Attachment_1_DFSP_Charleston_-_JBC_-_PWS_-_Final__(06_Jun_2013).pdf

Attachment 1 of RFP SP0600-13-R-0526

SECTION C

PERFORMANCE WORK STATEMENT (PWS) FOR

OPERATION AND MAINTENANCE OF DEFENSE

FUEL SUPPORT POINT (DFSP) AND JOINT BASE

CHARLESTON, SOUTH CAROLINA

06 Jun 2013

TABLE OF CONTENTS

SECTION C-1.0 INTRODUCTION

C-1.1 General Description

SECTION C-2.0 BACKGROUND

C-2.1 DFSP Mission C-2.2 Transition to DLA Energy

SECTION C-3.0 SCOPE

C-3.1 General Scope of Work C-1.3 Contract Turnover

SECTION C-4.0 APPLICABLE DIRECTIVES

C-4.1 General C-4.2 Contract Performance

SECTION C-5.0 PERFOMANCE REQUIREMENTS – DFSP CHARLESTON

C-5.1 General Description C-5.2 Personnel Staffing C-5.3 Normal Workday Operations C-5.4 Terminal Operations C-5.4.1 Terminal Bulk Tanks C-5.4.2 Marine Terminal Pipelines System C-5.4.3 Tank Truck Loading Rack C-5.4.4 Trailer Mounted Faudi Filter Assembly C-5.5 Terminal Product Receipts C-5.6 Terminal Product Shipments C-5.7 Terminal Product Storage C-5.8 SYNCADA Procedures C-5.9 Terminal Product Quality Surveillance C-5.10 Corrective Action C-5.11 Record Keeping and Reports C-5.12 Terminal Product Inventory Management and Reporting C-5.13 Property Management and Property Management Maintenance C-5.13.1 Maintenance General C-5.13.2 Maintenance Records C-5.13.3 Preventive Maintenance and Minor Repair of Facilities and Equipment C-5.13.4 Buildings C-5.13.5 Pumps C-5.13.6 Valves C-5.13.7 Pits C-5.13.8 Truck Fill Stand C-5.13.9 Fuel Meters C-5.13.10 Filters and Filter Separators C-5.13.11 Oil Water Separator Systems C-5.13.12 Strainers and Basket Strainers C-5.13.13 Fuel Hoses C-5.13.14 Cathodic Protection System C-5.13.15 Manifolds

C-5.13.16 Annual Maintenance Pipeline Pressure Check C-5.13.17 Electrical Bonding, Static Grounds and Insulators C-5.13.18 Emergency Generator and Driver C-5.13.19 Minor Painting and Spot Painting C-5.13.20 Grounds Maintenance C-5.13.21 Trash Removal (Solid Waste Management) C-5.13.22 Fencing C-5.13.23 Fire Protection System C-5.13.24 Terminal Fire Prevention C-5.13.25 Fire Protection Equipment Testing C-5.13.26 Bioremediation System Maintenance C-5.13.27 Facilities Identification Sign C-5.13.28 Additive Injection System

C-5.14 Contractor Personnel Training C-5.15 Contractor Safety Program C-5.16 Hazardous Communication Program (HCP) C-5.16.1 Entrance into Hazardous Areas C-5.16.2 Confined Space Entry Training C-5.17 Mission Support C-5.18 Environmental Protection C-5.18.1 Tier I Spill Response C-5.18.2 Tier II / Tier III Spill Response C-5.18.3 Storm Water Pollution Prevention Plan (SWPPP) C-5.19 Terminal Security C-5.19.1 Security Plan C-5.19.2 Terminal Guard Instructions C-5.19.3 Terminal Guard Hours C-5.19.4 Guard Uniform Requirements C-5.19.5 Use of Force by Personnel Engaged in Guard Duties C-5.19.6 Guard Event Log C-5.19.7 Visitor Register C-5.19.8 Security Equipment C-5.20 DLA Energy Regional Office C-5.21 Notification of Correspondence and Visits C-5.22 Contractor-Furnished Equipment

SECTION C-5.23 PERFORMANCE REQUIREMENTS – JOINT BASE CHARLESTON

C-5.23.1 General Description C-5.23.2 Fuel Operations C-5.23.2.1 Staffing C-5.23.2.2 Product Receipt C-5.23.2.3 Product Storage C-5.23.2.4 Product Issues and Transfers C-5.23.2.5 Inventory Management C-5.23.2.5.1 Physical Inventory Management C-5.23.2.5.2 DLA Energy System of Record Requirements Requirements C-5.23.2.6 Quality Surveillance C-5.23.3 Facility Maintenance C-5.23.3.1 Operator Maintenance..

C-5.23.3.2 Preventive Maintenance (PM) C-5.23.3.2.1 Contractor Performed PM C-5.23.3.2.2 Government Performed PM

C-5.23.3.3 SRM/MILCON

C-5.23.3.4 Buildings and Grounds Maintenance C-5.23.3.5 Other Maintenance C-5.23.4 Safety C-5.23.5 Security C-5.23.6 Environmental Protection C-5.23.6.1 Government Provided Documents C-5.23.6.2 Leak Detection C-5.23.6.3 Spill Response C-5.23.7 Training C-5.23.7.1 Government Provided Training.

