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Combined Synopsis Solicitation White River Junction Underground Fuel Tank Cleaning and Filtration
(i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.
(ii) The solicitation number is 36C24124Q0223 and the solicitation is issued as a request for quotation (RFQ).
(iii) A statement that the solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-02.
(iv) This requirement is being issued as an open market, small business set-aside. The associated NAICS code is 562910 Remediation Services - small business size standard is $25 million.
(v) The Government intends to award a firm-fixed price award for Underground Fuel Tank Cleaning and Filtration Service at the White River Junction VAMC. Please see the attached Performance Work Statement for full requirement details.
(vi) The Contractor shall provide Fuel Tank Filtration and Cleaning services located at White River Junction VAMC IAW the attached Performance Work Statement (PWS). Please see the attached PWS for full requirement details.
(vii) The Place of Performance is White River Junction VA Medical Center as described per the PWS.
(viii) Provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition in addition to the following addenda to the provision: 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998); 52.204-7 System for Award Management (OCT 2018); 52.204-16 Commercial and Government Entity Code Reporting (JUL 2016); 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008)
(ix) Provision at 52.212-2, Evaluation -- Commercial Items, applies to this requirement.
Submission of Quotes:
(1) Quotes shall be received on or before the date and time specified in Section (xv) of this solicitation. Note: Offers received after the due date and time shall not be considered.
(2) Offerors shall submit their quotes electronically via email to Kenya.Mitchell1@va.gov and David.Valenzuela2@va.gov .
(3) Questions: Questions shall be submitted to the Contracting Officer in writing via e-mail. Oral questions are not acceptable due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions is 24 January 2024 at 5:00 PM EST. Questions received after this date and time may not be answered. Questions shall be answered in a formal amendment to the solicitation so all interested parties can see the answers.
(4) Quote Format: The submission should be clearly indexed and logically assembled in order of the evaluation criteria below. All pages of the quote shall be appropriately numbered and identified by the complete company name, date, and solicitation number in the header and/or footer.
Evaluation Process:
Award shall be made to the best value, as determined to be the most beneficial to the Government. Please read each section below carefully for the submittals and information required as part of the evaluation. Failure to provide the requested information below shall be considered non-compliant and your quote could be removed from the evaluation process.
Offeror quotes shall be evaluated under FAR Part 13.106-2(b) -- Evaluation of Quotations or Offers. Therefore, the Government is not obligated to determine a competitive range, conduct discussions with all contractors, solicit final revised quotes, and use other techniques associated with FAR Part 15. The contracting techniques associated with FAR Part 15 are not mandatory.
The Government shall award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation shall be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:
1. Price (Follow these instructions):
a. Offeror shall complete the attached Price Schedule, with offerors proposed contract line item prices inserted in appropriate spaces.
b. Ensure your representations and certifications are complete in the System for Award Management (SAM)(https://www.sam.gov). Otherwise, you will need to fill out solicitation Clause 52.212-3 "Offeror Representation and Certifications -Commercial Items and submit with the quote. Federal Acquisition Regulations require that federal contractors register in the SAM database at http://www.sam.gov and enter all mandatory information into the system. Award cannot be made until the contractor has registered. Offerors are encouraged to ensure that they are registered in SAM prior to submitting their quotation.
2. Past Performance:
a. Provide one (1) but not more than three (3) references of work, similar in scope and size with the requirement detailed in the SOW. References must include contact information; brief description of the work completed, and contract # (if relevant). Please utilize Past Performance Worksheet for your references and please submit as part of your quote submission. References may be checked by the Contracting Officer to ensure your company is capable of performing the Statement of Work. The Government also reserves the right to obtain information for use in the evaluation of past performance from any and all sources.
3. Technical: The offeror s quote shall be evaluated to determine if the organization has the experience and capabilities to provide the requested services IAW the SOW in a timely efficient manner.
a. Contractor shall demonstrate their corporate experience and approach to meet all requirements stated in the SOW.
b. Contractor shall demonstrate that their technicians meet the qualification standards stated in the SOW.
c. If you are planning to sub-contract some or all of this work, please provide the name and address(s) of all subcontractor(s) (if applicable) and a description of their planned subcontracting effort.
(x) Please include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with your offer via the SAM.gov website or a written copy.
(xi) Clause 52.212-4, Contract Terms and Conditions -- Commercial Items (OCT 2018), applies to this acquisition in addition to the following addenda to the clause: 52.204-16 Commercial and Government Entity Code Maintenance (JUL 2016); 52.219-6 Notice of Total Small Business Set-Aside; 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013); 852.203-70 Commercial Advertising (MAY 2008); 852.232-72 Electronic Submission of Payment Requests (NOV 2018)
Subcontracting Commitments - Monitoring and Compliance
This solicitation includes VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing contractor compliance with the subcontracting commitments incorporated into the
Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor compliance with the subcontracting commitments.
(xii) Clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items, applies to this acquisition and in addition to the following FAR clauses cited, which are also applicable to the acquisition: 52.204-10, 52.209-6, 52.219-6, 52.219-28, 52.222-3, 52.222-21, 52.222-26, 52.222-36, 52.222-50, 52.223-18, 52.232-33, 52.222-41, 52.222-43 (Wage Determination Applicable (WD 2015-4009 (Rev-24) posted on beta.sam.gov)
(xiii) All contract requirement(s) and/or terms and conditions are stated above.
(xiv) The Defense Priorities and Allocations System (DPAS) and assigned rating are not applicable to this requirement.
(xv) RFQ responses are due 29 January 2024 by 5:00 PM EST. RFQ responses must be submitted via email to: Kenya.Mitchell1@va.gov and David.Valenzuela2@va.gov. Hand deliveries shall not be accepted.
(xvi) The POC of this solicitation is Kenya Mitchell (kenya.mitchell1@va.gov)





