SOURCES SOUGHT
S -- Sources Sought
- Notice Date
- 5/4/2011
- Notice Type
- Sources Sought
- NAICS
- 488190
— Other Support Activities for Air Transportation
- Contracting Office
- Fort Polk DOC, Directorate of Contracting, PO Drawer 3918, Fort Polk, LA 71459-5000
- ZIP Code
- 71459-5000
- Solicitation Number
- W9124E11TXXXX
- Response Due
- 5/11/2011
- Archive Date
- 7/10/2011
- Point of Contact
- SUPATCHAREE HYDE, 3375312224
- E-Mail Address
-
Fort Polk DOC
(supatcharee.hyde@us.army.mil)
- Small Business Set-Aside
- N/A
- Description
- TITLE: Aircraft Refueling Services THIS IS A SOURCES SOUGHT NOTICE ONLY. This is NOT a solicitation or pre-solicitation and this notice does not guarantee that a solicitation will be posted in the future. This information is being submitted for the purpose of seeking sources only. Fort Polk, LA seeks small business sources that are able to provide refuel services to local and all transient aircraft at Polk Army Airfield. DRAFT SCOPE OF WORK IS BELOW FOR REVIEW. 1 SCOPE OF WORK. The contractor shall furnish all personnel, management, material, supplies, and equipment, except as specified in paragraph # 3 as Government furnished, to perform all functions of aircraft refueling for a variety of types and models of helicopters and aircraft, both assigned and transient, at Fort Polk, Louisiana. 1.1 CONTRACTOR PERSONNEL 1.1.1 Project Manager: The Contractor shall designate a representative, hereafter referred to as the Project Manager. The Project Manager shall be authorized and empowered to act for and make decisions on behalf of the Contractor on all matters relating to this contract, to serve as the point of contact for the Government, and to conduct overall management coordination with the Government. The Project Manager shall be available by telephone during the installation's normal hours of operation. The contractor shall provide in writing the name and telephone number for the Project Manager to the Contracting Officer not later than five (5) days prior to start of performance under this contract and upon change of Project Managers. In addition, the Contractor shall designate an individual(s) "on-call" to contact in the event of problems during other than installation normal hours of operation. The name(s) and telephone number of on-call personnel shall be provided to the Contracting Officer no later than five (5) days prior to start of performance under this contract and upon change. Contractor Manpower Reporting Application (CMRA): Contractor shall acquire a user account and provide necessary information at the Contractor Manpower Reporting (CMR) website (https://cmra.army.mil). CMRA reporting pursuant to Sec Army policy is being used by Department of the Army to comply with most of the reporting required by the National Defense Authorization Act of FY2008, Section 807. 1.1.2 Contractor Employees: The Contractor shall provide the workforce necessary to satisfactorily perform all services required by this contract. All persons performing under this contract shall remain employees of the Contractor and not of the Government. The Contractor shall not employ any alien who does not have a valid U.S. Immigration Alien/Registration Card. Employment of off-duty military personnel or Government civilian employees by the Contractor is permissible provided such employment does not controvert the policies set forth in DOD Directive 5500.7, Standards of Conduct for Department of the Army Personnel, or 5 CFR, 2335 and the Joint Ethics Regulation. The Contractor shall bear the cost of employee salaries during training periods. 1.1.2.1 The Contractor or contract employees shall not deviate from the requirements herein without the express concurrence of the Contracting Officer or Contracting Officer's Representative. 1.1.2.2 Qualifications: The Project Manager must have at least five (5) years experience in POL and aircraft refuel operations, three (3) of which were in a supervisory capacity within the last five (5) years. This experience must include quality assurance, inventory management, and receiving and issuing bulk fuels by aircraft refueling trucks. The Project Manager shall provide documentation of supervisory certification in POL operations upon request by the Contracting Officer or Contracting Officer's Representative. Copies of licenses and training certificates for all employees shall be maintained on file in the refueler's office and available for review by the Contracting Officer at all times. 