DTMA91R140002-0021_Amendment_21.pdf

(x)

DTMA91R140002

x x

1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted ; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGEMENT TO BE RECEIVED AT

THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted , such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

x

Washington DC 20590-0001 Mail Stop W-28-201

00091

1200 New Jersey Avenue, SE

MAR-380

Office of Acquisition U.S. DOT/Maritime Administration

WASHINGTON DC 20590-0001

00091

MAIL STOP W-28-201

1200 NEW JERSEY AVENUE SE

Office of Acquisition MAR-380 U.S. DOT/ Maritime Administration

08/07/2015000021

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

12. ACCOUNTING AND APPROPRIATION DATA (If required) is not extended.is extended, Items 8 and 15, and returning

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended , by one of the following methods: (a) By completing

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

FACILITY CODE CODE

10B. DATED (SEE ITEM 13)

10A. MODIFICATION OF CONTRACT/ORDER NO.

9B. DATED (SEE ITEM 11)

9A. AMENDMENT OF SOLICITATION NO.

CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code)

7. ADMINISTERED BY (If other than Item 6)CODE 6. ISSUED BY

PAGE OF PAGES

4. REQUISITION/PURCHASE REQ. NO.3. EFFECTIVE DATE2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO. (If applicable)

1. CONTRACT ID CODE

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

09/10/2014

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority) appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

E. IMPORTANT: Contractor is not, is required to sign this document and return __________________ copies to the issuing office.

ORDER NO. IN ITEM 10A.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

2015 Solicitation for Ship Management Services

Amendment 21 revises solicitation requirements listed under the below Summary of Changes including certain issues that arose during discussions with all offerors the week of July

6-10, 2015. Offerors are encouraged to carefully review each revision described herein necessary to incorporate the revision into their proposal. Any questions arising from this amendment must be received by the PCO by 0900 August 17, 2015.

REVISED PROPOSAL DUE DATE: Revised proposals submitted electronically via the EPIC Website are due by not later than 1700 hours ET, August 24, 2015.

Continued ...

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)15A. NAME AND TITLE OF SIGNER (Type or print)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 15B. CONTRACTOR/OFFEROR 16C. DATE SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

Melinda Simmons-Healy

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA

FAR (48 CFR) 53.243

NSN 7540-01-152-8070

Previous edition unusable

Except as provided herein, all terms and conditions of the document referenced in Item 9 A or 10A, as heretofore changed, remains unchanged and in full force and effect .

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

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The following Summary of Changes highlights solicitation revisions.

Summary of Changes

1. Corrected numerous references to paragraphs in C.5 caused by renumbering/formatting changes.

2. C.2.4, Preventive Maintenance Plan (PMP) including C.2.4.1, language is added to clarify that the PMP must be modified by the Ship Manager in response to any directed change in R-Status.

3. C.3.1.3.1.2.2 clarifies activation period for No-Notice Turbo Activation to include 24 hours of

72-hour sea trial.

4. C.5.2.1.3 is deleted.

5. C.5.4.2, Master Acceptability, clarifies that a request for removal of a Master is limited solely to the Director, Office Ship Operations.

Removes conflicting language.

6. C.5.6, is renamed Employee Labor Agreements (formerly, Collective Bargaining

Agreements/Memorandum of Agreement). C.5.6.1

Mariner Status is added using language from the

FSS contracts. C.5.6.2 is clarified.

7. C.5.6.2 Mandatory Articles is renumbered C.5.6.3, renamed “Mandatory Articles for

Negotiation,” and text reverted to version before

Amendment 20. Deleted five: 5.6.2.2 Ship Manager is Employer; 5.6.2.4 Right to Terminate; 5.6.2.8

Unearned Wages; 5.6.2.9 Non_Binding Crew Minimuns and Crewing Lists; and Right to approve Master.

Revised Right to Restrict future Employment.

8. C.5.6.4 Crew rotation is deleted.

9. C.5.6.5 MARAD Additional Training Requirement is renumbered to C.5.7.

10. C.5.7 Reduced Operational Status (ROS) Crew Management is renumbered to C.5.8

11. The subparagraph paragraph C.5.7.2 Crew Composition is removed and replaced with a new paragraph C.5.8.2 ROS Crewing which requires crewing in accordance with Attachment J-14, Required Crewing, ROSCrewing tabs.

12. New C.5.8.2.2, Crewing Modifications, establishes a process during contract performance to recommend to MARAD modifications to crewing and C.5.8.2.3, Supplemental Crewing, establishes a process during contract performance for ship manager to request supplemental crewing on a cost reimbursable basis for specific projects.

13. C.5.7.3 is renumbered to C.5.8.3.

Continued ...

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Sponsored by GSA

FAR (48 CFR) 53.110

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14. C.5.7.3.1 is renumbered to C.5.8.3.1, Authorized Crew Absences, and further clarified

15. C.5.7.3.3 Credits for Unauthorized absences and C.5.7.3.4 Gapped Billets are moved, renumbered, and revised into a new section titled

C.5.8.3.6 Credits for crew absences.

16. C.5.7.3.2 is renumbered as C.5.8.3.2 Replacements.

17. C.5.7.3.5 is renumbered to C.5.8.3.3.

18. C.5.7.3.6 is renumbered to C.5.8.3.4 and revised.

19. C.5.7.3.7 Leave Accrual is renumbered to C.5.8.3.5.

20. C.5.7.3.7.1 is renumbered to C.5.8.3.5.1.

21. C.5.7.3.7.2 is renumbered and titled to C.5.8.3.5.2, ROS Vacation, and revised to provide for a vacation benefit of not more than 2 days for every 30 days as a ROS crewmember and to add provisions regarding payment of vacation. The text regarding “buy out” and including anticipated liability for vacation benefits is removed.

