Reference Table 1 - UST Services.pdf

Reference Table 1 – Services Required for VANIHCS UST (s) –

A. FUEL SAMPLE AND TESTING - Annual

1. The contractor shall test fuels to the definitions and standards tests for fuel quality to ASTM (American Society for Testing and Materials) standard (Joint Commission) according to NFPA 110 at a minimum of every 12 months.

2. All samples shall be pulled using ASTM recommended methods. The facility shall provide access to contractor to all units for sampling.

3. A detailed written report shall be submitted for each fuel tank noting results of the fuel testing and recommended solutions. Service reports shall be signed by both service provider and COR at completion of work. An electronic version of same shall be sent to the COR.

4. The Contracting Officer or his/her designee shall notify the contractor of any noncompliance with the foregoing provisions of any federal, state, local, or VA Safety Requirements and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his/her representative at the site of the work, shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all and any part of the work and hold the Contractor in default.

5. Services such as inspection, Original Equipment Manufacturer (OEM) required maintenance, or other maintenance and repair vital to the continued functioning of the systems may be added only after written modification from the contracting officer, unless they are inclusive to the requested services. No other person, including the COR or any other VA personnel are authorized to request additional work be performed by the Contractor. Any additional services performed that are not authorized by the Contracting Officer shall be considered inclusive.

6. The contractor shall provide all services in accordance and compliant with the latest standards, rules, regulations, and laws, including but not limited to Joint Commission (JC) standard EC.02.05.07 EP 8, National Fire Protection Association (NFPA) 110-2010:8.3.8, and ASTM.

7. The Contractor shall supply all Safety Data sheets for any chemicals used on site.

8. Contractor shall be responsible for any hazardous waste disposal, environmental fees, and hauling permits.

9. The Contractor shall notify the Contracting Officer of the existence or development of any defects in, or repairs to the equipment covered under this contract which the Contractor considers they are not responsible for under the terms of the contract (such as operator misuse).

10. The following fuel testing shall be performed annually. The recommended tests, while not required shall be considered in the selection process:

NFPA 110 §8.3.7 - A fuel quality test shall be performed at least annually using applicable ASTM standards or the manufacturer’s recommendations.

Appendix A – Explanatory Material A.8.3.7 - Diesel Fuel maintenance and regular testing should begin on the day of installation and first fill to establish a benchmark guideline for future comparison. Diesel fuel should be monitored for water on the tank bottom and tested for degradation and contamination.

All testing should be performed using ASTM-approved test methods such as, but not limited to, the following and meet engine manufacturer requirements….

https://www.astm.org/

The following characteristics are subject to degradation and may change with time and the environment. D975 requires the following tests to be conducted annually post-delivery.

Compliance Determination: Facilities must provide annual testing records demonstrating adequate monitoring of water on the tank bottoms, degradation, and contamination as listed below as well as any testing required by the engine manufacturer.

DEGRADATION

DESCRIPTION ASTM 975

Flashpoint D93 Water and Sediment D1796 Distillation D86 Viscosity/ Kinematic Viscosity D445 Sulfur D5453/D2622 Cetane Index or Cetane Number (The Density/API Gravity test will be necessary to support the Cetane Index calculation)

D976/D4737 or D613/D6890

Cloud Point D2500

CONTAMINATION

DESCRIPTION ASTM 975/ ISO

Microbial (ATP Bioluminescence Recommended) D7463 In addition to the above-mentioned characteristics, the facility shall determine if the engine manufacturer identifies any additional annual fuel oil testing requirements, ensure that the fuel oil is tested in accordance with both the ASTM and engine manufacturer’s requirements, and maintain documentation documenting all testing.

ADDITIONAL RECOMMENDED TESTS CRITICAL FOR GENERATOR RELIABILITY

DESCRIPTION ASTM 975/ ISO

Density/ API Gravity D1298 / D287 Aromatics D1319 Thermal Stability D6468 Pour Point D97 Gums and Resins D381 Water D6304 Sediment D473 Cleanliness/ Particle Count D5452 / D7619 Trace Metals D7111 Oxidative Stability D2274 / D4625

Additional Considerations.

1. Aromatics can be performed on Diesel fuel, but it is not typically done. This test is primarily geared toward gasoline and aviation fuels.

2. Thermal Stability is a good test to perform on diesel fuels that sit for long periods of time. With the addition of more and more biofuels being added to diesel, the Thermal Stability can be significantly compromised causing gel and gum build-up, and filter clogging. The diesel may look fine visually but it can be thermally unstable.

