Petroleum Bulk Storage Tank Maintenance SOW.docx

New Jersey Healthcare System Petroleum Bulk Storage Tank Maintenance Statement of Work Summary: The vendor shall provide various services to support the management of petroleum bulk storage tanks at the U.S. Department of Veterans Affairs New Jersey Healthcare System (VANJHCS). Work shall be performed at the following facilities:

· East Orange Va Medical Center, 385 Tremont Ave, East Orange, NJ 07018

· Lyons Va Medical Center, 151 Knollcroft Rd, Lyons, NJ 07939 Period of Performance:

Base Year: December 1, 2026, to November 30, 2027, with the provision of four (4) option years.

Option Years 1–4: December1, 2027 – November 30, 2031.

Scope of Work: The Contractor shall be responsible for the specified maintenance of the petroleum bulk storage tank systems listed in the tables incorporated in sections (2) and (3) of this scope of work.

Maintenance items shall include tank monitoring panels, probes, sensors, thermal printers, alarms, batteries, and all associated components of the tank gauging and leak detection systems. The Contractor shall provide properly trained technicians to service, repair, and/or calibrate tank monitoring systems, probes, and all other accessories in accordance with the manufacturer’s instructions and this scope of work.

1. Maintenance

a. Annual Maintenance:

The Contractor shall:

i. Check interstitial monitoring systems of all storage tanks in accordance with EPA and NJDEP regulations. This includes, but is not limited to, checking probes and sensors for residual buildup, ensuring floats move freely, checking the shaft for damage, ensuring cables are free of breaks and kinks, and testing alarm operability and communication with the controller (e.g., verifying system configuration and battery backup);

ii. Check overfill prevention devices of all storage tanks to ensure equipment (i.e., overfill alarm and automatic flow restrictor/shut-off) is set to activate at the correct level and when the regulated substance reaches the set level.

iii. Perform full functionality check and calibration of all tank monitoring systems (e.g., Veeder-Root alarm panels) in accordance with the manufacturer’s instructions, and the EPA and NJDEP published guidance document.

iv. The Contractor shall perform an annual fuel polishing service on the following tanks except on the base year will require fuel cleaning: UST and AST tanks: East Orange: B, C, CFN, DN, 7, 15 LYONS: 1, 2&9, 3&4, 7&8, 10, 13&14, 53, 54, 57, 135, 136, 141, 143 Day and Belly Tanks: East Orange A, B, C, CN, DN, 7, 8, 15 Lyons 1, 2&9, 3&4, 7&8, 10, 13&14, 53, 54, 57, 135, 136-1, 136-2, 141, 143.

Fuel Polishing is a maintenance process used to remove suspended particulates, water, and minor contamination from diesel fuel without cleaning the tank interior. The procedure begins with evaluating fuel clarity and sampling from the tank bottom. A polishing unit is connected to the fuel system, and the fuel is circulated repeatedly through water separators and fine‑micron filters. The technician monitors filter pressure, replaces filter elements as needed, and continues circulation until the fuel reaches acceptable clarity standards. Fuel polishing is completed by documenting water removal, filter changes, fuel appearance, and any abnormal findings.

Fuel Cleaning involves removing and storing the fuel onsite, fully emptying the tank, and washing the interior to eliminate sludge, sediment, microbial growth, and other contaminants. After washing, all cleaning agents, rinse water, and residue are thoroughly removed from the tank to ensure no chemical or particulate carryover. The stored fuel is then polished through a multi‑stage filtration system to restore clarity and quality before being returned to the cleaned tank. Once the fuel is reintroduced and the system is secured, documentation is completed, including recording the amount of sludge removed, tank condition before and after cleaning, fuel quality measurements, filtration data, chemicals used, and any corrective actions performed.

v. Collect samples of diesel fuel from designated storage tanks and submit for fuel quality analysis. The procedure is as follows: 1) Collect one sample per tank, approximately 2’ above the bottom of the tank, using a “thief” sampler or other methodology, taking care not to excessively disturb bottom sediment; 2) Submit the samples to a laboratory that is certified to perform the American Society for Testing and Materials (ASTM) test methods indicated on the next page. The laboratory should have extensive experience in testing fuel samples. Samples will be collected semiannually and annually.

