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FBO DAILY - FEDBIZOPPS ISSUE OF NOVEMBER 28, 2014 FBO #4752
DOCUMENT

H -- UST AND AST TESTING & INSPECTION OF FUEL STRGE TANKS - Attachment

Notice Date

11/26/2014
 

Notice Type

Attachment
 

NAICS

541380 — Testing Laboratories
 

Contracting Office

Department of Veterans Affairs;VA Caribbean Healthcare System;Administrative Building;#10 Calle Casia Suite #4M440;San Juan PR 00921-3201
 

ZIP Code

00921-3201
 

Solicitation Number

VA24815R0098
 

Response Due

12/9/2014
 

Archive Date

12/15/2014
 

Point of Contact

Mary Jane Gugliano
 

E-Mail Address

mary.gugliano@va.gov
(mary.gugliano@va.gov)
 

Small Business Set-Aside

Total Small Business
 

Description

11-26-2014 The following are changes to the Combined Synopsis Solicitation No. VA248-15-R-0098: 1.Amendment #3 is hereby issued against VA248-15-R-0098Combined Synopsis/Solicitation to extend the offers proposal due date to this solicitation from November 28, 2014 to December 9, 2014 at 10:00am, local, Puerto Rico time. 2.Item 9.0 of the attached Performance Work Statement(PWS) - Emergency Services is hereby replaced with the following : 9.0 EMERGENCY SERVICES. The Contractor shall perform emergency response to situations arising from project activities. The Contractor shall perform emergency repairs to facilities, systems, improvements, or utilities damaged in the course of executing the contract requirements. Emergency service calls consist of correcting failures that constitute an immediate danger to personnel; threaten to damage property, or threaten to disrupt activity operations. Urgent service call consist of providing services or correcting failures which do not immediately threaten personnel, property, or activity missions, but will soon inconvenience and/or affect the health or wellbeing of personnel, and lead to property damage. Routine service calls will be classified as routine when the work does not qualify as an emergency or urgent call. The contractor shall respond accordingly for emergency and urgent calls. 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. Upon notification of an emergency, the contactor shall respond within one (1) hour to the government and initiate emergency services. 3.Amendment is issued to include as part of the combined synopsis/solicitation the following technical responses to the Site Visit held on Wednesday, October 29,2014: 1) When is the site visit for the Tanks located in the Ponce Clinic and Mayaguez Clinic scheduled? During the site visit, the visit to these tanks in my view were 'glossed over.' The offeror had the opportunity to evaluate 95% of the storage facilities units under this PWS contract, this includes equipment located in the San Juan Main Center Hospital. In addition it was discussed and evaluated that Emergency Generator and Day tank unit located in Ponce Clinic was similar or equal In terms of storage capacity and construction materials to the layout of Emergency Generator No. 4, located in the San Juan Medical Center. However, it was presented to the offerors, that drawing and photographs will be provided if needed. As of today, none of this information has been requested. Refer to attached, pictures and drawings from Ponce Clinic. AST PONCE CLINIC: 1)200 gallons AST Day Tank Emergency Generator 1750KW Caterpillar 2)1,000 gallons AST Auxiliary Tank (Diesel Supply to the Day Tank) 3)Galvanized steel fuel distribution line (single walled) from Auxiliary AST to Day Tank. AST MAYAGUEZ CLINIC: 1)For Mayaguez Clinic the government is still in negotiation with the lessor on the tests and inspections required for the units installed at the site. The CO will notify contractor of negotiated costs related to MOPC during the period of performance of this contract. 2)In order to provide a good proposal, we request a table that includes the main characteristics of each AST & UST tanks that are included on the RFP. There is not enough information about the manufacture and capacity of each tank to be inspected and tested. This is a performance based statement contract; the offeror must be capable to evaluate the components and elements. Each capacity is listed on the attachments provided in the RFP contract package. Refer to the attached file with list of fuel storage facilities. 3) What is the protocol when repair parts for 'Correction' as a result from the 'inspection' & 'cleaning'? What is the cost limit for a repair part? The title of the Contract is Testing and Inspection, However during the walk through the Government Representative implied if there is any repair to be done then that is part of the contract. So if a tank leaks, does it require the contractor to dig up the existing tank and repair with a new tank? There is no cost limit for a repair parts. However, Section 5.6.2 requires the offeror to conduct an Deficiency report to assess and evaluate the operational conditions of the equipment and if necessary report any needs for repairs and or replacement of parts to ensure adequate and continuous fuel operation. The contractor will prepare a quote in accordance with the deficiency report, submit this quote to the CO for approval if the quote is <$2,500 threshold for materials and labor. Approval of these repairs will be communicated through the CO and coordinated with COR. For cost of the repairs or replacement is exceeds or is higher than $2,500, then this requirement will be considered additional work and shall be accomplished via modification to the existing contract or separate contract action. The additional repair work is not included in the basic contract price and shall be negotiated separately between the contractor and CO. The Government and the contractor will perform a 100% joint inspection to ensure that the additional repair work was performed and accepted. 