Commercial Oil Testing/Analysis

The U. S. Coast Guard Surface Forces Logistics Center in Baltimore, MD is considering whether or not to set aside an acquisition for HUBZone concerns, Service-Disabled Veteran-owned Small Business concerns (SDVOSB), or for Small Business. Responses by interested parties must be made by 4:00 P.M. EST on 04 October 2012. The small business size standard is $14.0 Million for NAICS 541380. The acquisition requires testing of new and used oil samples, storage of samples, analysis, and quality assurance of test results, related data management and supply and shipping of sample bottle kits. The contractor shall be responsible for all new and used lube oil testing for the United States Coast Guard Vessels during the term of the proposed contract. The contract will consist of one base year and four one year option years totaling five years. The contractor's testing facility shall have the specific equipment to run ASTM/ISO tests as specified by the 5 different test slates, a supplemental analytical test and consumables. At a minimum, the contractor's laboratory shall have the following equipment: Inductive Couple Plasma Arc (ICP) or Roto-disk Electrode (RDE) Spectroscopy; Direct reading (DR) & Analytical Ferrography equipment; Automatic particle counter; Gas Chromatograph (GC); Fourier Transform Infrared Spectroscopy (FTIR); Soot meter; Karl Fischer titration equipment; Automated titration equipment to conduct total base number (TBN) and total acid Number (TAN) tests in accordance with ASTM tests mandated in Attachment A to specification; and Industry approved laboratory Viscometer. The proposed contract requires a Program Manager with a minimum of either a Bachelor of Science or Bachelor of Arts degree, five (5) years experience in managing an oil analysis program or testing facility, and a Certified Lubricant Specialist (CLS) certified by STLE for at least 5 years. The Program Manager must be an employee in the laboratory. Additionally, a Senior Laboratory Data Analyst required shall have a minimum of 4 years experience in a testing laboratory facility and certification as a Certified Lubricant Specialist (CLS). A Data Analyst is also required and must have a minimum of 2 years experience in a testing laboratory facility. The Contractor shall have the capacity of to process a maximum of 100 samples per day under this contract. The normal volume of samples is estimated to be 30 samples per day. The contractor laboratory shall be, at a minimum, accredited as an ISO-17025 for at least 3 years. The contractor shall have a Quality Control Plan to maintain the quality standards for all services. The Quality Control Plan shall be implemented upon contract award. The contractor is responsible for conforming to its Quality Control Plan and processes to ensure proper performance and correct any deficiencies that may occur. The contractor shall be a current participant of the ASTM Proficiency Testing Program. The contractor shall test each sample, which will contain a min of 100 ml of oil, in accordance with the specific test slates, identified on the sample label information. The contractor shall complete processing of all samples received at the Contractor's facility each day within 2 business days of receipt (excluding weekend an federal holidays). Completion of processing of samples is defined as to occur when the Government has received the test results electronically. The contractor will not be paid for sample processing not completed within the 48 hour turnaround requirement. Various test slates will be provided for specific lab tests. Analytical Ferrography tests will be performed automatically when test slates for DR analysis exceed threshold or when requested by the Government. The contractor shall employ analysis techniques using government furnished threshold limits, trend analysis or OEM threshold limits to determine oil sample condition (normal, monitor, abnormal, or critical). Recommendations as a result of trend analysis are welcomed, but not required. The analysis shall be provided at no additional cost to the government. During the base period of this contract, if the government has not established its own oil test database, the contractor shall provide a database for the government to utilize for its data reporting and management needs. Once the government has its own database, all data transfer shall be in accordance with government requirements. The contractor shall maintain all lube and oil sample test results in a contractor furnished and maintained software system. The system shall maintain the data as received from the contractor's laboratory for the life of the contract. The contractor and the government shall have annual meetings. The contractor shall submit a Lube Oil Sample Monthly Report with details of all sample analysis activity for the previous month. The report will include a summary sheet indicating the total number of samples by ship and the number alerted and non-alerted samples per ship during the monthly reporting period. The contractor shall, at the contractor's expense, be responsible for obtaining any necessary licenses and permits, and for complying with any applicable laws, codes, and regulations, in connection with the performance of work. The Contractor shall comply with all federal, state, and local regulations for the proper handling and disposal of hazardous materials. Further, the contractor is responsible to ensure that proper safety and health precautions are taken to protect the work, workers, public, and property of others. In accordance with FAR 19.1305, if your firm is a HUBZone certified or a Service-Disabled Veteran-owned Small Business and intends to submit an offer on this acquisition, please respond by e-mail to: Kathy.J.Fields@uscg.mil and include: (a) a positive statement of your intention to submit a bid for this solicitation as a prime contractor; (b) evidence of experience in work similar in type and scope to include contract numbers, project titles, dollar amounts, points of contact and telephone numbers; (c) past performance references with points of contact and telephone numbers. At least two references are requested, but more are desirable. Your response is required by 04 October 2012 at 4:00 P.M. EST. Contractors are reminded that should this acquisition become a HUBZone set aside, Notice of Total HUBZone Set-Aside, will apply, which requires that at least 50 percent of the cost of personnel for contract performance be spent for employees of the concern. Contractors are reminded that should this acquisition become a Service-Disabled Veteran-owned Small Business Set-Aside, FAR 52.219-27, Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside, will apply, which requires that at least 50 percent of the cost of personnel for contract performance be spent for employees of the concern. All of the above information must be submitted in sufficient detail for a decision to be made on a HUBZone, Service Disabled Veteran-owned Small Business Set Aside or Small Business Set-Aside. Failure to submit all information requested may result in an unrestricted acquisition. A decision on whether this will be pursued as a HUBZone, SDVOSB Set Aside, or Small Business Set Aside, will be posted in the FedBizOpps website at http://www.fedbizopps.gov. Please submit your questions via email to Kathy J. Fields, Contracting Officer, at Kathy.J.Fields@uscg.mil.