RFP_ATT_17_Pre-Proposal_Contracting_and_Quality-_Vendor_Slides.pdf

DEFENSE LOGISTICS AGENCY

AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY

DEFENSE LOGISTICS AGENCY

AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY

WARFIGHTER FIRSTWARFIGHTER FIRST

Federal Emergency Management Agency

(FEMA)

Solicitation SPE605-18-R-0234

Pre-Proposal Kickoff September 2018

WARFIGHTER FIRSTWARFIGHTER FIRST

AGENDA

Source Selection Information – See FAR 2.101 & 3.104 Unclassified/ For Official Use Only

• Introductions

• Quality Brief

• FEMA Solicitation

• Procurement Process Overview

• Offer Entry Tool

• Contract Administration

• Q&A

Mobile Emergency Response Support (MERS) locations

FEMA Regions

FEMA SPE605-18-R-0234

Source Selection Information – See FAR 2.101 & 3.104 Unclassified/ For Official Use Only

FEMA SPE605-18-R-0234

• REQUIREMENTS:

‐ Gasoline, Reg Unl (MUR) NSN: 9130-00-148-7103 QTY: 40,693,277 USG ‐ Diesel Fuel #2, ULS (DS2) NSN: 9140-01-524-0139 QTY: 117,585,675 USG ‐ Jet A1 (JA1) NSN: 9130-00-359-2026 QTY: 7,300,000 USG ‐ Propane NSN: 6830-01-628-8003 QTY: 3,120,000 USG

• DELIVERY MODES:

‐ FOB Destination: Barge, Tank Truck, Tank Wagon

• DELIVERY LIFT CONDITIONS/TERMS:

‐ Each line item in the solicitation specifies the Incident Support Base (ISB), mode, product, and quantity (USG).

‐ Distribution points within a 300-mile radius of designated ISB sites. The contractor shall be responsible for performing all fuel delivery operations during normal and adverse conditions, 24 hours a day/7 days a week, as well as other terms specifically negotiated under each contract.

• COMMERCIAL ITEM DETERMINATION

• ORDERING PERIOD:

‐ June 1, 2019 through May 31, 2024

• DELIVERY PERIOD:

‐ June 1, 2019 through May 31, 2024, plus a 30-day carry-over period

• REQUEST FOR PROPOSAL (RFP)

• FULL AND OPEN COMPETITION – IAW FAR 6.1

• CONTRACT TYPE:

‐ Requirement Type contracts

• OFFER ENTRY TOOL (OET)

‐ Online platform, mandated use for offer submissions

• PRICING:

- Fixed-Price with Economic Price Adjustment (EPA)

Solicitation Overview

‒ Standard Form (SF) 1449

• Section B - Supplies

• Section C - Descriptions/Specifications/Statement of Work: (Quality Assurance

Provisions : C-QAPS)

• Section D - Packaging and Marking: N/A

• Section E - Inspection and Acceptance: (Quality Assurance Provisions: E-QAPS)

• Section F - Deliveries or Performance

• Section G - Contract Administration Data

• Section H - Special Contract Requirement

• Section I - Contract Clauses

• Section J - List of Documents, Exhibits and Other Attachments

• Section K - Representations, Certifications, and other Statements of Offerors or

Respondents

• Section L - Instructions, Conditions, and Notices to Offerors or Respondents

• Section M - Evaluation Factors for Award

Section B – Supplies (Schedule)

• B1.01 SUPPLIES TO BE FURNISHED (DOMESTIC PC&S) (DLA ENERGY JAN 2012

• Line items identifying Incident Support Base (ISB) locations

Item: 0001 Quantity: 100,000 UoM: UG6 Period of Performance: 07/01/2019-06/30/2024 Escalator: PDNYSPTJTK- PLATTS DAILY NY SPOT JET KERO Base-Ref: 07/13/2018 Base-Price: 2.155900 NSN Delivery Identification State

9130-003592026 (JAA) 7033E9001 - REGION I MA

TURBINE FUEL,AVIATION

Delivery Address: INTERMIDIATE STAGING BASES SEE DELIVERY NOTES MA 99999 Service Code Delivery DODAAC Ordering Office DODAAC FEMA 7033E9 7033E9 Mode Receipt % Max Parcel Min Parcel FOB Restriction

TANK WAGON

Delivery Hours: VARIOUS - WILL BE SPECIFIED IN DD1155.

Delivery Notes: TW (TW), TANK WAGON W / PUMP & METER OR TANK TRUCK (TT) W / PUMP & METER CAPABLE OF MECHANICALLY PRINTING DELIVERY TICKETS SHOWING THE AMOUNT OF FUEL OFFLOADED INTO VARIOUS VEHICLES AND

EQUIPMENT AS DIRECTED BY FEMA GOVERNMENT PERSONNEL.

DELIVERY POC: various - will be specified in DD1155.

DELIVERY LOCATIONS: Ft. Devens, MA / Westover ARB, MA In the event of widespread disaster, fuel support may be needed to supporting Staging Areas not listed within a 300 mile radius of all mobilization area, staging areas, and other point of distribution within the states identified in this solicitation.

PROCEED AS AUTHORIZED PER SECTION 2 OF PERFORMANCE WORK STATEMANT (PWS) TO LOCATION IDENTIFIED IN ORDER TO RECEIVE FURTHER INSTRUCTIONS FROM FEMA GOVERNMENT PERSONNEL. PER SECTION 7 OF PWS LOAD INTO VARIOUS VEHICLES AND EQUIPMENT AS DIRECTED BY FEMA GOVERNMENT PERSONNEL. THIS CLIN SUPPORTS BASE PERIOD (BASE) OF 5 YEAR.

