This is a SOURCES SOUGHT ANNOUNCEMENT ONLY The intent of this Sources Sought Announcement is to assist in our decision-making process for services procurement. This is not a solicitation, nor request for quotes or proposals. Through the receipt of responses, this will enable a more precise type of procurement process. The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award of a contract, nor does it restrict the Government to a particular acquisition approach. Any inquiries are to be made in writing by email to the point of contact, Larry Facio, Contracting Officer. See below Response Method to this notice. Response shall be sent by email to larry.facio@va.gov by the due date and time of 10/12/2026 by 1:00 p.m. (Pacific Time). GENERAL INTENTION AND REQUIREMENTS General: Provide testing and polishing of diesel fuel inventories, and service inspection and testing of Government owned / Government operated fuel storage tank systems. The fuel storage tank system is comprised of underground and above ground fuel storage tanks, generator day tanks, and associated generator fuel supply piping system at VA Palo Alto Health Care System (VAPAHCS) facilities in Palo Alto, Menlo Park, and Livermore. The fuel storage and distribution systems provide diesel, gasoline, and ethanol fuel on a 24 hours per day, seven days per week, 365 days per year basis to facilities emergency power supply systems, and government vehicle fleet fuel stations. The Contractor shall provide management, supervision, labor, parts, material, tools, incidental engineering services, and transportation necessary to perform testing and filtration services in accordance with applicable California State EPA and CARB standards and regulations, and to perform inspections and testing of the Underground Storage Tanks (USTs) and Aboveground Storage Tanks (ASTs) in the VAPAHCS inventory and as required in this Performance Work Statement (PWS). Modifications to performance requires written consent of the Government s Contracting Officers Representative (COR) or COR designee. The Contractor, without additional expense to the Government, shall obtain all licenses, permits, and insurance required to perform the work in this Contract. Contractor shall comply with all applicable federal, state, and local laws. Evidence of insurance, licenses, and permits shall be provided to the Contracting Officer and COR before work commences. Work for this contract is required at 3 separate VAPAHCS locations: 3801 Miranda Ave, Palo Alto, CA 94304 795 Willow Road, Menlo Park, CA 94025 4951 Arroyo Road, Livermore, CA 94550 The Government reserves the right to add or remove spaces, requests for change shall be submitted the Contractor for proposal. Acceptable proposals shall be submitted by the COR to the CO as a request for modification to the contract agreement. For this contract services shall be at the convenience of the Government, the standard operating hours or duty hours are the hours between 7:30 AM to 4:30 PM, Monday through Friday, except Federal Holidays, or 40 working hours per week. Service shall be performed within 30 days of the previous year s performance, on or before the date of last inspection & service. CODES and STANDARDS Publications, guidelines, codes, regulations, manuals and local policies listed below form a part of this Contract. Service shall meet the requirements of current code editions published, all manufacturer guidelines, Veteran s Affairs (VA) memorandums, and industry standards, as applicable, and in the case of conflicting standards the most stringent shall apply. ASTM Diesel Fuel standards California CARB Title 13 and 17 OSHA Standard 29 CFR 1910 International Building Code (IBC) NFPA 101 Life Safety Code NFPA 99 Health Care Facilities Code Federal Energy Policy Act (EPAct) Requirements 40 Code of Federal Regulations (CFR) Part 280, Underground Storage Tank USEPA, 40 CFR Part 112: Oil Pollution Prevention and Response Occupational Safety Health Agency (OSHA) Standard 1910.106; Flammable and Combustible Liquids Occupational Safety Health Agency (OSHA) 1910 NFPA 30, Flammable and Combustible Liquids International Code Counsel (ICC), International Fire Code American Petroleum Institute (API), Welded Steel Tanks for Oil Storage Petroleum Equipment Institute (PEI) Underwriter Laboratories (UL) 142, Steel Aboveground Tanks for Aboveground Storage Tanks API 652, Tank Inspection, Repair Alteration and Reconstruction API 570, Piping Inspection Code, Inspection, Repair, Alteration and Rerating of In-Service Piping System API RP 575, Inspection of Atmospheric & Low Pressure Storage Tanks All related UST policies and manufacturer s instructions American National Standards Institute (ANSI) 2.2 The Contractor shall fully support and attend any regulator required inspection. The Contractor shall comply with applicable City (Palo Alto, Menlo Park, and Livermore), county (Alameda, Santa Clara, and San Mateo), State (California), and Federal inspector requirements. United States Environmental Protection Agency (USEPA) NFPA 30 NFPA 110 California State Water Resources Control