SPE60222R0707 PREPROPOSAL SLIDES.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

Western Pacific

(WESTPAC)

Preproposal Conference Candis Schiefer

Division Chief, Bulk Petroleum Products

April 20, 2022

Western Pacific

(WESTPAC)

Preproposal Conference Gabriella Earhardt

Director, Supplier Operations

Western Pacific

(WESTPAC)

Preproposal Conference Erin Ralph

Director, Bulk Petroleum Products

Western Pacific

(WESTPAC)

Supplier Advocate Team Ashleigh Johnson

Susan Lowe

SUPPLIER ADVOCATE

• 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.

– Chair the Supplier Advocacy Council

– Manage the DLA Energy Industry Engagement webpage & Industry Connections

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

– Lead for the DLA Energy Worldwide Energy Conference

• Contact information: Energy.Industry-Engagement@dla.mil

5Source: WESTPAC Preproposal Conference As of April 20, 2022 https://www.dla.mil/Energy/Business/IndustryEngagement/ mailto:Energy.Industry-Engagement@dla.mil

DLA ENERGY

Western Pacific

(WESTPAC)

Program and

Solicitation Overview

SPE602-22-R-0707

Major Joseph Misch Contracting Officer

AGENDA

Source: WESTPAC Preproposal Conference As of April 20, 2022

WESTPAC OVERVIEW

Source: WESTPAC Preproposal Conference As of April 20, 2022

Guam, Japan, Korea, Marshall Islands, Philippines, UK, Wake Island

Djibouti, Qatar, Oman, UAE

Estimated annual overseas bulk petroleum requirements in Western Pacific & Middle East

PROGRAM DESCRIPTION

Source: WESTPAC Preproposal Conference As of April 20, 2022

• REQUIREMENTS:

F76 (Fuel, Naval Distillate; 1.1A): 243,060,000 USG

JA1 (Turbine Fuel, Aviation; 1.1H): 323,240,000 USG

JP5 (Turbine Fuel, Aviation; 1.1C): 71,882,000 USG

• DELIVERY MODES:

‐ Tanker (FOB Origin only), Shallow Draft Tanker*, Barge, Tank Truck, Railcar and/or Pipeline

*Shallow Draft Tanker is a new delivery mode available for offers this year.

PROGRAM DESCRIPTION

• ORDERING PERIOD:

– Date of award through December 31, 2023

• DELIVERY PERIOD:

– January 1, 2023 through December 31, 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 (RFP

I86.12 DELIVERY-ORDER LIMITATIONS – SCOPE OF CONTRACT (BULK) )

• Multiple Awards

• COMPETITION:

– Full and Open Competition IAW FAR 6.1

– No Set-Asides for Small Business Concerns

10Source: WESTPAC Preproposal Conference

SOLICITATION OVERVIEW

• SOLICITATION:

– SPE602-22-R-0707

– Negotiated Request for Proposal (RFP)

– Published on Contract Opportunities via SAM.Gov

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

• TIMELINE AND KEY DATES:

– Solicitation issued on April 1, 2022

– Deadline for receipt of offers is expected to be May 4, 2022, 1:00 pm EDT (“late is late!”)

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

– Delivery period will begin January 1, 2023

Source: WESTPAC Preproposal Conference https://sam.gov/content/home

SOLICITATION OVERVIEW

(CONT’D)

Source: WESTPAC Preproposal Conference As of April 20, 2022

• SOLICITATION SECTIONS:

Section B: Supplies or Services and Prices/Costs

Section C: Descriptions/Specifications/Statement of Work

Section D: Packaging and Marking

Section E: Inspection and Acceptance

Section F: Deliveries or Performance

Section G: Contract Administration Data

Section H: Special Contract Requirement

Section I: Contract Clauses

Section J List of Documents, Exhibits and Other Attachments

Section K: Representations, Certifications, and Other Statements of

Offerors or Respondents

Section L: Instructions, Conditions, and Notices to Offerors or

Respondents

Section M: Evaluation Factors for Award

OFFER SUBMISSION

• WHAT TO SUBMIT:

– SF-1449

– Offeror Submission Package (OSP)

– Applicable fill-in clauses/provisions

– Representations and Certifications (Section K)

– Quality Control Plan outline, estimated 2 pages in length (but see slide #17)

– F-76 Traceability Page

– Supply Commitment Letter (see L704 and note below)

– Any applicable amendments issued. Ensure Blocks 8 and 15 are fully completed.

