The intent of this Sources Sought Announcement is to assist in our decision-making process for services procurement. This is not a solicitation, nor request for quotes or proposals. Through the receipt of responses, this will enable a more precise type of procurement process. The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this Sources Sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award of a contract, nor does it restrict the Government to a particular acquisition approach. Any inquiries are to be made in writing by email to the point of contact, John Waldrip, Contracting Specialist CS). Responses to this notice shall be sent by email to john.waldrip@va.gov by the due date and time of 04/17/2024 by 4:00 p.m. (Pacific Daylight Time). Upon receipt of capabilities statement, CS/CO may request additional market research aide such as informal pricing. Place of Performance: Contractor shall furnish services at the Veterans Affairs Central California Healthcare System (VACCHCS) Address: 2615 E. Clinton Avenue, Fresno, CA 93703 Performance Work Statement (PWS) SPILL PREVENTION, CONTROL AND COUNTERMEASURE PLAN VA Central California Health Care System BACKGROUND: The VA Central California Healthcare System (VA CCHCS) Medical Center requires contracted services to prepare a Spill Prevention, Control and Countermeasure (SPCC) Plan for the Fresno VA Medical Center. The contractor shall provide all resources and expertise necessary to accomplish the deliverables described in this Performance Work Statement. In 2009, the United States Environmental Protection Agency (EPA) issued a rule amending the Oil Pollution Prevention regulation promulgated under the authority of the Federal Water Pollution Control Act (Clean Water Act). The goal of the oil pollution prevention regulation in Title 40 of the Code of Federal Regulations, Part 112, (40 CFR 112) is to prevent oil discharges from reaching navigable water of the United States or adjoining shorelines. Subparts A through C of the Oil Pollution Prevention regulation are often referred to as the "SPCC rule" because they describe the requirements to prepare, amend and implement SPCC Plans. The final rule to 40 CFR 112 took place on November 5, 2009. It eliminates the threshold single container capacity of 660 gallons, eliminates completely buried storage tanks, from 40 CFR 280 or 281, added an exclusion from SPCC for tanks smaller than 55 gallons, eliminated tanks used for wastewater treatment from SPCC requirements, and now requires visual and non-destructive testing. SCOPE OF WORK: The work will be divided into the following primary tasks: TASK 1 - Review of existing documents (2013 SPCC Plan and Tanks Inventory) TASK 2A Meet and interview facility Staff TASK 2B Inspect the facility TASK 3 Prepare SPCC Plan Update TASK 4 Train Staff on SPCC Plan Implementation TASK 5- conduct AST inspection of Tank #3 TASK 1 Review of existing documents Contractor will review the existing SPCC Plan (January 13, 2013). Contractor will review all buildings and details such as an elevator with a hydraulic oil reservoir, storm drain location(s), and existence of oil filled transformers for accuracy and legitimacy for inclusion in the SPCC and required updates. The contractor will review documentation of training conducted, with respect to regular inspections for oil leakage and emergency response actions that are required subsequent to the last SPCC Update. Contractor will review tank, pumping, piping, valving, and instrumentation documentation submitted to by the VACCHCS. Contractor will review operating and emergency procedures for tanks and ancillary equipment containing oil as defined by 40 CFR 112. Task 2A Meet with the facility staff Contractor will conduct a meeting at the facility with the facility staff. Contractor will review SPCC documentation with the VA staff and their status (current, out of date, adequate, needs more documentation) will be discussed. Contractor will review with VA staff the EPA definition of oil based on 40 CFR 112, to ensure that staff recognize materials meeting the definition of oil and discuss if all applicable items have been included in the inventory provided. Task 2B Inspect the facility Immediately following the meeting noted in Task 2A, the site visit would be conducted to examine the condition of tanks holding oil as defined by 40 CFR 112, their secondary containments, pumps, transfer facilities secondary containment structures, and instrumentation. During the walk VACCHCS Fresno maintenance manager/technician knowledgeable on the tanks, pumping, piping, secondary containment, instrumentation, storm and sanitary sewer drains, and electrical transformers will escort the contractor engineer around the facility. VACCHCS Fresno maintenance manager/technician will provide access to diesel storage tank enclosure, diesel day tanks, any elevator equipment room where the hydraulic oil reservoir, and storage locker for portable containers of paint and petroleum products. Contractor will be allowed to take photographs of pertinent features. Seven new buildings have been constructed since the 2013 SPCC: Building 19 (Switchgear), Building 19A (Generator Switchgear), Building 22A (Chiller Building), Building 25 (Freedom Building), Building 27 (Independence Building), Building 28 (Community Living Center Building), and Building LC-2 (Modular Trailers). All buildings (new and old) shall be included in the facility inspection. Several buildings and features have also been removed or demolished since the 2013 SPCC (Buildings 10, 12, 13, 14, 15). Task 3 Prepare SPCC Plan Update. Contractor will prepare the new SPCC documents. Based on EPA requirements, each tank needs to be indicated on a Facility drawing. Contractor will annotate a VACCHCS provided current Facility Drawing which indicates the location of all existing buildings. Contractor will provide draft SPCC Plan in Microsoft Word format, to the person designated by the VACCHCS. That person will collect all comments from VACCHCS staff on one copy of the draft SPCC Plan. Contractor will receive this one version with all comments within 60 calendar days. Within 20-days after receiving comments from the VACCHCS, contractor will implement changes, if necessary, and issue the final version of the SPCC Plan, electronically, in MS Word and Portable