Coolant Machine Maintenance Service

Statement of Work (SOW) / Performance Work Statement (PWS)

This Performance Work Statement (PWS) outlines the requirements for the continual maintenance of machine coolant at Norfolk Naval Shipyard (NNSY), Portsmouth, Virginia.

• Provide all necessary technicians, procurement, handling, management functions, transportation, equipment, parts, tools, materials, and supervision for on-site continual maintenance of machine coolant.

• Services are to be performed within specified buildings at NNSY.

• Contractor shall utilize HOCUT 795 or equivalent coolant with specific qualities (resistant to microbial degradation, compatible with hard water, bio-stable, reduces need for antimicrobial agents, low foaming, protects against corrosion, lubricates ways and indexing mechanisms, increases tool life, minimum 6-month shelf life).

• Provide knowledgeable personnel for coolant management and machine operation.

• Identify personnel for training as Environmental Coordinators (ECs) for waste processing.

• Provide sampling request forms and perform sampling as directed.

• Supply 500 gallons of premixed coolant for emergent use.

• Meet monthly with NNSY representatives to discuss coolant maintenance issues.

• Circulate coolant bi-weekly on designated low-usage equipment (if HOCUT 795 is not utilized).

• Provide and own all coolant inventory and related products.

• Perform cleaning of machines to remove swarf, debris, and waste liquid.

• Use a specified primary cleaning agent (CIMCLEAN 30 or equivalent) with defined qualities.

• Charge machine coolant systems with virgin coolant (5-7% for non-nuclear, 10% for nuclear).

• Circulate coolant to ensure proper mix and operation.

• Properly package and label regulated/hazardous waste for disposal.

• Remove used coolant, clean, and recharge coolant within eight (8) hours per machine.

• Maintain coolant levels in all listed equipment.

• Develop and utilize weekly monitoring procedures and clean-out data sheets.

• Remove all waste liquid materials.

• Skim tramp oil, check refractometer, and adjust coolant concentration based on readings for non-nuclear and nuclear machinery.

• Pull coolant samples for laboratory analysis bi-weekly.

• Evaluate laboratory analysis with the Government to determine analysis frequency.

• Do not utilize fungicide to control fungus levels.

• Follow specified recycling criteria for bacteria and fungi.

• Follow specified recharging criteria for bacteria and fungi.

• Coolant concentration range: 5-7% for non-nuclear machinery, 10% for nuclear machinery.

• Coolant analysis to include specific data points (Customer, NID#, Product, Date Charged, Capacity, Recommended Contraction %, Date Sample Taken, Date Sample Received, Actual Concentration, pH Level, Tramp Oil, Bacteria Level, Fungi Level, Running Charge of Contraction & pH Level, Recommendations).

• Recycling and recharging criteria for bacteria and fungi based on bi-weekly readings and concentration levels.

• Quality Assurance Surveillance Plan (QASP) will be used to evaluate contractor performance.

• Period of Performance: One Base Year (12 months) and four 12-month option years, plus a 6-month option per FAR 52.217-8.

  • Base Year: 4/1/2026 - 3/31/27
  • Option Year One: 4/1/2027 - 3/31/28
  • Option Year Two: 4/1/2028 - 3/31/29
  • Option Year Three: 4/1/2029 - 3/31/30
  • Option Year Four: 4/1/2030 - 3/31/31
  • Option Year Five: 4/1/2031 - 10/1/31

• Place of Performance: Inside buildings within the Controlled Industrial Area (CIA) at NNSY (Norfolk Naval Shipyard, Portsmouth, VA 23709). Additional buildings may be added if equipment is added.

• Contractor shall provide and own all coolant inventory and related products.

• Contractor shall identify personnel for training as Environmental Coordinators (ECs).

• Contractor shall manage hazardous waste as directed.

• Contractor shall abide by safety and security rules, including those for forklift operations and Personal Protective Equipment (PPE).

• Facility entry requirements include providing SECNAV 5512 data for personnel, vehicle entry requirements, and obtaining DBIDS cards.

• Use of Portable Electronic Devices (PEDs) is restricted within controlled areas.

• Continual maintenance shall be performed between 7:20 am and 3:50 pm, excluding federal holidays. Time outside these boundaries may be negotiated.

