P09- Statement of Work - HV FUEL TANK CLEANING SERVICES.pdf

STATEMENT OF WORK

VA HUDSON VALLEY HEALTHCARE SYSTEM

Annual Fuel Treatment, Polishing, Testing, and Tank Bottom Cleaning Services

A. BACKGROUND:

The VA Hudson Valley Health Care System (VA HVHCS) maintains diesel fuel storage systems that support emergency generators and other mission-critical equipment necessary for the continued delivery of healthcare services.

To ensure the reliability and quality of stored diesel fuel, the VA requires recurring fuel treatment, fuel polishing, and tank bottom cleaning services. These services are intended to reduce fuel contamination and degradation, minimize fuel-related equipment failures, support compliance with applicable regulatory and industry standards, and maintain the operational readiness of the facility's emergency power systems.

B. PLACE OF PERFORMANCE:

VA Medical Center- Castle Point Campus (Dutchess County) 41 Castle Point Road Wappingers Falls, NY 12590

VA Medical Center- FDR Montrose Campus (Westchester County) 2094 Albany Post Road Montrose, NY 10548

C. PERIOD OF PERFORMANCE:

The estimated period of performance is 10/1/2026 to 09/30/2027, with the provision of four (4) option years.

D. SERVICE SCHEDULE:

The required services shall be performed annually. Each annual service shall occur no earlier than ten

(10) calendar days before and no later than ten (10) calendar days after the one-year anniversary of the previous fuel treatment, tank polishing, and tank bottom cleaning. The most recent service was completed in May 2026.

The Contractor and the Contracting Officer's Representative (COR) shall mutually agree upon and confirm the service schedule in advance of performance.

E. SCOPE OF WORK:

Description Of Services:

Above Ground Storage Tanks (ASTs), Under Ground Storage Tanks (USTs) as well as Generator sub-base and day tanks can be the breeding ground for microbial growth which will cause filters to clog and a generator or boiler to shut down in an emergency situation. They can also damage fuel injector pumps and fuel nozzles. Bio organisms will also cause tank bottoms to corrode. The National Fire Protection Association (NFPA) requires the fuel to be visually checked for water, microbes, and tank bottom sediments every 12 months.

Scheduled Maintenance Requirements:

The Contractor shall provide all labor, supervision, materials, tools, equipment, transportation, and other resources necessary to perform an annual fuel treatment, fuel polishing, and tank bottom cleaning program for the Hudson Valley fuel storage tanks. The tanks can be cleaned without physically entering the tanks.

All work shall be performed in accordance with applicable federal, state, and local laws, regulations, codes, industry standards, and manufacturer recommendations. The Contractor shall ensure all services are completed in a safe and professional manner and in compliance with all applicable regulatory requirements.

Objectives:

1. Prevent fuel filter clogging.

2. Reduce generator- and boiler-related fuel system failures.

3. Minimize Fuel Degradation.

4. Minimize Bacterial Infestation.

5. Meet Joint Commission Life Safety (LS), Environment of Care (EC), Emergency Management

(EM),and applicable NFPA Standards.

Contractor Requirements:

The Contractor Shall:

1. Take a visual “before” fuel sample from the tank bottom.

2. Remove water, debris, sediment, bio-organisms, and dirty fuel from tank bottoms.

3. Circulate fuel through a series of screens and filters to clean the tank bottom.

4. Circulate fuel through as small as a (one half) 0.5 micron filter element to polish the fuel.

5. Treat fuel with a proper dose of biocide, fuel stabilizers and water dispersant.

6. Take a visual “after” sample from the tank bottom and compare results the results to the "before" sample.

7. Sample and provide analysis of fuel in each tank in accordance with applicable U.S. Environmental

Protection Agency (EPA), NFPA 110, Dutchess County Department of Health, and Westchester County Department of Health requirements.

8. Stabilizer additive blended in after performing fuel polishing services.

9. Remove and properly dispose of all waste generated from the tank bottom cleaning service. The estimated quantity of waste generated is less than 100 gallons.

Applicable Standards:

The Contractor shall develop and implement a fuel treatment, fuel polishing, and tank bottom cleaning plan in accordance with applicable federal, state, and local laws, regulations, safety and health requirements, manufacturer recommendations, and industry best practices.

