J091--Tank and Underground Pipe Monitoring, Inspection, Maintenance, Regulatory Compliance, Emergency Response and

To whom it may concern: Please note that this is NOT a request for quotes or proposals, the Government is seeking information for market research purposes only. The Department of Veterans Affairs, James J. Peters VA Medical Center, Network Contracting Office (NCO) 2 is conducting a market survey for interested vendors capable of providing Tank and Underground Pipe Monitoring, Inspection, Maintenance, at the Northport VA Medical Center. The contractor will furnish all labor, materials, chemicals, supplies, equipment, and fees necessary to accomplish the services required in this scope of work. This is a full-service contract that requires the contractor to provide all materials and labor necessary to achieve each task s requirements. The Scope of Work is divided into the following tasks, which are described below. Tasks: Continuous Electronic Monitoring and Alarming of all USTs and select ASTs The contractor shall provide continuous electronic monitoring of all nine (9) existing USTs and one existing AST, using the existing 3 Veeder-Root® automatic tank gauge (ATG) instruments and associated sensors and wiring and router operations. The contractor shall provide a complete packaged internet-based tank monitoring and reporting software with the ability to allow remote access by a minimum of five (5) VAMC employees. The monitoring system shall send email and text alarms for any alarm condition generated by the ATGs, to a minimum of five (5) VAMC employees, five (5) Contractor (and/or subcontractor) employees. The electronic monitoring shall include, at a minimum: Continuous alarm monitoring of all alarms generated by the ATGs. Daily tank volume emails at 6 am, 7 days per week. Electronically generated inventory reports for all electronically monitored tanks. 10-day reconciliation reports for tank 49 only. Fuel delivery notifications Runout projections. Scheduled inspections and field testing Equipment status available via internet 24 hours per day, 7 days per week. The three existing Veeder-Root Model TLS-3XX series ATGs and associated routers are located: In Building 203, Boiler Plant. This ATG monitors UST Tank Nos. 42 through 47 In Building 127 and monitors UST Tank No. 49 and AST Tank No. 55 (this tank has been renumbered to No. 97) West of Building 200 near the loading dock. This ATG monitors UST Tank No. 53. Monthly Inspections, Minor Maintenance, and Reporting The contractor shall inspect all tanks listed in Attachment A, including, but not limited to Gasoline, Diesel, #2 Fuel Oil, Motor Oil, Grease, Used Oil, Hydraulic Oil, and Mineral Oil monthly. Based on the inspection findings, the contractor shall prepare a monthly inspection report and submit to VAMC Northport COR and GEMS Manager, and Energy Manager. A verbal summary report shall be provided to the COR or their designee at the end of each visit. All correspondence and all monthly inspection reports shall be sent to the VA electronically upon completion. Service reports shall be provided for each maintenance or repair, or upgrade service event by the 10th day of the month following the monthly inspection visit, or 15 days after the completion of a maintenance task. The contractor shall furnish all labor and materials necessary to perform Monthly site visits to perform physical inspection of operation of the tanks listed in Attachment A, including, but not limited to: Site visits of a minimum of two 6 to 10-hour days physically on-Site to visually observe and inspect all tanks (above ground and underground tanks) and document such inspections in writing. Notify VAMC COR or their designee of deficiencies noted verbally, via text, or email at the end of each day of inspections and follow up with written report of deficiencies on the inspection forms and monthly report. Inspect all tank fill ports and monitoring ports by opening each manhole and visually inspecting internals. Document, remove any accumulated water, oil or debris from the access points. Notify COR or designee of accumulated water or product removed. Containerize any removed liquids. Completion of a monthly report that includes a separate inspection form for each tank. Visually inspect and test all Veeder-Root ATGs. Test sensors that appear to be malfunctioning, and perform minor maintenance as needed. Submission of a complete monthly report by the 10th of the month following the month of the inspection. Reports shall be in one (1) complete professionally produced electronic file in PDF format only and emailed to the COR and up to three others designated VAMC employee. All forms and documents to be used for monthly inspections and included in the monthly reports shall be submitted to VAMC for approval and shall not be used unless and until VAMC approves the forms. VAMC will reserve the right to request changes to the forms after they are initially implemented if deemed necessary or advisable. The reports shall include at a minimum: A site map showing tank locations A running list of current noted deficiencies and action items A running list of all corrected