• Shipyard responsibilities include monitoring waste containers, providing bulk containers, providing familiarization training, providing lockable storage space, and notifying the contractor of coolant contamination.

• COR will verify quality of services.

• Technical POC and Contracting Officer Representative (COR) are TBA.

Form / Attachment / Pricing Sheet

This document, Appendix B, outlines the Quality Assurance Surveillance Plan (QASP). It details the performance standards the Government will use to evaluate contractor performance and assign a rating of Satisfactory (SAT) or Unsatisfactory (UNSAT). The Contracting Officer's Representative (COR) will use this plan for contractor rating.

• Performance Standards: Specific criteria for tasks such as cleaning additional machines, performing continual maintenance of machine coolant, and tracking coolant performance.
• Acceptable Quality Levels (AQL): Defines the maximum acceptable number of failures for each performance standard (e.g., 0 failures for cleaning coordination, 2 failures for data sheet submission, 2 failures for laboratory analysis submission).
• Surveillance Method: Outlines how the COR will monitor performance, primarily through 100% inspection and review.
• Deliverables Schedule: Specifies the deliverables, their frequency, required copies, medium/format, and submission recipient.
  • Clean-Out Data Sheet (CDRL A001): Due within 10 calendar days after each machine maintenance, 2 copies, electronic submission to COR.
  • Coolant Laboratory Analysis (CDRL A002): Due within 10 calendar days after each coolant sample, 2 copies, electronic submission to COR.
• Notes: Includes specific operational requirements, such as the mandatory use of a spotter for forklift operators.

This QASP is crucial for bidders as it defines the measurable standards by which their performance will be evaluated. Understanding these standards, AQLs, and deliverables will help bidders to structure their approach, allocate resources, and ensure compliance to achieve a satisfactory rating. It highlights the importance of timely and accurate reporting for coolant maintenance and analysis.

Form / Attachment / Pricing Sheet

This document is an equipment list, likely an attachment to a solicitation or contract, detailing various machinery and their specifications. It serves as an inventory of assets, potentially for maintenance, operational planning, or asset management purposes.

• NAVY ID #: Unique identifier for each piece of equipment.
• ALPHA: An alphanumeric code associated with the equipment.
• Model Number: The manufacturer's model designation.
• Serial Number: The unique serial number of the equipment.
• LOCATION: The physical location of the equipment.
• NOMENCLATURE: A descriptive name for the equipment.
• RESERVOIR: A numerical value, possibly indicating capacity or a related metric.

Bidders may need to reference this list to understand the existing equipment infrastructure if the opportunity involves maintenance, upgrades, or operations related to these assets. It could also be relevant for understanding the capabilities of a facility where work is to be performed.

Solicitation

This is a combined synopsis/solicitation for commercial items for the continual maintenance of machine coolant at Norfolk Naval Shipyard (NNSY), Portsmouth, Virginia. The government intends to award a firm-fixed-price contract. This announcement constitutes the only solicitation; a written solicitation will not be issued, and paper copies will not be available.

• Provide technicians, procurement, handling, management functions, transportation, equipment, parts, tools, materials, and supervision for on-site continual maintenance of machine coolant for all equipment listed in Attachment 4 Appendix A.

• Services to be performed inside buildings within the Controlled Industrial Area (CIA) at NNSY.

• Specific requirements for coolant (HOCUT 795 or equivalent) including qualities like resistance to microbial degradation, bio-stability, low foaming, and corrosion protection.

• Coolant cleaning procedures, including removal of swarf, debris, and waste liquid, and the use of approved cleaning agents.

• Weekly monitoring of coolant levels, including skimming tramp oil, checking refractometer, and adjusting concentration as needed for non-nuclear and nuclear machinery.

• Bi-weekly laboratory analysis of coolant samples and determination of fungicide use.

• Coolant recycling criteria and recharging criteria for bacteria and fungi.

• Provide 500 gallons of premixed coolant for emergent use.

• Contract Type: Firm-fixed-price.

• Period of Performance (POP): 1 Base Year (12 months) plus 4 (12-month option years), including a 6-month option per FAR 52.217-8.

• Estimated Value: Not stated.

