SPE60326R0543 RFP.pdf

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE 1 OF 149

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30 7014242326

2. CONTRACT NO. 3. AWARD/EFFECTIVE 4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE

DATE DATE

SPE603-26-R-0543 2026 AUG 18

a. NAME b. TELEPHONE NUMBER (No Collect 8. OFFER DUE DA TE/

7. FOR SOLICITATION

ca/ls) LOCAL TIME

2026 OCT 05

INFORMATION CALL: Micherie Dougherty 1 UX Phone: 445-737-1305

03:00 PM

9. ISSUED BY CODE SPE603 10. THIS ACQUISITION IS □ UNRESTRICTED ORl:8JSET ASIDE: 100 %FOR:

□SMALL BUSINESS □ WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED DLA ENERGY □ HUBZONE SMALL SMALL BUSINESS PROGRAM BULK PETROLEUM SERVICES BUSINESS 8725 JOHN J. KINGMAN ROAD

□ EDWOSB FORT BELVOIR VA 22060 SERVICE-DISABLED NAICS: 493190

USA

IZI VETERAN-OWNED

SMALL BUSINESS 08(A) SIZE STANDARD: 36-5M

11. DELIVERYFOR FOB DESTINA- 12. DISCOUNT TERMS 13b. RATING TION UNLESS BLOCK IS □ 13a. THIS CONTRACT IS A MARKED RATED ORDER UNDER

DPAS (15 CFR 700) 14. METHOD OF SOLICITATION

IZI SEE SCHEDULE □ RFQ □ IFB IZI RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE I

SEE SCHEDULE

17a. CONTRACTOR/ CODE I I FACILITY 18a. PAYMENT WILL BE MADE BY CODE I OFFEROR CODE

TELEPHONE NO.

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

OFFER BELOW IS CHECKED □ SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

See Schedule

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only) l:8J 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

□ 27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

IZI ARE

DARE

□ ARE NOT ATTACHED

□ ARE NOT ATTACHED

□ 28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _1_ □29. AWARD OF CONTRACT: REF OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED . YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (Type or Print)

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

30c. DATE SIGNED 31 b. NAME OF CONTRACTING OFFICER (Type or Print) 31c. DATE SIGNED

STANDARD FORM 1449 (REV. 212012)

Prescribed by GSA - FAR (48 CFR) 53.212

SPE603-26-R-0543

29 Palms, CA

SECTION A – SOLICITATION/CONTRACT FORM

Standard Form 1449 1

SECTION B - SUPPLIES OR SERVICES AND PRICES OR COSTS

PRICING – SEE ATTACHMENT I PRICE PROPOSAL FORM Attach I

SECTION C - SPECIFICATIONS/SOW/SOO/PWS

PWS PERFORMANCE WORK STATEMENT Attach

II

SUPPLEMENT REMOVAL OF WATER BOTTOMS 8

SUPPLEMENT SAMPLING AND TESTING OF PETROLEUM PRODUCTS 8

SUPPLEMENT RESPONSIBILITY FOR GOVERNMENT-OWNED PETROLEUM PRODUCTS 9

SUPPLEMENT LIABILITY FOR FUEL SPILLS 16

SUPPLEMENT INVENTORY CONTROL RECORDS AND SYSTEMS OF RECORD 16

SUPPLEMENT CUSTODY OF PETROLEUM PRODUCT 23

SUPPLEMENT USE OF FACILITIES 23

SUPPLEMENT TITLE TO FACILITIES 24

SUPPLEMENT CONTRACTOR PUBLIC KEY INFRASTRUCTURE (PKI) IMPLEMENTATION 24

SUPPLEMENT ENVIRONMENTAL PROTECTION 25

SECTION E – INSPECTION AND ACCEPTANCE

E1.01 CONTRACTOR RESPONSIBILITY FOR GOVERNMENT INSPECTION OR SERVICES (DLA

ENERGY JAN 2012)

Attach

III

E1.11 QUALITY CONTROL PLAN Attach

III

E18 INSPECTION AND CLEANING OF BULK PETROLEUM STORAGE TANKS (DLA ENERGY) Attach

III

E22 LIST OF INSPECTION OFFICES FOR DLA ENERGY CONTRACTS (DLA ENERGY) (FEB

2022)

