RFP N00033-12-R-8002 Lubricant Oil Supplies.pdf

MILITARY SEALIFT COMMAND, N1023

914 CHARLES MORRIS CT SE

WASHINGTON NAVY YARD DC 20398-5540

UNDER DPAS (15 CFR 700)

11. DELIVERY FOR FOB

RFQ

SEE SCHEDULE

14. METHOD OF SOLICITATION

IFB RFP

CODE

SEE ADDENDUM

BLOCK IS MARKED

DESTINATION UNLESS

12. DISCOUNT TERMS

(No Collect Calls)

13b. RATING

13a. THIS CONTRACT IS A RATED ORDER

X

CODE

N00033-12-R-8002 30-Apr-2012

b. TELEPHONE NUMBER

202-685-5955

8. OFFER DUE DATE/LOCAL TIME

02:00 PM 24 Aug 2012

5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV 3/2005)

Prescribed by GSA

FAR (48 CFR) 53.212

(TYPE OR PRINT)

(SIGNATURE OF CONTRACTING OFFICER) 31c. DATE SIGNED

ADDENDA ARE

26. TOTAL AWARD AMOUNT (For Gov t. Use Only )

22. UNIT 23. UNIT PRICE 24. AMOUNT21. QUANTITY

CODE 10. THIS ACQUISITION IS

UNRESTRICTED

FAX: NAICS:

TEL:

CODE 18a. PAYMENT WILL BE MADE BYOFFEROR

SUCH ADDRESS IN OFFER

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT

BELOW IS CHECKED

TEL.

N00033

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FACILITY

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18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a. UNLESS BLOCK

15. DELIVER TO CODE 16. ADMINISTERED BY

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7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

JESSICA HARKER

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER

(TYPE OR PRINT)

30b. NAME AND TITLE OF SIGNER 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a.UNITED STATES OF AMERICA

0 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1. 52.212-4. FAR 52.212-3. 52.212-5 ARE ATTACHED.

25. ACCOUNTING AND APPROPRIATION DATA

1. REQUISITION NUMBER

19. ITEM NO. 20. SCHEDULE OF SUPPLIES/ SERVICES

SEE SCHEDULE

324191

TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS

SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS

SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED HEREIN.

SB

HUBZONE SB

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SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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TEL: EMAIL:

1 COPIES

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

.OFFER DATED YOUR OFFER ON SOLICITATION

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN 29. AWARD OF CONTRACT: REFERENCE

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8(A)

SVC-DISABLED VET-OWNED SB

EMERGING SB

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32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

(CONTINUED)

SEE SCHEDULE

19. ITEM NO. 20. SCHEDULE OF SUPPLIES/ SERVICES 21. QUANTITY 22. UNIT 24. AMOUNT

PAGE 2 OF

23. UNIT PRICE

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: ______________________________________________________

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f . TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

37. CHECK NUMBER

FINALPARTIALCOMPLETE

36. PAYMENT35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER

FINAL

33. SHIP NUMBER

PARTIAL

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV 3/2005) BACK

Prescribed by GSA

FAR (48 CFR) 53.212

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

N00033-12-R-8002

Section SF 1449 - CONTINUATION SHEET

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 Dollars, U.S.

Base Period

FFP

Base Period as per Attachment (E) Rate Table.

FOB: Destination

NET AMT

0002 Dollars, OPTION Option Period One

Option Period One as per Attachment (E) Rate Table.

0003 Dollars, OPTION Option Period Two

Option Period Two as per Attachment (E) Rate Table.

0004 Dollars, OPTION Option Period Three

Option Period Three as per Attachment (E) Rate Table.

0005 Dollars, OPTION Option Period Four

Option Period Four as per Attachment (E) Rate Table.

MINIMUM AND MAXIMUM QUANTITIES

As referred to in Paragraph (b) of the “Indefinite Quantity” clause of this contract, the contract minimum and maximum quantities are as follows:

(a) MINIMUM: The Government will issue task or delivery orders for the supplies or services specified in the contract, at the minimum amount of $200,000.00 for the Base Period. There are no other minimums for other than the Base Period.

(b) MAXIMUM: The Government may place task or delivery orders for any of the supplies or services specified in the contract, provided these task or delivery orders do not exceed the maximum amount plus ten percent (10%) of the contract value (inclusive of all options). This maximum amount is not to be exceeded without prior approval of the Contracting Officer. Reimbursable amounts shall not count against the maximum.

(c) If the maximum quantity is not reached in a single Period of Performance, the remaining quantity will be carried over to the following Period of Performance.

The minimum and maximum quantities are established for the whole potential five-year life of the contract and not on a base or option level.

LISTING OF ATTACHMENTS/EXHIBIT

Attachment (A): Global Support Requirements

Attachment (B): Oil Specifications

Attachment (C): List of Original Equipment Manufacturers

Attachment (D): Named Ports for Service Calls

Attachment (E): Rate Table

Attachment (F): Data Items

Exhibit (1): Past Performance Information

STATEMENT OF WORK

PERIOD OF PERFORMANCE

Period Length Date of Commencement Date of Completion

Firm Period One (1) year Option Period One One (1) year Option Period Two One (1) year Option Period Three One (1) year Option Period Four One (1) year