Board Bay Area Air Quality Management District (BAAQMD) County of Santa Clara Department of Environmental Health San Mateo County Environmental Health Alameda County Department of Environmental Health Local Fire Marshall regulations. The Contractor shall perform all applicable Federal, State, Local laws and regulations and Department of Veterans Affairs guidance and apply procedures and protocols as required. All work specified under this program shall be performed in accordance with accepted industry standard, such as, but not limited to, the American National Standards Institute (ANSI), American Petroleum Institute (API), National Fire Protection Agency (NFPA), Petroleum Equipment Institute (PEI), and standard applicable for this contract. Contractor shall protect the natural resources and environment while maintaining mission essential facilities operations. EXCLUSIONS Equipment, components, and parts not installed under this Contract shall not be removed, replaced, or deficiencies corrected while still under the manufacturers or installer s warranty, without prior approval of the COR. Installation of new attachments recommend or required by inspectors, insurance agencies, or VA/Government Authorities. There shall be no borrowing of parts (i.e., removing of parts from one PEC, whether in it is in service or not, to correct a deficiency on another PEC) except in an emergency or with written consent from the COR. GOVERNMENT FURNISHED PROPERTY, MATERIALS, and SERVICES The Government will not provide office space or operational facilities to the Contractor. The Contractor shall secure and maintain the necessary office space and other facilities required for performance of this Contract at their own expense. The Government will not provide tools or equipment to the Contractor. The Contract shall furnish all tools required for the performance of this Contract. The Government will not provide any materials to the Contractor. The Government will furnish the following services at existing outlets, for use in those facilities provided by the Government and as required for the work to be performed under this Contract: electricity, fresh water, sewage service, and non-hazardous refuse collection (from existing collection points). Disposal of equipment and construction debris is the responsibility of the Contractor. Oil removed from equipment units shall be collected, placed in California Department of Toxic Substances Control used oil management compliant containers provided by the contractor and can be turned over to the Government for disposal upon approved request. Used or emptied oil containers can be removed by the contractor only if they are California Department of Toxic Substances Control compliant containers, documented chain of custody to include destination of recycling, and only with COR inspection and approval. CONTRACTOR REQUIREMENTS The Contractor shall provide all equipment, supplies, management, supervision, personnel, and transportation necessary to assure that all services are in accordance with the contract and all applicable laws and regulations. The contractor shall ensure all work meets performance standards specified in this Performance Work Statement (PWS) and referenced documents to include all notes, explanatory material, and appendixes. The Contractor shall provide a Contract manager who shall be responsible for performance of the contract work. Name of the Contract manager and an alternate shall be designated in writing to the CO/COR prior to contract start date. Changes to personnel shall be submitted to the Government within five (5) workdays of the changes. The Contract Manager or alternate shall have full authority to act on contract matters relating to daily operation of the Contract. The Contract Manager or alternate shall be available to speak/meet with the CO or COR, within 24 hours of request during normal operating hours and or within the next business day. The selection, assignment, and management of Contractor s employees is the responsibility of the Contractor. The Contractor shall not employ any individual identified as a potential threat to the health, safety, security, and general wellbeing, or operation of the VAPHCS facilities or personnel. The Contractor is fully responsible for performance and conduct of his/her employees. The Contractor shall not allow any employee to perform work under this Contract while under the influence of alcohol, drugs, or any other incapacitating agent. Contractor s technicians shall possess certificates on equipment which work will be performed. Certificates and documents shall be presented with submission package. VA reserves the right to request proof of appropriate training and experience from vendor/contractor personnel for servicing the equipment on the schedule for the duration of the contract. Contractor shall provide certificates and documents within two days of request. The Contractor shall have a valid contractor s license, shall have team leads completed Occupational Safety & Health Administration (OSHA) approved 30 hour construction safety training, and