Sources Sought 36C24425Q0651 Fuel Polishing Coatesville VAMC.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Fuel Polishing Coatesville VAMC

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 16602

SOLICITATION NUMBER* 36C24425Q0651

RESPONSE DATE/TIME/ZONE 05-13-2025 12:00pm EASTERN TIME, NEW

YORK, USA

ARCHIVE 60 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* H391

NAICS CODE* 562910

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs Network Contracting Office 4 Services 2 2907 Pleasant Valley Blvd.

Altoona, PA 16602

POINT OF CONTACT*

Contract Specialist Jennifer Beiswenger jennifer.beiswenger@va.gov

PLACE OF PERFORMANCE

ADDRESS Coatesville VAMC

1400 Blackhorse Hill Road Coatesville PA

POSTAL CODE 19320

COUNTRY

ADDITIONAL INFORMATION

Please complete the attached Source Sought document and submit via instructions noted.

The following is a Sources Sought/Request for Information notice. This posted notice is not a Pre- Solicitation or Solicitation document. The government is not currently soliciting bids, quotes or proposals at this time; however, reserves the right to do so at a later date. The Coatesville VAMC in Coatesville, PA 19320 is seeking potential sources for the following services for Fuel Polishing Services.

ALL WORK TO BE COMPLETED AT THE FOLLOWING LOCATION:

Coatesville VA Medical Center (CVAMC) 1400 Blackhorse Hill Rd Coatesville, PA 19320.

ALL INTERESTED PARTIES MUST ALSO HAVE AN ACTIVE REGISTRATION IN THE SYSTEM

FOR AWARD MANAGEMENT (SAM) DATABASE. TO REGISTER, PLEASE VISIT

WWW.SAM.GOV.

Responses to this notice shall include:

Company Name Address Point of Contact Phone Number Email Address UEI Number CAGE Code Tax ID Number

** Note: In accordance with the U.S. Supreme Court decision regarding Kingdomware, service disabled veteran owned (SDVOSB) and veteran owned (VOSB), who are interested in this procurement and consider themselves to have the resources and capabilities necessary to provide these services shall be verified in Veteran Small Business Certification (VetCert) as follows to be considered: https://veterans.certify.sba.gov/

Process in 38 U.S.C. 8127(d) whereby a contracting officer of the “Department ” shall award contracts on the basis of competition restricted to small business concerns owned and controlled by veterans, if the contracting officer has a reasonable expectation that two or more small business concerns owned and controlled by veterans will submit offers, and that the award can be made at a fair and reasonable price that offers the best value to the United States.” For purposes of this VA specific rule, a service-disabled veteran-owned small business (SDVOSB) or a veteran-owned small business (VOSB), must meet the eligibility requirements in 38 U.S.C. 8127(e), (f) and VAAR subpart 819.7003 and be listed as verified in the Vendor Information Pages (VIP) database.

http://www.sam.gov/ https://veterans.certify.sba.gov/

Please provide answers to all questions below regarding your firm’s Socio-Economic status pursuant to North American Industrial Classification Code (NAICS) 562910:

1. Is your business a small business under NAICS 562910? YES ______ NO ______

2. Is your firm a Veteran-Owned Small Business? YES ______ NO ______

3. Is your firm a Service-Disabled Veteran-Owned Small Business? YES ______ NO ______

4. Is you firm a certified HUB Zone firm? YES ______ NO ______

5. Is your firm a Woman Owned business? YES ______ NO ______

6. Is your firm a Large Business? YES ______ NO ______

7. Do you have a GSA/FSS schedule for these items? YES______ NO______

Schedule Number: ___________________

Expiration Date: _____________________

Please provide a capability statement as well as any relevant literature addressing your organizations ability to supply the required items. Also, please include a point of contact name, phone number and email address.

Note: Questions regarding this notice should be addressed to Jennifer Beiswenger via email only. NO

PHONE CALLS WILL BE ACCEPTED REGARDING THIS REQUIREMENT.