3. Pour Point analysis can provide good information about where diesel is used in very cold climates. However, the Cloud Point analysis is also going to give you good results on the behavior of the diesel in cold temperatures. Therefore, Pour Point may not be necessary.

4. Water and Sediment testing is already covered in the Degradation section, but you may want to consider adding Dissolved Suspended Water depending on the diesel engine manufacturer, suspended water should be less than 500 parts per million, and newer warranties may even require fewer than 200 parts per million.

5. Recommend testing for Particle Size and Count according to ISO cleanliness code in lieu of

Cleanliness/Particle Count. Because Cleanliness/Particle Count analysis will give you the weight of particles present, and the particle size and count are more in line with assessing fuel filter life expectancy.

Sample Location: Marion tanks number 1, 2, 4; Fort Wayne tanks number 1, 2, 4.

Reporting Requirements:

The contractor shall submit a complete report with laboratory analysis results to the facility within 30 calendar days from the day of sampling.

Each complete report shall include the following items at a minimum:

• Cover letter: A short description on sampling procedure(s), company name, date of sampling, sampler name, and laboratory name.

• Laboratory analysis report: The report shows the results and applicable threshold for each parameter shown above.

• Copy of chain of custody.

• Copies of sampler and laboratory credentials.

Miscellaneous: The contractor does not need access to VA sensitive information or VA IT system to perform the job described above. The contractor shall provide procedures and checklists with worksheet originals indicating work performed and actual values obtained.

B. UNDERGROUND STORAGE TANK TESTING SCHEDULE

Times Defined:

Annually – Every Year – Once a Year Annual is defined as every twelve (12) months, prior 30 days from the month of the last test. For example, within 30 days prior to the month/date of the last test (but not 30 days after). This is a “per device” requirement; meaning each device shall individually meet this time frame.

Triennially – Once Every 3 Years – Every 36 months Triennial is defined as every thirty-six (36) months, prior 30 days from the month of the last test. For example, within 30 days prior to the month/date of the last test (but not 30 days after). This is a “per device” requirement; meaning each device shall individually meet this time frame.

Service/ Activity

ID

Applicable Tank(s)

Service/Activity Description Frequency

1 FW – 1,2,3,4

M – 3

Leak and Release Detection – Automatic Tank Gauge Certification & Calibration

Contractor shall determine if Leak Detection Equipment (i.e., Veeder Root TLS 450) is certified for the types of tanks, piping, and stored contents on which the release detection system is used and meets minimum performance standards, with the probability of detection and probability of false alarm. Most manufacturers have their Leak Detection devices tested and certified by a third party to verify that their equipment meets specific performance requirements set by regulatory agencies.

a) Contractor shall test the automatic tank gauging system alarm, battery backup, operation, and any associated line leak detector.

b) Contractor shall verify system configuration in accordance with manufacturer’s instructions.

Contractor shall evaluate the facilities Leak Detection Equipment and provide documentation in a written report (i.e., in PDF Format) which will be e-mailed to COR within ten business days from date of service.

Base Year (within 90 days from contract award) and during any UST system change or upgrade.

Federal Citations Related to this Service/Activity:

➢ 40 CFR 280.40(a)(3)

Leak Detection Equipment at VANIHCS consists of the following:

• Veeder Root TLS-4c (Marion 3)

• InCon Franklin

Fueling Systems TS- 550 evo with Probes (Fort Wayne 1,2,3,4 & Marion 1,2)

2 FW – 1,2,3,4

M – 3

Leak and Release Detection – Probes and Sensors

Contractor shall service all ATG system components according to the manufacturer’s service instructions, as outlined below:

a) Contractor shall evaluate Automatic Tank Gauge Probe and Sensor maintenance:

- Check the sensor is resting firmly on bottom of monitored pan/sump.

- Replace probe and mag sensor cables according to manufacturer instructions.

- Verify epoxy kits have been installed on field wiring.

Annually

Federal Citations and other Information Related to this Service/Activity:

➢ 40 CFR 280.40(a)(3)(ii)

➢ Veeder Root Service / Maintenance Manuals

Leak Detection Equipment at VANIHCS consists of the following:

https://www.ecfr.gov/current/title-40/chapter-I/subchapter-I/part-280?toc=1 https://www.ecfr.gov/current/title-40/part-280#p-280.40(a)(3)(ii) https://docs.veeder.com/gold/gold_public_access.cfm?search_text=TLS-450&search_type=1 https://docs.veeder.com/gold/gold_public_access.cfm?search_text=TLS-450&search_type=1

b) Contractor shall evaluate Containment Sump and Piping Sump Sensor (including dispenser pan):

- Inspect sensors to verify floats move freely (float type only).

