Request for Information (RFI).pdf

REQUEST FOR INFORMATION

Defense Logistics Agency Land and Maritime-Mechanicsburg Detachment

1.1 DESCRIPTION

One of the missions of the Defense Logistics Agency (DLA) Land and Maritime-Mechanicsburg Detachment is to providing procurement and contracting support to the Naval Supply Systems Command, Weapon Systems Support (NAVSUP WSS) N96 and N97 divisions. It is responsible for the procurement of all Depot Level Repairable (DLR) spare requirements provisioned by the NAVSUP WSS N96 and N97 divisions.

This Request for Information (RFI) is being utilized as a market research tool to identify sources interested in being considered for a Blanket Purchase Agreement (BPA) or a Multiple-Award Indefinite-Delivery, Indefinite Quantity (IDIQ) contract for competitively procured MIL-B-17931E Noise Tested ball and roller bearings (Bearings) with a Federal Supply Class Code (FSC) of 3110.

1.2 THIS IS A REQUEST FOR INFORMATION (RFI) ONLY

This RFI is issued solely for information and planning purposes. It does not constitute a Request for Proposal (RFP) or a promise to issue an RFP in the future. This RFI does not commit the Government to contract for any supply or service whatsoever. At this time, DLA is not seeking proposals. DLA will not accept unsolicited proposals. DLA will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested party’s expense. Submissions will not be returned. Sources having the capabilities to perform the tasking below are encouraged to reply to this RFI. Failure to respond to this RFI does not preclude participation in any future RFP, if any is issued. If an RFP is issued, it will be synopsized on the Government Point of Entry at https://beta.sam.gov. The information provided in this RFI is subject to change and is not binding on DLA. It is the responsibility of potential offerors to monitor these sites for additional information pertaining to this effort.

1.3 MIL-B-17931E NOISE TESTED BALL AND ROLLER BEARINGS

1.3.1. GENERAL DESCRIPTION

The following is a general overview of the MIL-B-17931E Bearings. The Bearings discussed herein have a FSC Code of 3110. The more than 100 Bearings have stringent manufacturing requirements, including passage of First Article Testing (FAT) pursuant to Federal Acquisition Regulation (FAR) Subpart 9.3 and Production Lot Testing (PLT) pursuant to Defense Logistics Acquisition Directive (DLAD) 46.291. In addition, these Bearings are subject to restrictions placed upon them by Defense FAR Supplement (DFARS) 225.7009-2 – Restriction on Ball and Roller Bearings. The Bearings are primarily used in submarines and surface ships, but also have applications in rotary and fixed wing aircraft.

1.3.2. TECHNICAL DATA PACKAGE (TDP)

MIL-B-17931E Bearings requirements are detailed in a document called the Technical Data Package (TDP). The TDP is prepared by the Inter-Service Engineering Agency (ISEA) engineers to control or reference the technical standards and requirements for these MIL-B-17931E Bearings. In addition, the TDP also calls out the quality assurance and higher-level inspection system requirements that are required for inspection and acceptance of the material.

1.3.3. WAIVERS & DEVIATIONS

Compliance with the technical requirements of the TDP is expected. Any intended use of any material, which is not in full compliance with the specified technical requirements, should be identified as an exception in advance prior to manufacture. Requests for waivers and deviations from the technical requirements invoked should provide justification for the requested change including an evaluation, which demonstrates that proposed non-conformance will not affect the quality, form, fit, or function of the part.

Where a proposed alternate or replacement item is offered, supporting technical data (catalog page, drawing(s), etc.) that fully describe the proposed item shall be provided for technical evaluation. Requests, which do not contain this information, will be returned and will not be submitted to engineering for review until sufficient justification is provided. Acceptance or rejection of the proposed change will be provided upon completion of engineering review.

1.3.4. PACKAGING & PACKING

All DLA packaging codes are designed to a specific item or special program requirements and are formatted in accordance with MIL-STD-2073. MIL-STD-2073 outlines standard processes for the development and documentation of military packaging, as distinct from commercial packaging. This standard covers methods of preservation to protect materiel against environmentally induced corrosion and deterioration, physical and mechanical damage, and other forms of degradation during storage multiple handling, and shipment of materiel in the defense transportation system.

