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Page 10 of 10 The Department of Veterans Affairs Network Contracting Office 2 is issuing this Sources Sought synopsis as a means of conducting market research to identify parties having an interest in... Page 10 of 10 The Department of Veterans Affairs Network Contracting Office 2 is issuing this Sources Sought synopsis as a means of conducting market research to identify parties having an interest in and the resources to support this requirement for Fuel Tank Maintenance at the Brooklyn VA Medical Center, 800 Poly Place, Brooklyn, NY 11209, the Manhattan VA Medical Center, 423 East 23rd Street, New York, NY 10010 and the VA St. Albans Community Living Center, 179-00 Linden Boulevard, Jamaica (Queens), NY 11425. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 562998. THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. If your organization has the potential capacity to perform these contract services, please provide a Capability Statement, including the following information: Organization name, DUNS number, address, email address, Web site address, telephone number, and socioeconomic status of the organization. Service-Disabled Veteran-Owned Small Business (SDVOSB) and Veteran-Owned Small Business (VOSB) must be verified at https://www.vip.vetbiz.gov. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements. The government will evaluate market information to ascertain potential market capacity to 1) provide services consistent in scope and scale with those described in this notice and otherwise anticipated; 2) secure and apply the full range of corporate financial, human capital, and technical resources required to successfully perform similar requirements; 3) implement a successful project management plan that includes: compliance; cost containment; meeting and tracking performance; and risk mitigation; and 4) provide services under a performance based service acquisition contract. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by July 18, 2023, at 3:00PM EDT. All responses under this Sources Sought Notice must be emailed to the Point of Contact listed below. New York Harbor Healthcare System Petroleum Bulk Storage Tank Maintenance Statement of Work Summary: The vendor shall provide various services to support the management of petroleum bulk storage tanks at the U.S. Department of Veterans Affairs New York Harbor Healthcare System (NYHHS). Work shall be performed at the following NYHHS facilities: Brooklyn VA Medical Center, 800 Poly Place, Brooklyn, NY 11209 Manhattan VA Medical Center, 423 East 23rd Street, New York, NY 10010 VA St. Albans Community Living Center, 179-00 Linden Boulevard, Jamaica (Queens), NY 11425 Scope of Work: The Contractor shall be responsible for specified maintenance of the petroleum bulk storage tank systems listed in the tables incorporated in sections (4) and (5) of this scope of work. Maintenance items shall include tank monitoring panels, probes, sensors, thermal printers, alarms, batteries and all associated components of the tank gauging and leak detection systems. The Contractor shall provide properly trained technicians to service, repair, and/or calibrate tank monitoring systems, probes, and all other accessories in accordance with the manufacturer s instructions and this scope of work. Scheduled Maintenance Annual Maintenance: The Contractor shall: Check interstitial monitoring systems of all underground storage tanks in accordance with all provisions set for in 40 CFR 280.40 and updated 2015 EPA regulations. This includes, but is not limited to, checking probes and sensors for residual buildup, ensuring floats move freely, checking shaft for damage, ensuring cables are free of breaks and kinks, and testing alarm operability and communication with controller (e.g. verifying system configuration and battery backup); Check overfill prevention devices of all underground storage tanks to ensure equipment (i.e. overfill alarm and automatic flow restrictor/shut-off) is set to activate at the correct level and when regulated substance reaches set level, in accordance with all provisions set forth in 40 CFR 280.35 and updated 2015 EPA regulations. Perform full functionality check and calibration of all tank monitoring systems (e.g. Veeder-Root and Omntec alarm panels) in accordance with manufacturer s instructions and EPA published guidance document Standard Test Procedures for Release Detection Methods: Automatic Tank Gauging Systems , (EPA 510-B-19-002), May 2019. Collect samples of diesel fuel from designated underground storage tanks and submit for fuel quality analysis. The procedure is as follows: 1) Collect one sample per tank, approximately 2 above the bottom of the tank using a thief sampler or other methodology, taking care not to excessively disturb bottom sediment; 2) Submit the samples to a laboratory that is certified to perform the American Society for Testing and Materials (ASTM) test methods indicated on the next