AEM PPC Master Deck.pdf

The Nation’s Combat Logistics Support AgencyE s t a b l i s h e d 1 9 6 1

WARFIGHTER ALWAYS

Welcome to the Atlantic Europe Mediterranean Pre-Proposal Conference Stephany Officer

Division Chief November 17, 2021

Atlantic Europe Mediterranean Pre-Proposal Conference Gabriella Earhardt

Director, Supplier Operations

WARFIGHTER ALWAYSWARFIGHTER ALWAYS

Supplier Advocate Team Ashleigh Johnson & Susan Lowe

• Maintain strong relationships with existing industry partners and build new relationships with perspective partners.

– Act as the supplemental point of contact for suppliers with non-contracting questions.

– Manage every aspect of industry engagements, from fielding meeting requests to coordinating the logistics.

– Co-chair the Supplier Advocacy Council (SAC)

– Manage the DLA Energy Industry Engagement webpage & Industry

Connections

• https://www.dla.mil/Energy/Business/IndustryEngagement/

– Leads for the DLA Energy Worldwide Energy Conference

• Contact us: Energy.Industry-Engagement@dla.mil https://www.dla.mil/Energy/Business/IndustryEngagement/ mailto:Energy.Industry-Engagement@dla.mil

2022 DLA Energy Worldwide Energy Conference

Warfighter Readiness through

Stronger Partnerships

March 28-30, 2022 Gaylord National Hotel &

Convention Center Monday, March 28, 2022

Military Services Day Expanded Industry Day

DLA Energy at a Glance Sessions Industry White Papers

Pre-proposal Conferences Academia Sessions

Special Networking Sessions Trade Show Opening & Reception

Tuesday, March 29, 2022 Conference Opening Networking Session

Panels, Sessions & Trade Show

Wednesday, March 30, 2022 Morning Networking Session

Panels, Sessions & Trade Show Closing Networking Session

Proposed Agenda*

*Subject to change

Find out more at:

DLAENERGY-WWEC.COM

Atlantic / Europe / Mediterranean (AEM)

SPE602-22-R-0701

Program and

Solicitation Overview Shanice Whitfield, Contracting Officer

Program Description

• Program: The AEM program covers the estimated annual overseas bulk fuels requirements under the Atlantic/Europe/Mediterranean regions and Purchase Programs.

• Schedule Overview:

JA1 F76

T0001 Northern Italian Pipeline Item 0001 Rota*

T0002 DFSP GPSS UK PL Item 0002 DFSP Souda Bay* T0003 DFSP CEPS Item 0003 DFSP Augusta* T0004 Spanish Pipeline Item 0004 Pol Depot Gaeta* Item 0024 Rota*

JP5 JP8

T0005 DFSP Souda Bay T0007 TNPS-East T0006 DFSP Augusta Item 0021 DFSP Thule* Item 0032 Rota* Item 0005 Lajes Field*

*Direct Offer Locations

• Requirements:

– Distillate, Naval (F76) 9140-00-273-2377, PP 1.1b: 42,700,000 USG

– Turbine Fuel, Aviation (JP5) 9130-00-273-2379, PP 1.1d: 27,200,000 USG

– Turbine Fuel, Aviation (JP8) 9130-01-031-5816, PP 1.1i: 55,880,000 USG

– Turbine Fuel, Aviation (JA1) 9130-00-753-5026, PP 1.1i: 194,547,500 USG

• Methods of Delivery:

– FOB Origin Tanker and FOB Origin / Destination Pipeline

• Ordering Period:

– Date of award through June 30, 2023

• Delivery Period:

– July 1, 2022 through June 30, 2023, plus a 30-day carry-over period

• Contract Type:

– Fixed Price, Indefinite Delivery/Indefinite Quantity with Economic Price Adjustment (EPA)

• Minimum Lift Guarantee of 75% of the total original contract volume (Provision I86.12)

• Multiple Awards

• Competition:

– Full and Open Competition IAW FAR 6.1

– No Set Aside for Small Business Concerns

Solicitation Overview

• Solicitation:

– SPE602-22-R-0701

– Now on Contract Opportunities via SAM.Gov, not FedBizOpps (FBO)

– Negotiated Request for Proposal (RFP)

– System for Award Management (SAM) registration required at https://sam.gov/content/home

• Timeline and Key Dates:

– Solicitation issued on November 10, 2021

– Deadline for receipt of offers is expected to be December 10, 2021

– Awards expected to be made on or around May 1, 2022

– Delivery period will begin July 1, 2022

Offeror Submittals

• What To Submit:

– SF-1449

– Offeror Submission Package (OSP)

– Applicable fill-in clauses/provisions

– Quality Control Plan Outline (Two Page Limitation)

– Representations and Certifications (Section K)

– F-76 Traceability Page

– Supply Commitment Letter (Non-manufacturers Only) (L704)

– Any applicable amendments issued. Ensure Block 8 is fully completed.

