N00033-13-T-8024_Solicitation.pdf

PDF 396 KB Posted Aug 16, 2013

Attached to: Lube Oil Testing and Analysis Services
Solicitation number: N00033-13-T-8024
Issued by: Department of the Navy Military Sealift Command

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N00033-13-T-8024 Lube Oil Testing and Analysis RFQ

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File	Type	Posted
13-T-8024_Attachment_C_Rate_Table.xls	XLS spreadsheet	Aug 16, 2013
N00033-13-T-8024_Solicitation.pdf	PDF	Aug 16, 2013
13-T-8024_Attachment_C_Rate_Table.xls	XLS spreadsheet	Aug 16, 2013
N00033-13-T-8024_Presolicitation_Synopsis.doc	DOC document	Jun 13, 2013

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MILITARY SEALIFT COMMAND WASHINGTON D.C.

914 CHARLES MORRIS COURT 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)

$14.0M

13b. RATING

13a. THIS CONTRACT IS A RATED ORDER

CODE

N00033-13-T-8024 09-Aug-2013

b. TELEPHONE NUMBER

202-685-5961

8. OFFER DUE DATE/LOCAL TIME

02:00 PM 19 Sep 2013

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

SIZE STD:

9. ISSUED BY

FACILITY

CODE

17a.CONTRACTOR/

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

15. DELIVER TO CODE 16. ADMINISTERED BY

SEE SCHEDULE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

CATHERINE BRODO

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

541380

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.

HUBZONE SB

SET ASIDE: 100 % FOR

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

TEL: EMAIL:

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

8(A)

SVC-DISABLED VET-OWNED SB

EMERGING SB

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

N00033-13-T-8024

Section SF 1449 - CONTINUATION SHEET

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 Dollars, U.S.

Base Period

FFP

Base Period: 01 April 2014 to 31 March 2015 FOB: Destination

NET AMT

0002 Dollars, OPTION Option Period One

Option Period One: 01 April 2015 to 31 March 2016

0003 Dollars, OPTION Option Period Two

Option Period Two: 01 April 2016 to 31 March 2017

0004 Dollars, OPTION Option Period Three

Option Period Three: 01 April 2017 to 31 March 2018

0005 Dollars, OPTION Option Period Four

Option Period Four: 01 April 2018 to 31 March 2019

MINIMUM / MAXIMUM

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 agrees to order a minimum of $100,000.00 of supplies or services under this contract.

(b) MAXIMUM: The maximum quantity that can be ordered during any contract period shall equal the sum of the value of the contract period then current and the value of all previous contract periods, if any, plus ten percent (10%) less the total value of all orders placed during all previous contract periods.

INSPECTION AND ACCEPTANCE TERMS

Supplies/services will be inspected/accepted at:

CLIN INSPECT AT INSPECT BY ACCEPT AT ACCEPT BY

0001 N/A N/A N/A Government 0002 N/A N/A N/A Government 0003 N/A N/A N/A Government 0004 N/A N/A N/A Government 0005 N/A N/A N/A Government

DELIVERY INFORMATION

CLIN DELIVERY DATE QUANTITY SHIP TO ADDRESS UIC

0001 POP 01-APR-2014 TO

31-MAR-2015

N/A N/A

0002 POP 01-APR-2015 TO

31-MAR-2016

0003 POP 01-APR-2016 TO

31-MAR-2017

0004 POP 01-APR-2016 TO

31-MAR-2018

0005 POP 01-APR-2018 TO

31-MAR-2019

ADDENDUM TO BLOCK 20

PERIOD OF PERFORMANCE:

Period Length Dates Base Period One (1) year 01 April 2014 – 31 March 2015 Option Period One One (1) year 01 April 2015 – 31 March 2016 Option Period Two One (1) year 01 April 2016 – 31 March 2017 Option Period Three One (1) year 01 April 2017 – 31 March 2018 Option Period Four One (1) year 01 April 2018 – 31 March 2019

