36C26120Q0482-001.docx

Performance Work Statement Veteran’s Affairs Palo Alto Health Care System Fuel Tank Inspection and Maintenance Services

1.0 GENERAL INTENTION AND REQUIREMENTS

A. This Performance Work Statement (PWS) is for service inspection and testing of Government owned / Government operated fuel storage tank systems. The fuel storage tank system is comprised of underground and above ground fuel storage tanks, generator day tanks, and associated generator fuel supply piping system at VA Palo Alto Health Care System (VAPAHCS) facilities in Palo Alto, Menlo Park, and Livermore. The fuel storage and distribution systems provide diesel, gasoline, and ethanol fuel on a 24-hours per day, seven days per week, 365 days per year basis to facilities emergency power supply systems, and government vehicle fleet fueling stations.

B. The contractor shall provide labor, equipment, supplies, facilities, tools, materials, transportation, and management services necessary to perform inspections and testing of the Underground Storage Tanks (USTs) and Aboveground Storage Tanks (ASTs) in the VAPAHCS inventory as required in this Performance Work Statement (PWS). Modifications to perform deviations or additions to this PWS require written consent of the Government’s Contracting Officer (CO) and Contracting Officers Representative (COR).

C. The Contractor shall provide inspection, testing, calibration, cleaning, maintenance, and repairs of UST, AST, Day Tank, and fuel piping equipment/systems in the VAPAHCS inventory. The Contractor shall provide all activities necessary to the VAPAHCS fuel tank inventory (attachment A) to maintain compliance with applicable UST and AST regulations.

D. The contractor shall ensure functionality and operability of the fuel storage and distribution systems in the VAPAHCS inventory.

E. Be in full compliance with UST and AST inspections, testing, and operation as required by the US Environmental Protection Agency (USEPA), California State (State Water Resource Control Board), local Counties and Fire Marshals storage tank regulations, and Spill Prevention Control and Countermeasures Rules and Regulations (SPCC).

F. Protect the natural resources and environment while maintaining mission essential facilities operations.

G. The Contractor, without additional expense to the Government, shall obtain all licenses, permits, and insurance required to perform the work in this PWS. The Contractor shall comply with applicable federal, state, and local laws. Evidence of insurance, licenses, and permits shall be provided to the COR before work commences.

H. Services are required at 3 separate VAPAHCS locations:

a. 3801 Miranda Ave, Palo Alto, CA (Santa Clara County)

b. 795 Willow Rd, Menlo Park, CA (San Mateo County)

c. 4951 Arroyo Rd, Livermore, CA (Alameda County)

I. Work conducted for contract performance shall be performed during the standard business or operating hours between 7:30AM and 4:30PM, Monday through Friday. Regular work shall not be performed on Federal Holidays. Emergency work is defined in Section 1.3 H.

1.1 APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

A. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures. The following list includes but is not limited to applicable rules, codes, and regulations to the UST/AST fuel maintenance operations. Contractor shall adhere to all policies, procedures, and laws from the VA, State, US Government, and local authorities. In the event that an issue arises between agencies or codes the most stringent will prevail.

· Federal Energy Policy Act (EPAct) Requirements

· 40 Code of Federal Regulations (CFR) Part 280, Underground Storage Tank

· USEPA, 40 CFR Part 112: Oil Pollution Prevention and Response

· Occupational Safety Health Agency (OSHA) Standard 1910.106; Flammable and Combustible Liquids

· Occupational Safety Health Agency (OSHA) 1910

· NFPA 30, Flammable and Combustible Liquids

· International Code Counsel (ICC), International Fire Code

· American Petroleum Institute (API), Welded Steel Tanks for Oil Storage

· Petroleum Equipment Institute (PEI)

· Underwriter Laboratories (UL) 142, Steel Aboveground Tanks for Aboveground Storage Tanks

· API 652, Tank Inspection, Repair Alteration and Reconstruction

· API 570, Piping Inspection Code, Inspection, Repair, Alteration and Rerating of in Service Piping System

· API RP 575, Inspection of Atmospheric & Low Pressure Storage Tanks

· All related UST policies and manufacturer’s instructions

· American National Standards Institute (ANSI) California State Water Resources Control Board

· Bay Area Air Quality Management District (BAAQMD)

· County of Santa Clara Department of Environmental Health

· San Mateo County Environmental Health

· Alameda County Department of Environmental Health

· Local Fire Marshall regulations.

