36C24825Q0206.docx

SUBJECT*

Propane Tank Repairs

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 8 (NCO 8) 8875 Hidden River Pkwy Suite 525 Tampa FL 33637

POINT OF CONTACT*

Contracting Officer J'Vonne Wilson jvonne.wilson@va.gov 813-816-4620 N/A

PLACE OF PERFORMANCE

13000 Bruce B. Downs Blvd.

Tampa FL

ADDITIONAL INFORMATION

DESCRIPTION

This SOURCES SOUGHT ANNOUNCEMENT is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this announcement that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this announcement are not offers and cannot be accepted by the Government to form a binding contract.

Responders are solely responsible for all expenses associated with responding to this announcement.

All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government.

Network Contracting Office 8 (NCO 8) is conducting a market survey to find qualified vendors to provide all labor, materials, tools, equipment, transportation, supervision, coordination, and services necessary to provide Propane Tank Repairs at the James A. Haley Veterans Hospital (JAHVH) located at 13000 Bruce B. Downs Pkwy. Tampa, FL. 33612.

The CO will consider responses received for this Sources Sought Notice, along with any other market research that is conducted, when determining the appropriate acquisition strategy. Pursuant to 38 U.S.C. 8127(d), CO’s must set aside all acquisitions for SDVOSBs or VOSBs whenever there is a reasonable expectation of receiving two or more offers/quotes from eligible, capable, and verified firms, and that an award can be made at a fair and reasonable price that offers best value to the Government. However, if responses from qualified firms prove inadequate, an alternate set-aside or full and open competition may be considered.

The applicable NAICS for this service is: 221210, Natural Gas Distribution, Size Standard: 1,150 employees. Vendors must be registered in the System for Award Management SAM.gov | Home prior to award.

DISCLAIMER

This Sources Sought is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Sources Sought.

Sources Sought Notice Sources Sought Notice

Sources Sought Notice

STATEMENT OF WORK

Upgrade/Repair Propane Tanks at Bulk Storage Facility

AS OF 11/19/2024

PLACE OF PERFORMANCE:

James A. Haley Veterans Administration Medical Center (JAHVAMC), 13000 Bruce B. Downs Blvd Tampa FL 33612.

SCOPE OF WORK:

a. Replace manway covers on 2ea 30,000-gallon tanks only with corrected covers allowing replacement of relief valves without the evacuation of tanks and adding additional valve openings.

b. Replacement of all tank valves to include pneumatic actuated internal valves, multiport relief valves, combination valves, liquid level gauges, hydrostatic relief valves, vent pipes, breakaway couplings.

c. Construct a skid mounted parallel worker/monitor regulator unit that will allow for easy maintenance and eliminate over pressure as a failsafe system and allows the removal of regulators for repairs/maintenance without compromising the interruption of service.

d. Reconfigure piping before and after vaporizer to accommodate parallel worker/monitor regulator skid.

e. Reconfigure piping between bulkhead (truck unloading station) and tanks to isolate unloading process from distribution system. This will ensure that the facility will not experience an interruption of service should there be an incident during the propane delivery process.

f. Install two different emergencies shut down remote systems. The first being between 25’-100’ from the bulkhead and the second being 25’-100’ from the vaporizer and 2 8/29/2024 regulator skid allowing both to operate independently. This will allow the shutdown of the system that is compromised without affecting the other system. •Modify both condensate tanks to allow draining of paraffin created from the heat exchanger system. Reducing boiler maintenance.

g. Evaluation of pipe to verify the pipe is schedule 80 seamless pipes as required by NFPA 58. Upon confirmation of pipe, it will be refurbished with 2-coats of industrial epoxy primer and 2-coats of industrial urethane paint.

h. Replace pipe that does not comply with NFPA 58 regulations.

i. Replace all isolation valves with 1000 WOG full port ball valves with locking handles for lock out and tag out occasions.

j. All liquid piping to have hydrostatic relief valves at required locations.

k. Replace all regulatory signage.