Local clause WSSTERMDZ03 PRESERVATION, PACKAGING, PACKING AND MARKING is included in all DLA contracts and provides additional requirements for items entering the Navy’s distribution system. Packing, marking, palletized material, and additional special requirements are detailed in this clause. See the packaging attachment for an example of WSSTERMDZ03.

1.3.5. QUALITY ASSURANCE & CONTRACT ADMINISTRATION

1.3.5.1. Defense Contract Management Agency (DCMA)

DCMA provides contract administration services, production surveillance and quality assurance within the manufacturing community for DLA. It acts as a frontline interface between the government and contractors to ensure that purchased supplies will be delivered on time and in the quality and quantity required.

1.3.5.2. DCMA Quality Assurance Representative (QAR)

Quality Assurance Representatives are defined as government-assigned on-site program coordinators acting as liaisons between the contractor personnel and DCMA. The responsibilities and duties of the QAR are dependent upon the contract requirements invoked. Therefore, the QAR must have a complete understanding of each contract and statement of work. The following are some of the responsibilities of the

DCMA QAR:

1.3.5.2.1. Inspection and Acceptance of Material

The DCMA QAR has the right to perform an inspection of every piece of material procured by DLA in accordance with FAR 52.246-2. Each inspection conducted is held at the contractor’s or subcontractor’s facility. The contractor is responsible of offer reasonable accommodations and assistance at no increase in the contract price. Material inspected by the DCMA QAR must undergo a minimum of two (2) inspections. The first inspection is conducted after the product is manufactured and prior to the material being packaged. The second inspection occurs after the material is packaged and prior to shipment. Material shipped prior to final inspection and the Defense Finance Accounting Service (DFAS) will not pay acceptance by the DCMA QAR, and the material is required to be returned to the contractor’s facility at its own expense for final inspection and acceptance.

The Government has the right to either reject or require correction of nonconforming supplies.

Supplies are nonconforming when they are defective in material or workmanship or are otherwise not in conformance with the contract’s requirements. Nonconforming supplies must be replaced or corrected promptly by the contractor without charge unless DLA consents to accept the work with an appropriate adjustment in contract price.

The inspection performed by the DCMA QAR does not relieve or negate the contractor’s responsibility for providing adequate quality assurance measures; relieve or negate the contractor’s responsibility for damage to or loss of material before acceptance; constitute or imply acceptance; or affect the continuing rights of DLA after acceptance of the completed work.

Final acceptance of material by a DCMA QAR is resolute, unless the item has a latent defect that was not observable or detectable at the time the QAR performed the inspection and acceptance. A latent defect is defined in FAR 2.101(b) as “a defect that exists at the time of acceptance but cannot be discovered by a reasonable inspection,” and is subject to the terms of FAR 52.246-2(k).

1.3.5.2.2. Product Quality Deficiency Reports (PQDRs)

PQDRs are the primary tool used for receiving feedback from material users on the state of systems and material issued through the supply system. The primary purposes of PQDRs are to report material non-conformances, provide a vehicle to recover material cost because of the non-conformance, and to take steps to prevent recurrence. Non-conformance deficiencies are any defect, condition, or premature equipment failure indicating deficiencies in design, specification, documentation, material, manufacturing, and workmanship.

PQDRs are classified as CATEGORY I or CATEGORY II. CATEGORY I includes critical defects, which may cause death, injury, severe illness, loss or major damage to a weapon system, and ultimately restrict combat readiness capabilities. CATEGORY II includes any major or minor defect, which does not meet the criteria set forth in Category I.

In the event of a PQDR, the contractor will be expected to assist in the investigation to determine the root cause of any valid deficiencies; root cause is defined as what processes failed to allow the deficiency. Next, contractors will be expected to develop and execute corrective actions to resolve any valid deficiencies; corrective actions are defined as what the contractor and QAR are doing to correct the deficiency for this shipment. Then, contractors will develop preventative actions to preclude recurrence of deficiencies; preventative actions are defined as what the contractor and QAR are doing to ensure the deficiency does not happen again. Finally, the contractor is expected to keep the DCMA QAR informed of the status of the investigation and any rework, repair, or replacement of nonconforming material.

