Petrofluids Sample Testing Servies_ SOW Draft_20260804.docx

Statement of Work (SOW) for Testing Services for U.S. Navy Lubrication Oil, Fuel Oil, Hydraulic Oil, Jacket Water, & Grease Applications

1.0 INTRODUCTION

1.0.1 The Naval Surface Warfare Center Philadelphia Division (NSWCPD) is a Department of Defense entity responsible for research and development, test and evaluation, engineering and fleet support organization for the Navy’s ships, submarines, military watercraft and unmanned vehicles. This requirement is for NSWCPD Code 331, which is responsible for Petrofluids Quality Management Program (PQM) which includes lubrication oil, fuel oil, hydraulic oil, and grease. This requirement also includes NSWCPD Code 332 which is responsible for diesel jacket water.

1.0.2 This contract is for non-personal services. It does not create employment rights with the U.S. Government whether actual, inherent, or implied

1.0.3 Government/Contractor Relationship

1.0.3.1 The services to be delivered under this Contract/Task Order are non-personal services and the parties recognize and agree that no employer-employee relationship exists or will exist under the Contract/Task Order between the Government and the Contractor's personnel. Therefore, it is in the best interest of the Government to provide both parties with a full understanding of their respective obligations.

1.0.3.2 The Contractor employees shall identify themselves as Contractor personnel by introducing themselves or being introduced as Contractor personnel and displaying distinguishable badges or other visible identification for meetings with Government personnel. In addition, Contractor personnel shall appropriately identify themselves as Contractor employees in telephone conversations and in formal and informal written correspondence.

1.0.3.3 Contractor personnel under this Contract/Task Order shall not engage in any of the inherently Governmental functions listed at FAR Subpart 7.5 or DFARS Subpart 207.5.

1.0.4 Employee Relationship:

1.0.4.1 The services to be performed under this Contract/Task Order do not require the Contractor or its personnel to exercise personal judgment and discretion on behalf of the Government. Rather the Contractor's personnel will act and exercise personal judgment and discretion on behalf of the Contractor.

1.0.4.2 Rules, regulations, directives, and requirements that are issued by the U. S. Navy and NSWCPD under its responsibility for good order, administration, and security are applicable to all personnel who enter a Government installation or who travel on Government transportation. This is not to be construed or interpreted to establish any degree of Government control that is inconsistent with a non-personal services contract.

1.0.4.3 Inapplicability of Employee Benefits: This Contract/Task Order does not create an employer-employee relationship. Accordingly, entitlements and benefits applicable to such relationships do not apply.

1.0.4.4 It is the Contractor's, as well as the Government's, responsibility to monitor Contract/Task Order activities and notify the Contracting Officer if the Contractor believes that the intent of this Section has been or may be violated.

1.0.4.4.1 The Contractor shall notify the Contracting Officer in writing via letter or email within three (3) calendar days from the date of any incident that the Contractor considers to constitute a violation of this Section. The notice should include the date, nature, and circumstances of the conduct; the name, function, and activity of each Government employee or Contractor official or employee involved or knowledgeable about such conduct; identify any documents or substance of any oral communication involved in the conduct; and the Contractor's estimated date when, absent a response, cost, schedule or performance will be impacted.

1.0.4.4.2 The Contracting Officer will, within five (5) calendar days after receipt of notice, respond to the notice in writing. In responding, the Contracting Officer will either:

(i) Confirm the conduct is in violation and when necessary direct the mode of further performance,

(ii) Countermand any communication regarded as a violation,

(iii) Deny that the conduct constitutes a violation and when necessary direct the mode of further performance, or

(iv) In the event the notice is inadequate to make a decision, advise the Contractor what additional information is required, and establish the date by which it should be furnished by the Contractor.

1.1 BACKGROUND

The Petrofluids and Material Performance Branch (Code 331) of the Naval Surface Warfare Center, Philadelphia Division (NSWCPD), provides services to test and analyze petrofluids samples on a periodic basis across the fleet. Current programs under Code 331’s responsibilities include lubrication oil, fuel oil, hydraulic oil, and grease samples under multiple class ships. NSWCPD is expecting growth in the PQM responsibilities by increasing the number of petrofluids samples requiring testing and analysis to include all machinery and equipment samples across the fleet. The Corrosion Branch (Code 332) is of NSWCPD, provides services to test and analyze coolant samples on a periodic basis across the fleet. The Jacket Water Testing Program (JWTP) is a new program that will establish coolant testing requirements.

1.2 SCOPE OF WORK

The United States Navy (USN) requires testing and analysis of new and used petrofluid and jacket water samples, storage of samples, analysis and quality assurance of test results, related data management and transfer, and supply shipping of sample bottle kits. If requested, this contract may be used to test petrofluids and jacket water samples for other services including United States Coast Guard, Military Sealift Command, Army, Air Force, and Marine Corps. Jacket water is defined as the coolant that circulates through diesel engine/generator cooling systems.

The Contractor shall be responsible for supplying sample bottle kits and shipping costs, testing and analysis of samples, quality assurance of test results, storage of samples for a retain period (forty-five (45) days after test date), and related data management and transfer for all new and used lube oil testing for all United States Ships (USS) of the USN during the term of this Contract. The contractor shall provide complete, accurate, and timely results and shall ensure that test results are verified to be accurate using analytical techniques or current industry methods.

