H199--36C26220C0067, SERVICE to PERFORM AST-UST-FST D.O. Inspections-Monitoring: B+4OY VA Greater Los Angeles Healthcare System

36C26220Q0184 Page 1 of 47 Page 1 of 8 Page 1 of 47 STATEMENT OF WORK (SOW) revised SERVICE TO PERFORM ABOVEGROUND, UNDERGROUND & FUEL STORAGE TANKS DESIGNATED OPERATOR (D.O.) INSPECTIONS-MONITORING VA GREATER LOS ANGELES HEALTHCARE SYSTEM 691-20-1-5042-0104 TITLE: SERVICE to PERFORM Aboveground, Underground & Fuel Storage Tanks Designated Operator (D.O.) Inspections-Monitoring. BACKGROUND: In 1988, the Environmental Protectant Agency (EPA) promulgated Underground Storage Tank (UST) regulation - 40 CFR Part 280, which set minimum standards for UST systems and required owners and operators to upgrade to equipment that included spill and overfill prevention features, secondary containment, and tank leak monitoring. Owners and operators are required to monitor and inspect their UST tanks and instrumentation systems monthly and confirm all components are in good operating condition. VAGLAHCS has various Aboveground Storage Tanks (ASTs), USTs and other fuel tanks at each of its campuses that fall under these regulations and must have specified periodic inspections, testing and repairs to comply with EPA UST, local, state, and federal laws and regulations; and these inspections must be performed by California state certified and qualified technicians knowns as designated operators, and testing and repairs must be performed by California state certified tank repair technicians. PLACES OF PERFORMANCE: VA West Los Angeles Healthcare System (WLA) 11301 Wilshire Blvd Los Angeles, CA 90073 VA Sepulveda Ambulatory Care Center (SACC) 16111 Plummer Street Los Angeles, CA 91343 VA Los Angeles Ambulatory Care Center (LAACC) 351 East Temple Street Los Angeles, CA 90012 PERIOD OF PERFORMANCE: One (1) year from date of award; this will be the base year. In addition, the Government (VA) shall retain the right to exercise option(s) to extend the contract period for up to four (4) one (1) year option renewals. CONTRACT TYPE: Firm Fixed Price (FFP) APPLICABLE DOCUMENTS, STANDARDS, LAWS AND/OR REGULATIONS: The following are a list of various applicable standards, policies, regulations, and/or governing bodies. This list is not an all-inclusive list; therefore, it is the responsibility of the contractor to ensure all applicable standards, policies, regulations, and/or governing bodies not listed here are adhered to. Furthermore, contractor is responsible to adhere to all current additions of applicable standards, policies, regulations, and/or governing bodies. EPA's Underground Storage Tanks (USTs) Laws and Regulations Energy Policy Act of 2005 California EPA / State Water Resources Control Board 6.4 UST Regulations (CCR, Title 23, Chapter 16) Effective October 1, 2018 Tank Tester Licensing Regulations (CCR, Title 23, Division 3, Chapter 17) UST Cleanup Fund Regulations (CCR, Title 23, Division 3, Chapter 18) Unified Program Regulations (CCR, Title 27, Division 1, Subdivision 4, Chapter 1, Sections 15100 - 15620) SCAQMD Rule 461 Vapor Recovery Testing http://www.aqmd.gov/home/rules-compliance/compliance/gasoline-dispensing2/testing-and-pre-backfill-scheduling SCAQMD Rule 461 Vapor Recovery System Tester Orientation Certification http://www.aqmd.gov/home/rules-compliance/compliance/gasoline-dispensing2/rule-461-classes Summary of Training Requirements for UST Professionals CCR Title 23, Chapter 16, https://www.waterboards.ca.gov/ust/regulatory/new_regulations/summary_table_of_training_requirements.pdf International Code Council (ICC) SPCC Rule 40 CFR 112.8(c)(6) OBJECTIVES / SCOPE: Contractor shall provide all equipment, expertise, incidentals, labor, materials, paper forms, 3-ring binders, supervision, supplies, transportation, and qualified personnel required for the Designated Operator (D.O.) inspections-monitoring of Government owned ASTs, USTs, and fuel tanks; annual compliance inspection; monitoring system certifications (i.e. Veeder Root); vapor recovery tests; and troubleshooting the Veeder Root tank monitoring and leak detection systems (and similar detection systems) for the VA Greater Los Angeles Healthcare System (VAGLAHCS). NOTE: SB 989 triennial testing and any identified repairs will be corrected by/through a SEPARATE contract vehicle. LIST OF AST, UST, AND FUEL TANKS: Aboveground Storage Tanks (AST): # Location Building Type Tank Use 1 LAACC Main Diesel Emergency Generator 2 SACC 10 Diesel Emergency Generator 3 SACC 44 Diesel