36C25527Q0047.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway Leavenworth KS 66048

POINT OF CONTACT*

Contract Specialist Erika Kobulnicky Erika.Kobulnicky@va.gov 913-946-1991

PLACE OF PERFORMANCE

Kansas City VA Medical Center

4801 East Linwood Boulevard

Kansas City MO

ADDITIONAL INFORMATION

DESCRIPTION

SOURCES SOUGHT NOTICE

Aboveground Fuel Tank Inspection and Fuel Oil Filtering Services Department of Veterans Affairs, VA Heartland Network (VISN 15) Contracting Office This Sources Sought Notice is issued solely for market research and planning purposes. It is not a solicitation, and it does not commit the Government to acquire any products or services. Responses will be treated as information only. The Government will not pay for costs associated with preparing or submitting a response. The Government may use the information received to develop its acquisition approach, Performance Work Statement (PWS), and performance specifications. Submitting pricing, capabilities, and other market data is permitted and encouraged under FAR 15.201(e). Interested parties are responsible for marking proprietary or competition-sensitive information. No funds have been authorized, appropriated, or received for this effort. The Government does not intend to award a contract based on this notice.

Purpose The VA Heartland Network 15 Contracting Office is conducting market research to identify qualified Service-Disabled Veteran-Owned Small Businesses (SDVOSBs), Veteran-Owned Small Businesses (VOSBs), 8(a), HUBZone, Women-Owned, and other small businesses that can perform the work below as a prime contractor.

Requirement The VA Heartland Network 15 Contracting Office, 3450 South 4th Street, Leavenworth, KS 66048-5055, is seeking a qualified contractor to provide annual inspection, maintenance, repair, certification, and fuel oil filtering services for all aboveground storage tanks (ASTs) at the Kansas City VA Medical Center, 4801 East Linwood Boulevard, Kansas City, MO 64128-2226 (816-861-4700). The work supports the Medical Center’s Spill Prevention, Control and Countermeasure (SPCC) Plan Program. The contractor will provide all labor, supervision, materials, parts, tools, and equipment needed to complete the following:

1. Annual interior and exterior inspection of all sixteen (16) tanks listed below, with API 653-compliant certification for each tank. The inspection covers paint and rust condition, leaks, damage, supports and foundations, required signage and labeling, exposed piping and appurtenances, cathodic protection, overfill protection devices, and exercising of all fuel oil valves.

1. Tank integrity testing, including hydrostatic and/or other non-destructive testing methods, with evaluation for signs of deterioration and discharges.

1. Fuel oil filtration (polishing) and recirculation for all tanks, using coarse straining (100-mesh basket strainer), coalescing membrane water separation, and fine filtration to a final output of 4–10 ppm. Water emulsification agents may not be used.

1. Annual fuel oil treatment following filtration, using EPA-approved stabilizing additive, biocide, and cetane booster as needed. Diesel fuel must have a cetane rating of at least 40.

1. Fuel sampling before and after filtration, using an EPA-approved method that prevents cross-contamination between tanks, with labeling and strict chain of custody to a nationally accredited fuel testing laboratory. Third-party laboratory analysis must meet NFPA 110 and ASTM standards, including ASTM D-613, D-1094, D-2274, D-500, and D-97. The fuel must also be tested for black algae and treated accordingly. The analysis is for post-cleaning verification.

1. Capture, containment, transport, and disposal of all fuel, water, and filtration waste, including an EPA identification number and waste manifests.

1. Inspection reports for each tank, a master deficiency list, laboratory reports, and safety data sheets for treatment chemicals, delivered to the Contracting Officer’s Representative (COR). Laboratory reports must identify any results outside acceptable limits.

1. Repair and maintenance work identified during inspection that falls outside the base scope. The contractor will document it in writing and price it separately, and the Government will authorize it before work begins.

All work must comply with applicable API standards (including API 653), ASTM standards, EPA regulations (including 40 CFR Part 112), NFPA 110 Chapter 8, and OSHA 29 CFR 1910. Contractor personnel must also comply with all VA information security, privacy, safety, and records management requirements in effect at the time of performance, including required training and incident reporting. Refer to the PWS for details.

Place and Period of Performance All work will be performed on site at the Kansas City VA Medical Center, Monday through Friday during regular business hours, and must be coordinated with the COR. No travel is anticipated, and no Government furnished property will be provided. The annual tank inspection will be conducted in February of each year.