2.0 APPLICABLE DOCUMENTS

The following list contains all documents that are required for test slates as stated in Attachments A - D. The Contractor shall reference the latest version available of the following documents.

2.1 American Society for Testing & Materials (ASTM)

All ASTM references are listed below. All ASTM standards are published at the following website: Standards & Publications - Products & Services (astm.org)

a. ASTM D86-Standard Test Method for Distillation of Petroleum Products and Liquid Fuels at Atmospheric Pressure

b. ASTM D93-Standard Test Methods for Flash Point by Pensky-Martens Closed Cup Tester

c. ASTM D97-Standard Test Method for Pour Point of Petroleum Products

d. ASTM D130-Standard Test Method for Corrosiveness to Copper from Petroleum Products by Copper Strip Test

e. ASTM D189-Standard Test Method for Conradson Carbon Residue of Petroleum Products

f. ASTM D217- Standard Test Methods for Cone Penetration of Lubricating Grease

g. ASTM D287-Standard Test Method for API Gravity of Crude Petroleum and Petroleum Products (Hydrometer/Method)

h. ASTM D288- Definitions of Terms Relating to Petroleum

i. ASTM D445-Standard Test Method for Kinematic Viscosity of Transparent and Opaque Liquids (and Calculation of Dynamic Viscosity)

j. ASTM D482-Standard Test Method for Ash from Petroleum Products

k. ASTM D524-Standard Test Method for Ramsbottom Carbon Residue of Petroleum Products

l. ASTM D664-Standard Test Method for Acid Number of Petroleum Products by Potentiometric Titration

m. ASTM D665- Standard Test Method for Rust-Preventing Characteristics of Inhibited Mineral Oil in the Presence of Water

n. ASTM D892- Standard Test Method for Foaming Characteristics of Lubricating Oils

o. ASTM D893- Standard Test Method for Insolubles in Used Lubricating Oils

p. ASTM D974-Standard Test Method for Acid and Base Number by Color-Indicator Titration

q. ASTM D976-Standard Test Method for Calculated Cetane Index of Distillate Fuels

r. ASTM D1092 - Standard Test Method for Measuring Apparent Viscosity of Lubricating Greases

s. ASTM D1125-Standard Test Methods for Electrical Conductivity and Resistivity of Water

t. ASTM D1266-Standard Test Method for Sulfur in Petroleum Products (Lamp Method)

u. ASTM D1287-Standard Test Method for pH of Engine Coolants and Antirusts

v. ASTM D1298-Standard Test Method for Density, Relative Density, or API Gravity of Crude Petroleum and Liquid Petroleum Products by Hydrometer Method

w. ASTM D1401-Standard Test Method for Water Separability of Petroleum Oils and Synthetic Fluids

x. ASTM D1403 - Standard Test Methods for Cone Penetration of Lubricating Grease Using One-Quarter and One-Half Scale Cone Equipment

y. ASTM D2265- Standard Test Method for Dropping Point of Lubricating Grease Over Wide Temperature Range

z. ASTM D2270- Standard Practice for Calculating Viscosity Index from Kinematic Viscosity

aa. ASTM D2274-Standard Test Method for Oxidation Stability of Distillate Fuel Oil (Accelerated Method)

ab. ASTM D2500-Standard Test Method for Cloud Point of Petroleum Products and Liquid Fuels

ac. ASTM D2622-Standard Test Method for Sulfur in Petroleum Products by Wavelength Dispersive X-ray Fluorescence Spectrometry

ad. ASTM D2709-Standard Test Method for Water and Sediment in Middle Distillate Fuels by Centrifuge

ae. 34

af. ASTM D2722- Standard Test Method for Oxidation Stability of Steam Turbine Oils by Rotating Pressure Vessel

ag. ASTM D2887-Standard Test Method for Boiling Range Distribution of Petroleum Fractions by Gas Chromatography

ah. ASTM D2896- Standard Test Method for Base Number of Petroleum Products by Potentiometric Perchloric Acid Titration

ai. ASTM D3120-Standard Test Method for Trace Quantities of Sulfur in Light Liquid Petroleum Hydrocarbons by Oxidative Microcoulometry

aj. ASTM D3427- Standard Test Method for Air Release Properties of Hydrocarbon Based Oils

ak. ASTM D4052-Standard Test Method for Density, Relative Density, and API Gravity of Liquids by Digital Density Meter

al. ASTM D4176-Standard Test Method for Free Water and Particulate Contamination in Distillate Fuels (Visual Inspection Procedures)

am. ASTM D4530-Standard Test Method for Determination of Carbon Residue (Micro Method)

an. ASTM D4737-Standard Test Method for Calculated Cetane Index by Four Variable Equation

ao. ASTM D4739- Standard Test Method for Base Number Determination by Potentiometric Hydrochloric Acid Titration

ap. ASTM D5185- Standard Test Method for Multi-element Determination of Used and Unused Lubrication Oils and Base Oils by Inductively Coupled Plasma Atomic Emission Spectrometry (ICP-AES)

aq. ASTM D5304-Standard Test Method for Assessing Middle Distillate Fuel Storage Stability by Oxygen Overpressure

ar. ASTM D5453-Standard Test Method for Determination of Total Sulfur in Light Hydrocarbons, Spark Ignition Engine Fuel, Diesel Engine Fuel, and Engine Oil by Ultraviolet Fluorescence