INDEX

1.0 GENERAL

1.1 Glossary of Terms Used in the Performance Work Statement

1.2 Standards Used in the Performance Work Statement

2.0 LUBRICANT SUPPLY

2.1 General Requirements

2.2 Specific Requirements for Individual Lubricant Applications

3.0 HANDLING OF LUBRICANTS

3.1 Delivery Schedule

3.1.1 Named Ports

3.1.2 Non-Named Ports within Geographic Zones

3.2 Delivery Methods and Packaging

3.2.1 Bulk Delivery

3.2.2 Tank Truck

3.2.3 Barge

3.3 Package Delivery

3.4 Other Delivery Charges

3.4.1 Delivery Surcharge for Expedited and Holiday/Weekend

3.4.2 Demurrage

3.4.3 Order Cancellation

3.4.4 Minimum Order Fee

3.4.5 Palletizing and Packing Requirements for Lubricants

3.4.6 Failure to Make Delivery

4.0 PERSONNEL

4.1 Key Personnel Minimum Qualifications

4.2 Substitution of Personnel

4.3 Key Personnel List and Resumes

4.4 Other Personnel

5.0 PROGRAM MANAGEMENT

5.1 Program Management Staff

5.2 Working Hours/Business Day

5.3 Training and Technical Reference Documentation

5.4 Quarterly Business Meeting

5.5 Program Office

5.6 Order Status Reporting

5.7 Weekly Outstanding TDL Order Status Report & Meeting

6.0 ENGINEERING SUPPORT SERVICES

6.1 Phase-In/Phase-Out Services

6.2 Service Calls

6.3 Training

6.4 Travel

7.0 MANAGEMENT, HANDLING, AND RETURNS

7.1 Empty Drums

7.2 Return of Receipted Packaged Product

8.0 PACKAGING AND MARKING

8.1 General

8.2 Package Sizes for Lubricants

8.3 Bulk

9.0 PRODUCT SUBSTITUTION/TECHNOLOGY IMPROVEMENT

9.1 Permanent Product Substitution

9.2 Approval of Product Substitution

9.3 Limits for Product Substitution

9.4 Technology Improvements

10.0 DELIVERY OF GOODS AND SERVICES

10.1 Delivery Verification

10.2 Required Time and Place of Delivery/Performance

10.3 Products found in leaking and/or broken container

11.0 CONTRACT ADMINISTRATION DATA

11.1 Contracting Officer’s Representative (COR) – Functions and Limitations

11.2 Ordering Officers

12.0 SPECIAL CONTRACT REQUIREMENTS

12.1 Delivery Order (DO) and Technical Direction Letter (TDL) Procedures

12.2 Other Direct Costs (ODC)

12.3 Licenses, Permits, and Precautions

12.4 Contractor Personnel

12.5 Quality Control Standards

12.6 Economic Price Adjustment

1.0 GENERAL

The Military Sealift Command (MSC) requires lubricants and related engineering support services for the MSC Lubrication Program. The Government is contracting not only for specific products and services, but also for the availability and delivery of these products and services on a worldwide basis within specific time constraints defined by this Contract. The Contractor shall provide products and services, on a worldwide basis, for MSC ships and any other Government owned or Government chartered ships designated by MSC. Services under the scope of this Contract include engineering support services (e.g. service calls and training), technical evaluation, and troubleshooting services.

The Contractor agrees to deliver the supplies and services set forth in this Contract when ordered by the Government in accordance with the Contract terms and conditions.

The following items are not separately priced under this contract:

• Paragraph 5.0 (Program Management)

Unless otherwise specified, consideration for all services and other deliverables under this Contract is the Government’s minimum guarantee.

The Contractor shall provide to each named port, any and all of, the products listed in the Rate Table (Attachment (E)).

1.1 Glossary of Terms Used in the Performance Work Statement: The following definitions apply to the terms used in this Contract:

ABS- American Bureau of Shipping

Bulk Delivery- Method of delivery wherein the Contractor is required to pump oil to the requesting ship using industry approved transfer equipment.

CFR- Code of Federal Regulations

COR- Contracting Officer’s Representative

DI- Data Item. Contract deliverables are defined in data requirements list.

DO- Delivery Order

Empty Drum- A container of approximately 209 liters in which there is no more than four (4) liters of residual product.

EPA- Economic Price Adjustment

FAR- Federal Acquisition Regulation

FOB- Free On Board. This term is used to identify products that are delivered directly to the ship or Government’s agent by the Contractor.

JTR- Joint Travel Regulations

MSDS- Material Safety Data Sheets

ODC- Other Direct Cost

OECD- Organization Economic Corporation and Development

OEM- Original Equipment Manufacturer

OPPG- Offeror’s Proposed Port Guide

PRIMARY- First in importance

PAO- Polyalphaolefin

POE- Polyol Ester

TBN- Total Base Number

TDL- Technical Direction Letter

VI- Viscosity Index-Defined as the rate of viscosity change with a change in temperature of the oil.

1.2 Standards Used in the Performance Work Statement: The following standards apply to the Performance Work Statement:

ASTM (American Society of Testing and Materials)-ASTM D277 is used for standard definitions of terms relating to Petroleum and standards for testing lubricants both new and used.

SAE (Society of Automotive Engineers)-SAE standards are used for engine oil viscosity classification.

AGMA (American Gear Manufacturers’ Association)-Standard 250.03 defines specifications for enclosed gear oils.

ISO (International Standards Organization)-Standard 3447 is used to define oil viscosity grades. ISO 9000 standards can be used for quality assurance for Product manufacturing and Product delivery. ISO 4406 is used to quantify both the size and quantity of wear particles in lubricating oil.

