USCGC MORRO MDE BAY HOT OIL FLUSH SERVICE

This is a combined synopsis/solicitation

This is a combined synopsis/solicitation for commercial items/services prepared in accordance with the format in FAR Subpart 12.6 as supplemented with additional information included in this notice. Request for Quotations number is 70Z08526Q0001306 and is issued as a request for quotations (RFQ). This announcement constitutes only solicitation; quotations are being requested, and a written solicitation will not be issued. This Request for Quotations incorporates provisions and clauses in effect through Federal Acquisition Circular 2005-65 dated January 29, 2013. The NAICS Code is 336611. The small business size standard is 1250. This is a totally small business set aside. All responsible sources may submit proposals that will be considered by the agency. The contract will be awarded on a firm-fixed-price basis using simplified acquisition procedures in accordance with FAR Part 13.5. All responses from interested vendors must be received on/before 0800 Pacific Time, December 05th, 2025, and will be reviewed by the Government.   

The United States Coast Guard Surface Force Logistics Center has a requirement for the following:

Contractor shall provide service and equipment to the requested USCGC MORRO MDE :

 STATEMENT OF WORK (SOW) FOR:

SCOPE OF WORK

U. S. COAST GUARD CUTTER MORRO BAY

MDE HOT OIL FLUSH (CASREP RESPONSE)

SECTION 1 – GENERAL INFORMATION

1.1 Scope of Work

KTR shall provide services related providing shipboard technical support to perform Hot Oil Flush of MORRO BAY’s #2 Main Diesel Engine, Manufacturer: Fairbank Morse, Model: 38 1/8 Opposed Piston.  When reassembling one 90 degree flange upon completion of hot oil flush, contractor will have to remove 08 ea – ½ inch * 1 ½ studs and replace with new ½ inch * 2 inch long hardware to include bolts, lock nuts, flat washers, and lock washers. 

1.1.2 Place of Performance:

1.1.2.1 Unit

             USCGC MORRO BAY

             1055 E 9th Street

             Cleveland, OH. 44114
 

1.1.3 Contracting Officer (KO):

1.1.3.1 Name:
   Unit: MORRO BAY

             PH:

             FX: N/A
   E-mail:
 

1.1.4 Contracting Officers’ Technical Representative:

1.1.4.1 Name: CWO Mike Hefty or CWO Greg Tarker
   Unit: SFLC-IBCT-PDM-PE
   PH: +1 (555) 000-0000 (Hefty) or +1 (555) 000-0000 (Tarker)
   FX: N/A
 

1.1.5 Contact for questions:

1.1.5.1 Any questions regarding scope of work must be directed to the Contracting Officer.
 

1.2 Contractor Personnel

1.2.1 Contract Manager
The contractor must provide a contract manager who must be responsible for the performance of the work. The name of this person, and an alternate or alternates, who must act for the contractor when the manager is absent, must be designated in writing to the contracting officer.

1.2.1.1 The contract manager or alternate must have full authority to act for the contractor on all contract matters relating to daily operation of this contract

1.2.1.2 The contact manager and alternate or alternates must be able to read, write, speak, and understand the English language.

1.2.2 Contractor employees
The contractor must not employ persons for work on this contract if such employee is considered by the contracting officer to be a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

1.2.2.1 Contractor personnel must present a neat appearance and be easily recognized as contractor employees.

1.2.2.2 The contractor must not employ any person who is an employee of the U. S. Government if employing that person would create a conflict of interest. Additionally, the contractor must not employ any person who is an employee of the U. S. Coast Guard unless such person seeks and receives approval according to U. S. Coast Guard regulations.

1.2.2.3 The contractor shall hold valid license, certifications, and/ or permits to perform work at place of performance. 

1.2.3 Security requirements
Upon award contractor shall submit technicians name to MORRO BAY’s Engineer Officer and Availability Project Manger so access to CG Base Cleveland can be granted. 

1.3 Hours of Operation

1.3.1 The contractor must perform the tasks as required by the SOW under this contract during the following hours: Monday through Friday between 8:00am and 4:00pm unless other time is specified.