A. The Contractor shall perform work in accordance with applicable Federal, State, Local laws and regulations and Department of Veterans Affairs guidance and apply procedures and protocols as required. Work specified under this contract shall be performed in accordance with accepted industry standard, such as, but not limited to, the American National Standards Institute (ANSI), American Petroleum Institute (API), National Fire Protection Agency (NFPA), Petroleum Equipment Institute (PEI), and standard applicable for this contract.

B. Shutdowns: Contractor shall adhere to VAPAHCS shutdown and lock out / tag out policies. Contractor shall provide a three week notice for shutdowns of any part of the system. Contractor shall submit all required paperwork to COR. Required documentation shall be requested by the COR or CO at no cost to the government.

C. Safety and Health Standards: The contractor shall coordinate work with applicable personnel (contractor and government) to ensure the protection of employees and the environment, the prevention of damage to property, utilities, materials, supplies, equipment, and the avoidance of work interruptions. For these purposes, the contractor shall maintain programs to comply with OSHA Safety and Health regulations. The contractor shall initiate and maintain programs to comply with provisions of the Occupational Safety and Health Standards Act (OSHA) concerning handing of potentially hazardous substances as it pertains to fuel storage, flammable and combustible liquids (OSHA §1910.106 standards).

a. Public Laws and Statutes. The Contractor shall comply with the version (including all changes and amendments) of federal, state and local environmental statutes and regulations in effect on the date of issuance of this delivery order, including, the applicable portions of the documents cited in the basic contract. The contractor shall comply with the version of instructions, regulations, policies and other documents in effect on the date of issuance of this delivery order, including but not limited to the documents cited herein.

1.2 GOVERNMENT FURNISHED PROPERTY, MATERIALS, and SERVICES

A. The Government shall not provide office space or operational facilities to the Contractor. The Contractor shall secure and maintain necessary office space and other facilities required for performance of this Contract at his/her own expense.

B. The Government shall not provide tools or equipment to the Contractor. The Contractor shall furnish all tools required for performance of this contract.

C. The Government shall not provide any materials to the Contractor.

D. The Government shall furnish the following services at existing outlets, as required for the work to be performed under this Contract; electricity, fresh water, sewage service, and non-hazardous refuse collection (from existing collection points). Disposal of equipment and other repair debris is the responsibility of the Contractor.

E. Oils and fuels removed from equipment shall be collected, placed in California Department of Toxic Substances Control used oil management compliant containers, and can be turned over to the Government for disposal upon approved request. Used or emptied oil containers can be removed by the contractor only if they are California Department of Toxic Substances Control compliant containers, documented chain of custody to include destination of recycling, and only with COR inspection and approval.

1.3 CONTRACTOR REQUIREMENTS

A. The Contractor shall provide a Contract Manager who shall be responsible for contract work performance. The name of the Contract manager and an alternate shall be designated in writing to the CO/COR prior to contract start date. Changes to personnel shall be submitted to the Government within five (5) work days of the changes. The Contract Manager or alternate shall have full authority to act on contract matters relating to daily operations performed for contract compliance. The Contract manager or alternate shall be available to speak/meet with the CO or COR, within 24 hours of request during normal operating hours and or within the next business day.

B. Selection, assignment, and management of Contractor’s employees is the Contractor’s responsibility. The Contactor shall not employ any individual identified as a potential threat to the health, safety, security, and general well being, or operation of the VAPAHCS facilities or personnel. The Contractor is fully responsible for performance and conduct of his/her employees. The Contractor shall not allow any employee to perform work under this Contract while under the influence of alcohol, drugs, or any other incapacitating agent.

C. The Contractor shall have a valid contractor’s license, and the contractor’s work leaders shall have completed Occupational Safety & Health Administration (OSHA) approved 30-hour construction safety training. Certificates shall be provided to the COR prior to beginning of work and for any change in staffing that access the VAPAHCS equipment inventory.

D. The Contractor shall have a minimum of 10 years’ experience in the maintenance, inspection, testing, and repairs of UST, AST, and fuel delivery systems. A minimum of 10-years of experience in local, county, state, and federal fuel tank inspections as the designated operator.