as. ASTM D5771-Standard Test Method for Cloud Point of Petroleum Products and Liquid Fuels (Optical Detection Stepped Cooling Method)

at. ASTM D5772-Standard Test Method for Cloud Point of Petroleum Products and Liquid Fuels (Linear Cooling Rate Method)

au. ASTM D5773-Standard Test Method for Cloud Point of Petroleum Products and Liquid Fuels (Constant Cooling Rate Method)

av. ASTM D5827-Standard Test Method for Analysis of Engine Coolant for Chloride and Other Anions by Ion Chromatography

aw. ASTM D5949-Standard Test Method for Pour Point of Petroleum Products (Automatic Pressure Pulsing Method)

ax. ASTM D5950-Standard Test Method for Pour Point of Petroleum Products (Automatic Tilt Method)

ay. ASTM D5985-Standard Test Method for Pour Point of Petroleum Products (Rotational Method)

az. ASTM D6079-Standard Test Method for Evaluating Lubricity of Diesel Fuels by the High-Frequency Reciprocating Rig (HFRR)

ba. ASTM D6185- Standard Practice for Evaluating Compatibility of Binary Mixtures of Lubricating Greases

bb. ASTM D6130-Standard Test Method for Determination of Silicon and Other Elements in Engine Coolant by Inductivtly Coupled Plasma-Atomic Emission Spectroscopy

bc. ASTM D6217-Standard Test Method for Particulate Contamination in Middle Distillate Fuels by Laboratory Filtration

bd. ASTM D6304-Standard Test Method for Determination of Water in Petroleum Products, Lubricating Oils, and Additives by Coulometric Karl Fischer Titration

be. ASTM D6450- Standard Test Method for Flash Point by Continuously Closed Cup (CCCFP) Tester

bf. ASTM D6595- Standard Test Method for Determination of Wear Metals and Contaminants in Used Lubricating Oils or Used Hydraulic Fluids by Rotating Disc Electrode Atomic Emission Spectrometry

bg. ASTM D6971- Standard Test Method for Measurement of Hindered Phenolic and Aromatic Amine Antioxidant Content in Non-zinc Turbine Oils by Linear Sweep Voltammetry

bh. ASTM D7039-Standard Test Method for Sulfur in Gasoline, Diesel Fuel, Jet Fuel, Kerosine, Biodiesel, Biodiesel Blends, and Gasoline-Ethanol Blends by Monochromatic Wavelength Dispersive X-ray Fluorescence Spectrometry

bi. ASTM D7042-Standard Test Method for Dynamic Viscosity and Density of Liquids by Stabinger Viscometer (and the Calculation of Kinematic Viscosity)

bj. ASTM D7111-Standard Test Method for Determination of Trace Elements in Middle Distillate Fuels by Inductively Coupled Plasma Atomic Emission Spectrometry (ICP-AES)

bk. ASTM D7214- Standard Test Method for Determination of Oxidation of Used Lubricants by FT-IR Using Peak Area Increase Calculation

bl. ASTM D7414- Standard Test Method for Condition Monitoring of Oxidation in In-Service Petroleum and Hydrocarbon Based Lubricants by Trend Analysis Using FT-IR Spectrometry

bm. ASTM D7546- Standard Test Method for Determination of Moisture in New and In-Service Lubricating Oils and Additives by Relative Humidity Sensor

bn. ASTM D7593- Standard Test Method for Determination of Fuel Dilution for In-Service Engine Oils by Gas Chromatography

bo. ASTM D7688-Standard Test Method for Evaluating Lubricity of Diesel Fuels by the High-Frequency Reciprocating Rig (HFRR) by Visual Observation

bp. ASTM D7684 Standard Guide for Microscopic Characterization of Particles from In-Service Lubricants

bq. ASTM D7690- Standard Practice for Microscopic Characterization of Particles from In-Service Lubricants by Analytical Ferrography

br. ASTM D7777-Standard Test Method for Density, Relative Density, or API Gravity of Liquid Petroleum by Portable Digital Density Meter

bs. ASTM D7718- Standard Practice for Obtaining In-Service Samples of Lubricating Grease

bt. ASTM D7843- Standard Test Method for Measurement of Lubricant Generated Insoluble Color Bodies in In-Service Turbine Oils using Membrane Patch Colorimetry

bu. ASTM D7918- Standard Test Method for Measurement of Flow Properties and Evaluation of Wear, Contaminants, and Oxidative Properties of Lubricating Grease by Die Extrusion Method and Preparation

bv. ASTM D8567-Standard Test Method for Analysis of Engine Coolant for Organic Additives by High Performance Liquid Chromatograph

bw. ASTM E2412- Standard Practice for Condition Monitoring of In-Service Lubricants by Trend Analysis Using Fourier Transform Infrared (FT-IR) Spectrometry

bx. NAS 1638- National Aerospace Standard Contamination Classes https://www.parker.com/content/dam/Parker-com/Literature/EMHFF/ConMon/Guide-to-Contamination-Standards.pdf

2.2 SAE International (SAE)

All SAE references are listed below. All SAE standards are published at the following website: https://www.sae.org/standards

a. SAE AS 4059- Aerospace Fluid Power- Cleanliness Classification for Hydraulic Fluids AS4059: Aerospace Fluid Power - Cleanliness Classification for Hydraulic Fluids - SAE International

