SOW Seattle AMLK Base plus 4 fuel tank testing.docx
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- Fuel Tank Testing
- Solicitation number
- 36C26027Q0042
About this file
This is a Statement of Work (SOW) for aboveground storage tank (AST) and underground storage tank (UST) management and inspection services at VA Puget Sound Health Care System (VAPSHCS) facilities in Seattle and American Lake, Washington. The contractor must provide comprehensive inspection, testing, cleaning, fuel polishing, and sampling/analysis services for multiple tanks across both locations, including ASTs (ranging from 3,000 to 12,000 gallons), USTs (ranging from 2,000 to 30,000 gallons), belly tanks, and day tanks containing #2 Diesel and unleaded fuel. Services must be performed in compliance with federal and state environmental regulations including 40 CFR 112, 40 CFR 280, STI Standard SP001, WAC 173-180-330, WAC 173-360A, International Fire Code, NFPA 99 and 110, and ASTM D975, with work conducted at the American Lake Division (9600 Veterans Drive SW, Tacoma, WA 98493) and Seattle Division (1660 South Columbian Way, Seattle, WA 98108).
The contractor must be an established business with a minimum of three years of relevant experience, possess all required active certifications (STI SP001 for AST inspection and WAC 173-360A certifications for UST work), maintain comprehensive insurance coverage including industrial insurance, and provide a detailed Health and Safety Plan addressing hazard recognition, PPE, emergency response, and spill procedures. Monthly AST walkthrough inspections and UST monitoring are required, with annual comprehensive inspections and testing using nondestructive methods (ultrasonic, radiography, liquid penetrant, magnetic particle, hydrostatic tests). Annual cleaning and fuel polishing services must include water/sediment removal, biocide treatment application, 60–90-day follow-up for microbial activity, and sampling/analysis using certified laboratories adhering to ASTM D975 standards. Triennial UST testing includes cathodic protection, spill bucket, overfill equipment, and containment sump testing. The contractor must provide inspection and testing dates for FY 2026 within 30 calendar days of award and publish complete schedules 30 calendar days before subsequent fiscal years; failure to meet established timelines allows VAPSHCS to seek alternate services at contractor expense. All work shall be performed during normal business hours (Monday–Friday, 7:30 AM–4:00 PM Pacific time) with 3-day advance notice for planned visits, minimal disruption to VA operations, and all documentation provided to the Contracting Officer Representative (COR) and Safety Department for recordkeeping and regulatory compliance.
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STATEMENT OF WORK (SOW)
Contract Title
VA Puget Sound Health Care System (VAPSHCS) Seattle and American Lake Campuses: Aboveground Storage Tanks (AST), Underground Storage Tanks (UST) Management.
Background
The VA Puget Sound Health Care System (VAPSHCS) is required to comply with federal and state environmental regulatory requirements that oversee specific activities and/or equipment. The following regulatory requirements are enforced through unannounced audits / inspections by the Environmental Protection Agency (EPA), Department of Ecology (ECY), Joint Commission, and VA Veterans Integrated Services Networks (VISN). Financial penalties are issued by the EPA and/or ECY when out of compliance.
Below is the applicable environmental regulations and requirements VA PSHCS must comply with regarding the generation, use, handling, storage, and release of Petroleum, Oil (petroleum & nonpetroleum-based oils), and Lubricants (POL). This list is not exclusive.
· 40 CFR 112 Oil Pollution Prevention
· STI Standard SP001 (STI001) - Standard for the Inspection of Aboveground Storage tanks.
· WAC 173-180-330 Storage Tank Requirements
· International Fire Code (IFC)
· 40 CFR 280 Technical Standards & Corrective Action Requirements for Owners & Operators of Underground Storage Tanks
· WAC 173-360A Underground Storage Tank Regulations
· VAPSHCS Directive 7707 – Green Environmental Management System & Governing Environmental Policy.
VAPSHCS is also required to clean and disinfect the inside of tanks. Polish, sample, and analyze fuel from all applicable Aboveground Storage Tanks (AST), Underground Storage Tanks (UST), Belly Storage Tanks (BST) and Day Tanks (DT) for contaminants (i.e.,) biological, physical, & chemical), quality of fuel, and water content. Requirements, treatment, and testing standards are listed below. This list is not exclusive.