NOTE: Delivery Ticket Notes: THIS OPERATION IS A FEMA AND DOD OPERATION. IT IS REQUIRED TO TRACK ALL DELIVERIES TO FEMA

OR DOD INDIVIDUALLY TO ENSURE THE CORRECT CUSTOMER IS BILLED

DELIVERY TICKETS SHOWING THE AMOUNT OF FUEL OFFLOADED REQUIRED.

FEMA SPE605-18-R-0234

• Base Reference Price and Date

• Base reference prices (provided by DLA Energy) represent a overall “snap-shot” view of petroleum prices in a particular market or region.

• These are “raw data” fuel prices that do not include vendor overhead, transportation or other costs.

• Potential offerors should carefully calculate, examine and include all costs prior to submitting an offer.

• The base reference date for all items issued under the FEMA solicitation is 13 July 2018.

B19.19 ECONOMIC PRICE ADJUSTMENT - PETROLEUM PRODUCT PRICE,

POST, CAMP, AND STATION (PC&S) (DLA ENERGY JUNE 2017)

FEMA SPE605-18-R-0234

• Platts - The predominant publication used for petroleum product pricing. Platts provides consistent fuel pricing across the region for a majority of petroleum products used under the FEMA fuel program.

•Contract prices using Platts are updated by DLA Energy daily using averages of prices from the previous month. Updated prices are effective on the first day of the month.

• Price Computations - Price should include the cost of the fuel, vendor differential plus all applicable taxes and fees and or Levies that are chargeable to the government.

• It is the responsibility of the vendor to know what the appropriate taxes, fees and levies.

• If the government is excluded from paying any taxes levies and or fees that cannot be included in the offer price.

• Price should realistically reflect the cost of fuel delivery from point A to point B given the mode of transportation and on-the-ground conditions at the time of delivery.

Publications and Subscriptions

FEMA SPE605-18-R-0234

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIPWARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP

DEFENSE LOGISTICS AGENCY

AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY

DEFENSE LOGISTICS AGENCY

AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY

WARFIGHTER SUPPORT ENHANCEMENT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENTWARFIGHTER SUPPORT ENHANCEMENT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT

FEMA QUALITY

BRIEFING

17 SEPT 2018

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WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIPWARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP

• Introduction

• DLA Energy Expectations

– Inspections

– Paperwork

• Technical & Inspection Requirements

– “C” QAPs (Specifications)

– “E” QAPs (Inspection)

QUALITY BRIEF

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• Identify All Sub-Contractors , Locations, and Supply Sources

• Certificate of Analysis (COA)/ Specification Sheet: required to be submitted with proposal

• Commitment Letters: returned in a timely matter and required to submitted with proposal

• We will identify the non-conformance in the survey initially and the offerors can make their changes, and or provide objective evidence of compliance.

QUALITY BRIEF

Pre Award Survey

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QUALITY BRIEF

Truck/Barge Deliveries

• Responsible personnel shall examine accompanying paperwork, assuring the correct product, quantity, and location.

• Tank compartments of delivering conveyance shall be sampled (all-level) and examined for workmanship.

• If unable to take an all level sample from the compartment prior to discharge, then an in-line sample taken during discharge may be used.

• If unable to do any of the above, a sample may be taken from the nozzle after discharging a volume of product estimated at two times the capacity of the piping system.

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PC&S FUELS

• Gasoline

ASTM D4814, C16.69-1

• DS2

ASTM D975, C16.69-11

• JAA/JA1

ASTM D1655, C16.08-1, C16.09

• CNG, PROPANE-BUTANE MIX

GPA 2140, C40

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QUALITY PROVISIONS & CLAUSES

The C and E Quality Assurance Provisions (QAPs), and the FAR, DFARS, and DLAD clauses in DLA Energy Contracts represent fuel Specification and Quality issues which must be adhered to by all Contractors doing business with DLA Energy. The C & E QAPs are written, managed and maintained by DLA Energy-Q. Any attempt to create, modify, or delete these QAPs must be coordinated through this office before acceptance.

QAPs- C16.69-1, C16.69-11, C16.09, C16.08-1, C40

QAPs-E1, E1.21, E4, E12, E18.01, E21.01, E22, E35, E37, E40.01

DFARS 252.246-7000

FAR 52.246-2

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QAP C16.09 and C16.08-1 ASTM D1655 Turbine Fuel Aviation (JA1) and (JAA)

• Requires product to conform to ASTM D1655

• JA1 is primarily used outside of the United States; Exception being Alaska

• JA1 must have a freeze point of -47°C or below; JAA must have a freeze point of -40°C

• QAPs detail the requirement for the following additives: FSII (Fuel System Icing Inhibitor), Corrosion Inhibitor/Lubricity Improver (CI/LI), SDA (Static Dissipater Additive)

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QAP C16.09 and QAP C16.08-1 (continued)

• Static Dissipater (SDA) Aviation jet fuel has an increased risk of charge generation and ultimately static discharge, especially during loading or as the fuel passes through filters. To virtually eliminate this risk, SDA is widely used in jet kerosene. When required by line item.

• Corrosion Inhibitor/Lubricity Improver (CI/LI) Provides lubricity enhancement needed for certain aircraft fuel control components;

provides minimal level of lubricity enhancement for rotary fuel injection pumps on ground vehicles and provides protection against corrosion of pipeline systems. When required by line item.

• Fuel System Icing Inhibitor (FSII) Water dissolved in fuel can come out of solution in low temps in the form of very fine droplets. The droplets formed can freeze at altitude and cause filter plugging. FSII is used to protect the system from this problem. When required by line item.