– Tax Representations & Certifications Doc / TAA Cert DFARS 252.225-7020

– JOINT CONTINGENCY CONTRACTING SYSTEM (JCCS)

– AFRICOM VENDOR VETTING SYSTEM (AVVS)

➢ See RFP SF-1449 Notes and Section L: Instructions, Conditions, and Notices to Offerors or Respondents for full details

➢ If the offeror's source of supply is a firm or refinery independent of the offeror, the offeror may be required to submit evidence of a supply commitment from such source(s) when submitting its offer under this solicitation. Evidence of supply commitments should extend to the subcontracting level at which the product is produced.

OFFER ENTRY TOOL (OET)

• OET OFFER SUBMISSION:

– Ensure access to the OET

– STRONGLY RECOMMENDED:

➢ Enter and test the system prior to submitting offer

➢ Allow sufficient time to submit offer by the deadline (Accounts may be locked, system issues may occur, etc.)

– All Technical documents MUST BE submitted through OET to be rated

Technically Acceptable

– Best practice: Separate individual attachments with appropriate name when uploading to OET

➢ Further OET details to be provided in upcoming presentation.

EVALUATION

Source: WESTPAC Preproposal Conference As of April 20, 2022

• BEST VALUE SOURCE SELECTION:

‐ Lowest Price, Technically Acceptable Evaluation (LPTA)

‐ Section M, FAR 52.212-2 EVALUATION – COMMERCIAL ITEMS (NOV 2021)

‐ Tradeoffs will not be permitted

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

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

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

Subfactor 3: Inspection and Acceptance, Section E

Subfactor 4: Deliveries or Performance, Section F

EVALUATION

Factor 1: Technical Acceptability continued

• Subfactor 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

• Subfactor 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)

EVALUATION

Factor 1: Technical Acceptability continued

• Subfactor 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

• Subfactor 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)

EVALUATION

Factor 2: Price

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

➢ Further BEM and Pricing details to be provided in upcoming presentations.

EVALUATION

• M24 EVALUATION OF OFFERS INVOLVING FOB TANKER LOADING

(ALL PROGRAMS) (DLA ENERGY OCTOBER 2020)

– Conformed for all programs

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

• M72.10 EVALUATION OF OFFERS (EXCEPTIONS/DEVIATIONS)(BULK)

– Exceptions must be included in Section M of the OSP to be evaluated

– Non-compliant exceptions will be rejected

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

CONTRACTOR RESPONSIBILITY

Source: WESTPAC Preproposal Conference As of April 20, 2022

• 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 PREAWARD SURVEYS

‐ Preaward Surveys (may take minimum of 30-45 days to coordinate/complete)

➢ Ensure offer information is complete so that survey requests may be conducted in a timely manner.

‐ Supply Commitment Letters may be required (see RFP L704, EVIDENCE OF

RESPONSIBILITY)

‐ Financial Preaward Surveys may be requested

‐ Eligibility Reviews - Debarment, Suspension, and Ineligibility

• JOINT CONTINGENCY CONTRACTING SYSTEM (JCCS)

– Required for awards in the U.S. Central Command (CENTCOM) Area of

Operation (AOR). Applicable when:

• Offeror physical address located in CENTCOM

• Offer is submitting FOB Destination offer to CENTCOM

• Offer is submitting shipping point(s) located in CENTCOM

– See SF1449 Note for details on JCCS website and information requirements.

➢ Submit completed company profile and information as soon as possible, preferably with initial offer submission.

➢ JCCS review can require 2-3 months for completion

Source: WESTPAC Preproposal Conference

JCCS

AVVS

• AFRICOM VENDOR VETTING SYSTEM (AVVS)

– Required for awards in the U.S. Africa Command (AFRICOM) Area of

Operation (AOR). Applicable when:

• Offeror physical address located in AFRICOM

• Offer is submitting FOB Destination offer to AFRICOM

• Offer is submitting shipping point(s) located in AFRICOM

– See SF1449 Note for details on AFVV and JCCS website and information requirements.

