RMW PREPROPOSAL Slides 2025.pdf

DLA Energy Bulk Petroleum Products Rocky Mountain/West (RMW) Solicitation SPE602-25-R-0705 Program and Solicitation Overview Kirk Gamblin Division Chief February 25, 2025

Controlled by: DLA Energy/FEB CUI Category: SSEL Distribution/Dissemination Controls: FED ONLY POC: Norma Birch , 571-363-7128

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Agenda

Activity Presenters

Welcome and Intro Kirk Gamblin, Division Chief

Opening Remarks Gabriella Earhardt, Acquisition Executive

Close of Introduction Remarks Joshua Catlin, Director, Bulk Petroleum Products

Rocky Mountain/West Coast/Offshore Procurement Overview Donnie Conner, II, Contract Specialist

Kirk Gamblin, Division Chief Pricing/Escalators Jesse Hall, Marketing Intelligence

Supply Planner Anastasia Prado, Program Manager

Quality Brief Michael Wilson, Quality Assurance Specialist

Offer Entry Tool (OET) Sean Lucas, Procurement Analyst

Bid Evaluation Model (BEM) Overview Sean Lucas, Procurement Analyst

Question and Answer Session

Purpose/Required Documents

• Program: The RMW program covers the estimated annual domestic bulk fuels requirements under the RMW regions and Purchase Programs, serving approximately 145 Military/DoD Facilities

Locations (grey):

CUI

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Program Description

• Requirements:

Distillate, Naval (F76) 9140-00-273-2377, PP 2.5a: 120,900,000 USG

Turbine Fuel, Aviation (JAA) 9130-00-359-2026, PP 2.2a: 569,943,000 USG

Turbine Fuel, Aviation (JA1) 9130-00-753-5026, PP2.2b: 89,609,000 USG

Turbine Fuel, Aviation (JP5) 9130-00-273-2379, PP 2.2c: 143,058,000 USG

• Methods of Delivery:

FOB Origin and Destination

Tanker, Barge, Tank Truck, Railcar, and/or Pipeline

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• Ordering Period:

o Date of award through October 30, 2026

• Delivery Period:

o October 1, 2025, through September 30, 2026, plus a 30-day carry-over period

• Contract Type:

o 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) More than one contract may be awarded

• Competition:

o Full and Open Competition IAW FAR 6.1 o Full and Open Competition after Exclusion of Sources IAW FAR 6.2 o 30.81% of total requirement set aside for Small Business Concerns

Products set aside: JAA & JP5 o Additional set-asides may be considered based on participation.

Program Description, Cont’d

Solicitation Overview

• Solicitation:

– SPE602-25-R-0705

– Now on Contract Opportunities via Sam.gov

– Negotiated Request for Proposal (RFP)

– Intend to award with discussions

– System for Award Management (SAM) registration required at https://www.sam.gov/portal/public/SAM

• Timeline and Key Dates (Estimates):

– Solicitation posted on February 21, 2025

– Deadline for receipt of offers on March 20, 2025, 1:00 p.m. EST

– Awards on August 1, 2025

– Delivery period will begin October 1, 2025 https://www.sam.gov/portal/public/SAM

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• What To Submit:

o SF-1449 o Offeror Submission Package (OSP) o Applicable fill-in clauses/provisions (See RFP Section J) o Quality Control Plan (QCP) Outline o Representations and Certifications (See RFP Section K) o F76 Traceability Page (only applicable for F76 offers) o Supply Commitment Letter (Non-manufacturers Only) (See RFP Text L704) o Small Business Subcontracting Plan (Large Businesses Only)

Offeror Submittals

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• Offer Entry Tool (OET) Offer Submission:

o Ensure access to the OET o STRONGLY RECOMMENDED:

Enter and test the system prior to submitting your offer Allow sufficient time to prepare and 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.

