36C24226Q0814.docx

SUBJECT*

FY27 - HV Fuel Treatment, Polishing, Tank Bottom Cleaning

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 2 James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx NY 10468-3904

POINT OF CONTACT*

CONTRACT SPECIALIST

TIFFANY VAZQUEZ-SIMON

TIFFANY.VAZQUEZ-SIMON@VA.GOV

PLACE OF PERFORMANCE

FDR AND CASTLE POINT

2094 ALBANY POST ROAD

MONTROSE NY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

1. This is a Sources Sought Notice.

(a) The Government does not intend to award a contract on the basis of this Sources Sought or to otherwise pay for the information solicited.

(b) Although "proposal," "offeror," contractor, and "offeror" may be used in this sources sought notice, any response will be treated as information only. It shall not be used as a proposal. The Government is seeking information for market research purposes only.

(c) Any information received from a contractor in response to this Sources Sought may be used in creating a solicitation. Any information received which is marked with a statement, such as "proprietary" or "confidential," intended to restrict distribution will not be distributed outside of the Government, except as required by law.

(d) This Sources Sought is issued by VISN 2 Contracting Office in Network Contracting Office 2 for the purpose of collecting information about VA Hudson Valley for fuel treatment, polishing, testing, and tank bottom cleaning services. The VA is seeking services on or about October 2026 to establish a new service contract. The NAICS code identified for this requirement is 562910 – Remediation Services. The requirement is detailed in the Statement of Work (draft) section of this document.

(e) Cursory market research has identified small businesses that may be able to provide for this requirement. Contractors that are able to meet the requirements in the attachment and possess an interest in performing these service, are encouraged to email a capability statement and full information to Contract Specialist, Tiffany Vazquez-Simon at tiffany.vazquez-simon@va.gov, by the posted due date/time.

Interested parties MUST provide company/individual name, a capability statement, examples of same or similar work performed at other facilities, SAM UEI number, address, a point of contact and social-economic status documentation. If any of the requested information is not supplied with the response, this may result in the contractor not being considered in the Government’s Procurement Strategy.

- Part of the purpose of this sources sought is to determine the viability of set aside to a specific socio-economic category (service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business).

- If contractor is a Service-Disabled Veteran-Owned Small Business (SDVOSB), a Veteran-Owned Small Business (VOSB), or any other special category of contractors, then contractor is responsible for providing documentation in support of this. This information will be used to determine the viability of a set aside for this requirement.

- Prospective Quoters must register themselves on System for Award Management (SAM) https://www.sam.gov/. Prospective Quoters must have an active registration in SAM at the time of submission of quotes in order to participate in this procurement.

- Prospective Quoters must submit payment requested in electronic form via VA’s Electronic Invoice Presentment and Payment System https://www.tungsten-network.com/customer-campaigns/veteransaffairs. Prospective Quoters are required to go to the Customer Engagement Portal (CEP) www.cep.fsc.va.gov to register and submit request for electronic payments. Registration with ID.me is required from the CEP portal.

THE FOLLOWING INFORMATION IS REQUIRED

for determining procurement strategy and viability of sources

· Contractor shall identify pertinent point of contact for company, SAM UEI number for size standard and socioeconomic verification in SAM and SBA, as well as for any intended subcontractors.

· This service is located throughout HUDSON VALLEY, New York (Westchester County and Dutchess County). Provide your site location and supporting documentation. Given your location and proximity to the service site, how do you plan to accomplish self-performance of this work?

· Contractor shall provide 2 to 3 instances of past experience which demonstrate that they are a firm regularly engaged in this type of work. How many years’ experience does your company have in self-performing tasks of this nature, of this scope and this complexity? How many years of service do your proposed technicians have performing tasks of this nature, this scope, and this complexity?

· Contractor shall supply proof of any applicable certification or training required to meet the regulatory requirements, if applicable. How many certified/licensed/trained technicians does your company or subcontractor currently employ?