At a minimum, all work shall comply with the following, as applicable:

1. NFPA 101, Life Safety Code.

2. NFPA 110, Standard for Emergency and Standby Power Systems.

3. Best Practices for Hospital Power System Reliability.

4. ASTM D975, Standard Specification for Diesel Fuel.

5. Applicable U.S. Environmental Protection Agency (EPA) diesel fuel requirements and standards.

Contractor personnel shall observe all applicable safety precautions throughout the performance of this contract.

Contractor Qualifications:

The Contractor shall have personnel who are properly trained and experienced to perform the required services. At a minimum, Contractor personnel shall possess:

1. OSHA/HAZWOPER training, as applicable to the work being performed.

2. Experience conducting ASTM fuel testing procedures.

3. Experience performing fuel treatment, fuel polishing, and tank bottom cleaning services.

The Contractor shall submit its written fuel maintenance and testing procedures to the Contracting Officer's Representative (COR) after contract award and prior to commencing work.

Fuel Testing Requirements:

The Contractor shall collect fuel samples and perform laboratory testing following completion of the fuel treatment, fuel polishing, and tank bottom cleaning services. Testing shall be conducted in accordance with the methods identified below. The Contractor shall submit the laboratory test results and any recommendations for corrective action to the Contracting Officer's Representative (COR) upon completion of the required testing.

Sample Volume Required: 500 ML

Required Test Test Method Distillation ASTM D86 Microbial Growth Positive/Negative Water by Karl Fischer ASTM D6304 Flash Point ASTM D93 Sulfur ASTM D5453 Appearance ASTM D4176 Stability/Accelerated Aging DuPont F21-61 Water & Sediment ASTM D2709 API Gravity ASTM D1298 Copper Strip Corrosion ASTM D130 Cetane Index ASTM D976

Tank List:

Above Ground (AST) / Underground (UST)