1.3.5.2.3. Corrective Action Requests (CARs)

FAR 46.105(a) states that the contractor is responsible for carrying out its obligations under the contract by (1) controlling the quality of supplies, and (2) tendering to the Government for acceptance only those supplies that conform to the contract requirements.

FAR 46.106 states that when a contract is assigned for administration to the contract administration office cognizant of the contractor’s plant, that office, unless specified otherwise, shall perform all actions necessary to verify whether the supplies or services conform to the contract quality requirements.

DCMA has a policy that, when nonconformities associated with a supplier’s Quality Management System (QMS) processes or product characteristics are independently discovered by DCMA, the supplier shall be notified and requested to initiate corrective actions in accordance with the contract requirements. Product or process nonconformities may be evidence of a breakdown in the supplier’s QMS or inspection systems.

There are four levels of CARs, which depend on the severity of the nonconformity and the level of supplier management visibility required to address corrective actions. CARs can be issued by any DCMA functional specialist to include: the QAR, Industrial Specialist (IS), and the Administrative Contracting Officer (ACO).

Level I CARs are issued to the supplier management level responsible for taking corrective actions for a nonconformity that can be corrected on the spot, and where no further corrective action response is necessary.

Level II CARs are the minimum level for a nonconformity associated with critical characteristics.

They are issued to the supplier management level responsible for initiating corrective actions when the contractual nonconformity cannot be corrected on the spot. Level II CARs may be issued to subcontractors, and may be coupled with contractual remedies such as charge for additional cost of inspection or test when prior rejection makes re-inspection or retest necessary.

The purpose of a Level II CAR is to help a supplier improve their QMS.

Level III CARs are issued to the supplier’s top management for serious contractual nonconformities, failure to respond to a previously issued Level II CAR, or repeat Level II CARs which indicate inadequate root cause determinations. Level III CARs are issued by the DCMA ACO and may be coupled with contractual remedies to include reduction of progress payments, cost disallowances, business management systems disapprovals, and charges for additional costs of inspection or testing when prior rejection makes re-inspection or re-testing necessary. A Level III CAR is the DCMA Commander’s management tool to correct issues that need to be addressed.

Level IV CARs are issued to the supplier’s top management when a Level III CAR has been ineffective and when the contractual nonconformity is of a serious nature. Level IV CARs are issued by the DCMA ACO and may be coupled with contractual remedies to include suspension of progress payments, suspension of product acceptance activities, removal of QAR from facility, and charges for additional costs of inspection or testing when prior rejection makes re-inspection or re-testing necessary.

The supplier’s response to the CAR should (1) identify the causes of the nonconformity to include the root cause(s) and casual factors; (2) state the actions taken to correct the specific nonconformity; (3) state the actions taken or planned to eliminate the cause(s) and prevent recurrence of the nonconformity; (4) state whether other products are affected, including product already delivered to the customer; (5) state action taken to correct the weakness which allowed deficient product to be presented to the government for acceptance; and (6) state the target date(s) for implementation of planned actions.

DCMA will review the supplier’s corrective action response; verify implementation of the corrective action, and follow-up to validate the effectiveness of the corrective action. If the supplier’s corrective action is ineffective, then the CAR is resubmitted to the supplier. If the supplier’s corrective action is effective, then the CAR is closed. The overall objective of the CAR process is to reduce the number of PQDRs.

1.3.5.3. Quality Inspection Levels

All contracts issued by DLA will include FAR Clause 52.246-2, which requires suppliers to maintain a quality system acceptable to the government. It also allows the DCMA QAR access to the contractor’s facility for the purpose of inspection and product verification, commonly referred to as Government Source Inspection (GSI). When significant processes are subcontracted to other facilities, GSI may need to be included in purchase orders or service agreements to permit DCMA oversight and/or inspection at the sub-contractor facility. At a minimum, a quality system acceptable to DCMA for DLA contracts includes documented procedures for product verification, including calibration records for inspection equipment and records associated with product verification, documented review of sub-tier supplier capability and a documented process for managing non-conforming material.

