Oil/Water/Grit Separators & Septic Holding Tanks

This Sources Sought is issued solely for informational and planning purposes only. This Sources Sought is seeking information concerning the availability and interest of qualified Small Business concerns interested and capable in providing all personnel, parts, equipment, tools, materials, supervision and other items necessary to perform the repair and maintenance of Oil/Water/Grit Separators and Septic Holding Tanks as defined in the attached Draft Performance Work Statement (PWS) located at Joint Base San Antonio (JBSA) Randolph Air Force Base TX, Canyon Lake Recreation Area (approximately 25 miles northwest of New Braunfels) and Seguin Auxiliary Field (approximately 30 miles east from JBSA Randolph Air Force Base) (see Technical Exhibit 1 and 2 of the attached Draft Performance Work Statement for locations). Included in this synopsis is a requirement for Emergency Services which require the Contractor to respond within TWO (2) HOURS of notification 24/7. The Government reserves the right to decide whether or not a Small Business (SB) set-aside is appropriate based on responses to this notice. In order for the Government to make a SB set-aside determination, it is requested that SB concerns provide sufficient written information supporting their capability to perform. This information (max of five pages, excluding cover and company identification information) should at a minimum include (a) Company Name (to include Cage Code, DUNS, registered on SAM.gov), Address, Point of Contact, Telephone Number and E-mail Address; (b) provide a brief description of current/past Commercial and/or Government (to include contract numbers, points of contact and current phone numbers, dollar values, dates of performance); (c) degree of experience in oil/water separator and septic maintenance; (d) approximate annual gross revenue; (e) business status (include 8(a), HUBZone, veteran-owned, women-owned, etc.); (f) comments indicating whether or not they would be likely to submit a proposal if a formal solicitation is posted. Note: Should it be determined that a set-aside for Small Business is not feasible, Large Businesses shall address subcontracting with Small Businesses and provide feedback as to the probability that the following proposed categories and respective goals (percentages) would be or could be met: - Small Business 35% - Small Disadvantage Business 5% - Woman Owned Small Business 5% - HUBZone Small Business 5% - Service Disabled Veteran Owned Small Business 3% - Veteran Owned Small Business 3% This information applies to any Large Business and shall be included by the response date below. The Government is requesting the above information in the event a Subcontracting Plan is necessary (in a potential future solicitation) in accordance with FAR 19.702(a)(1). Personnel will require a background check. The planned NAICS (North American Industry Classification System) code is 562991 with a business size standard of $7.0 million per year. All required information should be provided to Rhonda Chavez rhonda.chavez@us.af.mil and Joanna Cox, joanna.cox.1@us.af.mil not later than Wednesday, 27 March 2013, 2:00PM Central Time. Email is preferred. NOTE: The description herein is a summary of the required services and is not intended to be all-inclusive. 1. BASIC TASKS: The contractor shall perform all repairs and maintenance management on all tanks, traps and separators to ensure tanks, traps and separators comply with the federal, state, local environmental laws as well as the San Antonio River Authority (SARA) and Comal County regulations. Contractor must be with a State licensed "Maintenance Provider". The Maintenance Provider must know the State rules for On-Site Sewage Facility (OSSF) dated January 2009. The reports submitted to the county must be signed by the Maintenance Provider, and not the Maintenance Technician. Contractor personnel shall have all required licenses ("Installer 2" license or a Maintenance Provider License) and permits necessary to perform repair service and hauling of bio-hazard disposal waste prior to the performance of any work on this contract. The contractor shall identify the individuals who are certified by the manufacturer of septic systems that will be completing the work on-site. Maintenance management shall consist of the contractor performing oversight of all traps, septic tanks, and separators, providing recommendations to the Government on adjustments to pumping and cleaning frequencies, and disposing of waste as necessary to insure systems do not overflow and drainage lines are kept free flowing and clear of grease, oil, sand, waste, and dirt. The contractor shall provide a measuring device, either manual or metered to accurately determine the amount of waste removed from each tank area. Contractor will be responsible for all system parts and labor in the repair and maintenance of the Oil/Water/Grit separators and septic holding tanks and all related components (disconnects, air compressors, circuit breakers, later lines, alarms). The line of demarcation for the contractor for electrical will be from the main disconnect load side including fuses or circuit breakers and all related system components and electrical controls. The line of demarcation for septic system will be from the clean outs to the lateral lines ends. The contractor shall ensure all grates, covers; grills, etc. are repositioned on the tanks and traps before departing the area. Contractor shall re-perform pumping, cleaning and clearing clogged lines and traps/tanks when work requirements have not been adequately accomplished. Re-performance shall be at no additional cost to the government. 