· VAPSHCS Directive 1028 – Facility Electrical Power Systems
· NFPA 99 – Health Care Facilities Code
· NFPA 110 – Standard for Emergency & Standby Power Systems
· ASTM D975 – Standard Specification of Diesel Fuel Oils
· Microbial/Fungus Growth
Scope
The following Aboveground Storage Tanks (AST) & Underground Storage Tanks (UST), Belly Tanks, and Day Tanks will be inspected, tested, cleaned, fuel polished, sampled, and analyzed at the following locations:
VA Puget Sound Health Care System (VAPSHCS) American Lake Division 9600 Veterans Drive Southwest, Tacoma, WA 98493
AST Tanks:
AST 1 - 3,000-gallon Tank #2 Diesel: BLDG 200 500kw Generator
· 300 gallons #2 Diesel: BLDG 200 500kw Generator Belly Tank AST 5 - 12,000-gallon Tank #2 Diesel: 2 Meg Generator
· 2500 gallons #2 Diesel: 2 Meg Generator Belly Tank AST 4 - 10,000-gallon Tank Vehicle Fueling Station Tank.
UST Tanks:
UST 1 - 4,600 gallons #2 Diesel: 750kw and 800kw Generator
· 1 ea. 750kw and 1 ea. 800kw generator 250 gallons #2 Diesel: Day Tank UST 4 & 5 – 2000 gallons Split Tank: 1000 gallons unleaded and 1000 gallons diesel UST 8 - 30,000 gallons #2 Diesel: Boiler Plant Tank UST 9 - 30,000 gallons #2 Diesel: Boiler Plant Tank UST 11 - 8000 gallons #2 Diesel: 2 Meg Generator back up fuel.
Any new, not identified, and/or currently not in use ASTs & USTs per Facilities Management request.
VA Puget Sound Health Care System (VAPSHCS) Seattle Division 1660 South Columbian Way, Seattle, WA 98108
UST Tanks:
UST A - 30,000 gallons #2 Diesel: Boiler Plant Tank UST B - 30,000 gallons #2 Diesel: Boiler Plant Tank UST Building 100 – 25,000 gallons #2 Diesel: Generator Tank UST Building 16 –15,000 gallons #2 Diesel: Generator Tank
· 4 ea. – 220-gallon #2 Diesel: Generator Belly Tanks Any new, not identified, and/or currently not in use USTs per Facilities Management request.
General Requirements
Prime Contractor and Sub-Contractor Qualifications:
The following are minimum prime contractor and subcontractor qualifications for this contract:
Has a minimum of three (3) years of experience providing services similar in scope as described.
Has not received a corporate criminal conviction within the past three (3) years.
Is not currently rendered ineligible for doing business or receiving monetary benefits with a government agency because of debarment or suspension by EPA or Department of Ecology.
Must be an established business with all the required licenses, fees, bonding, facilities, equipment, and trained personnel necessary to meet all requirements and perform the work as specified in the solicitation.
Use of subcontractors
Prior to performance, the contractor must identify all subcontractors who will perform services in fulfillment of contract requirements. Additionally, contractors may be required to identify contact information as well as federal tax identification number (TIN), and anticipated dollar value of each subcontract.
The contractor must provide the POC for each of the subcontractors to the COR at a minimum 5 business days prior to the start date of the project.
The COR reserves the right to approve or reject all subcontractors that are identified by the contractor. Any subcontractors not listed in the bidder’s response, who are engaged by the contractor, must be pre-approved, in writing, by the GEMS Program Manager (Housed in the Safety Department) and Contracting Officer.
The contractor agrees to be responsible for all actions of any subcontractors in the performance of this contract. The contractor shall be responsible for ensuring that all requirements of the contract shall flow down to all subcontractors. In no event shall the existence of a subcontract operates to release or reduce the liability of contractor to the VAPSHCS for any breach in the performance of the contractor’s duties.
The contractor must not assign or otherwise transfer its obligations or any claim arising under this contract without the prior written consent of the COR. Such consent will not be unreasonably withheld. The contractor shall provide a minimum of 30 calendar days advance notification of intent to assign or otherwise transfer its obligations under this contract. Violations of this provision may be considered a material breach and be grounds for contract termination. Assignment or transfer of contract shall not relieve the contractor from its responsibilities and obligations under the contract.