C-5.23.7.2 Air Force Training C-5.23.8 Contractor Furnished Items C-5.23.8.1 Disposition of Contractor Furnished Items C-5.23.8.2 Uniforms, Clothing, and Safety Equipment C-5.23.8.3 Contractor Furnished Vehicles C-5.23.9 Government Furnished Equipment, Facilities, and Services C-5.23.9.1 Other Government Furnished Equipment and Services C-5.23.9.2 Inventory of Government Furnished Equipment/Property Inventory C-5.23.9.3 Unauthorized Use of Facilities

SECTION C-6.0 DELIVERABLES

C-6.1 Contractor Deliverable Plans C-6.1.1 Contract Compliance Plan (CCP) C-6.1.2 Maintenance Plan C-6.1.3 Product Inventory Control and Accountability Plan C-6.1.4 Safety Plan C-6.1.5 Security Plan C-6.1.6 Product Quality Surveillance Plan C-6.1.7 Operational Plans C-6.1.8 Environmental Protection Plan C-6.1.9 Training Plan

APPENDIX A DEFINITIONS

APPENDIX B ACRONYMS

APPENDIX C APPLICABLE DIRECTIVES

APPENDIX D PERSONNEL

APPENDIX E GOCO PERFORMANCE REQUIREMENTS – DFSP CHARLESTON & JOINT

BASE CHARLESTON

APPENDIX F LOGISTICS SUPPORT COST REIMBURSABLES

APPENDIX G GOVERNMENT-FURNISHED FACILITIES - DFSP CHARLESTON

APPENDIX H GOVERNMENT-FURNISHED EQUIPMENT - DFSP CHARLESTON

APPENDIX I FILE MANAGEMENT PLAN FOR ALL ENVIRONMENTAL AND TRAINING

RECORDS

TABLES

Table 1 Training Responsibility Table 2 Operating Hours, DFSP Charleston Main Terminal Table 3 Minimum Sampling and Testing Requirements Table 4 Legend

SECTION C-1.0 INTRODUCTION

C-1.1 - General Description. This Performance Work Statement (PWS) is established to identify contractor responsibilities for the operation, maintenance, product quality surveillance, product inventory control and accounting, security, safety, and plant protection of DFSP Charleston, SC. DFSP Charleston, SC is a tank farm complex located in the Industrial Section of North Charleston, within the city of Hanahan. The DFSP consists of a main terminal area with seven 80,000 barrels aboveground welded-steel atmospheric tanks approximately 120 feet in diameter with aluminum honeycomb floating pans, classified in accordance with Environmental Protection Agency (EPA) Title 40 Code of Federal Regulations (CFR). The tops of each tank are covered by a geodesic dome to prevent infiltration by rainwater. The tanks and ancillary facilities are located on approximately 44 acres connected, via two three mile long above ground 18” pipeline systems, to a Marine terminal dock facility, located within the boundaries of the Joint Base Charleston South Annex (Naval Weapons Station Charleston), positioned on the west bank of the Cooper River. The terminal was constructed in 1951.

Joint Base Charleston fuel terminal is located within the perimeter of Joint Base Charleston. The tank fuel terminal consists of a newly constructed aviation fuel storage and distribution facility; the facility underwent reconstruction in August 2012. The facility’s storage tanks primarily consists of one newly constructed 80,000-barrel, two newly constructed 20,000-barrel, and one existing 60,000-barrel above ground storage tank (AST). At DFSP Charleston, a 16” pipeline is utilized to connect Joint Base Charleston pipeline system manifold and pumping system for normal operational resupply.

SECTION C-2.0 BACKGROUND

C-2.1 DLA Energy Mission. Prior to 1992, DLA Energy, formerly named Defense Energy Support Center, operated as wholesale supplier of bulk petroleum products to working capital funds maintained by the Military Services. Since 1992, DLA Energy has significantly expanded its footprint by assuming responsibility as the Department of Defense (DoD) Integrated Material Manager for Defense Working Capital Fund (DWCF) Class III Bulk Petroleum and Aerospace energy products. Throughout this period, Military Services have generally retained management responsibility for the operation, maintenance, and funding of their on-installation fuel functions.

C-2.2 Transition to DLA Energy. In August 2004, DoD designated the Director of DLA as the DoD Executive Agent (EA) for Bulk Petroleum, and DLA delegated responsibility to DLA Energy in accordance with DoD Directive 5101.8. This EA Directive mandates that DLA Energy ensure effective end-to-end distribution of bulk petroleum and represents an expansion of supply chain management, intended to promote, through partnership, the efficiency and effectiveness of all activities supporting DoD Bulk Petroleum logistics.

In 2008, 46 AF Government-owned, Government-Operated (GOGO) bulk aviation and bulk ground fuel storage locations were transformed into DLA Energy managed Government-owned, Contractor-operated (GOCO) facilities.

SECTION C-3.0 SCOPE

C-3.1 General Scope of Work. DFSP Charleston is responsible for receiving, storing, shipping, and accounting for Defense Logistics Agency Energy (DLA Energy) owned petroleum products required in support of designated Department of Defense (DoD) activities. DFSP Charleston is a wholesale activity.

A large portion of the DFSP mission involves shipment of Jet-A via a seven mile long underground pipeline system to Joint Base Charleston. DFSP Charleston also provides product shipments to other assorted DoD designated activities. In addition, the Contractor shall be responsible for operating and performing the maintenance on Joint Base Charleston bulk storage facility to ensure safe and accurate receipt, storage, transfer, and issue for DWCF-owned petroleum products under their control. See Section C-5.0 and C-5.23 for specific tasks.

C-3.2 Contract Turnover. The incoming contractor will be permitted access to the terminal to observe its operations during the ten working days prior to the start of contract performance. Assistance will be provided by incumbent contractor personnel, representatives from DLA Energy and the Contracting Officer’s Representative (COR/QAR) to accomplish a joint facilities turnover inspection, product testing and inventory. The outgoing contractor shall assist DLA Energy, the COR/QAR and the incoming contractor to accomplish the facility turnover inspection, product testing, and inventory accounting.