Attach

III

E28 CONTRACTOR INSPECTION RESPONSIBILITIES (STORAGE) Attach

III

E34 TEST FOR SULFIDES IN WATER Attach

III

E35 NONCONFORMING SUPPLIES AND SERVICES Attach

III

E36 INSPECTION (STORAGE) Attach

III

SECTION F – DELIVERIES OR PERFORMANCE

FAR 52.242-15 STOP-WORK ORDER (AUG 1989) 25

SUPPLEMENT GENERAL RECEIVING AND STORING CONDITIONS 26

SUPPLEMENT GENERAL SHIPPING CONDITIONS 29

SUPPLEMENT DETERMINATION OF QUANTITY (STORAGE) 33

SECTION G – CONTRACT ADMINISTRATION DATA

DFARS 252.232-

ELECTRONIC SUBMISSION OF PAYMENT REQUESTS AND RECEIVING REPORTS (DEC

2018) 354

DFARS 252.232-

7006 WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS (JAN 2023) 36

SUPPLEMENT ADDRESS TO WHICH REMITTANCE SHOULD BE MAILED 39

SUPPLEMENT DESIGNATION OF PROPERTY ADMINISTRATOR 40

SUPPLEMENT DESIGNATION OF THE DEFENSE ENERGY REGION 40

SECTION H – SPECIAL CONTRACT REQUIREMENTS

SUPPLEMENT GUARD SERVICE 40

SUPPLEMENT REPORTING AND CONTAINING OIL SPILLS (DOMESTIC STORAGE) 41

PROCUREMENT

NOTE H14 CONTRACTOR PERSONNEL SECURITY REQUIREMENTS (DEC 2021) 41

SECTION I – CONTRACT CLAUSES

FAR 52.203-13 CONTRACTOR CODE OF BUSINESS ETHICS AND CONDUCT (NOV 2021) 45

FAR 52.212-4 TERMS AND CONDITIONS – COMMERCIAL PRODUCTS AND COMMERICIAL SERVICES

(DEVIATION 2026-O0038) (FEB 2026) 49

FAR 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999) 54

FAR 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) 55

FAR 52.219-14 LIMITATIONS ON SUBCONTRACTING (DEVIATION 2026-O0038) (FEB 2026) 55

FAR 52.222-90 ADDRESSING DEI DISCRIMINATION BY FEDERAL CONTRACTORS (DEVIATION 2026-

O0040) (APR 2026) 57

FAR 52.223-5 POLLUTION PREVENTION AND RIGHT-TO-KNOW INFORMATION (MAY 2024) 58

FAR 52.226-7 DRUG-FREE WORKPLACE (MAY 2024) 58

FAR 52.227-1 AUTHORIZATION AND CONSENT (JUN 2020) 60

FAR 52.228-5 INSURANCE-WORK ON A GOVERNMENT INSTALLATION (JAN 1997) 60

FAR 52.229-3 FEDERAL, STATE, AND LOCAL TAXES (FEB 2026) 61

FAR 52.232-1 PAYMENTS (APR 1984) 62

FAR 52.232-23 ASSIGNMENT OF CLAIMS (MAY 2014) 63

FAR 52.237-2 PROTECTION OF GOVERNMENT BUILDINGS, EQUIPMENT, AND VEGETATION (APR

1984) 63

FAR 52.237-3 CONTINUITY OF SERVICES (JAN 1991) 63

FAR 52.249-2 TERMINATION FOR CONVENIENCE OF THE GOVERNMENT (FIXED-PRICE) (APR 2012) 64

FAR 52.249-8 DEFAULT (FIXED-PRICE SUPPLY AND SERVICE (APR 1984) 68

FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) 69

FAR 52.252-6 AUTHORIZED DEVIATIONS IN CLAUSES (NOV 2020) 71

DFARS 252.201-

7000 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 1991) 71

DFARS 252.203-

REQUIREMENTS RELATING TO COMPENSATION OF FORMER DOD OFFICIALS (SEP

2011) 72

DFARS 252.203-

7002 REQUIREMENT TO INFORM EMPLOYEES OF WHISTLEBLOWER RIGHTS (DEC 2022) 73

DFARS 252.203-

7003 AGENCY OFFICE OF THE INSPECTOR GENERAL (AUG 2019) 73

DFARS 252.204-

7004 ANTITERRORISM AWARENESS TRAINING FOR CONTRACTORS (JAN 2023) 73

DFARS 252.204-

SAFEGUARDING COVERED DEFENSE INFORMATION AND CYBER INCIDENT

REPORTING (MAY 2024) 74

DFARS 252.204-

CONTRACTOR COMPLIANCE WITH THE CYBERSECURITY MATURITY MODEL

CERTIFICATION LEVEL REQUIREMENTS (NOV 2025) 79

DFARS 252.204-

7023 REPORTING REQUIREMENTS FOR CONTRACTED SERVICES – BASIC (JUL 2021) 82

DFARS 252.205-

7000 PROVISION OF INFORMATION TO COOPERATIVE AGREEMENT HOLDERS (OCT 2024) 83

DFARS 252.209-

SUBCONTRACTING WITH FIRMS THAT ARE OWNED OR CONTROLLED BY THE

GOVERNMENT OF A COUNTRY THAT IS A STATE SPONSOR OF TERRORISM (MAY 2019) 84

DFARS 252.223-

PROHIBITION ON STORAGE, TREATMENT, AND DISPOSAL OF TOXIC OR HAZARDOUS

MATERIALS (SEP 2014) 84

DFARS 252.225-

BUY AMERICAN AND BALANCE OF PAYMENTS PROGRAM—BASIC

(FEB 2024) 85

DFARS 252.225-

7012 PREFERENCE FOR CERTAIN DOMESTIC COMMODITIES (APR 2022) 88

DFARS 252.225-

7048 EXPORT-CONTROLLED ITEMS (JUNE 2013) 91

DFARS 252.225-

RESTRICTION ON THE ACQUISITION OF CERTAIN MAGNETS, TANTALUM, AND

TUNGSTEN (MAY 2024) 92

DFARS 252.225-

PROHIBITION REGARDING BUSINESS OPERATIONS WITH THE MADURO REGIME (JAN

2023) 96

DFARS 252.225-

PROHIBITION ON CERTAIN PROCUREMENTS FROM THE XINJIANG

UYGHUR AUTONOMOUS REGION (JUN 2023) 97

DFARS 252.225-

PROHIBITION REGARDING RUSSIAN FOSSIL FUEL BUSINESS OPERATIONS (2024-

O00006, REVISION 1) 97

DFARS 252.226-

UTILIZATION OF INDIAN ORGANIZATIONS, INDIAN-OWNED ECONOMIC ENTERPRISES,

AND NATIVE HAWAIIAN SMALL BUSINESS CONCERNS (JAN 2023) 99

DFARS 252.232-

7010 LEVIES ON CONTRACT PAYMENTS (DEC 2006) 101

DFARS 252.237-

PROHIBITION ON INTERROGATION OF DETAINEES BY CONTRACTOR PERSONNEL (JAN

2023) 102

DFARS 252.240-

NIST SP 800-171 DOD ASSESSMENT REQUIREMENTS

(DEVIATION 2026-O0025)(FEB 2026) 102

DFARS 252.243-

7001 PRICING OF CONTRACT MODIFICATION (DEC 1991) 104

DFARS 252.243-

7002 REQUESTS FOR EQUITABLE ADJUSTMENT (DEC 2022) 105

DFARS 252.246-

SAFETY OF FACILITIES, INFRASTRUCTURE, AND EQUIPMENT FOR MILITARY

OPERATIONS (OCT 2010) 106

DFARS 252.247-

7023 TRANSPORTATION OF SUPPLIES BY SEA – BASIC (OCT 2024) 106

SECTION J – LIST OF ATTACHMENTS

ATTACHMENT I PRICE PROPOSAL FORM

ATTACHMENT II PERFORMANCE WORK STATEMENT (PWS)

ATTACHMENT III DLA ENERGY QUALITY ASSURANCE PROVISIONS (EQAP)

ATTACHMENT IV DEPARTMENT OF LABOR WAGE DETERMINATIONS

ATTACHMENT V PAST PERFORMANCE QUESTIONNAIRE FORM

ATTACHMENT VI PAST PERFORMANCE REFERENCE LIST

ATTACHMENT

VII PAST PERFORMANCE INFORMATION DISCLOSURE CONSENT FORM

SECTION K – REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS

FAR 52.203-2 CERTIFICATE OF INDEPENDENT PRICE DETERMINATION (APR 1985) 110

FAR 52.203-11 CERTIFICATION AND DISCLOSURE REGARDING PAYMENTS TO INFLUENCE CERTAIN

FEDERAL TRANSACTIONS (SEP 2024) 111

FAR 52.203-18 PROHIBITION ON CONTRACTING WITH ENTITIES THAT REQUIRE CERTAIN INTERNAL

CONFIDENTIALITY AGREEMENTS OR STATEMENTS-REPRESENTATION (JAN 2017) 112

FAR 52.209-2 PROHIBITION ON CONTRACTING WITH INVERTED DOMESTIC CORPORATIONS-

REPRESENTATION (DEVIATION 2026-O0038)(FEB 2026) 113

FAR 52.209-5 CERTIFICAITON REGARDING RESPONSIBILITY MATTERS (DEVIATION 2026-O0038)(FEB 2026) 113

FAR 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (DEVIATION 2026-O0038)(FEB 2026) 115