all on site staff completed a minimum OSHA 10 hour construction safety training. All certificates shall be provided to the COR prior to the beginning of work and at any change in staffing access the VAPAHCS inventory. The Contractor shall have a minimum of 10 years experience in the maintenance, inspection, testing, and repairs of UST, AST, and fuel delivery systems. A minimum of 10 years of experience in local, county, state, and federal fuel tank inspections as the designated operator. The Contractor shall possess all required certifications and licenses to include, but not be limited to California UST Certification for UST System Operator, UST Service Technician, UST Inspector, Confined Space Entry, and other State and OSHA required certificates for UST and AST fuel systems. The Contractor shall have experience with and access to the NoViolation.Com Software-as-a-Service (SaaS). The Contactor shall be responsible for maintaining the existing data base and updating all documented maintenance and testing documentation into the database. All CONTRACTOR REQUIREMENTS will be evaluated as part of the technical package submitted by the Contractor in selection of the best value service provider. Contract Manager. The contractor shall provide a contract manager who shall be responsible for the work. The name of this person, and an alternate(s) who shall act for the contractor when the manager is absent, shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all matters relating to this contract. The contract manager or alternate shall be available during normal working hours to meet with COR to discuss problem areas. The contract manager shall provide an emergency contact number for any emergency situation. Contractor Employees. The contractor is required to provide employees who have at least five (5) years of experience in similar work of this requirement. The contractor personnel fuel tank maintenance shall all possess the following listed certificates/licenses for the life of the contract: California UST System Operator California UST Service Technician California UST Inspector Confine space certificate OSHA 10 training When performing work or operating equipment in direct support of VAPAHCS within the contractor s quality management system, including requirements for Petroleum Equipment Standards. The contractor shall keep its employees trained and certified at all time during contract period. The contractor shall ensure all employee certifications are submitted to CO and COR for proper recording of training no later than 5 day after award of contract. VA has the right to inspect and request verification of licenses and certificates of during the contract period. Contractor shall update list of any changes with personnel or certificates/license and submit to COR and CO no later than 5 days of occurrence. Removal of Contractor s Employees. The contractor shall utilize only experienced, responsible, and capable employees in the performance of this contract. The CO may require that the contractor remove from the Government job any employee that endangers persons, property, or environment. EMERGENCY / CALL BACK SERVICES Emergency telephone numbers. Contractor shall provide the CO/COR with pertinent emergency telephone numbers to summon assistance in the event of an emergency. At least one of the emergency telephone numbers, and one alternate telephone number. This information shall be provided in writing to the CO/COR. Emergency Services. The contractor shall respond to emergency calls upon the discretion of the contracting officer (CO) or COR. The contractor shall perform emergency repairs to facilities, systems, improvements, or utilities damaged. Emergency calls consist of correcting failures that constitute an immediate danger to personnel, threaten to damage property, threaten the environment, and threaten to disrupt operations. Contractor shall respond to emergency call within one (1) hours of initial call. Contractor shall provide a list of contacts and phone numbers. Urgent services. Urgent service calls will be classified as urgent at the discretion of the CO or COR. Generally, urgent calls consist of providing services or correcting failures which do not immediately threaten personnel, property, environment, or operations, but have the potential of becoming threatening. Contractor shall respond to urgent calls within two (2) hours of initial call. Routine services. Routine service call will be classified as routine when the work does not qualify as an emergency or urgent call. Contractor shall respond to routine services calls within three (3) days of initial call. Call list and log. Contractor shall provide and update a list of contacts and phone numbers. A log shall be maintained of all service calls received; a description of the problem or requested work, date and time received location, name, and number. The contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements with regard to established time limits and quality standards. The service log shall be submitted to the COR and Compliance Office every 5th of the