Depending on the specific application of the material, a higher-level contract quality requirement may be invoked in accordance with FAR 52.246-11. The following may apply:

International Organization for Standardization -- ISO 9000 Quality Management Series ISO standards outlined principals and guidance for implementing a quality system, which assured products meet customer requirements consistently. When a higher-level contract quality requirement is invoked, DLA contracts will include Supplemental Technical Requirements (STR), which augment the ISO standards by adding additional requirements, which must be observed for DLA orders. Certification to ISO standards by a third party is not required for DLA contracts.

Companies, which do not have manuals consistent with ISO principals, may elect to follow MIL- I-45208 or MIL-Q-9858.

MIL-I-45208

This military specification, though canceled, established requirements for the inspection system and tests used to substantiate product conformance. Like ISO, it outlined requirements for documentation, records and process controls with the intent of ensuring the product satisfies customer requirements.

ISR-1

This document supplemented MIL-I-45208 by adding additional requirements for the qualification of inspection and test personnel, inspection system audits, identity of records and recorded characteristics.

MIL-Q-9858

This military specification required the establishment of a quality program to assure adequate quality throughout all areas of contract performance such as design, development, fabrication, processing, assembly, inspection, test maintenance, packaging, shipping, storage, and site installation.

QRC-82

This document supplemented MIL-Q-9858 by adding additional requirements for the qualification of inspection and test personnel, inspection system audits, identity of records and recorded characteristics.

IQE-1

Integrated Quality Engineering Specification established specific requirements for Naval Nuclear products, including control of critical product characteristics throughout the planning and manufacture of the product.

MIL-DTL-45662

This military specification outlined the requirements for maintaining a calibration system to monitor the equipment utilized for product inspection. Typically, companies have the option to follow ISO 10012.

1.4 DOING BUSINESS WITH DLA LAND AND MARITIME-MECHANICSBURG

1.4.1. E-BUSINESS SYSTEMS

Contractors doing business with DLA need access to the following e-business procurement and technical systems:

1.4.1.1. System for Award Management (SAM) – SAM is a federal government-wide procurement system, which acts as a single authoritative data source for vendor, contract award, and reporting information. Vendors must be registered in SAM to receive a Government contract. See the following link for additional information – https://www.sam.gov/.

1.4.1.2. Wide Area Workflow (WAWF) – WAWF is a secure web-based system for electronic invoicing, receipt, and acceptance. WAWF allows government vendors to submit and track invoices and receipt/acceptance documents over the web and allows government personnel to process those invoices in a real-time, paperless environment. Vendors must have access to WAWF to process a DLA contract. See the following link for additional information – https://wawf.eb.mil/.

1.4.1.3. Electronic Document Access (EDA) – EDA provides vendors a "view-only" capability of contract documents that match their validated DUNS or CAGE codes. Access to EDA is recommended so that vendors can view their latest contract documents in real-time. See the following link for additional information – https://wawf.eb.mil/.

1.4.2. NEW SUPPLIERS TO DLA LAND AND MARITIME-MECHANICSBURG

DLA Land and Maritime-Mechanicsburg relies heavily on the capabilities of industry. This makes it necessary that the purchased supplies will perform their function, be delivered on time, in the quantity and quality required, and at a fair price in accordance with all Federal regulations. The required material must meet all FAR, DFARS, DLAD, and Class Deviation regulations. These regulations can be found at:

FAR: www.ecfr.gov under Title 48, Chapter 1 DFARS: www.ecfr.gov under Title 48, Chapter 2 DLAD: www.dla.mil/HQ/Acquisition/Offers/DLAD.aspx Class Deviations: www.acq.osd.mil/dpap/dars/class_deviations.html

1.4.3. BLANKET PURCHASE AGREEMENT PROCUREMENT METHOD

As described in FAR 13.303, a BPA is a simplified method of filling anticipated repetitive needs for supplies by establishing agreements with dependable sources of supply.

Contracting officers may establish BPAs when a broad class of goods includes a wide variety of items that are generally purchased, but the exact items, quantities, and delivery requirements are not known in advance and can vary considerably.

BPAs are designed to reduce administrative costs and time in accomplishing simplified acquisition purchases. Individual purchases using BPAs shall not exceed the simplified acquisition threshold at $250,000.

BPAs shall include all clauses required in accordance with FAR 13.303-4 and 13.303-8, relevant statutes and executive orders.

