21R0202 - Attachment A_Performance Work Statement (PWS).pdf

SEA Card® Program Delivering Commercial Bunker Fuel Solutions to Champion the Warfighter Mission

Solicitation No. SPE608-21-R-0202

Performance Work Statement For

Ships’ Easy Access (SEA Card®) Program Transaction Processing Services

Performance Work Statement

The Defense Logistics Agency Energy (DLA Energy) mission is to provide the Department of Defense (DOD) and Government agencies with comprehensive energy solutions in the most effective and economical manner possible. DLA Energy Ships’ Easy Access (SEA Card®) Program provides authorized customers, the ability to procure bunker fuel and ancillary services at global commercial seaports. The current SEA Card® program utilizes an internet-based application to facilitate the procurement of bunker contract and open market fuel procurements.

The SEA Card® Program is a division of the DLA Energy Government Fuel Card Program Management Office (PMO) which is an Office of the Secretary of Defense (OSD) level Program Office managing several fuel card programs. The SEA Card® Program provides cost transparency, robust analytical tools, oversight, and reporting capabilities using DLA Energy financial systems.

The SEA Card® Program operates in accordance with the Federal Acquisition Regulation (FAR) and the Financial Management Regulation (FMR) and other applicable Federal Government laws, regulations, and policies. Requirements are aligned with changes in technology, new bunker initiatives, and regulations such as Government Charge Card Abuse Prevention Act of 2012 (P.L. 112-194), Office of Management and Budget (OMB) Circular A-123 Appendix B: Improving Management of Government Charge Card Programs, and subsequent revisions thereto, and government-wide security requirements such as the Federal Information Security Management Act (FISMA). The SEA Card® Program is focused on:

• Innovative payment solutions to provide increased purchasing flexibilities and strategies for making payments.

• Innovative solution that provides transparency into the fuel procurement process from user request (contract or RFQ) to payment.

• Enhanced Level 3 data,

• Expanded use of data analytics and misuse/abuse/fraud detection tools, reporting, and security capabilities to support compliance with government-wide regulations and policies.

• Straight through processing.

• Innovation in meeting unique government requirements.

• Audit compliance.

• Accurate transaction processing.

• Accurate and reliable reporting.

The Contractor shall provide a real-time fuel ordering/receipt/invoicing internet application.

The Contractor shall provide access to Global bunker fuel supplier support. The fuel suppliers shall be approved in SAM.GOV, unless the SEA Card® Program Manager (PM) provides an exception. No debarred fuel supplier shall conduct business with the U.S. Government. The Contractor shall provide direct fuel supplier services and minimize third party merchants. Third party merchants shall be approved by both the PM and Contracting Officer (KO) to participate in the program and are required to upload all evidence of the sale to include costs and fees charged by the direct fuel supplier and paid to the direct fuel supplier. The Contractor shall create and maintain a repository of Defense Logistics Agency Energy (DLA Energy) bunker contract locations and contract related information. The Contractor shall create and maintain a directory of all vessels participating in the program. By using the hierarchy structure, all personnel using the internet application will be tied to a hierarchy and subsequently to a vessel(s). The Contractor shall create and maintain a repository of accounting data and permit specific users the ability to update. Each vessel will have one Line of Accounting (LOA) to be used for centralized billing of fuel and a separate secondary LOA for ancillary charges that is the vessels Operations & Maintenance funding. The LOA format is different for fuel and ancillary charges. The Contractor shall provide the ability for users to view all comments and emails that were entered on an order, request for quote (RFQ) and provide transparency to events that occurred.

NOTE: If the Contractor elects to use sub-Contractors, the Contractor shall ensure the sub-Contractors abide by the scope of work of the Contract and all applicable laws and regulations. The Contractor shall provide impartial judgment and not present a conflict of interest while handling Government transactions.

Performance Work Statement

1. Pricing Requirement

2. Transition

3. Electronic Access System - SEA Card® Online

4. Data Management

5. DLA Energy Bunker Contract and Retail Fuel Supplier

6. Training

7. Split Billing

8. Customer Invoice

9. Contractor Personnel

10. Customer Service

11. Quality and Risk

12. Security Requirements

13. Collaboration with Fraud, Waste and Abuse Reviews

14. Continuity of Operations

15. Marketing

16. Use of SEA Card® Program Information and Data

17. Record Retention and Retrieval

18. Interpretation of Contract Requirements

19. Organization Conflict of Interest

20. Government Points of Contact

21. SEA Card® Contracting Officer Authority

ATTACHMENTS

Attachment 1 Refund Calculation Reports

Attachment 2 SEA Card® Authorized Fuel and Ancillary Services

Attachment 3 SEA Card® Requisition Number

Attachment 4 SF 1449

Attachment 5 Customer Invoice Format

Attachment 6 Content of Email Notifications

Attachment 7 Bunker Contract Email Recipients

Attachment 8 Open Market Email Recipients

Attachment 9 SEA Card® File Layouts and Directions

Attachment 10 Fuel Supplier Delivery Details

Attachment 11 Open Market Quality Waiver Logic Flowchart

Attachment 12 SEA Card® Branch of Services

Attachment 13 Test Type Table

Attachment 14 Standard Report Schedule

Attachment 15 Deliverables

Attachment 16 Definitions

1. Pricing Requirement

Historical SEA Card® Program Information

The following chart displays the historical trends of the SEA Card® program from FY14 through FY20.