Offeror Submittals Cont’d

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• Supply Commitment Letter

• Verified during negotiations o Only applicable to Non-manufacturers o Must include the following information (See RFP Solicitation Text L704(c))

Volume to be supplied Specifications of product(s) to be supplied Points of delivery and period of contract performance Escalation provision(s) applicable to the product(s) to be supplied; and Supplier’s delivery and inspection terms and conditions o Best Practice: Letter(s) should contain phone and email contact information of the signatory to verify its validity

Supply Commitment Letter

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OET Rounds

• Initial o Required for all OET solicitations o Initial offer must be submitted prior to the closing date/time to be eligible for later rounds

• Interim o Used at the Contracting Officer’s discretion o There may be more than one interim round o 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

– Use at the Contracting Officer’s discretion

– Only price can be changed (reduced)

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Discussions

• Formal discussions may include:

o Formal Negotiation Letters sent via email o Face-to-Face or Virtual Meetings

• Offeror responses to discussions issues are to be uploaded into the OET in addition to sending any information via email.

o The OET remains the official means of submission to be considered part of an offer.

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Evaluation

• Best Value Source Selection:

o Lowest Price, Technically Acceptable (LPTA) o Section M, FAR 52.212-2 Evaluation – Commercial Items o 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

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Evaluation

• Factor 1: Technical Acceptability o 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 (F76)

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Evaluation

• 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), On file with DLA

Energy that is no more than 24 Months old or provide an outline, estimated to be 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.

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)

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Evaluation

• Factor 2: Price o DLA Energy uses a computer evaluation model, the Bid Evaluation Model (BEM), to factor in numerous variables.

o Variables include the offerors’ offered prices, fuel types and quantities, minimum and maximum award quantities, offered locations, shipment mode capabilities, minimum and maximum cargo sizes, customer receipt locations, receipt mode capabilities, and any other conditions included in the offerors’ proposals.

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

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Economic Price Adjustment

• B19.33 Economic Price Adjustment – Published Market Price – DLA Energy Domestic Bulk o Price Escalators = Published market prices used to adjust contract prices over time

(allows prices to fluctuate with the market) o Base market price = Escalator price on the base reference date o Offer price - Base market price = Margin o Invoice price = Market price for delivery date + Margin

• Alternate Price Escalators o Offeror-proposed escalators other than those listed in the RFP; to be submitted as an exception request in Section M.

o Alternate escalators will be evaluated for acceptance.

o An amendment to the solicitation will be issued for approved alternate escalators.

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Evaluation of Exceptions

• M72.10 Evaluation of Offers (Exceptions/Deviations)(Bulk) o Exceptions must be included in Section M of the OSP to be evaluated o Non-compliant exceptions will be rejected o Exceptions not explicitly accepted by Government in negotiations are considered rejected

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Responsibility

• FAR SUBPART 9.1: Responsible Prospective Contractors o An affirmative responsibility determination must be made prior to award

• FAR 9.104 General Standards o Reps and Certs (www.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.

‐ Financial Preaward Surveys may be requested ‐ Eligibility Reviews - Debarment, Suspension, and Ineligibility http://www.sam.gov/

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Responsibility

• Supply Commitment Letters o May be required o See L704 Evidence of Responsibility o Letters to include the following:

Volume to be supplied Specifications of product(s) to be supplied Points of delivery and period of contract performance Escalation provision(s) applicable to the product(s) to be supplied; and Supplier’s delivery and inspection terms and conditions o Submit no later than submission of Interim Proposal Revision (IPR) round o Best Practice: Letter(s) should contain phone and email contact information of the signatory to verify its validity

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How Can Offerors Help?

• Start early!

• Submit complete initial proposals o High quality, complete proposals, that fully address ALL solicitation requirements o Provide timely and complete verbal and written communications throughout process

Bulk Petroleum Products Rocky Mountain West (RMW) 2025 Pre-Proposal Conference

SPE602-25-R-0705

Pricing/Escalators

Jesse Hall Marketing Intelligence

Controlled by: DLA Energy/FEB CUI Category: SSEL

Pricing

• Fixed Price with Economic Price Adjustment

• Economic Price Adjustment Explained o Price Escalators = Published prices used to adjust contract prices over time (allows prices to fluctuate with the market) o Base reference price = Escalator price on the base reference date (11/12/2024) o Offer price - Base reference price = Differential o Invoice price = Reference price on lift date + Differential

Presenter Notes Presentation Notes DLA Energy contracts use fixed pricing with economic price adjustment. This allows the contract price to fluctuate over time based on market prices for the fuel.