The Government anticipates awarding a five-year Indefinite-Delivery, Indefinite Quantity (IDIQ) contract with five one-year ordering periods, beginning January 19, 2027, and ending January 18, 2032. The contractor must provide a minimum one-year warranty on all labor and any installed or replaced materials.

Tanks in Scope (16 total, approximately 109,673 gallons combined capacity)

NAICS Code and Size Standard The anticipated NAICS code is 562910 (Remediation Services), with a size standard of $22 million in average annual receipts. Please state whether your company is small or other than small under this NAICS code and identify your socio-economic status.

Information Requested Responses must include the following:

Acquisition Approach Based on the responses, the Government may set aside any resulting procurement for SDVOSBs or VOSBs under Public Law 109-461 (Veterans Benefits Act, Section 8127), or for another small business category. A total SDVOSB set-aside is currently anticipated. If SDVOSB responses are inadequate, the Government may consider an alternate set-aside or full and open competition. This notice does not restrict the Government’s acquisition approach.

Response Instructions Submit responses by email to Erika Kobulnicky, Contracting Officer, at Erika.Kobulnicky@va.gov. Responses are due no later than Wednesday, November 4, 2026, at 7:00 AM Central Time. Telephone responses will not be accepted.

If a solicitation is issued, it will be announced separately, and interested parties must respond to that announcement on its own. Responding to this notice does not add a firm to a prospective bidders list and does not guarantee that a solicitation will be issued.

Performance Work Statement (PWS) Aboveground Fuel Tank Inspection and Fuel Oil Filtering Facility: Kansas City VA Medical Center, 4801 Linwood Blvd. Kansas City, MO 64128 Contracting Officer's Representative (COR):

Zachary Homan, Maintenance & Operations Supervisor Kansas City VA Medical Center Alternate COR:

Matthew Caldwell, Boiler Plant Supervisor Kansas City VA Medical Center

1. PURPOSE AND SCOPE

This contract is for annual inspection, maintenance, repair, certification, and fuel oil filtering services for all Aboveground Storage Tanks (ASTs) located at the Kansas City VA Medical Center. As part of the Medical Center's Spill Prevention, Control and Countermeasure (SPCC) Plan Program, the VA requires the services of a qualified contractor to perform the required services on all ASTs with a capacity of 55 gallons or greater. All work shall comply with applicable API standards, ASTM standards, EPA regulations, NFPA 110 Chapter 8, and OSHA 29 CFR 1910, as amended.

The Contractor shall furnish all labor, supervision, materials, parts, tools, equipment, and any other resources necessary to complete the work described in this PWS, whether specifically listed or implied by the scope. The Contractor shall provide a high level of quality and workmanship and is responsible for the proper capture, containment, transport, and disposal of all fuel, water, and filtration waste generated during performance.

The Contractor shall also perform the following duties as required:

· Coordinate all work with the COR and the Operations Foreman at the Boiler Plant (Building 4) prior to beginning any task

· Perform all services Monday through Friday, during regular business hours only

· Submit a written request to the COR in advance of any required access or service interruption, stating the reason, proposed date, exact time, and estimated duration

· Project shall conform to all Records Management and Privacy Language requirements

· Any repair or deficiency-correction work identified during inspection that falls outside the base scope of this PWS shall be documented in writing with parts, labor, and rationale, and priced separately. Such work will be treated as a modification to this contract, with a distinct Contract Line-Item Number (CLIN) established by the Contracting Officer prior to commencement of work Government Furnished Property (GFP): No Government Furnished Property, equipment, or materials will be provided under this contract. The Contractor shall furnish all labor, equipment, materials, tools, and supervision necessary to perform the full scope of work described herein.

Travel: No travel is anticipated under this contract. All work shall be performed on-site at the Kansas City VA Medical Center, 4801 Linwood Blvd., Kansas City, MO 64128.

Inspection and Acceptance: The Contracting Officer's Representative (COR) is the designated Government representative responsible for inspection and acceptance of all deliverables and services under this contract. The COR shall review each submitted report, certification, or deliverable within 10 business days of receipt. If a deliverable is found to be incomplete, deficient, or non-compliant with the requirements of this PWS, the COR shall notify the Contractor in writing, identifying the specific deficiencies. The Contractor shall correct and resubmit the deliverable within 5 business days of notification, unless otherwise agreed in writing by the COR. Services (e.g., inspections, filtration, treatment) shall be deemed accepted upon COR confirmation that all tasks for the applicable tank(s) were performed in accordance with Section 3 of this PWS and that all associated documentation has been received and approved.