l. The tank system will be completely refurbished like new with all the proposed work and will be in compliance with federal regulations. No work to be performed on the vaporizer that is in good condition.

m. All work to be in compliance with federal regulations and standards, adopted NFPA 58.

n. Provide incidental Engineering Drawings, site survey, Spill & Accident Response Plans, and required permits to upgrade/repair existing tanks, bulkhead and associated piping with piping, connections, and any controls to have a complete operational system.

o. Site Visit - The contractor shall visit the site prior to submitting proposal and consider all aspect of the work. The proposal should include all items impacted by the upgrade/repair of the system, to include evacuation of the tanks if needed.

p. Ensure regulators are properly sized and installed in proper locations.

q. All materials shall conform NFPA; Steel Tank Institute; UL; Uniformed Fire Code and all work shall be performed in accordance with local, national, and federal codes, regulations, and authorities having jurisdiction.

r. Obtaining all permits from local jurisdiction and coordination of inspection by local authorities.

s. Follow all NFPA and other applicable codes.

t. Efforts to be made to work on one tank at a time, any requirement to completely shut down propane service to the boiler plant will require advance notification.

Evacuation of tank(s): (1) Observe the safety precautions as described in codes and regulations; (2) Notify the Implementing Agency a minimum of 30 days prior to tank evacuation. Obtain a tank evacuation permit from the local fire chief or proper authorities / (FL DEP) and notify the environmental coordinator of the day and time when work will begin at least 3 days in advance. Typically, local regulations require a local fire official representative to be onsite before work may begin. Notify proper fire authorities, as required by local codes and regulations. (3) Remove all liquids and purge the tanks to reduce flammable vapors below 1% of the LEL. Remove sludge. Consult NFPA, for Safe Entry into Underground Storage Tanks, when necessary.

APPLICABLE CODES and REGULATIONS:

a. International Family of Codes, primarily the IBC (International Building Code)

b. NFPA 101 (National Fire Protection Association's Life Safety Code), NFPA 30 and 30A, Internal Fir Codes and Uniform Fire Code

c. UFC 52 and 79.7

d. Federal, State and Local Building Codes, Standards and Policies

e. National Electrical Code (NEC)

f. Occupational Safety and Health Administration (OSHA) requirements

g. Underwriters Laboratory (UL)

h. Code of Federal Regulations (CFR)

i. Environmental Protection Agency (EPA), Office of underground and above ground storage tanks

j. Florida Dept. Of Environmental Protection (FL DEP)

k. Building Officials Code Administrators International (BOCA)

l. NPS_28 Cultural Resource Management Guideline (effective June 11, 1998) and its technical supplements.

m. Archeological Resource Protection Act, 1979 (ARPA)

DELIVERABLES and SUBMITTALS:

Prior to construction, the Contractor shall provide the following submittal for approval:

· Construction schedule

· Provide safety plan.

· Provide product cutout sheets, incidental engineering drawings showing layout, dimensions, clearances, and other details; and specification submittals for equipment to be installed. Identify and mark the applicable parts, accessories, and equipment in the submittal for the following:

Provide the following after construction completion:

· Provide reports of soil and ground water sampling finding and closures to NPS and local authorities as required by applicable ordinance.

· Provide one hard copy of all warranty information for new components/lines/equipment. Must include list of all model and serial numbers as applicable.

REQUIREMENTS:

A. At a minimum, the contractor shall furnish the following:

i. All Project Management, Supervision, Scheduled Site Safety, and construction oversite. Prior to any work for the contractor begins work, the contractor shall prepare a safety plan and ensures workers understand and comply with the safety measures while working at VA Medical Center.

ii. Document all work & tracking zones meeting or exceeding VA, NEC, and NFPA requirements.

iii. All supervision, labor, equipment, parts, materials, tools and supplies necessary to conduct the above Scope of Work

iv. Local permit(s) with local Fire Marshal for the evacuation of tanks by flaring, if required.