– Tax Reps & Certs Doc / TAA Cert DFARS 252.225-7020

• Offer Submittal Through the Offer Entry Tool (OET):

– Ensure entity has access to the OET

– STRONGLY RECOMMENDED to enter and test the system prior to submitting your offer

– You do not want to be in a position where you are unable to submit on the deadline if your account is locked, you are having system issues, or another unforeseen issue arises

– Any Technical document requested MUST BE submitted through OET to be considered technically acceptable

– It is best practice to separate individual attachments with appropriate name when uploading to OET

Evaluation Round Overview

FAR 52.212-2 Evaluation-Commercial Items

1) Initial Offers

2) Interim Proposal Round (IPR)

– IPR is the last opportunity for offerors to submit additional bid lines

– Also the last opportunity to for Offerors to revise sources of supply, shipping points, products, FOB, base market prices and modes of delivery

– Offerors will be provided a Minimum Cost Bid Evaluation Worksheet (MCBEW)

3) Final Proposal Revisions (FPR)

– FPR is the final opportunity to revise proposals to address any technical acceptability issues

– The most recent OET submission will be evaluated as offeror’s FPR if an offeror chooses not to revise its offer during this round, and offer is not withdrawn

4) OET Price Reduction Round (Optional)

– Multiple Price Reduction Rounds may be conducted

– Offerors will be provided a MCBEW and a Laid Down Cost Report (LCR)

– Determine the lowest laid down cost and overall bid award pattern

Evaluation

• Offer Evaluation Method:

– Lowest price, technically acceptable source selection process described under

FAR 15.101-2

– Section M, FAR 52.212-2 Evaluation – Commercial Items (OCT 2014)

– Tradeoffs will not be permitted in this acquisition

• Factor 1: Technical Acceptability: Offer conforms to material solicitation requirements in the following subfactors:

1) Supplies or Services and Prices/Cost, Section B:

(i) Offer meets all schedule requirements in Section B, (ii) Offered line items meet the delivery requirements of the schedule for additives required, (iii) Offered line items meets the delivery requirements of the schedule for mode and FOB point, (iv) Offer line item meets the required minimum and maximum quantity of the schedule

2) Description/Specifications/Statement of Work, Section C:

(i) Offer meets all specification requirements outlined in Section C provisions (ii) For F76 offers, offer includes a completed and signed Traceability form for F76 fuel offers in accordance with Provision C16.23 FUEL, NAVAL DISTILLATE (F-76)

• Factor 1: Technical Acceptability (Continued)

3) Inspection and Acceptance, Section E:

(i) Offer meets all inspection requirements outlined in Section E Provisions (ii) Offer certifies that it has a Quality Control Plan (QCP), applicable to a DLA Energy Bulk Petroleum contract, on file with DLA Energy that is no more than 24 months old, by making this selection in Section J of its Offeror Submission Package (OSP); or Providing an outline, estimated two pages in length, of a proposed QCP describing the offeror’s current inspection system and quality assurance procedures, with references to the corresponding requirements in provisions E1 and/or E1.21, and making corresponding selection in Section J of its OSP.

4) Deliveries or Performance, Section F:

(i) Offer meets all requirements outlined in Section F provisions (ii) Offer includes completed information under Sources of Supply for all products and shipping points

(iii) Offer includes completed information under Parcel Shipping Sizes and Daily Capacity for all products, modes and shipping points offered. (iv) Offer includes completed information under Tanker and Barge Loading Facility Data (if offering via Origin Barge/Tanker mode) (v) Offer includes completed information under Port Restrictions (if offering via Origin Barge/Tanker mode)

• Factor 2: Price

– DLA Energy uses a computer evaluation model, the Bid Evaluation Model (BEM), to analyze numerous variables.

– These variables include the offerors’ proposed prices, fuel types, minimum and maximum offer quantities, shipping locations, shipment method capabilities, customer receipt locations, receipt mode capabilities, and any other conditions included in the offerors’ proposals.

– The BEM calculates the overall pattern of delivery from offerors’ facilities to specific customer locations that is the lowest total combination of price for product and transportation.

