Attachment_4_-_Service_Category_2.docx

SAQMMA16R0106 – Diplomatic Platform Support Services (DiPSS) Attachment 4 Service Category 3 High Threat Post Critical Procurement Service Description And Performance Requirements Standards

References:

PLATTS Methodology and Specifications Guide European Products ASTM D4814 – 11b Standard Specification for Automotive Spark Ignition Engine Fuel, ASTM D975 – 12 Standard Specification for Diesel Fuel Oils ASTM D1655 – 12 Standard Specification for Aviation Turbine Fuels, 29 CFR 1910.1200, Hazard Communication CODEX Alimentarius, International Food Standards Description Of Services:

Services must be provided in strict adherence to the terms and conditions of the contract, Foreign Affairs Manual (FAM), Foreign Affairs Handbook (FAH), Federal Acquisitions Regulations (FAR), Department of State Acquisition Regulations (DOSAR), and other applicable US Government regulations, including local US Embassy policies and procedures.

The Contractor shall use this paragraph for cost reporting purposes, IAW the Contractor’s Government approved cost accounting standards and procedures, on internal operations (e.g. property inventory, Federal Supply System (FSS) purchasing, subcontracts, best business commercial purchases, etc.).High threat Post Critical Procurement includes the acquisition, delivery, and tracking of critical materials and supplies: Based on the high threat environments in Posts such as Iraq and Afghanistan, food, fuel and key maintenance part acquisitions must be delivered safely and continuously to enable Embassy missions at these Posts to continue. Materials and repair parts for equipment such as power generators, vehicles, material handling equipment, security equipment, and food service equipment and other items are considered critical maintenance materials. At high threat posts Chief of Mission sites operate and maintain its own power sources independent of the local power grid. Therefore fuel is important for day-to-day operations, health and safety. Establishing a supply chain that takes advantage of the availability and reliability of regional sources, while maximizing the potential cost savings of local country sources, should be a part of any proposed strategy. Fuel is also a critical area when mitigating risk of fraud, waste and abuse. Fuel is a target for the black market. All proposals should address internal controls, quality checks, training and inspection along with associated metrics that are to be included in a program. Ensuring that the fuel and the companies and individuals an offeror is doing business with are fully licensed, appropriately taxed, and meets all requirements for crossing borders and transiting on public highways. Safety with fuel is also an issue. Having plans to handle spillage properly in accordance with local country laws and DoS regulations will be a required part of the program. Appropriate training, ensuring people have the right equipment and personal safety gear, and prompt and adequate responses to spills, accidents and contamination are required elements. Cost controls and the ability to be flexible in a market that is vulnerable to politics, economics, regional and distant conflicts, are capabilities that each offeror should address in the plans required. Communications with the DoS Embassy and associated CORs will assist in mitigating the above risks. Ideally, any program should have a way of providing daily reporting of fuel order status. An online dashboard (possibly in concert with other service areas), updated in near real- time should be considered as part of an offer.

Fuel:

Fuel to be purchased under the contract will meet standards specified in Task Orders. All bulk fuel deliveries are to be made directly to each supported site under this contract on a weekly basis or as required to normally maintain 30 days of supply but ultimately depends on available storage at each site.

a. COTS Real Time Freight Tracking Software Program:

The Contractor shall provide all software and IT systems required to implement and manage the logistical supply chain for the fuel, which provides customers and management status of:

1. lists all approved, outstanding bulk fuel orders by site and customer and original delivery date;

2. status of where each order is physically located in the supply chain pipeline;

3. identifies any disruption or potential distribution and specifies the mitigation plan being implemented to resolve the disruption or potential disruption;

4. identifies revised delivery dates;

5. Place orders for fuel based on requirements provided by the sites;

6. Manage the transportation of all fuel ordered and coordinate the delivery schedule with the site personnel responsible for inspection and acceptance of the fuel.

7. Establish fuel price for each delivery. Possible models include: mandated prices by Host Governments; published prices; local competitive prices; or, a market index such as PLATTS.

