FINAL_SOW_FEB_22_2012.pdf

STATEMENT OF WORK

1.0 GENERAL

The United States Coast Guard (USCG) requires testing of new and used oil samples, storage of samples, analysis and quality assurance of test results, related data management and supply and shipping of sample bottle kits. The Contractor shall be responsible for all new and used lube oil testing for United States Coast Guard vessels during the term of this Contract.

1.1 GLOSSARY OF TERMS USED IN THE STATEMENT OF WORK:

The following definitions apply to the terms used in this statement of work:

CLS: Certified Lubricant Specialist

CONUS: Continental United States

DR: Direct Reading

USCG: United States Coast Guard

OEM: Original Equipment Manufacture

STLE: Society of Triboligists and Lubrication Engineers

XML: Extensive Markup Language

1.2 STANDARDS USED IN THE STATEMENT OF WORK:

The following standards apply to this statement of work:

ASTM: American Society of Testing and Materials - ASTM D4175 shall be used for standard terminology relating to petroleum, petroleum products and lubricants.

ISO: International Standards Organization - Standard 3448 shall be used to define oil viscosity grades. ISO 17025- General requirements for the competence of testing and calibration laboratories is the main ISO standard used by testing and calibration laboratories.

API: American Petroleum Institute - API standards shall be used for measuring oil characteristics, including API gravity.

NAS: National Aeronautical Standards - NAS standards shall be used for cleanliness of hydraulic fluids used in commercial and military aircraft.

http://en.wikipedia.org/wiki/ISO_standard

2.0 CONTRACTOR FACILITY

The Contractor shall provide a facility capable of storing a minimum of 1,000 used and new lube oil samples for a period of forty-five (45) days. The Contractor’s facility shall be located within the Continental United States (CONUS).

2.1 EQUIPMENT

The Contractor facilities shall have the specific equipment to run ASTM/ISO tests as specified by the five (5) different test slates, a Supplemental Analytical test and consumables [Attachment (A)]. At a minimum, the Contractor’s laboratory shall have the following test equipment:

• Inductive Couple Plasma Arc (ICP) or Roto-disk Electrode (RDE) Spectroscopy

• Direct Reading (DR) and Analytical Ferrography equipment

• Automatic particle counter

• Gas Chromatograph (GC)

• Fourier Transform Infrared Spectroscopy (FTIR)

• Soot meter

• Karl Fischer titration equipment

• Automated titration equipment to conduct Total Base Number (TBN) and Total

Acid Number (TAN) tests in accordance with ASTM tests mandated in Attachment (A).

• Industry approved laboratory Viscometer

2.2 BARCODED SAMPLE LABELS

The Contractor's facility shall be capable of providing printed barcoded sample labels through its web based reporting system for easy tracking and error free data entry of samples.

2.3 SAMPLE BOTTLE KITS, MAILERS AND SHIPPING COST

The Contractor shall provide 4 oz (120 ml) sample bottle kits with a shipping container to hold a minimum of 10 sample bottles. Each sample bottle shall be constructed of clear plastic and shall not collapse when subjected to a minimum of four (4) inches Hg vacuum. Each sample bottle shall be double wrapped (container within a container with absorbent material). The Contractor shall provide 2 shipping containers to hold 5 bottles each, two (2) prepaid, preaddressed commercial express mailer and 10 blank sample labels in each lube oil sample bottle kit for shipment of samples from the vessel to its testing facility. Shipping cost shall be added to the final cost of testing per sample.

3.0 PERSONNEL

3.1 KEY PERSON MINIMUM QUALIFICATIONS

The Contractor shall provide a Program Manager as key person who upon commencement of performance and throughout the contract period shall meet the minimum qualifications set forth below. Resume for person in this position shall be submitted for approval by the Contracting Officer.

3.1.1 Program Manager:

The Program Manager shall have a minimum of either a Bachelor of Science or Bachelor of Arts degree, five (5) years experience in managing an oil analysis program or testing facility, and a Certified Lubricant Specialist (CLS) certified by STLE for at least for 5 years. Has to be an employee in the laboratory.

3.2 OTHER PERSONNEL MINIMUM QUALIFICATIONS:

The Contractor shall provide Laboratory Data Analysts. Resumes for personnel in these positions shall be submitted for approval by the Contracting Officer.