NLGI (National Lubricating Grease Institute)-This institute sets the specifications for greases.

API (American Petroleum Institute)-This institute sets standards for measuring oil characteristics, including API gravity.

ANSI (American National Standards Institute)-This institute is one of the technical standards groups that form the ISO, which sets quality assurance standards and manufacturing standards worldwide.

2.0 LUBRICANT SUPPLY

The lubricants to be delivered under this contract will be used in high, medium, and low speed diesel engines, steam turbines, gas turbines, reduction gears, air compressors, and other shipboard auxiliary equipment. The Contractor shall provide lubricants that meet the standards defined in Attachments (B) and (C). In those cases where the OEM does not certify lubricants by specific brand name, the Contractor shall provide a product that meets the OEM lube oil specifications.

2.1 General Requirements: The lubricants shall be from one of the following base stock families: paraffinic; alkyl benzene (AB); polyol ester (POE); polyalphaolefins (PAO); organic esters; or phosphate esters. Naphthenic base stock oil is only acceptable for compressors in refrigeration or heating. Grease made of polyurea base stock is NOT acceptable.

2.1.1 Shelf Life: The Contractor shall deliver products with a shelf life of at least six (6) months remaining.

2.2 Specific Requirements for Individual Lubricant Applications: The Contractor shall provide the following products, which shall meet the requirements described below as well as those in Attachment (B):

2.2.1 Diesel Engine Oils: The Contractor shall provide diesel engine lubricating oil.

2.2.2 Marine Steam Turbine Oil: The Contractor shall provide a paraffinic base high quality turbine grade oil. The lubricant shall contain no antioxidant 2, 6 di-tert-butylphenol (DTBP).

2.2.3 Marine Gas Turbine Oil: The Contractor shall provide a synthetic polyol ester base lubricant and a highly refined ashless mineral oil that meets the criteria below:

• Approved under U.S. Military Specification MIL-PRF-23699 for use in aircraft derivative gas turbines (applies to base lubricant only). Classification must be “High Thermal Stability.”

• Turbine grade ashless additive oil meeting MIL-L-6081 Grade 1010 requirements (applies to mineral oil only).

• Approved under U.S. Military Specification MIL-PRF-23699f Classification STD for use in GE LM2500 Marine Engines. Classification must be “STD.”

2.2.4 Reduction Gear Oil: The Contractor shall provide reduction gear oil in both paraffinic mineral and polyalphaolefin synthetic base stock. Both oils must meet the minimum AGMA extreme pressure ratings, as well as ISO viscosity index and viscosity grade requirements. Zinc dithiodiphosphate (ZDDP) or other additives in the additive package of any synthetic oil provided that are chemically reactive with bronze or brass components are unacceptable.

2.2.5 Hydraulic Fluid: The Contractor shall provide two types of hydraulic fluid meeting the following requirements:

• Paraffinic mineral base- this fluid shall be formulated from high quality, mineral base hydraulic oil with antioxidant, anti-foaming and anti-wear additives.

• Readily biodegradable, synthetic base anti-wear hydraulic oil that meets OECD 301B biodegradability criteria.

2.2.6 Compressor Oil: The Contractor shall provide compressor oil for both air compressors and refrigerant compressors as described below.

• Air Compressor Oil: Air compressor oils shall be both mineral and synthetic base stocks.

• Refrigerant Compressor Oil: Refrigerant compressor lubricants shall be compatible with chlorofluorocarbon (R-11, R-12, R-502), hydrochloroflourocarbon (R-32), and hydroflourocarbon (R-134a, R-407a, R407b, R407c) refrigerants.

2.2.7 Greases: The Contractor shall provide lithium complex extreme pressure (EP), lithium complex synthetic, calcium EP complex, organic clay and organic clay synthetic greases. All greases shall meet the standards of NLGI grades No. 00 through 02 as outlined in Attachment (B). Greases made of polyurea stock are not acceptable.

3.0 HANDLING OF LUBRICANTS

The fixed priced Delivery Surcharges for Lubricants (Attachment (E)) for truck and/or barge shall be all-inclusive for all transportation and handling of delivered products (i.e. including, but not limited to, ALL fees, taxes, value-added taxes, surcharges, dues, or other charges necessary to deliver the product to the ship). Transportation surcharges only apply to products that have units of issue in kilograms or liters. Any product listed as each or case will not have a transportation surcharge applied.

For any products to be delivered under this Contract for which a pack description and/or port unit of measure has not been specified in Offeror’s Proposed Port Guide (OPPG), the Contractor agrees to make reasonable efforts to comply with the pack description and/or port unit of measure ordered by the Government. In the event the Contractor cannot comply with the Government's order, the Contractor will inform the COR of the pack description(s) and/or port unit of measure(s) available and await further instruction.

3.1 Delivery Schedule: The Contractor shall deliver products to all named ports listed in Table 1 of Attachment (A), and all other ports in the OPPG.

3.1.1 Named Ports: The Contractor shall deliver all products to all named ports listed in Table 1 of Attachment (A), within the delivery timeframes delineated in Table 3 of Attachment (A), unless otherwise specified within an order.

3.1.2 Non-Named Ports within Geographic Zones: The Contractor is required to deliver products to all non-named ports within geographic zones in Attachment (A) per the OPPG meeting the geographic zones delivery timeframes cited in Table 3 of Attachment (A), unless a different timeframe is otherwise specified within an order and agreed to by the Contractor.

