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Page 5 Performance Work Statement Storage Tank Maintenance and Repair Services VA Eastern Colorado Health Care System SECTION 1 GENERAL. This Performance Work Statement (PWS) sets forth the contract p... Page 5 Performance Work Statement Storage Tank Maintenance and Repair Services VA Eastern Colorado Health Care System SECTION 1 GENERAL. This Performance Work Statement (PWS) sets forth the contract performance requirements for the inspection and testing of Government owned / Government operated fuel storage tank system. The fuel storage tank system comprises of underground storage tanks and above storage tanks, day tanks, and associated fuel supply piping system at VA Rocky Mountain Regional VA Medical Center (RMRVAMC) located at 1700 N. Wheeling Street, Aurora, Colorado 80045. The fuel storage and distribution system provides petroleum on a 24-hours per day, seven days per week, 365 days per year basis to facilities operation such as generator plants, boilers, grounds fleet fuel station, and emergency standby power. SCOPE. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, management services necessary to perform inspections and testing to Underground Storage Tanks (USTs) and Aboveground Storage Tanks (ASTs) as required in this PWS. The contractor shall perform to the standards in this contract. The Contractor shall abide by all laws, rules, and regulation applicable to fuel storage tanks operations. All service must comply with the PWS and all applicable federal, state, county, and fire marshal laws and regulations. BACKGROUND. The RMRVAMC is committed to the protection of the environment and compliance with all applicable environment protection laws. The RMRVAMC facilities have a Storage Tank management program in place to address monitoring, record-keeping requirements and regulations, procedures and organizational mechanisms designed to prevent or limit accidental release of Petroleum, Oil and Lubricates (POL) to surface water, groundwater, or soils. OBJECTIVES. General performance objectives include but are not limited to: Ensure functionality and operability of the fuel storage and distribution system at RMRVAMC. Be in full compliance with inspections, testing, UST and AST operation as required by the US Environmental Protection Agency (USEPA), Colorado Department of Oil and Public Safety (CDOPS), Counties, Fire Marshals storage tank regulations and Spill Prevention Control and Countermeasures Rules and Regulations. Protect the natural resources and environment while maintaining mission essential facilities operations such as emergency generators, steam generator plants, and vehicle fleet activities. DESCRIPTION OF SERVICES. The Contractor shall provide all labor, equipment, supplies, facilities, tools, transportation, material, management services, and other items and services necessary to provide inspection, cleaning, testing, calibration, maintenance and repairs of USTs and ASTs with auxiliary equipment and systems. The Contractor shall provide the activities necessary to ensure four (4) USTs and two (2) ASTs at RMRVAMC follow UST regulations and AST regulations. These activities include performing the required tests, inspections, maintenance and repairs to insure UST/AST compliance. (See attached summary list of tanks and equipment.) QUALIFICATIONS. Contractor shall have a valid contractor s license and certificates. Shall have completed the Occupational Safety & Health Administration approved 30-hour constructions safety training. Contractor shall submit with technical package. Contractor shall have five years technical training and track records of working experience in maintenance, inspection, testing, and repairs of USTs, ASTs, and auxiliary systems. Contractor shall submit with technical package. Contractor shall possess all required certificates and licenses to include, but not limited to Colorado Designated Underground Storage Operator (DUSTO) Certification for UST System Operator, UST Service Technician, UST Inspector, Confined Space, and other State and Occupational Safety and Health Administration (OSHA) required certificates. Contractor shall submit copies of licenses and certificates in their technical package. Contractor shall submit in the technical package their employee s certificates, licenses, and a copy of their designated operator certificate. BASIC SERVICES: The contractor shall provide basic services to USTs/ASTs and auxiliary equipment/systems to maintain them in a functional, capable, safe, efficient and economical condition. The contractor shall conduct preliminary studies of USTs/ASTs and auxiliary equipment under this contract and update spreadsheet with current information. The contractor shall provide the recognized industry standard maintenance procedures, manufacture recommendations, and federal, state and local laws. The following work tasks are requirements to be performed under this PWS. Tests. The Contractor shall perform annual Line Tightness Test (LTT), Monitoring system certification (annually), Spill Containment Structure (Bucket) test (annually), Secondary containment test (every three years) and other tests required in compliance with requirements identified in the Spill Prevention Control and Countermeasure (SPCC). Inspection and Testing. USTs, ASTs, and their auxiliary equipment/systems listed in Technical Exhibit 1 shall be inspected monthly in accordance with current CDOPS inspection requirements. Monthly Inspection. The Contractor shall conduct monthly inspections to all USTs and ASTs, including the tanks, day tanks, auxiliary equipment/systems and associated piping to insure proper functionally of equipment. The contractor shall perform recurring, systematic and periodic maintenance as required to preserve USTs, ASTs, day tanks, and auxiliary equipment. Contractor shall provide, install, and maintain thermo paper / paper roll at printer. Contractor shall inspect spill kit containment at each UST and AST site. Contractor shall be responsible to provide, maintain, and add material if required. Pre- Inspections. Contractor shall inspect and prepare facility for any inspections from the state, VA inspection teams, and other agencies at the request of the RMRVAMC at no additional cost to the government. Services shall be provided no later than three (3) working days from date of request. Consultation. Contractor shall provide consultation services by phone, written, or in person at the request of RMRVAMC at no additional cost to the government. Services shall be provided no later than three (3) working days from date of request. Contractor shall provide assistance with VA requests on documents, code, questions, and requests for information upon the request of VAPACHS at no additional cost to the government. Training. Contractor shall provide training tailored to the manufactured systems at RMRVAMC on the USTs, ASTs, auxiliary systems, and monitoring systems upon the request(s) of RMRVAMC at no additional cost to the government. Existing employees shall be trained annually and new employees shall be trained within 30 days of hire at RMRVAMC. Training shall include at a minimum USTs, ASTs, fuel monitoring system, spill kit, and spill prevention control and countermeasure (SPCC). Coordinate with RMRVAMC/FMS Lead Building Management Specialist. Travel Cost. All travel costs associated with the performance of this contract are the responsibility of the contractor and are provided at no additional cost to the Government as part of this contract. Travel costs are defined as but are not limited to time and vehicle costs from personnel in travel to and from job site for all duties outlined in this PWS. REPORTS. Task Coordination and Task Performance Report. The contractor shall visit the Point of Contact (POC) s office after 8:00 am on each scheduled performance day to confirm the performance schedule between the POC and the contractor. The contractor shall provide performance reports and submit to the POC by email and hard copies shall be mailed with printout of monthly test after completion of each tasks. Reports shall be delivered no later than the 5th of every month. Performance reports shall include the following information at a minimum: Installation name Tank number Date and time work performed Licensed technician performed the service Description and method of service performed Inspection, testing, calibration and/or maintenance data Conditions of serviced equipment and/or systems Signature of contractor representative Monthly Reports. The contractor shall provide reports no later than 5th of month. Reports shall require at a minimum items 5.6.1.1 5.6.1.8. Reports shall include all inspections, service repairs, projects, tests, maintenances, purchase card services, recommendations, and other notes. Reports shall be delivered to the Contracting Officer and POC. Deficiency Report. When any deficiencies are identified on ASTs/USTs and/or auxiliary equipment and systems under this contract, the contractor shall inform the POC immediately via verbal and written email notification. Contractor shall submit the deficiency report to the POC within three (3) days with a proposal (time and cost). The deficiency report shall include at a minimum the following information: Installation name Tank number and equipment/system name Date of failure Description of failure (pictures, drawings, etc.) Justification (if repair is not accomplished) Description of repair work (pictures, drawings, etc.) Material list (description of article, quantity, catalogue-cut, pictures, etc.) for repair Proposed repair schedule Cost estimate Submission date of the report Annual Schedule. The contractor shall submit an annual schedule to the POC to obtain approval within 15 days from contract award and the start date of each option year. The annual schedule shall show the order in which the contractor proposes to perform the inspections, testing, calibration, and maintenance service, the dates on which the contractor shall start each work element and the scheduled date for completion of each