36C25926Q0036.docx

SUBJECT*

Grease Trap Vault Cleaning

GENERAL INFORMATION

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

POINT OF CONTACT*

Contract Specialist Tiffani Perkins Tiffani.Perkins@va.gov

PLACE OF PERFORMANCE

Oklahoma City VA Health Care System

921 S 13th St

Oklahoma City OK

ADDITIONAL INFORMATION

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

Performance Work Statement (PWS) Grease Trap Cleaning Services Department of Veterans Affairs (VA) Veterans Health Administration (VHA)

PURPOSE:

Veterans Affairs has a requirement for grease trap vault cleaning services at the Oklahoma City VA Medical Center (OKCVAHCS). The contractor shall provide all personnel, supplies, supervision, tools, materials, equipment, transportation and other items necessary to provide services in accordance with this Performance Work Statement (PWS). The contractor shall perform services in accordance with applicable local, state and federal regulations which may not be specifically identified within this PWS.

LOCATION:

Oklahoma City VA Health Care System 921 Northeast 13th Street Oklahoma City, OK 73104-5007

TASKS AND REQUIREMENTS:

The contractor shall provide the following services:

· Remove and properly dispose of grease and sludge within the external grease trap to less than 1 inch of grease level inside the tank. The contractor shall be responsible for providing any clean up around the grease trap area as necessary from the act of removing the grease. Removal shall be performed no sooner than 20 days from the prior removal service and not greater than 40 days from the prior removal service (both grease tanks should be emptied at the same 20-to-40-day interval). Service is expected to be performed once every month.

· Remove and properly dispose of grease and sludge within the kitchen canteen grease container (above ground) to less than 1 inch of grease level inside the container. The contractor shall be responsible for providing any clean up around the grease container area as necessary from the act of removing the grease. Removal shall be performed no sooner than 20 days from the prior removal service and not greater than 40 days from the prior removal service (both grease tanks should be emptied at the same 20-to-40-day interval). Service is expected to be performed once every month.

· Perform full tank deodorizing services of the main grease trap tank only upon removal of grease at each 20-to-40-day interval. Deodorizing shall be performed after each service of grease removal. The kitchen canteen grease container shall not be deodorized.

· Furnish the COR (or designated point of contact) with a detailed field report, or equivalent, showing what work has been completed before leaving the facility after providing services on the grease.

· Provide the COR with a digital copy of the signed ticket receipt for each monthly service.

· Notify the COR immediately of any deficiencies found with the grease trap vault/tank or canteen grease container when contractor services are performed.

· Clean up any spills created during pumping out of the grease trap vault and kitchen canteen grease container.

EQUIPMENT:

1) The government equipment covered under this contract is as follows:

Underground grease trap/vault Volume: ~300 cubic feet or 2,244 gallons.

Location: Main facility loading dock Picture provided below:

2) Kitchen canteen grease container Volume: ~100 gallons Location: Main facility loading dock Picture provided below:

GENERAL REQUIREMENTS:

· The contractor’s personnel, while on VA property, shall adhere to all requirements and regulations that govern the VA Health Care System and its property. Among all other requirements, the VA Health Care System and its property is now entirely smoke-free. No weapons are permitted on the premises.

· The general contractor onsite (and potentially subs) may be required to obtain PIV badges to comply with campus security requirements. PIV badges cost approximately $75 and will be at the expense of the contractor.

· The prime contractor shall provide documentation for all service actions received at the VA Health Care System after inspection and assessment work is completed. A weekly summary of the service provided shall be emailed to the COR for documentation and progress tracking.

· All work will be done safely and in accordance with OSHA Regulations, VHA Directives, State of Oklahoma Regulations, and local medical center policies as well as local procedures (e.g., ICRA/PCRA). The contractor will be responsible for ensuring that workplace safety regulations are always followed and that a clean, non-cluttered workspace is maintained upon completion of any installation and maintenance work.

· At no time will contractors leave leftover equipment on location when work being performed is not continual 24-hour work unless the COR has given written permission and designated secured space for the contractor to do so.

· Prior to the start of the period of performance upon NTP issuance, the primary contractor will be required to meet with the COR prior to the beginning of the period of performance to hold an award kickoff meeting to discuss the contents contained with this document to ensure that expectations, questions, and concerns are brought up prior to the start of work to remove any ambiguity of the VA’s expectations of the during the performance period.

Quality Control/Quality Assurance (QC/QASP):

The contractor must adhere to the below quality control stipulations identified in the below table based on the contents and specifications within this scope of work.

Non-compliance forwarded to CO for negative CPAR review and CDR

Non-compliance forwarded to CO for negative CPAR review and CDR

Non-compliance forwarded to CO for negative CPAR review and CDR

Non-compliance forwarded to CO for negative CPAR review and CDR

STANDARD BUSINESS HOURS:

Contract performance shall occur during standard business hours unless approved and arranged through the COR. Standard business hours at this location occur between 8:00am to 4:30pm, Monday through Friday, excluding Federal holidays.