3.2. Delivery Methods and Packaging:

3.2.1 Bulk Delivery: When ordered by the Government, bulk delivery of engine oils (minimum order of 2,000 liters) shall be provided to all named ports listed in Table 1 of Attachment (A) and to all non-named ports which are listed in the OPPG, in accordance with the applicable minimum delivery timeframes cited in Table 3 of Attachment (A).

When ordered by the Government, bulk delivery of turbine, main reduction gear, and hydraulic oils (minimum order of 4,000 liters) shall be provided to all named ports listed in Table 1 of Attachment (A) and to all non-named ports which are listed in the OPPG, in accordance with the applicable minimum delivery timeframes cited in Table 3 of Attachment (A).

The Government’s order shall specify the delivery method (truck or barge). The bulk delivery rate in Attachment

(E) shall be all-inclusive, to include all labor and equipment necessary to deliver the products (e.g. operators, mooring, pumps).

3.2.2 Tank Truck: The Contractor shall equip delivery tank trucks with adequate hose to reach a ship’s filling station located up to 50 meters from the truck. When truck delivery is specified, a Transportation Surcharge shall be payable as set forth in Attachment (E). When ordered by the Government, the Contractor shall provide an additional 20 meters of hose, the firm-fixed-price price of which shall be negotiated by the parties prior to delivery. The price shall be negotiated based on actual cost. Actual cost does not include handling charges, general and administrative cost, overhead, profit or any other indirect costs.

3.2.3 Barge: Barge deliveries will be required only within the barge ports specified in Table 2 of Attachment (A).

When barge delivery is specified, a Transportation Surcharge shall be payable as set forth in Attachment (E) in addition to the barge rate.

3.3 Package Delivery: The Contractor shall deliver packaged lubricants (drum, pail, case) per order requirements.

3.4 Other Delivery Charges:

3.4.1 Delivery Surcharge for Expedited and Holiday/Weekend: The Contractor shall be entitled to collect a firm fixed price for each order:

• Expedited delivery surcharge for each instance in which the order lead time provided by the Government is less than the minimum delivery time period specified in the contract for the applicable named port or geographic zone.

• Special delivery surcharge for each instance in which the delivery date requested by the Government falls on a Saturday, Sunday, or local holiday. Local holidays shall be limited to those holidays officially recognized by the national Government for the specific country involved.

The Contractor may only collect for expedited and holiday/weekend surcharge in those instances when the Government requested this type of delivery and the delivery was successfully completed on the date requested.

In a situation where an expedited delivery falls on a weekend/holiday, the Contractor shall be entitled to collect both the expedited and holiday/weekend surcharges.

The Contractor shall not be obligated to provide expedited deliveries OR deliveries on weekends/holidays, but to only make best efforts.

Contractor shall not incur any penalties for failure to be able to accommodate requests for expedited delivery or for failure to accommodate requests for weekend or local holiday deliveries (i.e. the consequences of failure to order products and services in a more timely manner is the Government's risk); however, the Contractor will remain liable to make delivery as outlined in Attachment (A).

The cost of expedited delivery necessitated by the Contractor's failure to maintain adequate local stock inventories or adequate just-in-time manufacturing/stock management/delivery arrangements, shall be solely the responsibility of the Contractor, provided the Government has provided adequate order lead time for the main port or geographic zone involved.

3.4.2 Demurrage: The Contractor shall be entitled to demurrage when pumping has not commenced after 2 hours following the planning conference (for barge deliveries), or when the Contractor’s delivery truck is prevented from gaining access to the vessel, 2 hours following its entry through the facility gate (truck deliveries). Delays will be determined through comparisons of driver/vessel logs and Government records. Demurrage shall be payable at the rate identified in Attachment (E) for each hour, and pro rata for each part thereof. After 48 continuous hours of delay charges, the Contractor shall consider the order cancelled. Demurrage is not payable for delays caused through the fault or negligence of the Contractor and, notwithstanding FAR Clause 52.212-4(f), for those delays attributable to interventions by local authorities or operation of local law or regulations. If the Contractor uses multiple trucks to fulfill an order, demurrage shall be calculated for each truck individually to account for staggered arrival times.

3.4.3 Order Cancellation: In the event that a delivery of lubricants is cancelled less than 48 hours prior to the required delivery date for named ports and less than the lead time shown in the OPPG prior to the required delivery date for all other ports the Contractor shall be paid the firm fixed price for restocking of products and the transportation surcharge applicable to the location at which a product is returned as provided in Attachment (E).

3.4.4 Minimum Order Fee: The Contractor is entitled to a minimum order fee, set forth in Attachment (E), in the event the Government requires less than 400 liters or kilograms on an order in a named port or for less than the minimum quantity shown in the OPPG for all other ports.

3.4.5 Palletizing and Packing Requirements for Lubricants: The Government may order lubricants packaged on a pallet for delivery or transport via crane or barge only in Guam and Singapore. The Government may place orders for less-than-pallet size deliveries. The maximum pallet size is addressed in Paragraph 8.0. The Contractor shall be paid the rate in Attachment (E).

3.4.6 Failure to Make Delivery: Subject to Paragraph 3.4.1, if the Contractor fails to deliver an order by the date specified on the order, the Contractor shall be responsible for all additional costs it incurs to effect delivery to the vessel as soon as possible.

