36C25226Q0450.docx

Sources Sought Notice Sources Sought Notice

Edward Hines, Jr. VA Hospital in Hines, IL

GENERAL INFORMATION

SET-ASIDE

36C252 115 South 84th Street, Suite 101

Milwaukee WI 53214-1476

POINT OF CONTACT*

Contract Specialist Lemke, Justin Justin.Lemke@va.gov

PLACE OF PERFORMANCE

5000 South 5th Avenue

Hines IL

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

DESCRIPTION

This is not a solicitation for proposals, proposal abstracts, bids, or quotations. The purpose of this notice is to obtain information regarding the availability and capability of all qualified sources to perform Siemens Uroskop De-Installation Services at Captain James A. Lovell Federal Health Care Center. Responses to the information requested will assist the Government in determining the appropriate acquisition method. It is understood that all firms submitting a response to this Sources Sought will have an established business in the industry of Underground Tank Testing and Inspection Services in accordance with requirements listed below.

The following NAICS Code has been identified for this requirement:

541620 – Environmental Consulting Services.

Interested firms shall provide an overview of their firm’s capabilities and experience with projects similar in size and scope of this project. Capability statements must include:

a. Company Experience in providing services, to include number of years and any examples of current contracts in place with government or commercial entities

b. Customer point of contact information for contracts listed in company experience along with a description of services provided under the contract (types of services provided, volume of trips per year, geographic service area covered, etc.)

c. Number of technicians currently employed

d. Description of the ability to provide immediate emergency access and communication between customers and their personnel 24 hours a day, 7 days a week

e. Current hours of operation

f. Examples of Quality Control Programs and Procedures currently utilized by your firm

g. SAM UEI and DUNS number

h. Organization Name and Assumed Name/dba (if applicable)

i. Organization Address

j. Point of Contact (including name, title, addresses, telephone number, fax number, and Email address)

k. Business size under NAICS code 561621 (small business, other than small business, Woman-Owned, etc...)

l. Socio-economic status (If SDVOSB or VOSB – provide SDVOSB/VOSB CVE verification or Profile)

m. GSA contract number (if a GSA contract holder)

n. Current state licensing possessed and a brief overview of that state’s licensing requirements. If not currently licensed in Illinois, discuss any lead-times and processes your firm would take to obtain necessary licensing to perform these services in the State of Illinois. (All information shall be submitted in Word or PDF format, not to exceed 25 pages, including all attachments.) Firms shall identify whether they are a small business or other than small business in accordance with the size standard for appropriate NAICS code. If another NAICS code may be applicable, please identify the NAICS in your capability statement along with your corresponding business size and socio-economic status.

A. DESCRIPTION OF SERVICES

Edward J. Hines Jr. VA hospital requires the services of a contractor for inspection, maintenance, testing, and repair services for nineteen (19) diesel/unleaded storage tanks located throughout the Hines VA Campus per 40 CFR Part 280.

Overview of requirements

· The bidding contractors shall be certified by Office of the Illinois State Fire Marshall-(OSFM) & Illinois Class ABC certification

· Review historical records of tank performance

· Maintain Hines Storage Tank Records

· Coordinate Storage Tank compliance and permitting efforts with OSFM

· Work with engineering staff to evaluate maintenance and repair options

· Inspect tank system for compliance with federal, state, and local environmental regulations

· Provide formalized report on inspection and recommendations for each tank system

· Transmit inspection records to OFSM to ensure Hines is compliant

· Provide certification process guidance and ensure permits are current and displayed

· Perform limited preventative maintenance repair that can be only accomplished by certified contractor

This contractor shall adhere to all regulatory program inspection requirements. These requirements shall include the Energy Policy Act of 2005, 40 CFR 280 under RCRA, VHA Directive GEMS 7700 and Illinois State Fire Marshall (ISFM). In addition, the inspections include adherence to air quality programs as identified by the Illinois Administrative Code Title 35, Part 731.

B. SCOPE

Contractor shall contact Hines VA Engineering, Contracting Officer Representative (COR) to request onsite inspections at least, one (1) week prior to the visit.

The contractor is required to perform inspections and maintenance during normal work hours 7:00am – 3:30pm Monday through Friday. Inspections will not occur on weekends or government holidays.

· Contractor shall review records to include Spill Prevention, Control, and Countermeasure (SPCC) plans, tank registrations and compliance reports, agency inspections, tank vendor operating manuals, layout drawings, and permits.

