SOW.docx

STATEMENT OF WORK

STATEMENT OF WORK (SOW)

FOR

Lube Oil and Coolant Testing and Analysis

1.0 GENERAL

1.1 BACKGROUND

The United States Coast Guard relies on analysis of lube oil and coolant of assets’ major equipment in order to monitor lubricant/coolant condition, and to maintain awareness of developing or impending component problems that may be detected early by analysis of fluids. Additionally, fluid testing and analysis plays a key role in ongoing efforts to increase utilization of Conditions Based Maintenance programs.

1.1.1 GLOSSARY OF TERMS USED IN THE STATEMENT OF WORK

The following definitions apply to the terms used in this statement of work:

· CLS: Certified Lubricant Specialist

· CONUS: Continental United States

· DR: Direct Reading

· USCG: United States Coast Guard

· OEM: Original Equipment Manufacturer

· STLE: Society of Triboligists and Lubrication Engineers

1.1.2 STANDARDS USED IN THE STATEMENT OF WORK

The following standards apply to this statement of work:

ASTM: American Society of Testing and Materials - ASTM D-288 shall be used for standard definitions of terms relating to petroleum and standards for testing new and used lubricants.

ISO: International Standards Organization - Standard 3448 shall be used to define oil viscosity grades. ISO 17025 - General requirements for the competence of testing and calibration laboratories is the main ISO standard used by testing and calibration laboratories.

API: American Petroleum Institute - API standards shall be used for measuring oil characteristics, including API gravity.

NAS: National Aeronautical Standards - NAS standards shall be used for cleanliness of hydraulic fluids used in commercial and military aircraft.

1.2 SCOPE

The United States Coast Guard (USCG) requires testing of lube oil samples, coolant samples, storage of samples, data analysis and quality assurance of test results, related data management, and supply and shipping of sample bottle kits. The Contractor shall provide technical capabilities for use and access of online database, trend analysis and reports distribution, and expert consultation to include training. The Contractor shall be responsible for all new and used lube oil and coolant testing for United States Coast Guard vessels during the term of this Contract.

1.3 APPLICABLE DOCUMENTS

1.3.1 COMPLIANCE DOCUMENTS

The following documents provide specifications, standards, or guidelines that must be complied with in order to meet the requirements of this contract:

· The Contractor’s testing laboratory shall be certified to ISO/IEC 17025:2005 or later. It is acceptable and preferred if the laboratory is also certified to ISO-9001:2000 or later, in addition to the ISO/IEC 17025 requirement.

1.3.2 REFERENCE DOCUMENTS

The following documents may be helpful to the Contractor in performing the work described in this document:

· ASTM D445

· ASTM D6304

· ASTM D2896

· ASTM D4739

· ASTM D664

· ASTM D7593

· ASTM D5181

· ASTM D6595

· ASTM D3321

· ASTM D1287

· ASTM D1125

· ASTM D5827

· ASTM D6130

· ASTM D7690

2.0 TESTING OF LUBE OIL AND COOLANT SAMPLES

2.1 GENERAL

The Contractor shall perform testing, analysis, and data review of new and used oil and coolant samples provided by the Government. The Contractor shall provide complete, accurate, and timely oil and/or coolant sample results. The Contractor shall ensure that test result data is verified to be accurate using analytical techniques or current industry methods.

2.1.1 CAPACITY

The Contractor shall have the capacity to process a maximum of 100 samples per day under this Contract. The normal volume of samples is estimated to be 40 samples per day.

2.1.2 TEST SLATES

The Contractor shall perform tests of physical properties and spectrochemical analysis for each sample received as defined in Attachment A. Each different type of oil and coolant shall undergo a predetermined slate of tests, specified in Attachment A. Analytical Ferrography tests shall be conducted on oil samples with results exceeding specific limits in Direct Reading (DR) ferrography, ISO 4406 Wear Particle Count, or wear metals.