• Submission Method: Email quotes to roshanda.l.sansom.civ@us.navy.mil.

• Closing Date: May 23, 2026, by 8:00 AM EST.

• Quote Format: Microsoft Word, Excel spreadsheet, or Adobe PDF.

• Quote Content: Must include prices, FOB Destination, point of contact, business size, payment terms, and signed vendor certification (Attachment 8 Appendix E).

• Evaluation Criteria: Lowest Price Technically Acceptable (LPTA) basis.

  • Factor 1: Contractor Technical Capability (Narrative and Technical Certification Template).
  • Factor 2: Past Performance (Minimum 3, maximum 5 project samples within the last 3 years).
  • Factor 3: Price (Unit price and total amount for CLINs, with a separate price breakdown).

• Quotes valid for sixty (60) days minimum.

• Total Small Business Set-Aside.

• NAICS Code: 811310.

• Small Business Standard: $12.5M.

• Product Service Code: J068.

• Vendors must be registered in the System for Award Management (SAM).

• Offerors may submit questions regarding clarification of requirements to Roshanda Sansom via email no later than May 6, 2026, at 9:00 AM EST.

• Government may conduct discussions if deemed necessary, but intends to award without discussions.

• Specific coolants and cleaning agents are preferred, but equivalents may be submitted for review.

• Facility entry requirements include SECNAV 5512 data, vehicle entry, and Defense Biometric Identification System (DBIDS) card.

• Portable Electronic Devices (PEDs) are generally prohibited within Controlled Industrial Areas, with specific exceptions for troubleshooting.

Form / Attachment / Pricing Sheet

This document is a Contract Data Requirements List (CDRL) for a "Clean-Out Data Sheet" related to "Industrial Plant Equipment (IPE) Coolant." It specifies the requirements for submitting this data item as part of a contract.

• Data Item Title: Certification Data Report (A001)
• Subtitle: Clean-Out Data Sheet
• Contract Reference: PWS Paragraph 6.3.8.3
• Frequency: Weekly
• Submission Deadline: Within 10 calendar days after each event for continual maintenance of machine coolant (as listed in Appendix A of the PWS).
• Format: Downloadable Microsoft Office acceptable format (write-protected) or PDF format, submitted via email.
• Content Requirements: The data sheet must include:
  • Identification of Personnel Performing Work
  • DoD Asset Number
  • Date service was accomplished
  • Whether tramp oil was removed and approximate quantity
  • Initial refractometer reading
  • Whether water or concentrate was added
  • Final refractometer reading
  • Number of Mechanical Man-Hours
  • Number of Total Man-Hours
  • Service representative signature
• Distribution: Authorized to Department of Defense and U.S. DoD contractors only. Other requests to be referred to POC at Naval Shipyard, Portsmouth, VA.

This CDRL details a specific data submission requirement for a "Clean-Out Data Sheet" related to coolant maintenance. Bidders need to understand the content, format, frequency, and submission deadlines for this report to ensure compliance if awarded the contract. The document also references DI-MISC-81423A for additional format instructions and guidance.

Form / Attachment / Pricing Sheet

This document, Appendix B, provides a list of definitions for terms used within the context of Material Handling Equipment (MHE) operations, particularly related to forklifts and lifting procedures. It serves to ensure a common understanding of terminology for all parties involved in the opportunity.

• Definitions for terms such as 'Area of Operation', 'Blind Areas', 'Center of Balance (COB)', 'Center of Gravity (COG)', 'Complex Lifts', 'Congested Area', 'Forklift', 'Forklift Attachments', 'Load Center', 'Material Handling Equipment (MHE)', 'Near Miss', 'No Zone', and 'Tandem Lifts'.
• Clarification of roles like 'Cognizant Supervisor', 'Cognizant Shop', 'MHE Manager', and 'Spotters'.
• Descriptions of specific procedures like 'Interactive Pre-Lift Brief'.
• Details on equipment and safety measures like 'Load-Restraining Devices'.

Bidders should review these definitions to fully understand the operational environment, safety protocols, equipment, and personnel roles referenced in other solicitation documents. This understanding is crucial for accurately assessing requirements, developing compliant proposals, and planning for execution if awarded the contract.