132.1 Period of performance: December 10, 2025 – Dec 15, 2025

1.4 Award
It is the governments’ intent to make award on the basis of Lowest Price Technically Acceptable (LPTA) offered through issuance of a firm fixed price contract.

1.4.1. Under FAR 4.1103 prospective contractor shall be registered in System Award Management (SAM) prior to award. Failure for contractor to be registered in (SAM) shall result in Contracting Officer to proceed with next successful registered offeror. Website:  www.sam.gov

1.5 Invoicing
Invoices shall be sent to address as per the contract. To ensure proper payment, all invoices shall have requisition number/order number, company name and address, UEI number, invoice number and date clearly indicated on your invoice. It is recommended that the offeror attach a copy of the Purchase Order / Contract to their invoice(s).

1.5.1 Invoices shall be submitted for payment following the invoicing instructions on the Purchase Order.

SECTION 2 – DEFINITIONS

2.1 General Definitions
N/A

2.1.1 Defective Service: A service or commodity output that does not meet the standard of performance requirement specified in the contract for that service or commodity.

2.1.2 Quality Assurance: A planned and systematic pattern of all government actions necessary to provide confidence that adequate technical requirements are established; products and services conform to established technical requirements; and satisfactory performance is achieved. Quality assurance refers to actions by the government assurance functions for a contracted service.

2.1.2 Quality Control: Those actions taken by a contractor to control the production of outputs to ensure that they conform to the contract requirements.

2.1.3 Technical Definitions:  Not Applicable to contract

2.1.4 References

2.1.4.1 Coast Guard Drawings

Coast Guard Drawing 140 WTGB 101-001, Rev -, Booklet of General Notes & Details

Coast Guard Drawing 140 WTGB 201-001, Rev B, Machinery Arrangement

Coast Guard Drawing 140 WTGB 262-001, Rev -, Lube Oil System Diagram

Coast Guard Drawing 140 WTGB 262-002, Rev -, Lube Oil System A & D

Coast Guard Drawing 140 WTGB 262-003, Rev -, Lube Oil System Mods Incidental to Spinner II Installation

Coast Guard Drawing 140 WTGB 262-004, Rev A, Lube Storage Tank System A & D

2.1.4.2 Coast Guard Publications

Coast Guard Technical Publication (TP) 3473, SWBS 233, Section A, Mar 2022, Main Diesel Engine – Model 38D8-1/8

Coast Guard Technical Publication (TP) 3474, SWBS 262, Section A, Pump and Motor, Main Lube Oil

Coast Guard Technical Publication (TP) 3474, SWBS 262, Section B, Lube Oil System, MDE Support System

Surface Forces Logistics Center Standard Specification 0000 (SFLC Std Spec 0000), 2022, General Requirements

2.1.5 Government Furnished Equipment

2.1.5.1 NONE

2.1.6 Government Furnished Facilities

2.1.6.1 NONE

SECTION 3 – REQUIREMENTS

3.1 General

3.1.1 CIR.

None.

3.1.2 Tech Rep.  The Contractor must provide the services of a qualified mechanic, who is familiar with lube oil hot flushing of the Fairbanks Morse Engine (FME) Model 38D8-1/8 diesel engines and related equipment (lube oil coolers, strainers, etc), to do the following, on site:

• Advise on manufacturer's proprietary information pertinent to the system.
• Assist with proper methods of connection(s) and lube oil system bypass methods required for proper diesel engine hot flush procedure in accordance with this specification.
• Ensure compliance with manufacturer's procedures and standards during system disassembly, inspection, and reassembly as applicable.

3.1.2.1 Ensure the Tech Rep has experience with the system/equipment stated above and demonstrated on their résumé.

3.1.3 Protective measures.  The Contractor must furnish and install all protective measures in accordance with SFLC Std Spec 0000, paragraph 3.3.3 (Vessel component, space, and equipment protection).

3.1.4 Interferences.  The Contractor must handle all interferences in accordance with SFLC Std Spec 0000, paragraph 3.3.5 (Interferences). Known interferences include, but are not limited to the following:

• Deck plates.
• Deck framing.
• Piping.
• Handrails.
• Electrical wiring and cables/cableways.
• Miscellaneous machinery.

