS-5) or may be in deep lay-up (RRF-10). During this phase the vessel must be capable of activation within the assigned time frame and of operating continuously for 180 days.

2.2.3.1.1 The Ship Manager is not required to obtain a layberth for vessels as part of its proposal, however, during the course of the contract, the Maritime Administration may request assistance from the Ship Manager in obtaining layberth services as a Prime.

2.2.3.2 Phase O - Operation: This Phase involves the operation of the vessel for a specific mission or exercise. The vessel is to be operated in accordance with standard commercial practice and the RRF Operations Management Manual (TE-1). In Phase O the ship is normally under Military Sealift Command's (MSC) operational control. PACIFIC COLLECTOR and PACIFIC TRACKER will be under Maritime Administration Operational Control (OPCON) at all times.

2.2.4 While in Phase M and Phase O, maintain the vessel in a C-1 or C-2 status.

2.2.5 The Maritime Administration recognizes that events will occur which will result in a C-3 or C-4 status.

Document Title

2.2.5.1 Notify the COTR within 24 hours of discovery whenever an event occurs which would place the vessel in a C-3 or C- 4 status.

2.2.5.2 Initiate planning and as directed by Task Order take necessary action to correct promptly a C-3 or C-4 deficiency and return the vessel to the required readiness level. Submit a change to the current year Business Plan to reflect corrective actions.

2.2.6 The Maritime Administration recognizes that the vessel will have to be scheduled for C-5 status periods due to regulatory inspections, upgrades, and major maintenance periods.

2.2.6.1 Identify these periods within the vessel's business plan. (CDRL M-0005) The Ship Manager may be expected to adjust its proposed C-5 periods per the direction of the COTR when fleet-wide readiness is evaluated.

2.2.6.2 While the C-5 period must be kept to a minimum, evaluate cost against premium time and work acceleration expenditures in returning the ship to its required C-rating status.

2.3 Preventative Maintenance Plan Development

2.3.1 Develop one (1) preventative maintenance plan for each vessel which addresses both Phase M and Phase O. The plan shall specifically identify where any maintenance action differs between Phase M and Phase O and, if necessary, separate maintenance actions shall be developed and scheduled to reflect what is to be accomplished for the respective phase. Compliance with this Plan, and any of its modifications is considered a performance measurement under the QASP.

The preventative maintenance plan shall take into consideration all facets of inspection, testing, and conditioning the vessel's machinery, equipment, outfitting, and spaces (including structure, habitability areas, cargo areas, etc). The preventative maintenance plan shall include all regulatory body inspections and tests, as required

2.3.1.1 The ship-specific Preventative Maintenance Plan incorporates both regulatory and preventative maintenance actions. This plan shall ensure the vessel can be activated within the designated activation period, and subsequently sustain operations continuously for 180 days The Maritime Administration shall provide the preventative maintenance plan currently in the NS5 (RMS) database. The Ship Manager shall review this plan, make appropriate changes based upon its methodology. Revisions to the Preventative Maintenance Plan shall be submitted to the COTR. (CDRL 006)

Scheduled maintenance activations and sea trials are reimbursable and shall be included in the Preventative Maintenance Plan. Provide a cost estimate for maintenance activation and/or sea trial. Acquire qualified Thermography Assessment and Vibration Analysis services to attend sea trials and provide written reports on the condition of vessel electrical installations and machinery per the direction of the COTR. Provide diesel engine analysis for diesel ships. Maintenance actions that can only be conducted or are most practically conducted during the maintenance activation, sea trial, or subsequent deactivation shall be identified in the Preventative Maintenance Plan and scheduled accordingly. Conduct sea trials and dock trials on each assigned vessel at the following intervals:

Intervals Requirement ROS-5 One (1) Sea Trial every other year and one (1) dock trial every other year (alternate years) Sea and dock trials should be based upon the 5 year COI cycle with sea trials performed in the renewal year and the intermediate inspection year. Annual endorsement years get a dock trial.

RRF-10 One (1) Sea Trial every other year. Sea trials performed in the renewal year and intermediate inspection year only.

No dock trials.