· Set-aside requirements have limitations on subcontracting. If your intention is to subcontract work, what tasks will be performed by you as the prime contractor? What tasks will require a subcontractor due to your inability to perform them within your company? How many years does your proposed subcontractor have in performing tasks of this nature, this scope, and this complexity? Provide 2 to 3 instances of past experience which demonstrate subcontractor is a firm regularly engaged in this type of work.

· Contractor shall provide a listing of any teaming agreements they intend to employ in the performance of this requirement if awarded.

· Contractor shall also identify any Federal Supply Schedules that may carry the desired services. (Please be clear to identify, what if any part of this requirements tasks/services are considered open-market).

Sources Sought Notice

· Contractor shall include any relevant comments about the attachment(s) if applicable.

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STATEMENT OF WORK

VA HUDSON VALLEY HEALTHCARE SYSTEM

Annual Fuel Treatment, Polishing, Testing, and Tank Bottom Cleaning Services

A. BACKGROUND:

The VA Hudson Valley Health Care System (VA HVHCS) maintains diesel fuel storage systems that support emergency generators and other mission-critical equipment necessary for the continued delivery of healthcare services.

To ensure the reliability and quality of stored diesel fuel, the VA requires recurring fuel treatment, fuel polishing, and tank bottom cleaning services. These services are intended to reduce fuel contamination and degradation, minimize fuel-related equipment failures, support compliance with applicable regulatory and industry standards, and maintain the operational readiness of the facility's emergency power systems.

B. PLACE OF PERFORMANCE:

VA Medical Center- Castle Point Campus (Dutchess County) 41 Castle Point Road Wappingers Falls, NY 12590

VA Medical Center- FDR Montrose Campus (Westchester County) 2094 Albany Post Road Montrose, NY 10548

C. PERIOD OF PERFORMANCE:

The estimated period of performance is 10/1/2026 to 09/30/2027, with the provision of four (4) option years.

D. SERVICE SCHEDULE:

The required services shall be performed annually. Each annual service shall occur no earlier than ten (10) calendar days before and no later than ten (10) calendar days after the one-year anniversary of the previous fuel treatment, tank polishing, and tank bottom cleaning. The most recent service was completed in May 2026.

The Contractor and the Contracting Officer's Representative (COR) shall mutually agree upon and confirm the service schedule in advance of performance.

E. SCOPE OF WORK:

Description Of Services:

Above Ground Storage Tanks (ASTs), Under Ground Storage Tanks (USTs) as well as Generator sub-base and day tanks can be the breeding ground for microbial growth which will cause filters to clog and a generator or boiler to shut down in an emergency situation. They can also damage fuel injector pumps and fuel nozzles. Bio organisms will also cause tank bottoms to corrode. The National Fire Protection Association (NFPA) requires the fuel to be visually checked for water, microbes, and tank bottom sediments every 12 months.

Scheduled Maintenance Requirements:

The Contractor shall provide all labor, supervision, materials, tools, equipment, transportation, and other resources necessary to perform an annual fuel treatment, fuel polishing, and tank bottom cleaning program for the Hudson Valley fuel storage tanks.

All work shall be performed in accordance with applicable federal, state, and local laws, regulations, codes, industry standards, and manufacturer recommendations. The Contractor shall ensure all services are completed in a safe and professional manner and in compliance with all applicable regulatory requirements.

Objectives:

1. Prevent fuel filter clogging.

2. Reduce generator- and boiler-related fuel system failures.

3. Minimize Fuel Degradation.

4. Minimize Bacterial Infestation.

5. Meet Joint Commission Life Safety (LS), Environment of Care (EC), Emergency Management (EM),and applicable NFPA Standards.

Contractor Requirements:

The Contractor Shall:

1. Take a visual “before” fuel sample from the tank bottom.

2. Remove water, debris, sediment, bio-organisms, and dirty fuel from tank bottoms.

3. Circulate fuel through a series of screens and filters to clean the tank bottom.

4. Circulate fuel through as small as a (one half) 0.5 micron filter element to polish the fuel.

5. Treat fuel with a proper dose of biocide, fuel stabilizers and water dispersant.

6. Take a visual “after” sample from the tank bottom and compare results the results to the "before" sample.

7. Sample and provide analysis of fuel in each tank in accordance with applicable U.S. Environmental Protection Agency (EPA), NFPA 110, Dutchess County Department of Health, and Westchester County Department of Health requirements.

