Oil Analysis Sampling/Testing

Quote packages are due electronically to janice.marshall@dot.gov by 3:00pm local time on June 21, 2012. Vendors are cautioned that they must have an active Central Contractor Registration profile in order to be considered for award. The anticipated performance start date is on or around July 9, 2012. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. This solicitation document and incorporated provisions/clauses are those in effect through FAC 2005-57. The solicitation number is DTMA-91-Q-2012-0015 and is issued as a Request for Quotations. This RFQ is 100% set-aside for Small Businesses. The NAICS code is 541380 with a small business size standard of $14M. This RFQ is for the procurement of Oil Analysis Sampling/Testing. The Government intends to award a fixed price contract with a performance period of one base year plus four option years. Place of Performance will be performed at the contractor's laboratory facility. The provisions at 52.212-1, Instructions to Offerors-Commercial, 52.212-2, Evaluation -- Commercial Items, 52.212-3, Offeror Representations and Certifications--Commercial Items, 52.212-4, Contract Terms and Conditions--Commercial Items and 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items apply to this acquisition and are attached. 1.1 Background The U.S. Department of Transportation's Maritime Administration's National Defense Reserve Fleet (NDRF) supports the Department of Defense with the rapid worldwide deployment of U.S. military personnel, equipment, and supplies. This fleet, as well as various support vessels, requires an Oil Analysis Program of which this contract for Laboratory Services will be a part of. The NDRF is divided into various subsets that are managed differently depending on the program that it supports. The subsets are: The Ready Reserve Force (RRF), Schoolships, Missile Defense Agency Support (RRF-Like) and Fleet Support Craft. 1.1.1 The Ready Reserve Force (RRF) is a key element of strategic sealift. The RRF also provides humanitarian support in the event of natural disasters, extreme weather events, and other such circumstances that warrant vessel activation. The RRF is structured to transport military equipment and provide initial re-supply for forces deploying anywhere in the world. The ships are maintained and operated by commercial ship management companies under contract to the MARAD. At present the RRF fleet consists of 48 vessels maintained in a determined state of readiness located at various ports throughout the United Sates on the Atlantic, Gulf and Pacific Coasts. 1.1.2 There are 7 vessels serving as training vessels for the nation's Maritime Academies. These vessels are located in; Castine, ME; Buzzards Bay, MA; Brooklyn, NY; Kings Point, NY; Traverse City, MI; Galveston, TX; and Vallejo, CA and operate worldwide. 1.1.3 There are 2 vessels supporting the Missile Defense Agency that are currently located in Portland, OR. and also operate worldwide. They are maintained and operated similar to the RRF. 1.1.4 MARAD currently maintains three lay-up fleets located at James River, VA; Beaumont, TX; and Suisan Bay, CA. These fleets have a number of fleet support craft that may require testing both on a scheduled program and an ad hoc basis. These vessels are new to the program and maintenance and operational details are not yet developed. 1.2MARAD Oil Analysis Program 1.2.1 The MARAD Oil Analysis Program, currently in place for the RRF and RRF-Like vessels, serves as a necessary component of a mandated Preventive Maintenance Plan (PMP). This program serves all the vessels in the RRF/RRF-Like and is managed from the Office of Ship Operations, located at MARAD Headquarters in Washington, DC. The function of this program is for the vessel's personnel to take oil samples under prescribed operating conditions and time frames and mail these samples to an approved oil sampling laboratory for expert analysis to assist and determine the conditions of the identified machinery. The results of this analysis are then received by the vessel, vessel ship managers, vessel COTR and the Oil Analysis Program Contracting Officer's Technical Representative (COTR). Any action as required by the results of the analysis will be carried out by vessel personnel or a vessel designate. 1.2.2 The MARAD Oil Analysis Program currently in place for the Schoolship vessels serves as a necessary component of a mandated Preventive Maintenance Plan (PMP) and/or is part of vessel Guidance provided by MARAD to the schools. This program serves all the vessels in the Schoolship Program is managed from the Office of Ship Operations, located at MARAD Headquarters in Washington, DC. The function of this program is for the vessel's personnel to take oil samples under prescribed operating conditions and time frames and mail these samples to an approved oil sampling laboratory for expert analysis to assist and determine the conditions of the identified machinery. The results of this analysis are then received by the vessel, vessel COTR, the Oil Analysis Program COTR and the Schoolship Program Manager and any action as required by the results of the analysis will be carried out by vessel personnel, a vessel designate or the vessel COTR. 1.2.3 Fleet Support Craft are not currently in the MARAD Oil Analysis Program. They are