PERFORMANCE PERIOD:

Performance of services shall be rendered as identified above. All tasks and deliverables for this contract shall be completed within 180 calendar days after Notice to Proceed. The performance period includes permitting, reporting, arrangement of inspections, etc. for approval of the final work. Scheduling of Services Shall be coordinated with Utility Systems Repairer Operator Supervisor, Phillip Harris at 813-972-2000 x7129. Contractor shall notify COR prior to commencing work.

PROGRESS AND COMPLIANCE:

a. Contractor shall perform work on this statement of work only to the extent indicated on this agreement. No additional services/repairs will be made without the written approval of the Contracting Officer.

b. Contractor shall provide daily report (s), for all services performed. These daily report (s) shall be provided to the Contracting Officer Representative (COR) in a timely manner.

c. All payments shall be made in arrears. Upon receipt of Contractor’s invoices, the COR will certify invoices through referenced service tickets, assuring that all services were performed in accordance with contract terms.

ADDITIONAL REQUIREMENTS:

a. All work shall be in accordance with Occupational Safety and Health Administration (OSHA), VA standards, and other related codes.

b. All shutdowns shall be coordinated with COR. Shut down will occur at hours outside of traditional 1st shift, on Holidays, or on weekends. Include such implications in cost proposal.

c. Workmen are subject to all the rules of the Medical center and expected to use personal protective equipment when necessary.

d. Contractor tools and equipment shall be continuously under direct line of sight supervision of the contractor. NO tools / equipment can be left at the individual work sites overnight.

e. Contractor shall clean-up work sites daily. No debris can be left at work sites.

f. Hot Work, Infection Control and Interim Life Safety permits shall be issued as required by the VA’s COR.

g. Before starting work the General Contractor shall give one week’s notice to the Contracting Officer so that security arrangements can be provided for the employees. General Contractor’s employees shall not enter the project site without appropriate badge. They may also be subject to inspection of their personal effects when entering or leaving the project site.

WARRANTY:

All work under this contract shall be fully covered by a one-year parts and labor warranty.

**** It is recommended that the Contractor visit the work site (s) and verify all existing conditions, measurement, equipment, and include all such implications in the proposal.

REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE:

Contractor must immediately notify the COR who will be onsite for demo and installation of the equipment and in writing for documenting purposes no later 24 hours from discovery of the existence or the development of any defects in equipment. This includes, but is not limited to, the equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The contractor may furnish the CO and COR a written estimate of the cost to make necessary repairs. Contractor may not consider this as an obligation for repairs under the contract scope of work.

COMPLIANCE:

Contractor is 100% responsible for compliance with all Veterans Administration (VA), local, state, and federal environmental/occupational safety laws, rules, and regulations. The contractor must follow life safety codes and take necessary actions to avoid conditions that may be hazardous to health and safety of hospital personnel and patients. The contractor is responsible for meeting all applicable OSHA and VA guidelines for safe working processes to include all upgrades/updates. All work for the duration of the contract must be performed by certified technicians. If hot work is required to include welding, grinding or other work that will produce smoke sparks and dust the will provide advance written notice and provide their own fire watch. The contractor will also supply a work plan to include all required VA documents 2 weeks prior to work being done for VA approval.

QUALIFICATIONS:

All contractor employees under this contract or order are required to complete VA's Information Security and Privacy Combined Awareness Training Course annually through the online VA Talent Management System (TMS). Contractors must provide signed certifications of completion to the COR during each year of the contract. This requirement is in addition to any other training that may be required of the contractor.

Contractor must have an established business with an office and full-time staff within 50 miles of the work site. Contractor staff includes a “fully qualified” field technician and a “fully qualified” technician who will serve as backup. “Fully Qualified” is based upon training and on experience in the field. For training, the technician(s) has successfully completed a formalized training program, for the equipment and for field experience; The technician(s) must be authorized by the contractor to perform the removal and installation services. The contractor may be required to provide written assurance of the competency of their personnel and list of credentials of approved technician(s) for services under this PWS. The COR may authenticate the training requirements, request training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any VA equipment. The COR specifically reserves the right to stop work to any of the contractor’s personnel in case of safety.

