ATTACHMENT 2 - COA COQ SUBMISSION COVER PAGE_INSTR.pdf

LABORATORY

LETTERHEAD DATE:

TO: DEFENSE LOGISTICS AGENCY – ENERGY

8725 JOHN J. KINGMAN ROAD, SUITE 4950,

FT. BELVOIR, VIRGINIA 22060-6222

ATTN: AUGUSTUS PATTERSON (CONTRACTING OFFICER)

SUTTOM BESHIR (CONTRACT SPECIALIST)

MARCUS NOLAN (CONTRACT SPECIALIST)

FROM: (NAME OF LABORATORY)*

(NAME OF LAB POC)*

(POC EMAIL ADDRESS)*

(POC PHONE NUMBER)

FOR: (NAME OF OFFEROR)*

(OFFEROR POC NAME)*

(POC EMAIL ADDRESS)*

(POC PHONE NUMBER)

SUBJECT: CERTIFICATION OF ANALYSIS (COA), CERTIFICATION OF QUALITY (COQ) – FOR RFQ

SPE605-27-Q-0204

We (Name of Offeror)* are currently responding to the DLA Energy solicitation RFQ SPE605-27-Q-0204, a competitive solicitation to delivery fuel products to support DLA Energy mission requirements.

The solicitation requires offerors to provide a Certificate of Analysis (COA) or Certificate of Quality (COQ) meeting Government’s specifications for each fuel type.

(Signature of LAB POC)* (Title of LAB POC))* (Date)*

* - .Required

SPECIAL DELIVERY INSTRUCTIONS

NOTE: THESE INSTRUCTIONS GOVERN SOLELY THE METHOD OF SUBMITTING

CERTIFICATIONS. ALL CERTIFICATIONS MUST INDEPENDENTLY SATISFY THE

REQUIREMENTS AND QUALITY STANDARDS ESTABLISHED IN THE SOLICITATION.

1. All certificates must be emailed from the testing laboratory, directly to the Contracting Officer and Contracting

Specialist(s) to the email listed below.

2. All certificates must be emailed before the solicitation closes on November 18, 2023 at 11:00 a.m. Eastern

Time.* Please email the completed COA/COQ directly to:

Contracting Officer: Augustus.Patterson@dla.mil, (571) 585-1435 Contract Specialist: Suttom.Beshir@dla.mil, (703) 965-7789 Contract Specialist: Marcus.Nolan@dla.mil, (571) 585-9022)

3. All offerors will receive an email confirming receipt of the certificates. The offeror must immediately contact the contracting officer or contract specialist(s) by telephone or email, if no confirming email is received within 48 hours of submission.

4. All Offerors are required to notify testing laboratories of these special delivery instructions to ensure full compliance.

5. The DLA Energy reserves the right to reject any Certificate of Analysis (COA) or Certificate of Quality (COQ) not submitted directly from the testing laboratory.

6. Laboratories and offerors should use the following email subject line convention: Format: [Solicitation Number]

– COA/COQ for [Fuel Product]. For example: Example: SPE605-27-R-XXXX – COA/COQ for SFD.

7. All COA/COQ must be submitted electronically via email to the email addresses specified on Page 1 of this attachment.

8. DLA Energy accepts email attachments in the following formats: Adobe PDF (pdf), Image files (.jpeg, and .jpg), Microsoft Word (.doc), Microsoft Excel (.xls), and Microsoft PowerPoint (.ppt).

9. All incoming emails and attachments are automatically scanned by DLA Energy security filters for malicious software and restricted keywords. Avoid truncated abbreviations (such as shortening "Analysis" or "Analysts") or using repeated character placeholders (such as "XXX" or "3Xs"), as these trigger automated content filtering and may cause transmission delays or quarantine.

10. Offerors are strongly advised to confirm receipt of all email transmissions with DLA Energy prior to the solicitation closing date and time.

11. If any portion of an electronically submitted certificate is unreadable or corrupted upon receipt: DLA Energy will promptly notify the offeror and authorize the laboratory to resubmit the certificate. DLA Energy will specify the required method and timeframe for resubmission in coordination with the offeror.

12. For the purpose of evaluating proposal timeliness, a compliant resubmission will be deemed received as of the date and timestamp of the original transmission, provided the offeror adhered to the original submission guidelines and met the prescribed resubmission deadline and formatting criteria.

13. Offerors are strongly encouraged to arrange for early submission of all required certifications. DLA Energy will issue an email acknowledging receipt of submitted certifications. If written confirmation is not received within 48 hours of submission, the offeror must promptly contact the Contracting Officer or Contract Specialist by phone or email.

mailto:Augustus.Patterson@dla.mil mailto:Suttom.Beshir@dla.mil

LABORATORY

LETTERHEAD*

Name of Laboratory*:

Name of Customer*:

Product*:

Tank No*:

Batch No*:

Sample No*:

Sample Date*:

Date*:

Drawn by*:

Seal Date: Person in charge of test Approval