Description
PERFORMANCE WORK STATEMENT Veterans Affairs Healthcare System Sheridan, WY Operators Annual Inspection (OAI) Tank Inspection Part 1 General Information 1. GENERAL: This is a non-personnel services contract to complete the Operators Annual Inspection (OAI) as required by the Wyoming Department of Environmental Quality (WYDEQ) for underground storage tanks associated with the Sheridan Veterans Affairs Healthcare System (SVAHCS), located at 1898 Fort Road, Sheridan, WY. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. 1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the OAI as required by WYDEQ and as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract. 1.2 Background: The Energy Policy Act and Wyoming Solid and Hazardous Waste Rules and Regulations, Storage Tank Program Chapter 1, require the completion of an underground storage tank compliance inspection (OAI) by a WY licensed tester annually, within one year of the previous inspection. At the time of writing, the SVAHCS most recent OAI was conducted on August 4, 2021, and the next OAI will be due no later than August 4, 2022. 1.3 Objectives: Complete the OAI as required by the WYDEQ, in accordance with all applicable rules and regulations. 1.4 Scope: Conduct 20 sump sensor tests, 3-line leak detector and tightness functionality test, 8 tank monitor inspections and emergency stop test. Inspection and testing will be conducted on 8 tanks, numbered 9, 12, 16, 17, 18, 19, 20, and 21 and all relevant and associated equipment. In addition to the annual OAI requirements, contractor shall verify and test additional OAI items that are required every 3 years, on the appropriate due dates. These items include the inspection and testing of 9 sump containments, 9 spill prevention devices, 9 overfill prevention devices, and cathodic protection for 2 steel tanks. Compliance inspection and testing was conducted August 5, 2020, for tank sump containments, spill prevention equipment, and overfill prevention devices. As a triennial requirement, these items will need to be tested again in 2023. Cathodic protection testing was completed in 2021 and will be due again in 2024. 1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four 12-month option years. The Period of Performance reads as follows: Base Year Option Year I Option Year II Option Year III Option Year IV 1.6 General Information 1.6.1 Quality Control: The government shall evaluate the contractor s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). 1.6.2 Recognized Holidays: The Contractor is not required to perform services on holidays. New Year s Day Labor Day Martin Luther King Jr. s Birthday Columbus Day President s Day Veteran s Day Memorial Day Thanksgiving Day Independence Day Christmas Day 1.6.3 Hours of Operation: The contractor is responsible for conducting business between the hours of 7:30 am to 4:00 pm Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. 1.6.4 Place of Performance: The work to be performed under this contract will be performed at the Sheridan Veteran Affairs Medical Center located at 1898 Fort Road, Sheridan WY. 1.6.5 Type of Contract: The government will award a lump sum contract. 1.6.6 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured. 1.6.7 Special Qualifications: Contractor must possess and maintain all necessary qualifications and/or certifications to perform the OAI, as required by the WYDEQ. 1.6.8 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government. 1.6.9 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order. 1.6.10 Key Personnel: The following personnel are considered key personnel by the government: SVAHCS Facility Maintenance Supervisor Chief, Facility Maintenance Supervisor, Safety Manager, and Environmental Management Systems Manager. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate 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 contract matters relating to daily operation of this contract. 1.6.11 Data Rights: All results of the OAI shall be made available to the SVAHCS as soon as possible, but not less than 7 days from the completion of the inspection. 1.6.12 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI. PART 2 DEFINITIONS & ACRONYMS 2. DEFINITIONS AND ACRONYMS: 2.1. DEFINITIONS: 2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime. 2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government. 2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract. 2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement. 2.1.5. DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports. 2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal. 2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property. 2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards. 2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance. 2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements. 2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor. 2.1.12. WORKDAY. The number of hours per day the Contractor provides services in accordance with the contract. 2.1.13. WORK WEEK. Monday through Friday, unless specified otherwise. 2.2. ACRONYMS: ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CCE Contracting Center of Excellence CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DEQ Wyoming Department of Environmental Quality DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer OAI Operator s Annual Inspection OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program SVAHCS Sheridan Veterans Affairs Health Care System TE Technical Exhibit PART 4 CONTRACTOR FURNISHED ITEMS AND SERVICES 4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES: 4.1 General: The Contractor shall furnish all supplies, equipment, facilities, and services required to perform work under this contract. PART 5 SPECIFIC TASKS 5. Specific Tasks: 5.1. Basic Services: The contractor shall conduct the annual OAI to the satisfaction of the SVAHCS and the WYDEQ in accordance with all applicable rules and regulations. 5.2. Task Specifics: The OAI includes 20 sump sensor tests, 3-line leak detector and tightness functionality test, 8 tank monitor inspections and emergency stop test. Inspection and testing will be conducted on 8 underground storage tanks numbered 9, 12, 16, 17, 18, 19, 20, and 21 and all relevant and associated equipment. In addition to the annual OAI requirements, contractor shall verify and test additional OAI items that are required every 3 years, on the appropriate due dates. These items include the inspection and testing of 9 sump containments, 9 spill prevention devices, 9 overfill prevention devices, and cathodic protection for 2 steel tanks. OAI triennial items were completed August 5, 2020, for tank sump containments, spill prevention equipment, and overfill prevention devices. As a triennial requirement, these items will need to be tested again in 2023. Cathodic protection testing was completed in 2018, and 2021, and will be due again in 2024. PART 6 APPLICABLE PUBLICATIONS 6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS) 6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures. This includes, but is not limited to, Wyoming Solid Hazardous Waste Division Rules and Regulations, Storage Tank Program Chapter 1. PART 7 ATTACHMENT/TECHNICAL EXHIBIT LISTING Attachment/Technical Exhibit List: Attachment 1/Technical Exhibit 1 Performance Requirements Summary 7.2. Attachment 2/Technical Exhibit 2 Deliverables Schedule Attachment 3/Technical Exhibit 3 Estimated Workload Data TECHNICAL EXHIBIT 1 Performance Requirements Summary The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success. Performance Objective (The Service required usually a shall statement) Standard Performance Threshold (This is the maximum error rate. It could possibly be Zero deviation from standard ) Method of Surveillance PRS # 1. The contractor shall conduct the Operator s Annual Inspection (OAI) within one year of the previous OAI (currently Aug 4, 2021). The contractor shall follow all applicable rules, standards, and regulations including Wyoming Solid and Hazardous Waste Division Rules and Regulations Storage Tank Program Chapter 1, 40 CFR Parts 280-281, and any EPA and/or CFR requirements. No deviation from EPA, WYDEQ, CFR standards and regulations. Periodic surveillance by FMS, Safety, and GEMS staff. TECHNICAL EXHIBIT 2 DELIVERABLES SCHEDULE Deliverable Frequency # of Copies Medium/Format Submit To All relevant documentation (typed) of the OAI. Once, within 7 business days of completion. 1 Electronic copy via email. GEMS Manager or FMS Supervisor Required documentation to WYDEQ. Once, within 7 business days of completion. 1 Hard copy or electronic via email. WYDEQ Storage Tank Manager TECHNICAL EXHIBIT 3 ESTIMATED WORKLOAD DATA ITEM NAME ESTIMATED QUANTITY 1 Contractor on site hours for OAI, for one year. This estimate based on most recent OAI conducted. 24 HRS 2 Contractor estimated off site hours for documentation, record keeping/submittals, etc. for one year. 4 HRS