- Turn sensor upside down to verify the monitor liquid alarm is activated (float type only).

- Inspect sensor cable for any cracking or damage.

- Verify sensor is firmly secured in an upright position on the bottom of the pan (solid state only)

- Verify epoxy kits have been installed on field wiring.

- Replace sump or piping sensor cables if cracked or damaged.

- Inspect floats and probe shaft for any residue build up. Clean with mineral spirits as necessary.

c) Tank annular sensor functionality (i.e., annular sensor, brine) -Contractor to test sensors per manufacturer instructions or list the recommended practice used.

-Verify the annular space does not contain product or water and monitoring equipment is functional.

-Verify monitoring equipment is compatible with the product stored and communicating with the controller.

c) Contractor shall indicate results in a written report (i.e., in PDF Format) which shall be e-mailed to COR within ten business days from date of service.

• Veeder Root TLS-4c (Marion 3)

• InCon Franklin

Fueling Systems TS- 550 evo with Probes (Fort Wayne 1,2,3,4 & Marion 1,2)

3 FW – 1,2,3,4

M – 3

Leak and Release Detection – Interstitial Monitoring – Containment Sumps

Contractor shall evaluate Interstitial Monitoring (Including Sump Sensors).

a) Inspection shall include the following:

Triennially

Federal Citations and other Information Related to this Service/Activity:

40 CFR

280.35(a)(1)(ii) https://www.ecfr.gov/current/title-40/part-280#p-280.35(a)(1)(ii)

- Electrical junction boxes, wires, and conduit are intact and sealed with no obvious wire breaks are visible -Visually check the containment sump for damage, leaks to the containment area, and releases to the environment -Sump sensor is present

- Sensor is positioned correctly in the proper location

- There is no liquid or product present

- The lid has a tight seal and is securely fastened

- Check to ensure the walls of the sump are intact and are not slumping or warping -Check to ensure no cracks are present around the areas where components, such as wiring conduit and piping enter the sumps -Check to ensure no new stains are present since the last inspection

- Check to ensure test boots are in good conditions, not cracked or torn, and positioned correctly in the sump.

-Ensure Pipe boots are not capped to allow for pipe's interstitial space to drain liquids into sump

b) Contractor shall remove liquid and debris from containment sumps, if discovered.

c) Contractor shall indicate results in a written report (i.e., in PDF Format) which shall be e-mailed to COR within ten business days from date of service.

➢ 40 CFR 280.43(g)(1)

➢ 40 CFR 280.43(g)(2)

➢ 40 CFR 280.40(a)(2)

4 FW – 2,3 Line Tightness Testing – Pressurized Piping

Contractor shall conduct tightness testing of piping (pressurized piping).

a) Contractor shall conduct line tightness testing (in accordance with an EPA approved method: e.g., precision, volumetric or nonvolumetric). This tightness testing shall be conducted by a professional trained in performing line tightness testing or by using a permanently installed electronic system.

Annually

Federal Citations and other Information Related to this Service/Activity

40 CFR 280.41(b)

40 CFR

280.41(b)(1)(i) https://www.ecfr.gov/current/title-40/chapter-I/subchapter-I/part-280/subpart-D/section-280.43 https://www.ecfr.gov/current/title-40/chapter-I/subchapter-I/part-280/subpart-D/section-280.43 https://www.ecfr.gov/current/title-40/chapter-I/subchapter-I/part-280/subpart-D/section-280.40 https://www.ecfr.gov/current/title-40/part-280#p-280.41(b) https://www.ecfr.gov/current/title-40/part-280#p-280.41(b)(1)(i) https://www.ecfr.gov/current/title-40/part-280#p-280.41(b)(1)(i)

b) Contractor shall provide verification and detect a 0.1 gal/hr. leak rate at 1 and 1 ½ times the operating pressure.

c) Contractor shall test containment sumps used for piping interstitial monitoring.

d) Contractor shall indicate results in a written report (i.e., in PDF Format) which shall be e-mailed to COR within ten business days from date of service.

5 FW – 2,3 Release Detection – Line Leak Detector

Contractor shall conduct piping inspection (Automatic Line Leak Detector).

a) Contractor shall conduct a service test on the Automatic Line Leak Detector for proper function.