4.0 PERSONNEL

4.1 Key Personnel Minimum Qualifications: The Program Manager and Technical Manager are key personnel.

4.1.1 Program Manager and Technical Manager: The Program Manager shall have a minimum of a Bachelor's degree in Engineering, Business, or Science; and either of the below listed experiences. The Technical Manager shall have a minimum of a Bachelor's of Science degree in Marine, Mechanical, Chemical, or Electrical Engineering;

and either one of the following:

• At least four (4) years shipboard experience deepwater sailing in the engine department on commercial or Government ships, OR

• At least (4) years program management experience managing industrial or marine lubricants.

4.2 Substitution of Personnel:

4.2.1 Key Personnel: Key personnel may not be removed from the contract without express approval of the Contracting Officer, in accordance with MSC 5252.237-9801 SUBSTITUTION OF KEY PERSONNEL (AUG 1990). Resumes shall be provided for all key personnel substitutions.

4.3 Key Personnel List and Resumes (Attachment (F), DI-001): The Contractor shall provide a list of the Key Personnel. Resumes for personnel in these positions shall be delivered in accordance with Attachment (F), DI-001.

4.4 Other Personnel: The Contractor shall provide Field Service Technical Representatives and Customer Service Representative(s).

4.4.1 Field Service Technical Representative(s):

The Contractor shall provide Field Service Technical Representative(s) to conduct service calls. The Field Service Technical Representative(s) must be familiar with lube oil requirements and onboard ship equipment.

4.4.2 Customer Service Representative(s):

The Contractor shall provide Customer Service Representative(s) that are fluent in English and have experience in the management of customer service functions.

5.0 PROGRAM MANAGEMENT

All items in Paragraph 5.0 are not separately priced. They shall be included in the cost of the other products and services of this contract.

5.1 Program Management Staff: The Contractor shall provide a Program Manager, a Technical Manager, and Customer Service Representative(s) whose primary duties shall be the management of MSC’s Fleet Lubricant Oil Program.

5.1.1 Program Manager: The Program Manager is responsible for the overall management of the contract. 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. The Program Manager shall keep MSC informed of all changes to any foreign or domestic environmental requirements that affect the supplies and services provided under this contract. All recommendations for substitution of personnel as defined by the contract shall originate from the Program Manager. The Program Manager shall have the authority to direct all foreign field offices to fulfill contract requirements.

5.1.2 Technical Manager: The Technical Manager is responsible for all matters pertaining to lube oil issues and technical training provided under this contract. The Technical Manager shall have a cellular phone and shall be available 24 hours a day/seven (7) days a week. The Technical Manager is responsible for reviewing the technical reports and providing guidance and comments to correct any deficiencies noted. The Technical Manager is also responsible for the review of all service call reports and shall provide guidance and comments to the COR on deficiencies noted. MSC expects that this contract will be the Technical Manager’s primary, but not necessarily sole, duty.

5.1.3 Customer Service Representative(s): The Customer Service Representative(s) are the point of contact to process and provide status on all orders. The Customer Service Representative(s) will maintain a 24 hours a day/seven (7) days a week tracking system on delivery requirement status. The Customer Service Representative(s) shall be able to provide the status of all requirements placed against the contract. Also, the Customer Service Representative(s) shall be available for emergency supply as needed during non-working day hours. The Customer Service Representative(s) functions shall include, at a minimum, receiving, processing, and tracking the status of orders placed and the scheduling of worldwide deliveries.

5.2 Working Hours/Business Days: Working hours and business days 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 U.S. Federal Government is open for business.

5.3 Training and Technical Reference Documentation:

5.3.1 General: The Contractor shall update and revise all training materials, manuals, and handbooks developed during the Phase-In Services as defined in Paragraph 6.1.1, as necessary to keep them current.

5.3.2 Handbook:

5.3.2.1 Lube Oil Handbook (Attachment (F), DI-002): The Contractor shall develop compact disks (CD) versions of handbooks for distribution to all of the ships and selected shore side staff. The handbooks shall include the following:

a. Program Overview

(1) Scope

(2) Procedures

(3) Service Report Form

b. Points of Contact

(1) MSC Staff

(2) Contractor

c. Product List

d. Ship-specific Lube Oil Chart

e. Training subjects:

a. Contract overview, including Contractor and MSC organizational charts

b. Basic lubrication fundamentals

c. Grease fundamentals

d. Critical elements in choosing lubricants

e. Products by application

f. Lube oil purification operation

g. Lube oil compatibility, storage, handling and transfer procedures, emphasizing handling and transfer techniques that minimize introduction of contaminants into equipment lubrication systems.

f. Product Technical Data Sheets

g. MSDS

h. Technical Bulletins

i. Charts, Tables & Miscellaneous

a. Grease Compatibility Chart

b. Temperature Conversion Table

The Government will provide the Contractor with the existing handbook as a guide during Phase-In Services.

5.3.2.2 Lubrication Charts (Attachment (F), DI-003): The Contractor shall provide Lubrication Charts for each vessel serviced by the contract. The Lubrication Charts shall list all lubricated equipment onboard the ship and provide associated OEM required lubricants. Additionally, the Contractor shall include notes for special requirements, such as the use of special oil during the break in period for overhauled equipment.

Wherever possible, the Contractor shall minimize the number of different products listed by the Lubrication Chart through consolidation. The Contractor may recommend lubricants provided under this contract exceeding OEM requirements for the purpose of lubricant consolidation. The Lubrication Charts shall include greases and grease points. The Contractor shall ensure that Lubrication Charts are provided to the field service representative for use during routine service calls and these charts shall be reviewed and updated with the Chief Engineer or his designated representative during each routine ship visit. The Government will provide a copy of existing ship lubrication charts during the Phase-In Services.