➢ Submit completed company profile and information as soon as possible, preferably with initial offer submission.

➢Review can require 2-3 months for completion

TRADE AGREEMENTS ACT (TAA)

Source: WESTPAC Preproposal Conference As of April 20, 2022

• TRADE AGREEMENTS ACT (FAR PART 25):

‐ Designated / Qualifying Countries

‐ Determination whether to both request and grant a waiver

➢DLA Commander approval; waiver determination follows final pricing round

➢Offerors may submit both TAA-compliant and TAA noncompliant offers

PROCUREMENT PROCESS OVERVIEW

Source: WESTPAC Preproposal Conference As of April 20, 2022

Issue RFP Close RFP / Initial Offers

Initial Evaluations

Open Negotiations

Interim Prices Requested

(IPRs)*

Close Negotiations

Final Proposal Revisions Requested

Final Technical Evaluations

Price Reduction Round(s)**

TAA Waiver Determination

Awards Contract

Administration

KEY

Contracting/Technical

Offeror Input

*Several OET fields close for further revision following IPRs

**Optional round(s); participation limited to offers rated Technically Acceptable

PROCUREMENT PROCESS OVERVIEW

1) INITIAL OFFER ROUND

2) INTERIM PROPOSAL ROUND (IPR)

– Last opportunity for Offerors to revise or add shipping points, products, modes of delivery, sources of supply, FOB, escalators exception requests or add new bid lines.

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

3) FINAL PROPOSAL REVISIONS (FPR)

– Last 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) PRICE REDUCTION ROUND(S) (PRR)

– Optional Round(s), held at CO discretion

– May be submitted only for Technically Acceptable offers

– Multiple PRRs may be conducted

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

– Govt will determine the lowest laid down cost and overall bid award pattern

HOW CAN OFFERORS HELP?

Source: WESTPAC Preproposal Conference As of April 20, 2022

• START EARLY!

• SUBMIT COMPLETE INITIAL PROPOSALS

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

– Provide timely and complete verbal and written communications throughout process

• EXCEPTIONS/WAIVERS

– Long lead times may be needed for approval

PROGRAM PARTICIPANTS

Source: WESTPAC Preproposal Conference As of April 20, 2022

FORT BELVOIR SUPPORT

• DEMAND PLANNERS (-QEVS)

• TRANSPORTATION DISTRIBUTION (-FENBA)

• INVENTORY MANAGEMENT (-FENBB)

• TANKER OPERATIONS (-FENBC)

• QUALITY OPERATIONS (-AQ)

• PRODUCT TECHNOLOGY & STANDARDIZATION (-AT)

• CONTRACT SPECIALISTS/OFFICERS (-FEBC)*

• PROCUREMENT PROCESS SUPPORT (-BP)

• BUSINESS PROCESS SUPPORT ANALYSTS (BPAs) (-BP)

• COUNSEL (-G)

• FINANCE (-F8F)

• SOURCE SELECTION AUTHORITY

REGION SUPPORT

• REGIONAL CONTRACT SPECIALISTS/OFFICERS

• QUALITY ASSURANCE

• SUPPLY PLANNERS

*All offeror questions should be directed to Contracting office only

WP POINTS OF CONTACT

Source: WESTPAC Preproposal Conference As of April 20, 2022

Candis Schiefer Division Chief DLA Energy FEBC Candis.Schiefer@dla.mil

(571) 767-9307

Joseph Misch* Deputy Division Chief/CO DLA Energy FEBCA Joseph.Misch@dla.mil

(571) 409-0523

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

(571) 767-9310

Christopher Clement Contract Specialist DLA Energy FEBCA Christopher.Clement@dla.mil

(571) 767-6189

Ashley Northam Contract Specialist DLA Energy FEBCA Ashley.Northam@dla.mil

(571) 395-0179

Clare Sanchez* Contracting Officer DLA Energy FEBCA Clare.Sanchez@dla.mil

(571) 585-0991

Anthony Brown Contract Specialist DLA Energy FEBCA Anthony.Brown@dla.mil

(571) 328-2847

*The CO is the only Govt representative with authority to execute and modify contracts.