Confirm proper connection points. Verify unit is product appropriate.

b) Verify epoxy kits have been installed on field wiring

c) During or immediately after running a test (i.e., simulating a leak), visually inspect the flexible fuel lines for leakage and check flexible fuel control lines for any chafing or excessive corrosion.

d) Contractor shall indicate results in a written report (i.e., in PDF Format) which shall be e-

Federal Citations and other Information Related to this Service/Activity:

➢ 40 CFR 280.44(a)

➢ 40 CFR 280.40(a)(2)

6 FW – 2,3

Leak and Release Detection

Contractor shall perform a tank tightness test (in accordance with an EPA approved method:

e.g., precision, volumetric or nonvolumetric) on applicable tank(s).

a) Contractor shall perform a tank tightness test on applicable tanks.

Triennially

Federal Citations Related to this Service/Activity:

➢ 40 CFR 280.43(c) https://www.ecfr.gov/cgi-bin/text-idx?SID=473553cfd30dde73af7ca116e77375e0&node=se40.27.280_144&rgn=div8 https://www.ecfr.gov/current/title-40/chapter-I/subchapter-I/part-280/subpart-D/section-280.40 https://www.ecfr.gov/current/title-40/chapter-I/subchapter-I/part-280?toc=1

- The tightness test method shall be able to detect a leak at least as small as 0.1 gallon per hour from any portion of the tank with certain probabilities of detection and of false alarm.

b) Contractor shall indicate results in a written report (i.e., in PDF Format) which shall be e-mailed to COR within ten business days from date of service.

7 FW – 1,2,3,4

M – 3

Spill Prevention Equipment – Spill Bucket

Contractor shall conduct a visual inspection of spill bucket.

a) Contractor shall inspect the spill bucket for signs of wear, cracks, or holes.

b) Contract shall ensure spill buckets are clean, in good condition, and empty of liquid and debris. Contract shall remove any debris or liquid, if found during the inspection

c) Contract shall check to ensure that the lid is not touching the fill cap.

d) Based on this inspection, the contractor may suggest a test to determine if the spill bucket is tight or needs repair or replacement.

e) Contractor shall indicate results in a written report (i.e., in PDF Format) which shall be e-

Federal Citations Related to this Service/Activity:

40 CFR 280.35(a)(1)

8 FW – 1,2,3,4

M – 3

Spill Prevention Equipment – Liquid tightness test

a) Contractor shall conduct a hydro testing on all spill bucket(s) and sumps every three years for liquid tightness. The test shall be conducted according to a code of practice or manufacturer’s instructions.

b) Sumps shall be filled to 4” above the highest penetration and verify water level drop < 1/8”

Triennially

Federal Citations Related to this Service/Activity:

40 CFR

280.35(a)(1)(ii) https://www.ecfr.gov/current/title-40/part-280#p-280.35(a)(1)

C) Spill buckets shall be filled to within 1 ½” of the top and verify water level drop < 1/8”

d) An integrity test shall be performed on the spill bucket and any sumps associated with a piping system that uses interstitial monitoring as a method of leak detection such as a turbine sump, UDC sump or transitional sump.

Contractor shall indicate results in a written report (i.e., in PDF Format) which shall be e-

9 FW – 1,2,3,4

M – 3

Overfill Prevention Equipment – Functionality Test

a) The contractor shall ensure that overfill prevention equipment is set to activate at the correct level specified and shall activate when regulated substances reach that level.

There are three types of overfill protection devices:

1. Automatic shutoff devices (also known as drop tube shutoff devices or “flapper” valves).

2. Overfill alarms; and

3. Ball-float valves (also known as float-vent valves). Ball-float valves can no longer be used on new tank installations. Repair or replacement of existing ball-float valves is prohibited.

A faulty ball-float valve shall be replaced by an approved method of overfill prevention.

b) Contractor shall determine the following:

-Device activates at 90%, restricts flow or triggers an audible and visual alarm (e.g., ATG or ball float.).

-Device that restricts flow 30 minutes before overflow provided at no more than 95% capacity and activates an alarm 5 minutes before overflow (e.g., ATG and ball float.)

-Device activates at 95%, positive shut-off of flow to UST (e.g., drop tube flapper valves.); or

Triennially

Federal Citations Related to this Service/Activity:

40 CFR 280.35(a)(2) https://www.ecfr.gov/current/title-40/part-280#p-280.35(a)(2)

-Device provides positive shut-off before UST fittings are exposed to product.

c) Remove automatic shutoff and ball float devices to confirm functionality. Remove probes to confirm functionality of exterior alarm/float communication at calculated height.