CASTLE POINT TANKS

Location Fuel Type Capacity (Gallons) AST/UST

BLDG 35 TANK 1A #2 DIESEL FUEL 30000 AST

BLDG 35 2A #2 DIESEL FUEL 30000 AST

BLDG 89 TANK 9A #2 DIESEL FUEL 500 AST

BLDG 13 TANK 10 #2 DIESEL FUEL 500 AST

BLDG 9 TANK 11 #2 DIESEL FUEL 500 AST

BLDG 41 TANK 12 #2 DIESEL FUEL 500 AST

BLDG 59A TANK 13A #2 DIESEL FUEL 1000 AST

BLDG 18 TANK 14 #2 DIESEL FUEL 500 AST

BLDG 20 TANK 15 #2 DIESEL FUEL 500 AST

BLDG 44 TANK 16A #2 DIESEL FUEL 500 AST

BLDG 92 TANK 17B #2 DIESEL FUEL 1000 AST

BLDG 88 TANK 18B #2 DIESEL FUEL 1000 AST

BLDG 80 TANK 21B #2 DIESEL FUEL 308 AST

BLDG 73 TANK 25A #2 DIESEL FUEL 250 AST

BLDG 14 TANK 26B #2 DIESEL FUEL 166 AST

BLDG 15H TANK 31 #2 DIESEL FUEL 75 AST

BLDG 35 TANK 32 #2 DIESEL FUEL 275 AST

BLDG 41 TANK 33 #2 DIESEL FUEL 50 AST

BLDG 59A TANK 34 #2 DIESEL FUEL 75 AST

BLDG 20 TANK 35 #2 DIESEL FUEL 50 AST

BLDG 18 TANK 36 #2 DIESEL FUEL 50 AST

BLDG 82 TANK 37 #2 DIESEL FUEL 25 AST

BLDG 9 TANK 38 #2 DIESEL FUEL 25 AST

BLDG 88 TANK 40 #2 DIESEL FUEL 150 AST

WATER TREATMENT TANK 41 #2 DIESEL FUEL 150 AST

BLDG 89 TANK 7 #2 DIESEL FUEL 500 AST

PORTABLE TRUCK #2 DIESEL FUEL 250 -

BLDG 7 ONAN PORT #2 DIESEL FUEL 750 AST

MONTROSE TANKS

Location Fuel Type Capacity (Gallons) AST/UST

BLDG 20 TANK 4B #2 DIESEL FUEL 30000 AST

BLDG 20 TANK 5B #2 DIESEL FUEL 30000 AST

BLDG 20 TANK 6B #2 DIESEL FUEL 30000 AST

BLDG 20 TANK 1A #2 DIESEL FUEL 5000 UST

BLDG 7 TANK 7 #2 DIESEL FUEL 2500 UST

BLDG 14 TANK 8 #2 DIESEL FUEL 2500 UST

BLDG 3 TANK 9A #2 DIESEL FUEL 1000 AST

BLDG 5+6 TANK 10A #2 DIESEL FUEL 1000 AST

BLDG 4 TANK 11A #2 DIESEL FUEL 1000 AST

BLDG 12 TANK 12A #2 DIESEL FUEL 1000 AST

BLDG 13 TANK 20A #2 DIESEL FUEL 1000 AST

BLDG 29 TANK 13 #2 DIESEL FUEL 388 AST

BLDG 30 TANK 14A #2 DIESEL FUEL 600 UST

BLDG 36 TANK 15 #2 DIESEL FUEL 275 AST

BLDG 52 TANK 16A #2 DIESEL FUEL 1000 AST

BLDG 16 ONAN PORT #2 DIESEL FUEL 300 AST

PORTABLE GENERATOR TANK #2 DIESEL FUEL 500 -

Documentation/Reporting:

At the conclusion of each scheduled maintenance visit, the Contractor shall provide a written service report that includes, at a minimum:

• Date of service;

• Equipment model number;

• Equipment serial number;

• Equipment location;

• Name of the Contractor's representative performing the service;

• Description of the services performed;

• Parts replaced, if applicable; and

• Labor hours.

An electronic copy of each service report shall be submitted to the Contracting Officer's Representative

(COR).

Submittals/Deliverables:

The contractor shall e-mail the final report to the COR for review, no later than thirty calendar days after fuel sampling has been completed.

Inspections of Completed Work:

Daily inspections by in-house engineering personnel are to occur while the contractor is on site. Upon completion of the fuel sampling and fuel treatment at both campuses, the COR/POC will perform a cursory inspection to ensure that equipment is left in functioning condition. No invoices will be processed for payment prior to the completion of POC inspection.

Quality Control:

The contractor shall develop an effective quality control program (QCP) to ensure service is performed in accordance with this Statement Of Work. The quality control program should include contractor's plan and procedures to identify, prevent, and ensure non-recurrence of any incidence of defective service known or recognized during the contract. The contractor's quality control program is the means to ensure that their work complies with the requirement of SOW and contract agreement.

Special Instructions:

Contractor Check-in: Upon arrival, the contractor shall check-in with the VA Police or authorized VA Medical Center attendant to receive an identification badge or sticker prior to performing services at the VA Hudson Valley Healthcare System and its associated CBOC’s. The contractor shall wear visible identification displaying name and company ID at all times while on the premises.

F. PRIVACY AND INFORMATION SECURITY:

The C&A requirements do not apply. A Security Accreditation Package is not required.

G. VA PRIVACY TRAINING REQUIREMENT:

All Contractor employees who will perform services under this contract shall complete the VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use of VA Sensitive Information.

VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or the Use of VA Sensitive Information

The Department of Veterans Affairs, VA must comply with all applicable privacy and confidentiality statutes and regulations. One of the requirements in VA is to have all personnel trained annually on privacy requirements. “Privacy” represents what must be protected by VA in the collection, use, and disclosure of personal information whether the medium is electronic, paper or verbal.

This document satisfies the “basic” privacy training requirement for a contractor, volunteer, or other personnel only if the individual does not use VA sensitive information or protected health information (PHI) in any form such as electronic or paper or have access to any VA computer system such as VA Time and Attendance System (VATAS), Computerized Patient Record System (CPRS), Joint Legacy Viewer (JLV), Veterans Health Information Exchange (VHIE), Compensation and Pension Record Interchange (CAPRI).

You will find this training outlines your role and responsibility for protecting VA sensitive information (medical, financial, or educational) that you may incidentally or accidentally see or overhear.

If you have direct access to VA sensitive information or access to a VA computer system where there is protected health information such as VATAS, CPRS, JLV, VHIE or CAPRI you must take Privacy and HIPAA Focused Training (TMS 10203).

VA Privacy and Information Security Awareness and Rules of Behavior (TMS 10176) is always required to use or gain access to a VA computer system or VA sensitive information, whether or not protected health information is included. Both trainings are located within the VA Talent Management System (TMS): https://www.tms.va.gov

What is VA Sensitive Information/Data?

All Department information and/or data on any storage media or in any form or format, which requires protection due to the risk of harm that could result from inadvertent or deliberate disclosure, alteration, or destruction of the information. The term includes not only information that identifies an individual but also other information whose improper use or disclosure could adversely affect the ability of an agency to accomplish its mission, proprietary information, and records about individuals requiring protection under applicable confidentiality provisions.