PERFORMANCE WORK STATEMENT

1.0 General

1.1 Standards Used in the Statement of Work

2.0 Performance Requirements

2.1 General

2.2 Receipt, Testing, Data Transfer, and Retention

2.3 Quarterly/Semi-Annual Business Meetings

2.4 Monthly Reports

3.0 Contractor Facility

3.1 Lube Oil Sample Address

3.2 Equipment

3.3 Barcode Equipment

4.0 Phase-In and Phase-Out

4.1 Phase-In Services

4.2 Phase-Out Services

5.0 Performance Standards

6.0 Personnel

6.1 Key Personnel Minimum Qualifications

6.2 Other Personnel Minimum Qualifications

6.3 Substitution of Personnel

7.0 Program Support

7.1 Program Management Staff

7.2 Working Hours/Business Day

7.3 Roster of Personnel

8.0 Contract Administration

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

8.2 Ordering Officer(s)

8.3 Other Direct Cost (ODC) Provision

8.4 Licenses, Permits, and Precautions

8.5 Technology Improvements

Attachment (A): Test Slate Specifications Attachment (B): Prescribed Extensive Markup Language (XML) Format Attachment (C): Rate Table (See attached MS Excel document) Attachment (D): Data Requirements List Attachment (E): Data Items Attachment (F): Performance Assessment Plan (PAP) Attachment (G): Contractor’s Test Equipment and Capacity

Exhibit (1): Past Performance Data Sheet Exhibit (2): Past Performance Questionnaire

1.0 GENERAL

The Military Sealift Command (MSC) requires testing and analysis of new and used oil samples, storage of samples, analysis and quality assurance of test results, and related data management and transfer. The Contractor shall be responsible for all new and used lube oil testing for all United States Naval Ships (USNS) of MSC and any other Government equipment specifically identified by MSC during the term of this Contract.

1.1 STANDARDS USED IN THE STATEMENT OF WORK:

The following standards apply to this statement of work:

ASTM: American Society of Testing and Materials.

ISO: International Standards Organization - Standard 3448 shall be used to define oil viscosity grades. ISO- 9000 standards can be used for quality assurance for: product manufacturing, product delivery, and laboratory testing of all routine oil testing.

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.

2.0 PERFORMANCE REQUIREMENTS

2.1 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.

2.1.1 Capacity:

The Contractor shall have the capacity to process a minimum of 350 samples per day under this Contract. The normal volume of samples is estimated to be 130 samples per day.

2.1.2 ISO Certification:

The Contractor shall be a certified new and used oil sampling laboratory that, at a minimum, is certified as an ISO-9000. In the event the Contractor is certified to a higher standard, such certification shall become the Contract minimum.

2.1.3 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 submitted per Attachment (E): DI-007 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.

2.2 RECEIPT, TESTING, DATA TRANSFER, AND RETENTION:

2.2.1 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 3.1. The Contractor shall maintain a log documenting date of receipt of samples and assign a unique number to each sample received.

Samples other than lube oil or non-MSC samples shall be forwarded to the proper lab via an authorized postal service account number provided by the COR. The Contractor shall document these erroneous shipments and add them to the Monthly Report.

2.2.2 Testing:

The Contractor shall test each sample, which will contain a minimum 120 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 the COR 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). Ferrography, Micropatch, ODC, and all other specified tests in Attachment (A) shall be delivered to MSC within five (5) business days of request. Samples received after 1500 local time on a weekday, or weekend, or holiday, shall be considered to have been received on the next normal business day. 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 timeframes specified above.

2.2.2.1 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. The tests shall be performed in accordance with vessel’s registration file.

2.2.2.2 Analytical Ferrography and Micropatch Testing:

Analytical Ferrography tests will be performed when test slates for Direct Reading (DR) analysis exceed threshold, or when determined by trend analysis. The requirements of Analytical Ferrography and Micropatch are specified in Attachment (A).

