PWS Fuel Testing and Polishing 2022.docx

Polish and Collect Fuel Samples from all the Emergency Back-up Power Generators

Performance Work Statement Salem Veterans Affairs Medical Center

Scope of Work: To Collect Fuel Samples and Polish the fuel in the Emergency Power Back-up Power Generators The qualified Contractor shall furnish all labor, materials, tools, equipment, transportation, and qualified supervision necessary to polish fuel and collect fuel samples from all the emergency power back-up generators at the Salem VA Medical Center. Collect Fuel Samples for all 28 fuel tanks (including the day tanks) and Polish up to 27,846 gallons as needed of fuel as recommend per the testing results; Contractor will polish, treat, and provide post treatment report for tanks containing dyed ULSD; Add additives to the fuel to stabilize the fuel for 12 months in keeping with JACO regulatory guidelines; fill out paperwork for record keeping; report test results from all tanks in consolidated format. Contractor will provide a post fuel testing on all tanks that are required to be polished.

All fuel testing shall be coordinated with the Salem VA Medical Centers assigned Contracting Officers Representative and the services shall not interfere with normal hospital operations. The work shall be completed within 15 days from starting the project each year provided that there are not any unforeseen complications or inclement weather that prevents the Contractor from collecting the fuel specimens. All fuel polishing and re-testing fuel specimens shall be collected within 15 days from the date that the fuel test results are received that identify all the fuel tanks that require polishing. Work shall be completed after normal work hours from 4:30 p.m. through 7:45 a.m. and on weekends and holidays. If the Contractor chooses to polish/treat the fuel and collect the fuel samples after normal work hours, then the vender shall provide all temporary lighting resources as needed.

All polishing and fuel sample specimens will be collected at the Salem VA Medical Center located at 1190 Roanoke Boulevard, Salem, VA 24153-6404 in and around all the facilities emergency power back-up generators.

SPECIAL CONTRACT REQUIREMENTS

01. KEY PERSONNEL.

Key personnel will be identified in the quote and shall be considered key personnel essential for the successful completion of the work performed under the contract. The contractor agrees that such personnel shall not be removed, diverted or replaced from the work without prior written approval of the Contracting Officer. The contractor shall submit written notice of proposed personnel changes to the Contracting Officer for approval at least 30 days prior to such change.

02. BACKGROUND INVESTIGATIONS.

The contractor employee Background Investigations shall be completed, and results returned to the Contracting Officer within 90 days of the Notice to Proceed. The Contractor shall cover all costs of the Background Investigation requirement within the contract.

03. HOURS OF OPERATION.

The services covered by this contract shall be furnished by the contractor as defined herein. The contractor shall not be required, except in case of emergency, to furnish such services on Federal Holidays or during off duty hours as described below.

Normal working hours are Monday through Friday, 4:30PM – 7:45AM, excluding federal holidays which are as follows:

Any other day specifically declared by the President of the United States to be a federal holiday. When one of the holidays falls on Sunday, the following Monday shall be observed as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday.

NOTE: Any deviation from the normal working schedule shall be approved in advance by the COR or Facilities Engineering Department. The identification of federal holidays is controlled by the United States Office of Personnel Management (OPM).

04. BACKGROUND INVESTIGATIONS

(a) A full background investigation is not required for contractor employees; the contractor is responsible to make sure each technician is fully vetted. All contract employees must bring photo identification to obtain a VA Badge in order to work on a VA Facility. The Salem Engineering Service Contractor Safety Office will issue an ID badge, which shall always be on display by the contractor’s employee.

05. VHA SUPPLEMENTAL CONTRACT REQUIREMENTS FOR COMBATTING COVID-19

VHA Supplemental Contract Requirements for Combatting COVID-19

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, contractors shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test that includes an affiliated telehealth service.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

1. For indefinite delivery contracts: Contractor agrees to comply with VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.

06. QUALITY ASSURANCE SURVEILLANCE PLAN.

The Government intends to utilize a Quality Assurance Surveillance Plan (QASP) to monitor the quality of the contractor’s performance. The oversight provided for in the QASP will help to ensure that service quality levels reach and maintain the required quality levels throughout the duration of the contract. Further, the QASP provides the COR with a proactive way to avoid unacceptable or deficient performance and provides verifiable input for the required Past Performance Information Assessments. The QASP will be finalized immediately following award and a copy provided to the Contractor after award. The QASP is a living document and may be updated by the Government as necessary.

07. BILLING AND PAYMENT.

Payment shall be made in arrears of the specified billing period after receipt of a proper invoice, provided all required work, including preventive maintenance, scheduled and unscheduled repairs, submission of reports and all other requirements for the period in questions have been performed in accordance with contract stipulations, and can be verified with service reports signed by VA Engineering COR or designee.

The Veterans Affairs Financial Services Center (FSC) require Contractors to submit payment requests in electronic form in order to enhance customer service, departmental productivity, and adoption of innovative information technology, including the appropriate use of commercial best practices via the Electronic Invoice Presentment and Payment System http://www.fsc.va.gov/fsc/einvoice.asp.

Invoices shall be submitted in arrears. The following information must be included on all submitted invoices. Invoices submitted without the following information may be rejected for payment. Invoices shall include at a minimum:

Contract Number Obligation/Purchase Order Number Invoice Number CLIN (contract line item number) Date of Service Description of Work Performed

08. CONTRACT ADMINISTRATION.

Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor.

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity or quality of performance of this contract.

In the event the contractor effects any such change at the direction of any person other than the contracting officer without authority, no adjustment shall be made in the contract price to cover an increase in costs incurred as a result thereof.

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