Grant Wulliman Contract Specialist DLA Energy FEBCA Grant.Wulliman@dla.mil

(571) 767-1730 mailto:Stephany.Officer@dla.mil mailto:Joseph.Misch@dla.mil mailto:Roger.Gomez@dla.mil mailto:Christopher.Clement@dla.mil mailto:Ryan.Logan@dla.mil mailto:Gerardo.Gomez@dla.mil mailto:Anthony.Brown@dla.mil mailto:Anthony.Brown@dla.mil

Western Pacific

(WESTPAC)

Market Research

Maj Misch

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

(12/21/21)

– Offer price - Base reference price = Margin

– Invoice price = Reference price on lift date + Margin

• Default Escalators

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

– WESTPAC escalators are Prior 10-Day Averages

• Average of the 10 published prices preceding the date of delivery

• The 10-day average $/barrel price is rounded to 2 decimal places, and then divided by 42 to convert it to $/gal

• JP5 & JA1: Platts Jet Kero FOB Spore Cargo

• F76: Platts Gasoil 10ppm FOB Spore Cargo

Source: WESTPAC Preproposal Conference

PRICING

• Uncommon Escalators

– Any escalator that differs from default escalator

– Uncommon escalators not included in the solicitation may be proposed by offerors

• Other assessment locations, product assessments or calculation methods (pending approval)

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

Source: WESTPAC Preproposal Conference

• Evaluation Factors

Source: WESTPAC Preproposal Conference

• Evaluation Factors – Calculation

34Source: WESTPAC Preproposal Conference As of April 20, 2022

JP5

Jet Kero FOB

Spore Cargo (USD)

Jet FOB Med Cargo

(USD)

Ref Price (12/21/21) 1.998571 1.985720

12 mo avg 1.711704 1.725125

Difference 0.286867 0.260595

Adjustment factor 0.026272

• 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

Source: WESTPAC Preproposal Conference

QUESTION SUBMITTALS

Interested vendors shall submit all questions in response to SPE602-22-R-0707 to both the Contract Specialist (Chris Clement, Christopher.Clement@dla.mil) and the Contracting Officer (Maj Joe Misch, Joseph.Misch@dla.mil) mailto:Christopher.Clement@dla.mil mailto:Joseph.Misch@dla.mil

BREAK

Source: WESTPAC Preproposal Conference

We will resume in 15 minutes

Western Pacific

(WESTPAC)

Inventory Management Latasha McGee

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 www.SAM.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.

Source: WESTPAC Preproposal Conference http://www.sam.gov/

• 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)

Source: WESTPAC Preproposal Conference

TECHNICAL EVALUATION

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

Source: WESTPAC Preproposal Conference

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

Source: WESTPAC Preproposal Conference

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

Source: WESTPAC Preproposal Conference

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

Source: WESTPAC Preproposal Conference

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

Source: WESTPAC Preproposal Conference

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

Source: WESTPAC Preproposal Conference

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

Source: WESTPAC Preproposal Conference

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

Source: WESTPAC Preproposal Conference

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

Source: WESTPAC Preproposal Conference

J. Quality Control Plan

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, estimated to be no more than 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

Source: WESTPAC Preproposal Conference

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.

Source: WESTPAC Preproposal Conference

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

Source: WESTPAC Preproposal Conference

N.2 K Clauses

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

Source: WESTPAC Preproposal Conference

Western Pacific

(WESTPAC)

Bulk Offer Entry Tool (OET)

Matt Shuster Supplier Relationship Manager

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)

Source: WESTPAC Preproposal Conference As of April 20, 2022

• OET

– A web-based tool for use in submitting offers

– Replaces the hard copy offer submission package

– URL: https://offerwizard.dla.mil/epst_oet/oet.html

• Bulk vs Direct Delivery sections of OET

– Two Different business units to choose from once logged in

• 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/epst_oet/oet.html

SOLICITATION/OET SEQUENCE

Source: WESTPAC Preproposal Conference As of April 20, 2022

• 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 Bulk Bid Evaluation Model

(BEM)