2.1.3 RESULTS ANALYSIS AND DATA REVIEW

The Contractor shall provide analysis for every oil and coolant sample result. The analysis shall state all out-of-limit failing properties, possible causes of failure, recommendations for corrective actions based on the current state of the oil or coolant, and clarification if failing properties were retested to verify results.

2.1.4 BARCODED SAMPLE LABELS

The Contractor's laboratories shall be capable of providing printed barcoded sample labels through its web-based reporting system for easy tracking and error free data entry of samples.

2.1. SAMPLE BOTTLE KITS, MAILERS AND SHIPPING COST

The Contractor shall provide 3 oz (90 ml) or 4 oz (120 ml) sample bottle kits with a shipping container to hold a minimum of 10 sample bottles. Each sample bottle shall be constructed of clear plastic and shall not collapse when subjected to a minimum of four (4) inches Hg vacuum. Each sample bottle shall be double wrapped (container within a container with absorbent material). The Contractor shall provide 1 shipping box, 2 shipping containers to hold 5 bottles each, two (2) prepaid, preaddressed commercial express mailer and 10 sample labels in each lube oil sample bottle kit for shipment of samples from the vessel to its testing facility. Shipping costs shall be prepaid and included in total price of the sample kits.

2.2 SHIPPING, TESTING, DATA TRANSFER, AND RETENTION:

2.2.1 SHIPPING

The Government will send lube oil and coolant samples via courier service using the contractor’s provided shipping labels to the Contractor’s laboratories. The Contractor shall maintain a log documenting date and time of receipt of samples and assign a sequential number to each sample received.

2.2.2 TESTING

The Contractor shall test each sample, in accordance with the specific test slates identified on the sample label information. The Contractor shall not process unregistered samples (e.g. unlabeled or unidentified samples). The Contractor shall contact USCG SFLC-ESD for disposition instructions for the unregistered samples. The Contractor shall perform testing as specified by the equipment registration number provided by the Government. The Contractor shall complete the processing of all samples received at the Contractor’s facility each day within two (2) business days of receipt (excluding weekend and federal holidays). Completion of processing of samples is defined as to occur when the Government has received the test results electronically. The Contractor shall perform expedited testing as requested by the Government. The Contractor shall employ analysis techniques using Government furnished threshold limits, trend analysis, or OEM threshold limits to determine oil sample condition (normal, caution, abnormal, or severe). Color coding of sample condition as follows: NORMAL – GREEN, CAUTION – YELLOW, ABNORMAL – MAGENTA and SEVERE – RED. The Contractor shall provide recommendations for potential causes of failure and corrective actions with each sample result.

2.2.2.1 TEST SLATES

Each test slate consists of a set of tests. Attachment (A) specifies the tests required for each Test Slate, the requirements related to each individual test, and the unit of measurement, where applicable for specific tests. Alternative tests to those specified are not acceptable.

2.2.2.2 ANALYTICAL FERROGRAPHY

Analytical Ferrography tests will be performed automatically when test slates for DR Ferrography and Particle Count test results exceed threshold or as requested by the Government. The requirements of Analytical Ferrography are specified in Attachment (A).

2.2.2.3 SAMPLE RETENTION

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

2.2.2.4 RETEST

The Government may order a retest of specific samples. Government requested rechecks shall be conducted within two (2) business days of request. The Contractor shall not be entitled to payment for retests in the event original test results are found to be incorrect.

2.2.3 NOTIFICATION OF COMPLETED TEST RESULTS

The Contractor shall provide daily notification of completed test results to a designated USCG personnel via email. The test results shall be provided in an automated summary report that contains the below information:

Sample Id (Fluid Category)

Description Type Date Taken Tested

This shall confirm completed sample results are ready for distribution for USCG users through the contractor’s online database. A Laboratory Data Analyst shall review all oil and coolant test data for completeness and accuracy prior to submission to USCG. The Laboratory Data Analyst shall provide remarks to indicate the test results have been reviewed and verified in the Lab Comment data field.