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QAP C16.69-1

GASOLINE AUTOMOTIVE, UNLEADED

• Requires product to conform to ASTM D4814

• Details octane and oxygenate requirements.

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C16.69-11 Fuel Oil Diesel

• Requires product to conform to ASTM D975

• Sets additional specification requirements

• Sulfur, Flash point, etc.

• Additives addressed in C QAP

• If additives are used DLA Energy KO must be notified

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QAP C40

PROPANE-BUTANE MIXTURES

• Requires product to conform to GPA 2140 or ASTM D1835

• Covers additional requirements and testing

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QAP E1 Contractor Inspection Responsibilities

• Contractor shall provide & maintain an Quality Control Plan (QCP) acceptable to the Government.

• Government has the right to inspect and/or test all supplies called for in contract

• Government may require contractor to provide samples of product under this contract

• Acceptance of supplies will take place at destination notwithstanding inspection by Government, may take place elsewhere prior to acceptance.

• Minimum Sampling and Testing requirements.

• Sample Retention

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QAP E1.21 Contractor Inspection Responsibilities

• Applies to Jet A/Jet A1 with or without additives shipped into fungible pipeline systems or transported by tank truck/trailer and rail car

• Sets minimum requirements for Contractor Quality Control Plan (QCP) that supports aviation fuel in this contract

• Sets requirements for obtaining and maintaining specific documentation for length of contract

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QAP E4 Inspection

• This QAP applies only to deliveries by Tanker or Barge

• Sets minimum requirements when Government Inspection is required

• Sets requirements for Inspection Offices

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QAP E12 Point of Acceptance

• For f.o.b. destination contract items, acceptance of supplies furnished hereunder shall take place at destination

• Acceptance shall take place as stated above, unless specifically stated otherwise in the contract

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QAP E18.01 Sample Submission

• The Contractor shall furnish hereunder, from time to time, samples of each product or grade of product to be furnished under this contract at the request of, and in the manner and to the place designated by, the Quality Representative; PROVIDED, however, that in no event shall the Contractor be required to furnish during the period of this contract more than five 1-gallon samples under each contract line item.

• Such samples shall be furnished without charge to the Government and shall be packed, marked, and shipped by the Contractor, shipping expense prepaid, in containers and shipping boxes furnished by the Contractor

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QAP E21.01 Point of Inspection

• When government inspection is deemed necessary it shall be performed, prior to acceptance by the cognizant office specified in the List of Inspection Offices for Petroleum Product contracts or the Quality Representative clause of this contract, whichever is applicable.

• On items calling for FOB destination delivery, inspection will be normally be performed at the point of destination, however the government reserves the right to perform an inspection at any point prior to acceptance.

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QAP E22: List of Inspection Offices For DLA Energy Contracts

Shows a listing of Areas of Responsibility CONUS and OCONUS identified by office codes

DLA Energy Americas East Code 110

Mailing Address:

DLA Energy Americas East

ATTN: Quality Manager Federal Building, Room 1005

2320 LaBranch Street Houston, Texas 77004-1091 Phone: (713) 718-3883, ext.

162/161/160 FAX: (713) 718-3891

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QAP E22: List of Inspection Offices For DLA Energy Contracts

Shows a listing of Areas of Responsibility CONUS and OCONUS identified by office codes

DLA Energy Americas West Code 120

Mailing Address:

DLA Energy Americas West

ATTN: Quality Manager 3171 N Gaffey Street

San Pedro, CA 90731-1099 Phone: (310) 241-2806/2807

FAX: (310) 241-2836

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QAP-E35 Non-Conforming Supplies & Services Product Found Off-Spec Before Delivery

• Contractor feels product is suitable

• Contractor requests Deviation/Waiver from Contracting Officer. If granted modifying contract consideration shall not be less than $500 which covers admin costs.

• DLA Energy determines whether product is acceptable

• Equitable Price Adjustment (EPA) negotiated

• Product found off-spec after delivery

• Found by Government testing

• DLA Energy may initiate a claim

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Exceptions, Deviations, & Waivers

• When a vendor discovers that they cannot provide the required product due to operational or specification reasons, they can petition DLA Energy for an Exception, Deviation, or Waiver to a requirement.

• Exception is granted before contract award, during solicitation and negotiations, to accept something that departs from solicitation, specification or referenced document requirement.

• Deviation granted after contract award but prior to manufacture / delivery.

Departs from contract, specification or referenced document requirement.

• Waiver is granted after contract award to accept something that departs from specified requirements and is suitable “as is” for a finite amount of time/deliveries/quantities. Product shall return to ‘on spec.’ after waiver.

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Exceptions, Deviations, & Waivers

• The vendor will Notify the Contracting Officer to initiate the EDW process.

• When a vendor requests an EDW, specifics and justification for the request must be submitted and are considered during the EDW process.

• The Contracting Officer will notify the vendor of final determination.

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QAP-E37 SOURCE RESTRICTION and

SOURCE INSPECTION

• If a vendor provides any product that is determined to be off-spec, the Contracting Office has the right upon giving written notice to require the vendor to designate a single source of supply for each destination set forth in the contract.

• If a serious quality problem arises or if a quality problem recurs, for which the vendor was supposed to have taken corrective action, the Contraction Officer shall, in addition to Source Restriction, have the right to change the inspection point from destination to origin (source) by advising the vendor in writing.