• Review/evaluation

OET ROUNDS

Source: WESTPAC Preproposal Conference As of April 20, 2022

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

Source: WESTPAC Preproposal Conference As of April 20, 2022

• 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

• Price Reduction Round (Optional)

– Use at the Contracting Officer’s discretion

– Only price can be changed

OET ACCESS

Source: WESTPAC Preproposal Conference As of April 20, 2022

• 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/ https://amps.dla.mil/

OET ACCESS

Source: WESTPAC Preproposal Conference As of April 20, 2022

• 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 – PC&S Ground Vendor Role OET -100’

– Complete all information and submit request

• OET Username and password will be sent to you via email from the EPST Provisioner

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

OET ACCESS

Source: WESTPAC Preproposal Conference As of April 20, 2022

• 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

OET ACCESS

Source: WESTPAC Preproposal Conference As of April 20, 2022

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

Source: WESTPAC Preproposal Conference As of April 20, 2022

• 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

Source: WESTPAC Preproposal Conference As of April 20, 2022

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

Source: WESTPAC Preproposal Conference As of April 20, 2022

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

USER ACCOUNT INFO

ORIGIN AND DESTINATION OFFERS

CONDITIONAL STATEMENTS

Source: WESTPAC Preproposal Conference As of April 20, 2022

• 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

Source: WESTPAC Preproposal Conference As of April 20, 2022

• 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

Source: WESTPAC Preproposal Conference As of April 20, 2022

• OET User Manual

– Available on the OET main page

– https://offerwizard.dla.mil/epst_oet/oet.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/epst_oet/oet.html mailto:DESC-BTechTeam@dla.mil mailto:Matthew.Shuster@dla.mil mailto:Darren.M.Dunham@dla.mil

Western Pacific

(WESTPAC)

Bulk Bid Evaluation Model

(BEM)

Matt Shuster

Supplier Relationship Manager

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

Source: WESTPAC Preproposal Conference As of April 20, 2022

• 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

Source: WESTPAC Preproposal Conference As of April 20, 2022

• Enterprise Business System (EBS)

– Requirements and solicitation data

– Amendments

– Contract Awards

• Contract Information System (CIS)

– Amendments (schedule changes)

• Transportation Rates Information System (TRIS)

– Transportation rates

• Offer Entry Tool (OET)

– Initial offers and subsequent revisions

• BEM USER

– Additives, Escalators, DFSP costs, Evaluation factors

OFFER CONDITIONS

Source: WESTPAC Preproposal Conference As of April 20, 2022

• 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

Source: WESTPAC Preproposal Conference As of April 20, 2022

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

Source: WESTPAC Preproposal Conference As of April 20, 2022

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

Source: WESTPAC Preproposal Conference As of April 20, 2022

Small Business Set-Aside Run

HUBZone Run

8(A) Run

Base Run

Optimization Run

Final Forced Run

CONTACT INFORMATION

Source: WESTPAC Preproposal Conference As of April 20, 2022

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

Matthew Shuster Matthew.Shuster@dla.mil

(571) 767-9250

Darren Dunham Darren.M.Dunham@dla.mil

(571) 767-0338

AEM BEM Pre-Proposal Slides.pptx mailto:Darren.M.Dunham@dla.mil

POST AWARD

Source: WESTPAC Preproposal Conference As of April 20, 2022

• 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.

BREAK

Source: WESTPAC Preproposal Conference

Western Pacific

(WESTPAC)

Quality Technical Becky Purcell

Sarah MacLean

QUALITY TECHNICAL

Source: WESTPAC Preproposal Conference As of April 20, 2022

Dan Baniszewski Division Chief, Product Technology

& Standardization DLA Energy-AT

Richard Knapp Division Chief, Quality Operations DLA Energy-AQ

Becky Purcell Product Specialist/Chemist DLA Energy-AT

Marcus Ortman Quality Program Manager/QAS DLA Energy-AQ

Kelley Jackson-Cherry Product Specialist/Chemist DLA Energy-AT

Sarah MacLean Quality Program Manager/QAS DLA Energy-AQ

SPECIFICATIONS

92Source: WESTPAC Preproposal Conference As of April 20, 2022

F-76

Specification: MIL-DTL-16884P

– Reminder: The latest Storage Stability and other requirements are in

Table 1.