8. Ensure each individual truck and driver which will deliver fuel to a DOS site is licensed and abides by all Host Government and DOS regulations:

9. Ensure the delivered fuel meets the technical quality standards for inspection and acceptance;

10. Ensure that each driver obtains a manifest sheet from OPDC stating fuel quantity received and a receipt from the DOS site stating fuel quantity delivered.

11. Coordinate operations as required with designated USG personnel in order to comply with all border and customs requirements, and mitigate checkpoint bottlenecks.

b. Fuel and Transportation License(s), Permit(s) and Vendor Agreements:

The Contractor shall:

1. Obtain all official approval(s), contract(s), license(s) and permit(s) from the appropriate Host Government Agency or Agencies to legally conduct business in a particular country to procure gasoline (MOGAS), diesel fuel (DF2) and/or other fuel types and import such fuel and transport fuel into and throughout A given country or countries.

2. Establish agreements with vendors located in the different regions of the country, as well as external sources or distributors as needed to ensure a steady supply chain;

3. Perform pre-award surveys on each potential vendor;

4. Technically qualify the vendors;

5. Coordinate with DOS to perform security reviews of each vendor; and,

6. Ensure each vendor has proof of a line of credit with a financial institution to pay for fuel in advance As required

7. Ensure each vendor is prepared to perform and remediates spills for any fuel spills incurred during the transportation of fuel required under this contract.

c. General Fuel Standards:

For fuel at State sites, the fuels must conform to civilian standards such as the PLATTS Methodology and Specifications Guide European Products (Latest Update: November 2012) or ASTM D4814 – 11b Standard Specification for Automotive Spark Ignition Engine Fuel, ASTM D975 – 12 Standard Specification for Diesel Fuel Oils and ASTM D1655 – 12 Standard Specification for Aviation Turbine Fuels.

d. General Lawful Operations, Permits, Insurance and Indemnification:

The contractor shall provide the required insurance that is legally necessary or required by the local law or that are ordinarily or customarily obtained at the location of the work. The Contractor agrees that the Government shall not be responsible for personal injuries or for damages to:

1. Any property of the Contractor;

2. Its officers;

3. Agents;

4. Servants;

5. Employees;

6. Any other person, arising from an incident related to the contractor’s performance under this contract.

The Contractor must provide the U.S. Government with authentic identification of its personnel and tanker trucks invoked during delivery performance and its personnel shall be trained on proper procedures to include spill response and clean up. The Contractor’s shall ensure that the proper local country licensing and approvals are in place for vendors, suppliers, trucking companies, distributors, and manufacturers; in other words, to be in full compliance with the laws and regulations of the Host Government. Further, the Contractor shall take steps to prevent the introduction and use of black-market items, and take aggressive action if a subcontractor or vendor is found to be trafficking in goods that are illegal, banned, stolen or not properly inspected or taxed.

e. General Standards Safety and Controls.

The Contractor shall perform deliveries in a manner which ensures the safety of residents, employees and visitors at all U.S. Government sites. The contractor shall ensure employees have safety education when engaged in activities involving Government facilities, personnel, or equipment. The contractor shall comply with all local environmental laws, handling, storage, and disposal of all toxic materials. Contractor shall be responsible for the conduct of Subcontractors engaged in deliveries, and for Subcontractors compliance with the terms of this Statement of Work. The Contractor is responsible for the behavior of Subcontractors while on government property. The Contractor will also have an oversight program in place to prevent and discover possible instances of fraud, waste and abuse. This program is responsible to “self-inspect” and make known any instances of such behavior. In the event of a fuel spill, the Contractor or vendor making the delivery is responsible for remediating any and all fuel spills and reporting incidents to the applicable Government representatives.

1. Material Safety Data Sheets (MSDS). The Contractor shall provide Material Safety Data Sheets (MSDS) available to their employees in accordance with 29 CFR 1910.1200. MSDS copies must also be made available to the COR, Facility Manager, POSHO, and if applicable, the Fire Department.

