Inactive

Page 2 of 2 This is a sources sought announcement ONLY and is NOT a request for proposals or quotes. The VA Hudson Valley Healthcare System is currently seeking services for all labor, transportation,... Page 2 of 2 This is a sources sought announcement ONLY and is NOT a request for proposals or quotes. The VA Hudson Valley Healthcare System is currently seeking services for all labor, transportation, parts, and expertise necessary to provide preventative maintenance and emergency (unscheduled) repair of Above Ground Storage Tanks (AST) and Underground Storage Tanks (UST) and Tank Electronic Monitoring Systems. Facility addresses are listed below: VA MEDICAL CENTER CASTLE POINT CAMPUS 41 Castle Point Road Wappingers Falls, NY 12590 2094 Albany Post Road Montrose, NY 10548 Firms with interest and capability to respond to this requirement should respond with answers to the following questions: Would your firm be interested in submitting a proposal for this requirement? Is your firm a small business, or subject to other socioeconomic classification (Service Disabled Veteran Owned Business, Woman Owned Small Business, etc.)? Is vendor qualified and certified to perform AST and UST Services in state of NY? SEE Attached statement of work Please note that this is NOT a request for quotes or proposals, the Government is seeking information for market research purposes only. Network Contracting Office (NCO) 2 of the Department of Veterans Affairs is currently conducting a market survey for qualified firms capable of providing Above and Underground Storage Tank and Tank Electronic Monitoring Systems. at Hudson Valley VA Healthcare System. The North American Industry Classification Systems (NAICS) is 237120. Interested parties MUST provide company/individual name, a capability statement, examples of same or similar work performed at other facilities, DUNS number and address, point of contact and social-economic size. Interested parties should respond to Natalie Acevedo, Natalie.Acevedo@va.gov. Information should be provided no later than Monday 6, 2021 at 10:00AM Eastern Standard Time. The purpose of this notice is to gain knowledge of potential qualified sources and their size classification/socioeconomic status (service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business or large business), relative to NAICS 237120. Responses to this notice will be used by the Government to make appropriate acquisition decisions. A solicitation is not currently available. If a solicitation is issued, it will be announced on GSA E-buy website or https://beta.sam.gov/ at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. FACILITIES MAINTENANCE SERVICE CONTRACT VA HUDSON VALLEY HEALTHCARE SYSTEM STATEMENT OF WORK Above Ground Storage Tanks (AST) and Underground Storage Tanks (UST) and Tank Electronic Monitoring Systems BACKGROUND The VA Hudson Valley Healthcare System is currently seeking services for all labor, transportation, parts, and expertise necessary to provide preventative maintenance and emergency (unscheduled) repair of Above Ground Storage Tanks (AST) and Underground Storage Tanks (UST) and Tank Electronic Monitoring Systems. PLACE OF PERFORMANCE VA MEDICAL CENTER CASTLE POINT CAMPUS 41 Castle Point Road Wappingers Falls, NY 12590 VA MEDICAL CENTER FDR MONTROSE CAMPUS 2094 Albany Post Road Montrose, NY 10548 PERIOD OF PERFORMANCE Estimated period of performance shall be 01/01/2022 to 09/30/2022. The contract will contain the provision for (4) annual option years. SCOPE OF WORK The contractor shall furnish all labor, materials, equipment, tools, supervision, and all incidentals to complete the work for the services described in this document including preventative maintenance, inspection, calibration, and unscheduled repairs. Description of Services: Services under this portion of the contract shall be considered schedule maintenance and unscheduled repairs. Scheduled Maintenance Requirements: The contractor shall provide a full preventive maintenance program Are we saying that they should provide the program that includes frequency and schedule that the government will accept? and annual inspection for underground storage tank (UST) and above ground storage tank (AST) equipment and all other devices currently located at the VA Hudson Valley HCS, Montrose Campus and Castle Point Campus. Each of the items is specified in the following Schedule of Underground and Above Ground Storage Tanks. The contractor shall provide all management, supervision, labor, materials, supplies and equipment, to perform preventative maintenance, annual inspection and certification on ASTs, Veeder Root systems, and USTs. The contractor shall plan, schedule, coordinate and assure effective performance and related services in accordance with the requirements. The contractor shall obtain all necessary licenses, manufacturer authorizations and/or permitsWhat licenses are these? What permits? We have to specify how we are going to determine they got all ? required to perform this work. All adjustments, and modifications must be in strict compliance with