page. The laboratory should have extensive experience in testing fuel samples. Provide a written summary report documenting the results of the tank system functionality checks (stipulated in sections 1A, 1B, and 1C of this Statement of Work) in accordance with all provisions set forth in 40 CFR 280.45, and a separate report describing the fuel test results in comparison to the ASTM standards referenced in the table above and include recommendations to treat and/or filter the fuel as required in order to resolve any fuel quality issues. ANNUAL FUEL QUALITY TESTING REQUIRED PARAMETERS Description ASTM Standard ISO ASTM Standard Flash point D93 2719 54°C Water and Sediment D2709, D1796 3734 0.05% Max Distillation D86 3405 10% at 282°C (540°F) Max 90% at 350°C (662°F) Max (Preferred) 90% at 360°C (680°F) Max Viscosity D445 3104 1.4CSt Min to 4.1Cst Max Sulfur D5453, D2622, D129 20884 0.05% (<500 ppm) or better 0.0015% (<15 ppm) for Tier IV Cetane Index D976, D4737 N/A Min 40 Cetane Number D613, D6890 N/A Min 40 Cloud Point D2500 3015 Must not exceed lowest expected ambient temperature Density D1298, D287 N/A 800 kg/m3 min Thermal Stability D6468 N/A Min 80% Reflectance After Aging 180 minutes at 150°C (302°F) Water D1744, D6304 N/A 0.05% Max by weight Microbial Contamination ASTM D7563 (ATP) or ASTM D7978-14 or ASTM D8070-16 N/A Pass/Fail ANNUAL FUEL QUALITY TESTING SAMPLING SCHEDULE Campus Tanks Annual Number of Samples Brooklyn 007 and 008 2 Manhattan 003, 004, 005 3 St. Albans 001, 002, 003, 003A, 003B, 004 and 007 7 Resamples As Designated 3 TOTAL NUMBER OF ANNUAL SAMPLES (For all Required Parameters): 15 Biennial (Every-Other-Year) Maintenance: NOTE: Biennial maintenance applies to: Tanks 007 and 008 at Brooklyn VAMC; Tanks 003, 004 and 005 at Manhattan VAMC; and Tanks 001, 002, 003, 003A, 003B, 004 and 007 at St. Albans CLC (twelve tanks in total). The Contractor shall: Test fill port spill buckets of all designated underground storage tanks for liquid tightness/integrity to ensure the equipment is liquid tight by using vacuum, pressure, or liquid testing in accordance with all provisions set forth in 40 CFR 280.35. Provide a written summary report documenting the completion of the tests and findings, including a summary of recommendations to resolve any failed tests. Pump out and properly dispose of petroleum-contaminated wastewater generated from testing procedures referenced in this section. The contractor will be responsible for providing the VA with copies of the appropriate shipping and disposal documents and other related paperwork in accordance with all provisions set forth in 40 CFR 761.214. One-Time Maintenance The Contractor shall: Affix weatherproof signage to all underground storage tanks in accordance with provisions set for in 40 CFR 280 and 6 NYCRR Part 613. This includes, but is not limited to PBS tank ID, storage capacity, contents, etc. The Contractor is to permanently affix API color coding in accordance with NYS DEC regulations. Replace current steel, tank top manhole covers with fiberglass reinforced plastic manhole cover systems such as Fibrelite Composite Manhole Covers or other equivalent product for USTs 009, 010, and 011 at Brooklyn VA Medical Center, USTs 003, 004, and 005 at Manhattan VA Medical Center, and USTs 002 and 004 at St. Albans Community Living Center. Provide and install a total of eight (8) 24 diameter manhole covers. Installation shall include all requisite appurtenances including manholes, frames, covers, skirts, fill risers, spill buckets, adaptors, and cover handle access tools. Unscheduled Maintenance The Contractor shall be requested to perform unscheduled maintenance (UM) of fuel tank systems on as needed basis by the COR. The Contractor shall submit cost quotations for all requested UM prior to performing any work. The Contractor may only proceed with work upon written authorization. For individual unscheduled maintenance actions, the work will be performed in accordance with a Government-approved technical instruction, and the Contractor shall obtain all parts, materials, supplies, and labor for individual unscheduled maintenance actions and repairs which cost less than or equal to $5,000. Unscheduled maintenance tasks include but are not limited to: Repair of tank monitoring panels and probes (replace defective components as needed). Dispatch of a vacuum truck and operator to pump out standing water and/or fuel from tank sumps, interstitial spaces, and bottom of tanks. Empty and clean underground and/or aboveground tanks. Safely remove all fuel, accumulated sludge, and contaminated water and dispense into an appropriate waste storage container. The Contractor shall facilitate the proper disposal of waste. Spill Response: The Contractor shall take all measures necessary to respond to fuel/oil spills and coordinate all aspects of clean-up (i.e. managing sub-contractors, supplies, etc.) in accordance with NYS DEC and US EPA regulations; and ensure mobilization of all necessary