2.3 International Organization for Standardization (ISO)

All ISO references are listed below. All ISO standards are published at the following website: https://www.iso.org/standards.html

a. ISO 3448- Industrial Liquid Lubricants- ISO Viscosity Classification

b. ISO 4406 -Hydraulic fluid power — Fluids — Method for coding the level of contamination by solid particles

c. ISO 9000- Quality Management Systems- Fundamentals and Vocabulary

d. ISO 17025- General Requirements for the Competence of Testing and Calibration Laboratories

2.4 European Standards (EN)

All EN references are listed below. All EN standards are published at the following website: https://www.cencenelec.eu/

a. EN 14078 -Liquid petroleum products Determination of fatty acid methyl esters (FAME) in middle distillates Infrared spectroscopy method

3.0. REQUIREMENTS

3.1 General

3.1.1 The Contractor shall participate in monthly meetings to review contract performance and technical work data. The Contractor shall be prepared to go over sample analysis that is outside of the specification. The Contractor shall provide the Government with meeting (CDRL A001).

3.2 Shipping

3.2.1 The Contractor shall ship sampling kits to the vessels using the address provided by the vessel (which may be a fleet post office (FPO) address) within one (1) business day of receiving the request. The sampling kits will be defined by each fluid type.

3.2.2 The Sampling Kits provided under this contract shall contain the ability to return the collected samples to the Contractor’s Laboratory. Instructions shall be provided on the process used to return collected samples to the Contractor’s laboratory. Samples will be sent from both CONUS and OCONUS locations.

3.3 Registration Files

3.2.1 The Government shall provide the Contractor with registration files. The registration files will contain the following information:

a. Ship Name

b. Hull Number

c. Equipment Name

d. Equipment Number

e. Fluid Type

f. Applicable Test Slate(s)

g. Test Slate Limits (if applicable) The registration files for each system will be provided within 60 days of contract award. The registration files will be maintained by the Government and updates may be sent to the Contractor. The Contractor shall update their database with updated registration files within 3 business days of receiving new registration files.

3.4 Receipt of Samples

3.4.1 The Government will send used and new fluid samples using the contractor-supplied shipping kits, per each fluid defined in sections 3.9, 3.10, 3.11, and 3.12 via express mail service to the Contractor’s facility at the address provided by the Contractor. Express service is defined as 3-day maximum for fuels and jacket water samples, and 2-day maximum for other petrofluids.

3.4.1.1 The Contractor shall maintain a log documenting date of receipt of samples and assign a unique number to each sample received. The log shall include the following: date and time the sample(s) were taken by the vessel, location where the sample was shipped from, sample package tracking number, when the sample was received by the laboratory, and when the testing was initiated and completed.

3.4.1.2 The Contractor shall record all pertinent information that is written on the sample label or other paperwork included with the sample in the lab remarks field of the test report. Examples of pertinent information include but are not limited to the following: casualty, post-flush, etc.

3.4.1.3 The Contractor shall provide the Government access to the sample receipt log via web services and email an electronic copy the designated point of contact daily. (CDRL A002)

3.4.1.4 If requested, the contractor shall be capable of providing a photograph of the sample labels via email.

3.4.1.5 Unregistered Samples

The Contractor shall not process unregistered samples. Unregistered samples are defined as unlabeled or unidentified samples. The Contractor shall contact the COR for disposition instructions of any/all unregistered samples within 24 hours of receiving the sample. The Contractor shall document these erroneous shipments and add them to the Monthly Report (A001).

For undated samples, the contractor shall notify the Government via email and use the date the sample was received. For duplicate samples, only one sample shall be tested and the other shall be retained for the period required per Paragraph 3.5.1.

3.4.1.6 Incorrectly Packaged Samples

The Contractor shall contact the COR for disposition instructions of samples that cannot be tested due to leaking/spillage resultant from incorrect packaging. The Contractor shall document all erroneous shipments and add them to the Monthly Report (A001).

3.4.2 The Sampling Kits provided under this contract shall contain the ability to return the collected samples to the Contractor’s Laboratory. Instructions shall be provided on the process used to return collected samples to the Contractor’s laboratory. Samples will be sent from both CONUS and OCONUS locations.

3.5 Contractor Facility

3.5.1 The Contractor facility shall be capable of retaining a minimum of 4,500 used and new samples for a period of forty-five (45) days in an environmentally controlled environment. The Contractor shall be available by phone and email during normal business hours (0900-1700) eastern standard time (EST) to support any technical questions/discussions from Government personnel. The Contractor’s quality assurance department shall be located within the Continental United States. If an OCONUS laboratory is utilized under this contract, then a notification shall be made within 24 hours to the technical point of contact (TPOC); materials and results shall only be shared with the Department of Navy. This will be applicable to all sample types unless otherwise stated in that specific sampling type section.

3.5.2 The Contractor shall provide a list of scheduled business days that its office/laboratory will be closed for holidays or other reasons, for the term of this contract. This information shall be updated based on any changes to office/laboratory closures (A001).

3.5.3 The Contractor shall provide a single address where all samples shall be mailed to include the following: (1) Name, (2) Address, and (3) Telephone Number.