Important Clauses

• M24 Evaluation of Offers Involving F.O.B Tanker Loading (All Programs) (DLA ENERGY Oct 2020)

– Conformed for all programs

– Considers one-way mileage instead of two-way mileage

• M72.10 Evaluation of Offers (Exceptions/Deviations) (Bulk) (DLA Energy Sep 2020)

– Exceptions must be in Section M to be evaluated

– Guidance on attaching exceptions

– Non-compliant exceptions will be rejected

– Exceptions not explicitly accepted by Government in negotiations are considered rejected

Escalators

• B19.34 ECONOMIC PRICE ADJUSTMENT

– Offered prices must be tied to base reference price

– Solicitation lists available escalators with detailed descriptions of the formula and any adjustment factors for evaluation purposes only

– Offeror’s can propose alternate escalators as an exception (M3.03)

• Adjustment factor will apply to alternate escalators

– Offered prices input in OET should reflect the total offer price (Base Reference Price + Margin)

Responsibility Determination

• FAR Subpart 9.1: Responsible Prospective Contractors

– An affirmative responsibility determination must be made prior to award

• FAR 9.104 General Standards

– Reps and Certs (SAM.Gov)

• FAR 9.106 Pre-award Surveys:

– Information needed in initial offer but no later than interim offers

– Quality Assurance Representatives need a minimum of 30 days to complete

– Supplier Commitment Letters and Transportation Agreements required

– Financial Pre-award Surveys may be requested

• DLA Energy Requirements

– L704, Evidence of Responsibility

Offeror Inputs / How can you help?

• Exceptions/Waivers

– Must be submitted in OET by interim proposal submittal

– Long lead times for approval

• Adding alternate shipping points

– PAS (up to 30 days)

– No guarantee unless included in proposal

• Submit complete initial proposals

– High quality, complete, that fully address ALL solicitation requirements

– Provide timely and complete verbal and written communication

– Essential to a punctual and exceptional acquisition process

AEM Points of Contact

Stephany Officer Division Chief DLA Energy FEBD Stephany.Officer@dla.mil

(571) 767-5185

Shanice Whitfield Contracting Officer DLA Energy FEBDA Shanice.Whitfield@dla.mil

(571) 767-8495

Roger Wilson Contract Specialist DLA Energy FEBDA Roger.Wilson@dla.mil

(571) 767-9310

Rafael Gomez Contract Specialist DLA Energy FEBDA Rafael.Gomez@dla.mil

(571) 767-9577

Ryan Logan Contract Specialist DLA Energy FEBDA Ryan.Logan@dla.mil

(571) 767-0577

Gerardo Gomez Lead Contract Specialist DLA Energy FEBDA Gerardo.Gomez@dla.mil

(571) 767-1609 mailto:Stephany.Officer@dla.mil mailto:Shanice.whitfield@dla.mil mailto:Roger.Gomez@dla.mil mailto:Rafael.Gomez@dla.mil mailto:Ryan.Logan@dla.mil mailto:Gerardo.Gomez@dla.mil

Questions

AEM Pre-Proposal Conference

Latasha McGee, AEM Program Manager Nov 17, 2021

Technical Evaluation

• Lowest Price, Technically Acceptable (LPTA)

– Source Selection Technical Team

• Comprised of representatives from Inventory Planning, Tanker Operations, Transportation, Quality Assurance, and Product Technology & Standards.

• Technical Team reviews offers submitted through the Offer Evaluation Tool (OET) against the Solicitation posted on BetaSAM.Gov website.

– Each offeror is evaluated solely based upon the offer's compliance with the solicitation factors and subfactors outlined in Section M Evaluation Factors for Award.

– Tech Team will ensure the evaluation process follows the evaluation criteria and the ratings are appropriately and consistently applied to all offers.

• Missing/Incomplete details may result in an Unacceptable rating for corresponding bid lines.

• Examples of Missing Data:

– Mode, Min/Max Quantities, Shipping Point

– Source/Refinery, Max Monthly Production

– Inconsistent Shipping Point and Source Point Names

– Parcel Shipping Sizes & Daily Capacity

– Pipeline Shipping Point and Ingress, Min/Max Parcel Size, Lift Interval

– Barge/Tanker Facility Loading and Port Information

– Map Coordinates

– Shutdown Period

– Exceptions/Waivers (if applicable)

A.1. Origin Offer - Mode, Min/Max Quantities, Shipping Point

A.2. Destination offer - Mode, Min/Max Quantities, Shipping Point

Seq Set

ID

Product Shipping Point

To Location

Line Item

Max Qty

(USG)

Min Qty

(USG)

Mode Price w/o Additi ves

(USD)

Total Additi ve Cost

% Bio-Fuel Included in Offer Qty**

EPA

Escalator

Total Offer Price

S5 A JAA Shipping Point A, VA

Ft Belvoir 0126 20,000,000 2,500,000 T

*.****** *.****** 0 *.****** *.******

Seq Set ID Product Shipping Point

Max Qty

(USG)

Min Qty

(USG)

Mode Price w/o Additiv es

(USD)