PRICE SCHEDULE
ITEM NUMBER
DESCRIPTION OF SUPPLIES/SERVICES
QUANTITY
UNIT
UNIT PRICE
AMOUNT
0001
Annual Fuel Tank Filtration and Cleaning
Contract Period: Base
1.00
YR
__________________
__________________
1001

Annual Fuel Tank Filtration and Cleaning
Contract Period: OY 1
1.00
YR
__________________
__________________
2001
Annual Fuel Tank Filtration and Cleaning
Contract Period: OY 2
1.00
YR
__________________
__________________
3001
Annual Fuel Tank Filtration and Cleaning
Contract Period: OY 3
1.00
YR
__________________
__________________
4001
Annual Fuel Tank Filtration and Cleaning
Contract Period: OY 4
1.00
YR
__________________
__________________


GRAND TOTAL
__________________



PAST PERFORMANCE WORKSHEET
1. Name of Contracting Activity, Government Agency, Commercial Firm or other Organization:
2. Contracting Activity Address:
3. Contract Number:
4. Date of Contract Award:
5. Beginning Date of Contract:
6. Completion Date of Contract:
7. Contract Value:
8. Type of Contract:
9a. Technical Point of Contact:
9b. Contracting Point of Contact:
Name:
Name:
Title:
Title:
Address:
Address:
Telephone:
Telephone:
Email:
Email:
10. Place of Performance:
11. Description of Work (Use a continuation sheet if necessary):
12. List any commendations or awards received:
13. List of Major Subcontractors:


PERFORMANCE WORK STATEMENT
DEPARTMENT OF VETERANS AFFAIRS

Project Name: Fuel Tank Filtration and Cleaning
Place of Performance:
215 North Main Street
White River Junction VT 05001
Period of Performance:
Base + 4 Option Years (Options Years will be exercised at the Governments discretion)
Contractor shall preform the service between the months of April through October.
Project Scope
The White River Junction VA Healthcare System requires the services of a qualified firm to provide fuel filtration services Work is to include fuel filtration services for six tanks, consisting of (1) 3,000-gallon AST, (2) 30,000 gallon AST and (1) 20,000 gallon, (1) 12,000 gallon and (1) 1,200 gallon underground storage tank. This SOW is for a Base plus Four Option Year contract. White River Junction s ASTs are contained within vaults above ground . Confined space permits are required to enter the vaults.
The Contractor shall also be responsible for all materials delivered and work performed until completion and acceptance of the entire work, except for any completed unit of work which may have been accepted under the contract.
The Contractor shall also be responsible for all damages to persons or property that occurs because of the Contractor s fault or negligence.
The Contractor shall be responsible for field verifying all conditions and quantities that may affect the project work prior to bid of this project. Site investigation is to be included in the cost proposal. This work can be performed directly by the General Contracting firm, or indirectly via contract to a third party (Sub-Contractors). The person(s) conducting the site investigation are to check in with the VA Facilities Management Services department and will be escorted to review the project by the project COR.
Work shall be completed in conformance with the time schedule requested by the VA Contracting Officer s Representative (COR) or Resident Engineer (RE). The Contractor is solely responsible for preparing all necessary regulatory notifications to meet the time schedule.

General Contractor Requirements

Tank #

Location

Size

Type of Fuel

Type of Tank
1996-1

Bldg. 40

1,200 gallons

Diesel

UST
1996-2
Bldg. 32
12,000 gallons
Diesel
UST
1996-3
Bldg. 2
20,000 gallons

Diesel

UST

2-3
Bldg. 54
30,000 gallons
No. 2 fuel oil
AST
2-4
Bldg. 54
30,000 gallons
No. 2 fuel oil
AST
88-1
Bldg. 88
3,000 gallons
Diesel
AST

Preform annual fuel tank inspection, treatment, and fuel filtering on three above ground tanks, one with 30,000 gallons fuel oil, the second with 30,000 gallons of fuel oil and the third with 3,000 gallons of Diesel fuel.
The Above ground storage tanks shall be inspected within the following years, 2024, 2027.
The underground storage tanks shall be inspected within the following years; 2024, 2025, 2026, 2027 and 2028.
Preform inspection, treatment, and filtering service on three below ground tanks. The first tank consists of 20,000 gallons of fuel oil, the second tank holds 12,000 gallons of Diesel fuel and the third tank holds 1,200 gallons of diesel fuel.
A 3rd Party analysis shall be done annually to meet NFPA 110 regulations/ joint commissions for ALL tanks six tanks listed in the chart above.
Contractor is responsible for capturing, storing, containing and disposal of all fuel/water contaminants and will provide waste manifest for all waste removed.
Confined space permits will be required, services rendered per this scope occur within confined space. Permits can be obtained locally through the WRJ safety office.
Inspection and Filtering Requirements
Filter fuel particulates through nominal 1 micron bag filter. This filtering process should remove any microbials from the fuel.
Filter fuel through a coalescer/ separator to remove any suspended water.
Treat Diesel and fuel oil tanks with ILFC 1032 (Stabilizing agent) and Biobor JF.
Fuel tank must remain online during the filtering process in case of any emergency.
Post-filtration fuel sample analysis shall include photos of the sample, detailed lab reports showing testing results and any results beyond limits.
Fuel testing results should show the following: API Gravity, Appearance, Bacteria Fungi Mold Yeast, Cetane Index, Cloud Point, Distillation, Flash Point-Closed cup Ramp Mode, Sulfur in Fuel, Water by Karl Fischer ppm, Water and Sediment, ICP Metals and % Biodiesel (FAME.)
All AST inspections shall be performed to meet EPA SPCC regulations.
Fulfill requirements to standards set by GS-07F-0363U.
Work Schedule
Normal working hours are from 7:30 AM to 4:30 PM.
Work Performed After Hours: Work may be performed after hours; COR shall have a 48-hour notice before work is to be done.
To maintain schedule, work performed over the weekend, may be allowed. Contractor to coordinate these efforts with VA COR with a minimum 48-hour notice.
Privacy Statement
Information Security: The C&A requirements do not apply; a Security Accreditation Package is not required. Incidental exposure to protected health information may occur from accessing the work site. Staff will follow all Privacy & Security policies and procedures.
Record Management
The following standard items relate to records generated in executing the contract and should be included in a typical procurement 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.

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