· Contractor shall review the tank information available through Office of the Illinois State Fire Marshal agency databases and shall review state and local UST/AST code requirements with respect to the referenced tanks at the VA.

Inspection-On site Contractor shall conduct on-site inspection of all 19 tanks, with VA personnel to verify the current state and conditions of the UST/AST systems. The site inspection shall be conducted by a certified Level A and B UST/AST Tank System Inspector and Illinois certified tank installer.

· The inspection shall require both written and photo documentation if emergency or damage is discovered.

· The inspection shall include demonstration of the operation using real time monitoring systems used by VA personnel.

· This inspection shall include spill and overfill protection, corrosion protection, leak detection, secondary containment, spill preparedness kits for response, reporting of releases, and applicable compliance requirements.

Inspection-On site Time Frame and Delivery

· Monthly Inspection: 3rd or 4th week of month

· Annual Inspection: Month of October-No time constraints

· Triennial Inspection: Month of October-No time constraints

AST Inspection Note

· No monthly inspections needed on AST

· Only Fuel is tested once a year : Month of October-No time constraints

Inspection Close out At the completion of the on-site inspection, the contractor shall conduct an Inspection review meeting with VA representatives to present findings.

· Meeting Agenda shall include identification of regulatory deficiencies discovered that could result in significant action by US EPA, IEPA, OISFM, state, local agencies or risk to patient health.

· The contractor shall review Hines VA tank program documentation/records of Inspected elements such as tank registration forms, financial responsibility, submittals, tank testing, and tank inspections.

· Contractor to provide formalized report using OSFM Standards

C. REPORTING REQUIREMENTS

GEMS Documentation/Reports-Defined The Contractor shall be responsible to provide VA Engineering Service with a typed formal report of services performed. This formal Vendor Engineering Service Report shall include results, details and data for all services performed.

· Contractor shall provide a report presenting inspection findings and fix recommendations for each tank system.

· Items to be included & reported during inspections:

Tank Conditions

· Notification (failure to notify)

· Corrosion protection – Tank

· Corrosion protection – Piping

· Condition on retractors, hoses, breakaways, vapor caps, rubber gaskets, and swivels (dispensing islands only)

· Condition of all gauges and meters

Overfill/Spill

· Overfill prevention is in place and operational

· Spill prevention is in place and operational

· Tank and piping release detection

· Inspect piping/fitting conditions for failures, potential failures

· Detection methods and appropriate equipment or procedures are in place: alarms, interstitial piping, sump sensors

· Inspection, removal and disposal of debris in spill buckets.

· Secondary containment is present where required

Required Documentation

Prior to approval of invoices, contractor shall provide documents of:

· Tank and piping repairs performed by contractor

· Any notice of Temporary tank closure or Permanent tank decommissioning and removal

· Documentation on inspecting Operator training — Class A, B, and C

· Time stamps of equipment downtime/uptime and hours on-site for service call

· Identification of equipment to be serviced

· Inventory ID number, manufacturer's name, device name, model number, serial number, and any other manufacturer's identification numbers

· Itemized description of service(s) performed

· Name of Veteran Administration employee who witnessed service described

· Name of Field Service Engineer (FSE) who performed services

· Contractor service number or contractor log number

· Pass or Fail per tank inspected

· OSFM Quarterly Equipment Inspection Checklist/Operations & Maintenance Guidelines for UST System Inspections per tank

D. GENERAL REQUIREMENTS

Contractor to furnish all labor, materials, and transportation necessary to include:

· All work under the provisions of this contract shall be performed by properly licensed and certified UST technicians directly employed by the contractor. UST Technicians shall be fully trained and experienced in the servicing of the systems and devices specified. Subject to COR approval.

· In addition to the conformance section of the specifications all work under the provisions of this contract shall be performed and certified as being in full compliance with all applicable laws, regulations and codes.

· At all times while performing work under the provisions of this contract the contractor’s employees shall strictly observe the requirements of all applicable Occupational Safety and Health Administration, Environmental Protection Agency, Department of Veterans Affairs rules and the Illinois State Fire Marshal, regulations and policies.

· Existing UST alarms, piping and system components or devices found to be in a state of failure shall be reported to the COR for appropriate corrective action.

· Contractor shall troubleshoot and diagnosis as necessary to determine the cause of the problem identified.

· Contractor shall provide a cost proposal to make corrections or repairs to identify deficiencies for consideration by facility personnel.

Sources Sought Notice