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QAP-E40.01 MATERIAL INSPECTION AND

RECEIVING REPORT/WIDE AREA

WORKFLOW (WAWF) ENERGY

RECEIVING REPORT (ERR) BULK

FUEL/DIRECT DELIVERY AVIATION FUEL

• Required in all bulk fuel solicitations contracts and Direct Delivery

Aviation fuel contracts

• Sets guidelines for the submission of fuel quality testing data and supporting documentation for:

– Marine shipments

– Pipeline shipments

– Truck, rail car, and intermodal container shipments

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FAR 52.246-2 Inspection of Supplies

• Contractor responsible for quality to FOB point

• Government has the right to inspect and test supplies called for in the contract

• Government failure to inspect and accept or reject the supplies shall not relieve the contractor from responsibility, nor impose liability on the government for non-conforming supplies

• The contractor shall provide and maintain an inspection system acceptable to the government covering supplies under this contract

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DFARS 252.246-7000 Material Inspection and Receiving Report

• DD Form 250: Required for all truck, tank wagon, pipeline

• DD Form 250-1: Required for all barge and tanker items (marine shipments)

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CLAUSE F1.09-2

Determination of Quantity

• If the delivery narrative requires a Tank Wagon (which is always equipped with a meter) the meter will be used to determine quantity at the time of delivery. The quantity shall be read directly from the meter.

• FOB destination deliveries by tank truck, or truck and trailer quantities shall be determined in the following order of preference:

– Calibrated meter on the receiving tank system

– Calibrated meter on the conveyance

– Weight using calibrated scales at the receiving location

– Loading Rack ticket generated at the time of loading

– Receipt tank measurements as identified in the schedule

• All quantities other than delivery by tank wagon shall be converted either mechanically or manually to net gallons at 60°F, or liters at 15°C

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CLAUSE F1.09-2

Determination of Quantity (Continued)

• On items requiring F.O.B delivery for a Tanker or Barge, the invoice quantity shall be determined on the basis of:

– Calibrated meters on the receiving tank system

– Receiving tank measurements

– Based on the barge cargo documents, the quantities on these documents shall be recorded/provided in both gross and net based on barge tank gauging before/after loading and/or before/after discharge.

• All quantities shall be converted to net gallons at 60°F, or liters at 15°C

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CLAUSE F1.09-2

Volume Correction

• All measurements and calibrations made to determine quantity shall be in accordance with the most recent edition of API Manual of Petroleum Measurement Standards

(MPMS).

• API MPMS Chapter 12 Calculation of Petroleum Quantities: All calculations of net quantities shall be made in accordance with this chapter.

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CLAUSE F1.09-2

Volume Correction

• The following information shall be mechanically annotated on the contractor's shipping document (such as truck’s metered ticket) when the document is used to determine quantity under this contract:

‒ Gross and Net quantities (gallons or liters as required) ‒ Observed and corrected API gravity/density ‒ The temperature ( F° or C°) at which the product was measured

• The following exceptions apply:

‒ Where government documents are the sole basis for payment, the info is not required.

‒ Where conveyances with temperature compensating meters are used, the shipping documents shall only be annotated with the corrected API gravity/density, the net quantity, and a statement that a temperature compensating meter was used to determine quantity.

‒ Where volume correction for temperature is not required, the shipping document shall only be annotated with API gravity or density, gross quantity, and a statement that volume correction was not required.

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QUESTIONS

Section F - DELIVERIES OR PERFORMANCE

• 52.211-16 VARIATION IN QUANTITY (APR 1984)

• A 10% +/- shall apply to each delivery order

• F-0003 F1.11 DLA INTERNET BID BOARD SYSTEM (DIBBS) (DLA ENERGY APR

2014)

• (d)(2) Only a DLA Energy warranted Contracting Officer can issue an order, either orally or in writing, against a contract. An oral order issued by the warranted Contracting Officer shall provide the required advance notice to the Contractor and the following information: Interim order number; contract number; item number;

quantity; delivery location; and the required delivery and/ or service date.

• (d)(3) Calls against previously issued orders must be confirmed in writing within 24 hours or one business day via email message. The email confirmation will reference the previously issued order number and item number and designate specific delivery location, dates, and quantity to be delivered against that order.

• (d)(4) The Contractor’s non-receipt of a written or electronic confirmation of an oral order or oral call against a written or electronic order does not relieve the Contractor from its obligation to perform in accordance with the oral order or oral call against a written or electronic order. The Contractor should contact the DLA Energy Contracting Officer if problems are experienced with receipt of the electronic or written confirmation.

FEMA SPE605-18-R-0234

• F-0008 F98 DELIVERY CONDITIONS FOR ALL GRADES OF MOTOR GASOLINE

AND AVIATION FUELS (DLA ENERGY OCT 1992)

• (a) The Contractor shall comply with National Fire Protection Association (NFPA) standards and any other Federal, State, or local safety measures and environmental requirements applicable to the geographic location of the receiving activity. Special attention should be given to the safety measures required for items calling for truck-to-truck or truck-to-drum delivery of motor gasoline or aviation fuels (section 5 of the NFPA 30 standards for such measures as static protection, bonding/grounding procedures, etc.).

• (b) The Contractor shall be responsible for using delivery conveyances that carry vapor recovery systems compatible with the storage/equipment used to receive motor gasoline or aviation fuel at the receiving activity.

FEMA SPE605-18-R-0234

Section G - CONTRACT ADMINISTRATION DATA

• G-0002 G9.06 ADDRESS TO WHICH REMITTANCE SHOULD BE MAILED (DLA

ENERGY JAN 2017)

– Alternate payment method if Electronic Funds Transfer (EFT)

• Offeror shall indicate below the complete mailing address (including the nine-digit zip code) to which remittances should be mailed if such address is other than that shown in Block 17a (SF 1449) for commercial items.

• G-0003 G9.07 ELECTRONIC TRANSFER OF FUNDS PAYMENTS - CORPORATE

TRADE EXCHANGE (DLA ENERGY JUL 2007)

– The bank designated as the receiving bank must be located in the United States and must be capable of receiving Automated Clearing House (ACH) transactions.