We use price escalators as the mechanism for the EPA. Escalators Published prices used to adjust DLA Energy contract prices.

Offers are submitted for a specific date referred to as the Base reference date. The effective escalator or publication price(s) on that date is referred to as the brp.

The offer price minus the brp becomes the permanent differential for the duration of the contract. Going forward, the contract or invoice price will be determined by finding the reference price on the lift date, and then adding the differential.

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• Default Escalators o Published price we believe most accurately reflects price movements for the product being provided for each region o RMW default escalators are Prior Week Averages updated

Tuesdays

Base Reference Date – November 12, 2024

Base Reference Prices are based on the average of daily midpoint prices from 11/4/24 – 11/8/24

Pricing Cont’d

Presenter Notes Presentation Notes Default escalators have been established over time in conjunction with suppliers.

Pricing Cont’d

• Default Escalators o Default escalator by region/product West Coast Region: Alaska, Arizona, California, Hawaii, Nevada, Oregon, and

Washington

– Jet Fuel = Prior weekly average of Platts Jet Fuel Pipeline LA (PJAAP00), San Francisco (PJABC00), and Seattle (PJABB00) midpoint prices

– F76 = Prior weekly average of Platts ULSD Pipeline LA (POAET00), San Francisco (POAEY00), and Seattle (AAUEX00) midpoint prices

Rocky Mountain Region: Colorado, Idaho, Montana, New Mexico, Texas, Utah, and Wyoming

– Jet Fuel = Prior weekly average of Platts Jet54 USGC Pipeline (PJABO00) midpoint prices

• Uncommon Escalators o Any escalator that differs from default escalator o Uncommon escalators not included in the solicitation may be proposed by offerors

Other assessment locations, product assessments or calculation methods (pending approval) o Evaluation factors are applied to all offer prices based on uncommon escalators

Presenter Notes

Also referred to as Alternate Escalators.

• Evaluation Factors

PLATTS: JET

(SF+LA+SEA) AVG

PIPE PWA

NOTE: Adjusting contract prices using this escalator will be firm for weekly periods and is defined as the average of Los Angeles, San Francisco, and Seattle applicable daily spot assessment quotations effective for the prior week.

The simple average of the daily average highs and lows of the prices effective Monday through Friday (excluding any days prices are not published) shall be the adjusted contract price effective for the following Tuesday through Monday.

$2.374720

ARGUS: JET (LA+SF)

AVG PIPE PWA

NOTE: Adjusting contract prices using this escalator will be firm for weekly periods and is defined as the average of Los Angeles and San Francisco applicable daily spot assessment quotations effective for the prior week. The simple average of the daily average highs and lows of the prices effective Monday through Friday (excluding any days prices are not published) shall be the adjusted contract price effective for the following Tuesday through Monday. NOTE: Offers based on this escalator will be subject to a negative adjustment factor of -0.028803 for evaluation purposes only. This evaluation factor represents the spread between the difference of the two reference prices and the 12-month averages of both market price indicators.

$2.399720

Presenter Notes

This slide shows how escalators are listed in the solicitation in the B19 clause. The top one is the default for WC jet fuel and the second one is an uncommon escalator. There are notes for each escalator explaining how the reference price is calculated and the evaluation factors will be listed for any uncommon escalators. You can see evaluation factor here in red.

• Evaluation Factors – Calculation

Platts West Coast Jet Kero Argus Jet Kero

LA/SF/Seattle AVE LA/SF Ave Pipe

Ref Price (11/12/24) 2.374720 2.399720

12 mo avg 2.556472 2.552670

Difference -0.181752 -0.152950

Adjustment factor -0.028803

Presenter Notes Presentation Notes Evaluation Factors for uncommon escalators are calculated by finding the difference between the brp and 12 month average and subtracting that value from the default escalators difference between the brp and 12 mo average.

The 12 month average is calculated by finding the average of the reference price for the full 12 months preceding the base reference date (11/1/23 – 10/31/24).

• 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

Presenter Notes

Applying the evaluation factor to uncommon escalators allows us to evaluate offers based on the relationship between the uncommon escalator and the default escalator for a 12 month period, as opposed to the difference between the escalators on a single day (the base reference date). The problem with only comparing escalators on a single date is there may be something causing a market abnormality on that date, and using a full 12 month average for the comparison allows us to see the "normal" relationship between the two escalators.