3.5.4 Quality Management

3.5.4.1 The Contractor shall be a certified new and used oil sampling laboratory that, at a minimum, is certified in accordance with ISO 17025. The Contractor shall have a quality control plan to maintain the quality standard for all services. The quality contract plan shall be implemented upon contract award. The Contractor is responsible for conforming to its quality control plan and processed to ensure proper performance and correct any deficiencies that may occur (A005).

3.5.4.2 The Contractor shall have the specific test equipment to run ASTM/ISO tests as specified by the test slates identified in Attachments A – D. The Contractor shall provide calibration documents for quality assurance for all equipment that will be used to accomplish the test slates (CDRL A006).

3.5.4.2 The Contractor shall be enrolled in ASTM Proficiency Testing Program for the following programs: Petroleum and Fuels, and Engine Coolants. The ASTM Proficiency Testing results shall be provided to the Government (CDRL A004).

3.6 Investigational Analysis

3.6.1 The Government may require investigative testing of a given oil sample and/or a set of samples. The purpose of this investigative testing will be to provide additional detail on the condition of the oil and equipment associated with the oil. The exact tests to be performed will depend on the observed abnormalities and consequently are not delineated herein. Rather, the Contracting Officer’s Representative will discuss the anomalies with the program manager and develop a suitable test plan.

3.8 Complaints

3.8.1 The contractor shall have a process in place to manage requests for samples that the Government has deemed as non-conforming. The Government complaints, to be considered valid, must set forth in writing the detailed nature of the complaint, and must be certified by the COR. The complaint will then be forwarded to the Contracting Officer for review. If the Contracting Officer determines that the complaint is valid, the Contractor will be formally notified in writing. The Contractor will have 5 business days to formulate a response detailing the actions taken to remedy the complaint filed.

3.9 Lube Oil & Hydraulics Sampling Supplies and Analysis

3.9.1 Sampling Kits

The contractor shall provide sample kits consisting of the following:

a) Twenty-four (24) 4 oz. (120 ml) Sample Bottles

b) Twenty-four (24) blank adhesive Sample Bottle Labels

c) One (1) Shipping Box to hold a minimum of twenty-four (24) sample bottles

d) Five (5) Shipping Containers in the following configuration:

· Two (2) containers with a twelve (12) bottle capacity each

· Three (3) containers with a four (4) bottle capacity each

e) Twenty (20) prepaid, pre-addressed commercial express (2-day maximum) mailer in the following quantities:

· DHL – five (5)

· UPS – five (5)

· FedEx – five (5)

· USPS – five (5)

f) One-page shipping reference guide provided by NSWCPD per Section 9.0.

g) Each sample bottle shall be super clean (Super clean is defined as 10 particles greater than 10 um/ml) and constructed of clear polypropylene that shall not collapse when subjected to a minimum of twenty-four (24) inches Hg vacuum, and shall withstand a liquid temperature of 240 degrees F.

h) Each sample bottle shall be double wrapped (container within a container with absorbent material).

The Contractor shall complete processing of all samples received at the Contractor’s facility within two (2) business days of receipt (excluding weekend and federal holidays). 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 shall deliver retest and analytical ferrography results to NSWCPD within two (2) business days of receipt of request which shall be documented (CDRL A001, A002, A003).

3.8.2.2 Sample Testing

The Contractor shall test each sample in accordance with the specific test slates identified by the sample label information.

The Contractor shall perform testing as specified by the equipment registration file provided by the Government. Each test slate consists of a set of tests. Attachment A specifies the tests required for each Oil Test Slate, the requirements related to each individual test, and the unit of measurement, where applicable for specific tests.

3.8.2.3 Retest

The Government may order retesting of specific samples. The Contractor shall complete Government requested rechecks 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 or outside of the American Society for Testing and Materials (ASTM) defined repeatability limits of the method due to lab or technician error. The Contractor shall be entitled to payment for the tests performed in the event original tests are confirmed to be correct. The Contractor shall document samples that required retest in the report (CDRL A002, A003)).

3.9.2.4 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 in accordance with local residual waste management requirements/guidelines.

3.8 Fuel Oil Sampling Supplies and Analysis

3.8.1 Fuel Sampling Kits

The Contractor shall provide middle distillate/diesel fuel sample kit(s) to vessels. The fuel sample kit shall contain the required consumable materials for the collection of one bunker fuel sample or special diagnostic fuel tank sample, and the shipment of these fuel samples to the Contractor's fuel laboratory. Each individual fuel sample from a specific bunkering event/diagnostic fuel tank sample shall have sufficient fuel volume to perform:

· Any of Fuel Test Slates 1-3, as specified in attachment (Attachment B)

· Possible retesting of one or more fuel properties

· 100 mL residual aliquot sample for sending to Government facility The Contractor shall be responsible for ensuring that all packaging meets all International Air Transport Association (IATA), Department of Transportation (DOT), and other applicable regulations for air and ground shipping the middle distillate/diesel fuel samples as non-hazardous material to the Contractor's fuel laboratory. Each fuel sample kit shall contain the following items for one bunkering event/special diagnostic fuel tank sample:

· 5-liter (minimum) fuel sample collection cubitainer with cap and pour boxes (for sample collecting, mixing and pouring into individual fuel sample bottles)

· Fuel sample bottles with protective caps able to accommodate at least one serialized seal

· Serialized seals that fit the fuel sample container protective caps to prevent tampering with the fuel sample

· Self-adhesive fuel sample container labels shall include the following information:

· Vessel Name

· Hull Number

· Date Sampled

· Port Location (City/State/Country)

· Product Name/Designation

· Supplier Name and Address

· Quantity Received (gallons/tons/barrels)

· Sampling Location (at ship's in-line fuel sampling flange, fuel tank sample, or other location)

· Ship's Representative Signature (print and sign name)

· Vessel's Email Address

· Seal Number(s) (of the specific seal affixed to the container)

· IATA approved shipping box to deliver fuel samples to the Contractor's fuel laboratory as nonhazardous material.