2.2.2.3 Trend Analysis:

The Contractor shall employ analysis techniques using trend analysis or threshold limits listed in Attachment A to determine oil sample condition (normal, monitor, abnormal, or critical).

Recommendations as a result of trend analysis are required. The analysis shall be provided at no additional cost to the Government.

2.2.2.4 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.

2.2.2.5 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.

2.2.3 Daily Electronic Data Transfer:

Electronic data shall be transferred in Extensible Mark-up Language (XML). The Contractor shall electronically submit once daily the oil test results to an MSC website or email address using the file structures and transfer file formats specified in Attachment (B). Electronic files shall be identified in sequential order by a number assigned by the Contractor. A Laboratory Data Analyst shall review all oil test data for completeness and accuracy prior to transmission to MSC. 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.

2.2.4 Shore Side Database:

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.

2.3 QUARTERLY/SEMI-ANNUAL BUSINESS MEETINGS:

The Contractor and Government shall have quarterly meetings during the base period of the contract and semi-annual meetings during option periods at a location and time agreed to by the Government and the Contractor.

The meetings allow time to review contract performance and to discuss Contractor findings and recommendations regarding the testing program. Meetings will be documented by the Contractor per Attachment (E): DI-001.

2.4 LUBE OIL SAMPLE MONTHLY REPORT:

The Contractor shall submit a Lube Oil Sample Monthly report per Attachment (E): DI-008 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 MSC vessels, by vessel, if known.

d. Total number of rechecks, by test method, requested by MSC, broken out by Rechecks-Correct and Rechecks-Error.

e. Total number of samples that are not processed within the two (2) business day requirement.

The report is not separately priced.

3.0 CONTRACTOR FACILITY

The Contractor shall provide a facility capable of storing a minimum of 4,500 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).

3.1 LUBE OIL SAMPLE ADDRESS:

The Contractor shall provide a single address where all samples shall be mailed.

Name:

Address: TO BE COMPLETED AT AWARD Telephone Number:

3.2 EQUIPMENT:

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

Inductive Couple Plasma Arc (ICP) or Roto-disk Emitter (RDE) Spectroscopy DR and Analytical Ferrography equipment Automatic particle counter Gas Chromatograph (GC) Fourier Transform Infrared Spectroscopy (FTIR) 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

3.3 BARCODE EQUIPMENT:

The Contractor's facility shall be capable of processing samples that are identified with barcodes in 2/7 or 3/9 format.

4.0 PHASE-IN AND PHASE-OUT

4.1 PHASE-IN SERVICES

4.1.1 General:

The Contractor shall provide Phase-In Services during a ninety (90) day period commencing upon contract award. The purpose of the Phase-In Period is to ensure a smooth transition of products and services from the predecessor contract to the current contract. During the Phase-in Period, the Contractor shall perform test slates for all new and used lube oil testing for other equipment, as specified by MSC. New and used lube oil testing for USNS of MSC is not part of the requirement during Phase-in Services.

The cost for Phase-In Services shall include all labor, travel, and per diem expenses, along with the Post Award Conference/Additional Meetings, Data Validation, and Database Population. The costs not included in the cost of Phase-In Services are individual test slates and individual tests performed during the Phase-In Period.

4.1.2 Post Award Conference/Additional Meetings:

Within seven (7) days after contract award, the Contractor’s Program Manager shall attend the Post Award Conference at MSC-Washington, DC, with the cognizant MSC-DC personnel to discuss the contract and plan for full operation. The Contractor shall attend up to four (4) additional one-day meetings at MSC-DC to develop and implement a plan of action to ensure smooth transition of data tests. Meetings will be documented by the Contractor per Attachment (E): DI-001. At the Post Award Conference, the Government will provide the database and identify ships participating in the Phase-In Period testing.

