PWS - WVP Oil Analysis Testing.pdf

Performance Work Statement

Willamette Valley and Rogue Basin Lube Oil Sample Testing Services

1. GENERAL

1.1 Scope

The Willamette Valley and Rogue Basin Project (WVRBP) require a contractor to perform oil testing and analysis services for Lube oil, as described further in this Performance Work Statement (PWS). All testing shall be accomplished in accordance with the standards established by the American Society for Testing and Materials (ASTM).

The objective of this contract is for the Contractor to accomplish accurate and timely analysis and submit accurate and timely analysis data and reports as described herein.

The Contractor shall provide all necessary personnel, equipment and materials and database management (for maintenance of historical oil samples) to perform oil analysis of all samples provided by the US Army Corps of Engineers and provide timely written results to respective point of contact for samples.

Note: Contractor will maintain an internet accessible database of a history of all samples. These samples are to be available on this database during the life of the contract and for a minimum of one year from the end of the contract.

Database shall be password protected and accessible by designated WVRP personnel at all times for reference and trend analysis purposes.

1.2. The Government anticipates awarding a firm fixed-price contract for lube oil sample analysis testing is estimated for up to a five (5) year Period of Performance (POP) as follows:

Year 1: April 01,2026 – March 31, 2027

Year 2: April 01,2027 – March 31, 2028

Year 3: April 01,2028 – March 31, 2029

Year 4: April 01,2029 – March 31, 2030

Year 5: April 01,2030 – March 31, 2031

1.3 Location

Services shall be performed at the Contractor’s facility.

1.4 Government Personnel

The Contracting Officer is the individual executing this contract on behalf of the Government and is responsible for the overall administration of the contract. He/she is the only person authorized to make any changes in the prices, terms or other conditions of the contract.

The Contracting Officer’s Representative (COR) is responsible for giving the Contractor any special technical instructions or guidance necessary to ensure contract execution. The COR has no authority to alter the terms of conditions of the contract.

The Technical Representatives/Points of Contact (TR/POC) may also give the Contractor special technical direction/guidance necessary to complete the work; however, they have no authority to alter the terms and/or conditions of the contract.

1.5 Contractor Personnel

The Contractor shall provide a staff of fully qualified chemists and technicians capable of performing and certifying the oil test results as required by this PWS.

1.6 Minimum Qualifications

Contractor shall comply with all applicable ASTM and ISO standards and all machinery used to perform testing services references in this PWS shall also comply with associated standards.

1.7 Compliance with Regulations

In performing the work required by this Contract, the Contractor shall comply with all applicable Federal, State and local laws and regulations.

2. PERFORMANCE REQUIREMENTS

The Contractor shall perform all services hereunder in compliance with accepted industry standards, guidelines, and practices.

2.1 Performance Standards. The Performance Requirements Summary (PRS) on page 4 has a performance objective with associated performance standards that will be monitored and inspected by Government personnel. This performance objective represents a critical function as identified by the Government at the time of contract award. The performance standard represents the minimum acceptable level of Contractor performance. The performance objective and standard represent only the critical components of this Contract and does not excuse the Contractor from performance of other responsibilities identified in the PWS. All services described in this PWS are subject to inspection by the Government.

3. SCOPE OF SERVICES

3.1 General

Testing shall be performed in accordance with ASTM and ISO standards as referenced in this PWS. Contractor shall perform oil testing as specified by each order received with the samples sent for testing.

3.3 Sample Testing:

Task 1: The Contractor shall perform lube oil testing and analysis services for the following content:

-Viscosity (ASTM D445 at 40 degrees Celsius)

-Water Content (ASTM D6304)

-Acid Number (ASTM D974)

-Particle Count (ISO 4406.99)

-Elemental Analysis (ASTM D6595) or equal

Contractor shall supply sample kits as described below and in addition to test result report, maintain results in an online database.

Test results report:

• Shall be received within 7 calendar days of Contractor’s receipt of oil samples.

WVRBP may require expedited testing from time-to-time due to emergency circumstances. Results on expedited orders shall be received by WVRBP within 24 hours of Contractor’s receipt of the test bottles/samples.