3.1.5 Contamination prevention.  The Contractor must take all precautions to prevent contamination of personnel and spaces in accordance with all applicable Federal, state, and local regulations.

3.2 Fluid handling.  The Contractor must remove and dispose of removed fluids from the affected piping system, in accordance with all applicable Federal, state, and local regulations.

WARNING

Do not drain ANY fluids, including fresh water, into any space, bilge, or exterior location.

3.3 Work plan.  The Contractor shall provide a work plan to the Contracting Officer (KO), at the time of solicitation submission, which lists all procedures, plans, and equipment the Contractor will utilize in support of flushing requirements. At a minimum, the plan shall include the following:

• Qualifications of Project Manager / Lead Mechanic overseeing flushing operations.
• List of all equipment used in support of flushing operations, including models and ratings.
• List of safety equipment, devices, and procedures.
• Quality assurance controls, including sample checklists, logs, checkpoints, etc.
• Step-by-step flushing procedure, including system diagrams and valve lineups.
• System restoration procedure.

3.4 Flushing requirements.

3.4.1 Flushing equipment.  The Contractor shall provide all equipment required to support flushing operations.  The Contractor should be aware that neither the cutter, nor the cutter support base, is capable of providing the 440 VAC power necessary to operate any flushing support systems and that the Contractor must provide a suitable 450 VAC power source.

3.4.1.1 Flushing pump.  A positive displacement pump capable of providing 260 GPM flow rate at 120 psig.

3.4.1.2 Flow meter.  A flow meter capable of measuring flow of flushing fluid.

3.4.1.3 Portable Particle Counter.  A particle counter capable of continuously measuring fluid contamination with output in NAS code.

3.4.1.4 Filtration system.  A bag and cartridge filtration system that allows for continuous operation, rated at the flow rate of the pump (or greater), that is capable of supporting the following:

• “In-flush” bag change-outs.
• 25-micron commercial polyester, full-flow filter bags.
• 3-micron cartridge filters.
• Magnetic filters.

3.4.1.5 Heating system. A heating system capable of accurately maintaining flushing fluid at 160 -190 °F.

3.4.1.6 Oil spill containment.  A pier-side oil spill containment system with sufficient capacity to contain all components associated with the filtration, heating, and flushing pump systems.

3.4.1.7 Temporary valves, spools, blanks, and jumper lines.  All valves, spools, blanks, flanges, and jumper lines required in support of flushing operations.

3.4.2 Filter bags.  The Contractor shall accomplish the following for the flushing media filters/filtration system:

3.4.2.1 Filter the flushing fluid using commercial polyester full flow filter bags (sized to suit strainer basket) rated at 25 microns particle retention rating.

3.4.2.2 Renew filter bags as necessary during flushing operations to maintain a differential pressure increase of no more than 5 psig over the differential pressure of a clean filter bag.

3.4.3 Flushing media.  The Contractor shall use commercial grade (non-synthetic) SAE 10W High Detergent oil, with an API rating of SC or better, in support of flushing operations.  Upon completion of lube oil flushing loop, the flushing oil may be returned to clean containers and can be used for the next hot lube oil flush provided cleanliness of lube oil can be maintained.

3.4.4 Component removal/reinstallation tracking.  The Contractor shall ensure that all components removed from the engine/lube oil system are match-marked and tracked via a recorded log to ensure proper reinstallation. Submit a CFR as follows:

• Beginning of each flushing stage to document equipment/components removed.
• Completion of each flushing stage to document equipment/components reinstalled.

3.4.5 Notification.  The Contractor shall notify the cutter Engineer Officer at least 24 hours prior to beginning each flushing operation.

3.4.6 Inspector witnessing and approval.  The Contractor shall ensure that the Coast Guard Inspector is present during all flushing oil sampling and inspection. The Contractor’s final sampling and inspection shall be approved in writing by the COR and Coast Guard Inspector.