3.2.1 Senior Laboratory Data Analyst:

The Senior Laboratory Data Analyst shall have a minimum of four (4) years experience in a testing laboratory facility and certification as a Certified Lubricant Specialist (CLS).

3.2.2 Laboratory Data Analysts:

The Laboratory Data Analysts shall have a minimum of two (2) years experience in a testing laboratory facility.

3.3 SUBSTITUTION OF PERSONNEL:

3.3.1 Key Personnel:

Key personnel may not be removed from the contract without express written approval of the Contracting Officer.

3.3.2 Other Personnel:

Other personnel fulfilling technical roles substituted by the Contractor shall meet the minimum personnel qualifications described in Paragraph 3.2 and resumes shall be submitted ten (10) days in advance of substitution for USCG approval.

4.0 PROGRAM MANAGEMENT:

4.1.1 Program Manager:

The Program Manager shall be the single point of contact for all matters pertaining to the performance of the contract. The Program Manager is expected to be available during working hours. USCG expects that this contract will be the Program Manager’s primary, but not necessarily sole duty. All recommendations for substitution of personnel as defined by the contract shall originate from the Program Manager.

4.2 WORKING HOURS/BUSINESS DAY:

Working hours and business day where referred to in this contract, unless specifically defined otherwise, are defined as 0900-1700 local time on weekdays in the location serviced any day the United States (US) Federal Government is open for business excluding US Federal holidays.

4.3 ROSTER OF PERSONNEL:

The Contractor shall submit a list of all personnel, including designated key personnel, who are points of contact for this contract to the Contracting Officer. The listing shall include phone numbers, fax numbers, email addresses, and mailing addresses. If changes in personnel or offices are made, an updated list shall be submitted.

5.0 TECHNICAL PERFORMANCE REQUIREMENTS

5.1 GENERAL:

The Contractor shall perform testing, analysis, and data review of new and used oil samples provided by the Government. The Contractor shall provide complete, accurate, and timely results. The Contractor shall ensure that test result data is verified to be accurate using analytical techniques or current industry methods.

5.1.1 Capacity:

The Contractor shall have the capacity to process a maximum of 100 samples per day under this Contract. The normal volume of samples is estimated to be 30 samples per day.

5.1.2 ISO 17025 Accreditation:

The Contractor laboratory shall be, at a minimum, accredited as an ISO-17025 for at least three years.

5.1.3 Quality Control Plan:

The Contractor shall have a Quality Control Plan to maintain the quality standards for all services. The Quality Control Plan shall be implemented upon contract award. The Contractor is responsible for conforming to its Quality Control Plan and processes to ensure proper performance and correct any deficiencies that may occur.

5.1.4 Participation in ASTM Proficiency Testing Program:

The Contractor shall be a current participant of the ASTM Proficiency Testing Program.

The Contractor shall provide a copy of the PTP report in the last six (6) months.

5.2 RECEIPT, TESTING, DATA TRANSFER, AND RETENTION:

5.2.1 Receipt:

The Government will send used and new oil samples via express mail service to the Contractor’s facility at the address provided in Paragraph 2.1. The Contractor shall maintain a log documenting date and time of receipt of samples and assign a sequential number to each sample received.

5.2.2 Testing:

The Contractor shall test each sample, which will contain a min of 100 ml of oil, in accordance with the specific test slates identified on the sample label information. The Contractor shall not process unregistered samples (e.g. unlabeled or unidentified samples). The Contractor shall contact USCG SFLC/ESD for disposition instructions for the unregistered samples. The Contractor shall perform testing as specified by the equipment registration number provided by the Government. The Contractor shall complete processing of all samples received at the Contractor’s facility each day within two (2) business days of receipt (excluding weekend and federal holidays). Completion of processing of samples is defined as to occur when the Government has received the test results electronically. The Contractor will not be paid for sample processing not completed within the 48-hour turnaround requirement.

5.2.2.1 Test Slates:

Each test slate consists of a set of tests. Attachment (A) specifies the tests required for each Test Slate, the requirements related to each individual test, and the unit of measurement, where applicable for specific tests.

5.2.2.2 Analytical Ferrography:

Analytical Ferrography tests will be performed automatically when test slates for DR analysis exceed threshold or when requested by the Government. The requirements of Analytical Ferrography are specified in Attachment (A).