FUEL QUALITY TESTING SAMPLING SCHEDULE

Day Tanks & Belly Tanks: A, B, C, CN, DN, 7, 8, 15

Day Tanks & Belly Tanks: 1, 2&9, 3&4, 7&8, 10, 13&14, 53, 54, 57, 14-1, 14-2, 14-3, 14-4, 135, 136-1, 136-2, 141, 143

ANNUAL AND SEMIANNUAL FUEL QUALITY TESTING REQUIRED PARAMETERS

90% at 350°C (662°F) Max (Preferred) 90% at 360°C (680°F) Max

0.0015% (<15 ppm) for Tier IV

b. Monthly Maintenance The Contractor shall:

i. Check overfill prevention devices of all storage tanks to ensure equipment (i.e., overfill alarm and automatic flow restrictor/shut‑off) is set to activate at the correct level and will activate when the regulated substance reaches the set level.

i. Automatic Tank Gauges (ATG) and other controllers: Test alarm functions, verify system configuration, and test battery backup, in accordance with manufacturer’s instructions and EPA and NJDEP regulations.

ii. Probes and sensors: Inspect for residual buildup; ensure any floats move freely; check shafts for damage; ensure cables are free of kinks and breaks; and test alarm operability and communication with the controller.

iii. Vacuum pumps and pressure gauges: Ensure proper communication between sensors and the controller.

iv. Hand‑held electronic sampling equipment associated with groundwater and vapor monitoring: Ensure the device operates properly.

v. Documentation: Provide a written summary report documenting the results of the monthly inspection activities.

c. Triennial Maintenance The Contractor shall:

i. Check cathodic protection systems of all applicable storage tanks and piping to ensure cathodic protection is being achieved at all test locations; identify and document any adjustments or repairs required. This includes, but is not limited to, verifying structure-electrolyte potentials are within acceptable criteria and confirming proper operation of impressed current components, in accordance with manufacturer’s instructions, and EPA and NJDEP regulations and published guidance. Required for May 9, 2028, and May 9, 2031

ii. Perform hydrostatic testing of designated vessels and containment structures to ensure the strength of pressurization and to identify and locate leaks, in accordance with manufacturer’s instructions, and applicable EPA and NJDEP requirements. Required for Oct 1, 2027, and Oct 1, 2030

iii. Test spill prevention equipment and containment sumps to ensure equipment is liquid tight using vacuum, pressure, or liquid testing, as applicable, in accordance with EPA and NJDEP regulations and published guidance.

iv. Provide a written summary report documenting the results of the triannual inspection and testing activities (stipulated in sections c.i through c.iii of this Statement of Work) in accordance with all provisions set forth in 40 CFR 280.45, including test methods used, results, deficiencies identified, and recommendations for corrective or preventative actions.

Triennial Maintenance Contractor shall serve as the New Jersey Licensed A and B Operator for the East Orange and Lyons facilities in accordance with all applicable EPA and NJDEP requirements.

d. Unscheduled Maintenance The Contractor shall be requested to perform unscheduled maintenance (UM) of fuel tank systems on an as-needed basis by the COR. The Contractor shall submit cost quotations for all requested UM prior to performing any work. The Contractor may only proceed with work upon written authorization from the Contracting Officer (CO).

i. For individual unscheduled maintenance actions, the work will be performed in accordance with a Government-approved technical instruction, and the Contractor shall obtain all parts, materials, supplies, and labor for individual unscheduled maintenance actions.

Unscheduled maintenance tasks include, but are not limited to:

i. Repair of tank monitoring panels and probes (replace defective components as needed).

ii. Dispatch of a vacuum truck and operator to pump out standing water and/or fuel from tank sumps, interstitial spaces, and bottom of tanks.

iii. Empty and clean underground and/or aboveground tanks. Safely remove all fuel, accumulated sludge, and contaminated water and dispense into an appropriate waste storage container. The Contractor shall facilitate the proper disposal of waste.

iv. Spill Response: The Contractor shall take all measures necessary to respond to fuel/oil spills and coordinate all aspects of clean-up (i.e. managing sub-contractors, supplies, etc.) in accordance with NJ DEPA and US EPA regulations; and ensure mobilization of all necessary field crews within 4 hours of notification.

v. Perform vacuum tightness testing of underground storage tanks. Testing should isolate the tank from the piping and test the tank only, not the piping. Test methodology must consist of a vacuum test capable of detecting a leak of 0.1 gallons per hour or less and should be on the list of test methods approved by the National Work Group on Leak Detection Evaluations (NWGLDE).