FAR 52.209-11

REPRESENTATION BY CORPORATIONS REGARDING DELINQUENT TAX LIABILITY OR

A FELONY CONVICTION UNDER ANY FEDERAL LAW (DEVIATION 2026-O0038)(FEB

2026)

FAR 52.219-1 SMALL BUSINESS PROGRAM REPRESENTATIONS (DEVIATION 2026-O0038)(FEB 2026) 117

FAR 52.229-11 TAX ON CERTAIN FOREIGN PROCUREMENTS – NOTICE AND REPRESENTATIONS

(DEVIATION 2026-O0038)(FEB 2026) 119

DFARS 252.203-

REPRESENTATION RELATING TO COMPENSATION OF FORMER DoD OFFICIALS (SEP 2022) 121

DFARS 252.204-

NOTICE OF CYBERSECURITY MATURITY MODEL CERTIFICATION LEVEL

REQUIREMENTS (NOV 2025) 122

DFARS 252.225-

BUY AMERICAN—BALANCE OF PAYMENTS PROGRAM CERTIFICATE—BASIC (FEB

2024) 122

DFARS 252.225-

REPRESENTATION REGARDING BUSINESS OPERATIONS WITH THE MADURO REGIME

(MAY 2022) 124

DFARS 252.225-

PROHIBITION ON CERTAIN PROCUREMENTS FROM THE XINJIANG

UYGHUR AUTONOMOUS REGION–REPRESENTATION (JUN 2023) 124

DFARS 252.225-

PROHIBITION REGARDING RUSSIAN FOSSIL FUEL BUSINESS OPERATIONS –

REPRESENTATION (2024-00006, REVISION 1)(MAR 2024) 125

DLAD 52.233-9001 DISPUTES-AGREEMENT TO USE ALTERNATIVE DISPUTE RESOLUTION (JUN 2020) 125

SUPPLEMENT AUTHORIZED NEGOTIATORS 126

SECTION L – INSTRUCTIONS, CONDITIONS AND NOTICES TO OFFERORS

FAR 52.204-7 SYSTEM FOR AWARD MANAGEMENT - REGISTRATION (DEVIATION 2026-O0038)(FEB 2026) 126

FAR 52.212-1 INSTRUCTIONS TO OFFERORS –COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (DEVIATION 2026-O0038)(FEB 2026) 130

ADDENDUM TO

FAR 52.212-1

INSTRUCTIONS TO OFFERORS – COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (DEVIATION 2026-O0038)(FEB 2026) 130

FAR 52.216-1 TYPE OF CONTRACT (DEVIATION 2026-O0038)(FEB 2026) 133

FAR 52.233-2 SERVICE OF PROTEST (DEVIATION 2026-O0038)(FEB 2026) 133

FAR 52.237-1 SITE VISIT (APR 1984) 133

FAR 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998) 133

FAR 52.252-5 AUTHORIZED DEVIATIONS IN PROVISIONS (NOV 2020) 134

DFARS 252.204-

7024 NOTICE ON THE USE OF THE SUPPLIER PERFORMANCE RISK SYSTEM (MAR 2023) 134

DFARS 252.215-

7992 ONLY ONE OFFER (DEVIATION 2026-O0048) (MAR 2026) 135

DFARS 252.215-

REQUIREMENTS FOR CERTIFIED COST OR PRICING DATA AND DATA OTHER THAN

CERTIFIED COST OR PRICING DATA—BASIC (DEVIATION 2026-O0048) (MAR 2026) 136

DFARS 252.215-

NOTIFICATION TO OFFERORS—POSTAWARD DEBRIEFINGS (DEVIATION 2026-O0048)

(MAR 2026) 139

PROCUREMENT

NOTE L06 AGENCY PROTESTS (DEC 2016) 140

PROCUREMENT

NOTE L34 CONTRACTOR TEAM ARRANGEMENTS – SOLICITATION AND AWARD (JUL 2022) 141

SUPPLEMENT PROPOSAL ACCEPTANCE PERIOD 141

SUPPLEMENT E-MAIL PROPOSALS 142

SUPPLEMENT DATA REQUIREMENTS (STORAGE) 142

SUPPLEMENT WAGE DETERMINATION 143

SUPPLEMENT PREPROPOSAL CONFERENCE (SERVICES) 143

SECTION M – EVALUATION FACTORS FOR AWARD

FAR 52.212-2 EVALUATION – COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEVIATION

2026-O0038)(FEB 2026) 145

FAR 52.217-5 EVALUATION OF OPTIONS (DEVIATION 2026-O0038)(FEB 2026) 149

SUPPLEMENT EVALUATION OF OFFERS (EXCEPTIONS/DEVIATIONS) 149

SECTION B - SUPPLIES OR SERVICES AND PRICES OR COSTS

Pricing – Please see Attachment I Price Proposal Form

SECTION C - SPECIFICATIONS/SOW/SOO/PWS

The Performance Work Statement (PWS) is incorporated by reference as if fully set forth herein.

Refer to Attachment II of this solicitation.

SUPPLEMENT: REMOVAL OF WATER BOTTOMS

Storage tanks for DLA Energy use shall be equipped with positive water sumps for removal of all water bottoms. All storage tanks shall be drained of water a minimum of once each week and whenever storage tank gauging indicates water is present. Weekly water drainage is necessary because water may accumulate below the datum plate, which may not be the lowest point in the tank, and therefore not be detected during gauging. Additionally, all storage tanks shall be drained of water prior to any transfer of fuel and after a minimum of 4 hours or maximum of 24 hours settling time following each product receipt. Storage tanks equipped with floating roofs shall be gauged for water after each rain and drained if water is found present. Product and water levels shall be gauged before and after the draining of water. Water gauges of each storage tank shall be taken and recorded each time it is gauged for product. Each storage tank shall be equipped with a fuel/water separation system for collection of all product or water dispensed from its bottom water drain(s). This system shall have the capability to return separated product back into the same storage tank.

SUPPLEMENT: SAMPLING AND TESTING OF PETROLEUM PRODUCTS

(a) SAMPLING. The samples identified in the solicitation attachment entitled MINIMUM REQUIREMENTS FOR STORAGE SAMPLING AND TESTING are a required part of the services to be provided. The Contractor must provide these samples using qualified personnel, facilities, and equipment on-site and shall include all associated costs in the monthly service charge. These on-site resources may be provided by Contractor personnel or by a commercial source acting on behalf of the Contractor. The Quality Representative will not be responsible for taking any samples for the Contractor. All samples must be taken in accordance with ASTM D 4057, Standard Practice for Manual Sampling of Petroleum and Petroleum Products (API Manual of Petroleum Measurement Standards (MPMS), Chapter 8.1).