month. OPERATION IMPACT MISSION. If during the evaluation, inspection, or any other time of the UST / AST system components requires repairs or replacement, the contractor shall notify the COR immediately. The contractor shall notify the COR of the required time for these operations to adequately allocated resources and adjust VAPAHCS operations. HAZARDOUS MATERIALS. No hazardous materials shall be stored on VA grounds. Contractor shall provide a list of hazardous material(s) required on this PWS. The list shall include at a minimum name of hazardous material, quantity, and safety data sheet. Contractor shall report any spill or mishap to the COR immediately. Contractor shall request permission in writing to the COR if hazardous material are required to be stored on VA grounds, which shall not be greater than three calendar days. All hazardous materials must be contained and stored in the appropriate storage containers and/or cabinets. The contractor shall immediately report spills or release of hazardous material to the COR. The contractor shall be liable for containment and environmental clean-up of spill or release of such recommendations, including fees, fines or other expenses related to spills. The contractor shall comply with environmental and hazardous materials storage and handling requirements and maintain current Safety Data Sheets (SDS). SAFETY AND HEALTH STANDARDS. The contractor shall coordinate worksite with applicable personnel to ensure the protection of employees and the environment, the prevention of damage to property, utilities, materials, supplies, equipment, and the avoidance of work interruptions. For these purposes, the contractor shall maintain programs to comply with OSHA Safety and Health regulations. The contractor shall initiate and maintain programs to comply with the provisions of the Occupational Safety and Health Standards Act (OSHA) concerning handing of potentially hazardous substances as it pertains to fuel storage, flammable and combustible liquids (OSHA §1910.106 standards). Public Laws and Statutes. The Contractor shall comply with the issue or version (including all changes and amendments) of federal, state and local environmental statutes and regulations in effect of date of issuance of this delivery order, including, the applicable portions of the documents cited in the basic contract. The contractor shall comply with the issue or version of the instructions, regulations, policies and other documents in effect on the date of issuance of this delivery order, including but not limited to the document cited herein. Shutdowns. Contractor shall adhere to VAPAHCS shutdown and lock out / tag out policies. Contractor shall provide a three week notice for shutdowns of any part of the system. Contractor shall submit all required paperwork to COR. Required documentation shall be requested by the COR or CO at no cost to the government. SPECIFIC SERVICES FUEL FILTRATION AND POLISHING 9.1.1.The Contractor shall provide all tools, materials, equipment, to filter and treat all of the Underground Storage Fuel Tanks (UST's) and Aboveground Storage Fuel Tanks (AST's) and the Day Tanks for the Emergency Generators @ the three (3) Divisions and the one (1) Clinics of the VA Palo Alto Health Care System. UST's; The contractor shall perform this work through one (1) 4" access point per tank; optically inspect, clean, filter, polish, and remove sediment, bacterial particles, rust, and water to waste drums per Federal and California EPA Standards and Regulations. AST's; Contractor shall optically inspect, clean, filter, polish, and remove sediment, bacterial particles, rust, and water to waste drums per Federal and California EPA Standards and Regulations. The contractor shall vacuum all contaminates from the bottom of the tanks from one end to the other end with minimal disturbance of the fuel to reduce contaminates from mixing with the fuel in the tank. The contractor shall filter the fuel to remove any moisture and contaminates and return the clean fuel to the tank The contractor shall add diesel fuel conditioner that is certified for national defense fuels to each tank at a ratio of 1:7500 using a volume factor of 80% tank capacity to inhibit bacterial and fungal growth, provide stabilization of fuel, help keep fuel lines clean and inhibit sludge buildup. The contractor shall have the following tests done on all fuel samples taken for all of the UST's, AST's, Day Tanks. ASTM D4176 Appearance-Distillate Fuel; (Clear & Bright), (Free Water), (Particulate). Physical/Chemical; ASTM E203/D6304 (Water by Karl Fisher PPM), D287 (API Gravi ty @60F), ASTM D4737 (Calculated Cetane Index), ASTM D93 (Flash Point by PMCC), D1796/D2709 (Water & Sediment), D4294/D5453/D7039 (Sulfur Content), F21-61 (Accelerated Stability), (Initial Color), (Final Color), (Blotter Test), (Assessment). Physical/Chemical; ASTM E203/D6304 (Water by Karl Fisher PPM), D287 (API Gravity @60F), ASTM D4737 (Calculated Cetane Index), ASTM D93 (Flash Point by PMCC), D1796/D2709 (Water & Sediment), D4294/D5453/D7039 (Sulfur Content), F21-61 (Accelerated