Insurance
The contractor shall, at its own expense, obtain and keep insurance in force as follows until completion of the contract. Upon request, the contractor shall furnish evidence in the form of a certificate of insurance as required by law, in the following kinds and minimum amounts have been secured. Failure to provide proof of insurance, as required, will result in contract cancellation. The contractor shall include all subcontractors as insured under as required insurance policies or shall furnish separate Certificates of Insurance and endorsements for each subcontractor.
Sub.
Industrial Insurance Coverage
The contractor shall comply with the provisions of Title 51 RCW Industrial Insurance. If the contractor fails to provide industrial insurance coverage or fails to pay premiums or penalties on behalf of its employees as may be required by law, the COR may terminate this contract. This provision does not waive any of the Washington State Department of Labor and Industries (L&I) rights to collect from the contractor. Contractor(s) must comply fully with all insurance requirements stated herein.
Compliance with Health & Safety, Environmental, and Transportation Regulations
The contractor agrees to comply with all applicable federal, state, and local regulations as well as the conditions of any permits, as may be amended and that may be promulgated.
The contractor agrees to indemnify and hold harmless the VAPSHCS from all damages assessed against the VAPSHCS because of the contractor’s failure to comply with all federal, state, and local regulations, permit conditions, and most current industry standards.
The contractor agrees that all services and items furnished under this contract shall comply with all federal, state, and local regulations, permit conditions, and most current industry standards. Said regulations including but are not limited to the following:
· Titles 10, 29, 40, and 49 of the Code of Federal Regulations; and
· Chapters 173, 246, and 296 of the Washington Administrative Code.
Spill Responsibilities
The contractor is solely responsible for all spills, leaks, or releases, which occur because of, or are contributed to be, the actions of its agents, employees, or subcontractors. In the event of a spill, leak, or release, the contractor agrees to take the following actions:
· Evacuate and warn those people that may be affected by the spill.
· Immediately contact Emergency Response Agencies (i.e., call 911).
· Contact VAPSHCS (GEM Program Manager) representative.
· Clean up the spill in a manner that complies with federal, state, and local regulations and current industry standards.
Company Health & Safety Plan
The contracting company’s Health & Safety Plan (H&SP) shall cover all aspects of applicable work pertaining to this statement of work. The contractor’s H&SP shall apply to all work performed by the contractor and subcontractors that provide service at VAPSHCS’s locations.
The Health & Safety Plan shall consist of (at minimum) the following topics:
· Hazard Recognition (explosive risk, chemical exposure)
· Personal protective equipment to be used on the job.
· Reporting unsafe conditions/activities and avoiding actions and conditions that may result in an accident.
· Site Control (stabilization work area, contamination control area, command control area)
· Communication activities (notification of emergency response needs, fire, police, medical aid, and owner representative)
· Decontamination procedures (used in the event of an emergency/contingencies)
· Contingencies (Fire, detonation, spill, injury, personnel exposure)
· Personnel qualifications and responsibilities methodology (How work is performed)
· Site specific health & safety plan template
· Emergency spill response procedure
Specific Requirements
The following requirements will be completed prior to the initiation of this contract and whenever there are new employees performing work on the site. All applicable certificates, credentials, and/or license must be active and current.
The contractor inspecting and/or testing ASTs will provide the Contracting Officer Representative (COR), Contracting Officer Technical Representative (COTR), and Safety Department copies of their active, unexpired, and valid STI SP001 – Aboveground Storage Tank Inspector certifications.
The contractor inspecting and/or testing USTs will provide the Contracting Officer Representative (COR), Contracting Officer Technical Representative (COTR), and Safety Department copies of their active, unexpired, and valid certifications, credentials, and/or licenses per WAC 173-360A-0930.
Once the contract is awarded, the prime contractor must provide the COR with the inspection and testing dates for the current fiscal year (FY 2026) within 30 calendar days of the award date. FY 2026 dates will be established off previous inspection and testing dates (communicate with the GEMS Program Manager for this information). For the following years (e.g., FY 2027), the prime contractor must publish the complete list of inspection and testing dates at least 30 calendar days before the beginning of the year.