8. Stabilizer additive blended in after performing fuel polishing services.

9. Remove and properly dispose of all waste generated from the tank bottom cleaning service. The estimated quantity of waste generated is less than 100 gallons.

Applicable Standards:

The Contractor shall develop and implement a fuel treatment, fuel polishing, and tank bottom cleaning plan in accordance with applicable federal, state, and local laws, regulations, safety and health requirements, manufacturer recommendations, and industry best practices.

At a minimum, all work shall comply with the following, as applicable:

1. NFPA 101, Life Safety Code.

2. NFPA 110, Standard for Emergency and Standby Power Systems.

3. Best Practices for Hospital Power System Reliability.

4. ASTM D975, Standard Specification for Diesel Fuel.

5. Applicable U.S. Environmental Protection Agency (EPA) diesel fuel requirements and standards.

Contractor personnel shall observe all applicable safety precautions throughout the performance of this contract.

Contractor Qualifications:

The Contractor shall have personnel who are properly trained and experienced to perform the required services. At a minimum, Contractor personnel shall possess:

1. OSHA/HAZWOPER training, as applicable to the work being performed.

2. Experience conducting ASTM fuel testing procedures.

3. Experience performing fuel treatment, fuel polishing, and tank bottom cleaning services.

The Contractor shall submit its written fuel maintenance and testing procedures to the Contracting Officer's Representative (COR) after contract award and prior to commencing work.

Fuel Testing Requirements:

The Contractor shall collect fuel samples and perform laboratory testing following completion of the fuel treatment, fuel polishing, and tank bottom cleaning services. Testing shall be conducted in accordance with the methods identified below. The Contractor shall submit the laboratory test results and any recommendations for corrective action to the Contracting Officer's Representative (COR) upon completion of the required testing.

Sample Volume Required: 500 ML

Tank List:

Above Ground (AST) / Underground (UST)

CASTLE POINT TANKS

MONTROSE TANKS

BLDG 13 TANK 20A

Documentation/Reporting:

At the conclusion of each scheduled maintenance visit, the Contractor shall provide a written service report that includes, at a minimum:

· Date of service;

· Equipment model number;

· Equipment serial number;

· Equipment location;

· Name of the Contractor's representative performing the service;

· Description of the services performed;

· Parts replaced, if applicable; and

· Labor hours.

An electronic copy of each service report shall be submitted to the Contracting Officer's Representative (COR).

Submittals/Deliverables:

The Contractor shall provide five (5) bound hard copies of the results of the fuel treatment, fuel polishing, tank bottom cleaning, and fuel analysis to the COR within thirty (30) business days following completion of sample collection.

Inspections of Completed Work:

Daily inspections by in-house engineering personnel are to occur while the contractor is on site. Upon completion of the fuel sampling and fuel treatment at both campuses, the COR/POC will perform a cursory inspection to ensure that equipment is left in functioning condition. Vendor shall submit final report no later than three (3) weeks after fuel sampling has been completed for COR/POC review. No invoices will be processed for payment prior to the completion of POC inspection.

Quality Control:

The contractor shall develop an effective quality control program (QCP) to ensure service is performed in accordance with this Statement Of Work. The quality control program should include contractor's plan and procedures to identify, prevent, and ensure non-recurrence of any incidence of defective service known or recognized during the contract. The contractor's quality control program is the means to ensure that their work complies with the requirement of SOW and contract agreement.

Special Instructions:

Contractor Check-in: Upon arrival, the contractor shall check-in with the VA Police or authorized VA Medical Center attendant to receive an identification badge or sticker prior to performing services at the VA Hudson Valley Healthcare System and its associated CBOC’s. The contractor shall wear visible identification displaying name and company ID at all times while on the premises.

F. PRIVACY AND INFORMATION SECURITY:

The C&A requirements do not apply. A Security Accreditation Package is not required.

G. VA PRIVACY TRAINING REQUIREMENT:

All Contractor employees who will perform services under this contract shall complete the VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use of VA Sensitive Information.

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