4.1.3 Data Transmission Validation:

Within thirty (30) days of contract award, the Contractor shall post data for transfer to MSC’s Oil Analysis System database through the File Transfer Protocol Site, which will be designated at contract award. MSC will review test data to ensure it was properly transmitted and received. This includes proper data format [Attachment (B)], completeness and timeliness of data, and data transfer integrity to MSC's Oil Analysis System. The Government will communicate any errors or problems to the Contractor. The Contractor will take corrective action and demonstrate capability to transfer data.

4.1.4 Database Population:

Upon completion of data transmission validation in Paragraph 4.1.3, MSC will provide a complete list of vessels/equipments/test slates and a portion of historical oil data to the Contractor. The Contractor is responsible for successful completion of database population prior to end of the Phase-In Period.

4.1.5 Phase-In Testing:

The Contractor shall perform tests in accordance with the test slate information provided in Attachment (A) and transmit test results to MSC in accordance with XML format prescribed in Attachment (B). Per Paragraph 4.1.4, MSC will provide the Contractor with a list of the participating ships. Quantity of samples will vary by ship, with the total estimated number during the Phase-In Period not to exceed 1,500 samples. The test ships will begin submitting samples thirty (30) days after the commencement of performance. The Contractor must have all equipment and training necessary to perform all tests in accordance with the test slate information provided in Attachment (A) no later than sixty (60) days after the commencement of the Phase-In Period. During the first sixty (60) days of the Phase-In Period, the Contractor shall be responsible for performing only those tests for which it is equipped. At award, the Contractor shall provide to the COR a list of those tests of which it is capable of performing. The list shall be updated as appropriate during the first sixty (60) days as new testing capabilities are added. The cost of testing will be covered under the appropriate like items listed in Attachment (C): Rate Table. At the end of the first sixty (60) days and for the duration of the Contract, the Contractor shall be fully capable of performing all tests required under the Contract.

4.2 PHASE-OUT SERVICES:

Before performance on this Contract ends completely, the Contractor shall provide any services necessary to ensure 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 ensure the smooth transition of services to the incoming Contractor with no degradation of services in accordance with Attachment (E)-DI 002.

4.2.1 Phase-Out Reports:

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

a) A report compiling all the yearly analysis by Test Slate in accordance with Attachment (E): DI-

003.

b) 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 in accordance with Attachment (E): DI-004.

4.2.2 Misdirected Samples:

The Contractor shall be provided with the necessary paid shipping labels to return misdirected samples to the Government or forward to the follow-on Contractor should the Contractor be sent samples after the completion of the Phase-Out Services.

5.0 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 performance objectives to be assessed under this contract are quality and timeliness of test results. The required performance metrics and associated incentives are identified in Attachment (F): Performance Assessment Plan (PAP). The Government reserves the right to conduct a periodic inspection of the Contractor's facilities. The Contracting Officer’s Representative (COR) shall be responsible for surveillance and inspections.

6.0 PERSONNEL

The Contractor shall provide a Program Manager and Senior Laboratory Data Analyst as key personnel who upon commencement of performance and throughout the contract period shall meet the minimum qualifications set forth below. Resumes for personnel in these positions shall be delivered in accordance with Attachment (E): DI-005.

6.1 KEY PERSONNEL MINIMUM QUALIFICATIONS:

6.1.1 Program Manager:

The Program Manager shall have a minimum of a Bachelor of Science degree, four (4) years experience in managing a laboratory testing facility, and a Certified Lubricant Specialist (CLS) certified by the Society of Triboligists and Lubrication Engineers (STLE).

6.1.2 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 CLS.

6.2 OTHER PERSONNEL MINIMUM QUALIFICATIONS:

The Contractor shall provide Laboratory Data Analysts. Resumes for personnel in these positions shall be delivered in accordance with Attachment (E): DI-005.

6.2.1 Laboratory Data Analysts:

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

6.3 SUBSTITUTION OF PERSONNEL:

6.3.1 Key Personnel:

Key personnel may not be substituted without express approval of the Contracting Officer, in accordance with Paragraph 6.3.1.3 below. Resumes shall be provided when a substitution of personnel is required.