• All results must reference the applicable WVRBP Service Provider Identifier (SPID) Number(s) identified for each sample contained in the order.

• Test results shall be available on a web server for WVRBP to download. The Contractor shall provide web server with password protection for an internet-based system and portal instructions and directions to facilitate the electronic test results in PDF format. This website must associate the sample with a specific identifier and sample to its organization within the website.

• Contractor shall provide all test results (in PDF format), and availability of results on the web server to WVRBP via email, upon completion of testing. (WVRBP will provide a list of e-mail addresses for applicable personnel after contact award.) Analytical results will be delivered by electronic means to individual requesting oil sample testing (via their email address) and a courtesy copy to COR and Contract Specialist who will manage the contract.

On-line Database/Software Capability

• The Contractor shall own or have access to software and database through a cloud-based solution (preferred) or hosted solution. The Contractor shall enter WVRBP’s test data into this database for the purpose of comparison and trend analysis. The Contractor shall make WVRBP’s test data available to WVRBP personnel online at all times and from multiple locations utilizing a password to login to contractor’s website portal. The Contractor’s software shall be capable of providing and interpreting trending analysis and comparing WVRBP’s data to other data within the database, including at a minimum: graphing trends and changes, viewing test results in tabular form, and providing maintenance recommendations.

Sample Kits

The Contractor shall supply sample kits and consisting of:

• Clean and ready-to-use sample bottles; approximate size: 4 to 6 oz bottles.

• Shipping cartons, sample data forms & chain-of-custody

• Bottle label for every sample bottle provided. Labels shall have enough writing space for the information below:

• Equipment designation number

• Area of equipment of oil sample source

• Work Order number

• Date of sample taken

• Batch Number

Labels will be affixed by Government personnel and completed when oil samples are collected at source. A letter will be included with samples showing each sample by Equipment Designation number and equipment from which the oil sample was taken. Samples with affixed labels will be mailed back to contractor for timely processing.

AQL: The Contractor shall provide oil analysis testing reports to the customer for all oil samples within 7 calendar days of receipt of email with listed Equipment Designation numbers for testing.

Quantity of samples/tests by location:

PROJECT # SAMPLES

BIG CLIFF 18

DETROIT 31

FOSTER 32

GREEN PETER 17

LOOK OUT POINT 37

DEXTER 25

COUGAR 20

HILLS CREEK 18

COTTAGE GROVE 1

DORENA 2

BLUE RIVER 9

FALL CREEK 20

FERN RIDGE 7

LOST CREEK 38

APPLEGATE 14

LIEBHERR CRANE 15

TOTAL 304

4. CONTRACTING OFFICER REPRESENTATIVE (COR) DESIGNATION:

The Government shall assign a Contracting Officer Representative (COR) to assist the Contracting Officer (CO) in overseeing the contract and to serve as the local point of contact for WVRBP. The COR shall monitor contractor performance and shall ensure proper government surveillance of the contractors’ performance is being followed.

5. PERFORMANCE REQUIREMENTS SUMMARY:

The purpose of the PRS is to communicate the Government’s quality expectations and the process to evaluate the

Contractor’s performance.

Performance Requirements Summary

PWS Reference

Requirement

Standard

Acceptable

Quality Level

Surveillance Para 3.3, Task 1 Perform oil analysis testing according to ASTM and/or

ISO standards and return results via PDF with 7 calendar days of receipt to end user and contract specialist via email.

-Viscosity (ASTM D445 at 40 degrees Celsius)

-Water Content (ASTM

D6304)

-Acid Number (ASTM D974)

-Particle Count (ISO 4406)

-Elemental Analysis (ASTM

D6595) or equal

Contractor shall adhere to requirements listed in section 3.3. of the

PWS.

The Contractor shall provide oil analysis testing reports to customer for all oil samples within 7 calendar days of receipt of email with listed

SPID numbers for testing.

COR

assessment

5.1 To ensure that the Government receives the services for which it contracted, the Government will only pay for services received. The Quality Assurance Surveillance Plan (QASP) determines if the

Contractor meets the performance standards of the contract, as well as provides guidelines for how and when surveillance will be performed. It ensures timeliness, effectiveness, and that the

Contractor is delivering the results specified in the contract. Government contract quality assurance will be performed per the QASP surveillance schedule.