1.1. All replacement parts provided shall be factory new or factory used approved parts, with the exception of general hardware items. Individually needed parts or combined parts for one specific work order with a unit cost of less than $100.00 shall be included in the maintenance cost. If an individual replacement/repair part is needed that exceeds $100.00, the contractor shall provide 3 itemized quotes showing materials and parts, to include the total cost of repairs, to the COR. All repairs will be negotiated prior to the start of any work. The CO is the only person authorized to contractually obligate the government. 2. OIL/WATER/GRIT SEPARATORS: Contractor shall pump all oil, oil residue and other waste from separators. Contractor shall ensure the separator is drained completely; inspect all parts for problems; wash and drain the separator. Contractor is responsible for transporting all materials from Oil/Water/Grit separators to a Texas Commission on Environmental Quality (TCEQ) registered and approved, off base oil recovery and storage facility. The contractor shall pay for all disposal costs and any required chemical analysis for disposal. The cleaning shall consist of removing the covers and thoroughly cleaning the inside of the grease interceptors to include baffles, inlet connection, outlet connection, walls, and any other unit components. At the completion of cleaning all surfaces to include walls, baffles, inlet connection and outlet connection shall be free of any grease buildup. Adequate ventilation shall be maintained at all times and precautions against the presence of explosive vapors shall be taken. Before performing maintenance, the contractor shall perform an initial hydro jet cleaning and one time pumping of all Oil/Water/Grit separators as listed on Technical Exhibit 1 and 2. The contractor shall perform analytical testing of all Oil/Water/Grit separators before the first pump and every 3 years after that to determine if the waste from all Oil/Water/Grit separators is a hazardous waste and is acceptable for transport and disposal at an off base oil recovery and storage facility. If processes change it may require sampling more often and the contractor will be notified by the government when it is required other than the every 3 years as currently required. On-Call service will be performed during normal duty hours between 7:30am - 4:00pm., Monday through Friday. 3. SEPTIC HOLDING TANKS: Contractor shall pump, and dispose all waste in accordance with the federal, state, local, environmental laws. Contractor shall ensure all tanks are drained completely, and inspect all parts for problems. Cleaning shall include all surfaces of walls, baffles, inlet connection, and outlet connection. The contractor shall provide scheduled maintenance to include adjusting, servicing mechanical, electrical, and other applicable component parts to ensure proper function. The contractor will not be responsible for tank replacements. Chlorine tablets will be added by the contractor to the septic holding tanks in order to maintain a chlorine residue. The job sites shall be kept neat and clean at all times, any spillage or leakage shall be washed down and disinfected. On-Call service will be performed during normal duty hours between 7:30am - 4:00pm., Monday through Friday. 4. MONTHLY MAINTENANCE/CLEANING SCHEDULE: Contractor shall provide a monthly schedule showing the building numbers, dates and approximate times each trap, septic tank and separator shall be serviced, to be approved by the government. The contractor will also be responsible for maintaining chlorine residual by adding a chlorine tablet designed for wastewater use as stated in Paragraph 3. The schedule shall be provided to the Government COR within five working days of the start of the month of performance. 5. EMERGENCY SERVICE: In the event of an emergency, the contractor shall respond within two (2) hours of notification 24/7, such as malfunctions of systems, overflows, clogged lines, or backups. The responses will be used as market research to identify qualified, experienced, and interested potential sources, and commercial practices in support of the Government's requirements. Contact with Government personnel, other than those specified in this notice, by potential offerors or their employees' regarding this requirement is not permitted. This is not a Request for Proposal (RFP) or Quotation (RFQ). The United States Air Force at this time is not seeking proposals and will not accept unsolicited proposals. It is not to be construed as a formal solicitation or an obligation on the part of the Government to acquire any products or services. The information requested by this notice will be used to facilitate decision-making and will not be disclosed outside the agency. Any information provided in response to this is strictly voluntary and will be provided at no cost to the Government. Any information submitted by respondents to this sources sought synopsis is voluntary. The Air Force does not intend to award a contract based on this notice or to otherwise pay for the information solicited. The Government's evaluation of the capability statements received will factor into whether a forthcoming solicitation, if any, will be conducted as a full and open competition or as a set-aside for small businesses, or any particular small business designation (e.g. SDVOSB, HUB Zone, 8(a), SDB, WOSB, VOSB, etc.). IF A SOLICITATION IS ISSUED IT WILL BE ANNOUNCED AT A LATER DATE, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. Additional information regarding this requirement will be posted for viewing on FedBizOpps at http://www.fedbizopps.gov as it becomes available. Interested parties are cautioned that the draft PWS posted with this notice is subject to change; the formal version will be released if a solicitation is issued on a future date. NOTE: It is the responsibility of the potential offeror to monitor this website for release of any future synopses, solicitations or related information.