3.4.7 Pre-flush cleanliness verification.  Prior to starting flushing, the Contractor shall perform the following:

3.4.7.1 Remove and dispose of engine filters.

3.4.7.2 Drain and clean engine sump, screens, filter housing(s), and strainer housing(s).

3.4.7.3 Remove and clean oil strainers.

3.4.7.4 Wipe clean and oil-wet engine interior surfaces and components (e.g., crankcase, crankshaft, connecting rods, bearing caps, gears, etc.) to prevent “flash rusting”.

3.4.8 Post-flush report requirements.  After each flushing stage, the Contractor shall submit a detailed report to the Engineer Officer within 24 hours, to include the following at a minimum:

• Method used to obtain the particulate contamination reading.
• Method used to determine particle size.
• Final contamination level readings.
• List of all particles collected and description (size, nature, etc)

3.5 Flushing procedure.  Using the Coast Guard Drawings and Technical Publications listed in Section 2 “References” as guidance, the Contractor shall conduct a staged flush of the MDE lube oil system as follows:

3.5.1 Flushing sequence.

3.5.1.1    Conduct the MDE hot lube oil flush in the following sequence:

• External
• Internal
• Combined external and internal

3.5.1.2    The following flushes / cleanings may be accomplished in any sequence (prior to, concurrent, or after) the flushing of Para 3.4.1.1, but prior to system restoration:

• Outflushes of disconnected instrumentation, drain, and vent lines.
• Cleaning of all “jumpered” components (system pumps, filters, and associated “dead” legs)
• Lube oil cooler.

3.5.2 Pre-flushing preparations.  The Contractor shall perform the following prior to commencing the applicable flushing stage procedure:

• Blank off bearing oil feed lines.
• Disconnect & blank the pre-lube oil and main oil pumps, installing jumper lines to by-pass.
• Disconnect the lube oil cooler and install jumper line with valve to by-pass the cooler.
• Disconnect main bearing jumper lines and end plugs on main internal lube oil header; hand lean accessible ports and plug.
• Disconnect all lube oil supply lines to internal components including cam bearing, gear train, governor, and cylinders, as applicable.

3.5.3 Flushing acceptance criteria.  The Contractor shall flush each loop until the following cleanliness criteria is maintained for a 2-hour period.

3.5.3.1 Differential pressure.  Differential pressure increase of less than 2 psig higher than the differential of a clean filter bag can be maintained for a 2-hour period.

3.5.3.2    Visual inspection. Visual inspection of all contaminants (solid, solid-based, and nonsolid) collected from the filter bag and magnets after the end of the 2-hour collection period indicates that the sum total volume of particles shall not exceed the volume of a U.S. dime (10-cent piece). The filter bags and strainer magnets shall contain no more than five solid or solid-based contaminants, no one greater than 1/64 inch in any direction. The filter bags and strainer magnets shall contain no non-solid contaminant larger than 1/16 inch in any dimension except for hairlike particles which can be up to 1/8 inch long.

*Solid-based contaminants are defined as particles which cannot be crushed between the thumbnail and finger.

3.5.3.3 Particulate count.  Fluid contamination levels do not exceed NAS Code 1638 -Class 9 for the duration of the 2-hour period.

• The flushing process duration begins when the oil is within and maintains the specified flushing temperature (170° to 180° F) and flowrate (260 gpm). Temperatures and flow rates shall be maintained for the duration of the flush.
• During flushing, the system shall be manually shocked or vibrated using soft mallets or mechanical vibrators to dislodge contaminants within the piping.
• Filter bags and cartridges shall be changed as needed to maintain a differential pressure increase of no more than 5 psig over the differential pressure of a clean filter bag.
• Rotate the engine crankshaft (for internal flush sequences) through 90 degrees travel at 20 minute intervals.

3.5.4 Sequence flush.

3.5.4.1    Heat a quantity of clean flushing oil, equaling 60 to 70 percent of sump capacity, to a temperature of 170° to 180° F.

3.5.4.2    Circulate the oil throughout the lube oil circuits in the following increments, confirming secure connections prior to each next incremental increase:

• 20 gpm;
• 75 gpm;
• 260 gpm (not to exceed 120 psi).