6.3.1.1 General Provision:

The Contractor agrees to assign to this contract those persons identified as key personnel whose resumes were submitted with his proposal and who are necessary to fulfill the requirements of this contract. No substitutions of key personnel shall be made except in accordance with this clause.

6.3.1.2 Guidance on Substitutions:

During the first ninety (90) days of the contract performance period no personnel substitutions by the Contractor will be made unless substitutions are necessitated by an individual's sudden illness, death, or termination of employment. In any of these events, the Contractor shall promptly notify the Contracting Officer and provide the information required by Paragraph 6.3.1.3 below. After the initial ninety (90) day period, all proposed substitutions must be submitted, in writing, at least 10 days in advance of the proposed substitutions to the Contracting Officer and provide information required by Paragraph

6.3.1.3 below.

6.3.1.3 Request for Substitution:

All requests for substitutions must provide a detailed explanation of the circumstances necessitating the proposed substitution, a resume for the proposed substitute, and any other information-requested by the Contracting Officer. The Contracting Officer or his/her authorized representative will evaluate such requests and promptly notify the Contractor of his/her approval or disapproval thereof.

6.3.1.4 Key Personnel Definition:

The following positions are considered as key personnel:

Program Manager: TO BE COMPLETED UPON AWARD Senior Laboratory Data Analyst (Technical Manager): TO BE COMPLETED UPON

AWARD

6.3.2 Other Personnel:

Other personnel fulfilling technical roles substituted by the Contractor shall meet the minimum personnel qualifications described in Paragraph 6.2 and resumes shall be submitted ten (10) days in advance of substitution and subject to MSC approval in accordance with Attachment (E); DI-005.

7.0 PROGRAM SUPPORT

All items of Paragraph 7.0 are not separately priced. They shall be included in the cost of the other products and services of this contract.

7.1 PROGRAM MANAGEMENT STAFF:

7.1.1 Program Manager:

The Program Manager is responsible for 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 Government 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.

7.1.2 Senior Laboratory Data Analyst:

The Senior Laboratory Data Analyst is responsible for managing the testing, analysis and data review of new and used oil samples. The Senior Laboratory Data Analyst shall ensure the completeness, accuracy, and timely response to all samples submitted to the lab. The Senior Laboratory Data Analyst shall be the primary point of contact when questions or issues arise regarding sample analysis.

7.2 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.

7.3 ROSTER OF PERSONNEL:

The Contractor shall submit a list of all personnel, including designated key personnel, who are points of contact for this contract in accordance with Attachment (E): DI-006. 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.

8.0 CONTRACT ADMINISTRATION

8.1 CONTRACTING OFFICER’S REPRESENTATIVE (COR) – FUNCTIONS AND LIMITATIONS:

The COR will represent the Contracting Officer in the administration of technical details within the scope of this contract and will manage inspection of products and services. The COR is not otherwise to make any representations or commitments of any kind on behalf of the Contracting Officer or the Government. The COR does not have the authority to alter the Contractor's obligations or change the specifications in the contract. If, as a result of technical discussions, it is desirable to alter contract obligations or statements of work, a modification must be issued in writing and signed by the Contracting Officer.

The following individual(s) are appointed as Contract Officer’s Representative(s) and Alternate Contract Officer’s Representative(s) under this contract:

COR: TO BE COMPLETED UPON AWARD

ACOR (Alternate COR to act in the absence of the COR):

TO BE COMPLETED UPON AWARD

8.2 ORDERING OFFICER(S):

Orders may be issued orally, by facsimile, electronically, or by electronic commerce. The following individual(s) are appointed as authorized Ordering Officer(s) for issuing Delivery Orders under this contract:

TO BE COMPLETED UPON AWARD

8.3 OTHER DIRECT COST (ODC) PROVISION:

8.3.1 In the event that additional or specialized equipment, services and/or supplies are required, the Government will reimburse the Contractor only for the actual price paid for such equipment, supplies and services that are expressly identified as an ODC under the task order issued. Task orders that anticipate the need for ODC's will include an ODC CLIN.