Stability), (Initial Color), (Final Color), (Blotter Test), (Assessment). Bottom Sample: -Visual Inspection for presence of water/sediment -Microbial Test Day Tank Bottom Inspection. -Visual Inspection for presence of water/sediment -Microbiological Test. The contractor shall provide daily cleanup and securing of work site, including securing tools and equipment. Disposal of all waste and debris is at the contractor s own expense. The Contractor shall submit field service reports to the COR and other designee(s) on a daily basis reporting the days completed activities and noted findings and recommendations. The Contractor shall maintain and provide upon request to the Government any MSDS data sheets for chemicals used in performance of this contract. All work shall comply with US, State, and local EPA, and CARB requirements in the safe handling and processing of fuels & chemicals. The Contractor shall provide laboratory testing reports on pre-existing and post treatment conditions for each fuel source on this contract to the COR and its designated stakeholders. Each report shall contain at a minimum the following information: Building/Tank Identification Tank Size (contractor to verify) Tank Contents Tank Manufacturer Date Manufactured Date Pre-treatment fuel analysis Pre-treatment fuel laboratory results Date Turbo Flushed Date post-treatment fuel analysis J) Post-treatment fuel laboratory results k) Provide all laboratory chain of custody fuel reports. FUEL TANK INSPECTION AND MAINTENANCE The Contractor shall provide inspection, cleaning, testing, calibration, maintenance and repairs of USTs and ASTs with auxiliary equipment and systems. The Contractor shall provide the activities necessary to ensure inspections, testing, and operation of all USTs, ASTs, and Day tanks (DT) and fuel piping equipment/systems at VAPAHCS are in compliance with the US Environmental Protection Agency (USEPA), California State (State Water Resource Control Board), local Counties and Fire Marshalls storage tank regulations, and Spill Prevention Control and Countermeasures Rules and Regulations (SPCC). These activities include performing the required tests, inspections, maintenance and repairs to ensure UST/AST compliance. For repairs see section 9.3 Additional Services Contractor shall provide fully burdened labor rate for repairs that includes time for travel, cost of hotel stay, and management etc. Ensure functionality and operability of the fuel storage and distribution system at VAPAHCS. Protect the natural resources and environment while maintaining mission essential facilities operations such as emergency generators, steam generator plants, and vehicle fleet activities. The contractor shall conduct preliminary studies of USTs/ASTs and auxiliary equipment under this contract and update inventory with current information. In addition, the contractor shall provide an existing conditions summary with recommended/required repairs to the COR within 30 days of award, this summary will contain all labor/materials required for review and potential award as a task order under this contract. The contractor shall provide the recognized industry standard maintenance procedures, manufacture recommendations, and federal, state and local laws. The following work tasks are requirements to be performed under this PWS. Annual Tests. The Contractor shall perform annually 1. Line Tightness Test (LTT), 2.. Monitoring system certification (annually), 3. Spill Containment Structure (Bucket) test 4. ST 30 and 5. ST 38, Secondary containment test SB898 (every three years) and any and all tests required by applicable codes and regulations. Monthly Inspection. The Contractor shall conduct monthly inspections to all USTs and ASTs, including the tanks, day tanks, auxiliary equipment/systems and associated piping in accordance with manufacturer s recommendations/instructions, and Federal, State, and Local laws and regulations, to ensure proper functionally of equipment, in accordance of The contractor shall perform recurring, systematic and periodic maintenance as required to preserve USTs, ASTs, day tanks, and auxiliary equipment. Contractor shall provide, install, and maintain thermo paper / paper roll at printer. Contractor shall inspect spill kit containment at each UST and AST site. Contractor shall be responsible to provide, maintain, and add material if required. List of Tests/Inspections Required Tests  Frequency Qty of test  Monthly Inspections   1 Inspection of Monitor Systems MO 12 2 UST Inspections Every 30 days 13 3 AST Inspections MO 12 4 Day tank / belly tank and auxilary equipment MO 12      Annual Testing and Certifications   5 Monitoring Testing and Certifications (25 Monitors) Annual 1 6 Spill bucket Test and Certifications (UST) (tests containment integrity of spill buckets) Annual 1 7 Line tightening test   8 ST 30 Annual test (UST) 2 Tanks (leak detection test) Annual 1 9 ST 38 Annual test (AST) 3 tanks- (vapor recovery integrity test) Annual 1  Triennial testing   10 SB989 Secondary Containment test 3 YR One in 3 years 11 OF Overfill Prevention test 3 