SECTION C-4.0 APPLICABLE DIRECTIVES

C-4.1 General. The contractor shall comply with all applicable federal, state, local, and international laws, regulations, and policies including, but not limited to, the directives listed in Appendix C in performance of the contract effort. In the event of conflicting guidance, the most stringent requirements shall be followed.

C-4.2 – Contract Performance. The contractor shall monitor performance and ensure contract compliance as prescribed by the Contract Compliance Plan submitted. The contractor shall perform and achieve performance standards for each task in Section C-5.0 and C-5.23. The contractor shall, for certain tasks, submit performance based plans to ensure performance standards are met and comply with applicable regulations. The contractor shall ensure compliance with and be responsible for obtaining copies of all applicable Federal, State and local laws and regulations, including future changes.

C-4.2.1 – Drug Free Workplace. The contractor shall establish and maintain a Workplace Drug Testing Program in accordance with Executive Order 12565, “Mandatory Guidelines for Federal Workplace Drug Testing Programs”, dated September 15, 1986 and Section 503 of Publication 100-71, 5 United States Code (USC), Section 7301, the Supplemental Appropriations Act for Fiscal Year 1987, dated July 11, 1987.

C-4.2.2 – Customer Surveys. The contractor will distribute quarterly customer satisfaction surveys to be used as part of the contract performance assessment. The COR shall review all surveys for contract compliance. The Contracting Officer (CO) reserves the option to increase the frequency of the surveys or address contract compliance as required.

C-4.2.3 – Contractor Manpower Reporting for performance of Services. The contractor shall report all contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Defense Logistics Agency via a secure data collection site.

The contractor is required to completely fill in all required data fields using the following web address:

http://www.ecrnra.rnil.

Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractors may direct questions to the help desk at help desk at: http://www.ecrnra.mil.

http://www.ecrnra.rnil/ http://www.ecrnra.mil/

SECTION C-5.0 PERFORMANCE REQUIREMENTS - DFSP CHARLESTON

C-5.1 – General Description. Unless otherwise specified within this section all functions described herein shall be included in the firm fixed price for CLIN 1001. The firm fixed price shall include all effort required to recognize and initiate response actions for those supplies and services reimbursable under CLIN 1002, 1003, 1004, 1005, 1006, 1007 and 1008.

C-5.2 – Personnel Staffing. The contractor shall provide sufficient personnel to accomplish the terminal functions and tasks identified in Section C-5.0 and C-5.23. The contractor’s staffing and personnel objectives shall be flexible and capable of meeting the demands of simultaneous operations. The most frequent simultaneous operations involve tank truck receipts and shipments, tanker/barge receipts and shipments and pipeline shipments via the terminal pipeline connection to Joint Base Charleston. The proposal must demonstrate an understanding of the required experience and skills required for the handling of pipeline, storage, and ground fuel operations. The proposal must also identify procedures to ensure all contractor personnel have requisite initial and recurring training.

C-5.2.1 – Two Person Policy. A minimum of two contractor operators shall be at the site of all fuel transfers. Each transfer will be considered a separate operation. During bottom loading of tank trucks, only one operator is required at each loading rack and the second operator will be located in the general area of the pump manifold. The second operator can be utilized as the backup operator for more than one bottom loading operation. At no time will a person not employed by the contractor be used to fulfill the manning requirement or be allowed to perform any work that is the responsibility of the contractor. All operating personnel shall be able to recognize and handle potential hazards to avoid dangerous exposure and to develop safe working habits, practices and skills. All personnel shall have access to operational plans identified in paragraph C-6.1.7.

C-5.3 – Normal Workday Operations. Operating hours are outlined in Table 2. Normal workday operations include product receipts, shipments, transfers, blending, quality surveillance, preventive and corrective maintenance, security and supporting functions as described in Section C-5.0 and C-5.23. All costs associated with these operations shall be included in the price for Contract Line Item Number

(CLIN) 1001.

TABLE 2

Terminal Operating Hours

DFSP Charleston Main Terminal Pipeline Operations/Quality Surveillance to include Joint Base Charleston

24 hours per day; 7 days per week

Tanker/Barge Operations (Receive/Ship) 24 hours per day; 7 days per week Tank Truck/Tank Car Fill Stand Operations 6:00 a.m. - 4:00 p. m, 5 days per week* Tank Vehicle product Receiving/Shipping Operations (See Section C-5.5.1)

24 hours per day; 7 days per week

Tank to Tank Transfers Operations 6:00 a.m. - 4:00 p. m., 5 days per week* Security 24 hours per day, 7 days per week All Other Terminal Functions 6:00 a.m. - 4:00 p.m., 5 days/week* *5 days per week is defined as Monday through Friday, excluding weekends and holidays as stipulated in the wage determination.

C-5.4 – Terminal Operations. Terminal fuel operations, in support of designated DoD activities, are identified as receipts, shipments, storage, product additive injection and product blending.

• Projected Throughput. The contractor shall use a projected 3.5M barrels of combined throughput for each 12 month contract period. Through-put is defined as receipts plus shipments divided by two. Projected workload information for specific fuel operations is found in Section C-5.0 of the

PWS.

C-5.4.1 – Terminal Bulk Tanks. The terminal consists of seven aboveground, welded-steel atmospheric storage tanks approximately 40 feet in height by 120 feet in diameter with aluminum honeycomb floating pans, classified in accordance with EPA Title 40 CFR. The top of each tank is covered by a geodesic dome to prevent the infiltration of rainwater. Each storage tank is equipped with locally mounted Jurs mechanical level indicators with a test knob to ensure that the float mechanism is freely moving. The terminal is currently being upgraded with Automated Fuel Handling Equipment (AFHE). This upgrade will include installation of automatic tank gauging (ATG) systems.

