Sources Sought Notice Only: DESCRIPTION: This is a sources sought to determine the availability of potential sources having the skills and capabilities necessary to provide the SPECIFIED REQUIREMENT. All interested vendors are invited to provide information to contribute to this market survey/sources sought including commercial market information. THIS IS NOT A SOLICITATION ANNOUNCEMENT. This is a sources sought synopsis only. Questions shall be submitted by email to
[email protected]. Provide only the requested information below. The purpose of this sources sought is to gain knowledge of potential qualified sources and their size classifications (Service Disabled/Veteran Owned Small Business (SDVOSB/VOSB), Hub zone, 8(a), small, small disadvantaged, woman owned small business, FSS/GSA contract schedule holders or large business) relative to NAICS CODE: 811310 All Other Petroleum and Coal Products Manufacturing. PRODUCT/SERVICE CODE: J091- Maint/repair/rebuild Of Equipment- Fuels, Lubricants, Oils, and Waxes. The size standard is 500 Employees. Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought synopsis, a solicitation announcement may be published on the GSA or FBO website. Responses to this sources sought synopsis are not considered adequate responses to the solicitation announcement. All interested offerors must respond to the solicitation announcement in addition to responding to this sources sought announcement. Please read the Statement of Work carefully before responding to this RFI. Period of Performance: Base plus Four (4) Option Years. SPECIFIED REQUIREMENT: Network Contracting Office 16 (NCO16) is seeking sources for a potential contractor to perform the following type of service for Diesel Fuel Cleaning. STATEMENT OF WORK FOR CONTRACT SERVICES PROJECT- Diesel Fuel Cleaning Service I. GENERAL SCOPE Perform annual diesel fuel cleaning of 1- UST 15,000-gallon tank, 1- AST 15,000-gallon tank, 3- 3,800-gallon belly tanks and 3- 100-gallon day tanks for a period of 5-years. Perform one time purchase and replacement of three (3) 100-gallon diesel fuel day tanks and all pump components. II. DRAWING None III. DESCRIPTION OF SERVICES/WORK STATEMENT 1. GENERAL REQUIREMENT: The Contractor shall provide all labor, materials, supplies, parts, equipment, and management to perform remediation of fuel to ASTM standards, fuel quality testing, and replacement of three (3) day tanks at the G.V. (Sonny Montgomery) Jackson VA Medical Center. 2. BACKGROUND: Perform annual diesel fuel cleaning of 1- UST 15,000-gallon tank, 1- AST 15,000-gallon tank, 3- 3,800-gallon belly tanks and 3- 100-gallon day tanks for a period of 5-years. Perform one time purchase and replacement of three (3) 100-gallon diesel fuel day tanks and all pump components. IIII. SPECIFICATIONS: The Contractor shall provide the following for 1- UST 15,000-gallon diesel fuel tank, 1- AST 15,000-gallon diesel fuel tank, 3- AST 3,800-gallon diesel fuel belly tanks and 3- AST 100-gallon day tanks containing #2 ULSD. Provide all labor and equipment to remediate fuel back to ASTM standards Remove all waste, water bottom from tanks. Treat tanks with Biocide if needed. Clean tanks via dialysis method. Polish fuel Provide fuel testing to meet ASTM D975 standards. To include ASTM D93 (Flash Point), ASTM D5453 (Water and Sediment), ASTM Microbial Growth Culture Medium, ASTM 1298 (API Gravity), ASTM D4176 (Appearance), ASTM D130 (Copper Strip Corrosion), and DFS1 (Usability Index) Provide written service report of all fuel testing, fuel condition, fuel levels, water levels (if any) and status of all caps, gaskets, fittings, and vents. The contractor shall provide a one-time purchase, installation, removal, replacement of three (3) 100-gallon diesel fuel day tanks and pump assemblies to include: Three (3) Pryco PY-100UL day tanks (equivalent or better) with removable 6 ½ inch square inspection plate, fuel level gauge, heavy duty float switch, press to test switch, pump running indicator light, threaded pipe connections for engine supply and return w/drop tubes, atmospheric vent, emergency vent, pump-to-tank inlets and outlets w/drop tubes, overflow, tank top drain w/drop tube, two extra 2-inch connections, fuel line strainers Three (3) Pryco 397-18B remote pumping units (equivalent or better) with 2-1/3 HP, 115 VAC, 1-Phase, 60 Hz motors and 2- 2 GPM bronze pumps. All materials required for a complete installation: piping, seals, gaskets, filters, connectors, couplings, valves, etc. Provide all labor, tools, equipment required for complete installation. Provide all labor, tools, equipment required for the removal and disposal of the existing day tanks and components. Provide all electrical needs to remove existing tanks and pumps and installation of new tanks and pumps to operate in conjunction with generators as existing equipment operated. Provide report of all testing of installed components prior to operation. Provide one year warranty over all components above manufacturers warranties from date of acceptance of products. Provide all nomenclature of equipment. IV. POINT OF CONTACT: The contractor shall provide a point of contact for the administration of the purchase order. Name: Title: Telephone Number: Email: V. QUALITY ASSURANCE: The Contractor must be certified and licensed to perform the necessary work. VI. SAFETY REQUIREMENTS: The Contractor shall perform work in accordance with existing relevant, accredited standards and codes to minimize the possibility of injury to personnel, or damage to Government equipment. Every effort shall be made to safeguard human life and property. VII. INSURANCE REQUIREMENTS: The parties agree that the Contractor s personnel working on this purchase order shall not be considered VA employees for any purpose and shall be considered employees of the contractor. The Contractor shall be responsible for providing: Workers Compensation. Professional liability insurance. Health examinations. Income tax withholding. Social Security payments. VIII. EDUCATION/TRAINING: The contractor shall provide the following certification/documentation to the Contracting Officer Representative: State of MS license and certifications. VIIII. CHANGES: The awarded Contractor is advised that only the Contracting Officer, acting within the scope of the contract has the authority to make changes which affect the contract in terms of quality, quantity, price, or delivery. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment shall be made in the purchase order price to cover any increases. X. REPORTING: For services to be performed during normal working hours, the contractor shall report upon arrival to the shall check in with the Electrical Supervisor or COR before performing any work and before proceeding to the job site. This check in is mandatory. Daily reports to be provided to the COR until completion of the project. Warranty letter due at the completion of the project XI. Records Management: Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created while performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. G.V. Sonny Montgomery VAMC (GVSMVAMC) and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. Contractor personnel shall sign VA Form 10-0708 Employee Clearance from Indebtedness before resigning or termination from Contractor working for GVSMVAMC and Facility Records Officer must sign form. A copy of completed signed VA Form 10-0708 (Contractor personnel and Facility Records Officer signatures) shall be place in each competency folder. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with GVSMVAMC policy. The Contractor shall not create or maintain any records containing any non-public GVSMVAMC information that are not specifically tied to or authorized by the contract. The 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 from public disclosure by an exemption to the Freedom of Information Act. The GVSMVAMC owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which GVSMVAC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. TMS (Talent Management System) course VA 4192704: Records Management for Everyone [Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] Flow-down of requirements to subcontractors: The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. XII. WARRANTY: Contractor shall provide a one (1) year warranty all equipment/services covered in this contract. XIII. CONFORMANCE STANDARDS: Services shall be performed, and equipment shall function in conformance with all VA safety standards, manufacturer s/industry standards, the latest published edition of NFPA-99, FDA, OSHA, JC, and other applicable national standards. XIV. SMOKING POLICY: Smoking is not permitted within or around the VA except in designated areas. XV. BADGES AND PARKING: All Contractor personnel are also required to wear Vendor ID Badges noting Contractor Name, Personal Name, and Photo of Contractor personnel. It is the responsibility of the Contractor s personnel to park in the appropriate designated parking areas. Parking information is available from the individual VA Healthcare System Police Station. VA shall not validate or make reimbursement for parking violations of the Contractor's personnel under any circumstance. XVI. HOURS/NATIONAL HOLIDAYS: The contractor shall perform the services as specified herein Monday through Friday except for National Holidays National Holidays: New Year's Day January 1st Martin Luther King's Birthday Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19th Independence Day July 4th Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11th Thanksgiving Day 4th Thursday in November Christmas Day December 25th REQUESTED INFORMATION: (1) STATEMENT OF CABABILITY: Submit a brief description, five (5) pages or less, that demonstrates how your company has the supervision, facilities, labor, and experience to perform the scheduled and unscheduled pharmaceutical waste collection, transport and disposal as described above. Include experience in performing these services to the VA, other Government (Federal or State) agency, or for a private facility. Please specify your availability to start date and your address. (2) BUSINESS SIZE AND SOCIO-ECONOMIC STATUS: (a) Indicate whether your business is large or small (b) If small, indicate if your firm qualifies as a small, emerging business, or small disadvantaged business (c) If disadvantaged, specify under which disadvantaged group and if your firm is certified under Section 8(a) of the Small Business Act (d) Indicate if your firm is a certified Hub-zone firm (e) Indicate if your firm is a woman-owned or operated business (f) Indicate if your firm is a certified Service-Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) (g) Include the DUNS number of your firm. (h) State whether your firm is registered with the Beta.Sam.Gov at https://beta.sam.gov and/or the VetBiz Registry at https://vetbiz.va.gov , (i) NOTE that any future solicitation could only be awarded to a contractor who is registered in SAM and to receive award based on VOSB or SDVOSB status you must be registered in the VetBiz Registry. Responses shall be submitted to 36C25623Q1015 no later than 3PM CST, Tuesday, May 16, 2023. Fax or Telephone calls will not be accepted. Your response should include both the STATEMENT OF CABABILITY and BUSINESS SIZE AND SOCIO-ECONOMIC STATUS information as explained above. Please place "Attention: Diesel Fuel Cleaning Jackson, MS in the subject line of your response. This notice is to assist the VA in determining sources only. A SOLICITATION IS NOT CURRENTLY AVAILABLE AND MAY NOT DEVELOP FROM THIS RFI. If a solicitation is issued it will be announced later and all interested parties must respond to that solicitation announcement separately from the responses to this announcement.