36C26325Q0186_1.docx

SUBJECT*

Boiler Plant Fuel Tank Flush

GENERAL INFORMATION

NETWORK 23 CONTRACTING OFFICE

1303 5th St Suite 300 Coralville IA 52241

POINT OF CONTACT*

Contract Specialist Erica Miller erica.miller5@va.gov

PLACE OF PERFORMANCE

NWI VA Health Care System

4101 Woolworth Ave

Omaha NE

COUNTRY

ADDITIONAL INFORMATION

DESCRIPTION

Boiler Plant Fuel Tank Fuel for VA Nebraska Western Iowa Health Care System.

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice.

This is a solicitation conducted using FAR Part 13 (Simplified Acquisition Procedures).

This announcement constitutes the only solicitation, quotes are being requested.

Solicitation number 36C26325Q0186 is issued as a request for quotes (RFQ).

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2024-11.

This procurement is a total set-aside for Small Disadvantaged Veteran Owned Small Business (SDVOSB). Prospective offerors must be registered and current in the System for Award Management (SAM) database at time of offer to the Government (https://www.sam.gov).

Quotes will only be accepted from responsible contractors. The NAICS code for the solicitation is 811310 with a size standard of $12.5 million.

A list of the contract line items, quantities, and units of measure are listed within the attached solicitation documentation.

The VA anticipates one firm fixed price contract award to provide services to VA Nebraska Western Iowa Health Care System, 4101 Woolworth Avenue, Omaha, NE 68105.

Western Iowa Health Care System, 2201 N Broadwell Ave, Grand Island, NE 68803 The period of performance is 12-20-2024 to 12-19-2025 for the base year period of performance. There are four (4) one-year option periods available at the government’s discretion.

FAR provisions 52.212-1, 52.212-2, and 52.212-3 apply to this procurement and are detailed within the attached solicitation document.

FAR clauses 52.212-4 and 52.212-5 apply to this procurement and are included within the attached solicitation document.

Additional requirements are listed within the attached solicitation document.

The Defense Priorities and Allocations System (DPAS) does not apply to this acquisition.

Technical questions on this solicitation are due via e-mail only to Erica Miller, Contract Specialist, at erica.miller5@va.gov no later than 05:00pm Central Standard Time (CST), 12-04-2024.

Quotes are due to the Contracting Office by 05:00pm CST, 12-12-2024. Quotes are required to be emailed to erica.miller5@va.gov prior to the solicitation closing date and time. It is the responsibility of the offeror to ensure their quote is received in its entirety by the Contracting Officer before the solicitation closing.

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice Contact Erica Miller, Contract Specialist, at erica.miller5@va.gov for information regarding the solicitation.

Combined Synopsis/Solicitation Notice

1) GENERAL DISCRIPTION:

a) This contract calls for the cleaning of eight (8) fuel storage tanks supporting the Omaha VA Medical Center and six (6) fuel storage tanks supporting the Grand Island VA Medical Center as described below. The contractor shall furnish necessary labor, tools, equipment, and transportation to provide annual cleaning of the fuel storage tanks.

b) Scheduling of services

i) Services shall be provided to all tanks once per each contract Period of Performance. Typically, the annual services will be completed in June or July, unless otherwise approved by the VA Contracting Officer Representative (COR).

ii) The contractor shall schedule services in advance with the VA Contracting Officer Representative (COR).

c) Contractor required services.

i) Vacuum sweep the tank bottoms to remove contaminants, watery, and sludgy bottom layer.

ii) Filter particulates (10-micron standard) dislodged during the sweep.

iii) Dispose of the waste. All waste shall be removed from VA property by the contractor.

iv) Complete and provide a fuel analysis per minimum requirements for American Society for Testing and Materials (ASTM) D86, D287, D976, D6304, and D1796.

v) Add a diesel fuel supplement winter additive to each tank. The additive must be approved by the VA Contracting Officer Representative (COR) prior to use.

vi) Add a waste eliminator additive, similar to Bio Clean, to each tank. The additive must be approved by the VA Contracting Officer Representative (COR) prior to use.

vii) Lockout Tagout requirements.

d) Reporting

i) Reports of the completed services shall be provided in electronic or hardcopy format to the VA Contracting Officer Representative (COR) within thirty (30) calendar days after completion of the services.