regulatory agencies. Which regulatory agencies? The contractor shall post a preventive maintenance service guide for each UST AST and Veeder Root system in a conspicuous place. This service guide shall list each UST, AST and Veeder Root system, showing schedule of manufacturer's recommended frequency of inspection of each component on a monthly, semiannually, annually or other frequency. Entries shall be made to indicate the status of schedule items of maintenance work performed. The preventive maintenance service guide shall be kept up to date at all times and must be initialed and dated by the contractor's employee to indicate that the work has been accomplished.Will anyone be responsible for the accuracy of the guide? The service guide shall be available anytime for review at the COR's request. All safety tests and/or other tests and inspections shall be performed by the contractor at the required frequency and in strict accordance with the applicable codes.What is the required frequency? Contractor shall attach test tags after testing as specified by Code.Which Code? The Contractor shall remove any accumulated condensation causing failed tests. After completion of the required tests,How soon after? Immediately? Before leaving the facility? Within x days? the contractor shall submit a document with test result information to the COR. All tests or inspections that will remove the equipment from normal operation shall be scheduled a minimum of forty-eight (48) hours in advance with the COR. An adequate supply of spare parts shall be maintained at all times to ensure prompt preventive maintenance and repair services. Who determines what adequate is? How does the contractor know what we expect? The contractor shall provide all supplies and shall furnish metal storage cabinets in location selected by COR for spare parts, waste and flammable materials associated with this requirement. Are there any dimension restrictions on these cabinets? The contractor shall be responsible for the installation of signs and/or barricades as related to equipment and/or systems as deemed necessary by the CORThe COR should not be the one determining when a sign is need. There should be an OSHA regulation or a code or something that dictates this. We should reference that here. . This includes the use of "out of service" signs. The contractor shall have all service maintenance tickets signed by the COR. The Contractor shall sign in and out at the office of Engineering Services upon arrival and at departure. The Contractor personnel and temporary assisting staff shall be furnished with ID badges from Police Service to be worn while at each campus. SCHEDULE OF STORAGE TANKS: MONTROSE CAMPUSThis isn t a schedule. This is an equipment list. Do you have a desired schedule for these units to be serviced? TANK NO. MFG. TANK CAPACITY (gal) UST 1A Veeder Root 5,000 AST 2B Veeder Root 300 AST 4B Veeder Root 30,000 AST 5B Veeder Root 30,000 AST 6B Veeder Root 30,000 UST 7 Veeder Root 2,500 UST 8 Veeder Root 2,500 UST 14A Veeder Root 600 AST 15 Veeder Root 275 AST 18 Veeder Root 75 AST 19 Veeder Root 100 CASTLE POINT CAMPUS TANK NO. MFG. TANK CAPACITY (gal) AST - 001 Veeder Root 30,000 AST - 002 Veeder Root 30,000 Call Back and Emergency Calls: The contractor shall provide callback services. Callback service is defined as requests for service from the COR to correct any problem or condition that needs attention before the contractor's next scheduled preventive maintenance visit. Callback service consists of responding to service call and beginning to take corrective action within seven calendar days. Equipment malfunctions shall be corrected the same day that the service call was issued. If circumstances beyond the control of the contractor preclude resolution of the problem that day, the COR must be notified. Emergency callback services shall be provided twenty-four (24) hours per day, seven (7) days per week. This type of language suggests an indefinite delivery and indefinite quantity for labor hours and materials for emergencies. In order for this type of language to be included in a contract, the program office needs to provide estimated minimums and maximums for the contractor to understand the full scope of the contract and the expected man power to have available. Contractor shall have the service ticket on each service call signed by the COR. Service ticket shall identify the respective piece of equipment, description of the problem, description of corrective measures taken, and date and time it was returned to regular service. Service tickets for overtime or extra charge work must be signed and a copy left with the COR. Failure to do so will result in nonpayment for extra charge work. Contractor shall notify the COR by telephone or in person after completion of each regular time service call and check in and out with the M.A.ASpell this out . The status of repair shall be reported before departure from the medical center. Except for emergency callback service, the contractor shall perform all work during regular working hours of regular workdays, unless