S02 36C25724Q0332.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Sources Sought Notice NTX Fuel Polishing & Testing

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 78240

SOLICITATION NUMBER* 36C25724Q0332

RESPONSE DATE/TIME/ZONE 02-08-2024 1:00pm CENTRAL TIME, CHICAGO, USA

ARCHIVE 14 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* H191

NAICS CODE* 811310

CONTRACTING OFFICE ADDRESS Department Of Veterans Affairs

Network Contracting Office 17

5441 Babcock Road Ste. 302

San Antonio TX 78240

POINT OF CONTACT*

Contract Specialist

Melanie Williams melanie.williams5@va.gov

210-694-6378

PLACE OF PERFORMANCE

ADDRESS Dallas VA Medical Center

4500 S. Lancaster Rd.

Dallas TX

POSTAL CODE 75216

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL www.va.gov

URL DESCRIPTION Department of Veterans Affairs Homepage

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

The Northern Texas VA Health Care System (NTVAHCS) is seeking Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB) or Small Business (SB) sources capable of meeting the requirement listed below. The acquisition will be accomplished using commercial item procedures in accordance with FAR Part 13.

NOTE: TO QUALIFY SDVOSB AND VOSB VENDORS MUST BE CERTIFIED IN THE VA VENDOR

INFORMATION PAGES (VIP) DATABASE.

The North American Industry Classification System (NAICS) is 811310. Any SDVOSB, VOSB or SB firms who wish to identify their interests and capability statements to provide the needed services must notify the Contract Specialist no later than 1:00 PM Central Time, Thursday, February 8, 2024. Responses shall be emailed to Melanie Williams at melanie.williams5@va.gov.

DISCLAIMER

This Source Sought Notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this Notice that is marked as proprietary will be handled accordingly. In accordance with the Federal Acquisition Regulation, responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Notice.

STATEMENT OF WORK (SOW)

1. Title: Perform purification/polishing and sampling of diesel fuel stores for VA North

Texas Health Care System (VANTHCS) at the following locations:

VAMC Dallas 4500 S Lancaster Rd.

Dallas, TX 75216

VAMC Garland 2300 Marie Curie Blvd.

Garland, TX 75042

Sam Rayburn Memorial Veterans Center 1201 E 9TH St.

Bonham, TX 75418.

2. Scope of Work: Contractor shall conduct cleaning of the listed diesel fuel tanks to remove bacteria, water and particles from emergency generator diesel fuel, boiler backup diesel fuel and biodiesel for road-use. Sample for analysis of fuels for suitability for future use. Analyze each tank for particulate contamination IAW ASTM D 2276, water and sediment IAW ASTM D 2709, micro-organism study, culture study and bacteria count and Cetane testing.

3. Background: A maintenance contract is needed to maintain diesel fuel stores in optimum condition to support emergency generators and emergency boiler operation in support of patient care. Also, to maintain biodiesel fuel in optimum condition to ensure reliable fuel supply for vehicles in the support of patient transport and minimize maintenance issues on these vehicles.

4. Performance Period:

Base Year: 7/25/2024 to 7/24/2025 Option Year 1: 7/25/2025 to 7/24/2026 Option Year 2: 7/25/2026 – 7/24/2027 Option Year 3: 7/24/2027 – 7/24/2028 Option Year 4: 7/24/2028 – 7/24/2029

5. Type of Contract: Firm-fixed pricing.

6. Description of Work:

a. Perform polishing/purification of the following tanks and maximum capacity:

Quarter 1 (October – December) Total 14,300 gallons

AST (Bldg 13) – 500 gal AST (Parking Garage #1) – 500 gallons AST (Parking Garage #2) – 500 gallons AST (Parking Garage #3) – 500 gallons AST (Bldg 87) – 300 gallons AST#1 (Bldg 43) – 3,000 gallons UST# 8 (Bldg 70) – 4,000 gallons UST#13 (Bldg 1) – 2,000 gallons

UST# 14 (Bldg 60) – 3,000 gallons

Quarter 2 (January – March) Total 30,000 gallons UST# 6 (Bldg 2J) – 20,000 gallons UST# 7 (Bldg 74) – 10,000 gallons

Quarter 3 (April – June) Total 60,000 gallons UST# 11 (Bldg 70, Tank 3) – 30,000 gallons UST# 12 (Bldg 70, Tank 4) – 30,000 gallons