Form / Attachment / Pricing Sheet

This document is a "Register of Wage Determinations Under the Service Contract Act" issued by the U.S. Department of Labor. It provides the minimum wage rates and fringe benefits required for various occupations performing work under service contracts in specific geographic areas. Bidders must use this information to ensure compliance with labor laws when proposing wages for their employees.

• Geographic Area: North Carolina Counties of Currituck, Gates; Virginia Counties of Chesapeake, Gloucester, Hampton, Isle of Wight, James City, Mathews, Newport News, Norfolk, Poquoson, Portsmouth, Suffolk, Virginia Beach, Williamsburg, York.
• Occupational Listings: Includes a wide range of job titles with corresponding minimum hourly wage rates and required fringe benefits.
• Executive Orders: Notes applicability of Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (Minimum Wage).
• Benefits: Details Health & Welfare benefits and paid sick leave provisions.
• Conformance Process: Outlines the procedure for establishing wage rates for occupations not listed in the determination.

This document is critical for bidders to accurately estimate labor costs and ensure compliance with federal labor regulations. It dictates the minimum wages and benefits that must be paid to employees working on the contract. Failure to comply can result in penalties. Bidders must review the listed occupations and their corresponding rates to determine the appropriate labor costs for their proposals.

Form / Attachment / Pricing Sheet

This document is a Safety Data Sheet (SDS) for Hysol MB 50, a high-performance soluble metalworking fluid. It provides comprehensive information on the product's identification, hazards, composition, first aid measures, firefighting, accidental release, handling and storage, exposure controls, physical and chemical properties, stability and reactivity, toxicological information, ecological information, disposal considerations, transport information, and regulatory information.

• Identification: Product name (Hysol MB 50), product code (465450-AU22), and supplier information (Castrol New Zealand Limited).
• Hazards: Classified as a skin irritant (Category 2), causes serious eye damage (Category 1), and a skin sensitizer (Category 1). It also warns of potential defatting to the skin.
• Composition: A mixture containing mineral oil, amine neutralised carboxylic acids, amine neutralised phosphoric acid esters, 2-Amino-2-methylpropanol, 2,2',2"-nitrilotriethanol, and boric acid.
• First Aid: Detailed instructions for inhalation, ingestion, skin contact, and eye contact.
• Handling & Storage: Precautions for safe handling, including personal protective equipment, and conditions for safe storage.
• Exposure Controls: Occupational exposure limits for key ingredients and recommendations for engineering controls and personal protective equipment (gloves, eye protection, respiratory protection).
• Physical & Chemical Properties: Details on appearance, pH, flash point, and other properties.
• Toxicological & Ecological Information: Summarizes health effects and environmental impact.
• Disposal & Transport: Guidance on waste disposal and transport regulations.
• Regulatory Information: Lists relevant New Zealand and international regulations.

This SDS is crucial for bidders to understand the safety, handling, and potential hazards associated with the product if it is part of the opportunity's requirements. It informs about necessary personal protective equipment, storage conditions, and disposal procedures, which are essential for compliance and safe operation. The document also details the product's composition and properties, which may be relevant for technical evaluations or compatibility assessments.

Form / Attachment / Pricing Sheet

This document, "Attach 8 Appendix E - Contractor Technical Certification Template," serves as a certification form for offerors to confirm their compliance with specific technical capabilities required for Coolant Machine Maintenance. It must be completed, initialed, signed, and submitted as part of the vendor's quote package to be considered for award.

• Technical Capabilities Statement: Requires confirmation (Yes/No) regarding the provision of specific coolant and cleaning agents:
  • Coolant: Offerors must provide Hocut 795, Castrol Hysol MB 50, or an approved equivalent. A field is provided to list any approved equivalent if obtained prior to the deadline for questions (May 6, 2026, EST 9:00 AM).
  • Cleaning Agent: Offerors must provide CIMCLEAN 30, or an approved equivalent. A field is provided to list any approved equivalent if obtained prior to the deadline for questions (May 6, 2026, EST 9:00 AM).
• Technical Capability/Contractor Responsibility Certification: A statement for the vendor to certify that their service meets or exceeds all specifications and responsibilities outlined in the solicitation. This section requires initials, signature, printed name, title, and date.