specifically instructed otherwise by the COR. Under no circumstances will any shutdown or breakdown last longer than five (5) working days (forty (40) working hours) from initial notification to the contractor, without prior approval of the COR. What happens if a part is needed and delivery of the part takes longer than 5 days? The COR does not approve c All tests, inspections or maintenance repairs that will remove equipment from service shall be scheduled in advance with the COR. The contractor shall comply with the following procedures when equipment is removed from service for any reason: Notify the COR when placing back in service. Contractor's employees shall turn in daily work order, repair order or a form that will furnish the following information to the COR: - Name and address of the contractor. - Name of contractor's employee in charge of work. - Date work was performed and hours expended. - Description of work performed and equipment identification. - Signature of contractor's employee and signature block for COR. The contractor shall immediately notify the COR in writing of the existence or the development of any defects in, or repairs required to the equipment which the contractor considers are not covered by the contract and shall furnish a written estimate, when requested, of the cost. Final determination of responsibility will be by mutual agreement between the Contracting Officer and the contractor. When planned work requires equipment to be taken out of service, the contractor is requested, when possible, to use the federal holidays listed below:Holiday pay is extra. How are we going to account for this additional funds? A COR cannot schedule work that will result in additional cost to the government without written modification from the CO. New Year s Day First Monday in September Third Monday in January Second Monday in October Third Monday in February Veterans Day Last Monday in May Thanksgiving Day Juneteenth Christmas Day Fourth day of July EQUIPMENT INSPECTION: Routine and periodic inspections will be performed in accordance with regulatory agencies and existing VA policy. Regulatory agencies may perform inspections upon completion of the inspection. The contractor will be furnished with an inspection report listing the deficiencies for which he is responsible to repair within thirty (30) days. Items marked "emergency" shall be corrected immediately. By whom? What if the item cannot be corrected immediately? the contractor shall not allow reported deficiencies to go uncorrected beyond the contract period. The contractor shall make available, the uninterrupted services of at least one employee to accompany the inspector during the course of the routine, period inspection and/or any type of inspection.The SOW say this requirement includes inspection. So isn t the inspector their employee? If we need then available during these inspections, we need to know the frequency and duration of these inspection should they want to properly incorporate the cost of this labor in the contract. Regular routine maintenance examination of all equipment shall be performed at a frequency of not less than monthly for all equipment. Do we want it Monthly or more frequently. This is ambiguous. The contractor shall contact the COR or his/her designee when first arriving at the Medical Center and log in at the Engineering office. The contractor's representative shall accomplish first response to reports of inoperative equipment when contacted. An inspection system covering all the services described in the contract. A checklist used in inspecting contract performance during regularly scheduled or unscheduled inspections, and the names of the individuals performing the inspection. The checklist shall include every area of the contractor's operation as well as every task required to be performed. A system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the Medical Center inspectors point out the deficiencies. A file of all inspections conducted by the contractor and the corrective action taken. This documentation shall be made available to the Medical Center upon request at any time during the term of the contract. The two sentences are not a complete sentences or thoughts. We need to clarify here. Should this all maybe be moved to the section two paragraphs down under inspection services? EMERGENCY TELEPHONE NUMBERS: The contractor shall provide the COR with pertinent emergency telephone numbers in order to summon assistance in case an emergency develops. At least one of the emergency telephone numbers shall be manned twenty-four (24) hours per day. This information shall be provided in writing to the COR prior to the contract start date. INSPECTION OF SERVICES: Definition: "Services" as used in this section includes services performed, workmanship and material furnished or utilized in the performance of services. The contractor shall provide and maintain an inspection system acceptable to the Medical Center. Complete records of all inspection work performed by the contractor shall be maintained and made available to the Medical