YR One in 3 years     Schedule of Triennial test  Last Triennial Test conducted- Secondary containment Over fill prevention equipment test Next Triennial Test conducted- Secondary containment Next Overfill prevention equipment test Next Triennial Test conducted- Secondary containment Next Overfill prevention equipment test Menlo Park 12/11/2023 6/25/2024 12/1/26 6/1/27 12/1/29 6/1/30 Palo Alto 1/30/2024 8/6/2024 1/1/27 7/27/26 1/1/30 6/1/30 Pre Inspections. Contractor shall inspect and prepare facility for any inspections from the state, counties, CUPAs, fire marshal, VA inspection teams, and other agencies at the request of VAPACHS at no additional cost to the government. Consultation. Contractor shall provide consultation services by phone, written, or in person at the request of VAPAHCS at no additional cost to the government. Services shall be provided no later than three (3) working days from date of request. Contractor shall provide at least 5 large Spill kits (wheeled cart/bin) for 50 gallons minimum and maintain them throughout the course of the contract period by inspecting them monthly and replacing kits or refilling their contents as needed. Contractor shall provide assistance with California Environmental Reporting System (CERS) upon request of VAPAHCS at no additional cost to the government. Contractor shall provide assistance with CUPA request on documents, code, questions, and requests for information upon the request of VAPACHS at no additional cost to the government. TRAINING Training. Contractor shall provide training on the USTs, ASTs, auxiliary systems, and monitoring systems upon the request(s) of VAPAHCS at no additional cost to the government. Existing employees shall be trained annually, and new employees shall be trained within 30 day of hire at all locations (Palo Alto, Menlo Park, Livermore, and Monterey). Training shall include at a minimum USTs, ASTs, fuel monitoring system, spill kit, and spill prevention control and countermeasure (SPCC). There shall be a minimum two training sessions. ADDITIONAL SERVICES 9.3.1. Additional services are defined as any work, requested, and authorized by the Government that is within the scope of this contract but in addition to the contract requirements. Any work of this nature detected by the Contract shall be immediately reported to the COR, but work shall not be performed until the Contractor and the CO have reached an agreement on the price to accomplish the project. Work shall be performed immediately, if necessary (i.e., an emergency) although typically a 48-hour notice will be given. 9.3.2. Labor Costs - The Contractor shall price 500 labor hours within the price quoted in CLIN 0006. The Contractor s expenses for overhead, General and Administrative (G&A), and profit are already included in this CLIN. Thus, no separate allowances for travel time, parking, overhead, G&A or profit can be applied. Contractor shall obtain prior approval on estimated labor hours for any planned or emergency repair. The estimated labor hours may be adjusted after actual completion of repairs with concurrence by COR. 9.3.3. Contractor shall provide a list of parts required for repairs if the value of parts required to perform maintenance under a single incident of repair, exceeds $100.00. Parts under the value of $100 are included in the scope of work at no additional cost to the government. Contractor shall provide exact specification to allow VA to purchase and provide to the contractor in a timely manner. VA may request contractor to provide a quote for the parts and if acceptable may purchase them from the contractor using government purchase card or under a separate Purchase order. 9.3.4. All orders for repair service work must be placed or confirmed by CO and COR. Service orders of $2,500.00 or less may be processed using the Governmentwide commercial purchase card, which is the preferred method to purchase and to pay for micro purchases. 9.3.5. The Government reserves the right to perform the work using whatever resources are available. 9.3.6. If a dispute between codes, standards, or manufacture recommendation arises the most stringent shall be enforced. SAFETY, INSPECTION, and TESTING Contractor shall immediately report to the CO/COR in a manner and on the forms prescribed by the Government, accidents resulting in injury, trauma, death, hazardous exposures, and occupational disease involving an elevator or its maintenance. Written reports for incidents shall be provided within five (5) working days and include the cause, what, where, and when the incident occurred as well as repairs and tests performed to correct the cause of the incident. Contract shall protect natural resources and environment while maintaining mission essential facilities operations. Contractor shall adhere to OSHA, EPA, NFPA Life Safety Codes, and other regulatory requirements. Safety shall be the Contractor s highest priority. The Contractor shall be solely responsible for compliance with (Federal) OSHA regulations. Contractor shall provide a detailed explanation as to how contract work will be implemented