8.3.2 "Actual price" paid by the Contractor for such equipment, supplies and services includes tax paid, if any, and reduced by any and all credits and rebates, whether accrued or realized, associated with the supplies and services provided. "Actual price" does not include material handling charges, overhead, general and administrative costs, profit, or any other indirect cost that is in any way associated with the Contractor's purchase or provision of such supplies and services. The parties expressly agree that the offered and accepted daily rate includes all costs incurred or paid by the Contractor, including but not limited to material handling charges, overhead, general and administrative costs, or profit, that are in any way associated with the Contractor's purchase or provision of such supplies and services.

8.3.3 To be eligible to receive reimbursement for equipment, services and supplies identified in a task order as an ODC and obtained in support of this contract, the Contractor must obtain at least three quotes for each transaction in excess of $2,500.00 to ensure that adequate price competition was sought or the Contractor must provide an acceptable justification as to why it was impracticable to do so. The Contractor shall provide this documentation to the Contracting Officer for approval in accordance with FAR 52.244-2 (Subcontracts), or as directed by the Contracting Officer, prior to obtaining these services and supplies. The Contractor shall maintain documentation of all reimbursable purchases until three years after the contract is completed and shall provide access to and copies of such documentation when requested by the Contracting Officer.

8.3.4 The Contracting Officer may reduce the reimbursement by any amount above that which the

Contracting Officer finds, in his/her sole discretion, is greater than that which is fair and reasonable for the supplies or services provided, giving due consideration to the facts and circumstances prevailing at the time that the Contractor procured the supplies and services. Disputes as to the amount by which any reimbursement is reduced shall be resolved in accordance with the "Disputes" clause of the contract. It shall be the Contractor's burden to demonstrate that the price it paid for reimbursable supplies and services was fair and reasonable.

8.3.5 When the Contractor expects total funding expended for ODC's to reach 85 percent of the total funds available on each ODC 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 Schedule. The Contractor shall not exceed or incur costs that exceed the amount of funding stated on each ODC CLIN at the time a reimbursable item is ordered.

8.3.6 The Government is not obligated to reimburse the Contractor for ODC's in excess of the funded amount stated in the Schedule under each Reimbursable CLIN.

8.3.7 The Contractor is not obligated to continue performance of any ODC work under this Contract or otherwise incur costs for ODC's in excess of the funded amount stated in the Schedule under each ODC CLIN unless the Contracting Officer notifies the contractor that the funded amount stated in the Schedule under the applicable ODC CLIN has been increased. Notification shall be in writing. In the event notification is made orally, such notification shall be followed up in writing within two working days.

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

8.4 LICENSES, PERMITS, AND PRECAUTIONS:

The Contractor shall, at its own 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 this Contract. Further, the Contractor is responsible to ensure that proper safety and health precautions are taken to protect the work, the workers, the public, and the property of others.

8.5 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.

8.5.1 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.

6. Any effect on contract time and delivery schedules shall be identified.

8.5.2 Implementation of Technology Improvement Proposals:

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

ATTACHMENTS

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 IV below.

Test Slate 1 Viscosity, Water, Total Base Number (TBN), Spectrochemical Analysis, Fuel Dilution, Oxidation by Infared, Insolubles 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, TAN, and Spectrochemical Analysis

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-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 5.0

Insolubles Test in accordance with ASTM D-893 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- 1000 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

Micropatch Perform test as directed by trend analysis and requested by the

Government

III. Spectrochemical Analysis:

The Contractor shall conduct oil elemental analysis using an atomic emission spectrographic analyzer (ASTM D- 5181 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

Vanadium (V) PPM Zinc (Zn) PPM

IV. Analytical Ferrography and Micropatch Testing Standards:

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

� A representative photograph of sample from 50x-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 MSC site as a PDF document or Adobe Acrobat with file 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 trend analysis or MSC 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): PRESCRIBED XML FORMAT

Lube oil sample data shall be transmitted to the Government’s designated server site using the format below. This Attachment contains the required data fields used for new and used oil analysis test results and a narrative description in each field, where information is not self-explanatory.