Refunds Contract Minimum Refunds The minimum refund is a single rate which considers volume of spend. Offerors are encouraged to propose higher than the minimum refund rate. The minimum refund rate the Government will accept is one percent (1%) of the total amount of non-contract fuel, non-contract fuel related charges and ancillary services.

Offerors shall adhere to the minimum refund structure when proposing under the Request for Proposals (RFP). The proposals that contain a lower than contract minimum refund will not be considered. Failure to propose in accordance with the instructions contained in this RFP may render the proposal non-responsive.

Frequency of Refund Reporting The Federal Government’s Fiscal Year (FY) begins October 1st and ends September 30th. The Contractor shall provide quarterly refund calculation reports to the Government by the 5th calendar day following each fiscal reporting period (e.g. January 5th, April 5th, July 5th, October 5th), unless otherwise specified by the Government. If the 5th calendar day of a fiscal reporting period falls on a weekend or Federal Government holiday, reports shall be provided the next business day.

Government Refund Report Distribution List The refund report distribution list includes the SEA Card® Program Manager and Contracting Officer.

SEA Card® Historic Sales

FY14 FY15 FY16 FY17 FY18 FY19 FY20

Non-Contract Fuel Sales ($)

$38M $45M $31M $54M $60.5M $75M

$96M

Non-Contract Transactions (count)

412 505 488 701 731 645

Contract Transactions (count)

2,594 2,386 3,162 2,770 3,022 2,417

1,130

Ancillary Service ($) $232K $240K $300K $2.4M $1.8M $5.8M

$1.1M

SEA Card® Program Manager (PM)– Elizabeth.Baines@dla.mil Contracting Officer (KO) – Daisy.Williams@dla.mil

SEA Card® Instructions for Refund Calculation Reports See Attachment 1: Refund Calculation Reports

Refund Acceptance

When the PM confirms the Contractor refund reports are accurate, the PM shall provide acceptance to the Contractor by email within ten (10) business days following receipt of the refund calculation reports.

Refund Rejection

When the PM identifies Contractor refund calculation report errors, the PM shall communicate a refund rejection to the Contractor by email. The Contractor shall have five (5) business days to correct and resubmit corrected refund calculation reports.

Refund Remittance

The Contractor shall obtain refund acceptance from the PM by email. The Contractor shall have two (2) business days to transmit the refund monies to the appropriate locations outlined in the SEA Card® Fuel Refund Remittance Instruction and SEA Card® Ancillary Refund Remittance Instruction. When the refund payments have been disbursed, the Contractor shall email the refund payment confirmation to the refund distribution list.

SEA Card® Fuel Refund Remittance Instructions

Fed-wire or ACH

The instructions will be provided 60 days following contract award.

SEA Card® Ancillary Refund Remittance Instructions

The instructions will be provided 60 days following contract award.

mailto:Elizabeth.Baines@dla.mil mailto:Daisy.Williams@dla.mil

2. Transition

The Contractor shall support a cooperative, orderly, and seamless transition. Failure to transition in accordance with these requirements shall be cause for termination. The Contractor shall transition with minimal disruptions and maintain a dedicated transition team. At a minimum, the Contractor shall operate within the guidelines set forth in the subsections below to assist the DLA Energy SEA Card® Program through the transition.

All Contractor costs associated with the transition and implementation shall be borne by the Contractor.

No transactions shall be made or processed prior to the expiration of the SEA Card® contract SP0600- 12-C-0359 and/or prior to the beginning of the transactional period of performance under this contract, without the prior written approval of the KO.

The Contractor shall meet the following requirements to implement SEA Card® Program solutions prior to the transactional period of performance:

1. Account Setup and Activation: Accounts shall be established and not activated any earlier than the transactional period of performance, unless otherwise approved in writing in advance by the KO.

2. Electronic Access: The SEA Card® Online Electronic Access System (EAS) shall be made fully operational and compatible with customer systems and security requirements during the transitional period and before the start of the transactional period of performance in accordance with Security Requirements and Electronic Access System – SEA Card® Online. The Contractor shall demonstrate the functionality of the EAS, prior to the beginning transactional period of performance.

3. Data Transmission and Storage: The Contractor shall work with the PMO to receive and upload and complete account data; user data; hierarchy structure; interface agreements; line of accounting; and other pertinent program or transactional data.

4. Training Materials: The Internet/Intranet address or hard copy training materials described in Training, shall be available on the EAS and approved by the PM. The Contractor upon request from the PM shall present EAS functionality training sessions to users via in person sessions or webinars at the Contractor’s expense.

5. Robust Global Fuel Supplier Support: The Contractor shall deliver global bunker fuel supplier support in accordance with DLA Energy Bunker Contract and Retail Fuel Supplier Support.

Contractor's performance readiness shall be certified by the KO before the start of SEA Card® transaction processing. For the initial transition, Contractor shall submit assessment results conveying readiness to the KO and PM.