Center during performance. The Medical Center has the right to inspect and test all services to the extent practicable. The Medical Center shall perform inspections and tests in a manner that will not unduly delay the work. If any of the services do not conform to requirements, the Medical Center may require the contractor to perform the services again in conformity with requirements. WARRANTY OF MATERIALS AND WORKMANSHIP: The contractor warrants that unless otherwise specified, all materials and equipment incorporated in the work shall be in accordance with the requirements. The contractor further warrants that all workmanship shall be first class and in accordance with the contract documents and shall be performed by persons qualified in their respective trades. All materials and equipment shall be fully guaranteed against defects in material and workmanship for a period of ninety (90) days following date of installation. Should any defect be noted by the COR, the Contracting Officer shall notify the contractor of such defect or non-conformance. Notification shall state either: That the contractor shall replace or correct, or the Medical Center does not require replacement or correction. USE OF PREMISES AND REMOVAL OF DEBRIS: The contractor expressly undertakes, either directly or through its subcontractor(s):To perform this contract in such a manner as not to interrupt or interfere with the operation of any existing activity on the premises or at the location of the work. To store its apparatus, materials, supplies and equipment in such orderly fashion at the site of the work as will not unduly interfere with the progress of its work or the work of the Medical Center or any other contractor. To clean up frequently, all refuse, rubbish, scrap materials and debris caused by its operation, to the extent that at all times the site of the work shall present a neat, orderly and workmanlike appearance. Unscheduled Repairs Requirements: Unscheduled Repairs shall be performed at the direction of the VA Contracting Officer. The vendor and the VA Contracting Officer will agree on the Scope of Work, labor hours, and parts cost prior to the commencement of work. Vendor shall submit the following associated with unscheduled repairs: Labor Hours: Minimum 80 Hours Parts Cost: Minimum Total $3,000.00 The Contractor shall be responsible for furnishing and installation of replacement parts for the following system components. All parts shall be of the original manufacturer s design and specification or equal. Parts and system components include, but are not limited to: Sensors (Interstitial, etc.) Switches (Acknowledge, etc.) Switch Boxes Probes (Water Detection, sump, etc.) Fuel Oil Float kit Veeder Root Shielded Cable Seal Off s Fittings SUBMITTALS/DELIVERABLES: Vendor shall provide (5) Bound written copies of results for the annual monitoring report for all tanks at both the Montrose and Castle Point campuses Vendor shall provide (5) Bound written copies of results for the Cathodic Protection System Evaluation for Tank 8 (Montrose Campus). SPECIAL INSTRUCTIONS: Contractor Check-in: Upon arrival, the contractor shall check-in with the VA Police or authorized VA Medical Center attendant to receive an identification badge or sticker prior to performing services at the VA Hudson Valley Healthcare System and its associated CBOC s. The contractor shall wear visible identification displaying name and company ID at all times while on the premises. Documentation: At the conclusion of each repair and scheduled maintenance visit, the contractor shall provide a written service report indicating the date of service, the model, serial number, and location of equipment serviced, the name of the representative, and the services performed and parts replaced and labor hours. The reports shall be delivered to Engineering Service at Hudson Valley Healthcare System Montrose Campus Building 16, Room 31. An electronic copy may be emailed to Stanley.Boutin2@va.gov Billing: Labor charges shall be billed hourly, and any unused labor totals will be credited back to the VA Medical Center on the next billing cycle, upon receipt of the service report. This is not how labor works. Either we do a set number of hours which they are paid for regardless of how we use them, or we do an idiq and they only bill for the hours used up to a maximum amount. TERMS AND CONDITIONS: User Responsibility: The contractor shall not be held responsible under the terms of this contract for repairs to equipment necessitated by user abuse and/or misuse of equipment. VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors (Amended October 25, 2021) Contractor employees who work in or travel to VHA locations must comply with the following: Documentation requirements: If fully vaccinated, shall show proof of vaccination. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination. If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor s order or an FDA approved over-the-counter test. Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel. Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.