5.3.3 Shipboard Training: The Contractor shall provide shipboard training regarding the proper use of lubricant oil used onboard the ship. Shipboard training is an abbreviated version of shoreside training. At a minimum, training shall address the topics outlined in the Lube Oil Handbook and it shall be tailored to discuss issues relevant to the ship being visited. Attendees of shipboard training shall be provided CDs of the Lube Oil Handbook.

The shipboard training shall be accomplished as part of the initial and periodic service calls.

5.4 Quarterly Business Meeting:

5.4.1 Quarterly Business Meeting: Quarterly Business Meetings will be scheduled approximately every three (3) months during the period of performance of the contract at a location and time agreed to by MSC and the Contractor.

The Quarterly Business Meeting shall incorporate a review of all data and reports generated over the past quarter.

The Contractor shall record and distribute Meeting Minutes per Attachment (F), DI-004.

5.4.2 Quarterly Report: The Contractor shall provide quarterly reports of all activities, including a summary of each:

a. Service call

(1) Ship, port, and date of call

(2) List of all lubrication chart(s) or machine lubrication deficiencies noted by the field service representative

(3) Names and titles of ship's crewmembers trained

b. Training activities

(1) List of personnel trained

c. Product and services

(1) Product name and quantity delivered during the past 90 days to each ship

(2) Product name and quantity by ports

(3) Identify low product usage

Quarterly Reports will begin three (3) months after the issuance of the first order under this contract. The report shall be distributed quarterly per Attachment (F), DI-005. The Quarterly Report will be discussed at the Quarterly Business Meeting.

5.5 Program Office(s): The Contractor shall provide a Program Office capable of conducting business during working hours. The Program Office shall include personal computers for the Program Manager, Technical Manager, and Customer Service Representative(s), which shall have the ability to access the Internet and email. This office shall have the ability to send and receive faxes.

5.5.1 Point of Contacts and Field Office List Attachment (F), DI-006: The Contractor shall provide contact information for the Program Manager, Technical Manager, and Customer Service Representative(s). The contact list shall include personnel phone numbers, fax numbers, business mailing addresses, and email addresses. The Contractor shall also provide and update, on a quarterly basis, a directory of field offices in support of this contract, which shall include phone numbers, cellular phone numbers, fax numbers, and email addresses for all points of contact.

5.6 Order Status Reporting:

The Contractor shall provide email confirmation of the receipt of each order (either verbal or email) submitted by the Government. This notification shall be provided to the Ordering Officer(s) no later than the close of business on the business day, which the Contractor is deemed to have received the order.

5.7 Weekly Outstanding TDL Report and Meeting - Attachment (F), DI-011 The Contractor shall provide a Weekly Outstanding TDL Report of outstanding line items on a given order that have not been delivered and current updated status for final order delivery completion. Upon final order delivery completion, the current updated status will reflect “Final Delivery Complete” on the Weekly Oustanding TDL Report. On the following Weekly Outstanding TDL Report, these orders will be removed in their entirety. If not previously cancelled by the Government, any line item on a given order that has appeared on the subsequent Weekly Outstanding TDL Report for a period of 90 days will be canceled. The Weekly Outstanding TDL Report will be discussed at a weekly TDL order meeting.

6.0 ENGINEERING SUPPORT SERVICES:

6.1 Phase-In/Phase-Out Services:

6.1.1 Phase-in Services: Following contract award, there shall be a one hundred twenty (120) day Phase-in Period, during which the Contractor shall, with Government input, develop a phase-in plan (Attachment (F), DI-007) to facilitate the transition of products and services from the predecessor contract to the current contract. The Government may request limited scale product/services deliveries sixty (60) days after contract award.

The Contractor can expect to begin receiving full-production scale orders for delivery of all products and services immediately following the completion of the Phase-in Period. There shall be no gradual production/delivery ramp-up period associated with the contract.

Within fifteen (15) days after contract award, the Contractor shall commence a review of lube oil requirements by MSC ship/class with the COR to identify the specific lube oil applicable to each specific MSC ship/class machinery.

This review shall be completed within 60 days of contract award. The review of lube oil applicability shall also address compatability of current lubricants and new lubricants available under this contract. The Contractor shall provide guidance on the methods for transitioning to new products. The Contractor may be required to run compatability tests.

Within fourteen (14) days after contract award, the Contractor and MSC shall schedule and attend a contract kick-off meeting with the COR, Program Manager, the Technical Manager, and the cognizant MSC personnel in Washington, DC. The Contractor shall participate in a minimum of four, one-day meetings at MSC Headquarters in Washington, D.C. The cost for phase-in services shall include all expenses (e.g., travel, labor, per diem, compatibility tests) associated with the phase-in services, including travel to Washington, D.C. for meetings. Meetings will be documented by the Contractor per Attachment (F), DI-004.

The Lube Oil Handbook (Attachment (F), DI-002), and Lubrication Chart (Attachment (F), DI-003) shall also be developed during the Phase-in Period. Prior to, or concurrent with, the commencement of initial service calls, the Contractor shall deliver all shipboard training materials to MSC.

The Contractor and the COR shall develop a mutually agreeable schedule for initial service calls to approximately 20 to 30 identified MSC ships (Attachment (F), DI-008).