If the established AST and/or UST timelines are not met, VAPSHCS reserves the right to seek alternate services at the cost to the contractor.
Specific Tasks AST Inspection, Re-Inspection, & Testing:
The following AST inspections and/or tests will be completed on a Monthly basis by an authorized STI SP001 – Aboveground Storage Tank Inspector using a Nondestructive examination/testing will only be done in accordance with the facility’s Spill Prevention, Control, and Countermeasures Plan and after repairs using AST Walkthrough Inspections Checklist.
· No visible leaks, drips, or discoloration.
· Tank and piping show no signs of damage or corrosion.
· No vegetation growing around tank.
· Emergency spill response supplies kit available, inventoried and restocked if low. Inspected supplies for deterioration.
· Provide documentation to COR or designated COR representative monthly
The following AST inspections and/or tests will be completed on an ANNUAL basis by an authorized STI SP001 – Aboveground Storage Tank Inspector. Nondestructive examination/testing will only be done in accordance with the facility’s Spill Prevention, Control, and Countermeasures Plan and after repairs.
Externally: The contractor will visually inspect the aboveground storage tank and document findings and corrective actions per the STI SP001 standard guidelines.
· Significant cracks or spalling (flakes of broken off material) in concrete pads and concrete secondary containment structures.
· Excessive or uneven settlement of the tank foundation, such as distortion and cracks around anchor bolts that attach a tank to an underlying concrete pad.
· Rust, pitting, and other visual evidence of corrosion on the exterior of metal tanks and ancillary equipment, especially at grade level, roof areas, and connections
· Deterioration of exterior coatings, such as rust spots and blisters
· Damage to insulation
· Evidence of leaks around the tank or ancillary equipment, such as discoloration of coatings
· Cracks or evidence of leaks at joints and welds, especially at connections.
· Loss of metal thickness on the tank bottom and sides
· Cracks on fiberglass tanks
· Evidence of leaks around joints on concrete tanks and vaults
· Tank system coatings and linings that have cracks, gaps, swelling, blistering, or crinkling.
Internally: The contractor will visually inspect, and integrity test the aboveground storage tank and document findings and corrective actions per the STI SP001 standard guidelines.
· Using ultrasonic equipment to measure the thickness of the roof, wall, and bottom of metal tank.
· Using radiography equipment to detect cracks and voids in piping, repair welds, ancillary equipment, and other solid materials. (Operator must be trained in how to avoid excessive exposure to x-rays or gamma rays)
· Liquid penetrant methods to detect the extent and size of surface cracks on the outside of a tank and cracks in welds that are not seen in visual inspection.
· Magnetic particle method to detect surface cracks on metal tanks and welds that are not observable by visual inspection.
· Hydrostatic test on existing tanks that have had major repairs or alterations On completion, the contractor will provide all inspection and testing results to the COR, and Safety Department staff for recordkeeping and Department of Ecology (if required). If inspection and/or testing results determine repairs are required, the contractor will provide consultative services to include writing up a quote / statement of work detailing work that needs to be done and projected cost.
This can also be done by a third party.
If repairs or alterations are made to the tank that require reinspection and/or retesting, the contractor will complete this within 30 - 45 days after work has been completed.
AST Cleaning & Fuel Polishing The following requirements will be completed on an ANNUAL basis:
The contractor will provide services to remove water and sediment from all applicable ASTs. Removal, and treatment will include (not exclusive to):
· Inspecting the tank lids and covers for microbial growth, clean spill buckets, and remove water from sumps (as needed)
· Pumping out water and contaminants from the tank
· Sweeping the bottom of the tank
· Using a high-performance filter to remove all contaminants until fuel and filters run clean.
· Applying biocide treatment to treat future contaminants.
· Providing a photo-documented service report.
The contractor will provide services to circulate biocide preventative maintenance treatment to all applicable ASTs as needed. Treatment will include (not exclusive to):
· Applying and fully circulating fuel-soluble biocide treatment with fuel.
The contractor will conduct a 60–90-day follow-up on tanks with strong microbial activities to remove microbial growth killed by the biocide treatment and remove any pooled water introduced after cleaning service.