Please submit all responses to this notice via e-mail to:

Jennifer Beiswenger Contract Specialist Jennifer.Beiswenger@va.gov

Responses to this Sources Sought Notice are required by no later than Tuesday, May 13, 2025 at 12:00 pm EST.

mailto:Jennifer.Beiswenger@va.gov

Statement of Work Fuel oil Polishing And Biocide Treatment

Coatesville VA Medical Center

1. DESCRIPTION:

This service includes all necessary work associated with the annual filtering, polishing and biocide treatment of all fuel oil located the Coatesville VAMC. while complying with the Department of Veterans Affairs (VA) requirements, and all applicable Federal, State, and local codes.

2. PLACE OF PERFORMANCE:

Coatesville VA Medical Center (CVAMC) 1400 Blackhorse Hill Rd Coatesville, PA 19320.

3. BACKGROUND:

The purpose of this service is to maintain the condition of all fuel oil located at the Coatesville

VAMC.

4. SCOPE:

The contractor shall provide all necessary labor, equipment, additives and materials necessary to clean and treat contents of above ground (AST) and underground heating oil storage tanks (UST) once annually. The contractor shall be responsible for the annual removal of the contamination that has built up in the tanks listed below, which consists of the removal of water bottom, sediment, gums, microbes and oxidized fuel, and add biocide to all tanks.

5. PERFORMANCE REQUIREMENTS:

5.1 Tank Locations

5.1.1 Coatesville VA Medical Center, Coatesville PA 19320

5.1.1.1 Heating oil #2 ultra-low sulfur dyed red in 6 above and 6 underground ground storage tanks.

5.1.1.2 The tanks are emergency fuel for diesel generators, boilers and off-road equipment, along with addition of biocide to the cleaned tanks.

5.1.1.3 Four (4) 20,000-gallon underground heating oil tanks next to Building 14

5.1.1.5 One (1) 275 gallon above ground tank at Building 63 Pump House

5.1.1.6 Two (2) 12,000 gallon above ground diesel fuel tanks at building 73

5.1.1.7 One (1) 1,500 gallon underground diesel fuel tank at building 12

5.1.1.9 This work completes the requirements of NFPA 110 7.9.1.3 and TJC EC.02.05.07

EP 8.

5.2.1 Performance

5.2.1.1 Standard Specification for Diesel Fuel Oils ASTM-D975 are to be followed for performance of the contract.

5.2.1.2 Contractor shall remove all water bottom in the tanks.

5.2.1.3 Contractor shall treat each tank with biocide additive appropriate for tank size per the biocide manufacturer directions.

5.2.1.4 Contractor shall clean each fuel tank by high velocity recirculation systems.

5.2.1.5 Maximum filter media size shall be 5 microns.

5.2.1.6 Contractor shall provide a written report to the Technical Point of Contact (TPOC) of condition of the fuel in each tank graded by ASTM D-975.

5.2.1.6.1 The heating oil/fuel oil/diesel fuel shall be renewed to a minimum value of A-3, per ASTM D-975.

5.2.1.6.2 Before and after condition results for each tank shall be reported as listed in Attachment A and included in the report.

5.2.1.6.3 Before and after water results for each tank shall be included in the report.

5.2.1.6.4 A copy of the field report is to be given to the site TPOC immediately after completion of the cleaning and inspection.

5.2.1.6.5 The final report for each site shall be emailed in Microsoft Word or Adobe PDF format to the site TPOC within 30 calendar days after completing service at each site.

5.2.1.6.5.1 A hard copy of each site’s report shall also be sent to the site POC within the 30 days using available delivery means.

5.2.1.6.6 Storm water inlets, manholes, and any other possible routes, which may be a source of ground water contamination, shall be properly covered or protected.

5.2.1.6.7 The contractor shall provide constant monitoring and have materials on-hand for spill control.

5.2.1.6.8 The contractor shall record the conditions of the caps, gaskets, fittings and vents and provide a detailed report documenting the service provided and the over-all condition of the tank components mentioned above to the site TPOC and shall be included in the report.

5.2.1.6.9 The contractor shall notify the site TPOC at least 2 weeks prior to arrival on site to perform the annual cleaning.

5.2.1.7.0 If the contractor will have a delayed arrival, site POC must be notified as soon as practicable and rescheduled at no additional cost to the government.

5.2.2 Hours of service

5.2.2.1 Coatesville Services shall be performed between the hours of 8:00am and 4:00pm, Monday through Friday, excluding federal holidays.