2.3.1.2 After the PM Plan is uploaded into RMS, the Ship Manager is responsible for maintaining the data within RMS after being uploaded to the system.

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2.3.1.3 After initial submittal and acceptance, the Preventative Maintenance Plan shall be included with the Ship's Business Plan. Any revisions to either plan after initial submittal shall be identified in writing to the COTR. (CDRL- RESERVED)

2.3.1.4 The Ship Manager shall utilize the Preventative Maintenance module in RMS to document the execution of the preventative maintenance plan. Any anomalies or findings of the equipment, system, or space through the execution of the PM Plan shall also be recorded.

2.3.2 Utilize the Maritime Administration’s Water Chemistry support contract for procurement of kits and chemicals for the testing and conditioning of boiler water and diesel engine cooling systems. Provide reports on equipment as required.

(CDRL M-0010)

2.3.3 Participate in the Maritime Administration's Lube Oil Analysis program. The Lube Oil Analysis program requires samples be submitted to the Maritime Administration's support contractor for all identified machinery as depicted in the vessel-specific testing schedule.

2.3.4 Integrate water chemistry and lube oil analysis into the preventative maintenance plan as applicable.

2.4 Corrective Maintenance and Repairs

2.4.1 Subject to the limitations of funding provided by the Maritime Administration, accomplish all corrective maintenance and repairs to the vessel. Corrective maintenance and repairs include all tasks necessary from initial identification of an unsatisfactory condition through final acceptance of the corrected item. This includes, but is not limited to, overhauling, repairing, or replacing with new machinery, equipment, installations, and spaces (including structure, habitability areas, cargo areas, etc.) to remedy an unsatisfactory condition.

2.4.2 Recommend and, as directed by COTR, accomplish modifications or upgrades determined to be beneficial to the vessel and its performance, extend the vessels life cycle, or enhance its cargo carrying capacity.

2.4.3 Identify deficiencies on the vessel which impact or may potentially impact the performance of the vessel, readiness, regulatory status, safety of the crew, and threaten the environment.

2.4.4 Enter all deficiencies into the Maritime Administration's RMS as an official record. (CDRL M-0011) The deficiency shall be depicted within the Maritime Administration's RMS with a clear and concise statement of work that includes a cost estimate, planned completion date, duration to complete (number of days), contractor assistance required, and if the vessels readiness will be impacted during the repair period. Identify the impact of each work item on the readiness of the vessel and determine the applicable "C-status" for that item (reference Section C.2.2 or TE-1 Section 2 for definition of C-status).

2.4.5 Determine if deficiencies require immediate accomplishment or can be deferred to a later date or during the next activation (scheduled or unscheduled). Any deficiency that will place the vessel in a C-2 status shall be entered into the Maritime Administration's RMS within 48 hours of initial identification. Notify the COTR within 24 hours of identification for any maintenance or repair item or cumulative items that will place the vessel in a C-3 or C-4 status and enter the deficiency into the Maritime Administration's RMS at the next opportunity. All other repair items, upgrades, and enhancements shall be entered into the Maritime Administration's RMS at the discretion of the Ship Manager for funding consideration

2.4.5.1 In the event that a situation or condition develops that poses a threat to life, limb, property or the environment, take immediate action to protect or preserve the same.

2.4.6 Performance of Repair Work

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All repair and/or up-grading work required in conjunction with the contract (including all surveys and correction of sea trial deficiencies, or any other deficiencies that may be noted up to time of delivery and acceptance previously noted or not) necessary to meet all requirements of this contract shall be accomplished in a U.S. ship repair facility, unless the work is for emergency, or mission essential repairs, or for pre-positioned ships which are deployed overseas, or for any vessel forward deployed outside of the United States.

2.5 Business Plan Development (Maintenance and Repair)

2.5.1 The Business Plans shall encompass all known facets of the budget, scheduling, maintenance, repair, manning, training, regulatory compliance, and operation (if planned) of the vessel. The Business Plans shall identify all estimated resources and scheduling for successful execution.