The contractor will remove all waste generated from AST cleaning & fuel polishing and dispose of it per federal, state, and local regulatory requirements.
AST Fuel Sampling & Analysis The following AST requirements will be completed on an ANNUAL basis.
· The contractor will provide pre-and-post photographs reflecting the fuel polishing process for all applicable ASTs.
· The contractor will use a certified laboratory and/or State of Washington certified laboratory, when necessary, that shall strictly adhere to the prescribed methods, including provisions for sample preparation, prescribed equipment, detection limits, and QA/QC procedures.
· The contractor will handle, store, and analyze samples in accordance with ASTM D975 and any other applicable ASTM required standards and/or methods.
UST Inspection, Re-Inspection, & Testing The following UST inspections and/or tests will be completed on a Monthly basis by contractors that meet qualification standards outlined in WAC 173-360A-0930 (Certification of Service Providers). The contractor will conduct a walk-through inspection of the Underground Storage Tanks to include spill buckets, leak monitor, and sumps while using the most current Washington State Department of Ecology “UST Walkthrough Inspection Checklist”. Inspections will include documented findings and corrective actions per WAC 173-360A.
· Spill bucket: checked for damage and cracks. Liquid and debris removed.
· Fill pipe(s): checked for obstructions. Removed if found.
· Fill cap(s): securely fitted and on fill pipe(s).
· Tank Monitor equipment: checked for alarms and normal operating conditions.
· Leak detection records: are reviewed for non-leaking results and kept for three years. Suspected leaks are reported.
· Containment sump(s): checked for damage and presence of liquid. Liquid and/or debris removed.
· If using manual tank gauging checked condition of tank gauge stick is good (e.g. readable at 1/8 increments throughout).
· Emergency spill response supplies: inventoried and restocked if low. Inspected supplies for deterioration.
· Inspected: loose fittings, deterioration, obvious signs of leaks, and improper function of dispenser hoses, nozzles, and breakaways.
· Record monthly Rectifier Operations.
· Monthly leak test reports, and leak sensor alarm reports.
· Provide documentation to COR or designated COR representative monthly.
The following UST inspections and/or tests will be completed on an ANNUAL basis (or after repair) by contractors that meet qualification standards outlined in WAC 173-360A-0930 (Certification of Service Providers).
The contractor will conduct a walk-through inspection of the Underground Storage Tanks to include spill buckets, leak monitor, and sumps while using the most current Department of Ecology “UST Walkthrough Inspection Checklist”. Inspections will include documented findings and corrective actions per WAC 173-360A.
The contractor will test the underground storage tank and document findings and corrective actions per WAC 173-360A Underground Storage Tank regulatory requirements.
Testing will include
· Release detection equipment operability testing
· Automatic line leak detector testing (including ATG, alarms, battery backups, probes, sensors, cables, ALLDs, vacuum, etc.)
· Line tightness testing
On completion, the contractor will provide all inspection and testing results to the COR, COTR, and Safety Department staff for recordkeeping and Department of Ecology (if required).
If inspection and/or testing results determine repairs are required, the contractor will provide consultative services to include writing up a quote / statement of work detailing work that needs to be done and projected cost. This can also be done by a third party.
If repairs or alterations are made to the tank that require reinspection and/or retesting, the contractor will complete this within 30 - 45 days after work has been completed.
UST Testing The following UST requirements and/or tests will be completed on a TRIENNIAL basis (or after repair) by contractors that meet qualification standards outlined in WAC 173-360A-0930 (Certification of Service Providers).
The contractor will test the underground storage tank and document findings and corrective actions per WAC 173-360A Underground Storage Tank regulatory requirements.
Testing will include
· Cathodic protection testing (Both Galvanic & Impressed Current System)
· Spill bucket testing
· Overfill equipment testing (including Automatic Shut-off, Exterior Alarm, & Ball (Float)
· Containment sump testing
On completion, the contractor will provide all testing results to the COR, COTR, and Safety Department staff for recordkeeping and Department of Ecology (if required).
If repairs or alterations are made to the tank that require retesting, the contractor will complete this within 30 - 45 days after work has been completed.