Schedule Base Year

Certified A&B Licensed Operator

Option Year One

Certified A&B Licensed Operator

Option Year Two

Certified A&B Licensed Operator

Option Year Three

Certified A&B Licensed Operator

Option Year Four

Certified A&B Licensed Operator

2. VA NJ Healthcare System Above, Underground Storage, Day, and Belly Tank Inventory

East Orange VA Medical Center

Lyons VA Medical Center

3. Storage Tank Monitoring System Inventory:

East Orange Medical Center

Lyons Va Medical Center

4. WARRANTY & SUPPORT Standard 1-year warranty (at minimum) covers defects in materials and workmanship under normal use and service for a period of one year from the date of installation. If, during the warranty period, the equipment exhibits any defects or malfunctions due to manufacturing or material faults, contractor will work with the manufacturers and the client to help resolve the issue.

5. DOCUMENTATION/REPORTS

The Contractor shall submit a legible field service report and test reports, which shall include detailed descriptions of the maintenance, test inspection or emergency repair services performed, including replaced parts and estimated prices required for the service call. NOTE: There shall be no additional charges claimed for items and services that have not received approval, via an awarded contract modification from the Contracting Officer, prior to the item being supplied or the service being performed.

6. SAFETY REQUIREMENTS

Contractor shall take all safety precautions as the Service POC/COR deems reasonably necessary to protect the lives and health of building occupants. The Service POC/COR shall notify the Contractor of any safety issues and the action necessary to correct them. Such notice, when served on Contractor or its staff at the work site, shall be deemed sufficient for the corrective actions to be taken. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or part of the work and hold the Contractor in default.

7. DAYS & HOURS OF OPERATION

a. Normal business hours are defined as Monday through Friday, 7:00 am to 4:00 pm, excluding federal holidays or as otherwise arranged with the Service COR.

b. Work of an emergent nature, outside of normal working hours, shall be billed separately at the request of the Contracting Officer or Service COR.

c. Federal holidays, and any days declared by the President of the United States to be a national holiday, can be found at: https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/

8. TRAINING

Contractor shall provide Class C Underground Storage Tank (UST) Operator training to facility staff on the base year. Training shall meet all applicable federal and state regulatory requirements and must be completed before the employee assumes Class C operator responsibilities.

9. CONTRACTOR STAFF COMPETENCY

a. Contractor's staff shall include a "fully qualified" Field Service Representative assigned and a "fully qualified" Field Service Representative to serve as backup.

b. Class A Operator “Fully qualified" is based upon training and experience in the field. For training, the Field Service Representatives must have completed a formalized training program for the types of equipment covered under this contract. For field experience, the Field Service Engineers must have a minimum of three (3) years of experience providing preventive maintenance and emergency repair services on the same types of equipment listed in this contract.

c. Class B Operator “Fully qualified" is based upon training and experience in the field. For training, the Field Service Representatives must have completed a formalized training program for the types of equipment covered under this contract. For field experience, the Field Service Engineers must have a minimum of three (3) years of experience providing preventive maintenance and emergency repair services on the same types of equipment listed in this contract.

d. The contractor shall provide written assurance of staff competency by detailing a list of Field Service Representatives, applicable training, and the number of years of service experience on the specific devices included in this SOW. This information shall be included in RFQ offer.

10. CONTRACT STAFF REPORTING REQUIREMENTS

a. Upon arrival at East Orange to perform service, the Contractor shall report to the Chief of Operations in Building 5.

b. Upon arrival at Lyons to perform service, the Contractor shall report to the Maintenance Repair Shop Supervisor located in Building 15, Room 6, and can be reached at (908) 647-0180 extension 214280