2.2.4 ONLINE DATABASE

During the period of the contract, the Contractor shall provide an online database for the Government to utilize for its data reporting and management needs. The Contractor shall maintain all lube oil and coolant sample test results in its online database that will have the capability for USCG personnel to access, provide comments and recommendations, distribute summary reports via email to shipboard and shore side personnel, print reports, and download and export data. The Contractor shall also provide database access to each cutter participating in the program and designated shore side personnel to view, download, print reports and export data. The online database shall be accessible via the internet through a secured website with username and password account information for every cutter in the USCG Oil Analysis Program and cognizance USCG personnel. Access to the database shall require passwords that are permanent for the life of the contract and do not require periodic password changes. The database shall have a dashboard that provides summary of condition, problem equipment and turn-around time. It shall also have the capability for searching samples, maintaining equipment information, performing diagnosis and creating management reports. The database must be accessible via a web Application Programming Interface (API). The database shall maintain all test results as received from the Contractor’s laboratories for the life of the contract as per commercial standard.

3.0 CONTRACTOR PERSONNEL

3.1 QUALIFIED PERSONNEL

The Contractor shall provide a Program Manager as key person who upon commencement of performance and throughout the contract period shall meet the minimum qualifications set forth below in section 3.3.1. Resume and certification for person in this position shall be submitted in the proposal.

The Contractor shall provide Laboratory Data Analysts set forth in section 3.3.2. Resumes and certifications for personnel in these positions shall be submitted in the proposal.

3.2 CONTINUITY OF SUPPORT

The Contractor must ensure that the contractually required level of support for this requirement is always maintained. The Contractor must ensure that all contract support personnel are present for all hours of the workday. If for any reason the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor must provide e-mail notification to the Contracting Officer’s Representative (COR) prior to employee absence. Otherwise, the Contractor must provide a fully qualified replacement.

3.2.1 SUBSTITUTION OF PERSONNEL

Key personnel may not be replaced under the contract without express approval of the Contracting Officer.

Other personnel fulfilling technical roles substituted by the Contractor shall meet the minimum personnel qualifications described in Paragraph 4.2 and resumes shall be submitted ten (10) days in advance of substitution and subject to USCG approval.

3.3 KEY PERSONNEL

3.3.1 PROGRAM MANAGER

The Program Manager shall be the single point of contact for all matters pertaining to the performance of the contract. The Program Manager is expected to be available during working hours. USCG expects that this contract will be the Program Manager’s primary, but not necessarily sole duty. All recommendations for substitution of personnel as defined by the contract shall originate from the Program Manager.

The Program Manager shall have a minimum of either a Bachelor of Science or Bachelor of Arts degree, a minimum of five (5) years’ experience in managing an oil analysis program or testing facility, and a Certified Lubricant Specialist (CLS) certified by STLE or MLA by ICML. The Program Manager must also be an employee of the laboratory to be utilized during the performance of the contract.

3.3.2 LABORATORY DATA ANALYSTS

3.3.2.1 SENIOR LABORATORY DATA ANALYST

The Senior Laboratory Data Analyst shall have a minimum of five (5) years’ experience in a testing laboratory facility and certification as a Certified Lubricant Specialist (CLS) certified by STLE or MLA by ICML.

3.3.2.2 LABORATORY DATA ANALYST

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

3.3.3 ROSTER OF PERSONNEL

The Contractor shall submit a list of all personnel, including designated key personnel, who are points of contact for this contract. The listing shall include phone numbers, email addresses, and mailing addresses. If changes in personnel or offices are made, an updated list shall be submitted.

4.0 OTHER APPLICABLE CONDITIONS

4.1 LICENSES, PERMITS, AND PRECAUTIONS

The Contractor shall, at Contractor expense, be responsible for obtaining any necessary licenses and permits, and for complying with any applicable laws, codes, and regulations, in connection with the performance of work. The Contractor shall comply with all federal, state and local regulations for the proper handling and disposal of hazardous materials. Further, the Contractor is responsible to ensure that proper safety and health precautions are taken to protect the work, workers, public, and property of others.