element. Update Information. Contractor shall update USTs, ASTs, and auxiliary systems information on all documents. Spreadsheet shall be updated with the most current information. Contractor shall update and gather information which VA request at no additional cost to the government. HAZARDOUS MATERIAL. No hazardous materials shall be stored on VA grounds. Contractor shall provide a list of hazardous material(s) required on this PWS. The list shall include at a minimum name of hazardous material, quantity, and safety data sheet. Contractor shall report any spill or mishap to the POC immediately. Contractor shall request permission in writing to the POC if hazardous material is required to be stored on VA grounds, which shall not be greater than three calendar days. Contractor shall be responsible to remove and dispose of hazardous materials within accordance to federal, state, and local authorities. Contractor shall be responsible to clean up any spills that they cause. They shall be financially responsible for cleaning fees, fines, or other expenses related to the spill. Spills shall be clean up immediately. 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 within five (5) working days of receipt of the request at no additional cost to the government. The contractor shall provide an electronic filing management system with security measure that only allows RMRVAMC access. REGULATORY FRAMEWORK. CDOPS is the regulator for USTs, ASTs, auxiliary equipment, and associated piping that store petroleum and hazardous substances. The contractor shall adhere to the USEPA 40 CFR 112 for Spill Prevention and Countermeasures Control (SPCC) and RMRVAMC SPCC and policies. The contractor is responsible for being knowledgeable of and adhere to the following document, policies, rules and regulations: Federal Energy Policy Act (EPAct) Requirements Underground Storage Tank Federal (40 DFR Part 280) State of Colorado Regulations NFPA 30 and 110 All related USTs and ASTs policies and manufacturer s instructions Contractor performance shall be in accordance with applicable Federal, State, Local laws and regulations and Department of Veterans Affairs guidance and apply procedures and protocols as required. All work specified under this program shall be performed in accordance with accepted industry standard, such as, but not limited to, the American National Standards Institute (ANSI), American Petroleum Institute (API), National Fire Protection Agency (NFPA), Petroleum Equipment Institute (PEI), and standard applicable for this contract. Shutdowns. Contractor shall adhere to RMRVAMC shutdown and lock out / tag out policies. Contractor shall provide a three-week notice for shutdowns of any part of the system. Contractor shall submit all required paperwork to POC. Required documentation shall be requested by the POC or Contracting Officer (CO) at no cost to the government. SAFETY AND HEALTH STANDARDS. The contractor shall coordinate worksite with applicable personnel to ensure the protection employees and the environment, the prevention of damage to property, utilities, materials, supplies, equipment, and the avoidance of work interruptions. For these purposes, the contractor shall maintain programs to comply with OSHA Safety and Health regulations. The contractor shall initiate and maintain programs to comply with the provisions of the Occupational Safety and Health Standards Act (OSHA) concerning handing of potentially hazardous substances as it pertains to fuel storage, flammable and combustible liquids (OSHA §1910.106 standards). Page 14 Public Laws and Statutes. The Contractor shall comply with the issue or version (including all changes and amendments) of federal, state and local environmental statutes and regulations in effect of date of issuance of this delivery order, including, the applicable portions of the documents cited in the basic contract. The contractor shall comply with the issue or version of the instructions, regulations, policies and other documents in effect on the date of issuance of this delivery order, including but not limited to the document cited herein. EMERGENCY / CALL BACK SERVICES Emergency Services. The contractor shall respond to emergency calls upon the discretion of the CO or POC. The contractor shall perform emergency repairs to facilities, systems, improvements, or utilities damaged. Emergency calls consist of correcting failures that constitute an immediate danger to personnel, threaten to damage property, threaten the environment, and threaten to disrupt operations. Contractor shall respond to emergency call within one (1) hours of initial call. Contractor shall provide and list of contacts and phone numbers. Urgent services. Urgent service calls shall be classified as urgent at the discretion of the CO or POC. Generally, urgent calls consist of providing services or correcting failures which do not immediately threaten personnel, property, environment, or operations, but have the potential of becoming threatening. Contractor shall respond to urgent calls within two (2) hours of initial call. Routine services. Routine service call shall be classified as routine when the work does not qualify as an emergency or urgent call. Contractor shall respond to routine services calls within three (3) days of initial call. Call list and log. Contractor shall provide and updated a list of contacts and phone numbers. A log shall be maintained of all service calls received; a description of the problem or requested work, date and time received location, name, and number. The contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements regarding established time limits and quality standards. The service log shall be submitted to the POC and Compliance Office every 5th day of the month. 