Many equipment items are grouped inside the equipment tags

- <EQUIPMENT>

Each equipment registration number element is composed of identifying information for a specific sampling point.

The one attribute is the 7 digit PFA number. PFA number is a Government provided equipment registration or unit identification number. The PFA number is a combination of vessel registration id (4 digits) and equipment registration id (3 digits). There is one unique PFA number for each sampling point on a vessel.

- <REGNUMBER PFA="0300123">

Date of equipment registration. Provide in YYYY-MM-DD format.

Unique 4 digit ID number of the vessel from which the sample was taken.

It is provided on lube oil label on each sample bottle.

Name of the vessel from which samples will be taken.

Determined from lube oil label on each sample bottle.

<VESSELNAME>USNS CONCORD</VESSELNAME>

The vessel unique 3 digit ID of the sample point from which the samples will be taken.

Provided on lube oil label on each sample bottle.

Government specified name for the sample point from which samples will be taken.

Provided on the the lube oil label on each sample bottle.

<EQUIPNAME>PORT MAIN ENGINE</EQUIPNAME>

Name of the lubricant that should be in use at the sample point.

Assigned by Government officials. Verified from the lube oil label on each sample bottle.

Government specified test slate assigned to each sample. Verified from the lube oil label on each sample bottle.

<SLATENAME>DIESEL ENGINE SLATE</SLATENAME>

Name of the test slate assigned to each sample. Assigned by Government officials. Verified from the lube oil label on each sample bottle.

The company product number of the lubricant that should be in use at the sample point. Assigned by Government officials. Corresponds to the product name.

The units of measurement for system capacity of the sample point.

The system capacity for the sample point.

</REGNUMBER>

And so on. One for each equipment item.

</EQUIPMENT>

Each complete sample includes information, data and comments grouped inside SampleID tags. The one attribute is a YYMMDD### LabSampleID tag where ### is sequential starting with 001.

- <SAMPLE ID="03103118">

The sample information element contains site data, equipment identification, lubricant identification, important tracking dates, engine and oil hours, overall lab assessment and the lube oil label number.

- <INFORMATION>

Sample Information

The name of the laboratory handling the sample.

<LABNAME>Expert Oil Labs, Inc.</LABNAME> The 8 digit ID number of the laboratory handling the sample.

Assigned by Government officials after contract award.

The 4 digit ID number of the vessel from which the sample was taken.

Assigned by Government officials. Determined from lube oil label on each sample bottle.

One of a set of vessel identification numbers.

The name of the vessel from which the sample was taken.

Assigned by Government officials. Determined from lube oil label on each sample bottle.

One of a set of vessel names.

<VESSELNAME>USNS CONCORD</VESSELNAME>

The 3 digit ID of the equipment from which the sample was taken.

Assigned by Government officials. Determined from lube oil label on each sample bottle.

One of a set of identification numbers for each vessel.

The name of the equipment from which the sample was taken.

Assigned by Government officials. Determined from the lube oil label on each sample bottle.

One of a set of equipment identification numbers for each vessel. Corresponds to the equipment identification number.

<EQUIPNAME>PORT MAIN ENGINE</EQUIPNAME>

The name of the lubricant that should be in use at the sample point.

Assigned by Government officials. Verified from the lube oil label on each sample bottle.

One of a set of lubricant names.

Government specified test slate assigned to each sample. Verified from the lube oil label on each sample bottle.

<SLATENAME>DIESEL ENGINE SLATE</SLATENAME>

Name of the test slate assigned to each sample. Assigned by Government officials. Verified from the lube oil label on each sample bottle.