FEDERAL HOLIDAYS:

The Federal Government observes the following days as holidays.

*Holidays that fall on Saturday are observed on the preceding Friday. Holidays that fall on Sunday are observed on the following Monday.

In addition to the days designated as holidays, the Government observes the following days:

· Any other day designated by Federal Statute

· Any other day designated by Executive Order

· Any other day designated by the President of the United States to be a Federal holiday

Any work scheduled outside of normal facility operational hours must be arranged, scheduled, and approved (in writing) from the COR at the Oklahoma City VA Health Care System Engineering department with at least 48 hours of advanced notice prior to work being performed. Services are recommended between 06:00 to 07:00 or 16:00 to 17:00 during business days.

CHECK IN/OUT PROCEDURES:

Prior to commencement of and immediately after each service visit the Contractor or Contractor’s authorized representative must check in and out with the local VA POC. Only individual VA Engineering Services staff, as delegated by the local VA POC, can coordinate check in and check out procedures for the Contractor in the absence of the local VA POC. Due to heightened security requirements, the Contractor or Contractor’s authorized service representative will be required to wear an ID Badge which will be signed for upon arrival and turned in when leaving. All Badges must be worn at or above the waist and facing forward. This badge must be turned in before leaving the premises; otherwise, the person signing for it will be required to pay for the unreturned ID badge. When at the location, all contractor personnel must be accompanied by the local VA POC, or those VA Engineering Services staff, as delegated by the local VA POC.

CONTRACTOR POINT OF CONTACT (POC):

Upon contract award, the Contractor shall specify an individual who shall serve as a single point of contact (POC) for all Contract related business. Contractor must provide the local VA POC and Contracting Office with the POC contact details, to include cell phone and email, as a minimum. The POC must be easily accessible by phone.

LOCAL VA REPRESENTATIVES:

Upon contract commencement, the Contracting Officer will notify the Contractor of a local VA staff to act as a point of contact assigned to this contract. Contractor shall only respond to requests for service from the VA locally assigned POC, as written in this contract, or the CO. If service is requested from any source, other than the CO, the Contractor is to advise the individual of this requirement and refuse to respond. Any billing resulting from unauthorized service will not be paid by the government. The Government reserves the right to inspect and test services in accordance with this PWS and the Contract.

AUTHORITY TO MAKE CHANGES:

The Contracting Officer is the only person authorized to approve changes in any of the requirements of this contract. In the event the Contractor affects any changes at the direction of any person other than the Contracting Officer, the changes will be considered to have been made without authority and no adjustment will be made in the contract price or schedule to cover any increase in costs incurred as a result thereof. The Contracting Officer shall be the only individual authorized to accept nonconforming work, waive any requirement of the contract, and/or modify any term or condition of the contract. The Contracting Officer is the only individual who can legally obligate Government funds. No costs chargeable to the proposed contract can be incurred before receipt of a fully executed contract or specific authorization from the Contracting Officer.

SAFETY AND COMPLIANCE:

The Contractor must perform services in accordance with:

1. local, state and federal Occupational Safety and Health guidelines and legislation, which includes Occupational Safety and Health Administration (OSHA).

1. local, state, and federal guidelines and legislation, as well as VA Medical Center Directives and guidelines, relating to chemicals and usage of chemicals.

1. local, state, and federal Fire and Safety legislation and guidelines, to include VA Medical Center directives and legislation on Fire and Safety, as well as the latest published edition of NFPA-99 (Health Care Facilities Code); and

1. 29 CFR 1910.132, Personal Protective Equipment.

The contractor is also responsible for immediately notifying the local VA POC at the first instance a safety issue or risk is identified during the Service.

IMPORTANT NOTE: This Sources Sought is for information only (to determine the socioeconomic status of interested companies). No award will be made off of this posting.

LIMITATIONS OF SUBCONTRACTING: The Limitations of Subcontracting may or may not apply to a resulting solicitation from this Market Research. Vendors are advised to familiarize themselves with Federal Acquisition Regulation parts 19.505(a)(2) and 19.505(b)(1) as it pertains to subcontracting limitations. Vendors are also advised to familiarize themselves with 13 CFR 125.6 and the penalties described in this regulation.

Please communicate via e-mail to tiffani.perkins@va.gov by COB 11/10/2025 as to your company’s interest and ability to perform service per this brief Scope of Work.

If interested, please provide the following:

1. Please state your company’s business size as related to NAICS code 562998

1. As per the Limitations of Subcontracting: (see FAR 19.505)

1. As Primary Contractor: what % of “Total Contract Value” will you retain?

1. If using a Subcontractor: what % of “Total Contract Value” will go to them?

1. Please provide SAMs Unique Entity Identifier number

1. If you have an FSS/GSA contract that includes this service

1. Provide FSS/GSA contract number if applicable

In order for you company’s information to be counted in relation to this Market Research all above questions must be answered.

Sources Sought Notice 36C25926Q0036

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