(b) TESTING. The tests identified in this solicitation attachment entitled MINIMUM REQUIREMENTS FOR STORAGE SAMPLING AND TESTING are a required part of the services to be provided. Those tests identified in the attachment which are part of a higher order analysis (defined as follows: Composite Samples, Storage Tanks After Receipt, Interface Mixture, Dormant Stocks, and Individual Tests, including particulate contamination) shall be provided by the Contractor using one of the following options (the Contractor shall check the appropriate box below):

[ ] The Contractor will perform the tests using its own qualified personnel, facilities, and equipment. (All costs for this service are to be included in the monthly service charge.)

[ ] The Contractor will not perform the tests using its own personnel, but will provide on a seven days per week, 24 hours a day basis, its own facilities and equipment for testing of product by Government personnel. (All costs for this service are to be included in the monthly service charge.)

[ ] The Contractor will not provide its own personnel, facilities, or equipment. Instead, the Contractor will transport any sample(s) to a commercial laboratory approved by the Government and arrange for that commercial laboratory to perform all the required tests within 24 hours after sampling. The Government, at its own option, may direct that samples be tested at a Government laboratory under contract to the Government. In this case, transport of such samples is still the responsibility of the Contractor. (The Government will reimburse the Contractor for the actual costs of the tests performed by their commercial laboratory. All other associated costs must be included in the monthly service charge.)

(c) All facilities and equipment to be provided, whether that of a Contractor or a commercial laboratory, must conform to the standards for such facilities and equipment established by the Occupational Safety and Health Act and the National Fire Protection Association or local regulations, whichever is more stringent.

SUPPLEMENT: RESPONSIBILITY FOR GOVERNMENT-OWNED PETROLEUM

PRODUCTS

(a) INTRODUCTION. The Contractor shall prepare all documentation and systemically process related transactions in accordance with the information and instructions provided herein; DoD Manual 4140.25, DoD Management of Energy Commodities, available at the Washington Headquarters Service site, https://esd.whs.mil/issuances/dodm; and applicable DLA Energy publications listed below, which are available at https://fuelstraining.com or https://www.jllis.mil/ under DLA Energy Portal, then attachments :

Title Description DLA Energy P-1 RECORDING AND PROCESSING INVENTORY TRANSACTIONS DLA Energy P-2 RECEIPT AND SHIPMENT OF PETROLEUM PRODUCTS DLA Energy P-3 DOCUMENT/DATA CONTROL AND RETENTION DLA Energy P-4 PROHIBITION AGAINST ENTERING PRIVACY ACT

INFORMATION/PERSONALLY IDENTIFIABLE INFORMATION IN THE BASE LEVEL

SYSTEMS APPLICATION (BLSA)

DLA Energy P-5 VEHICLE IDENTIFICATION LINK (VIL) KEY ENCODING, ACCOUNTABILITY, AND CONTROL

DLA Energy P-7 ACCOUNTABILITY AND CUSTODIAL RESPONSIBILITIES FOR

DEFENSE WORKING CAPITAL FUND (DWCF) INVENTORY AND GOVERNMENT

PROPERTY

DLA Energy P-8 FUEL CARD PROGRAM DLA Energy P-9 DoD PETROLEUM LABORATORY CORRRLATION PROGRAM DLA Energy P-11 ENERGY AEROSPACE DLA Energy P-12 DEFENSE LOGISTICS AGENCY ENERGY (DLA) SUSTAINMENT, RESTORATION, AND MODERNIZATION (SRM) OF FACILITIES

DLA Energy P-13 RESPONSIBILITIES FOR PETROLEUM AND AEROSPACE CUSTOMER DIRECT SUPPORTDLA Energy P-14 CAUSATIVE RESEARCH AND FINANCIAL

LIABILITY INVESTIGATION OF PROPERTY LOSS

DLA Energy P-22 PROCEDURES FOR REQUISTION, FUNDING REQUESTS, OR

REIMBURSEMENT OF FILTER/COALESCER ELEMENTS

DLA Energy P-25 DEFENSE FUELS SUPPORT POINT (DFSP) ELECTRONIC POINT OF SALE

(EPOS) FIXED AND MOBILE DEVICE US

https://esd.whs.mil/issuances/dodm https://fuelstraining.com/ https://www.jllis.mil/

DLA Energy P-23 Procedures for Authorization and Processing Ground Re-Issue Transactions.

DLA Energy P-26 Defense Logistics Agency (DLA) Energy Automated Information Systems

(AIS)

DLA Energy P-27 PROCESSING OF FUEL SALES TO DISASTER RELIEF AGENCIES DLA Energy P-29 EPoS CUSTOMER QR CODES 06/01/2022 DLA Energy P-30 DFSP EPOS FACILITY RESPONSIBILITIES EPoS DTM This Directive Type Memorandum (DTM) is for DLA Energy, DLA Energy approved customers, and Responsible Officers (RO) / Terminal Managers (TM) at DFSPs that use EPoS Fixed and/or Mobile devices. 03/01/2023 DLA Energy P-32 DEFENSE FUEL SUPPORT POINTS (DFSP) BASE LEVEL SUPPORT

APPLICATION TRAINING

DLA Energy P-33 QUALITY MANAGER AND QUALITY ASSURANCE REPRESENTATIVE

(QAR) WIDE AREA WORKFLOW (WAWF) INSPECTION DATA GUIDANCE

DLA Energy P-35 DLA ENERGY NON-DoD FUEL PURCHASE AUTHORIZATION PROGRAM DLA Energy P-37 PROCESSING REVERSALS/CHANGES TO DWCF TRANSACTIONS DLA Energy P-40 FUEL SPILL/LEAK/RELEASE REPORTING

Documents and procedures are subject to change on a recurring basis, and notifications of changes or newly published documents are announced during logon to the DLA Energy Accountable Property System of Record (APSR). Unless the Government has specifically stated that the Government will provide the hardware (usually at Government-owned facilities), the Contractor shall provide requisite hardware (specifications will be provided by the Government) capable of processing all applicable inventory and accounting transactions on a daily (on normal business days excluding weekend and holidays) through DLA Energy-provided applications or software. The current processing methodologies include both APSR input and upload to the Enterprise Business System (EBS).

Applications require the Contractor to provide and have on-site high-speed internet access with a static Internet Protocol (IP) address, e-mail with individual user accounts, the current version of Adobe Acrobat, the most current version of Internet Explorer, Active Client, and DoD Root Certificates. The DLA Energy systems identified require user identifications and passwords in accordance with DoD Automated Data Processing (ADP) Level III systems access. The Contractor shall be responsible for (in conjunction with DLA Energy/DLA) identifying employees that will be processing inventory/accounting transactions for obtaining requisite systems access for those employees. DoD ADP Level III systems access requires a National Agency Check (NAC) investigation. DLA will provide forms and fingerprint cards and initiate the investigation for contractors without a NAC. The Contractor shall immediately notify DLA Energy when Contractor personnel with access privileges no longer work at the contract facility or no longer require access.

