36C24426Q0602_1.docx

SUBJECT*

562-26-4-5137-0001 | SEA 40852 | Annual Fuel Oil Storage Tank Inspection, Testing, Cleaning, and Treatment Services | NCO 4 Services 2 (VA-26-00045741)

GENERAL INFORMATION

Network Contracting Office 4 Services 2 Pittsburgh, PA

POINT OF CONTACT*

Contract Specialist Angelamarie Scott Angelamarie.Scott@va.gov None

PLACE OF PERFORMANCE

135 East 28th Street

Erie PA

ADDITIONAL INFORMATION

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

DESCRIPTION

Department of Veterans Affairs, Network Contracting Office 4, VAMC Erie, PA requires Annual Fuel Oil Storage Tank Inspection, Testing, Cleaning, and Treatment Services in accordance with Statement of Work (SOW).

A Statement of Work (SOW) is attached.

The purpose of this Sources Sought is to seek capable and responsible sources interested in providing this service. This is not a solicitation but rather a Request for Information (RFI/Sources Sought) in which the data collected will be used for market research purposes only. Responses will assist the Government with developing its acquisition strategy to include socio-economic set-asides.

The Government anticipates award of Fixed Price Base Contract with Option Years.

The Government is not taking questions at this time, however, if you identify ambiguities or have concerns about anything in the draft SOW, please include them with your response.

If you have a GSA Federal Supply Schedule contract that’s within scope of this effort, please identify the contract number.

All SDVOSB and VOSB firms that respond must include proof of VetCert certification by the SBA (Veteran Small Business Certification (sba.gov)).

While SDVOSB/VOSB contractors are preferred, all capable contractors are welcome to respond to this Sources Sought notice.

All respondents are encouraged to include as part of their response a brief capability statement that covers the information in the attached draft Statement of Work.

VA assumes no responsibility for any costs incurred associated with the preparation of responses.

Suggested NAICS: 541990 (All other Professional, Scientific and Technical Services) Suggested PSC: H149 (Quality Control Maintenance and Repair Shop Equipment) If you are interested in providing this service, please provide a brief statement of interest and capabilities via email to Angelamarie Scott, Contract Specialist, at Angelamarie.Scott@va.gov, no later than 10 AM EST, on Thursday, May 21, 2026.

Sources Sought Notice Sources Sought Notice

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Sources Sought Notice

DRAFT STATEMENT OF WORK (SOW)

1. Contract Title. Annual Fuel Oil Storage Tank Inspection, Testing, Cleaning, and Treatment Services.

2. Background. The Erie, PA VA Medical Center maintains multiple aboveground and underground fuel storage tanks that support emergency generators, boilers, and critical utility infrastructure. Proper fuel quality is required to ensure uninterrupted facility operations during commercial power failures or natural gas service disruptions.

Annual inspection, testing, cleaning, and treatment of fuel storage tanks is required to maintain compliance with NFPA 110, Joint Commission EC.02.05.07, and applicable ASTM fuel quality standards, and to ensure operational readiness of emergency power systems supporting Veteran care.

3. Scope. The contractor shall furnish all labor, supervision, equipment, materials, transportation, sampling, testing, filtration, treatment, and disposal necessary to inspect, clean, and restore diesel fuel storage tanks to compliant operational conditions.

Services shall be performed in a manner that ensures:

· fuel reliability

· generator readiness

· environmental compliance

· personnel safety

· uninterrupted medical center operations

4. Applicable Standards

Work shall comply with the latest versions of:

· NFPA 110 – Standard for Emergency and Standby Power Systems

· ASTM D975 – Standard Specification for Diesel Fuel Oils

· OSHA safety regulations

· Joint Commission EC.02.05.07

· EPA and Pennsylvania environmental disposal requirements

Failure to meet these standards shall constitute unacceptable performance.

5. Performance Requirements

5.1 Fuel Quality Restoration

The Contractor shall restore fuel quality in each tank to meet ASTM D975 requirements through filtration, polishing, water removal, and treatment.

Minimum required outcomes:

· Removal of free and suspended water

· Removal of microbial contamination

· Reduction of particulates through filtration not exceeding 5 microns

· Stabilization of stored fuel through biocide treatment.

5.2 Tank Inspection

Each tank shall be visually and mechanically evaluated for:

· Abnormal corrosion

· Compromised fittings

· Gasket degradation

· Vent obstructions

· Structural concerns

Any condition that may impact system reliability shall be immediately reported to the Boiler Plant Supervisor and COR.

5.3 Water Bottom Removal

All detectable water bottoms shall be removed and properly disposed of in accordance with environmental regulations. If excess contamination is discovered, the Contractor shall notify the Boiler Plant Supervisor and COR prior to proceeding with additional remediation.

5.4 Sampling and Testing

Fuel samples shall be collected from each tank and tested for compliance with ASTM D975 including, at minimum:

· Sulfur content

· Water and sediment

· Viscosity

· Flash Point

· Microbial presence

5.5 Reporting

Within five (5) business days, the Contractor shall provide a comprehensive service report including:

· Before and after test results

· Filtration volumes

· Contaminants removed

· Treatment applied

· Tank condition assessment

· Identified deficiencies

· Corrective recommendations

· All specifications sheets, MSDS, chemical precautions

Reports shall be submitted electronically to the Boiler Plant Supervisor and COR. Failure to provide documentation would constitute nonperformance.

5.6 Spill Prevention and Environmental Protection

The Contractor shall implement spill control measures and always maintain response materials onsite. Any spill shall be immediately reported to the Boiler Plant Supervisor and COR and mitigated at no cost to the Government.

5.7 Damage Liability

The Contractor shall be responsible for repairing or replacement of any Government equipment damaged due to contractor negligence.

6. Scheduling

Services shall be coordinated with the Boiler Plant Supervisor and COR no fewer than fourteen (14) calendar days prior to arrival. Work shall occur Monday through Friday between 0800 – 1600, excluding federal holidays, unless otherwise approved. Rescheduling attributable to the Contractor shall occur at no additional cost.

7. Tank Inventory

8. Place of Performance

Erie Pennsylvania Veteran Affairs Medical Center 135 East 38th Street Erie, PA 16504

9. Period of Performance

Base + 4 Option Years

10. Administrative Requirements:

Contractor personnel shall coordinate site access with the Boiler Plant Supervisor and COR at least seven (7) calendar days prior to performance.

11. Privacy and Security Requirements

The contractor employees shall not have access to VA sensitive or computer information and will not require routine access to VA Facilities. The contractor employees require intermittent access only and will be escorted by VA employees while at VA Facilities. No background investigation is required.

12. Risk Control The Contractor shall follow the hierarchy of controls and comply with OSHA, NFPA, VA safety requirements, and site-specific policies. Required PPE shall be provided by the Contactor.

13. Records Management Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. VA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VA or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VA control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA policy.

8. The Contractor shall not create or maintain any records containing any non-public VA information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The VA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

End of Document

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