Total Additive Cost

% Bio-Fuel Included in Offer Qty**

EPA

Escalator

Total Offer Price

S1 A JP5 Shipping Point B, LA

50,000,000 1,000,000 P *.****** *.****** 0 *.****** *.******

S2 A JAA Shipping Point A, VA

46,000,000 2,500,000 T *.****** *.****** 0 *.****** *.******

S3 A F76 Shipping Point C, TX

120,000,000 120,000,000 K *.****** *.****** 0 *.****** *.******

S4 A JP5 Shipping D, NJ

8,400,000 4,200,000 B *.****** *.****** 0 *.****** *.******

OET - Entering Offers Main Menu: Origin Bid Offers Sub-Menu: N/A

OET - Entering Offers Main Menu: Destination Bid Offers Sub-Menu: N/A

B. Total Additives

Seq Mode FSII Price

FSII Included / Optional / Not Included

SDA

Price

SDA

Included / Optional / Not Included

CI

Price

CI Included / Optional / Not Included

S1 P *.****** N *.****** N *.*****

Y

S2 T *.****** Y *.****** Y *.*****

Y

S3 K *.****** N *.****** N *.*****

N

S4 B *.****** O *.****** N *.*****

O

S5 T *.****** Y *.****** Y *.*****

Y

OET - Entering Offers Main Menu: Origin/Destination Bid Offers Sub-Menu: Total Additives

F.2. Shipping Points Supplied via Source/Refinery

F.1. Maximum Monthly Production

*Please provide maximum production that is offered with your Offer Submission Packet

Product Source of Supply Maximum Monthly Production

(USG)*

JAA Refinery A, VA 5,500,000

JP5 Refinery B, LA 4,900,000

F76 Refinery C, TX 9,870,000

Product Source/Refinery Shipping Points Supported

JAA Refinery A, VA Shipping Point A, VA

JP5 Refinery B, LA Shipping Point B, LA Shipping Point D, NJ

F76 Refinery C, TX Shipping Point C, TX

OET - Offer Submission Data Main Menu: Source of Supply Sub-Menu: Shipping Points Supplied By Each Refinery Source

OET - Offer Submission Data Main Menu: Source of Supply Sub-Menu: Production Capacity for Each Source

G.1.a. Parcel Shipping Sizes & Daily Capacity - Origin

VENDOR NOTES: Max truck loading for Shipping Point, VA is 13 trucks for both Origin or Destination

Product/Mode Shipping Point

Days of Week Terminal Open

Hours Each Day Terminal is Open

No. Racks Max Load Per Normal Work Day

JAA Shipping Point A, VA

Sun-Sat 0000-2359 2 13

OET - Offer Submission Data Main Menu: Parcel Shipping Sizes & Daily Load/Move Capacity Sub-Menu: Truck/Railcar Origin Truck/Railcar Destination

G.2. Pipeline

VENDOR NOTES: Ingress Point is Parrish, LA.

G.3. Barge/Tanker

VENDOR NOTES:

Product/Mode Shipping Point and Pipeline

Minimum Qty

(BBLS)

Maximum Qty

(BBLS)

No. of Days Between Lift / Delivery

JP5 / P Shipping Point B, LA – Colonial PL

75,000 200,000 7

OET - Offer Submission Data Main Menu: Parcel Shipping & Daily Load/Move Capacity Sub-Menu: Pipeline; Tanker

Product/Mode Shipping Point

Minimum Qty

(BBLS)

Maximum Qty (BBLS)

No. of Days Between Lift / Delivery

F76 / K Shipping Point C, TX

125,000 235,000 7

JP5 / B Shipping Point D, NJ

25,000 50,000 3

G.4. Would the parcel size/lift interval for one product or mode impact the available parcel size/lift for any other product mode or mode at the same shipping point?

OET - Offer Submission Data Main Menu: Parcel Shipping & Daily Load/Move Capacity Sub-Menu: Pipeline; Tanker

H.1. Origin Tanker/Barge Loading Facility Data

H.2. Facilities Restrictions/Capacity Ballast

H.3. Map Coordinates (Pier Side)

– 00°00’00"N 00°00’00“E

Shipping Point

Mode Ballast Capacity (BBLS) Max Loading Rate (Pump Rate

BPH)

Shipping Point C, TX

TANKER NONE 6,000

Shipping Point D, NJ

BARGE NONE 2,000

Shipping Point

Mode Cargo Capacity

(BBLS)

Mean Low Water Depth

(FT)

LOA

(FT)

Draft (FT)

Shipping Point C, TX

TANKER 235,000 40 600 40

Shipping Point D, NJ

BARGE 50,000 35 300 38

OET - Offer Submission Data Main Menu: Facilities Restrictions/Capacities Cargo Sub-Menu: Facilities Restrictions, Capacity Ballast, Map Coordinates

I.1. Port Restrictions

I.2. Other Restrictions

Shipping Point Height Restrictions

– Sea Level to Manifold (FT)

Distance from Vessel Rail to Manifold (FT)

Maximum Vessel Size (DWT)*

Maximum Beam (FT)