Bulk Petroleum Products Rocky Mountain West (RMW)

SPE602-25-R-0705

Quality Assurance Michael Wilson/Rebecca Purcell Quality Assurance Specialist February 25, 2025

Controlled by: DLA Energy/FEB CUI Category: SSEL

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Quality Technical

Daniel Baniszewski Division Chief, Product Technology & Standardization DLA Energy – AT

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

Rebecca Purcell Product Specialist/Chemist DLA Energy – AT

Richard Knapp Division Chief, Quality Operations DLA Energy – AQ

Michael Wilson Quality Program Manager/QAS DLA Energy – AQ

Kelley Warren Quality Program Manager/QAS DLA Energy – AQ

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Changes to E1 QAP

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Quality Operations

WARFIGHTER ALWAYSPEOPLE PRECISION POSTURE PARTNERSHIPS

Quality Assurance Provisions

(QAP) – E QAPS

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Changes to E1 QAP

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Quality Assurance Provisions

(QAP) – C QAPS

• C QAPS THAT APPLY:

- C1.02 ASSIST Database on Specification (December 2016) –Instructions on how to use ASSIST

- C16.01 Aviation Turbine Fuel (JP5) (January 2025) - Identifies specification modifications and additives outside of MIL-DTL-5624X, Turbine Fuel, Aviation, Grade JP-5, dated February 12, 2024.

Updated versions and dates for JP-5 and FSII specifications Added additional sampling section Added a Synthetic Blend Component Section Reminder: All JP-5 deliveries in California, Oregon, Washington and Alaska shall have a minimum flash point of 62.5 C at the custody transfer point

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Quality Assurance Provisions (QAP) – C QAPS (Cont’d)

• C QAPS THAT APPLY:

- C16.08-1 Turbine Fuel, Aviation (JET A) (January 2025) – Identifies specification modifications and additives outside of ASTM D1655, Specification for Aviation Turbine Fuels Added a Synthetic Blend Component Section

- C16.09 Turbine Fuel, Aviation (JET A-1) (January 2025) - Identifies specification modifications and additives outside of ASTM D1655, Specification for Aviation Turbine Fuels Added a Synthetic Blend Component Section

- C16.23 Fuel, Naval Distillate (February 2024) – Identifies specification modifications, additives outside of MIL-DTL16884P, sampling, Traceability and Synthetic Components Certification Added additional sampling section Updated address for batch samples

**updating with new specification, MIL-DTL-16884R once complete a revised C-QAP will be added to

EBS

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Specifications

• JP-5 MIL-DTL-5624X, Turbine Fuel, Aviation, Grade JP-5 Updated February 2024

• Jet A/A-1 ASTM D1655, Specification for Aviation Turbine Fuel, November 2024

• F76, Fuel, Naval Distillate, January 2025

- Additional technical information regarding recently tested and approved alternative fuels (i.e.

coprocessed) that can fulfill F-76 requirements see section 3.2.4

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F-76 and JP-5 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:

Naval Air Station HAZMART 20mL TEST SAMPLE

22680 Hammond Road Bldg. 2385 Patuxent River, MD 20670

Attn: Terrence Dickerson, AB44100 Fuels & Lubricants

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F-76 Traceability Page

• 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

• Do not list multiple lubricity improver additives

• Include any trace additive that will be present

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

• Approval required before any additive change

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Synthetic Component Certification

Note the additional detailed batch requirements for use of synthetic blend components in F‐76

Include Certificate of Analysis, Refer to MIL‐DTL‐16884R specification, Appendix A, table A‐1 and table A‐II.

On the Synthetic Component Certification include the date of the COA and the identifying report number

DLA Energy Bulk Petroleum Products

Rocky Mountain West

SPE602-25-R-0705

Anastasia Prado & Daren Richardson Bulk Fuels Program

Feb 25, 2025

Controlled by: DLA Energy/FEB CUI Category: SSEL Distribution/Dissemination Controls:

FED ONLY

Updated as of Feb 18, 2025

Technical Evaluation

• Lowest Price, Technically Acceptable (LPTA) o 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 Sam.Gov website.

o 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.

o 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.