and managed to ensure compliance with OSHA Construction Standards, Life Safety issues, and security measures. Contractor shall have a Site Safety and Health Officer (SSHO) assigned to the contract/project to ensure their technicians are meeting OSHA requirements. The SSHO shall be well versed in OSHA requirements and regulations. The SSHO will perform regular safety inspections on the job site to ensure technician compliance and quality of work is at a high level, presenting no risks to staff or patrons. Safety inspections will include fall protection and electrical hazards and end with job safety meetings with the entire crew. The Contractor shall provide the CO/COR copies of the safety inspection reports upon request at no additional cost to the Government. During contract performance, the Contractor shall follow Government s safety policy and standards for safe work practices and take such safety precautions as the VAPAHCS Safety Officer or designee or the CO/COR may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VAPAHCS smoking policy. Patient, employee, visitor, and Contractor personnel safety shall be always maintained. The Contractor is responsible for the safety and health of his/her employees. The Contractor shall replace all safety guards, equipment, devices, etc. removed to service or repair the elevator immediately after completion of work or when leaving the job unattended. The Contractor shall submit to the Contracting Officer, prior to the start of the Contract, the Safety Data Sheets (SDS) for potentially hazardous materials (lubricants, cleaners, fluids, etc.) to be used in the facility during performance of the Contract and will not use materials which have not been approved in advance by the Government. SDS for new chemicals shall be furnished prior to the arrival of the chemical on site. The Contractor shall maintain a copy of all SDS in each elevator machine room to assure compliance with laws and requirements regarding the Right to Know law (OSHA Hazard Communication Standard (29 CFR 1910.1200). Contractor is responsible to identify, provide and maintain personal protective equipment (PPE) required to perform the duties outlined in the Contract. In addition, the Contractor is responsible for identifying and providing applicable safety programs required to perform the work i.e., lockout/tag out, confined space entry, universal precautions, etc. Training required for safety programs and proper use of PPE shall be provided by employer, and documentation maintained by the Contractor. The Contractor shall obtain a Hot Work Permit from the Government (VAPAHCS Safety Staff) or the CO/COR in advance whenever soldering, welding, grinding, and using a cutting torch, or other open flame, spark or heat producing equipment is used. The Contractor is required to follow requirements outlined for the issuance of the Hot Work Permit. Contractor shall be notified of any non-compliance with safety regulations. The Contractor shall, after receipt of such notice, immediately correct the condition and notify the Contracting Officer in writing that the condition has been corrected. If, in the opinion of the CO/COR or the Government s Safety Officer, the condition is life threatening he/she shall instruct the Contractor to stop work until the condition has been corrected. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order halting all or any part of the work. The Contractor bears all costs of stop-work time and correcting safety hazards. Contractor shall reinstall guards or equipment panels, removed to perform maintenance, on the equipment before putting it back into service. QUALITY CONTROL Contractor shall establish a Quality Control Program to assure the requirements of the Contract are provided as specified. The Contractor shall submit this program to the CO/COR, for acceptance within ten (10) days of Notice to Proceed. The program shall include the following: An inspection system covering the services described in the Contract. A checklist used for inspecting Contract performance during scheduled or unscheduled inspections and the name(s) of the individual(s) who will perform the inspection. The checklist shall include every area of the Contractor s operation as well as every task required to be performed. A system for identifying and correcting deficiencies before the level of performance becomes unacceptable and/or the Government inspectors point out deficiencies. A file of inspections conducted by the Contractor and the corrective action taken. This documentation shall be made available to the CO/COR upon request, at any time during the term of the Contract. Site Investigation and Conditions Affecting the Work: The Government assumes no responsibility for any conclusions or interpretations made by the Contractor based on the information made available by the Government. Nor does the Government assume responsibility for any understanding reached or representation made concerning conditions which can affect the work by any of its officers or agents before the execution of this contract, unless that understanding, or