Contract Transition The Contract startup/implementation transition requirements are the processes required of the Contractor upon Contract award. This transition includes, but is not limited to, the SEA Card® Contract Kick-Off Forum and Presentation Packages (as described below), and preparation to begin transaction processing, transition from the previous contract, implementation of services, technology transitions, and post contract transition.

Kick-Off Forum The Government will host a Kick-Off Forum in the Fort Belvoir, Virginia area or a virtual forum. The Contractor is required to attend and is responsible for its costs associated with attendance as well as any audio-visual needs, including telephone/voice/data lines for personal computers. The KO will provide the kick-off forum meeting space. The Government is not liable for associated costs in the event of a kick-off forum cancellation. The objective of the meeting is to:

• Discuss the Kick-Off Forum Presentation Packages.

• Identify responsibilities and roles.

• Address reports needed, regular meetings, and schedules.

• Address acceptance criteria and procedures for nonconforming products/services.

• Review other issues, as required.

At the Initial Kick off Meeting, the Contractor shall be provided a list of customer branch of service (BOS) and hierarchy structure participating in the SEA Card® program under the contract.

Kick-Off Forum Presentation Packages As part of the presentation package, the Contractor shall provide a Transition Approach for Government consideration. The approach shall include at a minimum: transition schedule, transition personnel roles and responsibilities, progress tracking and reporting, communication approach including meetings between the Contractor and the Government teams; data transmission, storage, and security; training; and new user and account establishment. Presentation packages shall be available electronically and in hard copy to the Government.

Post Contract Transition At the end of the Contract’s period of performance, the Contractor shall monitor and manage a cooperative, orderly, and seamless transition to a successor. The Contractor shall, upon the KO’s written notice, furnish phase-out services for up to six (6) months prior to the expiration date of the contract.

The Contractor shall provide sufficient, experienced personnel during the phase in/phase-out period to ensure that there is no diminution in the quality of services provided under the Contract.

The migration of data from the Contractor to the successor Contractor shall adhere to the security measures in the Security Requirements. At the request of the KO, the Contractor shall provide a complete, non-proprietary, current, and accurate file of data and format as requested by the KO. The initial submission of this information shall be transmitted at least 90 calendar days prior to the end of the Contract. The Contractor shall provide updates to the KO for up to six (6) months after Contract expiration. The Contractor shall also provide the data file(s) within five (5) business days of the KO written request. At its discretion, the Government may reduce the transition period, but only through written notification by the KO. The Contractor shall maintain and offer access to legacy systems to the Government for a period of six (6) months after the completed transition.

Contract Close-Out Requirements On the expiration date of the Contract, all accounts shall be deactivated/closed. Only authorized transactions dated prior to the expiration date of the Contract shall be processed. Work associated with contract closeout shall not exceed six (6) months but no less than three (3) months after the expiration date of the Contract.

The Contractor shall continue to generate and distribute all files, records, reports, and copies of documents and refunds originally required under the expired contract with respect to the transactions dated prior to the expiration date and any disputed transactions, until all activity under the contract is completed.

3. Electronic Access System – SEA Card® Online

The Contractor shall develop and maintain a secure web site that houses the EAS, titled “DLA Energy SEA Card® Online”. The EAS shall provide users a real time, user friendly application to create orders, process and approve fuel deliveries, submit disputes, approve invoices for payment and store comments, communications, and evidentiary documentation to satisfy Government auditability requirements. The EAS shall maintain an audit trail of EAS functionality activity as specified in Security Requirements. The Contractor shall develop fuel supplier functionality and submit to the PM and Contracting Officer Representative (COR) for review. Updates to the fuel supplier functionality submitted by the PM or COR shall be applied prior to the KO acceptance of the EAS. Updates to the fuel supplier functionality shall be provided to the PM for review and approval prior to implementation. The Contractor shall provide each user the required configurations to successfully connect systems to the EAS to facilitate data sharing and transactions. The Contractor shall provide a data dictionary. The data dictionary shall include, at a minimum, a detailed set of information describing the contents, attributes, data lengths, data types, format, business rules and structure of all databases and the relationship between its elements, used to control access to and manipulation of the database used to process SEA Card® transactions. A disclaimer, provided by the Government, indicating the EAS shall only be accessed by authorized Federal Government users and includes Privacy Act of 1974 information shall be displayed upon entry into the EAS. The EAS shall provide authorized users with the ability to electronically access program data. The EAS shall provide users with online access to accounts, including access to online statements, and online payment options. The EAS shall be accessible through Windows using

a) Windows 7

b) Later versions of any Windows operating systems, updated through to the most current version

c) Be compatible with Internet Explorer versions 7.0 through 11.x; Google Chrome; Microsoft Edge and

Firefox.

In addition to later and equivalent versions, updated through to the most current versions.

The EAS shall provide the capability to ensure all program and transaction data is secured, at a minimum, according to Security Requirements. The EAS shall provide the ability to allow multiple users concurrent access to the application and allow data through a local or wide area network (LAN/WAN).