22. New C.5.8.3.6, Credits for Crew Absences, establishes a process whereby the ship manager shall credit MARAD on fixed fee invoices for vacation days used and for gapped billets at the time they occur. Gapped billet is redefined.

23. Remaining parts of C.5.7 are renumbered to begin with C.5.8.

24. C.5.8 is renumbered and retitled to C.5.9.2, FOS Crewing, and crewing is now mandated by

Attachment J-14, Required Crewing, FOSCrewing tab; C.5.9.2.2 Crewing Modifications provides for modifying J-14 Required Crewing on a long-term basis by contract modification; C.5.9.2.3

Supplemental Crewing provides for obtaining mission specific authorization for additional crewing.

25. C.7.3.6, is retitled Internal Security and Security Watch and clarified to allow use of both licensed and unlicensed, qualified crew in

ROS to be included in the watch rotation and to clarify that security watch responsibilities may be shared among nested vessels at discretion of ship manager.

26. G.2, TYPE OF CONTRACT; with respect to references to FAR 52.222-43 Fair Labor Standards

Act and Service Contract Labor Standards--Price

Adjustment (Multiple Year and Option Contracts)

(May 2014), the parenthetic, (Deviation June

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2015), is removed.

27. G.3, Adjustments to Per Diem Rates, is reinstated with the indices applicable to adjustments to “Other Costs” changed to the

Bureau of Labor Statistics Consumer Price Index for Urban Wage Earners and Clerical Workers

(CPI-W).

28. H.23.3.3, Subcontract Documentation, revisions made to require records be uploaded to

NS5 and the list of required documentation has been augmented.

29. H.24, ADDITIONAL VESSEL(S) OPTION, is added.

30. Under I.1, Solicitation Provisions Incorporated by Reference, the following two clauses are added: 52.215-8 Order of Precedence

-- Uniform Contract Format, and 52.222-43 Fair

Labor Standards Act and Service Contract Labor

Standards - Price Adjustment (Multiple Year and

Option Contracts) (May 2014)

31. Under CLAUSES PROVIDED IN FULL TEXT, Section I, prior text under I.14 and I.15 is removed and replaced with new clarifying language regarding

I.14 Order of Precedence with a stipulation to not seek price adjustments under 52-222-43 for amounts already included in the contract price.

32. In Section J, the description for Attachment J-14 is revised to “Required Crewing for FOS and

ROS.”

33. Attachment J-2, Item No. 30, is revised to clarify that only FOS crew specified in

Attachment J-14 is reimbursable unless otherwise authorized by task order or contract modification and numerous references are updated.

34. Attachment J-5b, EIS Supporting Spreadsheet, is revised to facilitate accounting for credits for ROS crew vacation days used

35. Attachment J-8, Pricing Data, is revised as follows:

• For Tabs FOSCrewing and ROSCrewing, required crewing numbers from Attachment J-14 have been added with instructions that offerors are to delete numbers shown for any ship groups not being offered

• Option year pricing arrays have been removed from all crew costs and other costs tabs and from the PriceSched tab

• On ROSCrewCosts tab, in Columns S, T, U and V, the following columns are provided: Daily

Vacation Benefit, Union Vacation Admin Cost –

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and Gapped Billet Fixed Fee Credits; values in the latter-two columns are calculated using MARAD supplied formulas from other data entered by offerors

36. Amendment No. 21 versions of J-8, Pricing Data, and J-8a, Pricing Data (unprotected) are provided as attachments to the amendment.

37. Instruction to Offerors for Factor 1 – Technical/Management/Business at L.7.2.3.1 has been revised to have offerors explain their approach to maintaining readiness with the MARAD required crewing for ROS-5, ROS-10, and FOS services.

38. L.9.2.1.5 is revised to recognize “required crewing”

39. L.9.3.1.3 is revised to recognize the Price Schedule in J-8 is limited to the 4-year base period

40. L.9.3.5.1 and L.9.3.6 are revised to recognize “required crewing”

41. Duplicate section on pricing of ROS Security Watch Allowance L.9.3.8 is removed. L.9.3.9.3.3, titled Daily Security Watch Allowance remains and is revised to remove references to watch standing and clarify security watch can be shared by qualified licensed and unlicensed crewmembers.

42. Instruction to Offerors for Pricing at L.9.3.9.6, ROS Vacation Benefit, recognizes that the ROS vacation benefit shall be priced as a separate cost category.

43. Instruction to Offerors for Pricing at L.9.4.2.1 now includes vacation in fixed price per diem CLINs with ROS Crews.

44. L.9.4.3.1 is retitled Employment Agreements and revised to the Amendment 18 version of this clause. The requirement to specify wages and fringe benefits for the two, two-year options is deleted.

45. M.4.2.3.a is revised to require evaluation of offeror’s approach with required crewing rather than proposed crewing.

46. M.6.2 has been revised and consolidated with M.6.2.1 then renamed Total Evaluated Price and

Notional Schedule. It is revised to provide that the Total Evaluated Price will be based on the offeror’s proposed pricing for the 4-year base period plus four additional years (for the two

2-year option periods) based on the offeror’s

Year 4 pricing less Amortized Non-recurring

Startup Costs.