2. APPLICABLE STANDARDS AND REFERENCES

· API 653 – Tank Inspection, Repair, Alteration, and Reconstruction

· ASTM D-613 – Cetane/Combustion Test

· ASTM D-1094 – Water Test

· ASTM D-2274 – Fuel Stability Test

· ASTM D-500 – Lubrication Quality Test

· ASTM D-97 – Cold Flow Test

· NFPA 110 Chapter 8 – Emergency and Standby Power Systems

· EPA 40 CFR Part 112 – SPCC Plan Requirements

· OSHA 29 CFR 1910 – Safety and Health Regulations for General Industry

· VA Handbook 6500.6 – Security Considerations

· Applicable VA Master Specifications Copies of all referenced standards (API 653, ASTM D-613, D-1094, D-2274, D-500, D-97, NFPA 110 Chapter 8, and applicable VA Master Specifications) are not provided with the solicitation. Offerors are responsible for independently obtaining current copies of all referenced standards from their respective publishing organizations.

3. SCOPE OF WORK

Item 1 – Annual AST Interior and Exterior Inspection and Certification The Contractor shall perform annual interior and exterior inspections of all sixteen (16) ASTs listed in Section 3, Item 5 (Tank Inventory), and provide API 653-compliant certification for each tank. Work shall include:

· Inspection of paint condition, and evaluation of rust for treatment, re-paint, repair, or replacement needs

· Inspection of indications of fuel leakage on or near any exposed components of each AST and its associated piping systems

· Inspection of component/tank damage other than rust

· Inspection of container supports and foundations

· Inspection of all signage required by applicable regulations, including but not limited to NFPA, ASME, OSHA, DVA, and EPA

· Inspection of all exposed piping and appurtenances for proper support and protection from moving vehicles

· Inspection of cathodic protection, such as sacrificial anodes

· Verification of AST labeling of contents, size, last inspection date, safe gauge height, and year built

· Inspection of tank overfill protection devices, such as direct vision gauges, high liquid level alarms, flow restrictions, or high liquid level shut-off devices

· Testing of tank integrity, including hydrostatic and/or other non-destructive testing methods, and evaluation for signs of deterioration and discharges

· Exercising of all fuel oil valves connected to the piping system for each AST

· Replacement of any component that has failed or is beyond economical repair, including but not limited to piping, fittings, gauges, pumps, valves, and supports/brackets, as authorized by the CO through an appropriate written contractual action. The COR may coordinate, inspect, and recommend repairs within the written delegation, but cannot change price, quantity, delivery, or other contract terms.

· Contractor must complete annual testing within February of each year, consistent with Joint Commission requirements.

· Annual AST inspections shall be conducted in February of each ordering period. The Contractor shall coordinate the specific inspection dates with the COR in advance.

Item 2 – Fuel Oil Filtration (Polishing) and Recirculation The Contractor shall provide annual fuel oil filtration and recirculation services for all tanks listed in Section 3, Item 5, to remove water and contaminants from stored fuel. Work shall include:

· Coarse straining using a full-size basket strainer with a 100-mesh basket

· Separation using a coalescing membrane process that causes emulsified water to form into droplets as contaminated fuel passes through

· Fine filtration using a primary filter element producing a final output in the range of 4–10 ppm

· Water emulsification agents shall not be used at any stage of the filtration process

· Capture, containment, transport, and disposal of all fuel and water contaminants removed during filtration; Contractor shall provide an EPA identification number and waste manifest for any waste removed Item 3 – Fuel Oil Treatment The Contractor shall treat all fuel with a stabilizing additive and biocide annually following filtration, to ensure and extend viable fuel usability. Work shall include:

· Application of cetane boosters, stabilizers, and biocides as needed; minimum cetane rating for diesel fuel shall not be less than 40

· All treatment chemicals shall be EPA-approved; Safety Data Sheets (SDS/MSDS) for all chemicals used shall be provided to the COR Item 4 – Fuel Oil Quality Analysis and Testing The Contractor shall take fuel samples from each tank (before and after filtration) and submit them for third-party laboratory analysis meeting NFPA 110 and ASTM standards. Work shall include:

· Testing per ASTM D-613 (cetane/combustion), D-1094 (water), D-2274 (fuel stability), D-500 (lubrication quality), and D-97 (cold flow)

· Fuel oil quality analysis shall be for post-cleaning verification purposes

· Fuel oil shall be tested for black algae and treated accordingly

· Fuel samples shall be collected using an EPA-approved method that prevents cross-contamination between tanks, labeled, and maintained under strict chain of custody to a nationally accredited fuel testing lab

· Laboratory reports shall be provided to the COR and shall identify any results outside acceptable limits Item 5 – Tank Inventory The following sixteen (16) tanks are included in the scope of this PWS:

Item 6 – Tank Repair and Maintenance (As-Needed) The Contractor shall document identified deficiencies and submit an itemized repair recommendation and price proposal to the COR and Contracting Officer. The COR may review the recommendation and coordinate access but shall not authorize additional work or changes to contract requirements. Repair work shall begin only after the Contracting Officer issues the appropriate written contractual authorization. Repairs not covered by the awarded scope require separate Contracting Officer review.