C-5.4.1.1 – Each storage tank has a steel floor with an inverted cone center design. The storage tanks are constructed on a ring wall foundation, with a geo-membrane liner, leak detection and a cathodic protection system within the confines of the ring wall. In addition, the tanks have an interior coating system.

C-5.4.1.2 – Each storage tank has an 18” pipeline connection for receiving product from the marine terminal. A 16” pipeline is utilized to connect the Joint Base Charleston pipeline system manifold and pumping system, the terminal tank car manifold and pumping system, the terminal tank truck manifold and pumping system and a gravity flow capability to the marine terminal vessel loading system.

C-5.4.1.3 – The storage tanks are equipped with high-level alarms, but not high-level cutoff devices.

C-5.4.1.4 – Each storage tank is also equipped with a connection for draining water. For additional information see the DFSP Charleston Operation & Maintenance Manual. Also the Best Management Plan (BMP) addendum to the SPCC Plan should be referenced for detailed operating procedures for draining water from dike basins.

C-5.4.2 – Marine Terminal Pipelines System. The Marine terminal pipeline system consists of two 18” pipelines, approximately 3 miles long, connecting the main terminal to the marine terminal which is located on the Joint Base Charleston (Dock) Annex. The two 18” pipeline systems are installed on concrete piers which are approximately three feet high and are equipped with a cathodic protection system. They have a designated flow rate of 8.5 barrels/hour.

C-5.4.3 – Tank Truck Loading Rack. The terminal is equipped with two covered commercial tank truck loading rack facilities capable of loading four commercial tank trucks simultaneously, with jet fuel at a rate of 600 GPM.

C-5.4.4 – Trailer Mounted Faudi Filter Assembly. The Government operates and maintains a trailer mounted Faudi Filter assembly stored at the terminal. When it is required for use, the assembly is shipped via government furnished transportation. The terminal Contractor must be prepared to move the filter assembly within the terminal and assist with loading it onto the government conveyance.

C-5.4.4.1 – The contractor shall be required to perform minor preventive maintenance on the filter trailer. The contractor shall perform quarterly minor and preventive maintenance which will consist of but not limited to tire pressure maintenance, spot painting, replacing running light bulbs, replacing reflectors and occasional trailer washing to remove road dirt and debris. The contractor shall maintain maintenance service records for the complete unit.

C-5.4.4.2 – The filter unit will be stored dry when not in use with clay filters in place ready for use.

C-5.4.4.3 – Replacement filters, hoses, fittings and parts are resupplied IAW DLA Energy Policy Letter I-18

C-5.4.4.4 – The contractor shall be prepared to arrange additional maintenance and repair requirements for the filter assembly when notified by the COR.

C-5.5 – Terminal Product Receipts. All fuel is received at the terminal by tanker/barge and tank truck.

All fuel receipts shall be sampled and tested in accordance with Section C-5.9.

C-5.5.1 – Tank Vehicle Receipts from the U. S. Army War Reserve Support Command, Combat Equipment Group-Float (AWRSPTCMD, CEG-F). The location of the CEG-F facility is in an area classified as a wet land. Therefore, all petroleum tank vehicles off-loaded from a vessel that has completed its pre-positioned deployment cycle, must be off-loaded within 24 hours to minimize potential environmental damage. The terminal contractor will be provided 72 hours advanced notice of the actual time and date he/she will be required to receive and off-load the tank vehicles. The following procedures are required to ensure the tank vehicles are received and de-fueled:

C-5.5.1.1 – Provides sufficient terminal personnel as necessary to operate the terminal tank truck receiving facilities to receive and off load the tank vehicles.

C-5.5.1.2 – Receive bulk petroleum with the specification use limits, as represented by the specification test documentation performed 90 days prior to the scheduled off-load.

C-5.5.1.3 – When requested, provide for receipt of product from the petroleum tank vehicles off-loaded from the APS-3(Army Preposition Stock) vessels within 24 hours.

C-5.5.1.4 – When notified, the contractor shall provide tank vehicle receipt capabilities 24 hours per day, to include weekends and Holidays, not to exceed 24 tank vehicles per day. The contractor shall not permit either empty or loaded CEG-F tank vehicles to be stored at the terminal.

C-5.5.1.5 – The contractor shall refer any and all fuel quality problems to the terminal COR/QAR which will affect the scheduled receipt of the tank vehicle.

C-5.5.1.6 – Receipt Quality Requirements. The contractor shall test, receive and inventory all authorized products. The contractor shall immediately notify the COR/QAR of any operational discrepancies. All individual bulk deliveries of petroleum products in excess of 3,500 gallons shall be corrected to standard temperature of 60 degrees Fahrenheit in accordance with the appropriate American Petroleum Institute (API) tables. The contractor shall inject fuel additives (FSII, SDA, and corrosion inhibitor) as required to the levels specified in the product specification, unless otherwise directed by DLA Energy/DLA Energy Regional Office /COR/QAR. The contractor shall prepare all documents required for product receipt IAW Clause I119.04. The contractor shall allow each vessel to unload safely at a maximum rate commensurate with terminal capability and shall load safely at the maximum rate commensurate within the facilities/vessel capability. The current edition of Table IX, MIL-STD-3004 for product testing requirements will be utilized.