· Two (2) pre-addressed fuel shipping mailers with applicable pre-paid Courier account numbers; sufficient materials to ship one (1) International (OCONUS) and one (1) Domestic (CONUS) fuel sample. If pre-addressed labels are not included, then include detailed instruction sheets for shipping fuel samples to the Contractor's fuel laboratory and any additional written documentation to ensure timely and unencumbered delivery of the sample to the Contractor's fuel laboratory The contractor shall ship the sampling kit to the vessel using the address provided by the vessel which may be a Fleet Post Office (FPO address) within one (1) business day of receiving the request.

3.8.2 Sampling

3.8.2.1 Turnaround Time

The Contractor shall complete processing of all samples received at the Contractor's facility within three (3) business days of receipt. 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.

3.8.2.2 Sample Testing

The Contractor shall test each sample, in accordance with the specific test slates identified on the sample label information.

The Contractor shall perform testing as specified by the equipment registration file provided by the Government. Each test slate consists of a set of tests. Attachment B specifies the tests required for each Fuel Test Slate, the requirements related to each individual test, and the unit of measurement, where applicable for specific tests.

3.8.2.3 Retest

The Government may order retesting of specific samples. The Contractor shall complete Government requested rechecks 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 document samples that required retest in the report (CDRLA001, A002).

3.8.2.4 Sample Retention

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

After the forty-five day (45) day retain period, the Contractor shall ship 100 mL residual aliquot samples to NAVAIR Fuel and Lubricants Branch in Patuxent River, MD. These can be shipped in batches convenient for the Contractor to maximize value of shipping. Contractor shall provide notification and tracking information when samples are shipped to Patuxent River, MD. Government will be responsible for the shipping costs.

NAVAIR Fuel and Lubricants Branch, Patuxent River, MD TEST SAMPLE 22680 Hammond Road Bldg. 2385 Patuxent River, MD 20670 Attn: Terrence Dickerson, AB44100 Fuels & Lubricants Cell: 301-757-0447 Email: terrence.w.dickerson.civ@us.navy.mil DODAAC: N00421

3.3.4.3 After forty-five (45) days, any sample volume available in addition to the aliquot shipped to Patuxent River, MD, shall be disposed of in accordance with local residual waste management requirements/guidelines

3.9 Jacket Water Sampling Supplies and Analysis

3.9.1 Sampling Kits

The Contractor shall provide jacket water sample kit(s) to vessels. The jacket water sample kit shall contain the required consumable materials for the collection of jacket water samples from all ship engines and the shipment of these jacket water samples to the Contractors laboratory. The jacket water sample equipment provided under this contract by the Contractor shall be used for analysis in accordance with the tests identified in Attachment C: Jacket Water Test Slate Specifications. The coolant sample kit shall contain:

· Twenty (20) bottles with a minimum volume capacity of four fluid ounces (4 fl. oz. / 120 mL). to collect and contain coolant samples for analysis. These bottles should have sufficient volume to perform any of the jacket water test slates as specified in Attachment C.

· Twenty (20) adhesive sample bottle labels

· Four (4) return shipping container to return the sample to the Contractor’s Laboratory for analysis in the following configuration:

· Two (2) containers with a ten (10) bottle capacity

· Two (2) containers with a four (4) bottle capacity each

· Four (4) prepaid, preaddressed commercial express (2-day maximum) mailers

· One-page jacket water Sample Shipping Reference Guide provided by NSWCPD.

3.9.2 Sample Testing

3.9.2.1 Turnaround Time

Test Slate analysis shall be completed and reported within two (2) business days of sample receipt at the Contractor’s laboratory (excluding weekend and federal holidays). If extenuating circumstances arise, the Contractor may request an extension to the two (2) business day turn-around requirement; however, it must be approved by the Government. 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.

3.9.2.1.1 For purposes of calculating sample turnaround:

· The beginning of the “business day” shall be the first business day immediately following the date on which the sample is received by the Contractor.

· The end of the business day shall be upon data transfer to the Government.

3.9.2.2 Test Slates

The Contractor shall test each sample received, in accordance with the specific test slates identified from the sample label information in Attachment (1): Test Slate Specification. The Contractor shall perform testing as specified by the equipment registration file provided by the Government as mentioned in Paragraph 3.3.

3.9.2.3 Retest

The Government may order retesting of specific properties specified in Attachment 1. Requested retests shall be conducted within two (2) business day of the request. The Contractor shall be entitled to payment for the tests performed in the event original tests are confirmed to be correct.

3.10 Grease Sampling Supplies and Analysis

3.10.1 Sampling Kits

The grease sampling equipment provided by the Contractor under this contract shall contain the required consumable materials for the collection of a single grease sample and the return shipment of the grease sample to the Contractor’s laboratory. The sample equipment shall allow sufficient grease sample for analysis following Test Slate 1: ASTM D7918 as identified in Attachment D: Grease Test Slate & Specifications.