DLA Energy Systems Access Request Submission Process can be found at https://fuelstraining.com or https://www.jllis.mil/ under DLA Energy Portal, then attachments, or https://amps1.dla.mil under DLA Energy P-26, Defense Logistics Agency (DLA) Energy Automated Information Systems (AIS),

(b) AUTOMATED FUEL INVENTORY REPORTING REQUIREMENTS.

(1) The Contractor shall prepare all necessary documentation (see paragraph (b)(5)) and systemically process each transaction affecting inventory of Government-owned products in its possession by virtue of this contract. Within one business day of each transaction/business event (excluding weekends and Government holidays), the Contractor shall input transaction data into the Accountable Property System of Record (APSR) or applications designated/provided by the Government. The Government will provide via on-site support or via electronic means, such as user manuals or on-line support/tutorials, initial training for inputting transactional data. The Contractor assumes all responsibility for timeliness and accuracy of transaction data input by its employees. The Contractor shall prepare and report each transaction in accordance with guidance provided during the https://fuelstraining.com/ https://amps1.dla.mil/ training and, thereafter, by qualified Government representatives. The Government will advise the Contractor of any changes in processing and reporting procedures. The Government reserves the right to contact the Contractor on a daily basis (weekdays excluding weekends and holidays) to obtain information concerning transactions processed. Locations that do not have direct connectivity to EBS shall forward all transactions to the applicable DLA Energy Regional Office for processing.

(2) The Contractor shall record in the DLA Energy Accountable Property System of Record (APSR) the inventory (quantity corrected to 60 degrees Fahrenheit) of each Government-owned product stored at the facility. Daily inventories shall be recorded to reflect on-hand inventories as of 2400 hours local time, (discretionary system clock/calendar rollover to the next transaction date) and monthly inventories shall be recorded to reflect on-hand inventories as of 2400 hours local time on the last calendar day of each month (discretionary system clock/calendar rollover to the first transaction date of the next month. Contractor shall process EOM physical inventory adjustment transactions and operating gain/loss adjustment transactions for each DWWCF petroleum product grade within two business days following the last calendar day of each month. End-of-year (EOY) inventories shall be reported as of the last calendar day of the year. EOY transactions and inventories must be processed to EBS by close of business September 30th. The Contractor shall have the account reconciled in accordance with DoDM 4140.25 and/or DLA Energy P-1, Recording and Processing Inventory Transactions, available at https://fuelstraining.com or https://www.jllis.mil/ under DLA Energy Portal, then attachments

(3) Where DLA Energy has deployed an Electronic Point of Sale (EPoS) fixed or mobile device(s), the Contractor shall use the fixed and/or mobile EPoS device(s) to record inventory transactions and upload and reconcile them to the APSR daily. The Contractor shall follow DoD Manual 4140.25, and DLA Energy P-25, P-29 and P-30.

(4) The contractor shall verify and report Automatic Tank Gauging accuracy as required by DLA Energy P-7, Accountability and Custodial Responsibilities for Defense Working Capital Fund (DWCF) Inventory and Government Property.

(5) The contractor shall complete the Responsible Officer (RO) / Terminal Manager (TM) Daily Document Review Checklist and RO / TM End-of-Month Reconciliation Checklist as required by DLA Energy P-7

(6) End of Fiscal Year Closeout Process. The United States Government closes its financial ledgers at midnight on September 30th. In the event the EOY closeout falls on a Saturday or Sunday, the Contractor will be required to document and process all inventory related transactions per EOY closeout instructions that are provided via a pop-up during logon to the APSR or available for download at https://fuelstraining.com or https://www.jllis.mil/ under DLA Energy Portal, then attachments

(7) The Contractor shall prepare inventory adjustment documents (DD Form 1348-8, DFSP Inventory Accounting Document and End of Month Report) in accordance with the DoDM 4140.25, Volume 9, DFSP Bulk Petroleum Inventory Management, Volume 10, DoD Management of Energy Commodities, Sales Accountability and Documentation Management, and DLA Energy P-1.

The Contractor shall provide a detailed explanation on each inventory adjustment document explaining each gain and/or loss in excess of DLA Energy provided tolerances. The Contractor’s representative and the authorized Government representative shall sign each document and provide copies to the DLA Energy Region office. The authorized Government representative shall indicate whether he/she concurs or non-concurs with the statement and shall provide an explanation for any non-concurrence. The term authorized Government representative, as used in this provision, refers to the quality representative and property administrator assigned to the Defense Fuel Support Point

(DFSP).

https://fuelstraining.com/ https://www.jllis.mil/

Inventory Operating Gain or Loss Tolerances

Post Group

Allowable Operating Tolerance Gain/Loss Percentage

Distillates (Diesel Fuels, Jet A1, JP5, JP8, JPTS, F76, Kerosene, other residuals, etc.)

.0025 or .25%

JP4 .003 or .3% Aviation and Motor Gasoline (AVGAS (130), MOGAS (MUR, MUP, etc.)

.005 or .5%

Fuel System Icing Inhibitor (FSII) .0025 or .25% Lube Oils** .0025 or .25%

**NOTE: Report all Lube Oil transactions at “gross” or ambient temperatures.

(8) END OF MONTH/END OF YEAR RECONCILIATION. EOM and EOY reconciliation procedures are detailed in DLA Energy Interim Guidance DLA Energy P-1. DLA Energy P-1 and end of year close out instructions are located at https://fuelstraining.com or https://www.jllis.mil/ under DLA Energy Portal, then attachments.

(9) The following are documentation requirements for transactions (NOTE: DD Forms are located at https://esd.whs.mil/directives/forms.)

TRANSACTION DOCUMENT

Appointment/Delegation Letters Formal Correspondence Daily Document Review Checklist DLA Form 2061 End-of-Month Reconciliation Checklist DLA Form 2056

RECEIPTS

Receipts from DLA Energy Procurement Contracts DD Form 250/250-1 Receipts of Shipments from a DFSP DD Form 250/250-1, DD Form 1348-7 Receipts from an end-user (with or without credit) DD Form 1898 or 1149 Petroleum Daily Receipt/Transfer Summary Sheet DLA Form 2046

SHIPMENTS

Shipments from a DFSP to authorized customers See Sales/Issues Shipments between DFSPs DD Form 250/250-1, DD Form 1348-7, Petroleum Daily Receipt/Transfer Summary DLA Form 2046

INVENTORY

Physical Inventory DD Form 1348-8* and/or DD

Forms 2920, 2921, 2921C, ATG or AFHE Summary Reports (DD Form 1348-8 is required for end-of-month inventory reporting or transfer of account actions only).

All Inventory Adjustments DD Form 1348-8

Normal handling of variances (excessive) DD Form 1348-8 Determinable losses such as spills, line breaks, non-recoverable, tank bottoms, major disasters, combat losses, etc.