2) PERFORMANCE LOCATION:

a) Department of Veterans Affairs Nebraska-Western Iowa Health Care System, Omaha Division Medical Center, 4101 Woolworth Avenue, Omaha, NE 68105

b) Department of Veterans Affairs Nebraska-Western Iowa Health Care System, Grand Island Division Medical Center, 2201 N Broadwell Ave, Grand Island, NE 68803

3) ESTIMATED PERFORMANCE PERIOD:

a) BASE YEAR: 12/20/2024 to 12/19/2025

b) OPTION YEAR ONE: 12/20/2025 to 12/19/2026

c) OPTION YEAR TWO: 12/20/2026 to 12/19/2027

d) OPTION YEAR THREE: 12/20/2027 to 12/19/2028

e) OPTION YEAR FOUR: 12/20/2028 to 12/19/2029

4) HOURS OF SERVICES:

a) Normal Operational Hours (i.e. 06:00-17:00)

i) Preventive maintenance services and inspections shall be performed on weekdays during normal business hours between 06:00 CST to 17:00 CST unless other arrangements have been made with the appropriate representatives.

ii) Normally, work will not be done on federal holidays. A list of federal holidays is at Federal Holidays (opm.gov).

iii) Any work scheduled outside of normal operational hours must be arranged and approved by the Nebraska-Western Iowa VA Health Care System Engineering with at least 24 hours of advanced notice.

5) EQUIPMENT LIST:

a) NWI-OMA Petroleum Fuel Storage:

(gallons)

b) NWI-GI Petroleum Fuel Storage

(gallons)

Reinforced Plastic West of Boiler Plant

Reinforced Plastic West of Boiler Plant

6) REQUIRED CERTIFICATION

a) Certification: Proof of certification is required when submitting quotes.

b) All testing’s will be performed by a trained and certified technician. Proof of certifications must be provided before working on campus.

7) CONTRACTUAL REQUIREMENTS AND PERFORMANCE CRITERIA:

a) REPORTING

i) The contractor personnel shall report to the VA site representative to sign in and acquire a badge.

ii) The contractor personnel shall report to the VA site representative to sign out and return the badge before departing the VA facility at the end of each week.

iii) The contractor personnel shall wear an identification badge provided by VA when working under the resulting contract on Federal property.

iv) Prior to the start of the contracting period, the primary contractor will be required to meet with the VA Contracting Officer Representative (COR) 5 days prior to the beginning of the contract to hold an award kickoff meeting to discuss the contents contained within the performance work statement to ensure that questions, concerns, and expectations are brought up prior to the start of work to remove any contractual ambiguity during the performance period with the VA.

b) INSPECTIONS

i) The contractor will perform tank sampling of each tank and provide a fuel analysis per minimum requirements for the American Society for Testing and Materials (ASTM) D86, D287, D976, D6304, and D1796.

(1) Reports of the completed fuel analysis shall be provided in electronic or hardcopy format to the VA Contracting Officer Representative (COR) within thirty (30) calendar days after completion of the services.

c) SERVICES:

i) Scheduling of Services:

(1) Services shall be provided to all tanks once per each contract Period of Performance. Typically, the annual services will be completed in June or July.

(2) The contractor shall schedule services in advance with the VA Contracting Officer Representative (COR).

(3) The contractor shall provide the services during normal business hours for VA which are 8:00 AM to 4:30 PM Central Time, Monday through Friday. No services shall be provided on Federal Holidays.

ii) The Contractor will provide the following Required Services:

(1) The contractor will adhere to necessary Lockout Tagout requirements to safely perform the contracted work.

(2) Vacuum sweep the tank bottoms to remove contaminants, watery, and sludgy bottom layer.

(3) Filter particulates (10-micron standard) dislodged during the sweep.

(4) Dispose of the waste. All waste shall be removed from VA property by the contractor.