4.2 PERIOD OF PERFORMANCE

The estimated period of performance for this contract is a one-year base period with four one-year option periods as follows:

4.3 PLACE OF PERFORMANCE

The primary place of performance will be the Contractor’s facilities. The Contractor shall provide at least one ISO 17025 certified laboratory located in the Continental United States (CONUS), capable of testing and analyzing a minimum of 8,000 lube oil and coolant samples per year and storing a minimum of 1,500 lube oil samples for a period of forty-five (45) days before disposal. The Contractor’s laboratories shall be located within the Continental United States (CONUS). Multiple ISO 17025 accredited laboratories located within the CONUS will be considered a strength.

The Contractor laboratories shall be, at a minimum, accredited as an ISO-17025 for at least three years.

Offerors are required to provide test reports from the previous three years demonstrating that the offeror’s laboratory:

(a) participated in one of the ASTM oil proficiency testing programs, and

(b) achieved conformity with the applicable testing standards more than 90 percent of the time.

4.4 EQUIPMENT

The Contractor facilities shall have the specific equipment to run ASTM/ISO tests as specified by the seven (7) different test slates, a Supplemental Analytical test and consumables [Attachment (A)]. Test equipment that does not perform the tests specified in Attachment (A) are not acceptable. At a minimum, the Contractor’s laboratories shall have the following test equipment:

· Inductive Couple Plasma Arc (ICP) or Roto-disk Electrode (RDE) Spectroscopy

· Direct Reading (DR) Ferrography and Analytical Ferrography equipment

· Automatic particle counter

· Gas Chromatograph (GC)

· Fourier Transform Infrared Spectroscopy (FTIR) equipment

· Soot meter

· Karl Fischer titration equipment

· Automated titration equipment to conduct Total Base Number (TBN) and Total Acid Number (TAN) tests in accordance with ASTM tests mandated in Attachment (A).

· Industry approved laboratory Viscometer

4.5 QUALITY CONTROL & PROFICIENCY

4.5.1 QUALITY CONTROL PLAN

The Contractor shall have a Quality Control Plan to maintain the quality standards for all services. The Quality Control Plan shall be implemented upon contract award. The Contractor is responsible for conforming to its Quality Control Plan and processes to ensure proper performance and correct any deficiencies that may occur. The Quality Control Plan shall be implemented upon contract award.

4.5.2 PARTICIPATION IN ASTM PROFICIENCY TESTING PROGRAM

The Contractor shall be a current participant of the ASTM Proficiency Testing Program. The Contractor shall provide a copy each of the PTP report for oil and coolant testing in the last year.

4.6 TRAVEL

Contractor travel must not be required for this requirement.

4.7 POST AWARD CONFERENCE

The Contractor must attend a Post Award Conference with the Contracting Officer and the COR no later than 15 business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss the technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be held via online virtual meeting or teleconference.

4.8 PROGRESS REPORTS

The Project Manager must provide a quarterly progress report to the Contracting Officer and COR via electronic mail. This report must include a summary of all Contractor work performed, including all direct costs by line item, an assessment of technical progress, schedule status, any travel conducted and any Contractor concerns or recommendations for the previous reporting period.

4.9 PROGRESS MEETINGS

The Program Manager must be responsible for keeping the COR informed about Contractor progress throughout the performance period of this contract and ensure Contractor activities are aligned with DHS objectives. At a minimum, the Project Manager must review the status and results of Contractor performance with the COR on an annual basis via teleconference or virtual meeting e.g. Microsoft Teams.

4.10 MONTHLY REPORTS

The Contractor must provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Microsoft Office Applications). Reports are not separately priced and the data and format for reports are defined in section 4.10.1.

4.10.1 LUBE OIL SAMPLE MONTHLY REPORTS

The Contractor shall submit a Lube Oil and Coolant Sample Monthly report with details of all sample analysis activity for the previous month. The report will include a summary sheet indicating the total number of samples by ship and the number of alerted and non-alerted samples per ship during the monthly reporting period. The report will also include the following information:

a. Total number of samples in the month

b. Number of samples by test slate per month

c. Total number of unregistered (e.g., unidentified, unlabeled samples) samples received from USCG vessels, by vessel, if known.