UST Cleaning & Fuel Polishing The following UST requirements will be completed on an ANNUAL basis. The contractor will provide services to remove water and sediment from all applicable USTs. Removal and treatment will include (not exclusive to)
· Inspecting the tank lids and covers for microbial growth, clean spill buckets, and remove water from sumps (as needed)
· Pumping out water and contaminants from the tank
· Sweeping the bottom of the tank
· Using a high-performance filter to remove all contaminants until fuel and filters run clean
· Applying biocide treatment to treat future contaminants
· Providing a photo-documented service report
The contractor will provide services to circulate biocide preventative maintenance treatment to all applicable USTs.
Treatment will include (not exclusive to):
· Applying and fully circulating fuel-soluble biocide treatment with fuel.
The contractor will conduct a 60–90-day follow-up on tanks with strong microbial activities to remove microbial growth killed by the biocide treatment and remove any pooled water introduced after cleaning service.
The contractor will remove all waste generated from UST cleaning & fuel polishing and dispose of it per federal, state, and local regulatory requirements.
UST Fuel Sampling & Analysis The following UST requirements will be completed on an ANNUAL basis.
· The contractor will provide pre-and-post photographs reflecting the fuel polishing process for all applicable USTs.
· The contractor will use a certified laboratory and/or State of Washington certified laboratory, when necessary, that shall strictly adhere to the prescribed methods, including provisions for sample preparation, prescribed equipment, detection limits, and QA/QC procedures.
· The contractor will handle, store, and analyze samples in accordance with ASTM D975 and any other applicable ASTM required standards and/or methods.
Performance Monitoring The contractor will provide the COR, COTR, and Safety Department with the following documents per tank type and time limitation requirements:
Aboveground Storage Tank Annual Requirements:
· Valid and active STI SP001 – Aboveground Storage Tank Inspector certifications
· Documented external visual inspection of the AST with findings and corrective actions per the STI SP001 standard guidelines.
· Documented internal visual inspection of the AST with findings and corrective actions per the STI SP001 standard guidelines to include any required testing (i.e., ultrasonic, radiography, liquid penetrant method, magnetic particle method, and hydrostatic test)
· Before and after fuel sample photos for visual comparison report
· Lab sampling and analysis results (to include Microbial/Fungus Growth) per ASTM D975
Underground Storage Tank Annual Requirements:
· Valid and active certification(s) (outlined in WAC 173-360A-0930)
· Documented walk-through inspection of the UST with findings and corrective actions per WAC 173-360A Underground Storage Tank regulatory requirements.
· Documented release detection equipment operability tests.
· Documented automatic line leak detector tests.
· Line tightness tests.
· Before and after fuel sample photos for visual comparison report
· Lab sampling and analysis results (to include Microbial/Fungus Growth) per ASTM D975 Triennial Underground Storage Tank Requirements
· Valid and active certification(s) (outlined in WAC 173-360A-0930)
· Cathodic protection tests
· Spill bucket tests
· Overfill equipment tests
· Containment sump tests
Security Requirements
The contractor employees shall not have access to VA sensitive or computer information and will not require routine access to VA Facilities. The contractor employees shall require intermittent access only and will be escorted by VA employees while at VA Facilities. No background investigation is required.
Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).
No Government-Furnished Equipment (GFE) / Government-Furnished Information (GFI) will be provided to the contractor. The contractor is responsible for providing all the necessary resources (i.e., manning, equipment, materials, access to a credited lab, etc.) too complete the outlined inspection and testing and sampling and analysis.
Other Pertinent Information or Special Considerations
· Identification of Possible Follow-up Work.
· Possible extension of term of service with option years
· Identification of Potential Conflicts of Interest (COI).
· Identification of Non-Disclosure Requirements.
· Contactors will not have access to sensitive or proprietary information.
· Packing and Shipping Instructions.
See section 4. General Requirements (Compliance with Health & Safety, Environmental and Transportation Regulations) for details
· Inspection and Acceptance Criteria.
· Acceptance letter will be required at the end of the job, signed by both the VA POC and the contractor, stating the work is complete and up to standards.
Risk Control
All personnel performing services under this contract shall, at minimum, have training in the following areas: STI Standard (STI SP001) – Standard for the Inspection of Aboveground Storage Tanks and all applicable credentials outlined in WAC 173-360A- 0930.