E. The Contractor shall have experience with, and access to the NoViolation.Com Software-as-a-Service (SaaS). The Contactor shall be responsible for maintaining the existing database and updating all documented maintenance and testing conducted for contract performance into the database.

F. Section 1.3 CONTRACTOR REQUIREMENTS will be evaluated as part of the technical package submitted by the potential contractors in selection of the best value service provider.

G. Contractor Employees: The contractor is required to provide employees who have at least five (5) years of experience in similar work of this requirement. Contractor personnel shall possess the following listed certificates/licenses for the duration of the contract:

a. California UST System Operator

b. California UST Service Technician

c. California UST Inspector

d. Confine space certificate

e. OSHA 10 training

The contractor shall keep its employees trained and certified at all time during contract period. The contractor shall ensure all employee certifications are submitted to CO and COR for proper recording of training no later than 5-day after award of contract. The government has the right to inspect and request verification of licenses and certificates of during the contract period. The Contractor shall update list of any changes with personnel or certificates/license and submit to COR and CO no later than 5 days of occurrence.

Removal of Contractor’s Employees: The CO may require the contractor to remove from the performance of the contract any employee endangering persons, property, or environment.

H. EMERGENCY / CALL BACK SERVICES.

a. Emergency Services. The contractor shall response to emergency calls at the discretion of the Contracting Officer (CO) or COR. The contractor shall perform emergency repairs to facilities, systems, improvements, or utilities damaged. Emergency calls consist of correcting failures constituting an immediate danger to personnel, threaten to damage property, threaten the environment, and threaten to disrupt operations. Contractor shall respond to emergency call within one (1) hours of initial call. Contractor shall provide and list of contacts and phone numbers.

b. Urgent services. Urgent service calls will be classified as urgent at the discretion of the CO or COR. Generally, urgent calls consist of providing services or correcting failures which do not immediately threaten personnel, property, environment, or operations, but have the potential of becoming threatening. Contractor shall response to urgent calls within two (2) hours of initial call.

c. Routine services. Routine service call will be classified as routine when the work does not qualify as an emergency or urgent call. Contractor shall respond to routine services calls within three (3) days of initial call.

d. Call list and log. Contractor shall provide and updated a list of contacts and phone numbers. A log shall be maintained of all service calls received; a description of the problem or requested work, date and time received location, name, and number. The contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements with regard to established time limits and quality standards. The service log shall be submitted to the COR and Compliance Office every 5th of the month.

I. OPERATION IMPACT MISSION: If during evaluation, inspection, or any other time of the UST / AST system components requires repairs or replacement, the contractor shall notify the COR immediately. The contractor shall notify the COR of the required time for these operations to adequately allocated resources and adjust VAPAHCS operations.

J. Hazardous Materials. All hazardous materials must be contained and stored in the appropriate storage containers and/or cabinets. The contractor shall immediately report spills or release of hazardous material to the COR. The contractor shall be liable for containment and environmental clean-up of spill or release of such recommendations. The contractor shall comply with environmental and hazardous materials storage and handling requirements and maintain current Safety Data Sheets (SDS).

1.4 BACKGROUND CHECKS AND IDENTIFICATION BADGES

A. Contractor and Subcontractor personnel working on VAPAHCS facilities must consent to Background Checks or shall be denied access to the VAPAHCS facilities. Information required to conduct a Background Check includes: full name, driver’s license number and/or social security number, date of birth, and completion of a background check questionnaire.

B. Contractors shall ensure their employees and those of their Subcontractors have the proper credentials allowing them to work in the United States. The Contractor shall not be entitled to any compensation for delay or expenses associated with this requirement and are not excused from proceeding with the Contract.

C. Contractor personnel shall present a neat appearance and be easily recognized as a Contractor employee by wearing distinctive clothing bearing the name of the company and/or a VAPAHCS issued temporary ID badge while on campus.

1.5 EMERGENCY TELEPHONE NUMBERS

The Contractor shall provide the CO/COR with pertinent emergency telephone numbers to summon assistance in the event of an emergency. At least one of the emergency telephone numbers, and one alternate telephone number, shall be manned twenty-four (24) hours per day, 365 days per year. This information shall be provided in writing to the CO/COR.