deficiencies or maintenance tasks Completed inspection forms for all USTs Completed inspection forms for all ASTs UST leak detection sensor records 10-Day Fuel inventory reconciliation report for Tank 49 Sensor Status Reports Completed transformer inspection forms Completed Elevator Room Inspection Forms Recent completed and submitted tank registration forms No confined space entries, as defined by OSHA and VAMC Confined Space Entry plan shall be performed unless coordinated in advance with the COR and VAMC Fire Department. Attachment B provides the VAMC s Permit-Required Confined Space Entry Program . This program shall be followed by the successful bidder in the event that a confined space entry is required; for example, in the event that an unscheduled maintenance task requires a confined space entry. Technical support for Annual SPCC minor update and periodic regulatory compliance tasks The contractor shall perform an annual basic update of the existing SPCC plan in MS word® and PDF format. The contractor shall provide responses to two rounds of VAMC comments to draft updates. Provide a final PDF format document and six(6) three-ring bound copies of the SPCC annually. Provide technical support prior to, during, and after any regulatory inspections by Federal, state, or local regulatory agencies having jurisdiction over USTs and ASTs. Provide technical support for the preparation of new tank registrations, registration corrections, and related tasks. Provide technical support to VA in response to any specific requests for such technical support. This subtask is intended for requests from VA for support such as, but not limited to, performing technical reviews of planned changes or additions to the current tanks or related equipment. Annual Fuel Polishing On an annual basis, the Contractor shall use the existing portable VAMC-owned fuel polishing unit to dewater and filter the fuel oil in the six (6) backup boiler no. 2 fuel oil supply in tanks 42 through 46, and the emergency generator fuel in tank 47, as identified in Attachment A. The Contractor shall provide all filters, and miscellaneous and other consumables for the operation of the polishing unit. Maintain the polishing unit, including the gasoline-fueled air compressor as per manufacturer s recommendations. Use VAMC-provided gasoline to fuel the unit, and document the gasoline use on a log sheet. Containerize all oil-impacted waste materials in DOT hazardous materials 55-gallons steel drums on site and manage off-site transportation for recycling and/or treatment and disposal of waste materials. Document all transportation and disposal with hazardous or non-hazardous manifests following all DOT, EPA, NYS DEC, and Suffolk County regulations. Prepare shipping papers and manifests for VAMC personnel s signature. VAMC personnel will inspect each shipment. No waste material shall be shipped by the contractor without inspection and signature by VAMC representative. Contractor shall provide all materials required to perform fuel polishing, such as water coalescing filters, bag filters, air compressor oil filters, and other materials as needed . The contractor shall provide an inventory of supplies in advance to avoid any downtime during the performance of this task. No confined space entry is anticipated to be required in the performance of fuel polishing. Unscheduled Maintenance The Contractor shall provide on-call response to out-of-specification equipment operation which represents a potential safety, environmental, or operational impact within 24-72 hours of discovery of the condition, whether the condition is observed by the Contractor, or upon notification from VAMC of such a condition. Emergency Spill Response The Contractor shall provide emergency spill response on a 24 hours per day, 7day per week notice basis. Emergency spill response shall include responses to fuel or oil spills, site water system pipe breaks, building water flooding events, or other similar events that require cleanup via vacuum truck. The Contractor shall provide a primary and backup emergency telephone numbers that shall be staffed on a 24/7/365 basis. A response shall be defined as mobilization of a 4,000-gallon minimum haz mat vacuum tanker truck and crews of minimum of two persons to the site in response to a telephone call requesting a response. The North American Industry Classification Systems (NAICS) is 811310 (Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance) and the standard size is $12.5 million. The Product Service Code (PSC) is J091 (Maintenance, Repair, and Rebuilding of Equipment Fuels, Lubricants, Oils, and Waxes). All responses to this notice MUST be submitting in writing and emailed to contact@example.gov and must be received not later than January 20, 2023 at 10:00AM EST. Interested parties shall provide company/individual name, a capability statement, examples of same or similar work performed at other facilities (resumes), DUNS number and address, point of contact and social-economic. Interested parties who do not submit the above information on or before the response due date and time may not be considered for this procurement.