C-5.5.1.7 – Minimum Receipt Performance Standards. No fuel spills due to contractor fault, negligence or misconduct. No contractor caused demurrage charges during tanker, barge, or tank truck receipt operations. No quantity variations outside the tolerance defined in Appendix A.

C-5.6 – Terminal Product Shipments. All fuel is shipped via pipeline, tank truck and rail cars.

C-5.6.1 – Pipeline shipments are to Joint Base Charleston.

C-5.6.2 – Tank truck shipments are to a variety of designated DoD customers. Shaw AFB, Fort Stewart, McEntire JNG Base, Savannah IAP ANG, Fort Gordon, Hunter AAF, Joint Base

Charleston, CEG-Float and others. The tank truck distribution changes annually depending on DLA Energy bulk product purchases which usually occur in the month of April each year.

C-5.6.3 – Shipment Quality Requirements. The contractor shall issue all authorized products.

The contractor shall immediately notify the COR/QAR of any operational discrepancies. All individual bulk deliveries of petroleum products in excess of 3,500 gallons shall be corrected to standard temperature of 60 degrees Fahrenheit in accordance with the appropriate API tables. The contractor shall coordinate Commercial Carrier delivery 24 hours in advance to avoid emergency transportation charges.

The only exception shall be customer-initiated requests for transportation of fuel within a 24-hour period.

The contractor shall prepare all documents required for product shipments.

C-5.6.4 – Minimum Shipment Performance Standards. All petroleum products shall be shipped on-specification, unless authorized by the Contracting Officer. No fuel spills due to contractor fault, negligence or misconduct. No quantity variations outside the tolerance as defined in Appendix A. No contractor caused demurrage charges during tank truck issue operations. No operational delays in excess of one hour; time commences once the truck is ready to receive.

C-5.7 – Terminal Product Storage. The tables shown in Appendix G summarize the storage tanks, their locations and capacities for each product.

C-5.7.1 – Tank to tank transfers may be necessary to accommodate operational requirements.

Examples include: emptying a tank for maintenance, increasing the volume of a tank scheduled as an issue tank and blending off specification fuels or transfers associated with additive concentration levels.

With the exception of COR/QAR directed transfers, decisions on tank-to-tank transfers are left to the discretion of the contractor however, all tank to tank product transfers shall be coordinated with the

COR/QAR.

C-5.8 – SYNCADA Procedures. The contractor will be responsible for entering carrier invoices into US Bank’s SYNCADA system. SYNCADA is available on the web at https://network.syncada.com/USBank. Because SYNCADA is the primary system to pay carriers, entries shall be made in a timely manner.

C-5.9 – Terminal Product Quality Surveillance. No petroleum products shall be received or shipped without first determining and confirming conformance with product quality requirements. No conveyance/container shall be loaded until it is inspected by a qualified person and deemed suitable to carry the intended product (Conveyance loaded will be inspected IAW MIL-STD-3004). Products shall be shipped on a first-in, first-out basis unless otherwise approved or directed by the COR/QAR. Non-conforming product shall be reported to the COR/QAR immediately. Anytime product is received into a tank, the tank’s contents shall be suspended from issue pending quality conformance sampling and testing. The contractor shall ensure that certificates of quality conformance (test reports) are maintained on file for all on-hand fuel stocks.

C-5.9.1 – Requirements for written procedures must be clear and concise as to: what, where, when why and how it's done, as well as, who (position) does it. They must describe, in proper sequence, how contract compliance is achieved. For example: receipt of additives prior to blending, blending before sampling, sampling before testing, testing before release of product for shipment, etc. They must describe (and include) only those functions pertinent to contract performance and compliance. They must be reviewed upon initial and succeeding contract awards to assure the technical and procedural requirements are adequately described. They must be dynamic (i.e., modified or extended as changes in technical or procedural requirements occur).

C-5.9.2 – Sampling. The contractor shall take all samples and deliver samples requiring Type B testing to the Charleston DFSP Laboratory or commercial laboratory designated by the COR/QAR. The contractor shall prepare product samples for shipping IAW DOT HM 126 and MIL STD 3004 https://network.syncada.com/USBank procedures. Procedures for sampling storage tanks, additives, blend tanks, lines and conveyances/containers shall be in accordance with API Manual of Petroleum Measurements Standards (MPMS), Chapter 8, Section 1, “Manual Sampling of Petroleum and Petroleum Products” and/or Section 2, “Automatic Sampling of Petroleum and Petroleum Products.” Procedures include location of sample taken, frequency, quantity, minimum tests required on sample and sample retention procedures.

Ship/Barge receipt samples shall be retained for 45 days unless otherwise instructed; truck and pipeline shipments via Joint Base Charleston pipeline shall be retained for 15 days unless otherwise instructed.

The minimum sampling and testing requirements shall comply with MIL STD 3004 procedures.

C-5.9.3 – Testing. The Contractor shall conduct all Type C testing required. Calibration of testing equipment required under the provisions of this contract shall be covered in the Product Quality Surveillance Plan. The frequency of product quality testing may be increased by the COR/QAR as required and will be performed by trained and qualified personnel. Considerations for increased testing are conditions of storage, age of stock and type of product. When a dormant product is tested, a record of the results shall be maintained to provide a basis for determining product deterioration. Whenever consecutive results indicate possible deterioration, testing frequency shall be increased. This is especially important for a property such as color, which presents no operational problems, but may be an indicator of possible deterioration. Jet Fuel Thermal Oxidation Tester (JFTOT) and Type B-1 testing will be performed by the DFSP Charleston Laboratory and all costs associated with these test will be funded directly by DLA Energy. Type-A level analysis for post receipt tank samples shall be contracted with a laboratory services provider. All laboratory reports shall be reviewed and kept on file to ensure compliance with specification requirements.