5.2.2.2 The contractor is responsible for safe and legal transport and disposal of all items necessary for the performance of this contract. In the event of a spill, the contractor shall immediately notify the TPOC via phone or in person. Contact information will be provided upon arrival for the performance of the contract.

A. Barrier: The contractor shall provide a safety barrier around the work area, comprised of a plastic barrier, absorbent mats and caution tape where needed.

B. Materials: The contractor shall supply all materials or items needed to complete the service. Additional items for services must first be submitted to the Technical Point of Contact (TPOC) and the Contracting Officer (CO) for approval prior to installation or service.

6. SPECIAL CONTRACTOR PROVISIONS:

6.1 Contractor Responsibilities:

6.1.1 The contractor is responsible for verifying all site conditions prior to performing any work under this contract.

6.1.2 The contractor is responsible for protecting adjacent structures, equipment, vehicles, pedestrians, and vegetation while performing under this contract.

6.1.3 The contractor shall be responsible for the actions of all individuals provided to work under this contract. If in the event damages arise from work provided by contractor personnel, the contractor shall be responsible for all resources necessary to remedy the incident (including damages to boiler plant instruments) at no additional cost to the Government.

6.1.4 The contractor shall adhere to all Occupational Safety and Health Administration

(OSHA) regulations, as well as the safety regulations of the CVAMC while performing under this contract.

6.1.5 The contractor shall be responsible for ensuring that all individuals provided to work under this contract are properly licensed to operate a motor vehicle, if operating a motor vehicle on VA property is required.

6.2 Security Requirements:

6.2.1 Prior to the commencement of any work under this contract, upon arrival to the

CVAMC, contractor personnel shall first check-in with the VA Police (Building 1) to obtain a VA visitor badge.

6.2.2 The contractor employee shall be responsible for safeguarding the badge and immediately report if the badge has been lost, stolen, or destroyed to the VA Police.

6.2.3 Contractor personnel shall properly display their employee identification badge and VA visitor badge at all times while on VA property so that their name, photo, and the company they work for can easily be seen.

6.2.4 All contractor personnel shall properly sign out with the VA Police upon the completion of all daily work activities.

6.3 Required Contractor Notifications:

6.3.1 Contractor personnel shall inform the TPOC of the need to gain access to secured areas. If access is required to secured areas, prearranged scheduling will be coordinated between the contractor and the TPOC.

6.3.2 The contractor shall coordinate all equipment shutdowns with the TPOC. All work to be performed Monday – Friday 8a-4p excluding federal holidays

6.3.3 The contractor shall not perform any work or make any purchases beyond the terms of this contract without approval from the CO.

6.4 Warranty: All services provided by the contractor, as well as parts replaced shall come with a one (1) year warranty (minimum). All labor, tools, supplies, transportation, and equipment associated with the replacement of warranty items shall be provided by the contractor at no additional cost to the Government.

6.5 Interference in Performance Requirements: The following provisions shall be adhered to by contractor personnel throughout the duration of this contract:

6.5.1 The contractor may be required to interrupt their work at any time so as not to interfere with the normal functioning of the facility; e.g. utility services, emergency responses, the passage of facility patients/personnel, etc.

6.5.2 In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the Government.

6.6 Contractor Required Reporting:

6.6.1 Prior to the completion of all weekly work activities, the contractor shall exclusively supply the TPOC, with his/her company’s work-documentation (daily logs).

6.6.2 The contractor shall supply the TPOC with any product literature and maintenance requirements for all items installed under this contract within 5 days of installation.

6.7 Cleanup and Disposal:

6.7.1 Housekeeping:

6.7.1.1 The contractor shall maintain a clean work environment, ensuring the area is free from debris after the completion of any and all services provided under this contract.

6.7.1.2 If the TPOC finds the area where services were provided to be unacceptable, the contractor at his/her own cost shall re-clean the area until acceptance is gained.

6.7.2 Disposal of Trash and Hazardous Waste:

6.7.2.1 The contractor shall be responsible for the removal of all trash and debris from VA property after the completion of any and all services provided under this contract.

6.7.2.2The contractor shall comply with the Occupational Safety and Health Administration (OSHA), the United States Environmental Protection Agency (EPA), the Department of Transportation (DOT), State, and all other applicable regulations governing the proper handling, disposal, and removal of waste.

End of Document