The EAS shall provide authorized users with the ability to download data from the system. The EAS shall be available 24 hours a day, every day of the year, except in the case of routine maintenance and periodic upgrades for which the Contractor shall give a minimum of thirty (30) calendar days’ notice prior to the event. The Contractor shall notify users about hardware/software patches done on an emergency basis to remove security vulnerabilities. The EAS shall be able to adapt to meet additional future requirements due to program volume growth and technological advances, at the Contractor’s expense.

User Request The Contractor shall provide the capability for users to electronically request access to the EAS and the ability for authorized personnel to approve user requests. The Contractor shall capture the following user entered information. Failure to provide the required information shall result in no EAS access. The EAS shall identify each user with a unique username.

Title (required) Last Name (Required) First Name (Required) Email Address (Required) Shall be an official Government email address Re-Enter Email Address (Required) Work Address (Required) Country (drop down list) User shall select a country (Required) Postal Code (Required) City (required) State (Required) State required when applicable Phone (required) Mobile Phone

DSN

Time Zone (Drop down list) User shall select the time zone where employed (Required) Security Question (Required) Contractor shall provide a series of questions a user may select to answer Security Response (Required) Hierarchy Role (Required) User shall select one of the following: 1) HL-1 Program Management Office; 2) HL- 1 View Only; 3) HL1 – DLA Contracting Officer; 4) HL1-DLA Contract Specialist; 5) HL2 – CPM; 6) View Only – CPM; 7) HL2 – Quality Fuel Rep; 8) HL3 – Major Commands APC; 9) HL4- Subordinate Commands; 10) HL-5 – Accountable Official; 11) HL5 – View Only; 12) HL6 -Ordering Officer; 13) HL6-Ordering Officer Contract Only;

14) HL-6 Warranted Ordering Officer; 15) HL6-View Only Branch of Service (See Attachment 12: SEA Card® Branch of Services for choices) (Required) Hierarchy (Drop down list of BOS hierarchy or user can enter DoDAAC to limit the results) Accountable Official Training Completion Date (provide a calendar to allow the user to select date)

(Required) Accountable Official Training Expiration Date – Contractor shall generate date using the Accountable Official Training Completion Date and add 3 years. Example: 01/01/2021 plus 3 years = 12/31/2023. Date is not editable. (Required) Comment box shall be provided to allow a user to insert additional information regarding user role.

The Contractor shall allow the user to submit the user request or cancel the request.

The Contractor shall provide the capability for the HL1 Program Management or HL2 Component Program Manager (CPM) (applicable to BOS) and user to update user information. The Contractor shall send an email to the PMO and the applicable CPM when a new user request is submitted.

User Approval Process The Contractor shall provide the ability for the PMO or applicable CPM to locate a user account, approve, update, or deny the user access request. The EAS shall allow users to inactivate the user account upon departure of SEA Card® program. When requested by the PMO, CPM or user, the Contractor shall inactivate a user account. The EAS shall provide a mechanism for users to view the status of submitted user requests and the user record information and status.

User Role Management Permissions shall provide a user view only access or update capability in the various functional areas of the EAS developed by the Contractor based on role and Service or Agency hierarchy. The Contractor shall provide the PMO the ability to assign permissions to a user account. The PMO shall have the ability to update a user’s hierarchy role and permissions and create standard permissions for each role within the Service/Agency hierarchy. The Contractor shall provide the ability to the PMO no later than three (3) months following contract award. Updates provided by the PMO shall be applied prior to Contractor loading program data and EAS testing (See Transition).

Password The EAS shall require that a password be designated to each user. The EAS shall identify each user with a unique username. The EAS shall require that each password minimally meet the requirement NIST SP 800-53 or current version. Examples criteria for “strong” password are as follows:

a) At least 12 characters in length

b) Does not contain all or part of the user's name

c) Contains characters from at least three of the following categories:

1. English uppercase characters (A through Z)

2. English lowercase characters (a through z)

3. Base 10 digits (0 through 9)

Non-alphanumeric characters (e.g. $, #, %) If the user uses a password that does not meet the password criteria of the NIST SP 800-53 or current revision, the system shall reject it. Users will designate the password and the EAS shall require verification through password reentry before being set. The EAS shall allow access to users with un-locked active accounts and valid passwords. The EAS shall lock a user account after three (3) unsuccessful attempts using a bad password within sixty (60) minutes. The EAS shall treat locked accounts as follows:

a) Locked accounts shall only be unlocked by calling a Customer Service representative. The CSR shall verify the user. In the event a user can't reach a Customer Service representative, the PMO or CPM shall have the ability to unlock accounts.

b) The system shall notify the user when their account is locked.

c) The system shall email instructions on how to unlock the account to the email addresses on file for the user.

d) The system shall verify the user security response before unlocking the account.

The EAS shall require users to change passwords within ninety (90) calendar days of the last password change.

e) Begin prompting password change fifteen (15) calendar days before passwords expire.

If users fail to change passwords on the 15th day, at the end of the ninety (90)-calendar day cycle, the account will be locked. The EAS shall allow users to change passwords at any time while the account is unlocked and active.