11.0 OPERATION IMPACT MISSION. If during the evaluation, inspection, or any other time of the UST / AST system components requires repairs or replacement, the contractor shall notify the POC immediately. The contractor shall notify the POC of the required time for these operations to adequately allocate resources and adjust RMRVAMC operations. 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. The contract manager or alternate shall be available during normal working hours to meet with POC to discuss problem areas. The contract manager shall provide an emergency contract number for any emergency. Contractor Employees. The contractor is required to provide employees who have at least five (5) years of experience in similar work of this requirement. The contractor personnel shall all possess the following listed certificates/licenses for the life of the contract: Colorado UST System Operator A/B Colorado UST Service Technician Colorado UST Inspector Confined space certificate OSHA 30 training When performing work or operating equipment in direct support of RMRVAMC within the contractor s quality management system, including requirements for Petroleum Equipment Standards. The contractor shall keep its employees trained and certified at all time during contract period. The contractor shall ensure all employee certifications are submitted to CO and POC for proper recording of training no later than 5 days after award of contract. VA has the right to inspect and request verification of licenses and certificates during the contract period. Contractor shall update list of any changes with personnel or certificates/license and submit to POC and CO no later than 5 days of occurrence. 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, or environment. The contractor shall not commence work until a Safety Plan and a Job Hazard Analysis are submitted for review and approved by the POC. Hazardous Materials. All hazardous materials must be contained and stored in the appropriate storage containers and/or cabinets. The contractor shall immediately report spills or release of hazardous material to the POC. The contractor shall be liable for containment and environmental clean-up of spill or release of such recommendations. The contractor shall comply with environmental and hazardous materials storage and handling requirements and maintain current Safety Data Sheets (SDS). SITE INVESTIGATION AND CONDITIONS AFFECTING THE WORK. The Contractor acknowledges that it has taken steps reasonably necessary to ascertain the nature and location of the work, and that it has investigated and satisfied itself as to the general and local conditions which can affect the work or its cost, including but not limited to (1) conditions bearing upon transportation, disposal, handling, and storage of materials; (2) the availability of labor, water, eclectic power, and roads; (3) uncertainties of weather, river stages, tides, or similar physical conditions at the site; (4) the conformation and condition of the ground; and (5) the character of equipment and facilities needed preliminary to and during work performance. The Contractor also acknowledges that it has satisfied itself as to the character, quality, and quantity of surface and subsurface materials or obstacles to be encountered insofar as this information is reasonably ascertainable from an inspection of the, including all exploratory work done by the Government, as well as from the drawings and specifications made a part of this contract. Any failure of the Contractor to take the actions described and acknowledged in this paragraph shall not relive the Contractor from responsibility for estimating properly the difficulty and cost of successfully performing the work, or for proceeding to successfully perform the work without additional expense to the Government. The Government assumes no responsibility for any conclusions or interpretations made by the Contractor based on the information made available by the Government. Nor does the Government assume responsibility for any understanding reached or representation made concerning conditions which can affect the work by any of its officers or agents before the execution of this contract, unless that understanding or representation is expressly stated in this contract. QUALITY CONTROL PROGRAM. The Contractor shall