being added on a scheduled or as required basis. Individual craft and details are yet to be developed. This program will serve designated Fleet Support Craft in the three MARAD lay-up Fleets and will be managed from the Office of Ship Operations, located at MARAD Headquarters in Washington, DC. The function of this program is for the fleet personnel to take oil samples under prescribed operating conditions and time frames and mail these samples to an approved oil sampling laboratory for expert analysis to assist and determine the conditions of the identified machinery. The results of this analysis are then received by the lay-up Fleet, lay-up Fleet Program Manager, the Oil Analysis Program COTR and the Division of Sealift Operations and any action as required by the results of the analysis will be carried out by Fleet personnel. 1.3Technical Assistance Required MARAD requires the contractual services of an established Oil Analysis Laboratory to have the capability to receive, analyze, report and provide expert professional guidance to assist in the vessel's maintenance, complying with any and all regulations as delineated in the Technical Requirements as noted below. The MARAD Oil Analysis Program will generate a minimum of 1800 samples per year up to a maximum of 2,600 per year. For purposes of grease testing, from designated equipment, assume 100 samples per year. 2.0 Technical Requirements The MARAD Oil Analysis Program, for testing marine lube oils, hydraulic oils and greases, requires an established and proven Oil Analysis Laboratory to provide services meeting the following criteria; 2.1The contractor must be ISO/IEC 17025:2005 accredited (General Requirements for the Competence of Testing and Calibration Laboratories) at the time of bid. The contractor must have proven past experience in testing lube oil, hydraulic oil and greases from ships (i.e., shipboard marine machinery) or from shore side power plants. 2.2Capability must be in place to perform 72-hour turnaround testing upon receipt of oil samples. Upon special conditions, as determined by MARAD Ship Managers, same day turnaround must be provided as required (i.e. same day analysis and notification to vessel). 2.2Provide for a web based accessible (password protected) program for both program information and analysis results. Access will be manageable such that individuals can be limited so that only the results for their particular vessel, group of vessels or region will be available to them. All points of contact (POC) will be provided and/or approved as needed by MARAD and provided to the contractors Database Administrator (DBA). MARAD HQ personnel will have access to all proprietary data for the entire Fleet. 2.3Provision the vessels and lay-up Fleets with all sample bottles, mailing envelopes, labels, shipping boxes or packages, sampling pumps and any equipment and stationery required to maintain and document the Oil Analysis Program. Each individual vessel or lay-up Fleet will requisition required stock to the contracted laboratory. 2.4As the MARAD Fleet employs many different types of oils and many different manufacturers, the contracted laboratory will be required to maintain and update base oil samples of all types of marine oils used in the MARAD Fleet. MARAD will provide a manual detailing all the oils used aboard all the vessels and will be responsible to ensure that the contracted laboratories are apprised of any updates and changes made in the vessel oil inventories. MARAD provides as well, an approved manual for each vessel detailing proper sample locations and techniques to assist the vessels in drawing proper samples for analysis. The contractor will be responsible for reviewing, understanding and recommending any required changes to these manuals. 2.5The contracted laboratory must be available to provide technical assistance, guidance and interpretation for each result if required by MARAD or representatives of the Ship Manager. This assistance may possibly require an onsite presence from a qualified technical individual from the contracted laboratory, to provide troubleshooting and/or training for the Ship Manager Representatives. "Routine" sampling and testing that is required must include, at a minimum; Spectroscopic Analysis (PPM) ASTM D 5185 Iron Copper Lead Aluminum Tin Nickel Chromium Titanium Vanadium Silver Silicon Boron Calcium Magnesium Phosphorus Zinc Barium Molybdenum Sodium Potassium Cadmium Manganese Fourier Transform Infrared Spectrometer testing (FTIR) Water EP Antioxidant Breakdown I Breakdown II Water Soot Oxidation Nitration Antiwear Fuel Sulfation Antifreeze Other Fluid Physical Chlorides Flashpoint (F) Karl Fischer Tests for Steamships (25 vessels) ASTM D 6304 TAN (KOH/g) TBN (KOH/g) Viscosity (cSt) ASTM D 445 Particle Count (Particles Per Mil) ISO 4406:99 ISO Code >4 Micron >6 Micron >14 Micron >50 Micron For "Non-Routine" or "Exception" testing, where in-depth testing and analysis is required, all bidders shall demonstrate capabilities and past experience. For the grease testing requirement, the below table itemizes the minimum necessary tests: TEST METHOD TEST DETERMINATION D217-Cone Penetration Consistency of Grease D942-Oxidation Stability Useful Oxidation Life D972-Evaporation Loss Determine Operational Due to Evaporation D1092-Apparent Viscosity