2.5.1.1 Submit initial detailed estimates of activation, operation, and deactivation costs for each vessel by item.

2.5.2 Reserved.

2.5.3 Identify the required work; estimate the cost and schedule for projected actions, i.e., preventative maintenance, corrective maintenance, and regulatory surveys and inspections; define the necessary resources; and schedule the execution of these actions to sustain the vessel in its required readiness. Documentation of these proposed actions and scheduling is part of the vessel's Business Plan. (CDRL M-0012)

2.6 Business Plan Execution (Maintenance and Repair)

Execute the Current Year Business Plan for each assigned vessel in accordance with the respective Plan's scope and schedule, subject to the obligation of funds. This shall be applicable regardless if vessel is in Phase O or M. Report status of individual tasks within the plan utilizing RMS. Maintain all data in RMS reflecting start and completion dates (planned and actual); work items (planned, in progress, and completed); method to complete; obligated and actual costs; and other supporting data elements as required by the system. (CDRL M-0013)

2.6.1 Maintain a historical database of work and repairs accomplished, to include associated costs accurately categorized by equipment, system or space. Use RMS database to refine and justify outyear business plans.

2.6.2 During the course of executing the business plan, the Maritime Administration recognizes that there may be events which will cause the Ship Manager to append or deviate from the plan as it was agreed upon, e.g., no-notice activations, Maritime Administration imposed funding limitations, changes to readiness level, shipyard availability, unforeseen and unanticipated repairs, implement upgrades or changeouts, etc.

2.6.3 Notify the COTR within 24 hours for any unplanned situation or condition, which changes the readiness status of the vessel. In the event that a situation or condition develops that poses a threat to life, limb, property or the environment, take immediate action to protect or preserve the same.

2.6.4 Notify the COTR in the event a change is required in the Business Plan. Recommend an appropriate course of action and identify all impacts to the balance of the Business Plan (including outyears, if necessary). Make all necessary modifications to RMS to reflect the changes.

2.6.5 Revise business plans and maintenance methodology and ROS crew makeup, if required, by changes in layberth arrangement. Costs associated with the move will be reimbursable as listed in Attachment J-9 and approved by the PCO.

2.7 Turnover of RRF Vessels

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2.7.1 Initial turnover. Within 14 days after NTP, the Ship Manager and the area division which will administer the contract should mutually determine when a joint material condition survey will be conducted. This survey shall include:

- The Maritime Administration will provide a print out of deficiencies per vessel. All known deficiencies and requirements will have been entered in the RMS. A Maritime Administration surveyor and the Ship Manager's representative shall verify these deficiencies and conduct a joint material condition survey of the vessel using an MA-58 (Ship Survey) as a checklist.

- New repair and maintenance requirements shall be entered into RMS by the Ship Manager.

- Recommendations to remove or modify existing requirements shall be provided to the Maritime Administration COTR as part of the business plan.

- A completed Ship Survey Form, MA-58, with narrative attachment shall be attached in RMS.

- Concurrent with this survey, other requirements of the contract may also be conducted, for example, C.4.3.4.2.1 the baseline security assessment.

2.7.2 Within forty-five (45) days prior to the completion of this contract, a joint Maritime Administration/Ship Manager Material Condition Survey shall be conducted and documented on form MA-58 (SHIP SURVEY REPORT). If the contract is terminated for default or convenience, the Maritime Administration will arrange a mutual date to conduct the survey. This condition report shall be delivered to the Maritime Administration COTR within one week of the survey date. A copy shall be provided to the ACO.

2.8 Logistics

The Ship Manager shall:

2.8.1 Responsibility. Account for all Government Furnished Properties (GFP) in accordance with the contract. This includes, but is not limited to, all shipboard accountable property, technical manuals, drawings and spare parts. Preserve, manage and control all spare parts, accountable property, ship's drawings and technical manuals in a manner that prevents waste, theft and unnecessary procurement.

2.8.2 Property Control Systems. Maintain a Maritime Administration approved Property Control System in accordance with Federal Acquisition Regulations (FAR) 45.5, the RRF Logistics Management Manual, (TE-5). The Ship Manager is not responsible for translating foreign language documents, contained in the property control system, into English.