1.6 PERIOD OF PERFORMANCE

2.1 DESCRIPTION OF SERVICES

A. Ensure functionality and operability of fuel storage and distribution systems at VAPAHCS.

B. Be in full compliance with inspections, testing, UST and AST operation as required by the US Environmental Protection Agency (USEPA), California State (State Water Resource Control Board), Counties, Fire Marshals storage tank regulations and Spill Prevention Control and Countermeasures Rules and Regulations.

C. Protect the natural resources and environment while maintaining mission essential facilities operations such as emergency generators, steam generator plants, and vehicle fleet activities.

D. The Contractor shall provide all labor, equipment, supplies, facilities, tools, transportation, material, management services, and other items and services necessary to provide inspection, cleaning, testing, calibration, maintenance and repairs of USTs and ASTs with auxiliary equipment and systems. The Contractor shall provide the activities necessary to ensure nine (9) USTs, thirty (30) ASTs, and twenty five (25) day tanks (DT) at VAPAHCS are in compliance with UST regulations and AST regulations. These activities include performing the required tests, inspections, maintenance and repairs to insure UST/AST compliance. See the technical exhibit for a summary list of tanks and equipment.

E. The contractor shall provide all services to USTs/ASTs and auxiliary equipment/systems in order to maintain them in a compliant, functional, capable, safe, efficient and economical condition. The contractor shall conduct preliminary studies of USTs/ASTs and auxiliary equipment under this contract and update spreadsheet with current information. In addition, the contractor shall provide an existing conditions summary with recommended/required repairs to the COR within 30 days of award, this summary will contain all labor/materials required for review and potential award as a task order under this contract. The contractor shall provide the recognized industry standard maintenance procedures, manufacture recommendations, and federal, state and local laws. The following work tasks are requirements to be performed under this PWS.

F. Tests. The Contractor shall perform annual Line Tightness Test (LTT), Monitoring system certification (annually), Spill Containment Structure (Bucket) test (annually), Secondary containment test (every three years) and other tests required by applicable codes and regulations.

G. Inspection and Testing. USTs, ASTs, and their auxiliary equipment/systems listed in the Technical Exhibit shall be inspected on a monthly basis in accordance with manufacturer’s recommendations/instructions, and Federal, State, and Local laws and regulations.

H. Monthly Inspection. The Contractor shall conduct monthly inspections to all USTs and ASTs, including the tanks, day tanks, auxiliary equipment/systems and associated piping to insure proper functionally of equipment. The contractor shall perform recurring, systematic and periodic maintenance as required to preserve USTs, ASTs, day tanks, and auxiliary equipment. Contractor shall provide, install, and maintain thermo paper / paper roll at printer. Contractor shall inspect spill kit containment at each UST and AST site. Contractor shall be responsible to provide, maintain, and add material if required.

I. Pre Inspections. Contractor shall inspect and prepare facility for any inspections from the state, counties, CUPAs, fire marshal, VA inspection teams, and other agencies at the request of VAPACHS at no additional cost to the government.

J. Consultation. Contractor shall provide consultation services by phone, written, or in person at the request of VAPAHCS at no additional cost to the government. Services shall be provided no later than three (3) working days from date of request.

a. Contractor shall provide assistance with California Environmental Reporting System (CERS) upon request of VAPAHCS at no additional cost to the government.

b. Contractor shall provide assistance with CUPA request on documents, code, questions, and requests for information upon the request of VAPACHS at no additional cost to the government.

K. Training. Contractor shall provide training on the USTs, ASTs, auxiliary systems, and monitoring systems every 6 months no additional cost to the government. Training shall include at a minimum USTs, ASTs, fuel monitoring system, spill kit, and spill prevention control and countermeasure (SPPC). The Government may request additional training as needed to train new employees, to be provided as a quotable additional service.

L. Travel Cost. All travel costs associated with the performance of this contract are the responsibility of the contractor and are provided at no additional cost to the Government as part of this contract. Travel costs are defines as but are not limited to time and vehicle costs from personnel in travel to and from job site for all duties outlined in this PWS.