Dashboard Management The Contractor shall provide the ability for the PMO to create announcements that will post to the EAS dashboard, unsecure page, secure page, or both. The secure page announcements shall only display once a user logs into the EAS. The announcement shall have a title and body with an effective date and expiration date. The Contractor shall provide the ability to move announcement display order. The Contractor shall provide the ability to change Font size, color, and spacing. The Contractor shall ensure only approved users can view the dashboard. A comment box (no entry required) and an audit trail of actions is required.

The Contractor shall provide the ability for users to identify ‘favorite’ screens or functionality within the EAS to display once logged into the EAS, and the means to change favorite screens when desired. The Contractor shall provide an area on the dashboard where the PMO can upload documentation that is accessible to customers.

Hierarchy Management The Contractor shall provide the ability for the PMO to create new hierarchies. New hierarchy information shall at a minimum include hierarchy name (HL1), hierarchy level(s) to include HL2, HL3, HL4 and HL5, and HL6 existing BOS or ability to create new BOS, Status (Activate the hierarchy or inactivate).

The Contractor shall build the Hierarchy structure:

1. HL1- Level 1 DLA Energy Program Management Office (PMO), Contracting Officer, Contracting Specialists and other individuals identified by PMO

2. HL2- Level 2 Component Program Managers by Service and Quality Fuel Representatives

3. HL3- Level 3 Agency Program Coordinators at Major Command

4. HL4- Level 4 Agency Program Coordinators at Subordinate Command

5. HL5- Level 5 Vessel Accountable Official

6. HL6- Level 6 Vessel Ordering Officers, both warranted and non-warranted

View Hierarchy The Contractor shall provide the ability for a user to view their hierarchy by BOS. Once the BOS is selected the hierarchy will display. The Contractor shall provide the ability to view the hierarchy details further by accounts and users.

Roles and Permissions

The Contractor shall set up and maintain an accurate user role management process based on the hierarchy structure defined above. The Contractor shall provide the PMO the ability to apply and update permissions for the roles and shall apply to the functionality of the EAS. Permissions are unique per hierarchy, BOS, and role. Permissions shall include, at a minimum, view, update, and no access.

User roles, at a minimum are:

1. Ordering Officer

2. Ordering Officer Contracting only

3. Warranted Ordering Officer

4. Accountable Official

5. Fuel Supplier

6. DLA Energy Contracting Officer

7. DLA Energy Contract Specialists

8. Quality Fuel Representatives

9. Service/Agency Component Program Manager (CPM)

10. DLA Energy Program Management Office (PMO)

11. Finance

12. View Only

View Transaction The EAS shall allow a user the ability to view complete details of a transaction. The user shall have the ability to search for a transaction-by-entering any or some of the following: transaction number, account number, DoDAAC, order number, port name, delivery date, requisition number, DRN (delivery receipt notice number), invoice number. The search results shall include order number, requisition number, DRN, invoice number, billed total, delivery date, vessel account, DoDAAC and port name. Each result shall expand to include additional details to include Contract (Y/N), CLIN, fulfillment date, approval date, product/service, quantity, unit of measure, unit price, total, payment status, amount owed.

The user shall have the ability to initiate a dispute and enter the justification for the dispute. The EAS shall email the account AO(s) and the initiator of the dispute. At a minimum, the Contractor response email shall include order number, invoice number, description of disputed charges, reason for the dispute, date of dispute. The EAS shall display the status of a dispute. The EAS shall allow the Bunker KO, or applicable warranted ordering officer to cancel a dispute. The dispute may be resolved outside of the EAS which shall close the order in the EAS. The document section shall provide the user with the ability to download, upload or view fuel supplier documents, customer invoice that includes the transaction, and remittance documents the Contractor provides the fuel supplier.

Customer Invoice The EAS shall allow a user to search and view customer invoice(s). At a minimum the user shall have the ability to enter account number, DoDAAC, vessel name, order number or invoice number and the invoice results will display for user to select. The invoice results screen will display account number, vessel name, DoDAAC, invoice number, due date, Requisitions Paid, Total Requisitions, Balance Due, Invoice Total, and the ability to view the invoice or allow a user to view the transaction details contained in the customer invoice (See View Transaction). The user shall have the ability to download the invoice in pdf, xls or csv format. The EAS shall provide a user the ability to download or view past invoices. The Contractor shall provide a user the ability to lookup payments and obtain the account number, vessel account, deposit date, payment number, payment status, transactions paid, and the transaction details such as port name, fuel supplier, transaction number, order, requisition, transaction date, Service provided, quantity, unit price, unit of measure, total amount, amount paid.

View Port Fuel Support The Contractor shall provide users the ability to search for bunker fuel suppliers using port search tools. A map available pre- and post-login to the EAS shall display DLA Energy bunker contract locations and open market (OM) locations on a global map. By drilling down into the map, ports that have fuel suppliers shall display to include the port name, port city, port state/province, country. If a DLA Energy bunker contract is active, display the contract(s) details. At a minimum, the contract details include contract number, purchase program number, order end date (port local), delivery end date (port local), contractor name, contractor point of contact (POC), phone number and email address, product, delivery method, minimum quantity, maximum quantity, unit of measure, CLIN and National Stock Number, fees, delivery specifics and additional information, port location notes and a CREATE ORDER button which provides the user the opportunity to create an order for bunker contract fuel. If an open market fuel supplier is active at the same port, provide the ability for the user to view the port name, port city, port state/province, country and a CREATE REQUEST FOR QUOTE button. Pre-login no orders may be placed. Post-login, the Contractor shall ensure the user is active and has the appropriate ordering role to create an order or RFQ.