Condition/Identity Change DD Form 1348-8 Downgrade, regrade, or additive DD Form 1348-8, DD Form Automatic Tank Gauge Verification for Inventory Control DLA Form 2026

ISSUES/SALES OR RETURNS/CREDITS

Issues of product from a DFSP to an end user customer DD Form 1898 or 1149 Automated data capture printout (EPoS to FMD Reconciliation) SHIPMENTS to other DFSPs DD Form 1348-7, DD Form 250-1

Return of product from an end user customer with credit DD Form 250/250-1, DD Form 1898 or 1149

Automated Data Capture printout (EPoS to FMD Reconciliation)

FINANCIAL LIABILITY INVESTIGATION OF PROPERTY LOSS

As required, when directed by DLA Energy DWCF Petroleum Accountable Officer. DD Form 200 and supporting documents shall be used by the Contracting Officer or Property Administrator

(c) OTHER REQUIREMENTS.

(1) STORAGE TANK OUT OF SERVICE. Prior to removing a storage tank from service, the Contractor shall immediately notify the authorized Government representative by telephone, with follow-up confirmation in writing, providing the date and time the tank is scheduled to be removed from service. In addition, the Contractor shall provide the authorized Government representative a written estimate of unrecoverable tank bottoms. The authorized Government representative shall review and approve the estimate prior to submission to DLA Energy.

(2) UNRECOVERABLE TANK BOTTOMS. Prior to the end of the contract period, the Contractor shall provide the authorized Government representative a written estimate of unrecoverable tank bottoms. The authorized Government representative shall review and approve the estimate prior to submission to DLA Energy.

(3) REPORTING FUEL ADDITIVES AND SLOP FUEL. Government-owned fuel additives, slop fuel, and transmix stock at the DFSP will be treated as separate and distinct items, and all transactions shall be documented as outlined herein. Report these products in gallons and report them under the approved National Stock Number (NSN).

(i) Use an auditable identity change document (DD Form 1348-8) to account for bulk FSII blended with bulk fuel and fuel downgraded to slop. Do not use fractions of a gallon (e.g., if 1.5 gallons of FSII were injected, report 1 gallon and record the .5 once a whole gallon is used).

(ii) Account for packaged additives such as COR, ASA, AS1, AD1, and CO1 locally using a general log or ledger. As the additive is injected, record the amount in the log to track usage and inventory. No other documentation is required.

(4) CREATION OF SHIPMENT TRANSACTIONS. As required and directed by the Government, storage Contractors shall create electronic shipment transactions using the SYNCADA on-line freight payment system. The Government shall advise Contractors of any changes in processing and reporting procedures. Contractors shall contact the Government when additional guidance is required. CONUS storage Contractors shall maintain a daily written log of motor carrier performance to include: carrier, destination, number of trucks ordered, number of trucks furnished, and deficiencies. On the last business day of each calendar month, the Contractor shall forward a copy of the daily written logs to the DLA Energy Regional office having oversight of the motor carrier contract.

(5) STATEMENT OF AUTHORIZED SIGNATURES. The Contractor shall furnish the authorized Government representative a statement containing the names and handwritten signatures of persons authorized by the Contractor to receive and accept Government-owned product or property. The Contractor is required to provide the DLA Energy Contracting Officer/Property Administrator with written notification when previously authorized persons depart (leave, quit, or transfer, or otherwise cease working in a position in which the individual is authorized to receive and accept Government-owned product or property.,) and new personnel are appointed to these positions.

(6) CHANGE IN DFSP OPERATOR. Transfer residual inventory from expired contracts regardless of whether there is a change in contractors. Transfer DFSP product as follows:

(i) The outgoing Contractor, the new Contractor, and the authorized Government representative will jointly gauge all tanks, document each storage tank gauge readings on DD Forms 2920 and 2921C, and calculate the total physical inventory for each grade of fuel. The incoming and outgoing Contractors and Accountable Officials and Property Administrators will sign each DD Form 2920.

(ii) Upon completion of the inventory transfer, a summary DD Form 1348-8, reflecting both outgoing and incoming Contractor signatures verifying accuracy of the inventory summary, supported by the applicable DD Forms 2920 and 2921C, will be completed for each grade of fuel.

(iii) The following certification will be typed in the Memo block of each DD Form 1348-8 and signed by the appropriate individuals:

"The inventory recorded on this DD Form 1348-8 has been transferred from contract (old number) to contract (new number) on (date) .

Signature (Outgoing Contractor) / (New Contractor)

Typed/Printed Name and Titles (Outgoing Contractor) / (New

(iv) The Contractor shall provide this information to the Government representative by telephone and by mailing one copy of each DD Form 2920, DD Form 2921C, and DD Form 1348-8.

(v) The Government representative will mail three copies of the inventory documents covering the transfer month to the outgoing Contractor. The outgoing Contractor shall apply appropriate certification to the inventory documents and retain one copy, provide one copy to the new Contractor, and return the third copy to the Government representative.

(7) RETENTION OF ACCOUNTABLE RECORDS AND DOCUMENTS. To satisfy auditability requirements, DFSPs shall retain a minimum of three years (current fiscal year plus two additional years) of Inventory Documentation/Data on location. Source documents and data requiring retention beyond the three-year point shall be retired to a records retention center.

Contractor shall contact the DLA Energy Records Management Officer via e-mail for disposition instructions at descrecords@dla.mil. The contractor shall provide DLA Energy copies of documents and/or provide any requested inventory information data/data within 3 business days. The contractor shall retain all documents listed below, and will upon request, scan and upload images of all documents into a US Government forms archive or records management storage system. All records are DLA Energy-accountable records and must be retained as follows:

RECORDS RETENTION PERIOD

Appointment letters, e.g., RO/PA appointments, etc. Two years TM designation memo is good for the life of the contract.

Delegation letters Retain current letter on file at

DFSP

Receipts from a DLA Energy Procurement Contract Ten years after the accounting month

Sales/Issues and Returns (with credit) Ten years after the accounting month

Government or Commercial Bills of Lading Ten years, after the accounting month

Financial Liability Investigation of Property Loss and all supporting Ten years after completion.

documentation

Returns without credit Ten years after the accounting month

Shipments between DFSPs Current fiscal year (FY) plus two And supporting documentation additional FYs

Physical inventory data/documentation Current FY plus two additional

FYs

All inventory adjustment documentation Current FY plus two additional FYs

Product condition or identify changes, Current FY plus two additional FYs and supporting laboratory analysis

Contract modifications or change orders Retained locally, three years after the expiration of the current contract

SUPPLEMENT: LIABILITY FOR FUEL SPILLS

The Contractor shall take all measures required by law and good business practice to prevent fuel spills (including, but not limited to, any spilling, leaking, pumping, pouring, emitting, emptying, or dumping into or onto any land or water). In the event that the Contractor's failure to take such measures results in a fuel spill, the Contractor shall be liable for the costs of spill containment, cleanup, and disposal. In addition, the Contractor shall reimburse the Government for any resulting fines or penalties.