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SUBMISSION OF REVISED PROPOSALS

1. The EPIC website is now ready to accommodate offerors engaged in submitting revisions to the original proposal. Offeror’s will need to login to the EPIC webside; if you have forgotten your password or need to reset it, contact the

AcqCenter helpdesk at 703-674-2861 or via e-mail at Webmaster@AcqCenter.com. The helpdesk is also able to answer any questions you may have with regards to reviewing your original proposal, editing your original proposal and submitted your revised proposal.

2. The website will provide offerors both a read only mode and an edit mode functionality using a

Review Proposal button.

3. Original textual responses to factor and subfactor instructions from Section L are provided as a Word document that may be downloaded, revised in Track Changes mode, and uploaded to the website with Track Changes - Show

Markups enabled to highlight all revisions.

4. It is recommended that only the original proposal information to be revised be downloaded from the website, edited by the offeror, and then uploaded to the website as a revised document with Track Change markups enabled.

5. Offerors are cautioned to not use the Submit Proposal function button until just prior to the revised proposal due date once you are completely certain you have uploaded all revised information to the website.

6. Any questions an offeror may have regarding the website functionality should initially be directed to the AcqCenter helpdesk, 703-674-2861.

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SECTION C – PERFORMANCE

WORK STATEMENT 1.0 RRF Program Description, Goals and Definitions

SOLICITATION No.

DTMA91R140002

Amd 021

1. RRF Program Description, Goals and Definitions

1.1. RRF Mission: The National Defense Reserve Fleet (NDRF) was established under Section 11 of the Merchant Vessel Sales Act of 1946 to serve as a reserve of vessels for national defense and national emergency purposes. The Ready Reserve Force (RRF) is the high readiness subset of the Maritime Administration (MARAD), Department of Transportation (DOT), NDRF. Vessels within this procurement are both NDRF and RRF vessels.

1.1.1. Primary Mission: The RRF was 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. As such, RRF vessels are required to be activated to full operating status within their prescribed timeline and sustain operations for up to 180 days.

1.1.2. Other Missions of the NDRF: Vessels of the NDRF, including RRF vessels, provide support beyond the primary mission of deploying DOD forces. These secondary missions may include, but are not limited to, responding to civil emergencies, supporting humanitarian relief missions, providing sealift support to other government agencies, and supporting the training of merchant mariners and other Government organizations. See Section C4 Other Missions of the NDRF.

1.2. General Scope and Intent:

1.2.1. Background: This is a performance based service contract (PBSC) issued by MARAD for maintenance and operational services for NDRF/RRF vessels. Previous contracts for these services were awarded to U.S. commercial vessel operating firms. MARAD expects that this PBSC will sustain a high level of quality 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.

1.2.2. Performance Requirements Summary (PRS): The PRS, Attachment J-12, sets forth the expected outcomes (objectives) of the contract, the service(s) required of the ship manager to achieve the objectives, a performance standard per outcome, and either an incentive for outstanding performance as well as a plan for a reduction in payment in the event the ship manager does not meet the performance standard. The PRS is not an exclusive remedy and inclusion of the PRS does not preclude the Government from using any other remedy available by law or contract terms, including reductions in payment in accordance with any clause for inspection of services.

1.2.3. Performance Work Statement (PWS): Section C contains the PWS for all vessels. Ship managers shall maintain assigned vessel(s) at the assigned readiness status (R-Status) and activate and operate these vessels in support of national emergencies and defense objectives. Services required include labor and supervision to equip, provision, supply (including medical supplies), replace, renew, upgrade, maintain, or repair structures, equipment, machinery, outfitting, spare parts, and supplies in accordance with regulatory bodies’ rules and regulations. 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 vessels, to and Definitions

SOLICITATION No.

the extent that such materials, reporting, and services are not specified as being provided by the Government. Historical cost and pricing data is provided for information purposes only in Attachment J-6 Historical Cost and Pricing Info.

1.2.4. 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-2, Cost Reimbursable Items. However, this does not relieve the ship manager of the responsibility to identify any particular item that is required to sustain the vessel’s readiness. 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.

1.3. Definitions and Acronymns

1.3.1. Definitions and acronymns used throughout the contract, Technical Exhibits (TE), and attachments are contained in TE-1, RRF Operations Management Manual.

and Definitions

SOLICITATION No.

1.4. Readiness Definitions

1.4.1. Readiness: A measure of the material condition (C-Status) of the vessel, preparedness of the crew, and status of regulatory compliance as it relates to its ability activate within the required time frame (R-status) and sustain operations at the designated parameters contiuously for 180 days. The readiness of the vessel may be impacted by a single condition, and/or deficiency or an accumulation or combination of conditions and/or deficiencies.

1.4.2. R-Status: R-Status is assigned by USTRANSCOM. R-Status reflects the time required from when MARAD is notified to activate the vessel to the time that the vessel is ready for tender to Military Sealift Command and/or loading cargo, including a proof of readiness sea trial. The following table provides the R-Status of vessels of the RRF. Only Reduced Operational Status (ROS) ROS-5, ROS-10 and RRF-10 are applicable to this performance work statement.