The Contractor can propose additional methods for a user to view port fuel support. When a bunker contract is available at the selected port, the customer MUST place a contract order. The EAS shall prevent a user from entering an RFQ at a port where a bunker contract exists, with the exceptions that the contract requirements are not met or the bunker contractor declines the contract order. A pop-up message that reminds the user a bunker contract exists and a comment box requiring the user to enter a valid reason for not procuring contract fuel.

DLA Energy Bunker Contract Orders

The Contractor shall capture the required user order details as follows:

Display user BOS, select vessel from a drop-down list, Order Date (Port time MM/DD/YYYY HH:MI), Deliver Date (MM/DD/YYYY HH:MI), CLIN (drop down list of available contract CLINs), when CLIN is selected the Product, Min Qty, Max Qty shall auto-populate, Quantity (if quantity entered is less than min quantity on contract then display message “The order quantity is less than the quantity allowed on the contract”). The Contractor shall allow an order with a quantity less than the minimum quantity on the bunker contract to process. The bunker contractor can accept/decline the order. If accepted the bunker contractor shall include the contract price.

Unit of measure and delivery method shall be auto populated, Hose fitting/connection textbox, non-required comment box, Ordering officer name, email and phone number shall be auto populated, Contacts: vessel POC shall be selected from a drop-down list, Husbanding service provider name, email, phone shall be entered if applicable.

Submit or cancel order buttons.

The system shall prompt for confirmation to create the order.

An order identification number (ID) shall be assigned and display.

The Contractor shall email the bunker contractor that an order is pending action.

The Contractor shall provide an area that captures customer and fuel supplier uploaded documents on the order. Document type shall be a drop- down list, File name shall have the ability to browse and upload the document from an area on the customer and/or fuel supplier computer. File description is a text box.

Provide a message on the confirmation screen, “The order has been successfully created. You will receive an email after the order has been accepted by the DLA Energy bunker contractor”.

An email will be sent after order has been accepted by the DLA Energy bunker contractor with a link to the order.

Ordering officers shall have the ability to submit oral fuel orders up to 30 days after fuel was requested.

Oral order from 16 to 30 days require approval by CPM or KO.

Utilize email notification tool to communicate an order requires approval.

The Contractor shall utilize an electronic notification tool to communicate new orders to Fuel supplier.

(See Attachments 6,7,8).

The Contractor shall provide the ability for the bunker contract fuel supplier to decline orders and require the reason for decline. The fuel supplier declined order reason shall be emailed to the KO. The Contractor shall provide fuel supplier ability to accept or update the order earlier than 48 hours of delivery date if not accepted. Contractor shall send an email of fuel supplier acceptance of order.

Update Order

Provide the ability for a customer to update or cancel order. Display the order. Updatable fields are order date, delivery date, quantity, hose fittings, Contacts, and comment box. The original order information shall display. Update order, or clear buttons shall be available for user selection. Provide a message on the confirmation screen, “The order has been successfully updated”. The Contractor shall utilize an electronic notification tool to communicate updated orders to Fuel supplier (See Attachments 6,7,8). Permit barge order modifications if outside 48 hours of delivery. Date, time, and quantity changes are authorized.

Permit pipeline or truck order modifications if outside 24 hours of delivery. Date, time, and quantity changes are authorized. Ability to cancel orders that have not been fulfilled. Display warning message that quantity changes may incur ancillary charges by fuel supplier.

Order or Quote Search Provide an Order/Quote search by Branch of Service, Vessel Account, Vessel Name, DoDAAC, Order Date, AO Pin Date, Order Status, Order Number, CLIN, DLA Energy Order Reference Number, Contract Number, Fuel supplier Name, Port Name, City, State, Country, Quote Start/End Dates, Quote Request Status or Quote Request ID. When the system displays the order(s) or quote(s), provide capability to select the order or quote and view the details and can download/view the corresponding SF1449 and other uploaded documents.

Cancel Order Provide the ability to cancel an order. Display the message “You are about to cancel the order. If the fuel supplier has made fueling arrangements your account may be charged an ancillary service. Immediately contact the fuel supplier of the cancelled order and discuss the impact”. Display the remaining time to delivery: (format xx hrs. xx mins xx secs). When the user selects the button to cancel the order a required textbox shall prompt the user to enter a reason for order cancellation.

Open Market Bunker Fuel Requests Provide ability for applicable warranted ordering officers or the KO to view quotes and select winning quote and assign a contract number. Ordering Officer ability to unmask vessel name at any time. EAS shall unmask vessel name prior to the fulfillment within 48 hours of delivery for Continental United States (CONUS) locations and day of delivery for Outside Continental United States (OCONUS) locations. Utilize email notification tool to communicate to Ordering Officer that vessel name was unmasked, and to the supplier the revealed vessel name. Users shall have the ability to view a masked vessel name.