The Contractor shall develop final report formats for the following DIs within Attachment (F):

1. Quarterly Report of Service Calls, Training Activities, Products and Services (DI-005)

2. Service Call Report (DI-009)

3. Engineering Services Report (DI-010)

6.1.2 Phase-out Services: Before performance on this Contract ends completely, the Contractor shall use reasonable efforts to facilitate a successful transition of services from it to the awardee under a subsequent contract for the same or similar requirement. The Contractor shall develop, with Government input, a plan of action to facilitate the transition of services to the incoming Contractor with no degradation of services.

6.1.2.1 Phase-out Reports:

The Contractor shall provide the following reports during Phase-out Services:

a. A CD of all Service Call Reports.

b. A report compiling all data presented on products and ports from contract award to date.

c. A DO Status Report identifying all expenses recorded against each DO. The report should indicate whether all invoicing has been completed for a specific DO.

6.2 Service Calls:

The Contractor shall perform initial, periodic, and emergency service calls, which will be requested by a TDL.

Travel expenses for service calls shall be payable in accordance with Paragraph 6.4. Service calls shall be payable at the fixed prices listed in Attachment (E). When multiple ships are subject to service calls in the same vicinity and timeframe, service calls shall be payable per ship, but travel shall be considered to be a single occurrence and reimbursed in accordance with Paragraph 6.4.2 based on the number of days required.

6.2.1 Schedule of Initial Service Calls (Attachment (F) DI- 008): The Contractor shall develop a draft schedule of initial service calls to identified MSC ships during the Phase-in Period specified in Paragraph 6.1.1.

6.2.2 Initial Service Call: The initial service call shall be made to identified MSC ships within 270 days of contract award. The Contractor shall perform the service calls at the fixed price set forth in Attachment (E). Travel to the ports listed in Attachment (D) shall be paid at the fixed price set forth in Attachment (E). Travel for service calls to ports not listed in Attachment (D) shall be reimbursed in accordance with Paragraph 6.4.2. The Contractor's Field Service Representative shall:

1. Provide an overview of the contract and services provided

2. Provide and review preliminary lubrication chart with the Chief Engineer or a designated ship’s representative. Corrections and lubricants not identified shall be reported in the Service Call Report

3. Provide Lube Oil Handbook (if available)

4. Provide shipboard training (Paragraph 6.3.1)

5. Review inventory of onboard lubrication oils

6. Discuss any concerns from the ship’s crew

7. Provide Service Call Report (Attachment (F), DI-009)

6.2.3 Periodic Service Call: The Contractor shall perform Periodic Service Calls as requested by the Government.

The Contractor shall perform the service calls at the fixed price set forth in Attachment (E). Travel to the ports listed in Attachment (D) shall be paid at the fixed price set forth in Attachment (E). Travel for service calls to ports not listed in Attachment (D) shall be reimbursed in accordance with Paragraph 6.4.2. The following shall be the minimum tasks performed:

1. Review the most current lubrication chart with the Chief Engineer or the designated ship’s representative. Any recommendations or corrections noted shall be reported in the Service Call Report.

2. Provide the ship with any corrections to the onboard ship lubricant data sheets or MSDS sheets via CD.

3. Review contract products and services with the Chief Engineer or the designated ship’s representative.

4. Ensure the ship is operating lube oil purifiers at the correct temperature for purifying the Contractor’s lubricant.

5. Ensure all grease containers and grease guns are compatible .

6. Review the Lube Oil Handbook

7. Provide a Service Call Report (Attachment (F), DI-009)

6.2.4 Emergency Service Calls: Emergency service calls differ in that they will normally require the use of a technical expert. The Contractor shall respond to emergency service calls requests within 24 hours when notified during normal working hours/business days and within 36 hours when notified during non-normal working hours/business days. The Contractor shall provide an Engineering Service Report (Attachment (F), DI-010).

All engineering services ordered for an emergency service call shall be by written orders describing the services to be performed, deliverables required, and the maximum number of labor hours under the order. Commuting time to the required destination shall not be included. Travel costs are not fixed and shall be reimbursed in accordance with Paragraph 6.4.2.

The Contractor shall make oral and email (when possible) situation reports to the COR daily during the course of an emergency service call. When more extensive investigation is required, the Contractor shall recommend additional measures to be taken. The Government shall issue orders for additional analysis as necessary based on the fixed prices in Attachment (E).

6.2.5 Engineering Services: As required by the Government, the Contractor shall provide technical evaluation and troubleshooting services concerning lubrication-related problems. The Contractor shall be notified in writing of the services to be performed, deliverables required, and the expected timeframe involved. Travel shall be reimbursed in accordance with Paragraph 6.4.2.

6.2.6 Service Call Report (Attachment (F), DI-009): For each Service Call, the Contractor shall prepare a Service Call Report. At a minimum, the service call report will identify any problems with the lubricant charts or machinery lubrication and any comments on the program identified during discussions with the ship’s engineers. The report shall document any weaknesses in the shipboard lubrication oil program and any concerns identified during discussion with the ship’s engineers. In addition, it shall include a summary of training performed and any updates made to handbooks. Any conditions which adversely affects the short-term operability of machinery or which will affect the long-term condition of the equipment shall be brought to the attention of the Chief Engineer or his designated ship’s representative, and shall be noted in the report. Any situation in which the wrong lubricant is used in equipment, possibly resulting in a failure of that equipment, shall be reported to the Chief Engineer or the designated ship’s representative prior to the Contractor leaving the ship.