R-Status ROS-5 ROS-10 RRF-10 RRF-20 RRF-30

Days to Ready for Tender

5 days including 24 hr sea trial

10 days including 24 hr sea trial

10 days including 24 hr sea trial

20 days including 72 hr sea trial

30 days including 72 hr sea trial

Lay-up Location

Outport berth or reserve fleet

Outport berth or reserve fleet

Reserve fleet Reserve fleet Reserve fleet

ROS crew ROS crew ROS crew No ROS crew No ROS crew No ROS crew

Regulatory Status

COI and Loadline

COI and Loadline per

USCG MOU,

ABS MOA

COI and Loadline per

USCG MOU,

ABS MOA

Lay-up condition COI and Loadline reinstated at activation

Lay-up condition COI and Loadline reinstated at activation

1.4.3 R-Status Descriptions

1.4.3.1 ROS-5 Vessels

1.4.3.1.1 Vessel is under a Ship Manager Contract.

1.4.3.1.2 Vessel is in a reduced operating status (ROS) with less than a full crew.

1.4.3.1.3 Vessel can be activated in 5 days.

1.4.3.1.4 ROS-5 vessels are moored at a commercial layberth or a MARAD National Defense Reserve Fleet.

1.4.3.1.5 Vessel Maintenance including preventive maintenance is accomplished by subcontractors and/or the ROS crewmembers. Some maintenance and/or and Definitions

SOLICITATION No.

preventive maintenance items may require that an ABS approved subcontractor be used to accomplish the item in order to be credited by ABS.

1.4.3.2 ROS-10 Vessels

1.4.3.2.1 Vessel is under a Ship Manager Contract.

1.4.3.2.2 Vessel is in ROS with less than a full crew.

1.4.3.2.3 Vessel is to be activated in 10 days.

1.4.3.2.4 ROS-10 vessels are moored at a commercial or Government layberth or a MARAD

NDRF.

1.4.3.2.5 Vessel Maintenance including preventive maintenance is accomplished by the ROS crew

1.4.3.3 RRF-10 Vessels

1.4.3.3.1 Vessel is under a Ship Manager Contract.

1.4.3.3.2 Vessel has been deactivated in accordance with (IAW) the requirements of MA-496 TE-20 (Instructions for Vessel Entry Into The National Defense Reserve Fleet (NDRF)) and is in a laid up status without a crew.

1.4.3.3.3 Vessel is to be activated in 10 days.

1.4.3.3.4 RRF-10 vessels are moored at a National Defense Reserve Fleet, but may be located at an alternate location.

1.4.3.3.5 Vessel Maintenance for RRF-10 Vessels

1.4.3.3.5.1 Preventive Maintenance Plan (PMP). Preventive Maintenance (PM) will be accomplished by MARAD NDRF Personnel unless MARAD directs that it be accomplished by the ship manager under a task order. The PMP shall be developed in coordination with the Reserve Fleet Superintendent, considering Fleet resources and limitations. Any PM required to ensure vessel readiness that cannot be accomplished by the Fleet, shall be accomplished by the ship manager under a reimbursable Task Order. The Port Engineer shall monitor the PM performed by the Reserve Fleet. At a minimum, the Port Engineer shall attend a PM kick-off meeting, attend the vessel at least once during the performance of the PM, and attend a PM completion meeting.

1.4.3.3.6 The Port Engineer shall perform a monthly walkover of the vessel. The Port Engineer shall submit a monthly walkover report to the Contracting Officer’s Representative (COR). At a minimum the report shall include dehumidification (DH) readings, Cathodic Protection (CPAC) readings, incomplete PM actions and any changes in condition of the vessel since last report.

1.4.3.4 RRF-20 Vessels

and Definitions

SOLICITATION No.

1.4.3.4.1 Vessel is not under a Ship Manager Contract. If the vessel is activated, a General Agency Agreement or a Ship Manager Contract will be issued.

1.4.3.4.2 Vessel has been deactivated in accordance with (IAW) the requirements of MA-496 TE-20 (Instructions for Vessel Entry Into The National Defense Reserve Fleet (NDRF)) and is in a laid up status without a crew.

1.4.3.4.3 Vessel is to be activated in 20 days.

1.4.3.4.4 RRF-20 vessels are moored at a National Defense Reserve Fleet.

1.4.3.5 RRF-30 Vessels

1.4.3.5.1 Vessel is not under a Ship Manager Contract. If the vessel is activated, a General Agency Agreement or a Ship Manager Contract will be issued.

1.4.3.5.2 Vessel has been deactivated in accordance with (IAW) the requirements of MA-496 TE-20 (Instructions for Vessel Entry Into The National Defense Reserve Fleet (NDRF)) and is in a laid up status without a crew.

1.4.3.5.3 Vessel is to be activated in 30 days.

1.4.3.5.4 RRF-30 vessels are moored at a National Defense Reserve Fleet.

1.4.4 C-Status: C-Status is the material condition of the vessel at a specific point in time. C-Status reflects the ability of the vessel to activate within the required time frame and/or perform its specific mission requirements. A table of C-Status definitions and descriptions is on the following page:

and Definitions

SOLICITATION No.

C-Status Title Definitions Description

C-1 No Mission Degrading Maintenance Items

Describes a vessel having no known maintenance items which impact its mission and operational requirements in accordance with TE-4 Ship Characteristics.

C-2 Documented and Correctable Mission Degrading Maintenance Items

Describes a vessel which has mission degrading maintenance items which can be corrected within the assigned R-Status.

C-3 Mission Degrading Maintenance Items

Describes a vessel, which can be activated within its prescribed R-Status, but has mission degrading maintenance items which cannot be corrected within the R-status. C-3 may be scheduled or unscheduled.

