H999--Fuel Tank Inspections & Maint/Diesel Fuel Testing and Polishing Service

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY 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, Larry Facio, Contracting Officer. See below Response Method to this notice. Response shall be sent by email to larry.facio@va.gov by the due date and time of 10/12/2026 by 1:00 p.m. (Pacific Time). GENERAL INTENTION AND REQUIREMENTS General: Provide testing and polishing of diesel fuel inventories, and service inspection and testing of Government owned / Government operated fuel storage tank systems. The fuel storage tank system is comprised of underground and above ground fuel storage tanks, generator day tanks, and associated generator fuel supply piping system at VA Palo Alto Health Care System (VAPAHCS) facilities in Palo Alto, Menlo Park, and Livermore. The fuel storage and distribution systems provide diesel, gasoline, and ethanol fuel on a 24 hours per day, seven days per week, 365 days per year basis to facilities emergency power supply systems, and government vehicle fleet fuel stations. The Contractor shall provide management, supervision, labor, parts, material, tools, incidental engineering services, and transportation necessary to perform testing and filtration services in accordance with applicable California State EPA and CARB standards and regulations, and to perform inspections and testing of the Underground Storage Tanks (USTs) and Aboveground Storage Tanks (ASTs) in the VAPAHCS inventory and as required in this Performance Work Statement (PWS). Modifications to performance requires written consent of the Government s Contracting Officers Representative (COR) or COR designee. The Contractor, without additional expense to the Government, shall obtain all licenses, permits, and insurance required to perform the work in this Contract. Contractor shall comply with all applicable federal, state, and local laws. Evidence of insurance, licenses, and permits shall be provided to the Contracting Officer and COR before work commences. Work for this contract is required at 3 separate VAPAHCS locations: 3801 Miranda Ave, Palo Alto, CA 94304 795 Willow Road, Menlo Park, CA 94025 4951 Arroyo Road, Livermore, CA 94550 The Government reserves the right to add or remove spaces, requests for change shall be submitted the Contractor for proposal. Acceptable proposals shall be submitted by the COR to the CO as a request for modification to the contract agreement. For this contract services shall be at the convenience of the Government, the standard operating hours or duty hours are the hours between 7:30 AM to 4:30 PM, Monday through Friday, except Federal Holidays, or 40 working hours per week. Service shall be performed within 30 days of the previous year s performance, on or before the date of last inspection & service. CODES and STANDARDS Publications, guidelines, codes, regulations, manuals and local policies listed below form a part of this Contract. Service shall meet the requirements of current code editions published, all manufacturer guidelines, Veteran s Affairs (VA) memorandums, and industry standards, as applicable, and in the case of conflicting standards the most stringent shall apply. ASTM Diesel Fuel standards California CARB Title 13 and 17 OSHA Standard 29 CFR 1910 International Building Code (IBC) NFPA 101 Life Safety Code NFPA 99 Health Care Facilities Code Federal Energy Policy Act (EPAct) Requirements 40 Code of Federal Regulations (CFR) Part 280, Underground Storage Tank USEPA, 40 CFR Part 112: Oil Pollution Prevention and Response Occupational Safety Health Agency (OSHA) Standard 1910.106; Flammable and Combustible Liquids Occupational Safety Health Agency (OSHA) 1910 NFPA 30, Flammable and Combustible Liquids International Code Counsel (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) 2.2 The Contractor shall fully support and attend any regulator required inspection. The Contractor shall comply with applicable City (Palo Alto, Menlo Park, and Livermore), county (Alameda, Santa Clara, and San Mateo), State (California), and Federal inspector requirements. United States Environmental Protection Agency (USEPA) NFPA 30 NFPA 110 California State Water Resources Control Board Bay Area Air Quality Management District (BAAQMD) County of Santa Clara Department of Environmental Health San Mateo County Environmental Health Alameda County Department of Environmental Health Local Fire Marshall regulations. The Contractor shall perform all 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. Contractor shall protect the natural resources and environment while maintaining mission essential facilities operations. EXCLUSIONS Equipment, components, and parts not installed under this Contract shall not be removed, replaced, or deficiencies corrected while still under the manufacturers or installer s warranty, without prior approval of the COR. Installation of new attachments recommend or required by inspectors, insurance agencies, or VA/Government Authorities. There shall be no borrowing of parts (i.e., removing of parts from one PEC, whether in it is in service or not, to correct a deficiency on another PEC) except in an emergency or with written consent from the COR. GOVERNMENT FURNISHED PROPERTY, MATERIALS, and SERVICES The Government will not provide office space or operational facilities to the Contractor. The Contractor shall secure and maintain the necessary office space and other facilities required for performance of this Contract at their own expense. The Government will not provide tools or equipment to the Contractor. The Contract shall furnish all tools required for the performance of this Contract. The Government will not provide any materials to the Contractor. The Government will furnish the following services at existing outlets, for use in those facilities provided by the Government and as required for the work to be performed under this Contract: electricity, fresh water, sewage service, and non-hazardous refuse collection (from existing collection points). Disposal of equipment and construction debris is the responsibility of the Contractor. Oil removed from equipment units shall be collected, placed in California Department of Toxic Substances Control used oil management compliant containers provided by the contractor and can be turned over to the Government for disposal upon approved request. Used or emptied oil containers can be removed by the contractor only if they are California Department of Toxic Substances Control compliant containers, documented chain of custody to include destination of recycling, and only with COR inspection and approval. CONTRACTOR REQUIREMENTS The Contractor shall provide all equipment, supplies, management, supervision, personnel, and transportation necessary to assure that all services are in accordance with the contract and all applicable laws and regulations. The contractor shall ensure all work meets performance standards specified in this Performance Work Statement (PWS) and referenced documents to include all notes, explanatory material, and appendixes. The Contractor shall provide a Contract manager who shall be responsible for performance of the contract work. Name of the Contract manager and an alternate shall be designated in writing to the CO/COR prior to contract start date. Changes