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Technical Evaluation

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• Examples of Missing Data:

oMode, Min/Max Quantities, Shipping Point o Source/Refinery, Max Monthly Production o Inconsistent Shipping Point and Source Point Names o Parcel Shipping Sizes & Daily Capacity o Pipeline Shipping Point and Ingress, Min/Max Parcel Size, Lift Interval o Barge/Tanker Facility Loading and Port Information oMap Coordinates o Shutdown Period o Exceptions, Deviations, Waivers (if applicable)

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Technical Evaluation

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

Seq Set

ID

Product Shipping Point

To Location

Line Item

Max Qty

(USG)

Min Qty

(USG)

Mod e

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 *.****** *.******

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

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

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Technical Evaluation

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• 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

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Technical Evaluation

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F.1. Maximum Monthly Production

1. State the monthly production capacity for each source of supply:

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

F.2. Shipping Points Supplied via Source/Refinery

2. List all shipping points supplied by each refinery/source of supply:

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

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

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Technical Evaluation

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G.1. Parcel Shipping Sizes & Daily Capacity

1. 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?

G.2. Parcel Shipping Sizes & Daily Capacity

2. Would awarded FOB Origin Truck volume affect awarded FOB Destination Truck volume or conversely awarded FOB Destination Truck volume affect FOB Origin Truck volume? If "Yes" give details below.

OET – Offer Submission Data Main Menu: Parcel Shipping & Daily Load/Move Capability Sub-Menu: Pipeline; Tanker, Truck

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Technical Evaluation

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G.3. Parcel Shipping Sizes & Daily Capacity

3. For Truck and Railcar

a. State the Loading/Movement Capacity for FOB Origin offers:

Product/Mode Shipping Point

Days of Week Terminal Open

Hours Each Day Terminal is Open

No. Racks Max Load Per Normal Workday

JAA Shipping Point A, VA

Sun-Sat 0000-2359 2 13

3. For Truck and Railcar

b. State the Loading/Movement Capacity for FOB DESTINATION offers:

Product/Mode Shipping Point

Min Daily Quantity

Max Daily Quantity Days Available for Delivery

JAA Shipping Point A, VA

0 120,000 Sun-Sat

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

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Technical Evaluation

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G.4. Parcel Shipping Sizes & Daily Capacity

4. Pipeline

a. State the pipeline that the product will move through and the minimum and maximum quantities (parcel sizes) available in barrels (BBLS) for each delivery and the minimum number of days between lifts (deliveries) into each pipeline (please state if there is no interval)

VENDOR NOTES: Ingress Points is Parrish, LA.

5. For Barge/Tanker/Shallow Draft Tanker

a. State the minimum and maximum quantities (parcel sizes) available in barrels (BBLS) for each delivery and the minimum number of days between lifts (deliveries):

G.5. Parcel Shipping Sizes & Daily Capacity OET – Offer Submission Data Main Menu: Parcel Shipping & Daily Load/Move Capacity Sub-Menu: Pipeline; Tanker

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Technical Evaluation

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H.1. FOB Origin Tanker/Barge/Shallow Draft Tanker Loading Facility Data

1. State your facility restrictions/capacities including cargo capacity, Mean Low Water (MLW) depth, vessel Length Overall (LOA) and draft:

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

H.2. FOB Origin Tanker/Barge/Shallow Draft Tanker Loading Facility Data

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

H.3. FOB Origin Tanker/Barge/Shallow Draft Tanker Loading Facility Data

Shipping Point Map Coordinates

Petroleum Company 00° 00' 00" N, 000° 00' 00" W

3. Provide the map coordinates for your shipping points/refinery:

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Technical Evaluation

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I.1. Port Restrictions

1. For each shipping point specify:

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

I.2. Port Restrictions

2. Specify any other port restrictions that would apply to a vessel loading at the facility (i.e., requirements for inert gas systems; vapor control hook-ups; closed loading; and vessel inspections; etc.):

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

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Technical Evaluation

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I.3. Operating Hours for Berthing and Loading