2.8.3 Maintain complete, current and auditable records of all GFP transactions in accordance with FAR 45.5 and TE-5.

Records of spare parts, accountable property, technical manuals, and drawings shall be maintained in the vessel's RMS computer system in accordance with the RMS manual.

2.8.3.1 Maintain the following files onboard each vessel:

a) Documents used to ship any item of GFP off the vessel or receive any item of GFP onboard the vessel; and

b) Copies of Reports of Survey (DOT Form 4410.1) initiated by the Ship Manager for items lost, damaged or destroyed onboard the vessel.

2.8.4 Training. The Maritime Administration Logistics Management Officer (LMO) will schedule training and issue passwords for the MLSS before Ship Manager personnel use it.

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2.8.5 Accountable Property - Acceptance Inventory. Conduct a joint (with Maritime Administration) and complete physical inventory of all of the vessel's accountable property. RMS will be adjusted to reflect the results of the inventory. At the conclusion of this reconciliation process the Ship Manger will acknowledge the receipt of the entire inventory of accountable property as well as the accountable property database contained in RMS. (CDRL L-0001)

2.8.6 Completion or Termination Inventory. At the completion or termination of the contract, conduct a joint (with the Maritime Administration) and complete physical inventory of the vessel's accountable property. The results of this inventory will then be reconciled with the accountable property database contained in RMS. Provide a written survey for each item found to be lost, damaged or destroyed. (CDRL L-0002)

2.8.7 Maintain a complete and 100% accurate inventory of all accountable property in RMS

2.8.8. Annual Inventory. Conduct and report the results of a complete physical inventory of accountable property in accordance with TE-5. (CDRL L-0003) This inventory is conducted on/about the anniversary date of contract award on a yearly basis, unless otherwise directed by the COTR.

2.8.9. Post Phase O Inventory. Conduct and report the results of a complete physical inventory of accountable property in accordance with TE-5. This includes sea trials as well as Phase O. (CDRL L-0004)

2.8.10 Accountable Property. Submit a DOT Form 4410.1 for all lost, damaged or destroyed accountable property in accordance with TE-5. The COTR is responsible for determining whether or not to replace missing accountable property. A survey board will decide the issue of liability. If the Ship Manager is deemed liable for missing, lost or damaged property, the Contracting Officer (CO) will deduct the appropriate value of the item from monies due the Ship Manager.

2.8.11 Failure to Submit Required Survey Form (DOT Forms 4410.1) within five (5) working days after the Completion or Termination Inventory. The value of the items found lost, damaged or destroyed will be deducted from monies due the Ship Manager until the required documents have been both submitted by the Ship Manager and fully reviewed and processed by the Maritime Administration.

2.8.11.1 Recovery of Funds for failure to use agency assets. Except as provided for in TE-5, the Administrative Contracting Officer (ACO) will deduct from monies due the Ship Manager as recovery of funds for the cost of spare parts procured by the Ship Manager when the same item (or a valid serviceable alternate), was available in any of the three (3) Shore-based Spares (SBS) warehouses at the time the purchase order was placed unless it is determined by the Maritime Administration that special circumstances preclude such a deduction. A Ship Manager has ordered a part which the Maritime Administration deducts the cost of because it is available within the 3 SBSs, may return the same part for vendor credit. The SM will pay all associated costs of the return.

2.8.12 Spare Parts, Technical Manuals and Ship's Drawings

2.8.12.1 Acceptance Inventory of Spare Parts, Technical Manuals and Ship's Drawings. Jointly with the Maritime Administration, obtain and inventory a sample of the vessel's spare parts, technical manuals and ship's drawings in accordance with the statistical standards provided in TE-5. The results of this inventory will be jointly recorded. (CDRL L- 0005) This sample will include spare parts stored in the following locations:

a) Loose spare parts;

b) Spare parts mounted on bulkheads; and

c) Spare parts contained boxes and cabinets, both sealed and unsealed.

Document Title

2.8.13 Acquisition of Spare Parts: Unless otherwise directed by the COTR, be responsible for the acquisition of spare parts in accordance with the Shipboard Allowance List (SAL) and available funding.