Quarter 4 (July – September) Total 60,000 gallons UST# 9 (Bldg 70, Tank 1, biodiesel) – 30,000 gallons UST# 10 (Bldg 70, Tank 2) – 30,000 gallons

Annually for the Bonham VAMC Tanks – Total 39,500 gallons UST# 1 (Bldg 1) – 4,000 gallons UST# 8 (Bldg 24) – 2,000 gallons UST# 9 (Bldg 29) – 500 gallons FS-2 (Fuel Station) – 3,000 gallons AST#3 (Bldg 3) – 3,000 gallons AST#4 (Bldg 11) – 2,000 gallons

AST#5 (Bldg 11) – 25,000 gallons

Annually for the Garland VAMC Tanks – Total 8,450 gallons

AST 1 – 4,000 gallons Generac #1 Belly Tank – 1,400 gallons

Generac #1 Belly Tank – 1,400 gallons Generac #1 Belly Tank – 1,400 gallons

Caterpillar Belly Tank – 250 gallons

b. Analyze each tank sample for:

- Particulate contamination IAW ASTM D 2276

- Water and sediment IAW ASTM D 2709

- Micro-organism study, culture study, and bacteria count

- Cetane testing

c. Submit reports within 30 days of sampling. Reports may be delivered by regular mail or electronically.

7. Hours of Operation:

Routine work under this contract shall be performed during normal business hours of 8:00 a.m. to 4:30 p.m., Monday through Friday excluding Federal holidays unless the Associate Chief Engineer for Maintenance and Operation (ACE/M&O) or his designee approves schedules other than normal duty hours. Federal holidays observed are:

New Year’s Day Martin Luther King Day Washington’s Birthday (President's Day) Memorial Day Juneteenth Independence Day Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day As may be declared by the President of the United State

a. Check in Requirements: The service technician will check in and out with the plant operator at the respective Energy Center.

8. Evaluation Criteria:

Technical expertise Past performance Cost

9. Security Requirements. While on VA premises the Contractor or his representative shall wear a company uniform garment or display some means of identification showing he is an employee of the Contractor.

10. Safety Requirements: In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer shall notify the Contractor of any safety issues and the action necessary to correct these issues. Such notice, when served to the Contractor or his representative 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.

11. Invoice and Payment:

Payment shall be made monthly, in arrears, following satisfactory performance by Contractor’s personnel and upon receipt of a properly prepared invoice.

Contractor shall be required to invoice through the Tungsten System at http://www.tungsten-network.com/us/en/veterans-affairs/. Additional information regarding Tungsten shall be provided upon award.

The contractor shall have current registration in the System for Award Management (SAM) for this solicitation; URL: www.sam.gov.

The invoice SHALL be itemized to include the following information. Any information listed below, and not provided on an invoice, shall render that invoice incomplete and the invoice shall be returned for immediate correction. Invoice to be approved by COR before submission to Tungsten.

1) Time period being invoiced for

2) Description of services performed.

3) Unit Cost billed.

4) Extended amount due

5) Invoice number, date, and

6) Contract and obligation numbers

7) CLIN as applicable

Information technology security requirements: The contractor will not have access to VA Desktop computers, nor will they have access to online resources belonging to the government while conducting services.

The COR and the Contractor will assure that:

http://www.sam.gov/

A. No other information except what is in this contract will be shared with the contractor in any follow up communication.

B. None of the information in this contract includes Protected Health Information (PHI) or Individually Identifiable Information (III).

Privacy Officer: The contractor will not have access to Patient Health Information (PHI), nor will they have the capability of accessing patient information during the services provided to the VA.

Records Management:

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. VA North Texas Health Care System and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VA North Texas Health Care System or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VA North Texas Health Care System. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VA North Texas Health Care System control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The 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, contracts.

The Contractor (and any sub-contractor) is required to abide by Government and VA North Texas Health Care System guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA North Texas Health Care System policy.

8. The Contractor shall not create or maintain any records containing any non-public VA North Texas Health Care System information that are not specifically tied to or authorized by the contract.

9. The 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 from public disclosure by an exemption to the Freedom of Information Act.

10. The VA North Texas Health Care System owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S.

Government for which VA North Texas Health Care System shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227- 11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #10176, Privacy and Information Security, Rules of Behavior. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.