Shipping Point C, TX N/A N/A 100,000 120 feet

Shipping Point D, NJ 35 FT 15 FT 25,000 100 feet

OET - Offer Submission Data Main Menu: Port Restrictions Sub-Menu: For Each Shipping Point, Other Restrictions

I.3. Operating Hours for Berthing and Loading

I.4. Additional Vetting Criteria & Port Restrictions

Shipping Point Berthing Loading

Shipping Point C, TX 24 x 7 24 x 7

Shipping Point D, NJ 24 x 7 24 x 7

OET - Offer Submission Data Main Menu: Port Restrictions Sub-Menu: Operating Hrs for Berthing & Loading and Additional Vetting Criteria

J. Quality Control Plan

K. Truck/Truck Trailer Free Time and Detention Rates

Shipping Location (Load Point)

Free Time for Unloading Transport Truck or Truck and Trailer (in hours)`

Rate For Detention Beyond the Free Time (in dollars per hour)

Shipping Point A, VA 2 $100.00

Offeror certifies that it has a Quality Control Plan (QCP) on file with DLA Energy that is no more than 24 months old.

An outline, at least two pages in length, of a proposed QCP describing the offeror’s current inspection system and quality assurance procedures, with references to the corresponding requirements in E1 and/or E1.21.

OET - Offer Submission Data Main Menu: Quality Assurance & Truck Free Time & Detention Rates

L. SCHEDULE OF REFINERY SHUTDOWNS FOR

TURNAROUNDS

• (1) No shutdowns planned []

• (2) Shutdowns planned [X]

OET - Offer Submission Data Main Menu: Schedule of Refinery Shutdowns For Turnarounds

REFINERY LOCATION SHUTDOWN PERIOD IMPACT OF SHUTDOWN ON SUPPLY

AVAILABILITY

Refinery A, VA June-August 2022 None, Refinery will keep on hand barrels during shutdown

Refinery B, LA October 2022 No product will be available during shutdown.

Requests for Exceptions

M.1. Clause/Provision Exception Requested Supplies or Services & Prices

Section B of Solicitation

M.2.Clause/Provision Exception Requested Descriptions/Specifications/S tatement of Work

Section C of Solicitation

M.3. Clause/Provision Exception Requested Inspection & Acceptance Section E of Solicitation

M.4. Clause/Provision Exception Requested Deliveries or Performance Section F of Solicitation

OET - Offer Submission Data Main Menu: Requests for Exceptions Sub-Menu: M.1., M.2., M.3., M.4. M.5.

M.5. Clause/Provision Exception Requested Other Exceptions Other Exceptions

N.2 K Clauses (FOB Origin Truck)

O. General Comments

OET - Offer Submission Data Main Menu: K Clauses & General Comments

O. General Comments Any additional applicable comments

Name of Refinery / Shipping Point

Street Address

City County State Zip Telephone No. of Employees

Refinery A, VA 1234 Main Ave

Town A

USA VA 12345 555-555-0123 100

Offer Entry Tool (OET) Matt Shuster/Darren Dunham

Supplier Relationship Managers

AGENDA

• What is the Offer Entry Tool (OET)

• Solicitation/OET Sequence

• Getting Access

• Parts of an OET Offer

• Best Business Practices

• Getting Help with OET

OFFER ENTRY TOOL (OET)

• Bulk OET

– An web-based tool for use in submitting offers

– Replaces the hard copy offer submission package

– URL: https://offerwizard.dla.mil/bulkoet/bulkoet.html

• Bulk vs Direct Delivery OET

– Different systems

• Is OET required?

– Solicitation will state if OET is mandatory

– IEG, RMW, AEM, WPC and Deep Freeze use OET

– OET offers must comply with solicitation closing date/time https://offerwizard.dla.mil/bulkoet/bulkoet.html

Solicitation/OET Sequence

• Solicitation posted to SAM.gov | Home

• OET is opened

• Vendors receive automated email notification

• Vendor inputs offer in OET, and submits

• OET round closes

• Offers are imported into the Bid Evaluation Model (BEM)

• Review/evaluation https://sam.gov/content/home

OET Rounds

INITIAL OFFERS /

OET ROUND 1

OPEN

NEGOTIATIONS

INTERIM OFFERS /

OET ROUND 2

CLOSE

NEGOTIATIONS

FINAL OFFERS /

OET ROUND 3

PRICE REDUCTION

ROUND (Optional)

OET Rounds

• Initial

– Required for all OET solicitations

– Initial offer must be submitted prior to the closing date/time to be eligible for later rounds

• Interim

– Used at the Contracting Officer’s discretion

– There may be more than one interim round

– Participation is optional

– - If no offer is submitted during an interim round, previously offered data is retained

• Final Proposal Revision

– Last round before Price Reduction

– Data fields may be locked (product, mode, shipping point)