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

e. Total number of samples that are not processed within the 48-hour turnaround requirement.

f. Number of Sample Bottle Kits supplied per vessel

5.0 GOVERNMENT FURNISHED RESOURCES

The Government will not furnish any resources to the Contractor in support of this contract.

6.0 CONTRACTOR FURNISHED PROPERTY

The Contractor must furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract.

7.0 GOVERNMENT ACCEPTANCE PERIOD

The COR will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

7.1 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

7.2 The COR will have thirty (30) business days to review deliverables and make comments. The Contractor must have three (3) business days to make corrections and redeliver.

7.3 All other review times and schedules for deliverables must be agreed upon by the parties based on the final approved Project Plan. The Contractor must be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review. The Contractor must work with personnel reviewing the deliverables to assure that the established schedule is maintained.

8.0 DELIVERABLES

The Contractor must consider items in BOLD as having mandatory due dates. Items in italics are deliverables or events that must be reviewed and/or approved by the COR prior to proceeding to next delivery or event in this SOW.

9.0 LIST OF ATTACHMENTS

ATTACHMENT (A): Test Slates and Specifications

ATTACHMENT (B): Contractor’s Test Equipment and Capacity

ATTACHMENT (A): TEST SLATES AND SPECIFICATIONS

I. Test Slates by Oil Type: The routine test slates for each type of oil samples are defined in the table below. The Contractor shall perform these tests by using the test methods outlined in Paragraphs II through V below. All tests shall be performed in accordance with ASTM standards (where applicable), and no alternative test method to or deviation from those specified will be considered.

Test Slate 2

Viscosity, Water, Spectrochemical Analysis, Total Acid Number (TAN), Particle Count

Definitions of Test Slates:

Coolant Basic: This test slate shall be used for testing standard inhibited coolant samples.

Coolant Advanced: This test slate shall be used for organic acid or extended life coolant samples.

Special Testing: This test slate shall be used for special testing of lube oil or coolant residue/materials unavailable in above lists. Scope of effort, techniques used, and costs are to be determined and approved by the Government at the time the need is identified.

II. Physical Test Properties (Lube Oil)

Polyalkylene glycol (PAG) based oils always require Karl Fischer water test.

PPM or Percent by volume

Testing Range 0-1000 microns

III. Spectrochemical Analysis:

The Contractor shall conduct oil elemental analysis using an atomic emission spectrographic analyzer (ASTM D5181 or D6595) and report concentrations of the following elements:

IV. Analytical Ferrography Testing Standards:

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

· A representative photograph of sample from 100x-1000x in magnification

· Wear particle count

· Normal wear concentration

· Sliding wear concentration

· Severe wear concentration

· Wear particle size determination

· Dark oxide concentration

· Red oxide concentration

· Corrosive wear particle concentration

· Non-Metallic Particle Concentration

· Non-Ferrous Metallic Particle Concentration

· A narrative with a statistical list of suspected problems and the recommended actions

· Sample analysis data

III. Physical Test Properties (Coolants)

ATTACHMENT (B): CONTRACTOR’S TEST EQUIPMENT

AND CAPACITY

(ASTM/ISO/Other)

VISCOSITY @ 40C

ASTM D445

VISCOSITY @ 100C

ASTM D445

WATER CONTENT

ASTM D1744/ D6304

TOTAL BASE NUMBER

ASTM D2896/D4739

TOTAL ACID NUMBER

ASTM D664

SOOT INDEX

FTIR/Soot Meter

OXIDATION

FTIR

SPECTROCHEMICAL ANALYSIS

ASTM D5185/D6595

FUEL DILUTION

ASTM D7593

PARTICLE COUNT

ISO 4406 or ISO 11171

DIRECT READING FERROGRAPHY

Direct Read Ferrograph

LAST UPDATED: 07/28/2025 PAGE 1/18