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

Describes a vessel that cannot be fully mission-capable within the assigned R status, or a vessel that has a COI that will expire within 15 days, or a COI that has expired. C-4 Status applies to unscheduled events or other planned events that result in the vessel's downgrade in readiness outside the approved schedule.

C-5 Scheduled major maintenance items in progress; unable to meet assigned R-Status

Describes a vessel undergoing scheduled major maintenance items, which prevent it from meeting its assigned R-Status. C- 5 is only for planned availabilities.

and Definitions

SOLICITATION No.

1.4.4.1 Guidelines for C Status Development

1.4.4.1.1 A vessel may be upgraded to C-1 or C-2 status upon the completion of a C-3, C-4, and C-5 repair item prior to final validation and testing if the repair is complete and the SM believes the repair is effective and reliable.

1.4.4.1.2 A vessel that enters C-5 will return to C-2 or C-1 at the end of the repairs time. The activation time in the yard is still C-5 unless commenced after the completion of the repair period.

1.4.4.1.3 Generally, C-5 repair periods will end upon departure from the yard, unless there is work (such as engine work) that can only be proven satisfactory with an at sea test.

In such case, return to C-2 or C-1 will be upon completion of testing.

1.4.5 Readiness Goal: MARAD maintains at least 85% of the RRF in a C-1 or C-2 C-Status at any given time and over the course of the fiscal year.

1.4.5.1 MARAD extends the 85% fleet-wide readiness to individual Area Divisions. Occasions may arise where an Area Division may fall below the 85% target. Should this occur, the ship manager may be directed to adjust planned out of readiness periods to assure the fleet-wide goal is achieved.

1.4.5.2 MARAD may maintain specific vessel classes at higher readiness levels. MARAD may direct the ship manager to adjust planned out of readiness periods to assure class specific readiness levels are sustained at high levels (typically 80% within each class). For example, the ship manager shall not plan to have both T-AVB class or both SeaBee class vessels out of readiness at any given time.

WORK STATEMENT 2.0 Vessel Maintenance Operations

SOLICITATION No.

2 Vessel Maintenance Operations: The goal is to develop and execute a comprehensive, ship specific maintenance program. The maintenance management program shall ensure assigned vessels are fully compliant to prescribed readiness and mission requirements.

2.1. Phase: The vessel will be in one of the two phases, Phase M or Phase O, during the contract term.

2.1.1. Phase M - Maintenance: In this phase, the vessel is preserved, tested including dock trial and sea trial, repaired and maintained so that it is capable of activating within the timeframe for its assigned R-Status. Phase M may be with or without ROS crew (see Section C.1.4.2)

2.1.2. Phase O - Operation: In this phase, the vessel is operating for a specific mission or exercise. The vessel is to be operated and maintained in accordance with commercial practice.

2.2. Readiness: The ship manager shall maintain assigned vessels in the designated readiness corresponding to the activation timeframe requirements in TE-4 Ship Characteristics.

2.2.1. The ship manager shall maintain the vessel “in readiness” (C-1 or C-2) to the maximum extent practical. The vessel will be deemed “out-of-readiness” if in a C-3, C-4 or C-5 status.

2.2.2. The ship manager shall identify proposed C-3 and/or C-5 periods within the vessel’s business plan. The ship manager may be expected to adjust their proposed C-3 and/or C-5 periods per the direction of MARAD when fleet wide readiness is evaluated.

2.2.3. Events may occur which will result in a C-3 or C-4 status. Should an event occur which impacts the readiness of the vessel, the ship manager shall notify the COR within 12 hours of discovery, describe the event and recommend a revised C-status. The ship manager shall obtain an affirmative acknowledgement (voice, text, email, etc.). An initial assessment by email shall be provided to the COR within 24 hours of onset of the status change.

2.2.4. The ship manager shall strive to keep out-of-readiness periods to minimal duration and costs.

However, the ship manager shall evaluate the cost of expediting work to minimize the duration of the period and shall propose alternative corrective actions.

2.2.5. R-Status Change

2.2.5.1. The readiness levels (R-Status) of RRF vessels are directed by USTRANSCOM.

USTRANSCOM may direct changes to vessel R-status.

2.2.5.2. To accomplish changes to R-status, the ship manager may be tasked to activate or lay-up systems and/or relocate the vessel, as required, to meet the revised R-status.

2.1.1.1. Vessel R-status changes will be directed through issuance of task orders.

2.3. Regulatory Compliance (Maintenance): The ship manager shall maintain the vessel in such a condition so that it meets the regulatory requirements as dictated by the United States Government for U.S. Flag Vessels or as directed by MARAD. The ship manager shall monitor upcoming changes to regulatory requirements and notify MARAD accordingly, including projections for additional resources needed for compliance, if necessary.

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2.3.1. MARAD/USCG MOU: MARAD and United States Coast Guard have entered into a Memorandum of Understanding (MOU), effective February 22, 2013 (see TE-16). The purpose of the MOU is to set forth general terms and conditions by which the two government agencies will collaborate and establish basic understandings of the relationships and responsibilities between the parties for the inspection and certification of MARAD’s NDRF, including the RRF, School Ships, and Special Purpose vessels. The MOU identifies and describes issues associated with NDRF vessels receiving USCG COIs since they are the only type of vessel subject to certain vessel inspection provisions of Title 46 (Shipping) of the United States Code. Whenever occasion arises that USCG does not recognize the terms of the MOU or the ship manager requires further clarification of the provisions, the ship manager shall submit their concerns to the COR via email with copy to the Chief, Division of Maintenance and Repair.