1.1.2.2.1 Fuel Handlers Certification: Contract employees who perform or supervise fuel-handling operations shall possess a current Aircraft Fuel Handler's Certificate. To meet this requirement, the Contractor shall develop and implement a Fuel Handler's Training Course for the certification of his employees (Sample provided by the Government upon request). The Contractor shall conduct the training and certification process within 30 days of contract start and within 30 days of hiring a new employee. As a minimum, this training course shall include sections pertaining to (a) safety, health, and fire fighting, (b) quality surveillance, (c) water detection systems, (d) refueling operations, (e) emergency fire and rescue procedures, and (f) airfield vehicle operations. The training course shall have provisions for written documentation of certification following documentation of practical tests and a written test, all to be signed and dated by the Project Manager (or instructor) and the employee. A copy of the locally developed Aircraft Fuel Handler's Training Course shall be provided to the Contracting Officer within 30 days of contract start. 1.1.2.2.2 Contract employees shall be in possession of the following at all times when operating a refuel truck: 1.1.2.2.3 HAZMAT Certification by the Department of Transportation Federal Motor Carriers Safety Regulation HM 126F. 1.1.2.2.4 A Commercial Driver's License (CDL) Medical Certificate signed by a doctor certified to conduct medical and physical examination for this purpose. 1.1.2.2.5 A valid Louisiana State Class A or B Commercial Driver's License (CDL) with tanker and hazardous materials endorsements. 1.1.2.2.6 A current, signed and dated Fuel Handlers Training Certificate. 1.1.2.2.7 Environmental Compliance Officer (ECO): The Contractor shall employ a minimum of two individuals who have attended and successfully completed the 40-hour Environmental Control Officer Certification Course conducted by the Directorate of Public Works (DPW), Environmental and Natural Resources Management Division (ENRMD). At least one of the two individuals shall be assigned on the 7:00 a.m. to 3:00 p.m. shift. This individual shall serve as the point of contact for the Airfield Environmental Compliance officer on any environmental issues relating to aircraft refueling and POL operations. Training shall be accomplished within 45 days after contract award. 1.1.2.2.8 Employee Uniforms: All Contractor employees shall wear clean Nomex or blue 100% cotton outer garments. Uniform shirts shall be long sleeved, buttoned and tucked into the trousers at all times. Employees shall not carry anything in shirt pockets. Wearing of jewelry shall be prohibited. 1.1.2.2.9 Contractor Identification: Each Contractor employee shall be capable of being identified while on duty through the following type of identification: 1.1.2.2.10 The company name, as a minimum, embroidered or with a sewn on patch, above the left breast pocket area of outer garments. 1.2 SAFETY AND ACCIDENT PREVENTION: The Contractor shall comply with safety and operational procedures prescribed in the most current revision of FM 10-67-1, (Concepts and Equipment of Petroleum Operations). 1.2.1 The Contractor shall ensure compliance with all applicable portions of CFR 1910. 1.2.2 Accident reports and records shall be prepared in accordance with AR 385-40, (Accident Reporting and Records). 1.3 PERFORMANCE EVALUATION MEETINGS: The Project Manager shall meet with the Contracting Officer and Contracting Officer's Representative (COR) as deemed necessary by the Contracting Officer. The written minutes of these meetings, prepared by the Contracting Officer, shall be signed by the Project Manager, Contracting Officer and COR. Should the Contractor not concur with the minutes, he/she shall state, in writing, any areas on non-concurrence. Meetings shall be conducted at a Fort Polk location specified by the Contracting Officer. 1.4 QUALITY CONTROL PLAN 1.4.1 QUALITY CONTROL: The Contractor shall develop and follow a Quality Control Plan (QCP), which ensures that all requirements of the contract are provided as specified. This plan shall be delivered to the Contracting Officer within 10 calendar days after contract award. The Contracting Officer will either approve the QCP or return it to the Contractor for revision. The Contractor shall revise the QCP as determined necessary by the Contracting Officer and return it within 5 calendar days after receipt. Subsequent changes shall be submitted to the Contracting Officer for approval prior to implementation. 