• Price Reduction Round (Optional)

– Use at the Contracting Officer’s discretion

– Only price can be changed

OET Access

• First, obtain a CAGE CODE for your company

– Register at SAM.gov | Home for a CAGE code

– Your OET account is linked to your CAGE code(s)

– Multiple users per CAGE code allowed

• Create an account in the Account Management And Provisioning System (AMPS) to apply for OET access

– https://amps.dla.mil/oim https://amps.dla.mil/oim

• Next, Log into your AMPS account to request the OET role

– Click ‘Energy Applications’ on the Browse Roles by Application Tab

– Select ‘Energy OET’

– Select ‘Energy OET Prod – Bulk Vendor Role OET -105’

– Complete all information and submit request

• OET Username and password will sent to you via email

– User ID and Password for AMPS are NOT the same as for OET

• Access

– Allow 1-2 weeks for OET access

– Log in every 30 days per DoD policy

– Account tied to your CAGE code

– Do not share your username or password

– Only the Account holder can submit for reset of account/password

– Link for DoD Root Certificates available on the OET homepage

– Passwords expire every 60 days (users will be prompted to change)

• Account Settings

– Use the same company name as the one linked to your CAGE

– Select the purchase programs you’re interested in

– Use personal email, no group accounts

– If you are not receiving emails, check your Junk mail and internal firewall setting

Do not share your OET username or password with anyone!

OET accounts are individual accounts, not group accounts!

If you do not log in for 30 days your account will be de-activated!

Initial Log In to OET

• OET URL

– https://offerwizard.dla.mil/epst_oet/oet.htm

• Change Password (required every 60 days per DoD policy)

– Minimum 15 characters

– At least 1 Upper case, 1 lower case, 1 number, 1 special character

• Update ‘My Account’ information

– Use the exact Company Name as depicted in SAM

– E-mail address for notifications

– Company size status

– Select your purchase program under Buy Selection https://offerwizard.dla.mil/epst_oet/oet.htm

Parts of an OET Offer

Three Primary Sections to OET Offer data:

1. My Account

- Update contact information

- Change password

2. Offer Details

- Shipping points, products, quantity and price

- Offer conditions

- This is the data that is sent to the BEM

3. Offer Submission Package (OSP) -‘Fill in’ clauses

- Exceptions

- Replaces the paper OSP

OET Main Menu

Offer Details

Offer Submission Package

Offer Submission Data

Offer Submission Data

Refinery Shutdown Info

If you have no refinery shutdown information, leave this chart BLANK

User Account Info

Origin and Destination Offers

Conditional Statements

• You can use conditional statements in your offer

– Make sure your conditions don’t conflict

• You can offer overall max/min quantities, or by

– Product

– Mode

– Shipping Point

• You cannot tie two shipping points, or two different products together:

– Read Section M of the solicitation

Best Practices

• Submitting Offers

– Real time and auto-saved

– Review Offer Submission Package

– Review Bid Package Report

– Select “Submit Offer Package” to submit offer

– You will get an error message if critical info is missing

– Enter password again and submit

– Watch for a confirmation email

– Enter OET after submission... VIEW/EDIT

– VIEW allows you to view the offer, not make changes

– EDIT will un-submit your offer! You will be able to make changes, but you must submit your offer

– Do not submit a “place-holder” offer/submit best offers in the initial round

– Do not wait until the last minute to submit

– Keep your OET account current (log in once every 30 days)

– Read the solicitation and familiarize yourself with the clauses and schedule

Getting Help

• OET User Manual

– Available on the OET main page

– https://offerwizard.dla.mil/bulkoet/bulkoet.html

• For questions specific to the offer, please contact the Contracting Officer listed on the solicitation

• If you are unable to access OET or your OET account is locked, please email the DLA Energy Bulk Technical Team:

– DESC-BTechTeam@dla.mil

• For questions concerning the functionality of OET, please contact:

– Matthew Shuster, Matthew.Shuster@dla.mil, (571) 767-9250

– Darren Dunham, Darren.M.Dunham@dla.mil, (571) 767-0338 https://offerwizard.dla.mil/bulkoet/bulkoet.html mailto:DESC-BTechTeam@dla.mil mailto:Matthew.Shuster@dla.mil mailto:Darren.M.Dunham@dla.mil

Bid Evaluation Model

(BEM)

Matt Shuster/Darren Dunham Supplier Relationship Managers

Bulk Petroleum Products

• Manage petroleum products in very large volumes

• Fewer contracts with large dollar values

• Estimated quantity with high minimum lift guarantee (75%)

• Awards on FOB Origin and FOB Destination Basis

• Extensive use of commercial distribution systems

• Distribution may be direct to demand point or through intermediate

Defense Fuel Supply Points (DFSPs)

• Socio-Economic considerations (CONUS only):

– Small Business Set-asides (Price Matching)

– HUBZone Premium Program

– 8(a) reservations

Bid Evaluation Model

• Mixed-integer linear optimization program used to find the minimum laid down cost for the entire procurement.