In situations where alternative or additional testing is required, as determined by NSWCPD, the contractor shall supply a sampling kit that shall allow sufficient grease sample for analysis following Test Slate 2: Verification as identified in Attachment D.

In situations where compatibility or additional testing is required, as determined by NSWCPD, the contractor shall supply a sampling kit that shall allow sufficient grease sample for analysis following Test Slate 3: Compatibility as identified in Attachment D.

The contractor shall ship the sampling kit to the vessel using the address provided by the vessel which may be a Fleet Post Office (FPO address) within one (1) business day of receiving the request.

3.10.2 Sampling

3.10.2.1 Turnaround Time

The Contractor shall complete processing of samples received at the Contractor's facility within four (5) business days of receipt (excluding weekend and federal holidays). 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.

3.10.2.2 Sample Testing

The Contractor shall test each sample, in accordance with the specific test slates identified on the sample label information.

The Contractor shall perform testing as specified by the equipment registration file provided by the Government. Each test slate consists of a set of tests. Attachment (D) specifies the tests required for each Grease Test Slate, the requirements related to each individual test, and the unit of measurement, where applicable for specific tests.

3.10.2.3 Retest

The Government may order retesting of specific samples. The Contractor shall complete Government requested rechecks within three (3) 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 document samples that required retest in the report (CDRL?).

3.11 Data Transfer

3.11.1 Daily Electronic Transfer: Electronic data shall be transferred in Government provided format in as Government Furnished Information (GFI) which will be listed under section 9.0 of this contract.

3.11.2 The Contractor shall electronically submit once daily the oil test results to a USN website or email address using the file structures and transfer file formats specified by the Government. 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 the USN. 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.

3.11.3 The Contractor shall report any samples tested that are identified as critical in a separate email to the Government.

3.11.4 Shore Side Database and Retention: During the period of the contract, the Contractor shall provide a database for the Government to utilize for its data reporting and management needs. The database shall allow additional comments to be added by the Government and reports to be generated. All data transfer shall be in accordance with requirements specified in Section 9.0.

3.11.5 The Contractor shall maintain all fluid sample test results in a Contractor furnished and maintained repository/database system. The system shall maintain the data as received from the Contractor’s laboratory for the life of the contract. This raw data shall be available as soon as samples are complete. The database shall allow for the raw data to be downloaded in CSV format.

3.11.6 The Government will provide guidelines for satisfactory (SAT) versus unsatisfactory (UNSAT) test results for each test slate per the ship registration files listed in Section 9.0 of this contract. A SAT sample is defined as a sample that has SAT results for all required tests per Attachment (A) test slate(s). The Contractor shall provide the following recommendation for SAT samples in the raw database: "A - Sample results normal; continue routine sampling." The Contractor shall include notation of UNSAT properties in the raw database based upon NSWCPD provided registration files per Section 9.0 of this contract. The Contractor shall not include any recommendations for UNSAT properties in the raw database. (A002)

3.12 Phase-In and Phase Out Services

3.12.1 Phase-In Services

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 this transition phase, the Contractor shall perform test slates for both new and used fluid testing for various equipment provided by NSWCPD to demonstrate capabilities and accuracy.

3.12.1.1 General

The Contractor shall provide Phase-In services during a ninety (90) day period following contract award. Within seven (7) days after contract award, the Contractor’s Program Manager shall attend the Post Award Conference at the Contractor’s facility with the cognizant NSWCPD/NAVSEA personnel to discuss the contract and plan for full operation. There will be up to four (4) additional one-day meetings at the Contractor’s facility to develop and implement a plan of action to ensure a smooth transition.

3.12.1.2 Data Transmission Validation

Within sixty (60) days of contract award. The Contractor shall post data for transfer to the Government’s database(s) of choice. The Government will review the test data to ensure it was properly transmitted and received. This includes proper data format per the Government completeness and timeliness of data, and data transfer integrity (CDRL A002). The Government will communicate any errors or problems to the Contractor. The Contract will take corrective action and demonstrate the capability to transfer data.

3.12.1.3 Testing

The Contractor shall perform tests in accordance with the test slate information in Attachment A – D.). With the Government approved format which will be provided at time of contract award. The Government will provide the Contractor with a list of phase-in samples for testing. Quanty of samples may vary, with the total estimated number during the Phase-In period not to exceed 150 samples. The Government will begin submitting samples thirty (30) days after the commencement of performance to confirm equipment functionality. Contractor to provide results of Phase-in samples to the Government’s database(s) and the Government will confirm results are adequate during the first ninety (90) days of the Phase-In period. Prior to this confirmation, any samples received from ships on this contract should be held. The Contractor must have all equipment and training necessary to perform all tests in accordance with the test slate information no later than sixty (60) days after the commencement of the Phase-In period. The Contractor must provide their test procedures that meet the test slates within sixty (60) days of the contract award (CDRL A007). The Contractor must provide their calibration certificates for each equipment within sixty (60) days of contract award. Once Phase-In sample results are confirmed, adequate and full performance capability has been met, testing of held samples can proceed. The Government will provide notification of full performance capability via email to the Contractor Program Manager according to each test slate.

3.12.2 Phase-Out Services

Contractor shall store any samples received after period of performance (POP) of contract for no longer than sixty (60) days after POP. The Contractor must notify the government of any receipt of samples after the POP with the daily sample summary (CDRL A003). The Government will provide the Contractor with a shipping address at the end of contract POP for sending samples.