representation is expressly stated in this contract. Contract has the responsibility to make the determination and request a site walk. Failure to perform a site walk shall not relieve the contractor to complete the contract on time and within budget. REPORTS AND DELIVERABLES Task Coordination and Task Performance Report. The contractor shall visit the COR s office after 8:00 am on each scheduled performance day in order to confirm the performance schedule between the COR and the contractor. The contractor shall provide performance reports and submit to the COR by email and hard copies shall be mailed with printout of monthly test after completion of each tasks. Reports shall be delivered no later than the 5th of every month. Performance reports shall include the following information at a minimum: Installation name Tank number Date and time work performed Licensed technician performed the service Description and method of service performed Inspection, testing, calibration and/or maintenance data Conditions of serviced equipment and/or systems Signature of contractor representative Monthly Reports. The contractor shall provide reports no later than 5th of month. Reports will require at a minimum items 5.6.1.1 5.6.1.8. Reports shall include all inspections, service repairs, projects, tests, maintenances, purchase card services, recommendations, and other notes. Reports shall be delivered to the COR and Compliance Office. Deficiency Report. When any deficiencies are identified on ASTs/USTs and/or auxiliary equipment and systems under this contract, the contractor shall inform the COR immediately via verbal and written email notification. Contractor shall submit the deficiency report to the COR within three (3) days with a proposal (time and cost). The deficiency report shall include at a minimum the following information: Installation name Tank number and equipment/system name Date of failure Description of failure (pictures, drawings, etc.) Justification (if repair is not accomplished) Description of repair work (pictures, drawings, etc.) Material list (description of article, quantity, catalogue-cut, pictures, etc.) for repair Proposed repair schedule Cost estimate Submission date of the report 13.4. Annual Schedule. The contractor shall submit an annual schedule to the COR to obtain approval within 15 days from contract award and the start date of each option year. The annual schedule shall show the order in which the contractor proposes to perform the inspections, testing, calibration, and maintenance service, the dates on which the contractor will start each work element and the scheduled date for completion of each element. 14. RECORDS. The contractor shall be responsible for creating, maintaining government required records that are specifically cited in this PWS or required by the Federal, State, and Local law and authorities. The contractor shall provide the original records or a reproducible copy of any such record within five (5) working days of receipt of the request at no additional cost to the government. The contractor shall provide an electronic filing management system with security measure that only allows VAPAHCS access (ACCESS TO AND MAINTENANCE OF NOVIOLATION.COM DATABASE). R E S P O N S E M E T H O D: The Government requests capabilities statements and comments from interested businesses regarding the requirements described above. Responsible sources are encouraged to submit a response to this notice with a statement of interest on company letterhead. When responding, in Subject line insert: Sources Sought VAPAHCS Fuel Tank Services At a minimum, the following information shall be provided: 1. Company Name; 2. Company Mailing Address; 3. Point(s) of Contact including telephone number(s) & email address(es); 4. Socio-Economic (i.e. Small/Large Business, HUBZone, Service-Disabled Veteran Owned, 8(a), etc.) as it relates to NAICS Code 541620 Environmental Consulting Services 5. Provide a summary of the type of services performed and experience as it relates to fuel tank services as listed above. 6. UEI Number 7. If participant in Veterans Affairs national contracts GSA; provide contract #. 8. Sub-Contracting Intentions (provide above items 1 thru 6 of intended subcontractor along with description of sub-contractor duties). This area will be heavily scrutinized so as to avoid pass-through acquisitions. 9. Additional information and/or comments. Veterans First Contracting Program and the VA Rule of Two (Kingdomware v. United States) 38 U.S.C. 8127 - 8128: Service-disabled veteran owned small business (SDVOSB) or Veteran owned small business (VOSB) concern must be registered and verified in Small Business Administration database at https://search.certifications.sba.gov/ to be eligible for award as a SDVOSB or VOSB if/when a solicitation is issued for this requirement as a SDVOSB or VOSB set aside. In addition, this requirement has been determined to be set aside as SDVOSB or VOSB acquisition, only SDVOSB or VOSB that respond to this specific notice within the above stated due date will be eligible for award.