Request for Quote Once the user has selected an open market port using the port tool (See View Port Fuel Support) the Contractor shall provide the user a Request for Quote screen. The screen shall include the BOS (display based on user), and the required fields Vessel Name (select vessel from a drop down list), DoDAAC (auto-populate), hull number (auto-populate), Mask Vessel (select yes/no), Port Name (auto-populate), Port City (auto-populate), Port Country (auto-populate), Port state/province (auto-populate), Delivery Date (select from a calendar), Display port local time, product (drop-down list), quantity (gallons must be whole numbers and metric tons values may include two decimal places), delivery method (drop-down list), unit of measure (auto-populate), hose fittings/connections textbox, comment text box (not required), quote window section shall require user to enter time zone (drop-down list), quote start time, quote end time, display user current date and time, auto-populate and display port local time, port quote start time, port quote end time and current date/time, auto-populate and display Zulu date and time, quote start time, quote end time and current date/time. Provide a user the ability to enter a contracting officer name, email, and phone number, display the ordering officer name, email and phone number, vessel POC name (drop-down list), email and phone number, husbanding service provider name, email, and phone number. The Contractor shall provide an area that captures customer and fuel supplier uploaded documents. Document type shall be a drop- down list, File name shall have the ability to browse and upload the document from an area on the customer and/or fuel supplier computer. File description is a text box. A submit or clear button for the RFQ. Confirmation message the RFQ was submitted, and an email will be sent after order has been accepted by the DLA Energy KO or applicable Service Warranted Ordering Officer. Only the KO or warranted OO are authorized to update the closing time or re-open closed RFQs.

NOTE: Provide the ability for a masked vessel name to be visible to applicable EAS users.

The user should not enter a quote end time that is more than thirty (30) days from the current date and time.

Dates are based on the port local time. The Contractor shall send an email to port fuel supplier that a RFQ is open for support (See Attachment 6,7,8).

Search for Quote The Contractor shall provide the ability to search for a quote. Search fields shall include BOS (auto-populate), vessel name (drop-down list), port name, quote request ID, order number, quote start date, quote end date, requested delivery date, search or clear button. The displayed results shall include the quote request ID, order number, port name, request delivery date (MM/DD/YYYY), quote request status (See Quote Request Status), an Action header with the ability to view or update the quote. If an order exists provide a link to the order.

Quote Request Status

RFQ Status Definition Actions Available to the Ordering Officer

Quote window open Window open for bids OO may update or cancel quote Quote window closed Window closed for bids OO may cancel quote Converted to an order Window closed. Order awarded to fuel supplier. Pending fuel supplier acceptance/decline.

OO may cancel order

Complete Order accepted by fuel supplier OO may update or cancel order

When the user selects the order link (See Update Order and Cancel Order) When a user selects view/update quote, the Contractor shall display complete details of the RFQ. The Contractor shall provide the ability for the user to close the quote window, extend or shorten the quote window date or time or cancel the quote request. Provide visual display of port local date and time when the ordering officer is placing the order. This date will be used as the date the order was placed.

The contractor shall provide the ability for the contracting officer to modify the date, time, quantity, and comments or cancel the OM contract. Any changes to the initial award will be tracked as modifications in the system.

Fuel Supplier The Contractor shall create the ability to enter and review comments, on orders.

The Contractor shall calculate the Total Obligation Amount which is based on Customer Type (See Attachment 12: SEA Card® Branch of Services):

Standard Price Customer (billed DLA Energy standard price times delivered quantity) Cost Plus Customer (cost plus standard price times delivered quantity) Requisition Total should be displayed for all orders which is the contract price times the delivered quantity.

The Contractor shall create the ability to retrieve and store current and historic DLA Energy standard prices and display on the EAS. The contractor shall provide the ability for the applicable warranted ordering officer/contracting officer to resolve disputes in the system. The warranted ordering officer/contracting officer shall be able to add comments and re-route the fuel order back to the Accountable Official, fuel supplier or to process the dispute offline. The contractor shall provide the ability to generate electronic notifications when information or actions need a response or action. See Attachment 6,7,8 for business rules of content and matrix of recipients. The Contractor shall not set or adjust fuel supplier prices for fuel or ancillary charges. Discounts provided by the fuel supplier shall be passed to the government without any additional fees added by the Contractor.

Open Market The Contractor shall provide fuel suppliers the ability to search for open quotes, display quote results, review the RFQ and submit a quote or ‘no quote’ option and a comment section. When a ‘create quote’ provide the fuel supplier the ability to agree or disagree to Service Terms and Conditions:

• Provide FAR 52.212-3, Offeror Representations and Certifications-Commercial Items:

statement to accept or decline. “By submission of this quote I have completed all required Representations and Certifications. The quoter has completed the annual representations and certifications electronically via the System for Award Management website at https://www.sam.gov/SAM/. After reviewing the SAM database information, the quoter verifies by submission of this quote that the representations and certifications currently posted electronically at FAR 52.212-3, Offeror Representations and Certifications-- Commercial Items, have been entered or updated in the last 12 months, are current, accurate, complete, and applicable to this solicitation (including the business size standard applicable to the NAICS code referenced for this solicitation), as of the date of this quote and are incorporated in this quote by reference (see FAR 4.1201), except for Paragraphs identified.”