3.13 Manufacturing Phase-Out or Discontinuation of Production, Diminishing Sources, and Obsolete Materials or Components

3.13.1 The contractor shall notify the contracting officer immediately upon determining the unavailability of obsolete materials or components. The contractor may recommend a solution to include the impact on the contract price and delivery. The contractor shall not initiate any item redesign or incur any additional costs without the express, written authorization of the contracting officer.

3.14 Diminishing Manufacturing Sources and Material Shortages Management (DMSMS) Contract Requirements – N/A

3.15 Parts Obsolescence – N/A

4.0 DATA REQUIREMENTS

· CDRL A001, Monthly Status Report

· CDRL A002, Daily Electronic Transfer

· CDRL A003, Daily Sample Report Summary

· CDRL A004, ASTM Proficiency Test Report

· CDRL A005, Quality Assurance Program Plan

· CDRL A006, Calibration Certificate

· CDRL A007, Test Procedures

5.0 SECURITY REQUIREMENTS

5.1 SECURITY TRAINING. The Contractor is responsible for completing all required Government mandated training to maintain security and network access to government sites and IT systems to include but not limited to: Antiterrorism Level 1 Awareness; Records Management in the DON: Everyone's Responsibility; Training and Readiness: The Active Shooter; NAVSEA Introduction to Controlled Unclassified Information; Operations Security (OPSEC); NAVSEA Counterintelligence Training; Privacy and Personally Identifiable Information (PII) Awareness Training; NAVSEA Physical Security training and Cybersecurity 101 Training. Certificates of successful completion shall be sent to the COR and as otherwise specified in the contract.

5.1.1 In accordance with the National Industrial Security Program Operating Manual (NISPOM) (37 CFR Part 117), Contractor personnel that require access to Department of Navy (DON) information systems and/or work on-site require an open investigation or favorable adjudicated Tier 3 investigation. An interim clearance is granted by DCSA and recorded in the Defense Information System for Security (DISS). Must have a favorable fingerprint an open or closed investigation with a favorable adjudication in DISS is required prior to issuance of a badge providing access to NSWCPD buildings. Furthermore, if the Navy Central Adjudication Facility has made an unfavorable determination, access will be denied. For Common Access Card (CAC) you must have an open investigation and/or a favorably adjudicated investigation. Interim security clearance is acceptable for a CAC.

Access will be denied for anyone that has eligibility pending in DISS. Vetting through the National Crime Information Center, Sex Offender Registry, and the Terrorist screening database shall be process for a contractor that does not have a favorable adjudicated investigation.

5.1.2 Within 30 days after contract award, the contractor shall submit a list of all contractor personnel, including subcontractor employees, who will have access to DON information systems and/or work on-site at one of the NSWCPD sites to the appointed Contracting Officer Representative (COR) via email. The contractor shall provide each employee's first name, last name, contract number, the NSWCPD technical code, work location, whether or not the employee has a CAC and or Standard Access Control Badge (SACB), the systems the employee can access (i.e., NMCI, RDT&E), and the name of the Contractor's local point of contact, phone number and email address. Throughout the period of performance of the contract, the Contractor shall immediately provide any updated information to the COR when any Contractor personnel changes occur including substitutions or departures.

5.2 ON SITE WORK. N/A

5.2.1 RESERVED

5.2.4 Reserved

5.3 DD254 REQUIREMENT – N/A

5.4 OPERATIONS SECURITY (OPSEC)

5.4.1 The Contractor shall protect critical information associated with this contract to prevent unauthorized disclosure. The NSWC Philadelphia Division's (NSWCPD) Critical Information List (CIL)/ CIIL (Critical Indicators and information list) will be provided on site, if warranted. Performance under this contract requires the contractor to adhere to OPSEC requirements, which may include the NSWCPD Contractor OPSEC Plan. When the NSWCPD Contractor OPSEC Plan is required, the contractor shall return acknowledgment of the plan within 15 days of receipt. During the period of this contract, the Contractor may be exposed to, use, or produce, NSWCPD Critical Information (CI) and/or observables and indicators which may lead to discovery of CI. NSWCPD's CI will not be distributed to unauthorized third parties, including foreign governments, or companies under Foreign Ownership, Control, or Influence (FOCI) unless such FOCI has been appropriately mitigated through measures approved by the Defense Counterintelligence and Security Agency. Questions concerning these requirements shall be directed to the PCO.

5.4.2 CUI correspondence transmitted internally on the contractor's unclassified networks or information systems, and externally, shall be protected per NIST SP-800-171, Protecting Controlled Unclassified Information (CUI) in Non-federal Systems and Organizations.

Assembled large components/systems being transported to and from testing areas, other production or government facilities (whether or not on public roadways) shall be in an enclosed van trailer or covered flatbed trailer. Component/System outside storage, staging, and test areas shall be shielded/obscured from public view wherever physically possible.

5.4.3 NSWCPD's CI shall not be publicized in corporate wide newsletters, trade magazines, displays, intranet pages or public facing websites. Media requests related to this project shall be directed to the PCO, and the COR who will forward the required to the NSWCPD Public Release Authority for review.

5.4.4 Any attempt by unauthorized third parties to solicit, obtain,…