This is not a solicitation for proposals, proposal abstracts, bids, or quotations. The purpose of this notice is to obtain information regarding the availability and capability of all qualified sources to perform Siemens Uroskop De-Installation Services at Captain James A. Lovell Federal Health Care Center. Responses to the information requested will assist the Government in determining the appropriate acquisition method. It is understood that all firms submitting a response to this Sources Sought will have an established business in the industry of Underground Tank Testing and Inspection Services in accordance with requirements listed below.
DESCRIPTION OF SERVICES
Edward J. Hines Jr. VA hospital requires the services of a contractor for inspection, maintenance, testing, and repair services for nineteen (19) diesel/unleaded storage tanks located throughout the Hines VA Campus per 40 CFR Part 280.
(16) Underground Storage Tanks (UST)
(03) Above Ground Storage Tanks (AST)
Overview of requirements
The bidding contractors shall be certified by Office of the Illinois State Fire Marshall-(OSFM) & Illinois Class ABC certification
Review historical records of tank performance
Maintain Hines Storage Tank Records
Coordinate Storage Tank compliance and permitting efforts with OSFM
Work with engineering staff to evaluate maintenance and repair options
Inspect tank system for compliance with federal, state, and local environmental regulations
Provide formalized report on inspection and recommendations for each tank system
Transmit inspection records to OFSM to ensure Hines is compliant
Provide certification process guidance and ensure permits are current and displayed
Perform limited preventative maintenance repair that can be only accomplished by certified contractor
This contractor shall adhere to all regulatory program inspection requirements. These requirements shall include the Energy Policy Act of 2005, 40 CFR 280 under RCRA, VHA Directive GEMS 7700 and Illinois State Fire Marshall (ISFM). In addition, the inspections include adherence to air quality programs as identified by the Illinois Administrative Code Title 35, Part 731.
SCOPE
Contractor shall contact Hines VA Engineering, Contracting Officer Representative (COR) to request onsite inspections at least, one (1) week prior to the visit.
The contractor is required to perform inspections and maintenance during normal work hours 7:00am 3:30pm Monday through Friday. Inspections will not occur on weekends or government holidays.
Contractor shall review records to include Spill Prevention, Control, and Countermeasure (SPCC) plans, tank registrations and compliance reports, agency inspections, tank vendor operating manuals, layout drawings, and permits.
Contractor shall review the tank information available through Office of the Illinois State Fire Marshal agency databases and shall review state and local UST/AST code requirements with respect to the referenced tanks at the VA.
Inspection-On site
Contractor shall conduct on-site inspection of all tanks in Attachment 2, with VA personnel to verify the current state and conditions of the UST/AST systems. The site inspection shall be conducted by a certified Level A and B UST/AST Tank System Inspector and Illinois certified tank installer.
The inspection shall require both written and photo documentation if emergency or damage is discovered.
The inspection shall include demonstration of the operation using real time monitoring systems used by VA personnel.
This inspection shall include spill and overfill protection, corrosion protection, leak detection, secondary containment, spill preparedness kits for response, reporting of releases, and applicable compliance requirements.
Inspection-On site Time Frame and Delivery
Monthly Inspection: 3rd or 4th week of month
Annual Inspection: Month of October-No time constraints
Triennial Inspection: Month of October-No time constraints
AST Inspection Note
No monthly inspections needed on AST
Only Fuel is tested once a year : Month of October-No time constraints
Inspection Close out
At the completion of the on-site inspection, the contractor shall conduct an Inspection review meeting with VA representatives to present findings.
Meeting Agenda shall include identification of regulatory deficiencies discovered that could result in significant action by US EPA, IEPA, OISFM, state, local agencies or risk to patient health.
The contractor shall review Hines VA tank program documentation/records of Inspected elements such as: tank registration forms, financial responsibility, submittals, tank testing, and tank inspections.
Contractor to provide formalized report using OSFM Standards
REPORTING REQUIREMENTS
GEMS Documentation/Reports-Defined
The Contractor shall be responsible to provide VA Engineering Service with a typed formal report of services performed. This formal Vendor Engineering Service Report shall include results, details and data for all services performed.
Contractor shall provide a report presenting inspection findings and fix recommendations for each tank system.
Items to be included & reported during inspections:
Tank Conditions
Notification (failure to notify)
Corrosion protection Tank
Corrosion protection Piping
Condition on retractors, hoses, breakaways, vapor caps, rubber gaskets, and swivels (dispensing islands only)
Condition of all gauges and meters
Overfill/Spill
Overfill prevention is in place and operational
Spill prevention is in place and operational
Tank and piping release detection
Inspect piping/fitting conditions for failures, potential failures
Detection methods and appropriate equipment or procedures are in place: alarms, interstitial piping, sump sensors
Inspection, removal and disposal of debris in spill buckets.
Secondary containment is present where required
Required Documentation
Prior to approval of invoices, contractor shall provide documents of:
Tank and piping repairs performed by contractor
Any notice of Temporary tank closure or Permanent tank decommissioning and removal
Documentation on inspecting Operator training Class A, B, and C
Time stamps of equipment downtime/uptime and hours on-site for service call
Identification of equipment to be serviced
Inventory ID number, manufacturer's name, device name, model number, serial number, and any other manufacturer's identification numbers
Itemized description of service(s) performed
Name of Veteran Administration employee who witnessed service described
Name of Field Service Engineer (FSE) who performed services
Contractor service number or contractor log number
Pass or Fail per tank inspected
OSFM Quarterly Equipment Inspection Checklist/Operations & Maintenance Guidelines for UST System Inspections per tank
GENERAL REQUIREMENTS
Contractor to furnish all labor, materials, and transportation necessary to include:
All work under the provisions of this contract shall be performed by properly licensed and certified UST technicians directly employed by the contractor. UST Technicians shall be fully trained and experienced in the servicing of the systems and devices specified. Subject to COR approval.
In addition to the conformance section of the specifications all work under the provisions of this contract shall be performed and certified as being in full compliance with all applicable laws, regulations and codes.
At all times while performing work under the provisions of this contract the contractor s employees shall strictly observe the requirements of all applicable Occupational Safety and Health Administration, Environmental Protection Agency, Department of Veterans Affairs rules and the Illinois State Fire Marshal, regulations and policies.
Existing UST alarms, piping and system components or devices found to be in a state of failure shall be reported to the COR for appropriate corrective action.
Contractor shall troubleshoot and diagnosis as necessary to determine the cause of the problem identified.
Contractor shall provide a cost proposal to make corrections or repairs to identify deficiencies for consideration by facility personnel.
CONTRACTOR QUALIFICATIONS
The contractor shall maintain an adequate inventory of parts, materials and supplies as necessary to provide for the timely maintenance, testing and repair of the specified UST/AST systems components and devices. Failure by the contractor to satisfactorily accomplish required inspections by the provisions of this contract in a timely manner because of a lack of parts/equipment availability shall be considered justification to terminate the contract in accordance with the Default Clause.
Firms shall have been engaged in business of installing, repairing, testing, maintaining UST systems, and components verifying compliance with the Illinois State Fire Marshall and other regulatory offices for at least the past five (5) consecutive years. Bidders shall provide list of the names, addresses and telephone numbers of three (3) customer references with preference towards experience with the Federal or Illinois State governments.
Contractors shall provide proof of Illinois Class A,B, and C UST certification in bid.
Due to the dangers with Above and Underground Storage Tanks, there shall be no subcontracting opportunities for potential general contractors. Communications shall be from government to the self-performing contractor and vice versa only.