4) Scope of work is not clear on the dollar limit of repair or type of repair to be performed or type of parts to be replaced. Also during an emergency call, if a piece of equipment is damaged, are we to replace the equipment (e.g. a pump)? Again, emergency calls should be limited in scope in terms of time and materials. Right now the 'discretion of the CO' is too wide and it is difficult to put a price on the work for an emergency call with repairs. Emergency Services will only be requested by CO/COR when services are required of the Contractor to respond to unplanned/unscheduled event regarding the equipment. Upon arrival the Contractor is to assess the situation (e.g. inspection the equipment), diagnose the issue and provide a quote to the government outlining the cost (i.e. broken down by labor cost (e.g. number of hours and hourly rate), materials costs etc. to complete the repairs, prior to performing the work. The quote will be used to established fixed price for performance of the work. Emergency calls are defined in the Section 9.0 as correcting failures that constitute an immediate failure to personnel, threaten to damage property or threaten to disrupt activity operations. Two (2) episodes occurred during this past FY 2014, 1)Failure to maintain pressure at the main fuel distribution line from Diesel Fuel Supply system to the ASTs located emergency generators 6-13. 2)Vapor accumulation at the USTs 6,7,8,9, and 10. Accumulation impacted the fuel transfer operations from tanker truck to the USTs. These two episodes affected fuel distribution operations, and impacted mission essential services such as maintaining continuous operations of standby power during electrical shutdowns. This is too open ended and can lend to abuse by the contractor or the Government. Most test and inspection contract set limits to Original Equipment Manufacture (OEM) parts during annual or monthly maintenance. If a control board is defective is the Contractor's responsibility to replace it at cost of the contract or is there a work order and PO procedure in place for follow on work? The Government does not have the intention to abuse the contractor nor misleading the contractor to estimate annual or monthly inspection requirements. The Government expects that the offeror will be able to meet government requirements under this PWS. The offeror must indicate if the company has the capabilities to meet the requirement for emergency calls. 5) How you determine the number of emergency calls in a calendar year? Can the Contracting Officer provide a historical data of emergency calls for the last two years? How you classify the emergency for this maintenance project? Refer response to question No. 4. 6) A what time of the day can tests and inspections be performed for the testing of the fuel lines or the tanks? What is the protocol to test while insuring service in the event of a shutdown? Will testing be allowed during regular hours or limited to 'later' times in the day or weekend? Please specifies which tanks or lines will be tested after regular time? As discussed under paragraph 15.3 Hours of operation, testing and inspections can be conducted during the operating hours from 700am to 4:30pm. The contractor must be aware that services must continue and disruptions must be prevented. If shutdown of the utility is required, coordination with COR must be conducted in order to notify users and FMS. 7) Can you please provide the warranty log of the AST & UST tanks and auxiliary equipment that needs to be tested? The offeror must perform the required tests as per manufacturer recommendations. Refer to the attached list for fuel storage tanks manufacturers. 8) During the site visit it was mentioned that the boiler system cannot be stopped for testing of lines. All line testing equipment require a minimum of 6 hours between delivery and testing. In addition it requires a minimum of 30 minutes between dispensing and testing, this mean none product movement during testing are allow. Please clarify. Fuel Delivery is scheduled twice (2) per month to the Boiler UST No.3 (20,000 gallons). Delivery is scheduled after 4:00 pm, therefore if 6 hours are needed prior to conduct the required tests, fuel delivery will not impacted the results of these tests. At least 12 hours will be sufficient prior to conduct these tests. There are no dispensing operations at the Boiler Steam Plant system. UST No.2 and UST No. 3 are alternating fuel supply storage which provides diesel fuel to the boiler system. If one of these tanks is scheduled for a tightness test, COR can coordinate which of these tanks can be tested based on the current use of fuel supply, after the test is completed, then contractor will proceed to test the alternate tank. This process will minimize the impact to boiler operations without impacting the scheduled tests of these units. AST Boiler tank feeds from the main USTs (either No. 2 or No. 3) every 8 hours/once per shift. Sufficient time is allowed to conduct the AST tightness test. 9) What kind of top has the vertical tank and a what pressure this tank will be testing? This is a performance base contract; the offeror must evaluate and determine the psi needed to conduct this test. The offeror must perform the required tests as per manufacturer recommendations Keep in mind, this AST is still non-operational and construction of Boiler Upgrade Project is still ongoing. 10) The CP protection of steel line should have a dielectric union to provide the necessary isolation. Without a dielectric union to isolate the tank from the steel pipe or insulation to prevent bare copper tubing from touching, the tank through a metal dome, the current can collect on interconnected underground copper and steel pipe that connects. The UST No. 2 has a galvanic CP protection with a sacrificial anode attached to the coated steel fuel line. During the walkthrough, offeror had the opportunity to observe the CP test port on which the tester will conduct the CP tests. 