When a requirement for any replacement or spare part is identified, review the most recent MLSS CD-ROM and confirm that no valid serviceable asset is available in the three (3) Maritime Administration SBS warehouses. Except as provided for in TE-5 and in accordance with 41 CFR101-26.107, if a valid serviceable spare part (or alternate) is available in any SBS warehouse, request the item. Ship Managers will be reimbursed for travel to warehouse to verify the serviceability of parts.

Ship Managers who order parts may return them for vendor credit. All costs associated with the return of improperly ordered parts will be to the Ship Manager's account.

2.8.13.1 Termination or Completion Inventory of Spare Parts, Technical Manuals and Ship's Drawings. Jointly with the Maritime Administration, obtain and inventory a sample of the vessel's spare parts, technical manuals and ship's drawings in accordance with the statistical standards provided in TE-5 and (CDRL L-0006). The results of this inventory will be jointly recorded. This sample will include spare parts stored in the following locations:

a) Loose spare parts;

b) Spare parts mounted on bulkheads; and

c) Spare parts contained boxes and cabinets, both sealed and unsealed.

2.8.14 Standards for Repair Parts. In addition to the requirements set forth in FAR 45.5 and TE-5, maintain the following logistics management standards for repair parts managed in RMS:

a) Maintain a 95% (or greater) accurate inventory of spare parts NOT secured by a Maritime Administration applied seal; and

b) Accurately mark, record and stow repair parts in accordance with FAR 45.5 and TE-5 within ten (10) working days of receipt by the Ship Manager.

2.8.15 Replenishment of Spare Parts.

.For FSS only: identify critical spare part shortages (criticality code A) for equipments and record in NS5. Ship Manager should ensure these parts are not onboard or available from the MARAD SBS warehouses. Requirements will also identify any other spare parts the Ship Manager considers to be important for the safe and efficient operation of the vessel. (CDRL L-0007)

2.8.16 Ship Configuration Management. Preserve and maintain the vessel's configuration record in accordance with TE-5, and maintain the following configuration management standards:

a) Record all changes, removals, additions, upgrades and modifications to the installed equipment configuration of the vessel; and

b) Prepare and submit Allowance Change Requests in accordance with TE-5.

C3 PERFORMANCE GOAL: SUPPORT CORE RRF FUNCTIONS: ACTIVATION, OPERATION, AND DEACTIVATION.

3.1 Reserved.

3.2 Activation. There are two (2) categories of activations: scheduled (notice) and unscheduled (no-notice). The former is an integral part of the scheduled preventive maintenance requirements of the vessel and associated with its assigned R-Status.

The latter is associated with a specific Department of Defense (DOD) initiated request or requirement or other national emergencies.. The five (5) specific types of activations within these two (2) categories, which the Ship Manager may be required or directed to perform, are defined in TE-1 - Section 2.

Document Title

3.2.1 For Mission Activations:

3.2.1.1 Provide all resources and support equipment required to accomplish all the necessary work of activating the ship within the ship activation readiness period as defined in TE-4 to ensure that the vessel is capable of sustained operations for up to 180 days.

3.2.1.2 Direct the work of all subcontractors and provide periodic reports to COTR.

3.2.1.3 Activate, store, crew, and provision assigned ships, obtain USCG, ABS and other regulatory tests surveys, inspections or certifications within its assigned readiness period.

3.2.1.4 Bunker the vessel as directed by the COTR.

3.2.1.5 Receive and load cargo.

3.2.1.6 Operate the vessel for up to 180 consecutive days.

3.2.2 Simultaneous activations can be expected, and unless assigned vessel is in readiness category C-3, C-4, or C-5, which indicate it is not able to be activated within the prescribed timeframe, activation timelines are mandatory.

3.2.3 For Notice and No-Notice Activations: Perform all tasks of Section C 3.2.1 though C3.2.1.6. However, the COTR may reduce requirements (quantities of provisioning, stores, extend timelines, etc.) as required by the specific activation or planned operation scenario.

3.2.4 For Maintenance Activations: Conduct in accordance with the Ship Manager developed Preventative Maintenance Management Plan.