This attachment is critical for bidders as it outlines mandatory technical specifications for coolant and cleaning agents. Failure to meet these minimum capabilities, as certified in this form, will render a quote ineligible for award. Bidders must carefully review these requirements and accurately complete and submit this form with their proposal.

Form / Attachment / Pricing Sheet

This document, Appendix B, provides a glossary of definitions related to Material Handling Equipment (MHE) operations. It is intended to ensure a common understanding of terms used in the context of the opportunity.

• Definitions for terms such as 'Area of Operation', 'Blind Areas', 'Center of Balance (COB)', 'Center of Gravity (COG)', 'Complex Lifts', 'Congested Area', 'Material Handling Equipment (MHE)', 'MHE Manager', 'Near Miss', 'No Zone', 'Spotters', and 'Tandem Lifts'.
• Clarifications on different types of MHE and their classifications.
• Descriptions of roles like 'Cognizant Supervisor' and 'Cognizant Shop'.
• Explanations of safety-related terms and procedures like 'Interactive Pre-Lift Brief'.

Bidders should review these definitions to understand the specific terminology used in the solicitation and any related documents. This ensures clarity on operational areas, equipment, personnel roles, and safety protocols, which may impact how proposals are prepared and how work is performed if awarded.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide continual maintenance of machine coolant for equipment at Norfolk Naval Shipyard (NNSY), Portsmouth, Virginia.

• Provide all necessary technicians, procurement, handling, management, transportation, equipment, parts, tools, materials, and supervision for on-site continual maintenance of machine coolant.

• Maintain coolant for all equipment listed in Appendix A, with potential for additions or replacements.

• Perform coolant cleaning for newly added machines according to specified procedures.

• Circulate coolant bi-weekly on designated low-usage equipment if a coolant other than HOCUT 795 is used.

• Provide and own all coolant inventory and related products.

• Manage waste liquid and materials generated during service.

• Utilize specific coolant (HOCUT 795 or equivalent) with defined qualities (e.g., microbial resistance, corrosion protection, low foaming).

• Perform weekly monitoring of coolant levels and concentration using a refractometer.

• Conduct bi-weekly coolant sampling for laboratory analysis and evaluate results with the Government.

• Adhere to specific Bacteria and Fungi recycle/recharge criteria.

• Quality Assurance Surveillance Plan (QASP) will be used to evaluate contractor performance.

• Period of Performance: One Base Year (12 months) and four 12-month option years, plus a 6-month option per FAR 52.217-8. Specific dates range from 4/1/2026 to 10/1/2031.

• Place of Performance: Inside buildings within the Controlled Industrial Area (CIA) at NNSY, Portsmouth, VA 23709.

• Contractor personnel must be trained as Environmental Coordinators (ECs) for waste processing.

• Forklift operation requires a spotter with a whistle.

• Adherence to safety and security regulations, including facility entry requirements (SECNAV 5512, DBIDS, NAVSEA Badging) and restrictions on Portable Electronic Devices (PEDs).

• Services to be performed between 7:20 am and 3:50 pm, excluding federal holidays, unless otherwise negotiated.

Form / Attachment / Pricing Sheet

This document is an equipment list, likely an attachment to a solicitation or contract, detailing various machinery with identifying numbers, model and serial numbers, locations, nomenclature (description), and reservoir capacities. It serves as an inventory of available or required equipment.

• NAVY ID # ALPHA: Unique identifier for each piece of equipment.
• Model Number: Manufacturer's model designation.
• Serial Number: Unique serial number for each unit.
• LOCATION: Physical location of the equipment.
• NOMENCLATURE: Description of the equipment (e.g., 'Blanchard Rotary Surface Grinder', 'Samsung Turning Center', 'HAAS VF-2').
• RESERVOIR: Capacity of the equipment's reservoir, likely in gallons.

This list is crucial for bidders to understand the existing or required equipment for the opportunity. It may inform decisions about:

• The capabilities of the facility where the work will be performed.
• Whether specific equipment needs to be acquired or utilized.
• The scale and type of operations supported by the listed machinery.
• Potential maintenance or operational requirements related to this equipment.