6.2.7 Engineering Services Reports (Attachment (F), DI-010): The Contractor shall prepare Engineering Services Reports for each emergency service call or request for engineering services. The report shall contain, at a minimum, the information detailed in Paragraph 6.2.4 above, tailored to the nature of the call or services and shall address specific subject matter as directed by the COR.

6.3 Training:

6.3.1 Shoreside Training: The Contractor shall provide shoreside training for up to twenty (20) personnel during each training session. Each attendee of shore side training sessions shall be provided CDs of the Lube Oil Handbook.

At a minimum, the training shall address the topics outlined in the Lube Oil Handbook.

For locations in the Norfolk, VA, area, the fixed price in Attachment (E) shall include:

1. Labor, per diem, and travel costs for the instructor(s)

2. All training materials required to accomplish the training

3. All equipment necessary to present the training

For other locations, the fixed price in Attachment (E) shall include:

1. Labor for the instructor(s)

2. All training materials required to accomplish the training, and

3. All equipment necessary to present the training.

Travel costs shall be reimbursed in accordance with Paragraph 6.4.2.

Upon issuance of an order, training shall be conducted in the following location(s):

Location Estimated Number of Sessions per Year (without guarantee)

Norfolk Area, VA 6 Other Locations 2

The Government shall provide a 30-day notification prior to the start of the shoreside training session to give the Contractor time to prepare and arrange for training.

The shoreside training shall be completed in one (1) business day.

If the Government does not provide facilities, the cost of the facilities shall be reimbursed in accordance with Paragraph 12.2.

6.4 Travel:

6.4.1 Firm Fixed Price Travel: For ports listed in Attachment (D), travel costs (including airfare, per diem, etc.) for initial and periodic service calls shall be paid at the fixed price quoted. Travel within a 50-mile radius shall be included in the fixed price.

6.4.2 Reimbursable Travel: All other travel, to include travel to geographic zones or ports not listed in Attachment (D), shall be reimbursed as set forth below.

6.4.2.1 Contractor Request and Approval of Travel: Any travel under this contract must be specifically requested in writing by the Contractor and approved by the Contracting Officer’s Representative (COR), prior to incurring any travel expense. The Contractor shall submit the written request to the COR three weeks in advance, when possible.

The travel request shall include as a minimum, the following:

1. Contract number

2. Date, time, and place of proposed travel

3. Purpose of travel and how it relates to the contract

4. Contractor’s estimated cost of travel with a breakdown of the estimated costs of transportation, lodging, meals, and incidentals; and

5. Name(s) of individual(s) traveling.

The COR shall review and approve/disapprove (as appropriate) all travel requests submitted giving written notice of such approval or disapproval to the Contractor.

6.4.2.2 Travel Reimbursement: The Contractor shall be reimbursed for reasonable actual cost of transportation, lodging, meals and incidental expenses. However, actual costs shall be considered reasonable, allowable, and reimbursable only to the extent that they do not exceed, on a daily basis, the maximum per diem rate in effect at the time of travel as set forth in the DoD Joint Travel Regulations located at https://secureapp2.hqda.pentagon.mil/perdiem/.

Actual cost does not include handling charges, general and administrative cost, overhead, profit or any other indirect costs.

The Contractor shall use the allowable Government personnel rates for transportation and lodging. Reimbursement for airfare shall not exceed the lowest customary standard, coach or equivalent airfare offered during normal business hours. The Contractor will not be reimbursed for travel expenses unless audited records for transportation contain evidence, such as original receipts, substantiating actual expenses incurred for travel. In no event will reimbursement exceed the published rates of common carriers. Expenses for lodging, meals and incidental expenses shall be reimbursed to the Contractor, provided that the overnight stay was documented as necessary.

Each order that requires travel will include a not-to-exceed funding limitation for travel costs. When the Contractor expects the funding expended for reimbursable travel to reach 85 percent of the total funds available on the reimbursable travel CLIN, the Contractor shall notify the Contracting Officer and the COR and any other Government official identified by the Contracting Officer. The notice shall state the estimated amount of additional funds required to continue performance for the period specified in the order. The Contractor shall not exceed or incur costs that exceed the amount of funding stated on an order’s reimbursable travel CLIN.

The Government is not obligated to reimburse the Contractor for otherwise reimbursable travel in excess of the funded amount stated on an order’s reimbursable travel CLIN.

The Contractor is not obligated to continue performance of any reimbursable work under this Contract or otherwise incur costs for reimbursable travel in excess of the funded amount stated on an order’s reimbursable travel CLIN unless the Contracting Officer notifies the Contractor in writing that the funded amount stated under that reimbursable travel CLIN has been increased. In the event that notification is made orally, such notification shall be followed with a written notification within two working days.

No notice, communication, or representation from any person other than the Contracting Officer shall affect the Government’s obligation to reimburse the Contractor.

Changes to the contract or an order shall not be considered an authorization to exceed the funded amount stated on a reimbursable travel CLIN unless the change contains a statement expressly increasing the funded amount of the reimbursable travel CLIN by a sufficient amount to cover the change.

6.4.2.3 Multiple Vessel Visits at the Same Site: A Contractor visiting multiple vessels at the same site shall only be entitled to travel reimbursement for a single occurrence of travel to and from the site. Per diem shall be provided if visiting the multiple vessels takes more than one (1) day.

7.0 MANAGEMENT, HANDLING, TRANSPORTATION AND RETURNS

7.1 Empty Drums

The drum removal services offered by the Contractor under this paragraph are strictly limited to ports identified in the Offeror’s proposal.