For planned visits, the contractor must provide 3-day notice before the site visit.
Place of Performance
VA Puget Sound Health Care System (VA PSHCS) American Lake Division 9600 Veterans Dr. SW Tacoma, WA, 98493
VA Puget Sound Health Care System (VA PSHCS) Seattle Division 1660 South Columbian Way Seattle, WA, 98108
Period of Performance
Normal hours of operation are Monday through Friday from 7:30AM to 4:00PM Pacific time. All work is expected to be performed generally during normal hours of coverage unless requested or approved by the COR or his/her designee. Before commencement of work, the Contractor shall confer with the VA COR and Contracting Office to agree on a sequence of procedures; means of access to premises and building. All work performed, to include delivery of materials and equipment, shall be made with minimal interference to Government operations and personnel. Work performed outside the normal hours of coverage must be approved by the COR or his/her designee. All time shall be approved in advance by the Contracting Officer’s Representative (COR) or his/her designee. Allow 5-days for approval of any alternate working hours needed.
Any overtime or holiday pay that may be entitled to the Vendor’s employees shall be the sole responsibility of the Vendor and shall not be billed to nor reimbursed by the Government. When one of the Federal holidays falls on a Sunday, the following Monday will be observed as a National Federal Holiday. When one of the Federal holidays fall on a Saturday, the preceding Friday, will be observed as a National Federal Holiday. Vendor days to perform are reflected in Section 10.
Vendor is not required to provide service(s) on the following U.S. Government Federal holidays, nor shall the Vendor be paid for these days:
| New Year’s Day |
| January 1 |
| Martin Luther King ‘s Birthday |
| Third Monday in January |
| President’s Day |
| Third Monday in February |
| Memorial Day |
| Last Monday in May |
| Independence Day |
| July 4 |
| Labor Day |
| First Monday in September |
| Columbus Day |
| Second Monday in October |
| Veterans Day |
| November 11 |
| Thanksgiving Day |
| Fourth Thursday in November |
| Christmas Day |
| December 25 |
Check-in, Parking and Smoking Regulations Check-in Once on campus, contractor employees must check-in and be escorted by the COR or the COR's designee's office before starting work.
Parking It is the responsibility of contract personnel to park in the designated parking areas.
Parking information is available from VA Police & Security Service Office. The Contractor assumes full responsibility for any parking violations.
Smoking VHA Directive 1085, dated March 5, 2019, outlines a comprehensive smoke-free policy for VA health care facilities patients, visitors, contractors, volunteers, and vendors. This directive is based on scientific evidence regarding the adverse health effects of secondhand and thirdhand smoke exposures. The Assistant Deputy Under Secretary for Health for Administrative Operations (10NA) and the Assistant Deputy Under Secretary Health for Clinical Operations (10NC) are responsible for this directive. For inquiries, you may contact VHA Smoke-Free at vhasmokefree@va.gov. This directive is set for recertification by the last working day of March 2024 and will continue as national VHA policy until it is recertified or rescinded.
Weapons and Contraband Possession of weapons or contraband is prohibited and shall be subject to arrest and termination from future performance under this contract. Enclosed containers, including tool kits, shall be subject to search. Violations of VAPUGS regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.
Safety All personnel employed by the Contractor in the performance of this contract, or any representative of the Contractor entering on VAPUGS shall comply with applicable Federal, State, and VA safety and fire regulations and codes, which are in effect during the performance period of the contract.
Contractor shall perform work in strict accordance with existing relevant, accredited standards and codes to minimize the possibility of injury to personnel, or damage to Government equipment. Every effort shall be made to safeguard human life and property.
Contractor shall comply with all applicable Federal, State, and local requirements regarding workers’ health and safety. The requirements include, but are not limited to, those found in Federal and State Occupational Safety and Health Act (OSHA) statutes and regulations, such as applicable provisions of Title 29, Code of Federal Regulations (CFR), Parts 1910 and 1926, NFPA 70E, Article 130.7 29 CFR 1910.132(d)(1)(iii), 29CFR1910.137. Contractors shall provide all necessary tools, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely.
Delivery Schedule See Performance Monitoring for details on what the contractor will provide.
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