• G-0004 G9.07-5ELECTRONIC TRANSFER OF FUNDS PAYMENTS – FEDERAL

RESERVE WIRE TRANSFER SYSTEM (DLA ENERGY JAN 2012)

– The bank designated as the receiving bank must be capable of receiving Federal wire transactions via either a SWIFT Code or an IBAN.

FEMA SPE605-18-R-0234

• FEMA Performance Work Statement (PWS) – ATTACHMENT I

• 2.1 General Scope

– The scope of this contract includes providing complete fuel support, inclusive of contractor mobilization, contractor fuel delivery, and contractor detailed record keeping. The rapid deployment to support emergency relief may result anytime fuel is in short supply. In order to provide critical fuel support during disasters and emergencies.

– FEMA provides support to United States, to include Tribal governments, and U.S.

Territories

• 2.2 Ordering - The contractor shall be prepared to provide fuel support to disaster-impacted areas upon the beginning of the period of performance. When the disaster-impacted area is within the 48 continental United States contactor will receive (if possible), a 48 hour advance notice of fuel requirements.

– The contractor shall be prepared to transport fuel as required by FEMA Incident Support Base (ISB) or Staging Area (SA) location, which may require tank trucks, tank wagons, high water vehicles, portable storage tanks and/or barge.

FEMA SPE605-18-R-0234

Performance Work Statement Cont’d

• 2.3 Fuel Ownership: Ownership of fuel transfers to FEMA once contractor arrives at designated ISB or SA locations and FEMA Fuels Task Monitor (FTM) signs acceptance of all fuel provided per order. FEMA will designate various stakeholders/points of distribution during the lifecycle of disaster support.

• 2.4 Readiness: The contractor shall have sufficient equipment available for rapid deployment to support the quantity of fuel required and delivery conditions of each area and preventive maintenance programs to ensure optimum equipment readiness levels at all times. The contractor shall have a quality control program to ensure fully compliant services are provided throughout the contract period. The contractor shall stage fully functioning fueling sites with full retail capability (retail capabilities shall include but not limited to truck to truck-wagon transfer, truck to individual vehicle, truck to 5-gallon gas can and truck to tank) to FEMA specified relief areas. The contractor shall also have alternate supply sources in case of pipeline(s)/refinery (s) shutdown or any other disruptions in supply chain occur. Contractor shall provide continuous supply as necessary to the disaster-impacted area.

FEMA SPE605-18-R-0234

• 2.4.1 Readiness Drills: Bi-annually FEMA will select a random location for the Readiness Drill, which can be either continental 48 states, Hawaii, Alaska or any of the US Territories.

• 2.4.3 Readiness Table Top: Contractor shall participate as requested with tabletop discussions

• 2.5 Equipment: The contractor shall standardize the equipment used for each deployment to the maximum extent possible so that the quality of support is consistent throughout the period of performance. Equipment deployed shall be sufficient to meet the capacity set forth in the order and conditions in the area where delivery is to be made. Contractor shall have sufficient trucking assets to account for the fact that trucks may be detained for long periods awaiting download or further direction to a distribution point. Contractor shall attach FEMA tracking devices (GPS Transponders) to truck trailers at the ISB/SA to permit tracking of the load to the final distribution point. Contractor shall provide the number of trucks prior to arriving at the established ISB/SA location and any additional fuel vehicles arriving to satisfy FEMA fuel requirement to DLA Energy Contracting Officer.

FEMA SPE605-18-R-0234

• 2.6 Deliveries: Contractor shall have the ability to meet deliveries at officially designated ISBs and SAs as well as other distribution points within a 300-mile radius of designated incident support bases sites. The contractor shall be responsible for performing all fuel delivery operations during normal and adverse conditions, 24 hours a day/7 days a week. Contractor shall provide supplies in compliance with contract quality terms and all other local, state and federal regulatory standards and conditions.

The Contractor shall have the equipment to establish mobile refueling centers, including temporary storage capability, to facilitate meeting requirements under this contract. The Contractor shall provide a commercial receipt (bill of lading, metered ticket, or delivery ticket) upon arrival at the ISB specified in the order. The FEMA representative at that location will date and sign the commercial receipt and shall be provided with a legible copy.

• 2.6.1 Access: Contractor will provide updated list of personnel when contract is activated to include records of CDL licenses with endorsements, driver logs and license plate numbers to be reviewed by the CO and forwarded to the base/ISB for access. Drivers are required to have a clean criminal background with no felonies.

• 2.7 Compliance with Law: The contractor is responsible for adherence to applicable local, state, and federal regulations and laws within the geographic location of the receiving activity on the date of delivery. The contractor shall be responsible for acquiring all certificates, permits and approvals for the supplies provided.

FEMA SPE605-18-R-0234

FEMA / POD / FSA BSI ISB

ISB

POD

POD

POD

POD

FEMA Owned Product From ISB Forward (On Site FEMA Ordering Officer)

FEMA directs CC and products from ISB to FSAs /PODs

Contingency Contractor (CC) Stages at FEMA ISBs and pushed to FSAs and PODs

FSAs and PODs Contingency Contractor Can set up to 250 PODs within a 300 mile radius

Contingency Contractor (CC) Draws Fuel from Commercial Terminal(s)

Commercial Terminal(s)

Contingency Contractor (CC) Potential Missions staged from ISBs / FSAs / PODs

POLICE

FIRE

HOSPITALS

GENERATOR

SETS

COMMS

SYSTEMS

(CC)

BULK

STORAGE

Contingency Contractor (CC) Retail Example at FSA / POD

Line Haul Tankers

Retail Tankers (Tank Wagons)