3.2.5 Activation Plan

3.2.5.1 Develop, implement, manage, and maintain the ship-specific Activation Plan. (CDRL L-0009)

3.2.5.1.1 Safety Observation Period. Discuss with COTR and implement into Activation Plan a period during activation for crew safety orientation required under your ISM. This is not a stand down. This observation period shall be accomplished after receipt of activation orders and prior to Ready For Sea. It may be necessary to request additional time for this activity.

A five day vessel which is not required to sea trial may conduct this period on the 5th day. It is important to retain the names of crewmember who attend this observation orientation for future litigation. See sections C.5.6.4.1 and C.5.6.4.2 for details.

Note: it will be necessary to develop several scenarios within the activation plan to account for maintenance activation, notice and no-notice activations with time built in or requesting additional time. Conducting the safety observation and orientation requirements at anchor is one option.

3.2.5.2 Compliance with the Activation Plan, and any of its modifications, is considered a performance measurement under the QASP (TE-2).

3.2.5.3 Absence of the Master. The activation plan shall develop a policy addressing who is in charge during:

The period before the Master’s arrival on an activating ship.

3.2.6 Cost Estimates. The Ship Manager shall provide, within forty-eight (48) hours of being notified of an activation, a cost estimate, inclusive of overtime costs, for the activation, operation and subsequent deactivation of the vessel. (CDRL A- 0001)

Document Title

3.2.7 Activation Reporting.

3.2.7.1 Develop, manage, and submit timely and accurate reports as defined below, entering data into RMS. COTR Reports include:

3.2.7.1.1 Status Reports - Daily. Provide daily status to the COTR on vessel activation progress. COTR will direct time and frequency of this report for each activation. (CDRL A-0002)

3.2.7.1.2 Status Reports - Special. Provide required special status reports when requested by COTR or by the Maritime Administration HQs Crisis Management Team. These reports usually involve security, Chemical, Biological, Radiological- Defense (CBR-D) outfitting, reporting crew shortages, or other issues unique to a military operation. (CDRL A-0003)

3.2.7.1.3 Vessel Movements (MOVEREPS)

3.2.7.1.3.1 Submit via e-mail or classified message as directed by the COTR vessel movement data including date, time, and location of vessel movement. (CDRL A-0004)

3.2.7.1.3.2 Scan into RMS a PDF copy of all ship delivery reports between the Maritime Administration/MSC. This is not the same as the noon or pre-arrival reports required by MSC.

3.2.7.1.4 Crew List(s)

Provide and maintain currency a crew list including military personnel onboard. This list is provided upon request by the

COTR. (CDRL A-0005)

3.2.7.1.5 Task Order Accounting

Enter into RMS activation cost information and data including current obligated fund totals, anticipated funding requirements.

3.2.7.1.6 Crew Questionnaire

Arrange for and assist in the collection of data associated with the crew survey forms. (CDRL A-0007)

3.2.7.1.7 Lessons Learned

3.2.7.1.7.1 Collect the following data for mission-related activations and provide it in accordance with Maritime Administration Reports (submitted as part of the activation and ops) (CDRL A-0008)

- General condition of ship upon Activation

- Equipment problems encountered at Activation

- Administrative problems

- Voyage summaries

- Operating history, commencing at activation notification, and inclusive of:

· Activation notification

· Dock Trials

· Tender to MSC*

· Shift to loading*

· Commenced Loading*

Document Title

· Completed Loading *

· Departure Sea Buoy

· Transit

· Funding

· Correspondence

· Personnel

· Sea Trials

· Deficiencies (Operating casualty history and repairs)

· CASREP/CASCOR and associated actions taken

· Vessel Reports

· Vessel Logs

· Thermography and Vibration Analysis Survey Reports

· Deliverables

* not required on PACIFIC COLLECTOR or PACIFIC TRACKER.

And an (optional) submission of Photographs (digital, if possible,) for use by the Maritime Administration in briefings or public affairs articles.

3.2.7.2 Maintain at all times an onboard property inventory and currency of MSC, USCG, and other nautical publications and instructions.

3.2.7.3 Report any discrepancies (inventory and/or currency) to the COTR (for items, which the Maritime Administration furnishes,) and undertake necessary efforts to replace or update the deficient items for items provided from sources other than the Maritime Administration.