SUPPLEMENT: INVENTORY CONTROL RECORDS AND SYSTEMS OF RECORD

(a) INTRODUCTION. The Contractor shall prepare all documentation and systemically process related transactions in accordance with the information and instructions provided herein; DoD Manual 4140.25, DoD Management of Energy Commodities, available at the Washington Headquarters Service site, https://esd.whs.mil/issuances/dodm; and applicable DLA Energy publications listed below, which are available at https://fuelstraining.com or https://www.jllis.mil/ under DLA Energy Portal, then attachments :

Title Description DLA Energy P-1 RECORDING AND PROCESSING INVENTORY TRANSACTIONS DLA Energy P-2 RECEIPT AND SHIPMENT OF PETROLEUM PRODUCTS DLA Energy P-3 DOCUMENT/DATA CONTROL AND RETENTION DLA Energy P-4 PROHIBITION AGAINST ENTERING PRIVACY ACT

INFORMATION/PERSONALLY IDENTIFIABLE INFORMATION IN THE BASE LEVEL

SYSTEMS APPLICATION (BLSA)

DLA Energy P-5 VEHICLE IDENTIFICATION LINK (VIL) KEY ENCODING, ACCOUNTABILITY, AND CONTROL

DLA Energy P-7 ACCOUNTABILITY AND CUSTODIAL RESPONSIBILITIES FOR

DEFENSE WORKING CAPITAL FUND (DWCF) INVENTORY AND GOVERNMENT

PROPERTY

DLA Energy P-8 FUEL CARD PROGRAM DLA Energy P-9 DoD PETROLEUM LABORATORY CORRRLATION PROGRAM DLA Energy P-11 ENERGY AEROSPACE DLA Energy P-12 DEFENSE LOGISTICS AGENCY ENERGY (DLA) SUSTAINMENT, RESTORATION, AND MODERNIZATION (SRM) OF FACILITIES

DLA Energy P-13 RESPONSIBILITIES FOR PETROLEUM AND AEROSPACE CUSTOMER DIRECT SUPPORTDLA Energy P-14 CAUSATIVE RESEARCH AND FINANCIAL LIABILITY https://esd.whs.mil/issuances/dodm

INVESTIGATION OF PROPERTY LOSS

DLA Energy P-22 PROCEDURES FOR REQUISTION, FUNDING REQUESTS, OR

REIMBURSEMENT OF FILTER/COALESCER ELEMENTS

DLA Energy P-25 DEFENSE FUELS SUPPORT POINT (DFSP) ELECTRONIC POINT OF SALE

(EPOS) FIXED AND MOBILE DEVICE US

DLA Energy P-23 Procedures for Authorization and Processing Ground Re-Issue Transactions.

DLA Energy P-26 Defense Logistics Agency (DLA) Energy Automated Information Systems

(AIS)

DLA Energy P-27 PROCESSING OF FUEL SALES TO DISASTER RELIEF AGENCIES DLA Energy P-29 EPoS CUSTOMER QR CODES 06/01/2022 DLA Energy P-30 DFSP EPOS FACILITY RESPONSIBILITIES EPoS DTM This Directive Type Memorandum (DTM) is for DLA Energy, DLA Energy approved customers, and Responsible Officers (RO) / Terminal Managers (TM) at DFSPs that use EPoS Fixed and/or Mobile devices. 03/01/2023 DLA Energy P-32 DEFENSE FUEL SUPPORT POINTS (DFSP) BASE LEVEL SUPPORT

APPLICATION TRAINING

DLA Energy P-33 QUALITY MANAGER AND QUALITY ASSURANCE REPRESENTATIVE

(QAR) WIDE AREA WORKFLOW (WAWF) INSPECTION DATA GUIDANCE

DLA Energy P-35 DLA ENERGY NON-DoD FUEL PURCHASE AUTHORIZATION PROGRAM DLA Energy P-37 PROCESSING REVERSALS/CHANGES TO DWCF TRANSACTIONS DLA Energy P-40 FUEL SPILL/LEAK/RELEASE REPORTING

Documents and procedures are subject to change on a recurring basis, and notifications of changes or newly published documents are announced during logon to the DLA Energy Accountable Property System of Record (APSR). Unless the Government has specifically stated that the Government will provide the hardware (usually at Government-owned facilities), the Contractor shall provide requisite hardware (specifications will be provided by the Government) capable of processing all applicable inventory and accounting transactions on a daily (on normal business days excluding weekend and holidays) through DLA Energy-provided applications or software. The current processing methodologies include both APSR input and upload to the Enterprise Business System (EBS).

Applications require the Contractor to provide and have on-site high-speed internet access with a static Internet Protocol (IP) address, e-mail with individual user accounts, the current version of Adobe Acrobat, the most current version of Internet Explorer, Active Client, and DoD Root Certificates. The DLA Energy systems identified require user identifications and passwords in accordance with DoD Automated Data Processing (ADP) Level III systems access. The Contractor shall be responsible for (in conjunction with DLA Energy/DLA) identifying employees that will be processing inventory/accounting transactions for obtaining requisite systems access for those employees. DoD ADP Level III systems access requires a National Agency Check (NAC) investigation. DLA will provide forms and fingerprint cards and initiate the investigation for contractors without a NAC. The Contractor shall immediately notify DLA Energy when Contractor personnel with access privileges no longer work at the contract facility or no longer require access.

DLA Energy Systems Access Request Submission Process can be found at https://fuelstraining.com or https://www.jllis.mil/ under DLA Energy Portal, then attachments, or https://amps1.dla.mil under DLA Energy P-26, Defense Logistics Agency (DLA) Energy Automated Information Systems

(AIS),

(b) AUTOMATED FUEL INVENTORY REPORTING REQUIREMENTS.

(1) The Contractor shall prepare all necessary documentation (see paragraph (b)(5)) and systemically process each transaction affecting inventory of Government-owned products in its possession by virtue of this contract. Within one business day of each transaction/business event https://fuelstraining.com/ https://amps1.dla.mil/

(excluding weekends and Government holidays), the Contractor shall input transaction data into the Accountable Property System of Record (APSR) or applications designated/provided by the Government. The Government will provide via on-site support or via electronic means, such as user manuals or on-line support/tutorials, initial training for inputting transactional data. The Contractor assumes all responsibility for timeliness and accuracy of transaction data input by its employees.

The Contractor shall prepare and report each transaction in accordance with guidance provided during the training and, thereafter, by qualified Government representatives. The Government will advise the Contractor of any changes in processing and reporting procedures. The Government reserves the right to contact the Contractor on a daily basis (weekdays excluding weekends and holidays) to obtain information concerning transactions processed. Locations that do not have direct connectivity to EBS shall forward all transactions to the applicable DLA Energy Regional Office for processing.