Document Format (PDF) to the VA s COTR. Four hardcopies will then be mailed to the designated person at the VACCHCS, for their internal distribution. Task 4 Train Staff on SPCC Plan Implementation Contractor will conduct initial training on the developed SPCC plan. Training should include all employees responsible for the operations and maintenance of petroleum storage, use, and transport. Contractor will coordinate with the Green Environmental Management Systems (GEMS) Manager on the date and times of the training. Contractor shall provide training on multiple dates and times to ensure all employees are trained. Contractor will provide the documentation of completed Initial SPCC training for the required employees. Task 5 Conduct AST testing of Tank #3 Contractor will arrange for and have conducted the External and Internal inspection of Aboveground Storage Tank (AST) #3 (20,000 gal). The inspection shall be performed by a certified inspector and be completed in accordance with STI Standard SP-001. Formal report of inspection shall be supplied to the VA within 10 business days of inspection. The vendor shall adhere to the most current version of the referenced law, codes or standards as applicable to the SPCC plan development and AST inspection. 40 CFR Part 112 Steel Tank Institute (STI) SP-001 CONTRACTOR QUALIFICATIONS: Contractor must be a licensed Professional Engineer. AST inspector shall be a qualified tank inspector certified by STI. Contractor personnel performing service on this contract shall have all required certifications and/or licenses per requirements. The Contractor shall maintain certifications, training records of each employee and/or laboratory testing agencies performing services under this contract. The Contractor shall make all updates to certification or records for individuals and/or laboratory testing agencies available for review by the VA. The contractor shall provide a copy of the certification records and photocopy of the employee s identification when requested by the VA. PLACE OF PERFORMANCE: Fresno VA Medical Center - 2615 E. Clinton Ave. Fresno, CA 93703 PERIOD OF PERFORMANCE: The period of Performance is 90 days from notice of award (NOA). HOLIDAYS: Legal holidays recognized by the Federal Government in accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97 or any other by the President of the United States to be a national holiday, the following national holidays are observed and for the purpose of this contract is defined as Legal Federal, official holidays as follows: Recognized Holidays New Year s Day January 1 Martin Luther King Jr. s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veteran s Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 Hours of Operation. The hospital operates 24 hours a day, however business hours will be defined as 7:00 am to 5:00 pm from Monday through Friday except for federal holidays or when the Government facility is closed due to local or national emergencies administrative closing. GENERAL REQUIREMENTS: Contractor shall be responsible for the protection of all building floors, floor coverings, walls, wall coverings, ceilings, furniture, light fixtures and equipment in that may be subjected to damage while performing this contract. Contractor shall replace all damaged items with exact matching item or a like item at the VACCHCS discretion. Work site shall be left free and clean of all debris after completion of work. Contractor shall be responsible for the safety of all VACCHCS employees, patients and visitors while performing contracted work, including slipping and tripping hazards. GENERAL INFORMATION: Contract Manager. The contractor shall provide a contract manager who shall be responsible for the work. The name of this person, and an alternate(s) who shall act for the contractor when the manager is absent, shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all matters relating to this contract. Removal of Contractor s Employees. The contractor shall utilize only experienced, responsible, and capable employees in the performance of this contract. The CO may require that the contractor remove from the Government job any employee that endangers persons, property, environment, EEO policy, Hostile work environment, or federal workplace policy or violates the standards noted in this PWS. Government Furnish Equipment. This PWS does not have any government furnish equipment. Contractor shall not use any government own equipment, material, supplies, or tools. Contractor shall furnish all requirements. RECORDS: The contractor shall be responsible for creating, maintaining government required records that are specifically cited in this PWS or required by the Federal, State, and Local law and authorities. The contractor shall provide the original records or a reproducible copy of any such record upon request from the government at no additional cost. The cost of reproductions and delivery shall be the contractor s responsibility. Only VACCHCS engineering department, COR, or CO shall have the authority to approve request and receive records. The contractor shall safeguard any and all information. Contractor shall inform CO and COR of any request made, which CO or COR will authorize or disapprove. Additionally, the following standard items relate to records generated in executing the contract: Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its Contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (Subcontractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any Subcontractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. CONTRACTING OFFICER REPRESENTATIVE: The Contracting Officer Representative (COR) will be appointed by the Contracting Officer who will provide technical guidance and clarifications to the Contractor. It shall be noted that interpretation of contractual terms and/or financial matters is the responsibility of the Contracting Officer. The COR will monitor the Contractors performance to assure that services provided, and the standards of performance are met in accordance with this Performance Work Statement. In accordance with FAR 52.212-4 (a) Inspection/Acceptance the Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of non-conforming supplies or re-work of non-conforming services at no additional cost to the Government STANDARDS OF CONDUCT: Contractor, subcontractors, and contractor s personnel must adhere to the contract and shall conduct themselves according to VA conduct standards. Neglect of Duties. Contractor, subcontractors, and personnel neglect of duties shall not be condoned. This shall include but not limited to sleeping on duty, unreasonable delay or failures to carry out assigned tasks, conducting personal affairs during duty hours, and refusing to render assistance or cooperate in upholding the integrity of the work site security. This can result in the termination of the contract or removal of the employee(s), which will be the decision the VA. The CO shall inform the contractor in writing of actions. Disorderly Conduct. The use of abusive or offensive language, quarreling, intimidation by works, actions, or fighting shall not be condoned. Also included is participation in disruptive activates which interfere with normal and efficient of government operations. This can result in the termination of the contract or removal of the employee(s), which will be the decision the VA. The CO shall inform the contractor in writing of actions. Driving. Contractor and Contractor s employees shall obey all speed limits and traffic signs. Disobeying traffic regulation could result in court citations, which include monetary fines. Continued violations could result in being restricted from driving on VA facilities. Parking. Contractor vehicles will be parked only in lots or areas designated by the COR, if available. The Government will not be liable for any lost, stolen, or damage vehicles or items. Contractor shall obey all distances from critical areas which are deemed by the VA or code. Continued violations could result in being restricted from driving on VA facilities. Smoking. Smoking is prohibited on VA property. Smoking on VA property could result in citations, which include monetary fines. Continued violations could result in removal from VA facilities. Intoxicants. The Contractor shall not allow any employee to possess, sell, consume, or be under the influence of intoxicants, drugs, or substances that produce similar effects. The use of illegal drugs is prohibited on Federal property. Violators will be prosecuted. Posted Signs: The Contractor shall comply will all posted signs on VA property. Criminal Actions. Contractor, subcontractor, or contractor s employees may be sanction for criminal actions, but not limited to the following: Falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records. Unauthorized use of Government property, theft, vandalism, or immoral conduct. Unethical or improper use of official authority or credentials. Removal of Personnel. The Government reserves the right to direct the Contractor to remove any employee from the work site for failure to comply with the standards of conduct or for safety/security violations. SECURITY: Security Badge: Contractor and contractor s employees shall obtain the necessary identification badge through the VA s badging process. The contractor may obtain a temporary badge from dispatch, VA police on arrival to any campus while application for permanent identification badge is in progress. The VA Issued Security badge shall be worn on the upper torso and be visible at all times. Contractor s Badge: Contractor, Subcontractors, employees, and representatives shall have a company badge visible at all times. Contractor s badge shall be visible at all times. OI&T Security: Office of Information and Technology (OI&T) certification and accreditation requirements do not apply for this service contract and therefore a Security Accreditation Package is not required. At no time will the vendor be in contact or have access to VA sensitive information, OI&T systems, or the VA OI&T network. SAFETY: In performance of this contract, the Contractor shall take such safety precautions as the Contractor Officer, or his/her designee may determine to be reasonably necessary to protect both the lives and health of the occupants of the building and property. The Contractor Officer or his/her designee will notify the Contractor of any non-compliance. The Contractor shall, after receipt of such notice, immediately correct the condition to which attention has been directed. The Contractor shall provide all necessary Personal protective Equipment (PPE) and attire to personnel and require employees to use it during the performance of their duties as necessary. Employees shall be trained on the use and proper maintenance of PPE. The contractor shall conform to all regulations, federal and local OSHA standards. Contractor shall comply with the Federal and State OSHA Blood Borne Pathogens Standard(s) and Airborne Infection Precautions. The Contractor shall ensure: Methods are in place by which all employees are educated as to the risks associated with Blood Borne Pathogens and Infectious Airborne Diseases in Health Care facilities Have policies and procedures in place which reduce the risk of employee exposure to Blood Borne Pathogens and Infectious Airborne Diseases Have mechanisms for employee counseling and treatment following exposure to blood borne pathogens and Infectious Airborne Diseases. Provide employees with appropriate personal protective equipment (PPE) and/or clothing such as gloves, caps, gowns, masks, and protective eyewear throughout the performance of this contract. INVOICING: Contractor shall invoice in monthly increments or as established by the Contracting Officer in arears for work performed. Invoices will not be paid until all required deliverables have been received during the billing period. Invoices shall be submitted to the COR for review and approval prior to submission to Tungsten. All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. VA s Electronic Invoice Presentment and Payment System- The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submissions. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge. More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp. Vendor e-Invoice Set-Up Information: Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e- invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below: Tungsten e-Invoice Setup Information: 1-877-489-6135 Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com FSC e-Invoice Contact Information: 1-877-353-9791 FSC e-invoice email: vafsccshd@va.gov