CONTRACTOR EMPLOYEE IDENTIFICATION:

Contractor employees must be clearly identified as contractors (not VA employees) when performing services under this contract. This includes visual (appearance), verbal (phone), and electronic (email). The contractor must provide all employees with a contractor identification (ID) badge at the contractor’s expense prior to performing work under this contract. Contractor employees are required to display this badge at all times when performing services under this contract. Employees released from service by the contractor must have their badge collected by the contractor. All badges must contain an expiration date and photograph of the employee. Contractor employees must also be required to wear VA issued badges and must display these badges at all times while in the performance of this contract and/or as instructed by the COR.

CONTRACTOR EMPLOYEE CONDUCT:

The contractor is completely responsible for all actions and conduct of their employees. Contractor employees must be well-groomed and neat in appearance. Contract employees must be professional in attire and must not wear any offensive clothing. Contractor employees must conduct themselves in a socially acceptable manner appropriate for an office work environment. Loudness, vulgarity, rudeness, or other similar offensive conduct by a contractor employee may be grounds for denying the employee further access to VA premises. Contractor employees must not consume alcohol or illegal drugs during working hours or at any other time the employees are performing work under this contract.

DOCUMENTATION OF SERVICE PERFORMED:

Contractor technician must submit hard copies within five (5) workdays to the Contracting Officers Representative (COR) a listing of the type of work performed, findings, recommendations for corrective action and signed documentation. Contractor must provide hard copies of data sheets.

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE

VA INFORMATION CUSTODIAL LANGUAGE:

a. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

b. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

c. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

d. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

SECURITY INCIDENT INVESTIGATION:

a. The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

b. To the extent known by the contractor/subcontractor, the contractor/subcontractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.

c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.

d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

LIQUIDATED DAMAGES FOR DATA BREACH:

a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. However, it is the policy of VA to forgo collection of liquidated damages in the event the contractor provides payment of actual damages in an amount determined to be adequate by the agency.

b. The contractor/subcontractor shall provide notice to VA of a “security incident” as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

SECURITY CONTROLS COMPLIANCE TESTING :

On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-days’ notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time.

TRAINING:

a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete VA Privacy and Information Security Awareness and Rules of Behavior Training before being granted access to VA information and its systems.

(1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Rules of Behavior before being granted access to VA information and its systems.

b. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

c. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

The Certification and Accreditation (C&A) requirements do not apply and a Security Accreditation Package is not required for this SOW.

Records Management Contract Language The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

1. Citations to pertinent laws, codes, and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

1. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

1. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

1. 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 by the Freedom of Information Act.

1. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

1. The Government Agency owns the rights to all data/records produced as part of this contract.

1. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

1. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

1. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

1. 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, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

Compliance & Business Integrity (CBI) Language for Contracts The ____________________________ has a CBI Program. If the contractor detects and/or suspects any noncompliance relative to the revenue cycle when providing treatment to our veterans, he/she is to notify the Contracting Officer’s Representative (COR) or the ________ CBI Officer. CBI Awareness training is available on the Talent Management System website. Any contract staff who does VA work is required to take basic compliance awareness training, annual CBI refresher training. Job-specific training may be required for staff in specific positions that relates to the revenue cycle. Contact the ___________ CBI Officer or COR for examples of CBI training that would satisfy this requirement. The contractor is to show proof of completing this training by submitting a completed copy of the VISN 8 CBI Certification Form to the COR. You may contact the _________ CBI Officer for more information regarding CBI training.

DRAFT

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IMPORTANT INFORMATION: 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 a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Any offeror capable of providing this service shall notify the Contracting Officer by email within ten (10) calendar days from the date of the publication of this special notice.

*Responses shall be sent via email to jvonne.wilson@va.gov, no later than 12:00 pm EST on 12/28/2024. Sent all questions about this notice to jvonne.wilson@va.gov, the title of the email shall read “Propane Tank Repairs”.

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