(2) The Contractor shall record in the DLA Energy Accountable Property System of Record (APSR) the inventory (quantity corrected to 60 degrees Fahrenheit) of each Government-owned product stored at the facility. Daily inventories shall be recorded to reflect on-hand inventories as of 2400 hours local time, (discretionary system clock/calendar rollover to the next transaction date) and monthly inventories shall be recorded to reflect on-hand inventories as of 2400 hours local time on the last calendar day of each month (discretionary system clock/calendar rollover to the first transaction date of the next month. Contractor shall process EOM physical inventory adjustment transactions and operating gain/loss adjustment transactions for each DWWCF petroleum product grade within two business days following the last calendar day of each month. End-of-year (EOY) inventories shall be reported as of the last calendar day of the year. EOY transactions and inventories must be processed to EBS by close of business September 30th. The Contractor shall have the account reconciled in accordance with DoDM 4140.25 and/or DLA Energy P-1, Recording and Processing Inventory Transactions, available at https://fuelstraining.com or https://www.jllis.mil/ under DLA Energy Portal, then attachments

(3) Where DLA Energy has deployed an Electronic Point of Sale (EPoS) fixed or mobile device(s), the Contractor shall use the fixed and/or mobile EPoS device(s) to record inventory transactions and upload and reconcile them to the APSR daily. The Contractor shall follow DoD Manual 4140.25, and DLA Energy P-25, P-29 and P-30.

(4) The contractor shall verify and report Automatic Tank Gauging accuracy as required by DLA Energy P-7, Accountability and Custodial Responsibilities for Defense Working Capital Fund (DWCF) Inventory and Government Property.

(5) The contractor shall complete the Responsible Officer (RO) / Terminal Manager (TM) Daily Document Review Checklist and RO / TM End-of-Month Reconciliation Checklist as required by DLA Energy P-7

(6) End of Fiscal Year Closeout Process. The United States Government closes its financial ledgers at midnight on September 30th. In the event the EOY closeout falls on a Saturday or Sunday, the Contractor will be required to document and process all inventory related transactions per EOY closeout instructions that are provided via a pop-up during logon to the APSR or available for download at https://fuelstraining.com or https://www.jllis.mil/ under DLA Energy Portal, then attachments

(7) The Contractor shall prepare inventory adjustment documents (DD Form 1348-8, DFSP Inventory Accounting Document and End of Month Report) in accordance with the DoDM 4140.25, Volume 9, DFSP Bulk Petroleum Inventory Management, Volume 10, DoD Management of Energy Commodities, Sales Accountability and Documentation Management, and DLA Energy P-

1. The Contractor shall provide a detailed explanation on each inventory adjustment document https://fuelstraining.com/ https://www.jllis.mil/ explaining each gain and/or loss in excess of DLA Energy provided tolerances. The Contractor’s representative and the authorized Government representative shall sign each document and provide copies to the DLA Energy Region office. The authorized Government representative shall indicate whether he/she concurs or non-concurs with the statement and shall provide an explanation for any non-concurrence. The term authorized Government representative, as used in this provision, refers to the quality representative and property administrator assigned to the Defense Fuel Support Point (DFSP).

Inventory Operating Gain or Loss Tolerances

Post Group

Allowable Operating Tolerance Gain/Loss Percentage

Distillates (Diesel Fuels, Jet A1, JP5, JP8, JPTS, F76, Kerosene, other residuals, etc.)

.0025 or .25%

JP4 .003 or .3% Aviation and Motor Gasoline (AVGAS (130), MOGAS (MUR, MUP, etc.)

.005 or .5%

Fuel System Icing Inhibitor (FSII) .0025 or .25% Lube Oils** .0025 or .25%

**NOTE: Report all Lube Oil transactions at “gross” or ambient temperatures.

(8) END OF MONTH/END OF YEAR RECONCILIATION. EOM and EOY reconciliation procedures are detailed in DLA Energy Interim Guidance DLA Energy P-1. DLA Energy P-1 and end of year close out instructions are located at https://fuelstraining.com or https://www.jllis.mil/ under DLA Energy Portal, then attachments.

(9) The following are documentation requirements for transactions (NOTE: DD Forms are located at https://esd.whs.mil/directives/forms.)

TRANSACTION DOCUMENT

Appointment/Delegation Letters Formal Correspondence Daily Document Review Checklist DLA Form 2061 End-of-Month Reconciliation Checklist DLA Form 2056

RECEIPTS

Receipts from DLA Energy Procurement Contracts DD Form 250/250-1 Receipts of Shipments from a DFSP DD Form 250/250-1, DD Form 1348-7 Receipts from an end-user (with or without credit) DD Form 1898 or 1149 Petroleum Daily Receipt/Transfer Summary Sheet DLA Form 2046

SHIPMENTS

Shipments from a DFSP to authorized customers See Sales/Issues Shipments between DFSPs DD Form 250/250-1, DD Form 1348-7, Petroleum Daily Receipt/Transfer Summary DLA Form 2046

INVENTORY

Physical Inventory DD Form 1348-8* and/or DD Forms 2920, 2921, 2921C, ATG or AFHE Summary Reports (DD Form 1348-8 is required for end-of-month inventory reporting or transfer of account actions only).

All Inventory Adjustments DD Form 1348-8

Normal handling of variances (excessive) DD Form 1348-8 Determinable losses such as spills, line breaks, non-recoverable, tank bottoms, major disasters, combat losses, etc.

Condition/Identity Change DD Form 1348-8 Downgrade, regrade, or additive DD Form 1348-8, DD Form 3075 Automatic Tank Gauge Verification for Inventory Control DLA Form 2026

ISSUES/SALES OR RETURNS/CREDITS

Issues of product from a DFSP to an end user customer DD Form 1898 or Automated data capture printout (EPoS to FMD Reconciliation) SHIPMENTS to other DFSPs DD Form 1348-7, DD Form 250-1 Return of product from an end user customer with credit DD Form 250/250-1, DD Form 1898 or 1149 Automated Data Capture printout (EPoS to FMD Reconciliation)

FINANCIAL LIABILITY INVESTIGATION OF PROPERTY LOSS

As required, when directed by DLA Energy DWCF Petroleum Accountable Officer. DD Form 200 and supporting documents shall be used by the Contracting Officer or Property Administrator

(c) OTHER REQUIREMENTS.

(1) STORAGE TANK OUT OF SERVICE. Prior to removing a storage tank from service, the Contractor shall immediately notify the authorized Government representative by telephone, with follow-up confirmation in writing, providing the date and time the tank is scheduled to be removed from service. In addition, the Contractor shall provide the authorized Government representative a written estimate of unrecoverable tank bottoms. The authorized Government representative shall review and approve the estimate prior to submission to DLA Energy.

(2) UNRECOVERABLE TANK BOTTOMS. Prior to the end of the contract period,…