3.2.7.4 Ensure missing documents or publications are obtained prior to the completion of load-out or departure from CONUS, whichever occurs first. Items in the Standard Administrative Yellow Filing cabinet onboard each vessel are found in

CDRL BUS-0004.

3.2.7.5 Embarkation of military personnel. Ship Managers and Masters may be required to support the embarkation of Government personnel including military as passengers, supercargo personnel, and/or observers as directed by the Maritime Administration. This includes military stationed as a temporary security force, for example Guardian Mariners.

3.2.7.5.1 The Ship Manager shall provide berthing, food, medical, laundry, and cleaning services comparable to the equivalent shipboard rating. These services shall be provided on a cost reimbursable basis. Entertainment for embarked military is not required and it is not a reimbursable nor an allowable expense. No additional exercise facilities beyond what is available for the crew shall be provided.

3.2.7.5.2 COMSC has instructions which address Master's responsibility and relationship with military personnel, allocation of space, shipboard safety, behavior and discipline, weapons security and other related subjects. (See MSC SOM Chapter 2 Section 7)

If issues arise regarding weapons/ammunition, advise MAR-612 within twenty-four hours, by the fastest means possible.

3.2.8 Chart Ordering and Nautical Publications. Ship Managers will obtain nautical charts and publications prior to operations and dispose of them during deactivation in accordance with direction from the COTR.

Document Title

3.2.9 Slop Chest. Ship Managers will obtain all slop chest items at their own expense, operate the slop chest, and dispose of all materials in accordance with their own corporate procedures. The Maritime Administration will no longer reimburse slop chest materials.

3.3 Operations

3.3.1 General. Provide all resources and support equipment required to accomplish continuous ship operations for at least 180 consecutive days in accordance with good commercial practice and the laws and regulations of the United States.

Ships are required to maintain operational sea speed listed in TE-7 or notify COTR immediately.

3.3.1 Ship Managers may provide comments or recommendations on TE-7 to the Chief, Division of Ship Maintenance and Repair. Such comments should occur before a vessel “fails to make speed.”

3.3.2 Arrange for port services when in port including anchorages and alongside facilities. Ship Managers must expect and be ready for simultaneous operations of vessels. Although most RRF operations are point-to-point service, Ship Managers must remain flexible to changing operational requirements because there are a variety of worldwide missions for RRF ships.

Generally, but not always, RRF ships are under the OPCON of MSC. RRF ships are owned by the Maritime Administration and the Ship Manager is contractually obligated to the Maritime Administration. Administrative control of the RRF remains with the Maritime Administration irrespective of mission or operation assigned. See TE-1, Section 2 for Naval operational terminology. Not applicable to PACIFIC COLLECTOR or PACIFIC TRACKER which are always under MARAD OPCON.

3.3.3 Maintain vessels such that they achieve the minimum operational speed designated in TE-7. Failure to routinely meet operational speed requirements will result in an investigation to determine root causes, such as, but not limited to, severe weather, improper loading, operational or mission considerations, or failure to perform preventative or routine maintenance.

3.3.3.1 If an RRF ship is unable to comply with sailing orders during Operations, because the Master determines compliance is not feasible or it jeopardizes the safety of the ship, the Master, as Ship Manager's representative, must advise the naval operational commander and the Maritime Administration (COTR, MAR 611 and MAR-612 and if activated, the Crisis Management Team) within one (1) hour by immediate precedence message, unless message traffic is restricted by the naval commander. The message must include intended actions and reasons for not accepting naval operational direction. Copy Area COTR.

3.3.3.2 Keep the naval operational command and the Maritime Administration (see Section C3.3.3.1) fully informed of the ship's status until it is capable of complying.

3.3.4 Operations Plan. Develop, implement, manage and maintain the Ship Manager developed ship-specific Operations Plan. Compliance with the Operations Plan, and any of its modifications is considered a performance measurement under the QASP (TE-2).

3.3.5 Bunkering

Provide general policy and ship specific plan for bunkering the ship in accordance with Federal, State, and local environmental…