1.4.2 The basic tenet of the QCP is that the contractor is responsible for quality. All methods and procedures shall support this concept. The QCP shall be a comprehensive program to ensure delivery to the Government of quality service. It shall include, but not be limited to, the following general features: 1.4.2.1 An inspection system covering the services to be performed and the reporting requirements in paragraph # 5.8. It shall specify areas and services to be inspected on either a scheduled or unscheduled basis and the manner in which the inspections are to be conducted. 1.4.2.2 Methods of identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable. 1.4.2.3 Methods of documenting and enforcing quality control operations. 1.4.2.4 Methods of direct and indirect communications with the Government regarding performance of the contract to include but not limited to: reporting of corrective action resulting from customer complaints, COR evaluations, regular and formal meetings with the Government and informal communications. SUB-SECTION 2 DEFINITIONS AND BREVITY CODES 2 DEFINITIONS: For the purpose of the contract, the following definitions are established and shall apply. 2.1 STANDARD DEFINITIONS 2.1.1 Where "as directed", "as required", "as permitted', "accepted" or similar words are used, it shall be understood that direction, requirement, permission, approval, or acceptance of the Contracting Officer is intended unless stated otherwise. 2.1.2 Where "as shown', "as scheduled", "as outlined" or similar words are used, it shall be understood that reference is made to the samples and/or forms included in this specification unless stated otherwise. 2.1.3 Contract Discrepancy: A failure of the Contractor to perform in accordance with contract requirements and specifications. A contract discrepancy may result from failure of the Contractor to provide, or provide on time, the required contract product or service; or it may result because delivered products or services do not meet specific contract standards. 2.1.4 Contract Discrepancy Report (CDR): A report used to document unsatisfactory Contractor performance. The CDR requires the Contractor to explain, in writing, why performance is unsatisfactory; how performance shall be returned to satisfactory levels; and how recurrence of the problem shall be prevented in the future. 2.1.5 Functional Activity Representative:: The individual designated by the Airfield Commander to perform required administrative functions inherent in mission responsibility for the aircraft refueling function. 2.1.6 Performance Indicator: A measurable characteristic of an output or work process. 2.1.7 Proper Invoice: An invoice for payment, submitted in four copies, containing the following information: Name and address of the Contractor; invoice date; contract number and Delivery Order Number, if applicable; contract line item number (CLIN); item description; quantity; unit of measure; unit price and extended price of services performed; payment terms (i.e. prompt payment discount terms); name and address of individual to whom payment is to be sent (must be the same as that in the contract or on a proper notice of assignment); name, title, telephone number, and mailing address of person to be notified in event of a discrepancy in invoicing. 2.1.8 Quality Assurance: Those actions taken by the Government to assure that the quality of goods of services received are acceptable in accordance with established standards and requirements of the contract. 2.1.9 Quality Assurance Surveillance Plan (QASP): A written plan for conduct of quality assurance evaluation of contract requirements. The document contains specific methods to perform surveillance of contractor's performance. 2.1.10 Quality Control: Those actions taken by the Contractor to control the production of goods and services so that they will meet the requirements of the PWS. 2.1.11 Standard: A measure of comparison; an acceptability criterion; a benchmark or yardstick against which a service will be measured. 2.2 TECHNICAL DEFINITIONS 2.2.1 Fuel Request Notification: Radio or telephonic notification by the control tower or base operations that an aircraft is awaiting refuel. 2.2.2 Emergencies / Disasters: Accidents, natural disasters and emergency deployments or redeployments. 2.2.3 Major Exercise: An exercise or operation of such magnitude in terms of aircraft refueling support requirements or other extraordinary alert and services support, as determined by the Contracting Officer or the designated representative, that additional contractor manpower and/or work are necessary. 