Flowability, Pumpability D1264-Water Washout Characteristics Water Washout Resistance D1403-Cone Penetration Quarter and Half Scale Supplement D217 (if not enough sample) D1404-Estimation of Deleterious Particles Abrasive Contamination D1742-Oil Separation Storage Stability D1743-Corrosion Preventive Properties Corrosion Resistance D2265-Dropping Point Useable Temperature D2266-Wear Preventive Characteristics (Four Ball Method) Performance Test D2509-Load carrying Capacity (Timken Method)) Performance Test D2596-Extreme-Pressure Properties ( Four Ball Method) Performance Test D3704-Wear Preventive Properties (Block on Ring) Performance Test D5185-Inductively Coupled Plasma Spectroscopy Evaluate Additives, Wear Metals and Contaminants D5483-Oxidation Induction Pressure DSC Useful Oxidation Life D6185-Compatibilty of Binary Mixtures Compatibility ADDITIONAL TESTS METHOD PURPOSE Wear Particle Analysis Evaluate Wear Debris , Contamination Fourier Transform Infrared Evaluate Grease Type and Contamination Thermal Gravimetric Analysis D5967, Appendix 4 Evaluated Filler vs., Oil and Ash levels The analysis procedure would be as follows. The sampling vessels will send samples to the contracted laboratory on their operational and PMP schedules. Upon receipt, the laboratory will notify via email to the vessel, that the samples have been received. This email will cc the Point of Contacts (POC) as supplied to the contracted laboratory by MARAD HQ. The samples will be analyzed in the aforementioned specified time frame with the results sent via email and posted on web site with notification to all POC on such posting under the time frame established in these requirements. The email and the analysis report will detail any issues that the report may indicate along with corrective action recommendations or procedures recommended to resolve the issue as well as trend lines and recent oil analysis history (minimum past three analyses). 3. Personnel and Travel Requirements 3.1Travel costs will be reimbursed (at actual cost) in accordance with Federal Travel Regulation (FTR) and FAR part 31. Substantiating receipts must be submitted in accordance with FTR 301-11.25. The Contractor will submit travel requests to the COTR for approval, via email, in advance of each travel event. Reimbursement will not be approved for unauthorized travel. 3.2No individual may bill more than eight (8) hours per day for travel and/or consulting unless approved by the COTR. 3.3Contractor employees visiting Government Installations will wear a Government-issued identification badge. Visiting contractor employees will comply with all Government escort rules and requirements. 3.4While onboard RRF ships, all ship manager log-in and safety procedures are to be strictly adhered to. Employees visiting RRF ships and sites must wear their TWIC card to gain access to the ship/facility. 4.0 Proposals 4.1Bidder proposals must provide objective quality evidence that confirms bidder capabilities in regard to Oil Analysis, as well as bidder expertise in maritime business processes, practices, and protocols and/or in the power industries equating with the machinery found in a marine power plant. 4.2We request that offers be Firm Fixed Price (FFP). 4.3Period of performance will be a base year plus four option years. 4.4Offerors shall submit a Management Proposal (maximum of five pages exclusive of resumes) providing the following information; 4.4.1 Recent (within last three years) corporate experience relative to the items in the Statement of Work. 4.4.2 Qualifications of persons who will staff the contract. Include resumes. 4.4.3 Two contract references for Oil Analysis related work similar to the SOW requirements. Include the contract number and customer point of contact with phone number and email address and a brief description of the work performed. 4.5 Offerors will submit a Technical Proposal (maximum of five pages, exclusive of the sample Analysis Report) addressing their understanding of each requirement listed in the SOW and stating how the work will be accomplished. All bidders must supply a sample copy of their Analysis Report which would meet the requirements above. 4.6 Offerors will submit a separate cost proposal showing the price per sample for each type of test. Travel will be reimbursed at cost, not to exceed Federal Travel Regulations. In addition, the offer will provide the cost for a same day sample if this should be necessary under special operating conditions. 4.7 This requirement will be 100% Small Business Set Aside, and the NAICS code is 541380 with a Small Business size standard of $14 million. 4.8 All quotations shall be evaluated for fair and reasonable price, technical acceptability, satisfactory past performance, delivery schedule and adherence to the applicable clauses/provisions. The Government reserves the right to award to the contractor whose offer represents the best value to the Government. As such, the basis for contract award will include an evaluation of proposed contractor quality performance history. The following factors shall be used to evaluate: (i) technical capability of the service offered to meet the Government requirement; (ii) past performance; (iii) personnel qualifications, (iv) price. All evaluation factors other than price, when combined, are significantly more important than price.