4. GENERAL REQUIREMENTS

· The Contractor shall submit the format for all required reports within 14 calendar days of contract award and/or before any contracted services are performed

· Contractor must commence services within 14 calendar days of contract award

· All work shall be coordinated with and approved by the COR, Zachary Homan, prior to commencement of any task. In his absence, the Alternate COR, Matthew Caldwell, shall serve as the point of contact

· Contractor shall possess all required licenses, certifications, and equipment necessary to perform the requested services, including current API 653 (or equivalent SP001) certification

· Contractor shall hold all applicable EPA, OSHA, and state environmental permits/licenses required to handle fuel oil, perform hazardous waste disposal, and operate on a VA federal facility

· All work shall be performed by qualified, licensed personnel as applicable to the scope

· The Contractor shall maintain the work area in a clean, safe, and orderly condition at all times

· All removed materials, fuel/water contaminants, and hazardous waste shall be disposed of in accordance with applicable federal, state, and local regulations. Copies of hazardous waste disposal manifests (e.g., for used filters and oily water) shall be provided to the COR for all waste generated during service

· Services will be coordinated with the Operations Foreman at the Boiler Plant (Building 4), Monday through Friday, during regular business hours only Government Responsibilities:

· The COR, or Alternate COR in their absence, shall be reasonably available to coordinate scheduling, provide facility access, and respond to Contractor requests for guidance or authorization within the timeframes specified in this PWS

· The Government shall provide the Contractor's personnel with facility access and badging support necessary to perform the required services, subject to standard VA security and background check requirements

· The Government shall provide timely reviews and response to Contractor-submitted reports, deficiency lists, and repair/replacement proposals in accordance with the Inspection and Acceptance terms in Section 1 and the performance standards identified in the Quality Assurance Surveillance Plan (QASP) Contractor performance under this PWS will be monitored and evaluated by the Government in accordance with the Quality Assurance Surveillance Plan (QASP) issued as a companion document to this PWS. The QASP defines the performance standards, acceptable quality levels, and surveillance methods applicable to each task identified in Section 3.

5. DELIVERABLES

6. WARRANTY

The Contractor shall provide a minimum one (1) year warranty on all labor and any installed or replaced materials from the date of final acceptance by the Government for each service cycle. Equipment or materials manufacturer warranties shall be passed through to the Government and shall not be less than one (1) year.

7. PERIOD OF PERFORMANCE

The period of performance for this contract shall consist of five one-year Ordering Periods, as follows:

Annual services under each period of performance shall be completed within 30 calendar days before or after the corresponding date of the prior year's service, in accordance with Joint Commission requirements.

The annual AST inspection under each ordering period shall be conducted in February. Specific dates shall be coordinated with and approved by the COR.

8. RECORDS AND INFORMATION MANAGEMENT

Records Management The Contractor will comply with the Department of Veterans Affairs' Veterans Health Administration (VHA) Directive 6300(2), which outlines the policies and procedures for the management of records. This directive ensures that all records, including paper and electronic, are properly maintained, accessed, and disposed of in compliance with federal regulations and VA policies. The Contractor shall adhere to all provisions of VHA Directive 6300(2), including but not limited to:

1. Record Creation and Collection: Ensuring that all records are created and collected in a manner that meets VA's standards and requirements.

2. Record Maintenance and Accessibility: Maintaining records in a secure environment where they are protected from unauthorized access, alteration, or destruction, and ensuring they are accessible as required by VA policies and federal laws.

3. Record Disposition: Disposing of records in accordance with VA's record retention and disposition schedules, ensuring that all procedures for destroying records are secure and compliant with applicable regulations.

4. Training and Compliance: Ensuring that all personnel involved in the handling of VA records are adequately trained in records management policies and procedures and are aware of the importance of compliance with VHA Directive 6300(2).

Sources Sought Notice