11) The Convault tanks manufacturer needs to approval the test according to the manufacturer operation manual, otherwise the 30 years warranty can be avoided. Please clarify. Refer to Onsite Convault procedures to conduct tank tightness test and the recommended inspection checklist from STI-001 for monthly field inspections. In addition, please refer to the integrity test of convault tank letter dated 02/21/2014. Although tank tightness tests to the primary tank are not recommended by the manufacturer, if tests are needed Convault recommended to conduct test up to 3 psi, and tank must be pressurized using inert gas such as nitrogen. This requirement will apply to all convault tanks on San Juan facilities including the 10,000 gallons AST Gasoline Tank, 10,000 gallons AST Ethanol Tank, 1,000 gallons South Bed Tower AST, 1,000 gallons Community Living Center. Refer to the attached list for detail information. However, monthly inspections are still needed as part of the scope of this PWS. Tank tightness tests on Convault ASTs be conducted as necessary( e.g repairs or during leaks), as recommended by the manufacturer, therefore Technical Exhibit No. 2 list a total of 21 AST tank tightness tests, only 17 are expected to be conducted. 12) What kind of inspection the UST and AST are required by the client, there are several inspection methods as per RP 900 and RP1200 according with PEI recommendation. PEI RP 900 UST Inspection and Maintenance Checklist-Section 5.4 requires to offeror to conduct monthly and annual inspection. PEI RP 1200 Testing and Verification of Spill, Overfill, Leak Detector and Secondary Containment Equipment at UST Facilities. PREQB-Tank Inspection Form. STI 001 Form as recommended by Convault manufacturer. 13) Will the Cathodic protection for the day- tanks of the generators be coating procedure ? Have those tanks have any ground contact? If so, the ground contact only will be protected the bottom of the tanks. Please clarify. AST has a cathodic protection from coating paint. In order to maintain cathodic protection, coating must be evaluated to maintain corrosion protection barrier not only to the AST but to the fuel distribution lines as well. Cathodic protection can be evaluated by determine conditions of the coating protection at each day tank. These conditions must be documented in the monthly inspection required under this PWS. 14) In order to provide a valid certification for the tested lines, we require a list with the full capacity in gallons that can be hold all the single lines included on the RFP. Since the line tester equipment are certify for a limit of gallons, if the gallons are over the limit of what the national work group approved this testing will be a diagnostic not a certification. Offeror should have the knowledge of the Association and/or group for this type of question. This is a performance based work contract, the offeror must evaluated and calculated the amount of fuel at the fuel lines. 15) Who is responsible for the waste generate during the tank cleaning service? Is there any valid current permit approved by the PREQB that allow the contractor to dispose of any hazard material? Or the Department of Veterans Affairs will be responsible to dispose this material after the contractor storage the waste using a 55 gallon drum? Please Clarify. The contractor shall remove the sludge and water from fuel storage tanks units and place it into 55 gallons drums for government waste disposal. Drums must meet DOT requirements for waste transportation and disposal, properly label, and characterized (Contaminated e.g. diesel fuel). The government will dispose waste in accordance with US Environmental Protection Agency and PR Environmental Quality Board (PREQB) hazardous and no hazardous waste regulations. The contractor is required to coordinate with the government time and location of the tank cleaning operations, in order for the government to prepare temporary storage areas, and schedule for waste disposal. The offeror is encouraged to conduct cleaning methods such as filtration to minimize waste generation. The Contractor shall pump all usable gasoline and diesel fuel back into the tank. 16) We understand that Suction Lines does not need any leak detections according with EPA. No leak detection is required if the suction piping has the following characteristics: 1. The piping has enough slope so that the product in the pipe can drain back into the tank when suction is released, 2. The piping has only one check valve, which is as close as possible beneath the pump in the dispensing unit. If a suction line is to be considered exempt based on the previous design elements, there must be some way to check that the line was actually installed accordingly. Please clarify. If a suction line does not meet all of the design criteria noted above, one of the following leak detection methods must be used ' A line tightness test at least every 3 year, or 'Monthly interstitial monitoring; or 'Monthly vapor monitoring; or 'Monthly groundwater monitoring; or 'Monthly statistical inventory reconciliation Suction lines should have a ball valve to isolate the lines for the tank, this include supply and return lines as well. Do they have this? Please clarify what will be the correct procedure for testing suction lines? The offeror must comply with the PREQB testing requirements. The USEPA has delegated the Underground Storage Program to the PREQB. Additional components or elements to comply with the tank or line tightness tests must be identified by the offeror. 4.Amendment is issued to attach a List of Manufacturer. (Refer only to columns 1 through 6).
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/SJVAMC672/SJVAMC672/VA24815R0098/listing.html)
 

Document(s)

Attachment
 

File Name: VA248-15-R-0098 VA248-15-R-0098_3.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1747163&FileName=VA248-15-R-0098-019.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1747163&FileName=VA248-15-R-0098-019.docx

 

File Name: VA248-15-R-0098 VACHS List of UST and AST Maintenance _ Repair Contract (Revised May 14, 2014).pdf (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1747164&FileName=VA248-15-R-0098-020.pdf)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1747164&FileName=VA248-15-R-0098-020.pdf

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: VA Caribbean Healthcare System;10 Calle Casia;San Juan, Puerto Rico

Zip Code: 00921-3201
 

Record

SN03582781-W 20141128/141126234212-57101975181aabc893065af9f7354023 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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