2.3.2. MARAD/ABS MOA: MARAD and American Bureau of Shipping (ABS) have entered into a Memorandum of Agreement (MOA), effective July 21, 2014 (see TE-17). The purpose of the MOA is to set forth policies and procedures to be followed by MARAD and ABS relative to the survey and classification of vessels of the NDRF. The MOA describes the RRF Program and discusses the classification of vessels in this program, giving particular attention to those conditions which differ from the “normal” classification requirements of active, commercial vessels. Whenever occasion arises that ABS does not recognize the terms of the MOA or the ship manager requires further clarification of the provisions, the ship manager shall submit their concerns to the COR via email with copy to the Chief, Division of Maintenance and Repair.

2.3.3. Inspection/Survey Dates: The ship manager shall ensure all documentation, including regulatory body databases, reflect the actual dates that inspections and surveys are completed and documented. Where inconsistencies exist, the ship manager shall clarify the inconsistency with the regulatory body. The ship manager shall notify the COR within 2 business days of identification of any inconsistencies and upon resolution.

2.3.4. Preventive Maintenance/Condition Monitoring (PM/CM): All ROS vessels, and to the extent feasible, RRF-10 vessels, shall maintain machinery in an ABS approved Preventive Maintenance/Condition Monitoring (PM/CM) program. Where the ship manager has determined a vessel cannot be maintained in PM/CM, the ship manager shall notify the COR in writing justifying the change.

2.3.4.1. Alternative Compliance Program (ACP): ship manager shall enroll the vessel in the ACP Program as given in the NAVIC-2-95, CH-1 (NTIS Stock No. PB97-100325). At the first anniversary date of opportunity after Notice to Proceed. Notify Chief of Maintenance and Repair MAR 611 and Copy COR, with any restrictions or limitations to ships' enrollment.

2.3.4.1.1. Where the ship manager has determined an RRF-10 vessel cannot be maintained in ACP, the ship manager shall notify the COR in writing justifying the change.

2.3.4.2. Regulatory and Statutory Requirements: MARAD will comply with all regulatory and statutory requirements IAW 46 USC 2109. Statements of Voluntary Compliance (SOVC) shall be maintained without exception.

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2.3.4.3. Machinery Surveys: Machinery surveys for ROS-5 vessels, and to the extent feasible, RRF-10 vessels, shall remain as continuous except where otherwise approved, in writing, by the Chief, Division of Maintenance and Repair.

2.3.4.4. Hull Surveys: Hull surveys shall be conducted in accordance with Special Periodic Hull survey requirements. If a vessel is currently in a Continuous Hull Survey program, the ship manager shall plan to revert back to Special Periodic Hull Survey on the next special survey date.

2.4. Preventive Maintenance Plan (PMP)

The ship manager shall develop and provide an ABS approved PMP. MARAD will provide a copy of the existing vessel PMP at the time of award through NS5 to serve as a baseline for development of the PMP to be executed under this contract. With the exception of Ship Group 9 (PETERSBURG), the PMP was developed for a vessel in ROS-5. Should a vessel change readiness status from ROS-5 to ROS-10 or RRF-10, the ship manager shall modify the PMP to reflect more equipment in a deeper lay-up condition. A list of existing PMP is provided as Attachment J-9. The PMP contains Preventive Maintenance and Continuous Maintenance (as applicable) acceptable to MARAD for each vessel which addresses both the Maintenance Phase, (Phase M) and the Operations Phase (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. The PMP 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 PMP shall integrate all regulatory and statutory body inspections and tests as appropriate. ABS approved subcontractors may need to be utilized in order to integrate regulatory body inspections and tests into the PMP. The PMP shall reside in NS5 in accordance with the PMP Protocol (TE-6). All Certificates with their supporting documentation, findings, deficiencies and reports required by ABS Rules (Survey after Construction / Part 7) shall be maintained onboard (Hard Copy) and NS5 for presentation to ABS Surveyors or U.S. Coast Guard Inspectors on request.

2.4.1. PMP Activation Objective: The PMP shall ensure the vessel can be activated within the designated activation period, and subsequently sustain operations continuously for up to 180 days.

2.4.1.1. The ship manager shall execute and continually monitor the effectiveness of the PMP.

The ship manager shall submit revisions to the PMP including, but not limited to:

2.4.1.1.1. improvements to the existing PMP,

2.4.1.1.2. changes to regulatory requirements,

2.4.1.1.3. changes to the vessel’s R-status

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2.4.1.1.4. changes in equipment, and

2.4.1.1.5. changes to Preventive Maintenance (PM) methodologies which enhance the effectiveness of the PMP.

2.4.1.2. The ship manager shall make recommendations for revisions to the plan as required to the COR. On an annual basis, the ship manager shall conduct an analysis on the effectiveness of the plan. The analysis shall be in a narrative format and shall include, at a minimum, the percentage of PM actions completed, assessment of equipment failures and relations to PM actions, recommendations for modifications to the plan and justification for modifications.

2.4.1.3. PMP for RRF-10 vessels will be accomplished by MARAD Reserve Fleet personnel unless MARAD directs the ship manager to accomplish and is authorized by a task order.