5.2.2.3 Trend Analysis:

The Contractor shall employ analysis techniques using Government furnished threshold limits, trend analysis or OEM threshold limits to determine oil sample condition (normal, monitor, abnormal, or critical). Recommendations as a result of trend analysis are welcomed, but not required. The analysis shall be provided at no additional cost to the Government.

5.2.2.4 Sample Retention:

The Contractor shall retain samples forty-five (45) days after test date for potential retesting requirements. After forty-five (45) days, the Contractor shall dispose of samples.

5.2.2.5 Retest:

The Government may order retesting of specific samples. Government requested rechecks shall be conducted within two (2) business days of request. The Contractor shall not be entitled to payment for retests in the event original test results are found to be incorrect. The Contractor shall be entitled to payment for the tests performed in the event original tests are confirmed to be correct.

5.2.3 Daily Electronic Data Transfer:

Electronic data shall be transferred in Government approved format. The Contractor shall electronically submit the oil test results to USCG website or email address using the file structures and transfer file formats specified by the Government. Electronic data file shall be identified using a number in sequential order as assigned by the Contractor. A Laboratory Data Analyst shall review all oil test data for completeness and accuracy prior to transmission to USCG. The Laboratory Data Analyst shall provide remarks to indicate the test results have been reviewed and verified in the Lab Comment data field of the data transmission for each test performed.

5.2.4 Shore Side Database:

During the base period of the contract if the Government has not established its own oil test database, the Contractor shall provide a database for the Government to utilize for its data reporting and management needs. Once the Government has its own database, all data transfer shall be in accordance with requirements specified in paragraph 5.2.3. The Contractor shall maintain all lube oil sample test results in a Contractor-furnished and maintained software system. The system shall maintain the data as received from the Contractor’s laboratory for the life of the contract.

5.3 BUSINESS MEETINGS:

The Contractor and Government shall have annual meetings at a location and time agreed to by USCG and the Contractor. The meetings shall allow time to review contract performance and to discuss Contractor findings and recommendations regarding the testing program. Meetings will be documented by the Contractor and copies of minutes shall be submitted to the Contracting Officer.

5.4 MONTHLY REPORTS:

5.4.1 Lube Oil Sample Monthly Report:

The Contractor shall submit a Lube Oil Sample Monthly report with details of all sample analysis activity for the previous month. The report will include a summary sheet indicating the total number of samples by ship and the number of alerted and non-alerted samples per ship during the monthly reporting period. The report will also include the following information:

a. Total number of samples in the month

b. Number of samples by test slate per month

c. Total number of unregistered (e.g., unidentified, unlabeled samples) samples received from USCG vessels, by vessel, if known.

d. Total number of rechecks, by test method, requested by USCG, broken out by

Rechecks-Correct and Rechecks-Error.

e. Total number of samples that are not processed within the 48-hour turnaround requirement.

f. Number of Sample Bottle Kits supplied per vessel

6.0 PERFORMANCE STANDARDS

The Contractor's performance will be continually assessed to ensure that the performance objectives are being met during the life of the contract. The Government reserves the right to conduct a periodic inspection of the Contractor's facilities. Such inspections shall be conducted by the Contracting Officer’s Representative (COR) or his designated representative.

6.1 PERFORMANCE OBJECTIVES AND STANDARDS:

The performance objectives to be assessed under this contract are quality and timeliness of test results. The COR shall be responsible for surveillance.

6.1.1 Quality of Test Results and Equipment:

The Contractor shall provide complete and accurate test results. The performance standards for quality of test results are specified below:

Performance Standard Method of Assessment Performance 100% of tests per month complete and free of errors

Lube Oil Sample Monthly Report

Samples with errors redone at no cost to the Government

6.1.2 Timeliness of Test Results:

The Contractor shall provide timely results. The performance standard for timeliness of test results is specified below:

Performance Standard Method of Assessment Performance 100% of tests (normal and retest) are completed within two (2) business days

Lube Oil Sample Monthly Report

Late tests are not payable under the contract

7.0 LICENSES, PERMITS, AND PRECAUTIONS

The Contractor shall, at Contractor expense, be responsible for obtaining any necessary licenses and permits, and for complying with any applicable laws, codes, and regulations, in connection with the performance of work. The Contractor shall comply with all federal, state and local regulations for the proper handling and disposal of hazardous materials. Further, the Contractor is responsible to ensure that proper safety and health precautions are taken to protect the work, workers, public, and property of others.