The company product number of the lubricant that should be in use at the sample point. Assigned by Government officials. One of a set of lubricant product numbers. Corresponds to the product name.

The units of measurement for system capacity of the sample point. Provided by Government equipment registration information.

The system capacity for the sample point. Provided by Government equipment registration information. Provided for lab analyst use.

The date the oil was taken from the equipment on the vessel. The value is written by vessel personnel on the lube oil label on the sample bottle.

Provide in YYYY-MM-DD format.

The date the oil sample bottle arrived at the laboratory.

Provide in YYYY-MM-DD format.

The date sample data were posted to the ftp site by the contractor.

Provide in YYYY-MM-DD format.

The hours the oil has been in service at the sample point.

Taken from the lube oil label.

The number of hours the engine has been operating since last major overhaul.

Taken from the lube oil label.

The overall oil rating as determined by the lab analysts.

Two numbers provided. One for oil condition and one for wear metals found.

0 = Normal 1 = Problem noted 2 = Severe problem noted.

The 10 character number on lube oil label on the sample bottle. The number has been coded so that it can be used to derive registration and sampling information if other data are smeared on the label.

</INFORMATION>

The sample result element contains line items for each physical or chemical attribute measured or observed.

- <RESULTS>

Sample Results

One element for each physical or chemical result determined for each sample.

- <RESULT>

Test Result One of a set of test identification numbers provided by the Government at the time of contract award.

One of a set of test identification numbers provided by the Government at the time of contract award. Should correspond with test identification number.

<TEST>VISCOSITY</TEST>

The physical or chemical measurement in the units listed on the next element.

One of a set of test units provided by the Government at the time of contract award.

Critical high alarm level for the test reported on as determined by the lab analysts for the units of measure.

High alarm level for the test reported on as determined by the lab analysts for the units of measure.

Low alarm level for the test reported on as determined by the lab analysts for the units of measure.

Critical low alarm level for the test reported on as determined by the lab analysts for the units of measure.

Alarm level determined for this test by the laboratory.

One of three levels. void - none '+' - high or low '*' - critical high or low.

</RESULT>

And so on. One for each result.

</RESULTS>

The sample comments element contains text provided by vessel personnel, lab analysts, or automated computer software analysts.

- <COMMENTS>

Sample Comments Any lab analyst comments or automated comments provided by lab software.

<LABCOMMENTS>Oil out of limits. The viscosity is below the lower limit for this lubricant grade. The charge should be changed. The Lead level in his sample exceeds the normal range of similar equipment. Inspect lead containing components for excessive wear.</LABCOMMENTS> Any comments provided by vessel personnel on the lube oil label.

<VESSELCOMMENTS>Engine sounds unusual. Oil purified March 2002.</VESSELCOMMENTS>

</COMMENTS>

</SAMPLE>

And so on. One for each sample.

Each complete unregisterable sample includes information, data and comments grouped inside UnregSampleID tags. The one attribute is a YYMMDD### LabSampleID tag where ### is sequetial starting with 001. Any fields that can't be filled in should be added as empty fields.

- <UNREGSAMPLE ID="03103118">

- <INFORMATION>

Sample Information The name of the laboratory handling the sample.

<LABNAME>Expert Oil Labs, Inc.</LABNAME> The 8 digit ID number of the laboratory handling the sample.

Assigned by Government officials after contract award.

The 4 digit ID number of the vessel from which the sample was taken.

Assigned by Government officials. Determined from lube oil label on each sample bottle.

One of a set of vessel identification numbers.

The name of the vessel from which the sample was taken.

Assigned by Government officials. Determined from lube oil label on each sample bottle.

One of a set of vessel names. Empty field if not available.

<VESSELNAME>USNS CONCORD</VESSELNAME>

The 3 digit ID of the equipment from which the sample was taken.

Assigned by Government officials. Determined from lube oil label on each sample bottle.

One of a set of identification numbers for…

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File details come from the government source that posted it. Updated Nov 14, 2017.