BPAs for this material will be established with more than one supplier to meet the competition requirements.

FAR 13.303-2(b)(2) states that contracting officers shall consider suppliers whose past performance has shown them to be dependable, who offer quality supplies at consistently lower prices, and who have provided numerous purchases at or below the simplified acquisition threshold.

1.4.4. MULTIPLE-AWARD INDEFINITE-DELIVERY, INDEFINITE-QUANTITY PROCUREMENT

METHOD

As described in FAR 16.504, An IDIQ contract provides for an indefinite quantity, within stated limits, of supplies within a fixed period. The Government places orders for individual requirements. Quantity limits may be stated as a number of units or as dollar values.

The IDIQ contract requires that the Government shall order and the contractor shall furnish a stated minimum quantity of supplies or value of dollars. In addition, if ordered, the contractor shall furnish any additional quantities, not to exceed the stated maximum dollar ceiling of the contract.

Contracting officers may establish an IDIQ contract when the Government cannot predetermine above a specified minimum the precise quantities of supplies that the Government will require during the contract period, and it is inadvisable for the Government to commit itself for more than a minimum quantity.

The contracting officer must provide each awardee a fair opportunity to be considered for each order exceeding $3,500 issued under multiple delivery-order contracts.

BPAs are utilized when a broad class of goods includes a wide variety of items that are generally purchased, but the exact items, quantities, and delivery requirements are not known in advance and can vary considerably.

IDIQs shall include all clauses required in accordance with FAR 16.506, relevant statutes, and executive orders.

Multiple-award IDIQ contracts for this material will be established with more than one supplier to meet the competition requirements.

2.0 RESPONSES

Interested parties are requested to respond to this RFI by describing specific examples of their past performance supplying higher-level quality ball or roller bearings similar to the requirements as referenced in section 1.3. Past performance, efforts should be both recent and relevant, preferably within the same FSC. Common aspects of relevancy include the similarity of effort, complexity, dollar value, firm-fixed-price contract type, and degree of subcontract and teaming. Recent efforts should be limited to those performed in the last 36-month period.

2.0.1 RESPONSE FORMAT AND INFORMATION REQUIRED

Responses in Microsoft Word-compatible format are due no later than June 16, 2020, 1630 EST. White papers shall be limited to no more than 25 pages, less than 5MB in size, and submitted via e-mail to the Contract Specialist Mr. Todd Nace, Todd.Nace@dla.mil or Supervisory Contract Specialist Mr. Brandon Bernhard, Brandon.Bernhard@dla.mil. Proprietary information, if any, should be minimized and MUST BE CLEARLY MARKED. To aid DLA, please segregate proprietary information from non-proprietary information in your response. Please be advised that submissions will not be returned.

2.0.1.1 White Paper Section 1

Section 1 of the white paper should provide administrative information, including the following as a minimum:

Name, mailing address, phone number, fax number, and e-mail address of designated point of contact. Also, please include your Corporate and Government Entity (CAGE) Code.

Business type (large business, small business, small disadvantaged business, 8(a)-certified small disadvantaged business, HUBZone small business, woman-owned small business, very small business, veteran-owned small business, service-disabled veteran-owned small business) based upon North American Industry Classification System (NAICS) code 332991, Ball and Roller Bearing Manufacturing. Please refer to FAR Part 19 for additional detailed information on Small Business Size Standards.

2.0.1.2 White Paper Section 2

Section 2 of the white paper shall address all information listed in Section 2.0.

3.0 QUESTIONS

Submit questions regarding this announcement by e-mail to the Contract Specialist at Todd.Nace@dla.mil or Supervisory Contract Specialist Brandon.Bernhard@dla.mil. Verbal questions will NOT be accepted. DLA does not guarantee that questions received after June 16, 2020, 1630 EST will be answered.

4.0 SUMMARY

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify potential sources that may be able to provide current and future DLA requirements. The information provided in the RFI is subject to change and is not binding on DLA or other Government entities. DLA has not made a commitment to procure any of the items discussed, and release of this RFI should not be construed as such a commitment or as authorization to incur cost for which reimbursement would be required or sought. Submissions will not be returned.