C-5.9.4 – Quality during Shipments. Written procedures shall be in place for product movement and related quality/quantity checks from shipping tank(s) to conveyance in order to maintain product integrity. Provide description of quality procedures to use for transfer system from shipping tank to conveyance in order to maintain product integrity. Provide procedures for properly isolating loading system from shipping tank to conveyance to prevent contamination.

C-5.9.4.1 – Tank Trucks/Cars. Inspect conveyances prior to loading to determine quality/quantity suitability to load as follows: All compartments, to include hoses, have been prepared in accordance with MIL STD 3004 procedures. Conveyances will be dry and substantially free from loose rust, scale and dirt. Establish criteria and list causes for rejection of empty tank trucks. Provide procedures to confirm, prior to loading, quality and quantity of product in conveyance when requested by the ordering office to "load on top." Reject conveyance if product cannot be identified or product on board does not meet specification of intended load product. Provide documentation of load on top occurrences for volume of product prior to load, loaded quantity and total volume on board the conveyance. Confirm quality and quantity of loaded conveyance. Provide documentation for investigating discrepancies in either recorded quality or quantity.

C-5.9.4.2 – Pipeline. Before commencing shipment of fuel, the contractor shall assure that the shipment tank(s) is (are) ready to ensure the quality of the product during shipment. The terminal shall be aware of the time and quantity of the pipeline batch. The contractor shall coordinate the shipment with the COR/QAR and assure line condition is full and properly isolated. Tanks shall be gauged, temperatures taken and a net quantity determined before shipment of product in accordance with the MPMS. Opening meter reading shall be recorded. Line samples shall be taken as required assuring product is the same as that being shipped. Assure line samples during shipment are properly taken by qualified personnel. The contractor shall monitor samples taken throughout the shipment of the tender for contamination (e.g.: water, increased sediment, secondary products). Upon completion, the contractor shall determine quantity by closing meter reading, tank gauging of the shipment tank(s) used, measuring temperatures and calculating net quantity received. The contractor shall investigate any quantity discrepancy in excess of that cited in Appendix A. The contractor shall assure samples are retained as required. DD Form 250 shall be completed and signed.

C-5.9.5 – Quality During Receipts. Written procedures shall be in place for product movement and related quality/quantity checks from conveyance to receipt tank(s) in order to maintain product integrity. Provide description of quality procedures to use for transfer system from conveyance to receipt tank in order to maintain product integrity.

C-5.9.5.1 – Pipeline. Before commencing receipt of fuel, the contractor shall assure the receipt tank(s) is (are) ready to ensure the quality of the product in the receipt tank(s) after receiving the product. The terminal shall be aware of the time and quantity of the pipeline batch and personnel shall assure line condition is full and properly isolated. Tanks shall then be gauged, temperatures taken and a net quantity determined before receipt of product in accordance with the MPMS. Samples shall be taken of the line as required in accordance with MIL STD 3004 procedures to assure product is the same as being received. If product is to be injected discharging into the tank, the contractor shall assure injectors are in working order, and required additives are the proper type and in the proper quantity and quality.

The contractor shall witness batch cuts to assure they are in accordance with contract or operating agreement (e.g.: heart, mid-point, etc.). Assure line samples during receipt are properly taken. The contractor shall monitor samples taken throughout the receipt of the tender for contamination (e.g.: water, increased sediment, secondary products). Upon completion, personnel shall determine quantity by gauging the shore tank(s) used, measuring temperatures, and calculating net quantity received. Personnel shall investigate any quantity discrepancy in excess of that cited in Appendix A. Personnel shall allow receipt tanks time to settle before sampling and testing. Receipt tanks shall be sampled and tested in accordance with MPMS, Chapter 8 and Table IX. The contractor shall assure samples are retained as called for in paragraph C-5.9.2 DD Form 250 shall be completed and signed.

C-5.9.5.2 – Tankers and Barges. The terminal shall be aware of the time of the vessel’s arrival and, before commencing with a receipt of fuel, the contractor shall assure the shore-side is ready for discharge to ensure the quality of the product in the receipt tank(s) after receiving the product. State procedures for assuring condition of loading line (full of tested product, all air bled and pressure packed) and gauging shore tanks, both before and after discharge. Determine net quantities before discharge and verify seal numbers as compared to the DD Form 250-1 are intact. A meeting shall be held with vessel personnel prior to discharge to discuss procedures and pumping rates to be used. Paperwork onboard the vessel shall be examined to confirm product type, quantity, and quality, and the presence of free water. If there is any indication the product does not conform to the quality requirements, discharge shall not be commenced and the COR/QAR shall be notified. Discharge shall not commence until the COR/QAR has received disposition instructions and authorizes discharge. Sampling and testing shall be performed as required in accordance with MIL STD 3004 procedures to assure product is the same as being discharged (e.g.: when the line contains unlike product in a non-dedicated system, or when problems were experienced with the previous receipt). Additional testing shall be performed if required to assure split cargoes have not been commingled. Identify procedures for the transportation of samples from vessel to the testing facility. Monitor the discharging from vessel to shore tank, investigating irregularities immediately and stopping discharging if necessary. Procedures for investigating discrepancies in quality (mandated if off-specification or out of testing tolerance) and quantity (mandated if ship to shore variance is greater than 0.5 percent or figures suspect) on loaded conveyance. Identify procedures for immediately notifying the COR/QAR when irregularities occur or are suspected and on all occasions when loading is interrupted. Documentation includes DD Form 250-1, DD Form 250-1 continuation sheet, ullage reports and results of quality/quantity investigations.