3. Specify operating hours for berthing and loading at each shipping point:

Shipping Point Berthing Loading

Shipping Point C, TX 24 x 7 24 x 7

Shipping Point D, NJ 24 x 7 24 x 7

I.4. Additional Vetting Criteria & Port Restrictions

4. Provide any additional Vetting Criteria and Port Restrictions that have not been addressed above that would affect the ability to enter your facility and load product:

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

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Technical Evaluation

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J. Quality Assurance

K. F3.02 Truck/Truck Trailer Free time and Detention Rates

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

Presenter Notes Presentation Notes K - F3.02 TRANSPORT TRUCK AND/OR TRUCK AND TRAILER FREE TIME AND DETENTION RATES (BULK/LUBES/JPTS) (DLA

ENERGY JUN 2024)

(1) Transport Truck and/or Truck and Trailer

(a) Upon arrival of Contractor's transport truck or truck and trailer, the receiving activity shall promptly designate the tanks into which the load is to be discharged. A minimum of two hours free time is required. Free Time will commence once the Transportation Service Provider has notified the consignee that the trailer is positioned for unloading per Paragraph 2 of ITEM 21 - DETENTION: VEHICLES WITH POWER UNITS (DEP) of the MILITARY FREIGHT TRAFFIC UNIFIED RULES PUBLICATION-1 (MFTURP-1). Contractor shall be paid for detention beyond free time for delays caused by the Government.

SHIPPING POINT

FREE TIME FOR UNLOADING

TRANSPORT TRUCK OR TRUCK AND

TRAILER (in hours)

RATE FOR DETENTION

BEYOND THE FREE TIME

(in dollars per hour)

(b) The above will not be considered in the evaluation of offers for award. However, free time of less than two hours or detention rates not comparable to average detention rates in similar geographic area may render an offer unacceptable/bid nonresponsive. IF NO FREE TIME OR

DENTENTION INFORMATION IS PROVIDED, FREE TIME WILL BE CONSIDERED UNLIMITED.

(3) Detention Costs. Any invoices for detention costs will be forwarded directly to the Contracting Officer.

(End

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L. F92.02 Schedule of Refinery Shutdowns for Turnarounds

(1) No shutdowns planned []

(2) (2) Shutdowns planned [X]

REFINERY LOCATION SHUTDOWN PERIOD IMPACT OF SHUTDOWN ON SUPPLY

AVAILABILITY

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

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

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

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M. Requests for Exception M.1. Clause/Provision Exception Requested Supplies or Services & Prices Section B of Solicitation

M.2.Clause/Provision Exception Requested Descriptions/Specifications/Statement 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

M.5. Clause/Provision Exception Requested

Other Exceptions Other Exceptions

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

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O. General Comments

O. General Comments Any additional applicable comments

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

Bulk Bid Evaluation Model (BEM)

Sean Lucas

Bulk Petroleum Procurement Characteristics

• Procurement of large volumes of petroleum products

• Large dollar value contracts

• 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 point of demand or through intermediate terminal(s)

• Socio-Economic considerations (Domestic Procurements only):

• 8(a) Reservations

• HUB Zone Premium Program

• Small Business Set-asides (Price Matching)

Offer Conditions Bid Evaluation Model (BEM)

• Optimization program (mixed-integer linear evaluation) used to find the minimum laid down cost for the procurement.

• Laid Down Cost considers:

• Offered product price

• Transportation costs

• Additive costs

• Storage/onward distribution costs

• Fixed costs

• Variable costs

• Excess throughput charges

• Offer specific evaluation factors

• Base Reference Price evaluation factors

Bid Evaluation

Model

Volume Restrictions

Multiple Transport /

Delivery Modes

Injection Capability

Tiered / Block

Pricing

Either or / One before

Two

* Conditional statements must not conflict with one another (i.e., minimum award by mode exceeds overall maximum award volume)

CUI

(Offered Price vs. Laid Down Cost)

Evaluation Visual

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 Requirements Into Y by PL, out by TT to all Requirements

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

Intermediate Terminal X

Intermediate Terminal Y

Requirement 3

1,000,000 USG

Requirement 2

3,000,000 USG

Requirement 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 ($870,000)