coordinate, report, and ensure the timely completion of the work specified in this PWS. This encompasses the planning, coordination, technical direction, and surveillance of all activities necessary to execute all work. The contractor shall provide the overall management effort required to integrate technical and programmatic functions. The contractor shall ensure the technical excellence, cost effectiveness, and timeliness of all required work deliverable products. The contractor shall develop and maintain an effective quality control program to ensure service is performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor s quality control program is how he/she assures that his/her work complies with the requirements of the contract. At a minimum, the contractor shall develop Quality Control (QC) procedures addressing the areas identified in Technical Exhibit 1, Performance Requirements Summary . After acceptance of the QC plan, the contractor shall receive form contracting officer acceptance in writing of proposed QC system. The Government has the right to review and ask for correction, additional items, and update during the contract period. The contractor shall institute and maintain a complete QC program to ensure the requirements of this contract are provided as specified. The overall goal of the program should be to identify and correct any problems that may exist before they are identified by or reported to the POC. At a minimum, the program shall include: An inspection system covering all the services required with a comprehensive checklist to be used to inspect contract performance during scheduled and unscheduled inspections and the names of the individuals who shall be performing the inspections. Provide a list of the QC inspectors to the POC. Provide a checklist shall include every area of the operation serviced by the contractor, as well as every task required to be performed. A system for identifying and correcting deficiencies and/or a pattern of deficiencies in the quality or quantity of service provided before the level of performance become unacceptable and/or government inspectors point out the deficiencies. A file for inspection conducted by the contractor and related corrective actions. This file should include follow-up documentation of inspections to ensure corrective action was appropriate, complete, and timely. This documentation shall be organized in a logical manner, kept current, and made available to the POC and the CO during the term of the contract. Contract shall submit one electronic and four (4) hard copies of the file thirty (30) day prior to end of the contract. Within five (5) workdays prior to the starting date of the contract, the contract shall submit a copy of this program to the Contracting Officer and POC. QUALITY ASSURANCE PLAN. The government will evaluate the contractor s performance under this contract in accordance with the Quality Assurance Surveillance Plan and PWS. This plan is primarily focused on what the Government will do to ensure that the contractor has performed in accordance with the performance standards. Failure to correct any adverse findings or failure to deliver all services described in this contract may result in non-acceptance of the services by the Government. Failure to meet the standards of this performance work statement my result in a deduction of price equal to the value of the unperformed or poorly performed services. Failure to provide services in accordance with this contract could also result in termination of the contract for cause and/or adversely impact the Contractor s ability to be selected for future contracts as documented. Performance Requirements Summary The following Performance Requirement Services Summary identifies the performance objective and performance thresholds for critical tasks associated with providing support services for this requirement. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. The Performance Requirements Summary shall not take the place of the PWS. These thresholds are critical to mission success. Performance Objective Standard PWS Paragraph Performance Threshold Maximum Allowable Degree of deviation requirement Method of Surveillance 1. Basic Services Functionality of the required UST/AST system Paragraph 5.3.1, 5.4 No deviations. All requirements mandated by law or regulation must be 100% compliant 100 % inspection to ensure that all Government specific requirements are achieved 2. Reports Inspection reports and documents accurately all USTs, ASTs, Day tanks, and auxiliary systems/components Paragraph 5.6 and 5.7 100 % of the time. No discrepancies are allowed. 100% inspection to ensure that all Government specific requirements are achieved 3. Emergency / Call back services Response time within the time frame Paragraph 10.0 100 % of the time. No discrepancies are allowed. 