5.2 Surveillance. Inspections by the COR, in addition to complaints from project personnel and/or visitors areas under this contract, will serve as the surveillance method. If the COR discovers deficiencies and/or receives complaints, the COR/alt COR will discuss with/report to the

Contractor’s Quality Control Inspector (QCI) for correction.

5.2.1 Quality Control. The Contractor, not the Government is responsible for quality control actions necessary to meet the quality standards set forth by the contract. The Contractor shall develop and submit a Quality Control Plan (QCP) for Government approval after award in compliance with the

PWS prior to work commencing. Once accepted, the QCP shall be used by the Contractor to ensure that they deliver quality service. The Quality Assurance Surveillance Plan (QASP) is a document that communicates to the Contractor the surveillance methods that will be used to measure its performance against the standards in the contract and provides means by which the Government monitors and documents performance. Quality Assurance (QA) is the Government process that ensures the Contractor delivers quality service. The surveillance methods identified in the QASP together with the Contractor’s QCP will help determine whether the Contractor delivers the performance agreed to in the contract. The Government reserves the right under the Contract Terms and Conditions—Commercial Items (FAR 52.212-4) to inspect and test the services called for by the contract, to the extent practicable at all times and places during the term of the contract. Non-conforming services shall be rejected.

5.2.2 Unacceptable Performance. When performance is determined unacceptable, as defined in the

Quality Assurance Surveillance Plan (QASP) the Government Quality Assurance Evaluator

(GQAE) will inform the Contractor’s on-site representative that performance is unacceptable and provide written documentation by use of the form DD 2772, Contract Discrepancy Report (CDR), https://www.esd.whs.mil/Portals/54/Documents/DD/forms/dd/dd2772.pdf. By initialing and dating the form, the Contractor is only acknowledging notification of unacceptable performance.

Disputes in surveillance should be referred to the Contracting Officer.

5.2.3 The GQAE will notify the COR and the Contracting Officer of less than acceptable performance.

If any of the services do not conform to contract requirements, the Government may require the

Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defect(s) in services cannot be corrected by re-performance, the

Government may:

a. Require the Contractor to take necessary action to ensure future performance conforms to contract requirements.

b. Reduce the contract price to reflect the reduced value of the services performed.

c. If the Contractor fails to promptly re-perform the services, or to take the necessary action to ensure future performance in conformity with contract requirements, the Government may:

(a) By contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service or

(b) Issue Cure Notice.

(c) Terminate the contract for Government Convenience.

(d) Terminate the contract for Cause.

5.2.4 Correction of Non-Performance of Work. The Contractor shall employ an adequate quantity of personnel to ensure that any area found to be not in compliance and therefore not acceptable, shall be made acceptable by the performance or re-performance of the work, where such re-performance is possible, during the first business day after noncompliance has been observed by or reported to and verified by the COR.

https://www.esd.whs.mil/Portals/54/Documents/DD/forms/dd/dd2772.pdf

6.0 Safety and Environmental Regulations

6.1 The Contractor shall follow all safety regulations as set by OSHA, Corps of Engineers Safety

Manual EM 385-1, and project safe clearance procedures. Where conflicts in safety regulations occur, the COR shall designate the applicable regulation to be followed. In accordance with EM

385-1, the Contractor shall prepare an Activity Hazard Analysis for approval by the COR prior to commencement of each work activity, task, or definable feature of work (DFOW). A sample

Activity Hazard Analysis is available in the 2024 version of the EM-385-1-1 in section 2-10.b and is attached to this document as Attachment C.

6.2 The link shown below contains many tools in helping fill out the safety and health program forms.

https://www.usace.army.mil/Missions/Safety-and-Occupational-Health/. This site will contain a link to any interim changes to the 2024 safety manual as well as any global interpretations and/or questions that have been asked about the EM. Forms for required Activity Hazard Analyses and

Position Hazard Analyses are available via this site as well.