Verify conflicting equipment does not affect overfill device operability. Conflict examples:

ball float device may not function with suction pumps or coaxial fills; automatic shutoffs may not function with ball float stem inside tank unless the automatic shut-off device is set lower than the ball float stem. If known, include the overfill device make and model and list the recommended practice or code followed.

d) Contractor shall indicate results in a written report (i.e., in PDF Format) which shall be e-

10 FW – 3

Dispensers and Emergency Shut-Offs

Contractor inspection of stand-alone dispenser and hose and nozzle components.

a) Contractor shall calibrate product dispensers according to local standards or to an accuracy of six cubic inches for every five gallons of product withdrawn.

b) Contractor shall open each dispenser and inspect all visible dispenser lines, fittings and couplings, and inspect the UDC sump beneath the dispenser for any signs of leakage.

c) Contractor shall observe for obvious leaks, cracks, deformations and ensure breakaway is installed (i.e., in the hose and nozzle components).

d) Contractor shall indicate results in a written report (i.e., in PDF Format) which shall be e-mailed to COR within ten business days from date of service.

Annually

Federal Citations and other Information Related to this Service/Activity

40 CFR 280.43(a)(5) 40 CFR 280.20(f) (2) https://www.ecfr.gov/current/title-40/part-280#p-280.20(f)(2)

11 FW – 3

Dispensers and Emergency Shut-Offs

Contractor inspection of dispenser pan sensor (solid-state only), dispenser sump.

a) Contractor shall evaluate the following elements of the dispenser pan sensor:

- Inspect sensor cable for any cracking or Damage

- Verify sensor is firmly secured in the upright position on the bottom of the pan

- Verify epoxy kits have been installed on field wiring

- Replace sensor cable if cracked or damaged

b) Contractor shall evaluate the following elements of the dispenser sump:

- Inspect shear valve. Assess unit is in place and properly anchored. Observe for obvious leaks.

- Inspect sump. Assess sump is clean and empty. Note any signs of leaks.

- Ensure interstitial sensors if installed are positioned at the lowest portion.

- Observe for obvious open electrical junction boxes or broken wiring

c) Contractor shall inspect emergency shut off to ensure it is accessible and has not obvious damage.

d) Contractor shall indicate results in a written report (i.e., in PDF Format) which shall be e-mailed to COR within ten business days from date of service.

Annually

Federal Citations and other Information Related to this Service/Activity

40 CFR 280.40(a)(2) 40 CFR 280.20(f) (2)

12 All USTs UST Overview Document

Contractor shall evaluate the accuracy of the UST Compliance Matrix (i.e., Attachment 2 of this SOW).

a) Contractor shall evaluate the UST Compliance Matrix and make the necessary adjustments so that the document reflects all UST information accurately (e.g., Tank and Pipe Information, Release Detection Method Utilized, Spill Protection and Overfill Control), https://www.ecfr.gov/current/title-40/part-280#p-280.20(f)(2) or provide a contractor-produced inventory of UST system components and regulatory testing, inspection, recordkeeping applicability.

b) Contractor shall indicate results in a written report (i.e., in PDF Format) which shall be e-mailed to COR within ten business days from date of service.

13 All USTs Contractor Hourly Rate to Correct Deficiencies

- Hourly rate for contract employees correcting deficiencies identified during inspections and testing services outlined in SOW.

See Schedule of Supplies Template (amount is based upon 80 hours of contract work per year)

14 All USTs Contractor Estimated Cost of Supplies and Materials

Estimated amount (cost) of supplies and materials for correcting (e.g., replacing UST components, etc.) deficiencies identified during inspections and testing services outlined in

SOW.

See Schedule of Supplies Template

*(Amount is based upon contractors estimate to correct deficiencies identified during inspections.

and testing services per year).

*This amount should not include total UST replacement – this SOW is for the service and maintenance of existing UST(s) and ATG equipment.

15 All USTs Administrative Assistance

Contractor shall assist COR in completing the notification of each owned UST to IDEM (if required) including:

(1) a notification for each regulated UST owned;

(2) complete information required on the form for each UST owned; and

(3) if applicable, a separate notification form for each separate place of operation at which the USTs are located.

Base Year and anytime there is an update to a tank substantial enough to warrant notification.

Federal Citations and other Information Related to this Service/Activity

➢ 329 IAC 9-2-2(c) https://www.law.cornell.edu/regulations/indiana/329-IAC-9-2-2

All testing shall be performed by a trained and/or certified technician.

Upon completion of each, inspection and/or testing the Contractor shall provide VA Northern Indiana Health Care System with documentation listing all work performed, defects found and corrected, and any corrective action suggested.

All testing shall be documented and provided to COR before leaving the testing site.

The Contractor shall submit an estimate for a resolving any issues. No work is be performed unless a written authorization is provided to the Contractor from a Contracting Officer in the form of a bi-lateral modification.