Fuel Dispenser 4 SACC 44 Unleaded Gasoline Fuel Dispenser 5 WLA 12 Diesel Emergency Generator 6 WLA 136 Diesel Emergency Generator 7 WLA 205 Diesel Emergency Generator 8 WLA 206 Diesel Emergency Generator 9 WLA 207 Diesel Emergency Generator 10 WLA 210 Diesel Emergency Generator 11 WLA 215 Diesel Emergency Generator 12 WLA 256 Diesel Emergency Generator 13 WLA 257 Diesel Emergency Generator 14 WLA 299 Diesel Emergency Generator Underground Storage Tanks (UST): # Location Building Type Tank Use 1 SACC 40 Diesel Emergency Generator 2 SACC 101 Diesel Emergency Generator 3 SACC 200 Diesel Emergency Generator 4 SACC 201 Diesel Emergency Generator 5 WLA 295, Tank # 1 Amber Oil Boiler Backup Fuel 6 WLA 295, Tank # 2 Amber Oil Boiler Backup Fuel 7 WLA 295, Tank # 3 Amber Oil Boiler Backup Fuel 8 WLA 295, Tank # 4 Diesel Emergency Generator 9 WLA 300 Diesel Emergency Generator 10 WLA 304 Diesel Emergency Generator 12 WLA 501, Tank # 1 Diesel Emergency Generator 13 WLA 501, Tank # 2 Diesel Emergency Generator 14 WLA 510, Tank # 1 Unleaded Gasoline Fuel Dispenser 15 WLA 510, Tank # 2 Diesel Fuel Dispenser GENERAL REQUIREMENTS & SPECIFICATIONS: 9.1 CONTRACTOR WILL USE OFFICIAL CALIFORNIA STATE WATERBOARD FORMS https://www.waterboards.ca.gov/water_issues/programs/ust/forms/ Monitoring System Certification Form PDFpdf | Word Secondary Containment Testing Report Form PDFpdf | Word Spill Container Test Report Form PDFpdf | Word Overfill Prevention Equipment Inspection Report Form PDFpdf | Word Statement of Understanding and Compliance PDFpdf | Word Designated Underground Storage Tank Operator Identification Form PDFpdf | Word Designated Underground Storage Tank Operator Visual Inspection Report PDFpdf | Word 9.2 MONTHLY DESIGINATED OPERATOR (D.O.) SERVICE FOR TANKS WITH PETROLEUM FUELS: All the tasks listed below including the monthly inspections including overfill tube inspections, annual leak detection instrumentation certifications, spill bucket certification testing, and all South Coast Air Quality Management District Rule 461 gasoline dispenser verification tests are included in the monthly base service fee A complete inspection of UST s and AST on a monthly schedule. Shall maintain a complete set of inspection records at their place of business and second copy the VA facility site in the custody of the Contracting Officer s Representative (COR) or environmental engineer at these locations West Los Angeles Medical Center Bldg. 218 Room 310 Sepulveda Ambulatory Care Center Safety Office Bldg. 1 Rm 36 Los Angeles Ambulator Care Center Emergency Generator Room P2 level. Inspections shall meet Designated Operator (D.O.) requirements for the State of California. All Contractor inspection forms shall be a two-part white first page sheet with a yellow carbon paper copy for DO inspections, work order service & repair, training records. The original white copy of these forms will be filled out with blue ink will be retained by the contractor, the carbon contractor by the Veterans Administration. Contractor shall retain his copy of inspection records for 3 years after inspection. All inspection paperwork shall be completed the day of the inspection and organized in binder. Upon the completion of filling out the inspection records, the contractor will send a short e-mail of no more than 2 paragraphs to the COR and the environmental engineer summarizing the finding of designated operator inspections within 3 days of inspection. Inspections will be scheduled 7 days in advance of inspection date with COR Perform a line leak detection test of all storage tanks. Calibrate the liquid level detections systems in accordance with manufacturer recommendations. Annual spill bucket testing certification. A copy of the certification test will be placed in the monthly designated operator inspection binder Annual AQMD Rule 461 verification testing of gasoline fuel dispenser systems. Rule 461 testing is done always in the month of October and contractor will schedule test date and perform testing no later than October 8th Contractor will provide electronic and paper copy of Rule 461 gasoline dispenser verification tests no later than 14 days of test and provide proof of delivery to SCAQMD to COR and environmental engineer. Contractor s testing technician must have a valid AQMD for Vapor Recovery System Tester Orientation registration and submit all testing reports on SCAQMD forms. A copy of SCAQMD Tester ID will be supplied to VA Environmental Engineer in advance of Rule 461 testing