M. Cleaning. The contractor shall provide annual cleaning of the AST tank systems, removing all oil, dirt, and vegetation growth on the tanks, adhering to SPCC and EPA requirements.

2.1 INVOICING. Contractor shall invoice every month. Contractor shall provide one charge with attached invoices describing charges.

2.2 REPORTS

A. Task Coordination and Task Performance Report. The contractor shall visit the COR’s office after 8:00 am on each scheduled performance day in order to confirm the performance schedule between the COR and the contractor. The contractor shall provide performance reports and submit to the COR by email and hard copies shall be mailed with printout of monthly test after completion of each tasks. Reports shall be delivered no later than the 5th of every month. Performance reports shall include the following information at a minimum:

a. Installation name

b. Tank number

c. Date and time work performed

d. Licensed technician performed the service

e. Description and method of service performed

f. Inspection, testing, calibration and/or maintenance data

g. Conditions of serviced equipment and/or systems

h. Signature of contractor representative

B. Monthly Reports. The contractor shall provide reports no later than 5th of month. Reports will require at a minimum items 5.6.1.1 – 5.6.1.8. Reports shall include all inspections, service repairs, projects, tests, maintenances, purchase card services, recommendations, and other notes. Reports shall be delivered to the COR and Compliance Office.

C. Deficiency Report. When any deficiencies are identified on ASTs/USTs and/or auxiliary equipment and systems under this contract, the contractor shall inform the COR immediately via verbal and written email notification. Contractor shall submit the deficiency report to the COR within three (3) days with a proposal (time and cost). The deficiency report shall include at a minimum the following information:

a. Installation name

b. Tank number and equipment/system name

c. Date of failure

d. Description of failure (pictures, drawings, etc.)

e. Justification (if repair is not accomplished)

f. Description of repair work (pictures, drawings, etc.)

g. Material list (description of article, quantity, catalogue-cut, pictures, etc.) for repair

h. Proposed repair schedule

i. Cost estimate

j. Submission date of the report

D. Annual Schedule. The contractor shall submit an annual schedule to the COR to obtain approval within 15 days from contract award and the start date of each option year. The annual schedule shall show the order in which the contractor proposes to perform the inspections, testing, calibration, and maintenance service, the dates on which the contractor will start each work element and the scheduled date for completion of each element.

2.3 UPDATE INFORMATION. Contractor shall update USTs, ASTs, and auxiliary systems information on all documents. Spreadsheet shall be updated with the most current information. Contractor shall update and gather information which VA request at no additional cost to the government.

2.4 HAZARDOUS MATERIAL. No hazardous materials shall be stored on VA grounds. Contractor shall provide a list of hazardous material(s) required on this PWS. The list shall include at a minimum name of hazardous material, quantity, and safety data sheet. Contractor shall report any spill or mishap to the COR immediately. Contractor shall request permission in writing to the COR if hazardous material are required to be stored on VA grounds, which shall not be greater than three calendar days.

A. Contractor shall be responsible to remove and dispose of hazardous materials within accordance to federal, state, and local authorities.

B. Contractor shall be responsible to clean up any spills that they cause. They shall be financially responsible for cleaning fees, fines, or other expenses related to the spill. Spills shall be clean up immediately.

2.5 RECORDS. The contractor shall be responsible for maintaining government required records that are specifically cited in this PWS or required by the Federal, State, and Local law and authorities within NoViolation.com. The contractor shall provide the original records or a reproducible copy of any such record within five (5) working days of receipt of the request at no additional cost to the government.

3.0 Contractor Performance: The government shall evaluate the contractor’s performance for this contract in accordance with the Quality Assurance Surveillance Plan and PWS. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. Failure to correct any adverse findings or failure to deliver all services described in this contract may result in non-acceptance of the services by the Government. Failure to meet the standards of this performance work statement my result in a deduction of price equal to the value of the unperformed or poorly performed services. Failure to provide services in accordance with this contract could also result in termination of the contract for cause and/or adversely impact the Contractor’s ability to be selected for future contracts as documented.

3.1 Inspections: Government verification inspections of services shall not constitute acceptance nor replace the contractor inspection or in any way relieve the contractor of any responsibility to take all actions necessary to assure highest quality of service rendered.

TECHNICAL EXHIBIT A (see attached) – Fuel Tank Inventory