field crews within 4 hours of notification. Perform vacuum tightness testing of underground storage tanks. Testing should isolate the tank from the piping and test the tank only, not the piping. Test methodology must consist of a vacuum test capable of detecting a leak of 0.1 gallons per hour or less and should be on the list of test methods approved by the National Work Group on Leak Detection Evaluations (NWGLDE). [Manhattan Campus Only]: Conduct service/repairs on the Simplex SmartFilter Fuel Filtration/Polishing System on an as needed basis (e.g. when the alarm indicates an issue) which can include but is not limited to filter changes and other routine preventative maintenance. The Contractor shall process all fuel in underground storage tanks through the filter system after maintenance. NY Harbor Healthcare System Underground Storage Tank Unscheduled Maintenance Plan Campus Description Amount Brooklyn Unscheduled Maintenance (parts and labor) (Requires Ordering) $5,000 annually Manhattan Unscheduled Maintenance (parts and labor) (Requires Ordering) $5,000 annually St. Albans Unscheduled Maintenance (parts and labor) (Requires Ordering) $5,000 annually VA NY Harbor Healthcare System Underground Storage Tank Inventory (Note: All tanks contain ultra-low sulfur diesel fuel) Brooklyn VA Medical Center Tank No. Location Size (Gallons) 007 Near main generator 8,000 008 Near Building 14 2,500 009 Near Building 4 (for Boiler Plant) 20,000 010 Near Building 4 (for Boiler Plant) 20,000 011 Near Building 4 (for Boiler Plant) 20,000 012 Near outpatient clinic generator 2,500 Manhattan VA Medical Center Tank No. Location Size (Gallons) 003 Near main generator (along 25th Street entrance) 15,000 004 Near main generator (along 25th Street entrance) 15,000 005 Near main generator (along 25th Street entrance) 15,000 St. Albans Community Living Center Tank No. Location Size (Gallons) 001 Behind (southeast of) Boiler Plant 2,500 002 Near southeast corner of Building 88 1,000 003 Near patio area west of Building 87 1,000 003A Near (north of) laundry Building 173 1,000 003B Near cul-de-sac between Buildings 91 and 93 1,000 004 Front (northwest) of Boiler Plant 4,000 007 Near cul-de-sac between Buildings 86 and 87 1,000 VA New York Harbor Healthcare System Underground Storage Tank Monitoring System Inventory Brooklyn VA Medical Center Device Model Location Tanks Monitored Veeder-Root TLS-350 Plus In outpatient clinic generator shed 007 and 012 Veeder-Root TLS-350 Boiler Plant Lower Level 009, 010, 011 Veeder-Root TLS-350 Building 14 Mechanical Room 008 Veeder-Root TLS Plus Building 13 Critical Care Generator 280-gallon aboveground storage tank Manhattan VA Medical Center Device Model Location Tanks Monitored Omntec OEL 8000II In Fuel Oil Monitoring Room (main generator shed) 003, 004, 005 St. Albans Community Living Center Device Model Location Tanks Monitored Veeder-Root TLS-450 In Boiler Plant Two aboveground 30,000- gallon storage tanks Pneumercator E-29 Liquid Level Gauge (Six Total) In buildings proximal to tanks 001, 002, 003, 003B, 004, 007 001, 002, 003, 003B, 004, 007 Omntec OMRA-2 High Level Alarm (Six Total) Exterior wall-mounted proximal to tanks 001, 002, 003, 003B, 004, 007 001, 002, 003, 003B, 004, 007 Omntec Tank Monitoring Console ELP21L1PD2 (Six Total) In buildings proximal to Tanks 001, 002, 003, 003B, 004, 007 001, 002, 003, 003B, 004, 007 Veeder-Root TLS-350 Plus Building 174 (Laundry Generator) 003A Evaluation Factors The VA New York Harbor Healthcare System will select the Contractor whose proposals are considered best value to the Government consistent with the following factors: Technical Proposal/Approach: Demonstrates a thorough understanding and acceptance of the scope of work. Demonstrates the ability to meet the requirements of the scope of work (e.g. existing hardware, personnel, vehicles, etc.). Provide information (i.e. written statement) describing a specific, overall management plan that satisfies the tasks requirements in the scope of work. Team Arrangements & Subcontracting Plan: Provides information designating Key Personnel and affirmation of their competency in safely and efficiently completing tasks listed in the scope of work. Provides information designating Key Sub-contractors and affirmation of their competency in safely and efficiently completing tasks listed in the scope of work. Demonstrates an ability to successfully manage an integrated team, inclusive of subcontractors and other team members. Can, upon request, furnish evidence of compliance pertaining to local, state, and federal regulations applicable to the tasks listed in the scope of work. Past Performance Evidence the contractors have performed work that is the same or similar in size, nature, and complexity to the services being procured under this solicitation. Cost/Price The proposal will be evaluated to determine the sensibleness of costs associated with manpower, materials, and other resources and whether this is accurately reflected.