QAP: C16.23

– New Flash Point requirement: All origin F-76 shipments must have a minimum 62.5⁰C Flash Point at acceptance.

– Reminder: Completed Traceability Report must accompany offer

– Reminder: Batch sampling requirement

– Reminder: Reference MIL-PRF-32490A, May 24, 2019, ADDITIVE, LUBRICITY IMPROVER, DIESEL (LIA)

• See Qualified Product List (QPL) for approved manufacturers.

• Submit Section C Waiver Request for unapproved additives including name of additive, max concentration of additive, technical reason, and supporting documentation (Safety Data Sheets, Product Spec Sheet, etc.)

F76 TRACEABILITY REPORT

Source: WESTPAC Preproposal Conference As of April 20, 2022

• Fill in solicitation number and

CLIN

• Select an option

• Sign and fill in requested information

• List material and percent

• List specific additive and max concentration that will be used

• Don’t list multiple options

• Include if a trace additive will be present

• Submit section C exception request for any additives not in the

QPL

• Approval required before any additive change

BATCH SAMPLING REQUIREMENTS

• 20mL sampling requirement for F76 and JP5

• Sample upon completion of each individual procurement batch

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

• Ship within 30 days of delivery of procurement batch along with CoQ

– Include contract number, contractor’s name, product, refinery location, quantity of tank/batch, etc.

– Send samples to

US Naval Research Laboratory

ATTN: Thomas Loegel, Code 6181 F76

Component Analysis Forensic Project

4555 Overlook Ave., S.W.

Washington D.C. 20375-5320

SPECIFICATIONS

Source: WESTPAC Preproposal Conference As of April 20, 2022

JP-5

Specification: MIL-DTL-5624W

QAP: C16.01

– Reminder: Batch sampling requirement

SPECIFICATIONS

Source: WESTPAC Preproposal Conference As of April 20, 2022

Jet A1

Specification: Def Stan 91-091 issue 13

– NOTE: The FAME contamination language has moved from Table 1 to

Annex C

Quality Assurance Provisions (QAPs): C16.09

SPECIFICATIONS

Source: WESTPAC Preproposal Conference As of April 20, 2022

RENEWABLE/ALTERNATIVE/BIOFUELS

• MILSPEC F-76/JP-5

Max 50% HEFA and FT blends for either product, Max 10% SIP blends (JP-5), MAX 20% SIP blends (F-76)

• Jet A-1

See DEF STAN 91-091 and ASTM D7566 for Max allowable blending component percentages.

• Biofuel offers are encouraged. However, it should be noted that

Biofuel offers must be competitive with standard petroleum products.

Western Pacific

(WESTPAC)

Quality Assurance Marcus Ortman

E QUALITY ASSURANCE PROVISIONS

(QAPs)

Source: WESTPAC Preproposal Conference As of April 20, 2022

CONTRACTOR INSPECTION RESPONSIBILITIES:

QUALITY CONTROL PLAN (QCP) Changes:

❖ E1: if a vendor has a QCP on file within the last two years, they do not need to submit a QCP outline. If outline is required, estimated two pages, and must reference corresponding requirements in E1.

Source: WESTPAC Preproposal Conference As of April 20, 2022

Other “E” QAPs:

• E12 Point of Acceptance – defines where Acceptance takes place.

• E22.01 Point of Inspection – where Gov’t inspection takes place.

Normally inspection occurs at Origin.

• E22 Inspection Offices – Which Region applies to locations.

• E35 – Non-conforming Supplies – Request goes to Contracting.

• E40.01 MATERIAL INSPECTION AND RECEVING REPORT (MIRR)

in WAWF/iRAPT – Marine, P/L, TT.

E QUALITY ASSURANCE PROVISIONS

(QAPs)

QUESTION SUBMITTALS

Interested vendors shall submit all questions in response to SPE602-22-R-0707 to both the Contract Specialist (Chris Clement, Christopher.Clement@dla.mil) and the Contracting Officer (Maj Joe Misch, Joseph.Misch@dla.mil) mailto:Christopher.Clement@dla.mil mailto:Joseph.Misch@dla.mil

BREAK

Source: WESTPAC Preproposal Conference

QUESTIONS