In the event of a test failure of fuel dispenser, the equipment will be repaired another SCAQMD verification test within 2 weeks. Perform annual calibration certification of all leak detection instrumentation no later than November. A new calibration sticker will be applied to instrumentation and separate paper certification form placed in the designated operator inspection binders at respective medical center or clinics. Calibration certification tester will supply current credentials for all leak detection instrumentation in service. The following shall be applied to the tank monitoring system (i.e. Veeder Root and other brands), but not limited to: Inspect the tank monitoring system to ensure all components are in optimum working order. If repairs are necessary, contractor shall notify the COR and document the repair required in the monthly inspection and maintenance service records. If the repair requires a minor adjustment or lubrication of part and does not require filing a repair plan with the City of Los Angeles, the contractor will affect such a repair under this contract. 9.3 MONTHLY VISUAL INSPECTIONS OF ABOVEGROUND TANKS REQUIRED BY SPILL PREVENTION, CONTROL, AND COUNTERMEASURE (SPCC) PLAN: Visually monthly inspect 14 listed AST tanks for leaks and report condition to environmental engineer. The records will be kept in the monthly SPCC inspection binder. Contractor shall create be a two-part white first page sheet with a yellow carbon paper copy using the VA SPCC inspection form as a template. All monthly SPCC inspection records will be completed the day of the inspection and submitted for review to the COR, environmental engineer, or COR designate. Original copy of SPCC inspection record will be filled out in blue ink. Inspections will be scheduled 7 days in advance of inspection date with COR The visual condition inspector for SPCC inspected tanks will have the same certifications as a designated operator for UST tanks. 9.4 PARTS FOR MINOR REPAIRS NOT REQUIRING A REPAIR PLAN SUBMITTAL WITH CITY OF LOS ANGELES: Contractor shall only furnish new standard non-proprietary parts meeting the original equipment manufacturer specifications. Contractor shall inspect, adjust, inspect, lubricate, replace parts, repair and ensure equipment is safe and reliable as required by manufacturer s specifications. All parts used shall be of the original manufacturer s design and specification. All malfunctioning parts shall be replaced immediately to prevent undue down time and to ensure safe operation. Parts incorporated into a minor repair become the property of the Government. Replaced parts are to be disposed of by the Contractor after obtaining approval from the COR. Contractor shall dispose any hazardous materials resulting from the tanks in accordance with Federal, State and County guidelines. 9.5 ADDITIONAL REQUIREMENTS: Contractor will report anytime contractor is onsite for inspecting tanks or inspecting government copies of inspection records West LA Medical Center Environmental Engineer Bldg. 218, Rm 310 Sepulveda Clinic VA Safety Office Bldg. 1, Room 36 contractor will contact COR and environmental by engineer in advance of arriving on site. LAACC clinic contractor will contact COR and environmental by engineer in advance of arriving on site Contractor shall provide two (2) annual training classes per contract period per campus for employees in accordance with the California Code of Regulations as part of the Designated Operator portion of contract. Contractor will supply a training outline in advance to the environmental engineer for review and place a record of training along the training roster in the designated operator monthly inspection binder. Contractor shall provide copies of all minor repairs, photos of installation, warranties with installation date and description of equipment in accordance with the UST Provisions of the Energy Policy Act of 2005 to the COR. Contractor will generate a work order for each repair summarizing the repair and parts in the monthly designated operator binder Contractor shall notify and coordinate monthly UST and AST inspection date and time with COR. The inspection dates will be set 7 days in advance of inspection date to allow VA to provide government escort. Any change in inspection date must be agreed to by the COR. Contractor shall ensure that all tanks are in optimum working condition by testing the equipment after the repairs are completed. Contractor will maintain a double set of records for tank inspections, one on site and the second set at the contractor s office. All Contractor inspection forms shall be a two-part white first page sheet with a yellow carbon paper copy. The original copy will be filled out with blue ink. CONTRACTOR QUALIFICATIONS & OTHER RESPONSIBILITIES: 10.1 Contractor shall obtain all necessary licenses required to perform this work. Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor shall be responsible for any injury to himself/herself, his/her employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employees fault or negligence. Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the Federal Government. 10.2 Furthermore, contractor and contractor s employees performing on this contract shall have, but not limited to the following qualification, experience, licenses, and certifications: 10.2.1 Designated operator shall possess a current California UST Operator certificate issued by the International Code Council (ICC). 10.2.2 For Annual Monitoring Equipment Certifications, the contractor must have a UST service technician with a current Tank Testers License and/or appropriate Contractors State License Board (CSLB) license and obtain training and certification through the developer of the testing equipment or method being used, or through the manufacturer of secondary containment component being tested. 10.2.3 For annual SCAQMD Reverification tests of the vapor recovery equipment on gasoline dispensers the test must have Rule 461 Tester Orientation class and have an official SCAQMD photo ID as an authorized tester. 10.2.4 Designated Operator shall submit to the local regulatory agencies the owner statements of designated UST operator and understanding of and compliance with the UST requirements on behalf of the WLA, SACC, and LAACC. The Contractor shall provide training certificates on the assigned equipment for their personnel. A copy of all training certifications for any contractor or subcontractor will be placed in a folder in the designated operator inspection binder. Contractor s designated operator and repair technician must be California certified at time of quote submission and before contract award. Certification of SB989 repairs approved by the City of Los Angeles Fire Department is required. This requirement and will be performed by/through a SEPARATE purchase order contract. A thorough knowledge of low voltage power electricity and instrumentation combined with a certification to repair UST instrumentation is required. A confined space permit or certification is required when performing confined space task in UST. Contractor and subcontractor are responsible for individual gas free permit testing associated with confined space permit entry. Contractor must demonstrate that their company / firm has serviced large institutional clients with a variety of AST and UST tanks, and has sufficient licensed employees to service this contract. Contractor must be a current certified / registered Service-Disabled Veteran-Owned Small Business (SDVOSB) vetted vendor in the System for Award Management (SAM) and Vendor Information Pages (VIP) databases at quote submission and award. Contractor site supervisory personnel must possess a 30-hour Occupational Safety and Health Administration (OSHA) safety card / credentials; workers must possess a 10-hour OSHA safety card / credentials. 10.3 At time of solicitation response / quote submission, the prospective offeror must provide experience, licenses of certifications of Contractor employees who will be performing work under this contract. 10.4 The Government reserves the right to accept or reject Contractor s employee for the rendering of services. Complaints concerning contract personnel s performance or conduct will be dealt with by the Contractor and COR with the final decision being made by the Contracting Officer. NOTIFICATION: Contractor shall notify and coordinate ALL work activities with the VA Contracting Officer Representative (COR) ROBERT DALLEY +1 (555) 000-0000 x44021. PERFORMANCE MONITORING: Routine inspections to include acceptance will be performed by VA Facilities Personnel and the designated COR. CHANGES: The awarded Contractor is advised that only the Contracting Officer, acting within the scope of the contract has the authority to make changes which affect the contract in terms of quality, quantity, price or delivery. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment shall be made in the contract terms or price to cover any increase in costs incurred as a result thereof. SECURITY REQUIREMENTS: N/A. Contractor shall NOT have access to patient records, data, or VA computer systems. GOVERNMENT FURNISHED EQUIPMENT (GFE) / GOVERNMENT FURNISHED INFORMATION (GFI): N/A. NO GFE or GFI will be provided or used by the Contractor. RISK CONTROL: Submission of VA Infection Control Risk Assessment (ICRA) permit(s) NOT REQUIRED. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: A. Contractor personnel shall ALWAYS wear visible identification issued by VA Police during the entire time they are on the VA Healthcare System campus / grounds. I.D. badges must have an identification picture and shall state the name of the individual and the company represented. B. Parking information is available from the VA Police & Security Service Office. It is the responsibility of Contractor personnel to park only in appropriately designated parking areas. The VA shall not validate, invalidate, or make reimbursement for parking violations of the Contractor s personnel under any circumstances. C. SMOKING IS STRICTLY PROHIBITED on the grounds of any VHA facility and throughout the VA Healthcare System campuses. Per VHA Directive 1085 dated March 5, 2019, it is VHA policy that all VHA health care facilities, including hospitals, community clinics, administrative offices and Vet Centers, will be smoke-free for patients, visitors, contractors, volunteers, and vendors effective October 1, 2019. THERE WILL NO LONGER BE DESIGNATED SMOKING AREAS. D. Possession of weapons is prohibited while on ANY VA Healthcare System campus / grounds. Enclosed containers, including tool kits, shall be subject to search and/or seizure. E. Violations of VA regulations may result in citation answerable in the United States Federal District Court, not at/in the local district, municipal, county or state court. POINTS OF CONTACT: GOVERNMENT VA COR: Name: ROBERT DALLEY Department: GEMS Coordinator / Environmental Tech. / COR Address: 11301 Wilshire Blvd, Los Angeles CA 90073 Phone: +1 (555) 000-0000 x44021 Fax: Email: contact@example.gov CONTRACTOR: The Contractor shall provide a point of contact for all contract administration. Name: Title: Address: Phone: Fax: Email: NORMAL WORKING HOURS: Normal working hours of the VA Greater Los Angeles Healthcare System are 7:30AM through 4:30PM Monday through Friday, with exceptions to National Federal Holidays and/or as coordinated with the COR ROBERT DALLEY. OVERTIME AND NATIONAL FEDERAL HOLIDAYS: Any overtime, holiday, or weekend pay that may be entitled to the Contractor s employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government. When one of the holidays fall on a Sunday, the following Monday will be observed as a National Federal Holiday. When one of the holidays fall on a Saturday, the preceding Friday will be observed as a National Federal Holiday. National Holiday Schedule: 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 INFORMATION SECURITY: In accordance with Appendix A, Handbook 6500.6 Checklist blocks 7, the C&A requirements DO NOT apply to this requirement, and a Security Accreditation Package is not required. The nature of this requirement is technical; however, there is no information to be protected. INVOICE AND PAYMENT: Payment to the Contractor will be made in arrears on a monthly basis for services performed upon submission of a proper invoice for work completed and accepted. Final payment will be withheld until all noted discrepancies are corrected and as-build drawings are approved by the Government (VA). VA-FSC processes / pays all associated transactions for / on VA orders. To successfully submit an invoice to VA-FSC please review How to Create an Invoice within the how to guides. All invoices submitted to the VA-FSC should mirror your current submission of invoice, with the below items required. The VA-FSC requires specific information in compliance with the Prompt Pay Act and Business Requirements. Your firm s Tax Payer ID Number (TIN) Your firm s Remit Address information The VA Purchase Order (PO) number Your firm s contact information: (Personal Name, Email, and Phone) Your VA point of contact information: (Personal Name, Email, and Phone) The Period of Performance dates (Beginning and Ending) All discount information if applicable (Percent and Date Terms) For additional information, please contact: Department of Veteran Affairs Financial Service Center Phone: +1 (555) 000-0000 Email: contact@example.gov - - - END STATEMENT OF WORK - - -