First Responder Vehicles

Contingency Contractor

(CC)

Re-supplies sites as needed (FEMA ISBs/FSAs/PODs)

Line haul Tanker Retail

FEMA / POD / FSA BSI ISB

ISB POD

POD

POD

POD

FEMA Owned Product From ISB Forward (On Site FEMA Ordering Officer)

FEMA directs CC and products from ISB to PODs

Contingency Contractor (CC) Stages at FEMA ISBs

Contingency Contractor Can set up to 250 PODs within a 300 mile radius

Line haul Tanker Retail

Contingency Contractor (CC) Re-supplies sites as needed (FEMA ISBs/FSAs/PODs)

SoCal AS 15 CC Employment Example

Source Selection Information – See FAR 2.101 & 3.104 Unclassified/ For Official Use Only 49

• 3.1 GFP, GFE, and GFS: The Government will provide global positioning system (GPS) units to the Contractor. The Contractor shall submit the number of units needed and the point of contact information for their property manager to the CO in order to receive GFE. Upon activation of the contract by the Government, the Contractor will provide a daily report containing the positioning data of the units issued.

• 4.1 Environmental Requirements: Supplies delivered under this contract shall conform to all Federal, State, and local environmental requirements applicable to the geographic location of the receiving activity on the date of delivery. The Contractor shall take all measures as required by law to prevent oil 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 the Contractor spills any oil (including, but not limited to, gasoline, diesel fuel, propane, or jet fuel), the Contractor shall be responsible for the containment, cleanup, and disposal of the oil spilled.

• 4.5 Transit Times: The Contractor shall make delivery to the designated destination within the delivery time stated in Paragraph 2.2. The Contractor shall notify the Contracting Officer immediately if delivery times cannot be met.

FEMA SPE605-18-R-0234

• 4.6 Hours of Service: Prior to activation of the Contract as DLA Energy described in paragraph 2.5.2, the Contractor shall maintain availability 24 hours day, 7 days a week for receipt of activation notice and/or orders.

• When activated, the Contractor shall provide qualified personnel 24 hours a day, 7 days a week who are familiar with the contract's terms and conditions. The Contractor shall provide customer service capability to respond within one hour to an activation notice, order for service or request for assistance. The Contractor shall accept orders for service, arrange for shipment, and perform delivery 24 hours a day, 7 days a week.

• The Contractor shall remain in activated status until such time as the Contractor receives notice of demobilization from the FEMA Fuels Task Monitor (FTM) and DLA Energy Contracting Officer.

• 5.1 Reporting Requirements: The Contractor shall provide reports at the end of each day (by 4:00pm Eastern Standard Time; Ft. Belvoir, VA Local Time) or as needed with contents. See FEMA PWS 5.1 for list of information required. The Contractor will maintain all signed receipts as evidence of deliveries and will provide them electronically to support the Excel spreadsheet(s) deliveries to the Government when invoice is submitted or upon request. Note that the Government reserves the right to modify the information required to be documented on the fuel delivery logs at any time.

FEMA SPE605-18-R-0234

• 7.1 Incident Support Bases (ISB) and Staging Area (SA) Locations by State: See Schedule for ISBs and SAs. The location of ISBs and SAs is subject to change and their location will be provided on the order(s) a Contractor will receive after activation.

• 8.1 Changes to PWS: Any changes to this PWS shall be authorized and approved only through written correspondence from the DLA Energy Contracting Officer.

• 9.1 Demobilization/Deactivation: Contractor established mobilization sites shall be demobilized when notified by FEMA and DLA Energy Contracting Officer. Expedited demobilization may be needed if the site is threatened by additional disasters or other threatening occurrences that put the assets or responders at risk. Upon being released (deactivation) by the FEMA FTM from support duties for the emergency relief, Contractor will return to Contractor home location within 48 hours for a CONUS activation; OCONUS will be determined at time of award. Contractor shall notify DLA Energy Contracting Officer once vehicles have returned to home location.

• 9.2 Back Haul: Upon receiving notification from the FEMA FTM that no additional fuel is needed for emergency relief, Contractor will be directed to deposit remaining fuel (already accepted) into government storage sites. Should there not be enough storage capacity at government storage sites the Contractor shall look for alternative ways to dispose of the remaining fuel.

FEMA SPE605-18-R-0234

Section I – CONTRACT CLAUSES

• FAR 52.232-11 EXTRAS (APR 1984)

– Except as otherwise provided in this contract, no payment for extras shall be made unless such extras and the price therefor have been authorized in writing by the Contracting Officer.

• FAR 52.252-2 Clauses Incorporated By Reference (Feb 1998)

– This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address: https://www.acquisition.gov/

• I-0001 I1.01 DEFINITIONS (DLA ENERGY JUN 2009)

• I-0003 I11.01-2 ADMINISTRATIVE COST OF TERMINATION FOR CAUSE –

COMMERCIAL ITEMS (DLA ENERGY FEB 1996) - The Contractor agrees to pay all administrative costs associated with a contract termination action. The minimum amount the Contractor shall pay for each termination action is $500. This payment for administrative costs is in addition to any excess re-procurement costs and any other remedies or damages resulting from the termination.

• I-0006 I28.02-2 FEDERAL, STATE, AND LOCAL TAXES AND FEES (DLA

ENERGY JUL 2006) – Provide guidance on taxes

FEMA SPE605-18-R-0234

Section I – CONTRACT CLAUSES

• I-0010 I186 PROTECTION OF GOVERNMENT PROPERTY AND SPILL

PREVENTION (DLA ENERGY FEB 2009)

• The Contractor shall use reasonable care to avoid damaging or contaminating existing buildings, equipment, asphalt pavement, soil, or vegetation (such as trees, shrubs, and grass) on the Government installation.