• Laid Down Price includes:

– Offered product price

– All transportation costs

– All additive costs

– All intermediate DFSP distribution costs (fixed and variable)

– Excess throughput charges

– Offer specific evaluation factors

– Base Reference Price evaluation factors

BEM Data

• Enterprise Business System (EBS)

– Requirements and solicitation data

– Amendments

– Contract Awards

• Transportation Rates Information System (TRIS)

– Transportation rates

• Offer Entry Tool (OET)

– Initial offers and subsequent revisions

• BEM USER

– Additive matrix

– Escalators

– DFSP costs

– Evaluation Factors

Offer Conditions

• Optional

• BEM evaluates complex offers

– Tiered pricing

– Volume restrictions (Minimums and Maximums)

– Multiple load capabilities (modes of transportation)

– Additive injection capabilities

– Offer conditions such as “Either/Or” and “One before Two”

• Conflicting Conditions

– Conditional statements must not conflict with each other (i.e.:

Minimum award by Tanker is 5 million and overall maximum award is 3 million)

Evaluation Example

Offers A: 6,000,000 USG by TT @ $2.95/gal B: 6,000,000 USG by PL @ $3.00/gal C: 1,000,000 USG by PL @ $2.98gal

Requirements Base 1: 3,000,000 gallons received by TT Base 2: 3,000,000 gallons received by TT Base 3: 1,000,000 gallons received by TT

Intermediate Depot Support Available Into X by PL, out by TT to all Req Into Y by PL, out by TT to all Req

PL = Pipeline; TT = Tank Truck

Offer A

6,000,000 USG

@$2.95

Offer C 1,000,000

USG @$2.98

Offer B 6,000,000

USG @$3.00

DFSP X

DFSP Y

Base 3

1,000,000 USG

Base 2 3,000,000

USG

Base 1

3,000,000 USG

.28

.02

.05

.01

.02 .05.02

.04

.02

.04

.20

.23

.06

Req 1 – Offer A (total cost $3.23/gal) Req 2 – Offer A (total cost $3.15/gal) Req 3 – Offer C(total cost $3.04/gal) Total cost: $22,180,000

Req 1 – Offer B (total cost $3.06/gal) Req 2 – Offer C (total cost 3.01/gal) Req 2 – Offer B (total cost $3.04/gal) Req 3 – Offer B(total cost $3.04/gal) Total cost: $21,310,000 $870K Savings Distribution Plan Generated

Evaluated on Offered Price Only: Evaluated on Laid-Down Cost:

BEM Rounds

INITIAL OFFERS

OET ROUND 1

INTERIM OFFERS

OET ROUND 2

IPR BEM RUN

MCBEW

FINAL OFFERS

OET ROUND 3

FPR BEM RUN –

MCBEW & LCR (if Price Reduction

Round)

PRICE REDUCTION

ROUND (Optional)

BEM MCBEW

Laid Down Cost Report (LCR)

Sequence Of BEM Runs

Small Business Set-Aside Run

HUBZone Run

8(A) Run

Base Run

Optimization Run

Final Forced Run

Contact Information

• For questions concerning the functionality of the BEM/OET, please contact:

Matthew Shuster Matthew.Shuster@dla.mil

(571) 767-9250

Darren Dunham Darren.M.Dunham@dla.mil

(571) 767-0338 mailto:Darren.M.Dunham@dla.mil

Post Award

• Once the solicitation is awarded, award data will be published at SAM.gov | Home

• For questions specific to an offer, please contact the Contracting Officer listed on the solicitation

DLA Energy Bulk Petroleum Products

AEM

Quality Technical Support

Cheng Yen Quality Technical (AT)

Domestic Bulk Petroleum Products

Overview

• F76 Traceability Sheet

• Section C Waivers (M. Requests for Exception)

• Batch Sampling Requirement (F76 and JP5)

F-76 Traceability Sheet

F-76 Traceability Sheet

75Source: Director’s Office DLA Slide Template As of August 26, 2020

Located in

QAP

C16.23

F-76 Traceability (Part 1)

F-76 Traceability (Part 2)

Section C Waiver Requests

Section C Waiver Request

Waiver Request: Unapproved additive, please provide the following:

• Name of additive

• Concentration of additive (e.g., max concentration)

• Technical reason

• Supporting documentation

• Safety Data Sheets (SDS)

• Product Spec Sheet

• Miscellaneous

79Source: Director’s Office DLA Slide Template As of August 26, 2020

Batch Sampling Requirements

Batch Sampling Requirement

• 20mL sampling requirement for JP5 and F76

• JP5 (QAP C16.01, section d) and F76 (QAP C16.23, section e).