The Contractor shall have the ability to revise the FAR clause within three (3) hours of PM or KO request.

Provide area for fuel supplier to identify paragraphs that they have completed under FAR 52.212-3 Provide area for fuel supplier comments, delivery service provider name, email, phone number. Required entry delivery date (MM/DD/YYY HH:MI), quantity (if differs), unit price, pump rate, fuel country of origin (drop-down list), confirm fuel type meets specification (Yes/No), link to test report:

MGO – Provide blank form for fuel supplier update IFO 180/380 – Provide blank form for fuel supplier update And provide questionnaire for Navy RFQ:

Does fuel meet DMA ISO 8217-2017 fuel specification? Drop down list Yes/No

Is fuel 100% distillate? Drop down list Yes/No

Text box If no, specify value:

Is FAME content <-0.5vol%? Drop down list Yes/No

Text box If no, specify value:

Does fuel contain black dye? Drop down list Yes/No

Text box If no, specify value:

Quotes submitted by fuel supplier shall include an uploaded copy of the current test report/fuel spec or the quote will render your offer unacceptable. Fuel specs shall include FAME and sulfur content and shall list true values (typical values will not be accepted). Fuel specs dated more than three months prior to quote submission will not be accepted. Fuel specs shall be sent to applicable Quality Fuel Representatives (QFR) using the email notification tool (See Attachments 6,7,8). The details for email content and addresses for Quality Fuel Representatives are contained in Attachment 8 – OM Email Recipients.

QFR shall have the ability to accept, decline, or acceptable with conditions the fuel supplier quality of fuel.

Utilize email notification tool to alert Quality Fuel Representatives that a questionable fuel typical exists.

Provide required area for fuel supplier to enter rates for ancillary fees. EAS shall include each fee with a place to enter price and measure of billing (hour, each, gallon, MT). Provide area for fuel supplier to enter fuel cancellation charge and quantity change charge. Provide area for fuel supplier to enter unit price (USD) and timeframe from when charges would apply which indicates when the charges may bill and date when charges go into effect. Provide area for fuel supplier to enter weekly port hours of operation or check operations are 24/7. Provide ability for Fuel supplier to submit a quote that does not exactly meet the Government’s request for quote. Contractor shall highlight areas in the EAS where the fuel supplier offer differs from original RFQ such as fuel type, quantity, method of delivery, date, or time. The fuel supplier selected with the winning bid shall be contacted to accept or decline the award. If accepted, an email shall be sent to the fuel suppliers not selected. Provide ability for fuel supplier to update quote details and mandate a comment describing reason for update or cancel quote prior to quote window closing.

Contract Order The Contractor shall provide the bunker contractor with the ability to search contract orders or use the link in the order email notification to directly access the order. The bunker contractor shall have the ability to view, accept, decline, or counteroffer an order. Complete order details shall display. When an order is accepted, provide the fuel supplier with the ability to enter a supplier order number. When an order is declined, require the fuel supplier to enter the reason for the decline. The fuel supplier shall have the ability to counteroffer the order details. Counteroffers shall include updates to quantity, delivery date or time. Display order status as applicable to action taken by fuel supplier (accepted, declined, counteroffer). When a counteroffer is requested, a modification number should be created under the original order number. The Contractor shall provide the ability for the Ordering Officers to accept or decline the counteroffer. Utilize email notification tool to communicate the fuel supplier and customer actions (See Attachments 6,7,8).

Fulfillment Fuel Suppliers shall enter fulfillment details and submit the bunker delivery notice (BDN) and invoice.

Fulfillments must be submitted within thirty (30) days of the delivery date. Permit fuel supplier to enter ancillary charges up to thirty (30) days from fulfillment date. Provide the fuel supplier the ability to locate orders with an order status of ‘Waiting for Fulfillment’. Display the order details and a fulfillment section that is required. Fulfillment details, at a minimum are: Current date (system generated), Actual delivery start date and time, Actual delivery end date and time, supplier order #, Delivery receipt #, invoice #, quantity, unit price, total fuel cost (system generated by multiplying quantity and unit price), fuel dyed, delivery method, temperature (®F/C), density, density unit, type of fuel tax (if applicable, display authorized taxes in drop-down list), tax shall include quantity unit, tax rate, rate type, tax gross (system generated), ancillary charge (drop-down list), quantity, unit, unit price, total cost (system generated). Provide ability to add tax on ancillary charge, if applicable. Provide ability to delete fuel or ancillary tax. Provide an ancillary charge release statement “The fuel supplier agrees that submission of this delivery receipt/invoice and subsequent receipt of payment and failure to return within thirty (30) days fully, finally and unconditionally releases and discharges the US Government from all liability, claims, demands, causes of action and legal expenses accrued known or unknown, which the fuel supplier has/might have relating to the order, including all obligations of the US Government to make further payments. Any charges the fuel supplier wishes to except from this release must be set forth below and will be processed outside SEA Card® Online”. The fuel supplier must enter ancillary charges that are an exception to the provision in a comment box or click on a check box ‘Not Applicable’.