• The Contractor shall take all measures as required by law to prevent oil spills (including, but not limited to, any spilling, leaking, pumping, pouring, emitting, emptying or dumping into or onto any land or water).

• I-0011 I209.09 EXTENSION PROVISIONS (DLA ENERGY JAN 2012)

• The Government shall have the right to extend this contract on the same terms and conditions one or more times for a total of no more than six months. Notice of contract extension will be furnished to the Contractor not later than 30 days prior to expiration of the contract ordering period.

FEMA SPE605-18-R-0234

Section J – LIST OF ATTACHMENTS

• RFP ATT 1 Schedule

• RFP ATT 2 Escalators

• RFP ATT 3 Technical Proposal Questionnaire

• RFP ATT 4 FEMA Org. Chart & Regional Map

• RFP ATT 5 Contractor Past Performance Questionnaire

• RFP ATT 6 Letter of Commitment Instructions

• RFP ATT 7 Updated Subcontracting Plan

• RFP ATT 8 Sample Certificate of Analysis Test Report

• RFP ATT 9 Price Data Sheets

• RFP ATT 10 FEMA PWS

• RFP ATT 11 AMPS Snapshot User Registration

• RFP ATT 12 PCS OET Quick Start Guide

• RFP ATT 13-16 DLA Energy Quality Assurance Provisions

FEMA SPE605-18-R-0234

SECTION K - REPRESENTATIONS, CERTIFICATIONS AND STATEMENTS

• FAR 52.222-56 CERTIFICATION REGARDING TRAFFICKING IN PERSONS

COMPLIANCE PLAN (MAR 2015)

• The apparent successful Offeror shall submit, prior to award, a certification, as specified in paragraph (c) of this provision, for the portion (if any) of the contract that— Is for supplies, other than commercially available off-the-shelf items, to be acquired outside the United States, or services to be performed outside the United States;

• K-0001 K15 RELEASE OF PRICES (DLA ENERGY MAR 2009)

• Will release prices of successful offerors after contract award - Prices are the bottom-line price and do not include any breakout of costs, such as transportation or overhead, and do not disclose the offeror’s anticipated profit or any pricing factors.

• K-0002 K33.01 AUTHORIZED NEGOTIATORS (DLA ENERGY APR 2007)

• Authorized person to negotiate on its Company behalf with the Government

• L-0001 L1.02 PROPOSAL ACCEPTANCE PERIOD (DLA ENERGY NOV 1991)

• Government requires a minimum acceptance period of 180 calendar days

SECTION K - REPRESENTATIONS, CERTIFICATIONS AND STATEMENTS

• L-0004 L117 NOTIFICATION OF TRANSPORTATION COMPANY TO BE

UTILIZED IN THE DELIVERY OF PRODUCT (PC&S) (DLA ENERGY JAN 2012)

• Offerors shall submit the name, address, and telephone number of the transportation company(ies) that will be utilized in the performance of any resultant contract. In addition, it is requested that offerors provide the State(s) in which the transporter is authorized to conduct business.

• RESPONSIBILITY DETERMINATIONS (FAR PART 9):

‐ Preaward Surveys (may take 30-45 days to coordinate/complete) ‐ Eligibility Reviews - Debarment, Suspension, Ineligibility and Federal Awardee

Performance & Integrity Information System (FAPIIS) ‐ Financial Resources ‐ Comply with required delivery and performance schedule ‐ Satisfactory performance record ‐ Satisfactory record of integrity and business ethics ‐ Necessary organization, experience, accounting and operational controls, and technical capabilities

• TRADE AGREEMENT ACT (FAR PART 25):

‐ Designated / Qualifying Countries ‐ Determination whether to both request and grant a waiver

• Based on operational need; DLA Energy Commander approval required

SECTION M ‐ EVALUATION FACTORS FOR AWARD

• FAR 52.212-2 EVALUATION - COMMERCIAL ITEMS (OCT 2014)

‐ Will be evaluated using the best value continuum tradeoff process in accordance with

FAR 15.101-1 to select the contractor whose proposal represents the best overall value to the Government. The order of importance of Evaluation Factors/Subfactors (in descending order) are Technical Capability/Risk, Past Performance, Price, and Socioeconomic Commitment. Technical and past performance, when combined, are significantly more important than Price. Socioeconomic Commitment will be rated on an Acceptable/Unacceptable basis.

SECTION M - EVALUATION FACTORS FOR AWARD

• FAR 52.212-2 EVALUATION - COMMERCIAL ITEMS (OCT 2014)

• Technical Capability/Risk factor has three subfactors, which are of equal importance, and which will be evaluated separately and then combined to come up with an overall Technical Capability/Risk factor rating.

• Factor 1: Technical Capability/Risk

• Subfactor 1: Readiness Plan

• Subfactor 2: Response and Sustainment Plan

• Subfactor 3: Equipment

• Each Technical Capability/Risk subfactor will be rated as follows:

• Outstanding

• Good

• Acceptable

• Marginal

• Unacceptable

WARFIGHTER FIRSTWARFIGHTER FIRST 61

SECTION M - EVALUATION FACTORS FOR AWARD

• FAR 52.212-2 EVALUATION - COMMERCIAL ITEMS (OCT 2014)

• Factor 2: Past Performance Evaluation

• Government will review the offeror’s recent and relevant past performance

• Government reserves the right to consider any information available to it in evaluating an offeror’s past performance.

• Government also reserves the right to assess the offeror’s past performance based solely on the offeror’s performance under an existing DLA Energy contract, or a previous DLA Energy contract for similar work.