2.4.1.4. The Ship Manager shall include within the PMP all required inspections, testing, and reports, as required, for the following vessels with unique permanent cargo and outfitting:

2.4.1.4.1. USACE barge inspections, dehumidification monitoring, and reporting loaded aboard the SS CAPE MAY in accordance with TE-15 (Memorandum of Understanding between USDOT Maritime Administration and US Army Corps of Engineers).

2.4.1.4.2. Offshore Petroleum Discharge System (OPDS) outfitting aboard the SS PETERSBURG including OPDS Utility Boats and associated outfitting, conduit, single anchor leg mooring (SALM) and associated mooring buoys including mooring chains and ground tackle, and Improved Mooring System Components (IMS).

2.4.2. Dock Trial

2.4.2.1. Dock trials shall be conducted at a minimum annually on ROS-5 vessels, and as required to validate that vessels are maintained in accordance with their assigned R-Status. Dock Trials, including “quarterly light-offs” for steam ships in wet layup, shall be conducted on a cost reimbursable basis when authorized by issuance of task order for FYXX M&R DOCK TRIAL. Crew costs are reimbursable except for participation by the vessel’s ROS crew or ROS crew temporarily detailed from another RRF vessel (see C.2.4.2.2) during normal work hours. Vessels shall remain in Phase M (i.e., ROS-5 with crew) status during the dock trial.

The vessel will not be considered in Phase O and FOS crew wages will not be reimbursed.

Dock trials are not mandated on ROS-10 and RRF-10 vessels but may be considered to validate maintenance actions. Dock trials for ROS-10 and RRF-10 vessels will be on a cost reimbursable basis via a task order if the ship manager is tasked to provide the service. The dock trial shall:

2.4.2.1.1. Include all tests and inspections necessary to sustain the vessel’s regulatory certification and validate readiness.

2.4.2.1.2. Complement and be inclusive within the vessel’s ship specific preventive maintenance plan.

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2.4.2.1.3. Include overtime costs for ROS crew including ROS crew temporarily detailed from another RRF vessel plus any additional crew temporarily hired (ROS wages and benefits), if required, vibration analysis, thermography, and diesel engine analysis, as applicable, and provide COR copies of reports within 5 days of completion of Dock Trial.

2.4.2.1.4. Be identified within the ship’s Business Plan including scheduling and associated costs not already part of routine preventive maintenance.

2.4.2.1.5. The ship manager shall provide dock trial procedures compliant with TE-28 MARAD Dock Trial Policy.

2.4.2.1.6 The ship manager shall submit a dock trial report upon completion of the dock trial.

2.4.2.2. Where vessels are co-located at a common or adjacent pier or nested at outport berths or in fleet anchorages, the dock trials should glean efficiencies through the sharing of ships’ crews, scheduling sequential trials, and other means deemed appropriate by the ship manager.

2.4.2.3. ABS Nautical Systems NS5 software (referred to as NS5) is the primary software application used within the Ready Reserve Force Management System (see C.6.1 for more details). The ship manager shall record completion of equipment inspection and testing in accordance with the vessel’s preventive maintenance plan in NS5. All anomalies shall be recorded in NS5, as required. Any anomaly or finding which would warrant a change in the vessel’s readiness status shall be reported in accordance with Section C.2.2.3.

2.4.2.3.1. Where deficiencies are identified in the conduct of the dock trial, the ship manager shall utilize the crew, if within their capabilities, for accomplishing repairs where the repairs must be accomplished to complete the dock trial or can be completed within the dock trial schedule.

2.4.2.3.2. All deficiencies and/or findings identified in the process of the maintenance dock trial shall be entered in NS5, as appropriate.

2.4.3. Maintenance Sea Trials

2.4.3.1. Goal: The ship manager shall activate the vessel, successfully conduct a maintenance sea trial, and deactivate the vessel.

2.4.3.2. Requirement:

2.4.3.2.1. Activate: The ship manager shall bring the vessel from its current readiness status to FOS. The vessel shall remain in phase M. The transition shall be accomplished with a focus to gain efficiencies without jeopardizing safety of the vessel and crew. There is no requirement to accomplish the activation within the vessels designated R-status.

The ship manager shall crew the vessel to accomplish the requirements of the

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maintenance sea trial. The ship manager is not required to go to the full phase O crew.

2.4.3.2.2. Sea trials shall be conducted in accordance with TE-13 MARAD Sea Trial Policy PD 12-02, MARAD Vessel Type Specific Sea Trial Pro Forma (see TE-13), and RRF Operations Management Manual (TE-1), as applicable for maintenance sea trials.

The PMP shall include those actions that are to be accomplished during scheduled maintenance activations and sea trials (e.g., Thermography Assessment and Vibration Analysis, diesel engine analysis for diesel vessels).

2.4.3.2.3. All deficiencies and/or findings identified in the process of the maintenance sea trial shall be entered in NS5, as appropriate.

2.4.3.2.4. Sea Trials shall be cost reimbursable. Estimated costs shall be included in the vessels Annual Business Plan.

2.4.4. Water Chemistry and Oil Analysis Support Contracts:

2.4.4.1. Water Chemistry: The ship manager shall utilize MARAD's Water Chemistry support contract for procurement of kits and chemicals for the testing and conditioning of boiler water, diesel engine cooling systems. The ship manager shall utilize the MARAD Water Chemistry support contract in accordance with TE-2. A listing of chemical compounds and test kits available under the support contract is provided in TE-30, Drew Marine Product Listing Without Pricing. The ship manager shall submit any requests for deviations to the prescribed testing procedures and/or products to the COR (marine surveyor) with copy to the Chief, Division of Maintenance and Repair, for approval.