What is Protected Health Information?

The HIPAA Privacy Rule defines protected health information as Individually Identifiable Health Information transmitted or maintained in any form or medium by a covered entity, such as VHA.

What is an “Incidental” Disclosure?

An incidental disclosure is one where an individual’s information may be disclosed incidentally even though appropriate safeguards are in place. Due to the nature of VA communications and practices, as well as the various environments in which Veterans receive healthcare or other services from VA, the potential exists for a Veteran’s protected health information or VA sensitive information to be disclosed incidentally.

For example:

You overhear a healthcare provider’s conversation with another provider or patient even when the conversation is taking place appropriately.

You may see limited Veteran information on sign-in sheets or white boards within a treating area of the https://www.tms.va.gov/ facility.

You may hear a Veteran’s name being called out for an appointment or when the Veteran is being transported/escorted to and from an appointment.

Safeguards You Must Follow To Secure VA Sensitive Information:

Secure any VA sensitive information found in unsecured public areas (parking lot, trash can, or vacated area) until information can be given to your supervisor or Privacy Officer. You must report such incidents to your Privacy Officer timely.

Don’t take VA sensitive information off facilities grounds without VA permission unless the VA information is general public information, i.e., brochures/pamphlets.

Don’t take pictures using a personal camera without the permission from the Medical Center Director.

Any protected health information overheard or seen in VA should not be discussed or shared with anyone who does not have a need to know the information in the performance of their official job duties, this includes spouses, employers or colleagues.

Do not share VA access cards, keys, or codes to enter the facility.

Immediately report lost or stolen Personal Identity Verification (PIV) or Veteran Health Identification Cards (VHIC), VA keys or keypad lock codes to your supervisor or VA police.

Do not use a VA computer using another VA employee’s access and password.

Do not ask another VA employee to access your own protected health information. You must request this information in writing from the Release of Information section at your facility

What are the Six Privacy Laws and Statutes Governing VA?

Freedom of Information Act (FOIA) compels disclosure of reasonably described VA records or a reasonably segregated portion of the records to any person upon written request unless one or more of the nine exemptions apply.

Privacy Act of 1974 provides for the confidentiality of personal information about a living individual who is a United States citizen, or an alien lawfully admitted to U.S. and whose information is retrieved by the individual’s name or other unique identifier, e.g. Social Security Number.

Health Insurance Portability and Accountability Act (HIPAA) provides for the improvement of the efficiency and effectiveness of health care systems by encouraging the development of health information systems through the establishment of standards and requirements for the electronic transmission, privacy, and security of certain health information.

38 U.S.C. 5701 provides for the confidentiality of all VA patient and claimant information, with special protection for their names and home addresses.

38 U.S.C. 7332 provides for the confidentiality of drug abuse, alcoholism and alcohol abuse, infection with the human immunodeficiency virus (HIV) and sickle cell anemia medical records and health information.

38 U.S.C. 5705 provides for the confidentiality of designated medical-quality assurance documents.What are the Privacy Rules Concerning Use and Disclosure?

You are not authorized to use or disclose protected health information. In general, VHA personnel may only use information for purposes of treatment, payment or healthcare operations when they have a need-to-know in the course of their official job duties. VHA may only disclose protected health information upon written request by the individual who is the subject of the information or as authorized by law.

How is Privacy Enforced?

There are both civil and criminal penalties, including monetary penalties that may be imposed if a privacy violation has taken place. Any willful negligent or intentional violation of an individual’s privacy by VA personnel, contract staff, volunteers, or others may result in such corrective action as deemed appropriate by VA including the potential loss of employment, contract, or volunteer status. Know your VA/VHA Privacy Officer and Information Systems Security Officer. These are the individuals to whom you can report any potential violation of protected health information or VA sensitive information, or any other concerns regarding privacy of VA sensitive information.

YOU ARE RESPONSIBLE FOR PROTECTING THE CONFIDENTIAL INFORMATION OF OUR

VETERANS

Employee (Print Name) Date

Employee Signature

Print Name of Contract Agency, if contractor

Print Name of VHA Department/Supervisor/Contracting Officer

PROVIDE A COPY OF THIS FORM TO YOUR SUPERVISOR/CONTRACTING OFFICER FOR DATA

ENTRY INTO TALENT MANAGEMENT SYSTEM