FEMA SPE605‐18‐R‐0234

SECTION M - EVALUATION FACTORS FOR AWARD

• FAR 52.212-2 EVALUATION - COMMERCIAL ITEMS (OCT 2014)

• Factor 2: Past Performance Evaluation

• Past Performance Ratings

• Past Performance Relevancy Rating

• Very Relevant

• Relevant

• Somewhat Relevant

• Not Relevant

• Past Performance Confidence Rating

• Substantial Confidence

• Satisfactory Confidence

• Unknown Confidence

• Limited Confidence

• No Confidence

SECTION M - EVALUATION FACTORS FOR AWARD

• FAR 52.212-2 EVALUATION - COMMERCIAL ITEMS (OCT 2014)

• Factor 3: Price

• Offers shall provide a unit price break down for all line items.

• Evaluated price per Delivery Regions will be calculated by multiplying the estimated quantity for each line item by the offered unit price for each line item.

• Gasoline and diesel will be evaluated together and pricing will be determined by the average price per region

• Jet A and propane fuel will be evaluated individually by adding all the prices submitted for each product line item then calculate an average price per region.

• Lowest average price of product will determine award of each region.

SECTION M - EVALUATION FACTORS FOR AWARD

• FAR 52.212-2 EVALUATION - COMMERCIAL ITEMS (OCT 2014)

• Factor 4: Socioeconomic Commitment

• Government will use information submitted by offerors to evaluate their proposals’ support of socioeconomic programs and small business concerns.

• Offerors shall demonstrate commitment to providing subcontracting opportunities to, small businesses, including veteran-owned small business concerns, service-disabled veteran-owned small business concerns, HUBZone small business concerns, small disadvantaged business concerns, and women-owned small business concerns

• Socioeconomic Commitment will be rated:

• Acceptable

• Unacceptable

• Offerors may submit offers for one or more Delivery Regions; however, offers must include a unit price break down for all line items within each Delivery Regions.

• Awardees may be awarded multiple Regions.

SECTION M - EVALUATION FACTORS FOR AWARD

• FAR 52.212-2 EVALUATION - COMMERCIAL ITEMS (OCT 2014)

DELIVERY REGIONS

Continental 48 states (Regions 1 thru 10) Diesel and Gasoline awarded together Jet awarded together Propane awarded together

Region 2 (Puerto Rico, St. Thomas, St. John, St. Croix) Diesel and Gasoline awarded together Jet awarded together Propane awarded together

SECTION M - EVALUATION FACTORS FOR AWARD

• FAR 52.212-2 EVALUATION - COMMERCIAL ITEMS (OCT 2014)

DELIVERY REGIONS

Region 9 (Hawaii, Guam, American Samoa, Commonwealth of the Northern Mariana Islands (CMNI) Diesel and Gasoline awarded together Jet awarded together Propane awarded together

Region 10 (Alaska) Diesel and Gasoline awarded together Jet awarded together Propane awarded together

Mobile Emergency Response Support (MERS) locations

FEMA Regions

FEMA SPE605-18-R-0234

PROCUREMENT PROCESS OVERVIEW

Milestone A Issue RFP Close RFP / Initial Offers

Initial Evals / Tech Report

Open Negotiations

Conduct Negotiations Milestone B1 Close

Negotiations Final Proposal Revisions

Final Evals / Tech Report

Milestone B2 Awards Contract Administration

Offeror Input

Contracting/Technical

Review

KEY

• Milestones

– RFP Closing date: October 10, 2018 at 5:00 PM, Eastern Standard Time

(EST), Ft. Belvoir, VA Local Time

– Open negotiations: Anticipated date: December 17, 2018

– Close negotiations: Anticipated date: January 10, 2019

– Expected award date: Anticipated date: February 28, 2019

Important Dates

FEMA SPE605-18-R-0234

– OFFER SUBMISSION PACKAGE (OSP): Must be emailed to Mary.1.Richardson@dla.mil, Georgia.Dotson@dla.mil and DLAEnergyFEPAB@dla.mil by the offer submission due date and time.

– FUEL PRODUCT PRICES: Offer prices for fuel products shall be submitted through the PC&S OET web tool.

– TRANSPORTATION OFFER PRICES: Offerors transportation prices shall be submitted by the provided RFP ATT 9, Price Data Sheets.

– READINESS DRILL: Offerors prices shall be submit by the provided RFP ATT 9, Price Data Sheets.

– DELIVERY TIMES: Offerors shall submit delivery times for the OCOUNS locations on the provided RFP

ATT 9, Price Data Sheets

– NOTIFICATION OF SUPPLIER AND TRANSPORTATION AGREEMENTS: All offerors must furnish copies of your supplier and transportation agreements with your offer.

– LETTER OF COMMITMENT: Offeror shall furnish copy from fuel suppliers (RFP ATT 6 Letter of

Commitment Instructions)

– CERTIFICATES OF ANALYSIS/ SPECIFICATION SHEET: Offerors shall furnish copies of certificates of analysis or specification sheet for all proposed products.

– TECHINCIAL PROPOSAL QUESTIONNAIRE: Offeror shall complete and submit (RFP ATT 3 Technical

Proposal Questionnaire)

– PAST PERFORMANCE QUESTIONNAIRE: Offeror shall complete and submit; (RFP ATT 5 Contractor

Past Performance Questionnaire)

– SUBCONTACTING PLAN: In accordance with Clause FAR 52.219-9, large businesses that receive a contract award of more than $650,000.00 must submit an approved subcontracting plan. Offeror shall complete and submit, if applicable (RFP ATT 7 Updated Subcontracting Plan)

SUBMITTING PRICING AND REQUIRED DOCUMENTATION

FEMA SPE605-18-R-0234

Q&A

DEFENSE LOGISTICS AGENCY