This Sources Sought opportunity from Department Of Veterans Affairs was posted on May 4, 2026. The submission period has ended. Browse the details below for market research, or find similar active opportunities.
H335--Underground Storage Tanks Testing and Inspection Services at Edward Hines, Jr. VA Hospital in Hines, IL
Contract Overview
Solicitation details, issuing organization, response deadlines, documents, and interested companies for this government contract opportunity.
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AI Contract Overview
This notice seeks information from qualified sources capable of performing inspection, maintenance, testing, and repair services for nineteen fuel storage tanks—sixteen underground and three aboveground—at the Edward Hines Jr. VA Hospital in Hines, Illinois. The work must comply with federal regulations under 40 CFR Part 280, the Energy Policy Act of 2005, VHA Directive GEMS 7700, and Illinois State Fire Marshal (OSFM/ISFM) requirements, including adherence to Illinois Administrative Code Title 35, Part 731 for air quality. All services must be conducted by directly employed, certified Level A and B UST/AST inspectors and Illinois-certified tank installers holding valid Class A, B, and C UST operator certifications. Monthly inspections are scheduled for the third or fourth week of each month, while annual and triennial inspections occur in October. Work is restricted to weekdays, 7:00 a.m. to 3:30 p.m., excluding federal holidays, and contractors must request site access at least one week in advance. The contractor is responsible for reviewing historical records including SPCC plans, tank registrations, and permitting documentation, conducting comprehensive on-site inspections with written and photographic documentation, and delivering formal reports using OSFM standards that include pass/fail determinations, equipment identification, service logs, operator training records, and recommendations for corrective actions. All reports must be submitted to VA Engineering and transmitted to OSFM to ensure regulatory compliance, and any identified deficiencies must be communicated to the Contracting Officer’s Representative for resolution. The contractor must maintain an adequate inventory of parts and materials and shall not subcontract any portion of the work; all tasks must be self-performed by the contractor’s direct employees. Only firms with at least five consecutive years of proven experience in UST/AST servicing and compliance with Illinois and federal environmental agencies are eligible, and bidders must provide three client references, preferably from government entities. The submission must include proof of certifications, SAM UEI and DUNS numbers, business size status, quality control procedures, and must be no more than twenty-five pages in Word or PDF format, submitted by the May 7, 2026 deadline. This is a sources sought notice, not a solicitation for bids, and is intended solely to gather market information to determine future acquisition strategy.
General Info
Agency
NAICS
Place of Performance
Edward Hines, Jr. VA Hospital, Hines, IL, 60141-5000, USASet-Aside
Timeline
Submission Closed
Organization & Contact Information
Full Description
DESCRIPTION OF SERVICES
Edward J. Hines Jr. VA hospital requires the services of a contractor for inspection, maintenance, testing, and repair services for nineteen (19) diesel/unleaded storage tanks located throughout the Hines VA Campus per 40 CFR Part 280. (16) Underground Storage Tanks (UST) (03) Above Ground Storage Tanks (AST)
Overview of requirements The bidding contractors shall be certified by Office of the Illinois State Fire Marshall-(OSFM) & Illinois Class ABC certification Review historical records of tank performance Maintain Hines Storage Tank Records Coordinate Storage Tank compliance and permitting efforts with OSFM Work with engineering staff to evaluate maintenance and repair options Inspect tank system for compliance with federal, state, and local environmental regulations Provide formalized report on inspection and recommendations for each tank system Transmit inspection records to OFSM to ensure Hines is compliant Provide certification process guidance and ensure permits are current and displayed Perform limited preventative maintenance repair that can be only accomplished by certified contractor
This contractor shall adhere to all regulatory program inspection requirements. These requirements shall include the Energy Policy Act of 2005, 40 CFR 280 under RCRA, VHA Directive GEMS 7700 and Illinois State Fire Marshall (ISFM). In addition, the inspections include adherence to air quality programs as identified by the Illinois Administrative Code Title 35, Part 731.
SCOPE
Contractor shall contact Hines VA Engineering, Contracting Officer Representative (COR) to request onsite inspections at least, one (1) week prior to the visit. The contractor is required to perform inspections and maintenance during normal work hours 7:00am 3:30pm Monday through Friday. Inspections will not occur on weekends or government holidays.
Contractor shall review records to include Spill Prevention, Control, and Countermeasure (SPCC) plans, tank registrations and compliance reports, agency inspections, tank vendor operating manuals, layout drawings, and permits. Contractor shall review the tank information available through Office of the Illinois State Fire Marshal agency databases and shall review state and local UST/AST code requirements with respect to the referenced tanks at the VA.