2.2.4 Pre-Operational Checks: Those checks required in accordance with FM 10-67-1 which are required before refueling operations begin. SUB-SECTION 3 GOVERNMENT FURNISHED PROPERTY & SERVICES 3 GOVERNMENT FURNISHED PROPERTY (GFP) AND SERVICES: The Government will furnish Government property and services listed herein to the Contractor for use in performance of this contract. Prior to performance start date, an initial inventory of Government property will be made jointly by representatives of the Contractor and a member of the functional activity office who is assigned the responsibility for maintaining the Contractor's hand receipt. Working order and condition of property will be determined during the inventory. A Joint Inventory shall be conducted and documented on DD Form 1662 annually in September of each year during the life of the contract, upon completion, termination or extension of the contract, or at anytime during the contract specified by the Contracting Officer. The contractor shall be responsible for shortages and damages, other than fair wear and tear, noted during the inventories. 3.1 PROPERTY 3.1.1 FACILITIES: The Government will furnish approximately 260 square feet of space in building #4291 for the Contractor's use as office space. The Contractor shall not make any addition or modification to the facility without prior approval of the Contracting Officer. At the option of the Government, the Contractor, on termination of the contract, shall either return the building to the Government in the same condition as when he first entered, normal wear expected, or leave in place any addition or modifications which may have been made. Heating / Air Conditioning and electricity will be provided at the work site. A dumpster for trash disposal will be provided near the work site or at one of the adjacent hangars. Water and restrooms will be available in any of the nearby aircraft maintenance hangars. During the life of this contract, a new facility with expanded floor space to include a restroom and water may be provided. 3.1.2 EQUIPMENT: The Government will provide the equipment listed in Attachment # 1 3.1.3 PETROLEUM PRODUCTS: The Government will provide JP-8 aviation fuel for refueling of aircraft during the life of this contract. 3.2 SERVICES 3.2.1 CONTAMINATED FUEL DISPOSAL: In the event of contaminated fuel in the contractor's refuel truck, the contractor will dispose of the contaminated fuel at the POL contaminated fuel/soil turn-in site, with coordination made through the government. The Government will pick up and dispose of all other contaminated fuel in accordance with another contract in place on the installation. 3.2.2 The Government will provide Class B telephone service (permits outgoing calls within Fort Polk, Leesville, and DeRidder, LA areas only.). 3.3 TRAINING: The Government will provide the following training: 3.3.1 Forty (40) hour Environmental Control Officer Certification Course. 3.4 PUBLICATIONS: The Government will provide all required Department of the Army and Department of Defense forms, regulations and directives listed in Sub-Section 6. Forms can be accessed from the local Ft Polk website: http://intranet.polk.army.mil/old_ewp/. Some forms may be computer generated to reduce mathematical errors in computing fuel accountability. See Attachment 3 for locally prepared forms. The Contracting Officer Representative (COR) will provide initial training in their use. SUB-SECTION 4 CONTRACTOR FURNISHED PROPERTY AND SERVICE 4. CONTRACTOR FURNISHED PROPERTY AND SERVICE: The Contractor shall provide any and all labor, supervision, management, supplies, equipment, and services necessary for the performance of this contract which are not specifically identified in section 3 of this contract as furnished by the Government. Equipment, supplies, and services shall include, but is not limited to, the following: 4.1 Vehicles: The Contractor shall provide serviceable refuel trucks in a quantity which assures that contractual requirements are able to be carried out. The trucks shall be no more than six (6) model years old upon start of contract and shall be of a standard, commercial design, equipped and sized to carry the load to which it will be subjected. Equipment required for use or travel off station shall be properly licensed and certified to comply with all federal, state, and local highway/road use laws, regulations, and codes. 4.1.2 The refuel trucks shall be capable of carrying a minimum of 2,000 gallons and be equipped with the following features: (a) a water separator capable of being manually drained, (b) gauges and meters capable of being calibrated, (c) refuel hoses with connections allowing interchangeability between the CCR (closed circuit), D-1 (center point), and Open Port (gravity fill) refueling nozzles, (d) an emergency shut off switch, and (e) at least two separate bonding/ground wires, each at least fifty (50) feet in length. This list is not all inclusive and it shall be the Contractor's responsibility to assure all other required features are made available. 4.1.3 Each fuel truck shall be marked with a permanently affixed company name or logo. The name or logo shall be applied in a professional manner, reflective of company pride and professionalism. Magnetic placards shall not be used. 4.1.4 The Contractor may obtain vehicle fuel off post or from the Government site on North Fort Polk in which case the contractor in turn will reimburse the Government on a monthly basis for the fuel obtained. 4.1.5 The Contractor will provide portable secondary containment equipment for parked fuel trucks that meet Federal and EPA standards such as the "Throw and Go" Portable Berm. 4.2 TELEPHONE SERVICE: The Contractor shall provide commercial telephone service if desired. 4.3 TELEVISION SERVICE: The contractor shall provide television and associated cable service if desired. 4.4 HOUSEKEEPING (CUSTODIAL) SERVICE: The Contractor shall provide all supplies, equipment and labor to perform office housekeeping. 4.5 PROTECTIVE CLOTHING: The Contractor shall provide all protective clothing such as, but not limited to, goggles, ear protection, gloves and safety shoes, as required by FM 10-67-1 and CFR 1910. 4.6 OFFICE SUPPLIES: The Contractor shall provide all office supplies other than that listed in Attachment 2. To include a modern computer and printer which complies with Department of the Army, DoD and all applicable local regulations established by the Fort Polk NEC. SUB-SECTION 5 SPECIFIC TASKS 5.1 GENERAL: The Contractor shall furnish trained personnel to meet and marshal (guide) aircraft into parking, determine and provide refueling services, ground support services (towing, forklift, AGPU) and assist airfield management with foreign object debris (FOD) inspections of pavement surfaces when Airfield Operations is closed or as coordinated with Polk Army Airfield (PAAF) manager, 24 hours daily, seven days a week, to include all Federal, State, and Local holidays. Operational requirements shall include receipt of fuel from a Government owned / Contractor operated bulk fuel issue point, aircraft refueling by Contractor furnished tanker truck, fuel accountability and preparation of required reports. Additionally, refuel shall be provided on an infrequent basis to aircraft at remote sites within the confines of the installation. The Contractor shall be required to service all commercial and military fixed or rotary-wing aircraft assigned as of contract award date, and transient aircraft as required, using JP-8 fuel. 5.1.1 For the purpose of fulfilling requirements under this contract, daily operations shall commence at 7:00 a.m. and conclude at 7:00 a.m. the following day. Monthly requirements shall commence at 7:00 a.m. the first day of the month and conclude at 7:00 a.m. the first day of the following month. 5.1.2 The contract Phase-In period for a new contractor will be the 30-day period following contract award. The Contractor shall obtain required training and licenses during this period and perform aircraft refueling service. 5.2 STAFFING: The Contractor shall provide daily staffing of the aircraft refueling point in accordance with the following schedule. 5.2.1 On the ten (10) Federal Holidays listed in Section F and during a fourteen (14) day period during the Christmas / New Year Holiday period (specific dates to be announced annually), at least one (1) employee shall be on duty at all times. The Contractor shall be aware that unexpected contingencies of the service may require more than one (1) individual to be on duty. The Government may require the Contractor to be placed on standby or on-call for emergencies during these specific periods of time. If this were to occur, the Contractor shall ensure his ability to return to duty as specified. 5.2.2 At all times other than those stated in Paragraph 5.2.1, staffing shall be provided as follows: 7:00 a.m. to 3:00 p.m.-Minimum two (2) employees 3:00 p.m. to 11:00 p.m.-Minimum two (2) employees 11:00 p.m. to 7:00 a.m.-Minimum one (1) employee 5.2.3 ADDITIONAL STAFFING: When requirements for fueling, such as during major exercises, troop deployments, or natural disasters exceed the capabilities of normal staffing levels, the Contractor may need to provide additional staffing. The Government will provide 24 hours advance notice of additional staffing requirements whenever possible. 5.3 DAILY PRE-OPERATIONAL REQUIREMENTS: Perform the following functions for each refueling vehicle to be used during the day: 5.3.1 Initiate a Refueler Daily Checklist and a DA Form 3643 (Daily Issues of Petroleum Products). (Forms can be accessed from the local Ft Polk website: http://intranet.polk.army.mil/old_ewp/ ). 5.3.2 Perform before-operation checks of the vehicle and record findings. Correct any deficiencies noted. 5.3.3 Drain the water separator. 5.3.4 Perform an Aqua-Glo test, following procedures as prescribed in FM 10-67-1. 5.3.5 Complete all entries on the checklist except closing meter readings and closing fuel balance. Also, complete these entries on the previous day's checklist. 5.3.6 Dispose of fuel used to perform the Aqua-Glo test and water separator contents by emptying into the collection containers designated by the Airfield Environmental Compliance Officer (ECO). 5.3.7 Recirculate fuel in accordance with the Fuel Recirculation Checklist. 5.4 AIRCRAFT REFUELING / GROUND SUPPORT: upon receipt of a Fuel Request Notification by the Control Tower, or Base Operations, the Contractor shall proceed within 20 minutes to the aircraft and perform refueling. Upon arrival at the aircraft, and prior to commencement of refueling, ensure a copy of the Refueling Customer Comment Form (See Attachment 3) is offered to the aircraft crewmember designated to serve as the fire guard. Refueling shall be accomplished in strict accordance with procedures specified in FM 10-67-1. Aircraft refueling shall not be accomplished unless an aircraft crewmember is present to serve as the fire guard. Also, the Contractor shall assure that all personnel not essential to a particular refueling operation have vacated the area to a distance of at least fifty (50) feet. Note: A pilot may be aboard, but only if required, to monitor fuel quantity during the refueling process (FM 10-67-1, Pg 16-4). Contractor shall use Polk Army Airfield vehicle to perform foreign object debris (FOD) inspections of pavement surfaces, every eight (8) hours, when Polk Army Airfield Operations is closed 2200-0600 daily and weekends. 5.4.1 For all aircraft refueled at Fort Polk: Upon completion of the refueling operation, enter the aircraft number, number of gallons issued, and organization. Obtain the customer's signature acknowledging receipt on DA Form 3643. 5.4.2 The Contractor shall perform the following additional requirements when refueling all transient aircraft at Fort Polk: 5.4.2.1 Contractor shall meet and marshal (guide) aircraft into parking, determine ground support services (towing, forklift, AGPU) required and coordinate services with airfield management. Upon receipt of a Fuel Request Notification obtain the aircraft Identiplate from a crew member and initiate a DD Form 1898 (AV Fuel Into Plane Sales Slip). Forms can be accessed from the local Ft Polk website: http://intranet.polk.army.mil/old_ewp/ ). Contractor shall make whatever arrangements are necessary to accept the Aircard for fuel purchases and provide refueling service. 5.4.2.2 Upon completion of the refueling operation, enter the number of gallons dispensed. Have a crew member complete the certification portion of the form acknowledging receipt of the fuel by signing the form. 5.4.2.3 Provide aircraft customer / crewmember Copy # 3 of DD Form 1898. Staple one (1) copy to the DA Form 3643 that shows which aircraft received the fuel and provide that copy to the bulk fuel site attendant during normal daily distribution 5.4.3 The Contractor shall comply with provisions of the Fort Polk Spill Prevention, Control and Contingency Plan and the Polk Army Airfield (PAAF) Spill Contingency Plan during all aspects of aircraft refueling. In the event of a fuel spill, at any time, the Contractor shall: Stop the flow of fuel. Evacuate all personnel from the scene. Notify Base Operations and the Airfield Environmental Compliance Officer (ECO). Clean up the spill and dispose of in accordance with the Spill Contingency Plan. 5.5 GROUND SUPPORT VEHICLE REFUELING: All aviation ground support vehicles shall be refueled upon request from maintenance personnel. In addition, enter the support vehicle number, number of gallons issued, organization, and obtain the customer's signature acknowledging receipt on DA Form 3643. The contractor is prohibited from supplying fuel for any equipment not directly associated with aircraft ground support. 5.6 MONTHLY MILLIPORE TESTING: For each refueling vehicle, the Contractor shall obtain a fuel sample for Millipore testing every thirty (30) days following procedures prescribed by FM 10-67-2 (Petroleum Laboratory Testing and Operations). All vehicles shall be tested on the same date except that if a vehicle is down for repairs the fuel sample shall be taken for testing before the truck is put is back in use. 5.6.1 Complete DA Form 1804 (Petroleum Sample). Forms can be accessed from the local Ft Polk website: http://intranet.polk.army.mil/old_ewp/. For each sample, attach it securely to the sample container. Place the samples in a padded envelope and seal it. Place the sealed envelope inside an 8" X 10" mailing envelope and submit it to the Aviation Administrative Office for forwarding to the test laboratory. 5.6.2 Complete initial entries in a locally designed Millipore Sample Log upon drawing the sample. Upon receipt of test results, enter test results and date received in the Log. Maintain this log and retain on file at the work site for the length of the contract. 5.7 AVIATION FUEL (JP-8) RESUPPLY: The contractor shall obtain aviation fuel (JP-8) from the bulk fuel supply point, Building 4298, located on Texas Avenue at Fort Polk. Refuelers shall be refilled as soon as workload permits. In addition to the normal daily Aqua-Glo test, the Contractor shall perform an Aqua-Glo test on each truck after being refilled if daily tests have indicated a rising trend in water content. However, the Contractor shall delay this test to keep from causing an aircraft delayed departure time. The Contractor shall strive to maintain all refueler vehicles topped-off at all times. 5.7.1 The Contractor shall set up and implement a DA Form 2064 (Document Register for Supply Actions) in accordance with DA PAM 710-2-1 for generation of DA Form 2765-1 (Request for Issue or Turn-In) to requisition fuel from the bulk fuel supply point. The Contractor shall present the DA Form 2765-1 to the attendant at the bulk fuel supply point when servicing a refuel truck. The vehicle operator shall assist the fuel supply point operator by operating the hose nozzle and controlling the flow into the refueler vehicle. (Forms can be accessed from the local Ft Polk website: http://intranet.polk.army.mil/old_ewp/.) 5.7.1.1 The Contractor shall, not later than 3:00 p.m. each work day, provide copies of the previous day's completed DA Forms 3643 and DD Forms 1898 to the attendant at the fuel bulk site, Building 4298. The completed DA Forms 3643 will show number of gallons of fuel issued, type and tail number of aircraft receiving fuel, organization, and their APC and DODAAC numbers. The DD Form 1898 shall be stapled to the appropriate DA Form 3643. 5.7.2 The refueler vehicle operator shall sign for the quantity of fuel actually received and obtain a receipt copy of DA Form 2765-1. The quantity received shall be recorded on the Refueler Daily Checklist (See Attachment 3) and in the "Receipts" column of DA Form 3643. The receipt copy of DA Form 2765-1 shall be stapled to the DA Form 3643. (Forms can be accessed from the local Ft Polk website: http://intranet.polk.army.mil/old_ewp/ ) 5.8 REPORTS: The Contractor shall prepare and submit the following reports to the Contracting Officer's Representative (COR) not later than the 10th working day of each month. 5.8.1 DA Form 3644 (Monthly Abstract of Issues of Petroleum Products and Operating Supplies) is a report that consolidates all issues of JP-8 that were previously recorded on DA Form 3643. The Contractor shall maintain a copy of the report on file. (Forms can be accessed from the local Ft Polk website: http://intranet.polk.army.mil/old_ewp/.) 5.8.2 DA Form 4702-R (Monthly Bulk Petroleum Accounting Summary) is a report for consolidation of fuel receipts and issues by the refueler vehicles. Information is derived from data recorded on DA Form 3643 and DA Form 3644. The Contractor shall devise a method of consolidating data from DA Forms 3643 from each vehicle. Data on this report must coincide with those contained on other reports. The Contractor shall maintain a copy of the report on file. (Forms can be accessed from the local Ft Polk website: http://intranet.polk.army.mil/old_ewp/.) 5.9 FILES, RECORDS, AND DOCUMENTATION: The Contractor shall retain all files, records, and supporting documentation for period of at least three (3) years. Files shall be maintained in an orderly manner that permits retrieval by subject and date. 5.10 REFUELER VEHICLE MAINTENANCE : The Contractor shall maintain vehicles in an operational status. 5.10.1 The Contractor shall inspect each refuel truck for incorporation of required features in accordance with 4.1 before putting into use the first time. 5.10.2 The contractor shall implement and document an inspection and preventive maintenance program based on the manufacturer's recommendations within 30 days of contract start. Records generated in the compliance with this program shall be filed and maintained separately for each truck. 5.11 HOUSEKEEPING / GROUNDS MAINTENANCE SERVICES: The Contractor shall provide all equipment, cleaning supplies, and labor to perform housekeeping (custodial) and grounds maintenance services around building #4291. 5.11.1 Housekeeping requirements shall consist of the following minimum requirements: Daily removal of trash Daily sweeping of floor and weekly damp mop of floor 5.11.2 Grounds-keeping requirements shall consist of daily pick-up and removal of litter in the vicinity of the refueler parking areas. 5.11.3 Grass shall also be cut as required to maintain a uniform and acceptable appearance during the growing season. 5.12 FIRE EXTINGUISHER MAINTENANCE: The Contractor shall ensure that all fire extinguishers are maintained in operational condition. When necessary, the Contractor shall coordinate with the Flight Detachment Supply Office to pick-up, service and deliver any fire extinguishers needing service, repair or replacement. 5.13 OCCUPATIONAL SAFETY AND HEALTH ACT (OSHA) REQUIREMENTS: The Contractor shall abide by all applicable OSHA rules and regulations. SUB-SECTION 6 APPLICABLE REGULATIONS, DIRECTIVE AND FORMS 6 APPLICABLE TECHNICAL ORDERS, SPECIFICATIONS, REGULATIONS, MANUALS, AND FORMS: Documents applicable to the Performance Work Statement are listed below. Publications will be made available by the Government. Compliance with all publications is mandatory unless the publication number is followed by (A), meaning advisory. Supplements and amendments to these publications shall be considered to be effective immediately upon the effective date of the publication or upon receipt. Publications will remain the property of the Government. The Contractor shall maintain a current reference library containing as a minimum, the publications listed herein. Other Government documents are issued in the form of changes or messages from time to time which alter, change, or otherwise modify existing procedures or initiate new procedures. These instructions shall also be considered in full force and effect upon the effective date of the publication or upon receipt. 6.1 GENERAL AND ADMISTRATIVE PUBLICATIONS JRTC & FP Regs Title Rev Date JRTC & FP Reg 200-1Spill Prevention, Control, and Feb 03 Contingency Plan Not NumberedPolk Army Airfield Spill 10/16/03 Contingency Plan JRTC & FP Reg 385-4JRTC & FP Safety Program11/01/94 JRTC & FP Reg 420-5Fire Protection and Prevention01/01/99 6.2 MANDATORY TECHNICAL PUBLICATION AR 385-40 (Accident Reporting and Records). FM 10-67-1Concepts and Equipment of Petroleum Operations04/02/98 FM 10-67-2Petroleum Laboratory Testing and Operations04/02/97 DA PAM 710-2-1Using Unit Supply System (Manual Procedures)12/31/97 6.3 DA and DD FORMS DD Form 1662DOD Property in the Custody of ContractorsJune 03 DA Form 1804Petroleum Sample11/01/67 DD Form 1898 AV Fuel Into Plane Sales SlipApr 02 DA Form 2064Document Register for Supply ActionsJan 82 DA Form 2765-1 Request for Issue or Turn-InApr 86 DA Form 3643 Daily Issues of Petroleum ProductsApr 85 DA Form 3644 Monthly Abstract of Issues of Petroleum Apr 85Products and Operating Supplies DA Form 4702-R Monthly Bulk Petroleum Accounting Apr 85 Summary Information obtained as a result of this notice will be used in the completion of market research to determine the level of interest, particularly small business interest, in providing the required Aircraft Refueling Services as designated by the Government. The following information must be submitted with each response: (1) Name, address of company, point of contact, and phone number (2) Cage Code if applicable (3) Small Business, 8a, HubZone, Service-Disabled Veteran Owned or other business size declaration. (4) If service can be provided under a GSA contract, provide GSA contract number (5) Have you provided services of a SIMILAR MAGNITUDE in the last 3 years? (6) Do you hold all licenses and certifications required to conduct Aircraft Refueling Services as mentioned in the draft scope of work? (7) Years of experience in this type service? (8) Do you have the relevant equipment to provide services of this magnitude? All interested parties should email responses to supatcharee.hyde@us.army.mil No Later Than 10:00 a.m. (CST) 11 May 2011. NO TELEPHONIC COMMUNICATIONS WILL BE ACCEPTED. Please be advised that this information is purely FOR MARKET RESEARCH PURPOSES ONLY and this notice does NOT commit the Government to the issuance of a solicitation or award. Fort Polk website: http://www.jrtc-polk.army.mil/doc/CURRENTSOLICITATIONS.pdf
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- Address: Fort Polk DOC Directorate of Contracting, PO Drawer 3918 Fort Polk LA
- Zip Code: 71459-5000
- Zip Code: 71459-5000
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