Retention of Records:

The Contractor shall maintain all back-up records associated for a period of five (7) years after final payment under the Contract. Information may be kept electronically in an unalterable format like PDF or in hard copy. It is the Contractor’s responsibility to ensure the integrity, reliability, and security of the back-up records.

Meeting minutes shall provide documentation of technical information and data required to record joint Contractor/ Government decisions and agreements reached during conferences, meetings, formal reviews, and/or presentations.

Minutes shall include the following information: type/title of meeting and meeting date;

purpose; location; summary of the discussions, decisions, agreements, and directions; list of attendees; and copies of action item sheets for any actions identified during the meeting.

TECHNOLOGY IMPROVEMENTS:

After contract award, the Government may solicit, and the Contractor is encouraged to propose independently, technology improvements to the equipment, products, software specifications or other items required for the performance under this contract. These improvements may be proposed to save money, to improve performance, to save energy or for any other purpose which presents a technological advantage to the Government.

The Government is under no obligation to accept technology improvements. Pending approval of such improvements, the Contractor remains obligated to provide the supplies and services required under this contract.

9.1 Submittal of Technology Improvement Proposals:

The Contractor will submit a proposal that includes pricing to the Contracting Officer for evaluation. The price proposal shall reflect the same pricing strategy for the new item as was implemented under this contract for the item being replaced. The proposals will at a minimum contain the following information: 1) a description of the difference between the existing contract requirement and the proposed change with the comparative advantages and disadvantages of each; 2) itemized requirements of the contract which must be changed if the proposal is adopted with the proposed revisions to the contract language; 3) an estimate of the changes in performance or cost, if any, that will result from the change; 4) an evaluation of the effects the proposed change would have on collateral costs to the Government, such as Government furnished property costs, costs of ship equipment maintenance, operation and conversion costs; 5) a statement of the time by which a contract modification must be issued so as to obtain the maximum benefits of the changes for the remainder of this contract including supporting rationale; and 6) any effect on contract time and delivery schedules shall be identified.

9.2 Implementation of Technology Improvement Proposals:

Those proposed technology improvements that are acceptable to the Government would be processed as contract modifications.

10.0 QUALITY CONTROL STANDARDS:

The Contractor shall have a Quality Control Plan to maintain the quality standards for all services. The Quality Control Plan shall be implemented upon contract award.

LIST OF ATTACHMENTS

ATTACHMENT A

Test Slates and Specifications

ATTACHMENT B Contractor’s Test Equipment and Capacity

ATTACHMENT (A): TEST SLATES AND SPECIFICATIONS

I. Test Slates by Oil Type: The routine test slates for each type of oil samples are defined in the table below. The Contractor shall perform these tests by using the test methods outlined in Paragraphs II through V below.

Test Slate 1 Viscosity, Water, Total Base Number (TBN), Spectrochemical Analysis, Fuel Dilution, Oxidation, Soot Index, Direct Reading Ferrography

Test Slate 2

Viscosity, Water, Spectrochemical Analysis, Total Acid Number (TAN), Particle Count

Test Slate 3 Viscosity, Water, Spectrochemical Analysis, TAN

Test Slate 4 Viscosity, Water, Spectrochemical Analysis, TAN, Direct Reading Ferrography

Test Slate 5 Viscosity, Water, TBN for diesel engine oils or TAN for non-diesel engine oils, Spectrochemical Analysis

Supplemental Analytical Ferrography

Definitions of Test Slates:

Test Slate 1: This test slate will be used to testing used diesel engine oil samples.

Test Slate 2: This test slate will be used for testing used hydraulic oil samples with

Particle Count testing and gas turbine oil samples.

Test Slate 3: This test slate shall be used for testing used refrigeration, circulating, compressed air, fire retardant and non-PC hydraulic oil samples.

Test Slate 4: This test slate shall be used for testing used gear oil samples.

Test Slate 5: This test slate shall be used for testing new oil samples.

II. Physical Test Properties

Physical Test Property Description

Unit of Measure

Viscosity Test in accordance with ASTM D-445. Report Viscosity at 40°C for non-diesel engine oils and V100°C and 40°C for diesel engine oils.

cSt

Water

Water content shall be tested for by using industry accepted screening methods. If any water content is detected, the Karl Fischer water test (ASTM D- 1744/6304) will be run. Report any Free Water observed as percent by volume.