6.3 In the event that an accident or injury should occur to either Contractor personnel or the public on

Government lands, the Contractor shall notify the COR immediately after appropriate emergency measures have been taken. Contact information for the COR will be provided to the Contractor at the time of award. Use ENG Form 3394, USACE Mishap Notification and Investigation, Attachment D to this document, in accordance with EM-385-1-1, section 2-8.d.

6.4 The Contractor shall make a written report of each incident, injury, or property damage accident.

The report shall include locations, nature of injury or property damage, authorities notified, and disposition, in addition to any other pertinent information. This written report shall be submitted to the COR within 3 business days of the incident. . Use ENG Form 3394, USACE Mishap Notification and Investigation, Attachment D to this document, in accordance with EM-385-1-1, section 2.8.d.

6.5 The contractor shall provide an Accident Prevention Plan prior to performing any work to the

Government KO and POC for review. Accident Prevention Plan requirements are defined in section

2-7 of the 2024 edition of the EM-385-1-1. The link to the mandatory Accident Prevention Plan

Worksheet is provided in section 2-10.d and is attached to this document as Attachment B.

https://www.usace.army.mil/Missions/Safety-and-Occupational-Health/

7.0 Contractor Access to Work Sites

7.1 Submit a complete, dated and signed, list of all Contractor and Sub-Contractor personnel and their titles who will be working on the project at the Weekly Coordination Meeting. This listing must be revised and resubmitted when personnel changes occur.

7.1.1 The Contractor is responsible for pre-screening Contractor and Sub-Contractor personnel using the

E-Verify Program at http://www.uscis.gov/E-verify to meet the established employment eligibility requirements.

7.1.1.1 AT Level 1 Training - Thirty calendar days prior to mobilization, all Contractor employees, to include Sub-Contractor employees, requiring access to army installations, facilities, and controlled access areas must complete AT Level 1 Training. Submit a roster of training completion for each

Contractor employee and Sub-Contractor employee to the KO within five calendar days after completion of training of all employees and Sub-Contractor personnel. Obtain training DVD from the KO through the Portland District Security Office. (Estimated training time is ten minutes per individual).

7.1.1.2 Operations Security (OPSEC) Training - Thirty calendar days prior to mobilization, all Contractor employees, including Sub-Contractor employees, requiring access to army installations, facilities, and controlled access areas must complete OPSEC Training. Submit a roster of training completion for each Contractor employee and Sub-Contractor employee to the KO within five calendar days after completion of training of all employees and Sub-Contractor personnel. Obtain training DVD from the KO through the Portland District Security Office. (Estimated training time is 15 minutes per individual).

http://www.uscis.gov/E-verify

9 Subcontracting. The Contractor shall notify both the KO and the COR in writing of any work to be subcontracted. Compliance with the provisions of this contract by sub-Contractors shall be the responsibility of the Contractor.

10 Contract Authority and Technical Directions: Take no direction from any

Government employee or any person other than the Contracting Officer that changes the terms and conditions of this contract action, the scope, or any change that impacts the price or schedule. Changes authorized by the Contracting Officer are in the form of a written, official, signed modification to the contract action.

Do not act upon these changes until the signed modification by the Contract

Officer has been received. Comply with the changes clause of this task order when the Contractor believes direction has been given from persons other than the

Contracting Officer that equate to a change by notifying the Contracting Officer.

Report to the Contract Officer any direction given by any Government employee or any other person outside their authority. Contracting Officer Representatives

(CORs) are limited to the authorities stated in the COR appointment letters.

11 Site POC:

Contracting Officer: Darrell Hutchens Darrel.D.Hutchens@usace.army.mil Contract Specialist: Joshua Mahon Joshua.D.Mahon@usace.army.mil Contracting Officer’s Representative: Andre Jovanovic, Andre.L.Jovanovic@usace.army.mil Technical/Site POC: Eric Bretthauer, Eric.E.Bretthauer@usace.army.mil mailto:Darrel.D.Hutchens@usace.army.mil mailto:Joshua.D.Mahon@usace.army.mil mailto:Andre.L.Jovanovic@usace.army.mil mailto:Eric.E.Bretthauer@usace.army.mil