3.5.4.3    Flush each lube oil system loop for a minimum of 12 hours.

3.5.4.4    Continue flushing each loop until the cleanliness criteria of Para 3.5.3 is maintained for a 2 -hour period for applicable loop.

3.5.5 Ancillary components.

3.5.5.1    Disconnected instrumentation lines.  Flush all disconnected gage and pressure switch lines using flushing oil or compressed air.

3.5.5.2    Jumpered components and equipment.  Hand clean all components and piping (both removed and blanked) not flushed during the flushing process. Inspect condition of all components and piping. Submit a CFR.

3.5.5.3    Lube oil cooler.

3.5.5.3.1 Disconnect and remove the lube oil cooler assembly and transport it to the shop.

3.5.5.3.2 Soak the cooler in cleaner bath for 4 hours to remove any dirt or sludge build up and then clean the cooler.

3.5.5.3.3 In the shop, hydrostatically test the lube oil cooler to ensure that there are no water leaks. Test pressure will be as specified by the technical representative. If any leaks are detected, repairs will be the subject of a contract modification.

3.5.5.3.4 Reassemble the cooler using new gaskets, O-rings and lantern ring.

3.5.5.3.5 Reinstall the cooler assembly on the engine using new gaskets and O-rings.

3.6 System restoration.  Upon completion of engine flushing, accomplish the following:

3.6.1 Drain flushing oil from sump, piping, filter and strainer housings, placing flushing oil in suitable containers. Dispose of all used oil and empty oil drums.

note

1) Every effort shall be made to remove flushing oil from the lube oil system, to including removal of oil sump screens and wiping the sump clean with lint free rags. This will ensure a satisfactory test for viscosity, which will eliminate the need to change oil after a few hours of engine operation.

2) Careful use of clean low pressure air (100 psi or less) may be used to blow flushing lube oil back to the engine sump through the filter and strainer housings.

3.6.2 Clean and inspect lube oil sump using lint-free rags. Clean and inspect internal lube oil pump suction piping from the suction bell mouth or strainer to the pump inlet.

3.6.3 Restore lube oil system to original configuration in preparation for engine run.

3.6.3.1 When reinstalling 90 lube oil elbow pipe, contractor shall remove 08 ea – 1 ½ studs and replace with new hardware to include ½ inch * 2 inch long bolts, lock nuts, flat washers, and lock washers. 

3.6.3.2 Ships Force will reinstall all engine filters and replenish oil upon satisfactory completion of all system restoration.

3.7 Engine run after flushing completion. The Contractor shall be present during testing of the MDE (s) to ensure satisfactory flushing was accomplished.

• Coast Guard personnel will operate all shipboard machinery and equipment.
• Contractor shall take caution and monitor the differential pressure across the strainer and filter during engine operation. Ensure the differential pressure does not exceed bypass valves set point. If the strainer or filter requires repeated cleaning to maintain proper differential pressure, the entire flushing procedure shall be repeated.
• Some debris is expected during engine operations for various reasons (i.e. internal engine components that cannot be 100% flushed, potential overhaul/repair work accomplished concurrently with flushing, vibrations created by engine operations, etc). Engine run-in should continue, monitoring pressures and filter contents, to ensure residual debris is filtered by the installed system before making official determination regarding efficiency of the flush. Immediately stop all engine run-in procedures if evidence of substantial debris (i.e. metal shavings, large contaminates, etc) are discovered that could be indicators of potential issues.

SECTION 4 – CONTRACTOR FURNISHED ITEMS AND SERVICES

NONE

SECTION 5 – NOTES

5.1 Equipment operations.  Coast Guard personnel will operate all shipboard machinery and equipment.

5.2  System Lube Oil.  Current lube oil in use is Mobilguard NC410

5.3 Coast Guard POCs.

5.3.1 Cutter POC is CWO Greg Tarker, contact@example.gov, +1 (555) 000-0000

5.3.2 Cutter Availability Project Manager is Robert Holt, contact@example.gov, +1 (555) 000-0000