PPM or Percent by volume

Total Base Number

(TBN)

Test in accordance with ASTM D2896/D-4739.

Testing

Range 1-70

Total Acid Number

(TAN)

Test in accordance with ASTM D-664.

Testing

Range up to 6.0

Soot Index Test in accordance with industry approved soot meter or using Fourier Transform Infrared (FTIR) spectroscopy.

Testing Range between 0.01 to 5.0%

Oxidation Test using Fourier Transform Infrared (FTIR) spectroscopy.

Testing Range 1-50

A/Cm

Direct Reading Ferrography

Particle size index shall be reported in microns using industry accepted test methods.

Testing Range 0-microns

Analytical Ferrography

Perform test as directed by DR Wear Particle Content (WPC) and/or trend analysis and requested by the

Government.

Fuel Oil Dilution Fuel dilution shall be tested using gas chromatograph

(GC) equipment following ASTM D-3524.

Percentage by volume (0.1-15%)

Particle Counting

Test in accordance to ISO-4406 or ISO 11171 guidelines.

Test results provided shall be the actual particle count readings in 4/6/14 micron size including the class designation.

Testing Range 4 micron/6 micron/14 micron

III. Spectrochemical Analysis:

The Contractor shall conduct oil elemental analysis using an atomic emission spectrographic analyzer (ASTM D5181 or D6595) and report concentrations of the following elements:

Wear Metal Symbol Unit of measurement Aluminum (Al) PPM Antimony (Sb) PPM Boron (B) PPM Barium (Ba) PPM Calcium (Ca) PPM Chromium (Cr) PPM Copper (Cu) PPM Iron (Fe) PPM Lead (Pb) PPM Magnesium (Mg) PPM Molybdenum (Mo) PPM Nickel (Ni) PPM Phosphorous (P) PPM Potassium (K) PPM Tin (Sn) PPM Silicon (Si) PPM Silver (Ag) PPM Sodium (Na) PPM Titanium (Ti) PPM Zinc (Zn) PPM

IV. Analytical Ferrography Testing Standards:

The Contractor shall conduct ferrographic analysis as dictated by results of DR Wear Particle Content (WPC), trend analysis, or as requested by Government. The following elements shall be included on each analytic ferrography report submitted to the Government:

• A representative photograph of sample from 100x-1000x in magnification

• Wear particle count

• Normal wear concentration

• Sliding wear concentration

• Severe wear concentration

• Wear particle size determination

• Dark oxide concentration

• Red oxide concentration

• Corrosive wear particle concentration

• Non-Metallic Particle Concentration

• Non-Ferrous Metallic Particle Concentration

• A narrative with a statistical list of suspected problems and the recommended actions

• Sample analysis data

Report analytical ferrographic results via USCG site as a word or pdf document with file name linking it to the original oil sample data.

The data analyst shall provide remarks to indicate the test results have been reviewed and verified. Additional information with regards to sample condition such as abnormal visual appearance, presence of contaminants or inability to perform test results due to insufficient sample, shall also be provided in the laboratory comments of the data format (Attachment B).

The data analyst shall employ analysis techniques using USCG furnished threshold limits, trend analysis or OEM threshold limits to determine oil sample condition (normal, monitor, abnormal or critical) and provide alert indications. Recommendations are welcomed, but not required. The analysis provided shall be at no additional cost to the Government.

ATTACHMENT (B): CONTRACTOR’S TEST EQUIPMENT

AND CAPACITY

TEST TEST METHOD

(ASTM/ISO)

TYPE OF

EQUIPMENT

USED

QUANTITY OF

EACH

EQUIPMENT

NUMBER OF

SAMPLES

PER

EQUPIMENT

PER DAY

VISCOSITY @ 40C

ASTM D445

VISCOSITY @ 100C

ASTM D445

WATER CONTENT

ASTM

D1744/D6304

TOTAL BASE

NUMBER

ASTM

D2896/D4739

TOTAL ACID

NUMBER

ASTM D664

SOOT INDEX

FTIR/Soot Meter

OXIDATION

FTIR

SPECTROCHEMICAL

ANALYSIS

ASTM D5185

D6595

FUEL DILUTION

ASTM D3524

PARTICLE COUNT

ISO 4406 or ISO 11171

DIRECT READING

FERROGRAPHY

13 ANALYTICAL

FERROGRAPHY