(5) Complete and provide a fuel analysis per minimum requirements for American Society for Testing and Materials (ASTM) D86, D287, D976, D6304, and D1796.

(6) Add a diesel fuel supplement winter additive to each tank. The additive must be approved by the VA Contracting Officer Representative (COR) prior to use.

(7) Add a waste eliminator additive, similar to Bio Clean, to each tank. The additive must be approved by the VA Contracting Officer Representative (COR) prior to use.

(8) The contractor shall clear any Lockout Tag outs that were applied before leaving the site.

iii) All work will be done safely and in accordance with OSHA Regulations, VA Directives, and the State of Nebraska Regulations. The contractor will be responsible for ensuring that workplace safety regulations (i.e. OSHA) are always adhered and that a clean, non-cluttered workspace is maintained upon completion of any installation and maintenance work.

iv) At no time will contractors leave leftover equipment on location when work being performed is not continual 24-hour work unless the Department of Veteran Affairs Personnel has given written permission to the contractor to do so.

8) REPAIR WORK:

a) If additional repairs not included under the definitions laid out in this document are required to make the fuel oil system, the contractor shall provide the nature of the repair and a budgetary cost estimate in the format of a quote (including line items for labor, materials, and all other related costs) needed to complete repairs in an inspection summary report. Any additional charges and repair work claimed must be approved by the contracting officer before service commences. Any additional work performed by the contractor without the prior written approval of the CO will be performed by the contractor at no additional cost to the government.

b) Once it has been determined and agreed upon both by the VA and the contractor that the additional services needed to affect repairs are not included in this contractual performance work statement, monetary funds will need to be requested and approve by means of a PO if total repair expenses are less than $2500.00 or through means of a contract modification if total repair expenses are greater than $2500.00. The COR does not have the authority to approve the work outside of the SOW and any work performed by the contractor in good faith outside of the SOW. Any work performed by the contractor without the approval of the contracting officer or an approved purchase through a credit card PO will be completed or resolved at the expense of the contractor and not the VA.

9) HOURS OF WORK:

a) Routine Work: Routine work connected with this contract shall be performed between the times of 06:00 and 17:00 local time defined as normal working hours unless explicitly stated in the SOW.

b) Emergency Work: Emergency work is defined as work performed after normal working hours. As specified earlier, the contractor shall be required in some instances to work other than normal working hours. Approval of the COR shall be obtained prior to starting work during other than normal working hours to ensure services are needed after hours and are included in this SOW.

10) CONTACT INFORMATION:

a) The contractor shall provide to the contracting officer and the COR specific mobile number(s), email address (es) and/or SMS texting number(s) which can always be used to alert the contractor, including weeknights, weekends, and holidays. In addition, the Government shall provide the contractor the names of the agency personnel authorized to initiate system service calls, contracting officer, contract monitor, alternate contract monitor. Both parties entering the contractual agreements will include three points of contact as a double redundancy for communication and information relaying.

11) REPORTING AND DOCUMENTATION:

a) The contractor will be responsible for providing documentation of incremental work completed to the primary and secondary points of contact listed prior. Documentation should be submitted to the VA representatives when maintenance of any kind is performed, inspections of equipment is completed, inventory of materials is certified, or emergency repair work is finished. The documents (in the form of electronic documents, preferably PDFs) should regularly be emailed to the VA representatives at least one week after inspection to include maintenance provided, whether or not the unit passed, and any other deficiencies with the equipment to include cost line items and weekly so that a comprehensive schedule of the contractor’s work is retained for records as required by government records agencies.

12) GENERAL REQUIREMENTS

a) 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.

13) NATIONAL ARCHIVES AND RECORDS ADMINISTRATION (NARA) RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS

a) Citations to pertinent laws, codes, and regulations such as 44 U.S.C. Chapter 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.

b) 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.

c) 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.

d) 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.

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

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

g) 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.

h) 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 [email, fax, etc.] or state of completion [draft, final, etc.]. 36C26321P0052

i) 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.

ii) 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.

See attached document: S02 -36C26325Q0186.

See attached document: WD- Douglas.

See attached document: WD- Hall.

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