to personnel shall be submitted to the Government within five (5) workdays of the changes. The Contract Manager or alternate shall have full authority to act on contract matters relating to daily operation of the Contract. The Contract Manager or alternate shall be available to speak/meet with the CO or COR, within 24 hours of request during normal operating hours and or within the next business day. The selection, assignment, and management of Contractor s employees is the responsibility of the Contractor. The Contractor shall not employ any individual identified as a potential threat to the health, safety, security, and general wellbeing, or operation of the VAPHCS facilities or personnel. The Contractor is fully responsible for performance and conduct of his/her employees. The Contractor shall not allow any employee to perform work under this Contract while under the influence of alcohol, drugs, or any other incapacitating agent. Contractor s technicians shall possess certificates on equipment which work will be performed. Certificates and documents shall be presented with submission package. VA reserves the right to request proof of appropriate training and experience from vendor/contractor personnel for servicing the equipment on the schedule for the duration of the contract. Contractor shall provide certificates and documents within two days of request. The Contractor shall have a valid contractor s license, shall have team leads completed Occupational Safety & Health Administration (OSHA) approved 30 hour construction safety training, and all on site staff completed a minimum OSHA 10 hour construction safety training. All certificates shall be provided to the COR prior to the beginning of work and at any change in staffing access the VAPAHCS inventory. The Contractor shall have a minimum of 10 years experience in the maintenance, inspection, testing, and repairs of UST, AST, and fuel delivery systems. A minimum of 10 years of experience in local, county, state, and federal fuel tank inspections as the designated operator. The Contractor shall possess all required certifications and licenses to include, but not be limited to California UST Certification for UST System Operator, UST Service Technician, UST Inspector, Confined Space Entry, and other State and OSHA required certificates for UST and AST fuel systems. The Contractor shall have experience with and access to the NoViolation.Com Software-as-a-Service (SaaS). The Contactor shall be responsible for maintaining the existing data base and updating all documented maintenance and testing documentation into the database. All CONTRACTOR REQUIREMENTS will be evaluated as part of the technical package submitted by the Contractor in selection of the best value service provider. 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 COR to discuss problem areas. The contract manager shall provide an emergency contact number for any emergency situation. 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 fuel tank maintenance shall all possess the following listed certificates/licenses for the life of the contract: California UST System Operator California UST Service Technician California UST Inspector Confine space certificate OSHA 10 training When performing work or operating equipment in direct support of VAPAHCS 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 COR for proper recording of training no later than 5 day after award of contract. VA has the right to inspect and request verification of licenses and certificates of during the contract period. Contractor shall update list of any changes with personnel or certificates/license and submit to COR 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. EMERGENCY / CALL BACK SERVICES Emergency telephone numbers. Contractor shall provide the CO/COR with pertinent emergency telephone numbers to summon assistance in the event of an emergency. At least one of the emergency telephone numbers, and one alternate telephone number. This information shall be provided in writing to the CO/COR. Emergency Services. The contractor shall respond to emergency calls upon the discretion of the contracting officer (CO) or COR. 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 a list of contacts and phone numbers. Urgent services. Urgent service calls will be classified as urgent at the discretion of the CO or COR. 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 will 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 update 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 with regard to established time limits and quality standards. The service log shall be submitted to the COR and Compliance Office every 5th of the month. 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 COR immediately. The contractor shall notify the COR of the required time for these operations to adequately allocated resources and adjust VAPAHCS operations. HAZARDOUS MATERIALS. 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 COR immediately. Contractor shall request permission in writing to the COR if hazardous material are required to be stored on VA grounds, which shall not be greater than three calendar days. 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 COR. The contractor shall be liable for containment and environmental clean-up of spill or release of such recommendations, including fees, fines or other expenses related to spills. The contractor shall comply with environmental and hazardous materials storage and handling requirements and maintain current Safety Data Sheets (SDS). SAFETY AND HEALTH STANDARDS. The contractor shall coordinate worksite with applicable personnel to ensure the protection of 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). 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. Shutdowns. Contractor shall adhere to VAPAHCS 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 COR. Required documentation shall be requested by the COR or CO at no cost to the government. SPECIFIC SERVICES FUEL FILTRATION AND POLISHING 9.1.1.The Contractor shall provide all tools, materials, equipment, to filter and treat all of the Underground Storage Fuel Tanks (UST's) and Aboveground Storage Fuel Tanks (AST's) and the Day Tanks for the Emergency Generators @ the three (3) Divisions and the one (1) Clinics of the VA Palo Alto Health Care System. UST's; The contractor shall perform this work through one (1) 4" access point per tank; optically inspect, clean, filter, polish, and remove sediment, bacterial particles, rust, and water to waste drums per Federal and California EPA Standards and Regulations. AST's; Contractor shall optically inspect, clean, filter, polish, and remove sediment, bacterial particles, rust, and water to waste drums per Federal and California EPA Standards and Regulations. The contractor shall vacuum all contaminates from the bottom of the tanks from one end to the other end with minimal disturbance of the fuel to reduce contaminates from mixing with the fuel in the tank. The contractor shall filter the fuel to remove any moisture and contaminates and return the clean fuel to the tank The contractor shall add diesel fuel conditioner that is certified for national defense fuels to each tank at a ratio of 1:7500 using a volume factor of 80% tank capacity to inhibit bacterial and fungal growth, prov