• All-level sample or Composite of U/M/L samples

• When to sample? Upon completion of each individual procurement batch

• “Batch”: specific quantity of product that is processed or utilized as a single unit and tested to meet test criteria and specifications

81Source: Director’s Office DLA Slide Template

• Submission period: shipped with 30 days of delivery of procurement batch along with CoQ

• Contract number, contractor’s name, product, refinery location, quantity of tank/batch, etc.

• Send samples to:

US Naval Research Laboratory

ATTN: Thomas Loegel 4555 Overlook Ave., S.W.

Washington D.C. 20375-5320

• JP5 (QAP C16.01, section d) and F76 (QAP C16.23, section e).

82Source: Director’s Office DLA Slide Template

Batch Sampling Requirement

AEM Pre-Proposal Conference

Jesse Hall Office of Market Research

Pricing

• Fixed Price with Economic Price Adjustment

• Economic Price Adjustment Explained

– Price Escalators = Published prices used to adjust contract prices over time (allows prices to fluctuate with the market)

– Base reference price = Escalator price on the base reference date

(10/6/21)

– Offer price - Base reference price = Margin

– Invoice price = Reference price on lift date + Margin

84Source: Director’s Office DLA Slide Template

• Default Escalators

– Published price we believe most accurately reflects price movements for that product in the specified location

– AEM default escalators are 5-Wrap Averages

• Average of the two days preceding the date of delivery, the date of delivery, and the two days following the date of delivery

• JP5/JP8/JA1: Platts Jet CIF NWE Cargo PJAAU00

• F76: Platts Gasoil 0.1%S CIF NWE Cargo AAYWS00

• Uncommon Escalators

– Escalators proposed by offerors that differ from DLA default escalator

• Other pricing sources, assessment locations, calculation methods (pending approval)

• Some uncommon escalators from prior years already included

– Evaluation factors are applied to all offer prices based on uncommon escalators

• Evaluation factors

Product BRP - 10/6/2021 Evaluation Factor F76 2.233428$ 0.000000 F76 2.201395$ 0.003437 F76 2.211190$ 0.024086 F76 2.164762$ 0.025220 F76 2.231843$ -0.005232

JP5

JP8 2.244382$ 0.000000

JA1

JP8

JA1 2.197948$ 0.001044

JP5

JP8 2.242099$ 0.001152

JA1

JP8

JA1 2.149762$ 0.043355

JP8

JA1 2.105952$ 0.044458

TMPPLKERAG

Formula ID

TMPPLGOAG

PLMEDULSD

CIFNWEJETG

FOBMEDJET6

CIFNWEGOIL

FOBMDGSOI6

TMPPLGOAS

Gasoil 0.1 (100% Cargoes CIF NWE Basis ARA) Reference Product Location

Platts

PLRDMJET6

TMPPLJKAS

Jet Kero (FOB Jet Kero Barge Rotterdam)

Jet Kerosene (Asia/Singapore Subheading)

Kerosene (Arab Gulf, FOB)

Gasoil 0.1S (100% FOB Med Basis Italy) Gasoil (Asia/Singapore Subheading) Gasoil (Arab Gulf, FOB) ULSD 10ppmS (FOB Med Cargo)

Jet Kerosene (100% Cargoes CIF NWE Basis ARA)

Jet Av. Fuel (100% FOB Med Basis Italy)

• Evaluation Factors – Calculation

88Source: Director’s Office DLA Slide Template As of August 26, 2020

Jet Jet Jet FOB MED

CIF NWE MED

Ref Price (10/6/21) 2.244382 2.197948

12 mo avg 1.590814 1.545424

Difference 0.653568 0.652524

Adjustment factor 0.001044

• Evaluation factors – Why?

• Evaluate offers based on the relationship of the uncommon escalator and the default escalator for a 12-month period

• Looking at full 12-month average for the comparison allows us to see the "normal" relationship between the two escalators

• Used only for price evaluation – Will not be factored into invoice prices once contract performance begins

AEM Transportation Rates Ozzie Luzunaris

• FAR 47.306-2

– Initial Offer Due Date

• Rate Types

– Tanker

– Pipeline

– Truck

• Tanker Rates

– Military Sealift Command – Daily Rate

– Vessel Mileage

• Calculation Based on Solicitation

– One Way

• Map Coordinates

– Parcel Size

• Solicited vs Offered

– Penalty

• Daylight Berthing/Loading

• Pipeline Rates

– Based on International Agreements

• Zero Rate Applies

• Truck Rates

– EUCOM J4 – Intratheater Commercial Transportation Branch (ICTB) Tenders

• Point-Point / Flat-Rate

• Mileage/ Kilometer

General Q&A | Networking Opportunity

WARFIGHTER ALWAYSWARFIGHTER ALWAYS 95