2.4.4.2. Oil Analysis: The ship manager shall utilize MARAD's Oil Analysis program in accordance with TE-2. The ship manager shall send samples to MARAD's Oil Analysis support contractor for all identified machinery as depicted in the vessel-specific testing schedule.

2.4.4.3. Fuel and Lubes: MARAD requires five days of available fuel on board the vessel for operations per TE-14 MARAD Fuel Policy.

2.4.4.3.1. The ship manager shall ensure the vessel has five (5) operational days of fuel available on the vessel in addition to fuel and lube oil required for activation (including 24 hour proof of readiness sea trial).

2.4.4.3.2. The ship manager shall validate the quantity of fuel and lube oil onboard the vessel at all times and report same at a minimum of once per month.

2.4.4.3.3. The ship manager shall project the quantity of fuel and lube oil consumed during maintenance actions and shall include procurement of fuel and lube oil in their business plan submission should the quantity fall below the five (5) day minimum.

2.4.4.4. PMP Incorporation and Corrective Actions:

2.4.4.4.1. The ship manager shall incorporate the requirements of both MARAD Water Chemistry and Oil Analysis programs into the ship manager’s ship specific PMP.

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2.4.4.4.2. The ship manager shall review the water chemistry and oil analysis reports, record findings and annotate corrective actions in NS5 within 5 business days of receipt of analysis reports.

2.4.4.4.3. If near term corrective action and resources are required, the ship manager shall make recommendations to the COR within 2 business days of receipt.

2.5. Corrective Actions, Extended Service Life and Upgrades

2.5.1. Corrective Maintenance and Repairs: Corrective maintenance is the process of overhauling, repairing, or replacing with new machinery, equipment, installations, and spaces (including structure, habitability areas, cargo areas, etc.) to remedy an unsatisfactory condition.

Corrective maintenance includes all tasks necessary from initial identification of an unsatisfactory condition through final acceptance of the corrected item. Subject to the limitations of funding provided, the ship manager shall accomplish all corrective maintenance and repairs to the vessel in accordance with the Preventive Maintenance Plan (PMP) Protocol (TE-6).

2.5.1.1. Emergency: In the event a situation or condition develops that poses a threat to life, limb, property or the environment, the ship manager shall take immediate action to protect or preserve the same, and make all required notifications within 12 hours or sooner. If the emergency results in injury or property loss, notification shall be made per Attachment J-3a, Processing Seafarer's Personal Injury/Illness Claims (Supplement A) and/or Attachment J-3b, Incidents Involving 3rd Party Personal Injury/Illness & 3rd Party Property Damage/Loss (Supplement B).

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2.5.1.2. Critical (Impacts Readiness):

2.5.1.2.1. The ship manager shall identify deficiencies on the vessel which impact or may potentially impact the performance of the vessel, readiness, and regulatory status.

2.5.1.2.2. Within 48 hours, the ship manager shall document the deficiency in NS5.

The ship manager shall include an initial estimate, a description of the deficiency and requirements for corrective action. The ship manager shall include recommended methodologies for correction (ship’s crew and/or industrial assistance).

2.5.1.2.3. The ship manager, upon direction from the Administrative Contracting Officer (ACO), shall take appropriate action to effect the necessary repairs.

2.5.1.3. Non-Critical:

2.5.1.3.1. The ship manager shall identify deficiencies that can be accomplished at a later date (for example, during the next activation) without impact to readiness.

2.5.1.3.2. Within 5 business days, the ship manager shall document the deficiency in NS5. The ship manager shall include an initial estimate, a description of the deficiency, priority, and requirements for corrective action, and a proposed schedule for correction. The ship manager shall include recommended methodologies for correction (e.g., ship’s crew and/or industrial assistance).

2.5.2. Extended Service Life (ESL): ESL is defined as maintenance actions on ships to ensure the vessels achieve a service life as specified in the Annual Business Plan Guidance. The vessel specific service life is subject to change based on annual guidance provided to MARAD by USTRANSCOM. ESL may include, but is not limited to, modernization of obsolete installations, blasting and coating tanks, cargo spaces, and/or hull and super structure to ensure long term preservation, and conduct of repairs and overhauls which are not typical to the routine maintenance and repair activities. The ship manager shall identify and accomplish ESL projects pursuant to the following:

2.5.2.1. Within ninety days after notice to proceed, the ship manager shall review and validate current ESL projects identified specific to assigned vessels. The ship manager shall modify the projects, as they deem appropriate, with regard to necessity, priority, scope, and schedule.

2.5.2.2. The ship manager shall identify additional projects as deemed beneficial to achieving vessel service life. ESL development and refinement shall not be deemed a onetime event and shall be a continuous process.

2.5.2.3. The ship manager shall include ESL projects in their budget year and budget year +1 budget business plans.

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2.5.2.4. Completion of ESL projects shall not be contingent to sustaining vessel readiness and ESL funding shall not be deemed an extension of the allotted maintenance funds for a specific vessel.

2.5.3. Upgrades: Upgrades are any replacements or enhancements which improve efficiency, capability, and/or reliability. Upgrades may be initiated by the ship manager or may be directed by MARAD.

The ship manager shall make recommendations and/or review MARAD directed projects for inclusion in the vessel’s business plan, develop plans and specifications, and accomplish projects in accordance with the approved business plan.