Inspection-On site Contractor shall conduct on-site inspection of all tanks in Attachment 2, with VA personnel to verify the current state and conditions of the UST/AST systems. The site inspection shall be conducted by a certified Level A and B UST/AST Tank System Inspector and Illinois certified tank installer. The inspection shall require both written and photo documentation if emergency or damage is discovered. The inspection shall include demonstration of the operation using real time monitoring systems used by VA personnel. This inspection shall include spill and overfill protection, corrosion protection, leak detection, secondary containment, spill preparedness kits for response, reporting of releases, and applicable compliance requirements.
Inspection-On site Time Frame and Delivery Monthly Inspection: 3rd or 4th week of month Annual Inspection: Month of October-No time constraints Triennial Inspection: Month of October-No time constraints
AST Inspection Note No monthly inspections needed on AST Only Fuel is tested once a year : Month of October-No time constraints
Inspection Close out At the completion of the on-site inspection, the contractor shall conduct an Inspection review meeting with VA representatives to present findings.
Meeting Agenda shall include identification of regulatory deficiencies discovered that could result in significant action by US EPA, IEPA, OISFM, state, local agencies or risk to patient health. The contractor shall review Hines VA tank program documentation/records of Inspected elements such as: tank registration forms, financial responsibility, submittals, tank testing, and tank inspections. Contractor to provide formalized report using OSFM Standards
REPORTING REQUIREMENTS
GEMS Documentation/Reports-Defined The Contractor shall be responsible to provide VA Engineering Service with a typed formal report of services performed. This formal Vendor Engineering Service Report shall include results, details and data for all services performed.
Contractor shall provide a report presenting inspection findings and fix recommendations for each tank system.
Items to be included & reported during inspections:
Tank Conditions Notification (failure to notify) Corrosion protection Tank Corrosion protection Piping Condition on retractors, hoses, breakaways, vapor caps, rubber gaskets, and swivels (dispensing islands only) Condition of all gauges and meters
Overfill/Spill Overfill prevention is in place and operational Spill prevention is in place and operational Tank and piping release detection Inspect piping/fitting conditions for failures, potential failures Detection methods and appropriate equipment or procedures are in place: alarms, interstitial piping, sump sensors Inspection, removal and disposal of debris in spill buckets. Secondary containment is present where required
Required Documentation
Prior to approval of invoices, contractor shall provide documents of:
Tank and piping repairs performed by contractor Any notice of Temporary tank closure or Permanent tank decommissioning and removal Documentation on inspecting Operator training Class A, B, and C Time stamps of equipment downtime/uptime and hours on-site for service call Identification of equipment to be serviced Inventory ID number, manufacturer's name, device name, model number, serial number, and any other manufacturer's identification numbers Itemized description of service(s) performed Name of Veteran Administration employee who witnessed service described Name of Field Service Engineer (FSE) who performed services Contractor service number or contractor log number Pass or Fail per tank inspected OSFM Quarterly Equipment Inspection Checklist/Operations & Maintenance Guidelines for UST System Inspections per tank
GENERAL REQUIREMENTS
Contractor to furnish all labor, materials, and transportation necessary to include:
All work under the provisions of this contract shall be performed by properly licensed and certified UST technicians directly employed by the contractor. UST Technicians shall be fully trained and experienced in the servicing of the systems and devices specified. Subject to COR approval. In addition to the conformance section of the specifications all work under the provisions of this contract shall be performed and certified as being in full compliance with all applicable laws, regulations and codes. At all times while performing work under the provisions of this contract the contractor s employees shall strictly observe the requirements of all applicable Occupational Safety and Health Administration, Environmental Protection Agency, Department of Veterans Affairs rules and the Illinois State Fire Marshal, regulations and policies. Existing UST alarms, piping and system components or devices found to be in a state of failure shall be reported to the COR for appropriate corrective action. Contractor shall troubleshoot and diagnosis as necessary to determine the cause of the problem identified. Contractor shall provide a cost proposal to make corrections or repairs to identify deficiencies for consideration by facility personnel.
CONTRACTOR QUALIFICATIONS
The contractor shall maintain an adequate inventory of parts, materials and supplies as necessary to provide for the timely maintenance, testing and repair of the specified UST/AST systems components and devices. Failure by the contractor to satisfactorily accomplish required inspections by the provisions of this contract in a timely manner because of a lack of parts/equipment availability shall be considered justification to terminate the contract in accordance with the Default Clause. Firms shall have been engaged in business of installing, repairing, testing, maintaining UST systems, and components verifying compliance with the Illinois State Fire Marshall and other regulatory offices for at least the past five (5) consecutive years. Bidders shall provide list of the names, addresses and telephone numbers of three (3) customer references with preference towards experience with the Federal or Illinois State governments. Contractors shall provide proof of Illinois Class A,B, and C UST certification in bid. Due to the dangers with Above and Underground Storage Tanks, there shall be no subcontracting opportunities for potential general contractors. Communications shall be from government to the self-performing contractor and vice versa only.
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