C-5.10 – Corrective Action. These are actions to be followed effecting correction of any deficiency affecting product quality or quantity determination, such as handling of off-specification product. The corrective action procedures shall include notification of the COR/QAR. The Contractor is responsible for all inspection systems, Product Quality Surveillance Plan and product quality and quantity

C-5.11 – Record Keeping and Reports. The Contractor shall be responsible for maintaining detailed sampling and testing logs. Each storage tank shall have a current analysis test report on file. Customers shall be provided copies of tank test reports upon issuance of product if requested. Historical product quality records shall be maintained. All laboratory reports shall be reviewed and kept on file for the duration of the contract to ensure compliance with specification requirements. These reports shall be turned over to the Government at the end of the contract.

C-5.11.1 Quality of all petroleum products received, stored and shipped meets specification requirements. Quality of all petroleum products shall be verified as suitable for their intended use.

Records and petroleum samples shall be maintained to resolve quality concerns. The COR shall be notified immediately of any fuel sample failure prior to fuel receipt, shipment or custodial transfer.

Samples representing incoming and outgoing shipments of Government-owned products at the terminal shall be properly marked by the Contractor as to product, source, and date taken and shall be stored by the Contractor in the designated sample storage area. The Contractor shall retain such samples are required above.

C-5.12 – Terminal Product Inventory Management and Reporting. The DER is responsible for establishing authorized customers and quantity of fuel to be supplied by SIOATH. The contractor is responsible for daily planning and scheduling of shipments and receipts. The contractor shall monitor the movement of fuels continuously and report as required. This shall include tracking customer requests for fuel shipments by tank truck, tank car, pipeline and monitoring tanker arrivals as scheduled by DLA Energy. The contractor shall be responsible for updating the automated accounting system to provide information to DLA Energy and the DER on current inventory levels IAW Clause I119.04. Any anticipated fuel shortages, based on customer requests, shall be reported to the DER Inventory Manager and COR/QAR immediately.

C-5.12.1 – All products shall be received or shipped as required for designated DoD customers.

The contractor shall ensure that products shipped are in compliance with the SIOATH. All product receipts, shipments or transfers shall be properly documented and auditable. The DER Inventory Manager and COR/QAR shall be informed immediately of any discrepancy in inventory. Month-end physical inventories made by the contractor as required by the product accounting and reporting provisions found in Clause I119.04, of this contract shall be accomplished in the presence of a Government representative, unless authorized by the CO.

C-5.13 – Property Management and Property Management Maintenance. These actions supporting designated DoD activities are defined as Preventive Maintenance (PM) and Minor Repair. PM is a documented program of recurrent periodic or cyclic scheduled work designed to preserve and maintain equipment, apparatus or facilities in such conditions that they may be effectively used for their intended purpose. Minor repair shall include, but is not limited to, repairs such as replacing gaskets, packing, stripped bolts, valve slips, stem packing’s, etc.

C-5.13.1 – Maintenance General. The contractor shall be responsible for preventive maintenance and minor repair of terminal facilities and equipment in accordance with contract UFC 3-460-03, other applicable contract provisions, and the Government Operations, Maintenance, Environmental and Safety plans (OMES) available on site. The contractor shall provide all manpower, vehicles, tools, materials and equipment not otherwise specified as Government-furnished to accomplish preventive maintenance.

C-5.13.2 – Maintenance Records. The contractor shall keep records up to date and make them available to the COR/QAR for review upon request and surrender all such records and engineering data to the government at the expiration or termination of this contract.

C-5.13.3 – Preventive Maintenance and Minor Repair of Facilities and Equipment. The contractor shall ensure all Government property is preserved and maintained in a safe working condition.

It is essential the contractor devote adequate effort to the preventive maintenance of government property. The contractor shall ensure that the costs for preventive maintenance and minor repair are included in CLIN 1001 on a firm fixed price basis. The contractor shall provide for the inspection and servicing of equipment and facilities at time intervals that meet or exceed manufacturer recommendations for preventive maintenance. PM includes performing, at a minimum, the recurring services recommended by the manufacturer or in accordance with commercially accepted practices, as well as the effort required to keep a facility, a piece of equipment or system functioning. The listing of GFE and facilities is at Appendices G and H. While the government does not plan to dictate specific PM requirements or practices, the OMES for DFSP Charleston reflect the minimum allowable frequencies for PM associated with the various facilities and equipment at the fuel terminal. The contractor’s PM program shall provide a systematic approach to planning, scheduling, documenting, reporting and managing (labor, materials and time) to perform those actions that contribute to the uninterrupted functioning of the fuel terminal. The PM program shall include periodic inspection, testing and minor repair of equipment and facilities in accordance with manufacturer’s recommendations or commercially accepted practices.

C-5.13.3.1 – Contractor and subcontractor employees working at the terminal to accomplish maintenance and repair at any time other than the normal terminal operating hours specified in Section C-5.3, must be under the observation of an employee of the terminal contractor who is familiar with the system/subsystem undergoing maintenance and repair. This will be IAW PWS F-3.5.7, CLIN 1004. The terminal contractor will ensure that subcontractor employees receive a safety briefing immediately after signing into the terminal prior to start work.

C-5.13.4 – Buildings. The contractor shall ensure the terminal buildings, structures and terminal facilities are maintained in a clean and pest free condition.

C-5.13.4.1 – If insecticides or rodenticides are used by the contractor, they shall meet the Guidelines of the Defense Logistics Agency “Pest Management Plan”.