2. Inventory of Hazardous Material. The Contractor shall prepare and submit a Hazardous Materials inventory as an Appendix to the Operations Plan. The Contractor shall submit this plan to the CO and COR forty five (45) days after Contract award. The inventory shall itemize all hazardous materials stored or utilized on the AEK and satellite compounds of a type as to be sold with an MSDS and the approximate quantities stored as well as the exact locations where Hazardous Materials are to be stored and in what manner. The inventory shall be kept current and re-submitted to the COR, Facility Manager, POSHO, and if applicable, the Fire Department annually and when new Hazardous Materials are added or removed.

3. Hazardous Material Spill. In the event of a spill or release:

A. Evacuate the immediate area.

B. Report any spill or release to Post 1, Work Area Supervisor and SHEM Safety Coordinator, and the POSHO.

C. Cordon off the area to keep unauthorized personnel from exposure.

i. Avoid contact with the spill, unless appropriate PPE is available and used.

ii. Control the spill to the level of training.

iii. Await further instruction from qualified personnel.

4. Hazardous Material Exposure. In the event of a suspected exposure to a hazardous substance:

A. Seek immediate medical attention for any affect individuals.

B. Notify the COR and Post Occupational Safety and Health Officer (POSHO) immediately.

C. Submit a written incident report and assessments to the FM, POSHO, CO and other supervising personnel D. All reports of exposure to chemical/hazardous substances must be kept on file for at least 30 years and made available to the employee.

f. General Standards Packing Lists A packing list or other suitable shipping document shall accompany each shipment and shall include the following information:

1. Name and address of consignee;

2. Government contract number (and delivery order number, if used);

3. Government bill of lading number covering the shipment, if any; and

4. Description of the items shipped, including item number, quantity, number of containers, and package number, if any.

5. The Contractor’s Safety Officer will collect and maintain a current file on site of Material Safety Data Sheets (MSDS) on all chemicals used in the Cafeteria, and shall be ready for inspection by the COR or DOS safety officer at any time. Proper handling of all chemicals will be followed by workers.

6. Accidents involving personnel injury or significant damage to equipment and facilities should be investigated, recorded and reported. A Safety Report will be part of program and quality assurance reviews, along with actions taken to prevent future similar incidents.

g. General Standards – Measuring Costs.

All orders shall be priced on the Contractor’s unit prices set forth in the contract schedule and invoiced in accordance with the contract’s economic adjustment clause. Payment will be made for actual fuel delivered and not vehicle load quantity.

h. General Standards – Delivery Service Interruption.

At any time during the service performance, the Contracting Officer, Contracting Officer’s Representative (COR), or local U. S. Government receiving official at the delivery location, have the right to instruct the contractor to cease whatever function they are performing for the protection of personnel or property, security, or any other reason at his/her discretion. The contractor shall abide by these instructions.

i. General Standards – U. S. Missions Site Locations.

The Contractor shall furnish fuel deliveries to the .

1. The Contractor shall ensure the fuel subcontractor’s drivers possess the required personnel badges and the following required documentation for presentation to the security guards at the entrance gates: delivery tanker motor fleet identification, tanker truck IDs, and/or any utility vehicle IDs subject to auxiliary purpose during fuel deliveries prior to the scheduled delivery so that the government may conduct security checks for its approval to grant access to the premises of the government facilities.

j. General Standards – Marking of Reports All reports delivered by the Contractor to the Government under this contract shall prominently show on the cover of the report:

1. Name and business address of the Contractor;

2. Contract number and delivery order number, if applicable;

3. Date of report; and

4. Program office(s).

Food:

Food meeting USDA and CODEX Alimentarius standards at a minimum must be purchased and delivered weekly to each site under this contract so as to meet site specific menu requirements. Food procurement includes procurement of bottled water.

Maintenance Repair Parts and Equipment:

The majority of the equipment to be maintained within Iraq and Afghanistan will be maintenance intensive Government Furnished Equipment (GFE) Procurement Performance Requirement Standards.

POE 2: Tracking and communication of fuel deliveries

POE 3: Delivery of quality fuel meeting or exceeding applicable contract standards

POE 1: 90% of all fuel delivered at least once a week as required to maintain site days of supply required

POE2:

POE 3: