Agenda • Thursday, August 18, 2005 • Introductions • Technical Requirements • RMS – Purpose and Schedule • Business Requirements • Contracts Provisions • Commercial Purchasing Procedures • Ship Manager Performance Evaluation Assessment System (SM-PEAS) • Award Term Incentive Option Procedures (ATIOP) • OIF • Friday, August 19, 2005 • FedBid Demo (Open to all) 8:30am • EIS Demo (Open to all) 9:30am • VOA – Contract Administration (MARAD only) 10:30am • SM-PEAS/QASP (MARAD only) 11:00am • Company meetings with MARAD personnel (starting at 8:30am – based on sign-up
Protest Notice • On Monday, August 15, 2005, American Overseas Marine Corporation (AMSEA) filed a protest with the Government Accountability Office (GAO) challenging the contract awards made for RRF Ship Manager Services • On Tuesday, August 16, 2005, the Head of the Contracting Activity authorized continued performance on the contracts notwithstanding the protest • On Tuesday, August 16, 2005, all awardees were notified of the protest • MARAD is awaiting a redacted version of the protest to provide to all awardees
Administrative Matters • Question & Answer Sheets • Sign-up for Meetings with MARAD Personnel • Name Tags • Cafeteria/Snack Bar • Restrooms • Breaks • Building Access
Introduction • Introductory Remarks • Jim Caponiti, Associate Administrator for National Security • Bill Cahill, Acting Director, Office of Ship Operations • Introductions • Introductions of Government and Industry Personnel
Purpose of the Post-Award Briefing • The Good News – YOU WON! • Discussion of Contractual Requirements • Discussion of MARAD’s Performance Expectations • Significant Differences between the 2000 and 2005 Ship Manager Services Contracts • Performance Based • Award Term Incentive Options • Time and/or Ships • SM-PEAS and QASP • Electronic Invoicing System (EIS) • Electronic Management/Administration of 2005 Contracts through the Virtual Office of Acquisition (VOA)
Confusion • Contract Period of Performance • Award/Anniversary Date: 27 July 2005 • Base period of performance for all Ship Groups except for SG-6 and SG-11: • 27 July 2005 – 26 July 2009 • Two 3-year Award Term Incentive Options • Ship Group 6 • Award Date/Anniversary Date: 27 July 2005 • Base period of Performance: 27 July 2005 – 26 July 2006 • Two 1-year Options (Not Incentive Options) • Ship Group 11 • Award/Anniversary Date: 27 July 2005 • Base period of Performance: 27 July 2005 – 26 July 2007 • Eight 1-year Options (Not Incentive Options)
Technical Requirements Deliverables • J-4 contains the list of deliverables • Revised per Modification 001 (to be issued) • RMS – difficulties; send regular email for now. Verbal notifications continue as scheduled. • Authority to change deliverables remains with PCO.
Technical Requirements Joint Material Condition Survey & Security Validation • Within 25 days after NTP SM shall provide a material condition survey and security validation report to the COTR • At turnover meeting MARAD shall provide a printout of all deficiencies per vessel • The SM Port Engineer and MARAD COTR shall conduct a joint material condition survey. • Copy to MAR-611 of Joint MC survey. • A baseline assessment of security shall be established and may be done concurrently. • Use MA-58
Technical Requirements Inventory Validations • Due within 60 days of NTP • Joint Inventory Validation Report - MA-1013A • Spare/Repair Part validation • Randomly selected 10% of NS5/PC-SAL mission essential spare parts • Accountable Property • Outfitting Lists • Technical Documentation
Technical Requirements Layberth Security Assessment • Within 30 days of NTP • The SM is required to assess the layberth security and provide recommendations for improvement to MARAD • If no improvement is recommended, advise the Regional Office accordingly • Regions are to provide copies to RMS and Business Plan
Technical Requirements • GOAL 1: Ship-centric maintenance program
Technical Requirements • REGULATORY COMPLIANCE • Maintain and operate vessels in accordance with CFRs, inspected by USCG, classed by ABS. • Voluntary compliance with SOLAS excepted as noted in writing by MARAD. • Voluntary compliance with ISM except as noted in writing by MARAD. YOUR safety management plan is the ship’s safety management plan.
Technical Requirements Alternate Compliance Program • Enroll all ships in ACP unless waived in writing by MAR-611
Technical Requirements • Maintain machinery in ABS PM/CM Program (ROS vessels only) • Maintain all machinery in an ABS approved PM/CM program unless waived in writing by MAR-611. • Include in Business Plan all open and inspect requirements to support theSM prepared PM/CM program approved by ABS.
Technical Requirements ISM: DOC and SMC • DOC provided at NTP • Apply for interim Vessel Safety Management Certificate • ABS fees reimbursable. DOC internal audit fees are not reimbursable
Technical Requirements • Readiness • Notify MARAD (COTR, SOMO, MAR-611) fastest means possible (phone followed by email) anytime anything happens which would put a vessel into C3 or C4. (C.126.96.36.199) • MARAD provides Readiness Report to USTRANSCOM. Ship Managers desiring access may request it at www.marad.dot.gov/rstars.
Technical Requirements Existing Ship Documents • MARAD will provide/has provided copies of VMAs, (ship specific P4Ps for non-ROS,) Activation Plan, Activation Specification, Operations Plan, Deactivation Plan and Deactivation Specification at NTP or shortly thereafter to SM. • SMs will use these to formulate ship specific Phase M and Phase O plans and Business Plan
Technical Requirements • Existing ship documents – Phase M and Phase O Maintenance Plans continued • SMs will use these to formulate ship specific Phase M and Phase O plans and Business Plan. • C 2.3 to 188.8.131.52 CDRL M-0006, M-0007, M-0008. • CDRLs are guidelines. • CDRLS state: data begets data. Remember it.
Technical Requirements • Maintenance Activations • 2005 SM contracts • No change from Phase M SM per diem. • Provide cost estimate for maintenance activation and/or sea trial in Phase M PM Plan and Business plan • Do not include Repair estimates as part of the maintenance activation. Provide repair estimates as separate costs in RMS.
Technical Requirements • Corrective Maintenance • All repair work required shall be accomplished in a US ship repair facility unless the work is for emergency, or mission essential repairs, or for pre-positioned ships which are deployed overseas, or for any vessel forward deployed outside of the United States.
Technical Requirements • Corrective Maintenance and Repairs • Subject to availability of funds/Business Plan • From identification to remedy of unsatisfactory condition • Enter into RMS – clear and concise SOW that includes cost estimate, planned performance period, & impact to readiness. • Deferrable/Non-deferrable. • Track priority work items – if funds become available we need to quickly access. • C2, C3, or C4.
Technical Requirements • Up-grades and Recapitalization • Propose long term projects
Technical Requirements Verification of OnBoard Documentation • Standard Administrative Filing Cabinet • Can be completed concurrently with the joint material condition survey • List of Content, see Section C.4.2.7 • NS5/PC-SAL (Part of turnover inventory validation) • Validation of documentation tracked by NS 5/PC-SAL • Drawings and Technical Manuals • Due within 60 days of NTP
Technical Requirements Severe Weather Plan • Required for outported vessels within 60 days of NTP • Each RRF vessel has a current one (Request from regions as necessary) • Each NDRF site has its own plan, which covers RRF-10 and RRF-20 vessels • USCG approved severe weather plans for any layberth location will be provided to the incoming SM for review
Technical Requirements Notification of US Coast Guard • Within 5 days of NTP • Region will notify USCG COTP that it is the designated operator for a specific RRF vessel
Technical Requirements • Testing Services • 2005 SM Contracts -Continuation of Technical Ordering Officer Letter • Fleetwide Water Chemistry Program and Lube Oil Analysis Program • MARAD will issue delegation of technical ordering officer letters upon completion of training • Submit names to MAR-611 of your nominees as ordering officers for the Fleetwide Water Chemistry Program.
Technical Requirements • Business Plan • SMs are responsible for developing the business plan • Current Year • Budget Year (current yr plus 1) • Four more years • For accurate cost estimates, • For preventative and corrective maintenance • For regulatory surveys and inspections • For required resources and justifications, • For making recommendations with respect to future activities/upgrades to the vessels
Business Plan • See C2.5 and 2.6 for components of Business plan • Emergent work • Broad-based categories – enhanced over time • Maintain RMS data. • Maintain historical data by equipment, system, or space. • Append as necessary.
Technical Requirements • GOAL 2: Support of core activities • Logistics • Activation • Operations • Deactivations
Technical Requirements • Logistics • Account for all GFP • PC-SAL/RMS • Auditable records • Report anything missing – technical manuals, ship drawings • Acquisition of spare parts • Ordering something not required – check first
Technical Requirements • Logistics and the Business Plan • Integrate into annual Business Plan requirements for acquisition of spare parts • See C-3.1 for details
Technical Requirements • Consumables • 2005 SM Contract • Consumables are GFP at Turnover. • Regions may task SM to supply them as required on a reimbursable basis
Technical Requirements • Activations (excluding Maintenance Activations) • Per diem changes on X-day. • For example if vessel is a 5 day vessel, 5 days before it is required to be Ready For Sea the per diem changes. (notice/no-notice) • Incorporate cost change into Business Plan.
Technical Requirements • Activation Plan • Is a deliverable. • Standard Activation/Deactivation Cost estimates. • Cross-check costs into Business Plan • Notice Activations may have unique requirements which must also be added to the Business Plan.
Technical Requirements Activation SITREP • 2005 SM Contract • C184.108.40.206.1 status reports - CDRL A-0002. • Special reports due in RMS - CDRL A-0003 • C-220.127.116.11.7 Lessons Learned after major operations - CDRL-A-0008.
Technical Requirements • Activation Support includes • Crew lists • Task order accounting • Crew questionnaire • Crew vetting • Storing and provisioning • Directing work of all sub-contractors
Nautical Charts and Pubs • MARAD is transitioning to Electronic Charts. • See modification 0001 (to be issued) • Slop Chest • Slop chest – not reimbursable.
Technical Requirements • Operations • Separate briefing on OIF 05-07 later today • Emphasis on crew and officer orientations • See Section C5.10 to end on FOS crews • CASREP system its use/importance • Training in SOTRS and MERCOMMS • Operational Reporting • Include MARAD even when MSC doesn’t • Ops Center – special reporting times.
Technical Requirements Phase O – Sea Speed for MSC Missions • 1993 SM Contract • No formal Requirement • 2000 SM Contract • TE-7 lists by vessel • 2005 being Revised by MAR-611 • New TE-7 will be provided • SMs should make recommendations regarding TE-7 when appropriate.
Technical Requirements • GOAL 3: Support Safety, Environment, and Security
Technical Requirements • SM Safety Manual/System • Part of SM’s ISM Certification • Within 90 days of NTP SM must provide 2 copies of SM’s Safety Manual to MARAD for review • Master - Final Authority • No safety manual relieves the Master of his authority or responsibility for the safety of the vessel, its passengers and cargo • MARAD provides safety guidance TE-1 Section 18.
Technical Requirements • Safety Recognition • 2005 SM Contract • Selected offerors intend to apply their commercial safety plan, which includes a monetary recognition of outstanding or sustained safety or environmental performance given to the crew for a defined period of no injuries/no spills • This is not a reimbursable item • MARAD personnel may continue to recognize outstanding crew performance through letters of appreciation, the Administrator’s annual award, or vessel plaques/ceremonies
Technical Requirements • Mariner Health • Quarterly reportingby email • Any part your want password protected, give password to Jean Barile • Next safety meeting will focus on mariner health issues. Will be held this winter. • For reoccurring incidents: check function of your safety plan
Technical Requirements • Mooring Plan • Deliverable. C4.1.13 • Obtain from Region or MAR-612
Environmental Protection • Develop all necessary plans, procedures and policies to promote environmental protection. • Report any spill of any size. • Failure to comply with environmental regulations is a major performance issue. For questions - Ask in a timely manner. • Minimize retention of HAZMAT. • Dispose of IAW CFRs, State and local regs.
Technical Requirements • Security Plan • Due within 90 days of NTP • Region will provide USCG approved security plan. Review and re-submit to USCG. Incorporate annual assessment. Reviewed and valid; or reviewed and changed. • Procedures for Threats to Vessel • Security Drills • Call back lists • Detailed in Contract Section C-18.104.22.168
Technical Requirements Security Watches for Outported Ships • Internal Security • Provide resources, programs, procedures to provide routine internal security for ROS vessels 24/7 • Routine involves responding to vessel alarms, maintain operational shipboard equipment; and the prevention of unauthorized personnel from vessel entry • The vessel must be manned 24/7 by someone who can properly respond to a fire, security breach, or equipment failure. See C-4.3.2
Technical Requirements • Security • Obtain Facility Clearance • Control/dispose of classified materials properly • Review Vessel Security Plan • Notify MARAD of Vessel Security officer and Company security officer – contact #s. • Heightened security –reimbursable.
Technical Requirements • Security - continued • Brief Crew on security • Train crew in required force protection and general awareness • Provide Second Seaman’s War Risk Insurance coverage 365 days. Special requirements for exclusion zones.