100% inspection to ensure that all Government specific requirements are achieved Government verification inspections of services shall not constitute acceptance nor replace the contractor inspection or in any way relieve the contractor of any responsibility to take all actions necessary to assure highest quality of service rendered. The contractor shall maintain a current list of employees. The list shall include the employee s name, licenses, and certificates. Updated list shall be provided when an employee s status or information changes. HOURS OF OPERATION. Hours of Operation. The contractor shall be responsible for conducting services, between the hours of 8:00 am to 4:30 pm from Monday thru Friday except federal holidays or when the Government facility is closed due to local or national emergencies administrative closing. Federal Holidays New Year s Day Labor Day Dr. Martin Luther King Jr. s Birthday Columbus Day Presidents Day Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day And any other day declared by executive order of the President of the United States. 16. STANDARD OF CONDUCT. Contractor, subcontractors, and contractor s personnel shall adhere to the contract and shall conduct themselves according to VA conduct standards. Parking. Contractor vehicles shall be parked only in lots or areas designated by Security Office personnel, if available. The Government will not be liable for any lost, stolen, or damage vehicles or items. 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 and safety violations. SECURITY. Security Badge. Contractor and contractor s employees shall obtain a flash badge / temporary badge from dispatch, VA police on arrival to any campus. Physical Security. The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. SAFETY. In performance of this contract, the Contractor shall 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 shall 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 protective equipment 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 personal protective equipment. The contract shall conform to all regulation, federal and local OSHA standards. Uniforms. The contractor shall require all his employees, including supervisor, to wear distinctive uniform clothing for ready identification. The uniform shall have the Contractor s name, easily identifiable. Appropriate protective equipment shall be required and worn during the performance of their duties. Supervision. The contractor shall arrange for satisfactory supervision of the contract work. The Contractor or his designee shall be available always, when the contract work is in progress, to receive notices, reports or requires from the Contracting Officer or his representative. ADDITIONAL SERVICES. If there are any service not listed herein that the Contractor recommended are necessary to repair the equipment described herein, the Contractor shall submit a price proposal attention to the POC for approval of the CO before any work is performed. A separate purchase order would be issued if the service and proposed price is acceptable to the CO. The Government will pay for services rendered, complete, validated and accepted, as per statement of work. Proposals shall be submitted per occurrence and per units no later than 3 days after initial finding. Any repair fund attached to this contract shall be POST AWARD CONFERENCE/PERIODIC PROGRESS MEETING. The contractor shall attend any post award conference convened by the contracting activity or contract administration office. The contracting officer, POC, and other Government personnel, as appropriate, will meet periodically with the contractor to review the contractor to review the contractor s performance. The Contractor shall abide by all applicable regulations, publications, manuals, and local policies and procedures. The following list includes but is not limited to applicable rules, codes, and regulations to the UST/AST fuel maintenance operations. Contractor shall adhere to all policies, procedures, and laws from the VA, State, US Government, and local authorities. If an issue arises between agencies or codes the most stringent shall prevail. Federal Energy Policy Act (EPAct) Requirements 1.1.2.40 Code of Federal Regulations (CFR) Part 280, Underground Storage Tank 1.1.3.USEPA, 40 CFR Part 112: Oil Pollution Prevention and Response 1.1.4.Occupational Safety Health Agency (OSHA) Standard 1910.106; Flammable and Combustible Liquids 1.1.5.Occupational Safety Health Agency (OSHA) 1910 1.1.6.NFPA 30, Flammable and Combustible Liquids 1.1.7.International Code Counsil (ICC), International Fire Code American Petroleum Institute (API), Welded Steel Tanks for Oil Storage Petroleum Equipment Institute (PEI) Underwriter Laboratories (UL) 142, Steel Aboveground Tanks for Aboveground Storage Tanks API 652, Tank Inspection, Repair Alteration and Reconstruction API 570, Piping Inspection Code, Inspection, Repair, Alteration and Rerating of in Service Piping System API RP 575, Inspection of Atmospheric & Low Pressure Storage Tanks All related UST policies and manufacturer s instructions American National Standards Institute (ANSI) Websites that reference above standards,https://www.energy.gov/savings/energy-goals-and-standards-feder...