C-5.13.4.2 – The contractor shall be responsible for building maintenance and janitorial services. Each building shall be kept clean and free from debris.

C-5.13.4.3 – The contractor shall, at his own cost, replace broken window glass, repair minor roof leaks, repair minor electrical failures (e.g. change fuses, reset circuit breakers) and furnish and replace burned out light bulbs.

C-5.13.4.4 – The contractor shall not permit or allow fire hazards, such as oily rags, loose paper and trash to accumulate in any of the terminal buildings.

C-5.13.4.5 – The contractor shall not permit or make any alterations to the terminal buildings or facilities without prior permission/approval, in writing, from the CO.

C-5.13.4.6 – The contractor shall protect the vacant and unused buildings located on the terminal and ensure that the buildings are kept clean and free of debris. The contractor may use a specific building or bunkers, at the option of the government, for protection and storage of contractor-owned equipment provided prior written approval is obtained from the COR/QAR. The contractor may not permit other non-government activities access to the vacant buildings.

C-5.13.4.7 – The contractor shall establish a smoking policy that prohibits the smoking of tobacco products other than in specifically designated smoking areas outdoors. The contractor shall provide and maintain a permanent sign posted at the terminal that reads “SMOKING IN DESIGNATED AREAS ONLY”. The designated smoking area shall be located or configured to minimize exposure to second hand smoke. Smoking at other locations on the terminal grounds will be permitted only if the area is a designated smoking area and smoking at that location would not be inconsistent with other safety requirements.

C-5.13.5 – Pumps. The contractor shall maintain all the terminal pumps in a serviceable condition by performing inspections and maintenance, such as adjusting the packing, stuffing glands, mechanical seals, providing lubrication, replacing gaskets and pump seals, tightening loose bolts and repairing and adjusting valves. Inspection and maintenance shall be performed as outlined in the PM Plan.

C-5.13.6 – Valves. The contractor shall provide maintenance and inspection on all types of valves. The contractor shall, as required, dismantle valves to replace worn parts, replace gaskets, repack stuffing glands, lubricate, reseat, polish and provide for frequent inspection and operation of each valve in the terminal manifold and pipeline system as outlined in the PM Plan. The contractor shall replace unserviceable valves with new Government-furnished valves or contractor-acquired valves (see Section Appendix F, Logistics Support Cost Reimbursable). The contractor shall ensure all fuel valves on the terminal remain in the closed position except when the tank(s) is (are) actually being utilized to receive, issue or transfer through a particular pipeline, manifold or system.

C-5.13.7 – Pits. The contractor shall ensure all valve pits and pipeline pits are kept secure, clean and free of debris. The contractor shall remove any water and/or fuel that may accumulate in the pits and shall periodically allow the pits to air so that moisture can escape and reduce/prevent corrosion by oxidation. In the event any pit appears to contain excessive fuel vapors or if there is free fuel in the pit, the contractor shall inspect all pipeline connections (flanges), valves, controls, etc., in order to locate the source of the leak. The contractor shall immediately take action to correct the defect if considered a minor repair. Other maintenance and repair will be approved by the COR/QAR and scheduled via Appendix F, Logistics Support Cost Reimbursable.

C-5.13.8 – Truck Fill Stand. The contractor shall ensure the truck fill stands are clean and free of debris and the truck fill stand containment area is free of product residue (e.g., product drips, spills, etc.).

The contractor shall inspect the truck fill stand on a continuing basis for the presence of leaks, faulty equipment, loose connections, clogged filters and need for repairs. The contractor shall perform the necessary maintenance for the truck fill stand and shall replace ground wires, clamps, connections, gaskets, o-rings and burned out light bulbs. The contractor shall overhaul valves, clean and replace filters and strainers, and perform other minor repairs as needed.

C-5.13.8.1 – All truck fill stand assemblies shall be checked by the contractor for electrical continuity. Continuity checks shall be made between the fixed piping sections of the truck fill stand and the end of the discharge or drop tube of the loading assembly. The continuity checks shall be made through the entire range of movement of the loading assembly. If during the checks, electrical continuity is not established or is broken, the truck fill stand shall be out of service until repaired. The continuity checks shall be performed by the contractor at least every three months. Jumpers shall not be installed around insulated joints used to isolate a section of cathodically protected piping from a non-protected section.

C-5.13.8.2 – For piping which is not cathodically protected, the contractor shall ensure piping resistance to ground shall not exceed 25 ohms and shall check the resistance at least annually.

C-5.13.8.3 – The contractor shall measure the truck grounding cable resistance to ground monthly. The resistance from cable clip end to ground shall not exceed 25 ohms.

C-5.13.9 – Fuel Meters. The calibration of fuel meters shall be accomplished IAW the OMES under CLIN 1003. Meter calibration/proving shall be accomplished by a qualified company at least once each year or each time the meter is repaired.

C-5.13.10 – Filters and Filter Separators. The contractor shall maintain filters and filter separators which include changing filters separator elements, storing spare filter elements, preparing used elements for disposal, accomplishing minor repairs, replacing defective filter separator components such as gaskets, spacers, washers, o-rings, air eliminator valves, pressure relief valves and pressure differential valves, etc., in accordance with manufactures’ recommendations. The replacement filters and disposal of spent filters will be accomplished IAW DLA Energy Policy Letter I-18.

C-5.13.11 – Oil Water Separator Systems. The contractor shall arrange to clean the oil/water separator systems at least once each 12-month period. The cleaning shall, as a minimum, provide for removal of fuel residue and other debris from each compartment/chamber. The oil/water separator systems shall be inspected on a continuing basis to ensure proper operation and to protect against improper discharge.