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

CUI

Evaluation Rounds Bid Evaluation Model (BEM)

INITIAL OFFERS

ROUND 1

INTERIM OFFERS

ROUND 2

FINAL OFFERS

ROUND 3

PRICE

REDUCTION

ROUND

Minimum Cost Bid Evaluation Sheet

Minimum Cost Bid Evaluation Sheet & Laid Down Cost Report

CUI

Minimum Cost Solution Evaluation Sheet

CUI

Laid Down Cost Report

CUI

Model Sequence

Small Business Set-Aside Run

HUBZone Run

8(A) Run

Base Run

Optimization Run

Final Forced Run

CUI

Contact Information

For questions concerning the functionality of the Bulk Bid Evaluation Model (BEM) please contact:

Sean.Lucas@dla.mil

Offer Entry Tool (OET)

Sean Lucas

What is it?

Offer Entry Tool (OET)

A web-based tool for submission of offers against DLA Energy Requests for Proposals for petroleum products

Bulk Petroleum and Direct Delivery Business Unit procurements (selection after login)

Solicitation prescribes if use of OET is required

• Obligatory for Bulk Purchase Programs:

• Inland East Gulf (IEG)

• Atlantic, European, Mediterranean (AEM)

• Western Pacific (WESTPAC)

• Rocky Mountain West Coast (RMW)

• Deep Freeze

Rounds Offer Entry Tool

Initial Required for all OET solicitations Initial offer must be submitted prior to the published closing date/time to be eligible for later rounds

Interim Contracting Officer’s discretion There may be more than one interim round Participation is optional (previously offered data is retained if no Interim Submission) Data fields (product, mode, shipping point) locked

Final Proposal Revision Last round before Price Reduction Price Reduction Round at Contracting Officer’s discretion Only price can be changed

CUI

Provisioning Offer Entry Tool

Obtain a CAGE CODE

• 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) (User ID and Password for AMPS are NOT the same as for OET)

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

2. Click “Energy Applications” on the Browse Roles by Application Tab

3. Select “Energy OET”

4. Select “Energy OET Prod – 100”

5. Complete all information and submit request

• Username and password will be sent via email

CUI

Administration Offer Entry Tool

• Access

• Allow 1-2 weeks for OET access

• Account tied to your CAGE code

• DoD policy prescribes Login every 30 days per

• 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

CUI

Administration

• OET URL (https://offerwizard.dla.mil/epst_oet/oet.htm)

• Establish New Password (Prompted)

• Minimum 15 characters

• At least 1 Upper Case, 1 Lower Case, 1 Number, 1 Special Character

• Update/Maintain ‘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

Offer Entry Tool

CUI

Components

Three Primary Components/sections to OET Offer data:

1. My Account

• Update contact information

• Password Maintenance

• Business Status (i.e., Small/Large Business)

2. Offer Details (data that is sent to the Bid Evaluation Model (BEM))

• Shipping points, products, quantity and price

• Offer conditions

3. Offer Submission Package (OSP)

• Fill in clauses

• Exceptions

• Conditional Statements (take caution that conditions don’t conflict)

• Minimum / Maximum volumes may be entered, in total, by Product, Mode, and/or Shipping Point Products (Shipping points may not be tied together (see Solicitation “Section M”))

Offer Construction

CUI

Best Practice

Offer Submission

• Real time and auto-saved

• Review Offer Submission Package

• Review Bid Package Report

• Submit Offer Package (error message if obligatory data is missing)

• Confirmation email of offer submission

Post Submission

• Enter OET... 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 OET account current (log in once every 30 days)

• Familiarize with the solicitation, clauses, and schedule

Offer Submission

CUI

Help Desk Contact Information

• Offer Entry Tool User Manual available @ https://offerwizard.dla.mil/epst_oet/oet.html

• If you are unable to access account is locked, contact the DLA Energy Bulk Technical Team: DESC-BTechTeam@dla.mil

• For questions concerning the functionality, contact Sean.Lucas@dla.mil

• For questions specific to the offer, please contact the Contracting Officer identified on the solicitation https://offerwizard.dla.mil/epst_oet/oet.html mailto:DESC-BTechTeam@dla.mil mailto:Sean.Lucas@dla.mil

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