J045--FY27 - HV Fuel Treatment, Polishing, Tank Bottom Cleaning

STATEMENT OF WORK VA HUDSON VALLEY HEALTHCARE SYSTEM Annual Fuel Treatment, Polishing, Testing, and Tank Bottom Cleaning Services A. BACKGROUND: The VA Hudson Valley Health Care System (VA HVHCS) maintains diesel fuel storage systems that support emergency generators and other mission-critical equipment necessary for the continued delivery of healthcare services. To ensure the reliability and quality of stored diesel fuel, the VA requires recurring fuel treatment, fuel polishing, and tank bottom cleaning services. These services are intended to reduce fuel contamination and degradation, minimize fuel-related equipment failures, support compliance with applicable regulatory and industry standards, and maintain the operational readiness of the facility's emergency power systems. B. PLACE OF PERFORMANCE: VA Medical Center- Castle Point Campus (Dutchess County) 41 Castle Point Road Wappingers Falls, NY 12590 VA Medical Center- FDR Montrose Campus (Westchester County) 2094 Albany Post Road Montrose, NY 10548 C. PERIOD OF PERFORMANCE: The estimated period of performance is 10/1/2026 to 09/30/2027, with the provision of four (4) option years. D. SERVICE SCHEDULE: The required services shall be performed annually. Each annual service shall occur no earlier than ten (10) calendar days before and no later than ten (10) calendar days after the one-year anniversary of the previous fuel treatment, tank polishing, and tank bottom cleaning. The most recent service was completed in May 2026. The Contractor and the Contracting Officer's Representative (COR) shall mutually agree upon and confirm the service schedule in advance of performance. E. SCOPE OF WORK: Description Of Services: Above Ground Storage Tanks (ASTs), Under Ground Storage Tanks (USTs) as well as Generator sub- base and day tanks can be the breeding ground for microbial growth which will cause filters to clog and a generator or boiler to shut down in an emergency situation. They can also damage fuel injector pumps and fuel nozzles. Bio organisms will also cause tank bottoms to corrode. The National Fire Protection Association (NFPA) requires the fuel to be visually checked for water, microbes, and tank bottom sediments every 12 months. Scheduled Maintenance Requirements: The Contractor shall provide all labor, supervision, materials, tools, equipment, transportation, and other resources necessary to perform an annual fuel treatment, fuel polishing, and tank bottom cleaning program for the Hudson Valley fuel storage tanks. The tanks can be cleaned without physically entering the tanks. -- 1 of 8 -- All work shall be performed in accordance with applicable federal, state, and local laws, regulations, codes, industry standards, and manufacturer recommendations. The Contractor shall ensure all services are completed in a safe and professional manner and in compliance with all applicable regulatory requirements. Objectives: 1. Prevent fuel filter clogging. 2. Reduce generator- and boiler-related fuel system failures. 3. Minimize Fuel Degradation. 4. Minimize Bacterial Infestation. 5. Meet Joint Commission Life Safety (LS), Environment of Care (EC), Emergency Management (EM),and applicable NFPA Standards. Contractor Requirements: The Contractor Shall: 1. Take a visual “before” fuel sample from the tank bottom. 2. Remove water, debris, sediment, bio-organisms, and dirty fuel from tank bottoms. 3. Circulate fuel through a series of screens and filters to clean the tank bottom. 4. Circulate fuel through as small as a (one half) 0.5 micron filter element to polish the fuel. 5. Treat fuel with a proper dose of biocide, fuel stabilizers and water dispersant. 6. Take a visual “after” sample from the tank bottom and compare results the results to the "before" sample. 7. Sample and provide analysis of fuel in each tank in accordance with applicable U.S. Environmental Protection Agency (EPA), NFPA 110, Dutchess County Department of Health, and Westchester County Department of Health requirements. 8. Stabilizer additive blended in after performing fuel polishing services. 9. Remove and properly dispose of all waste generated from the tank bottom cleaning service. The estimated quantity of waste generated is less than 100 gallons. Applicable Standards: The Contractor shall develop and implement a fuel treatment, fuel polishing, and tank bottom cleaning plan in accordance with applicable federal, state, and local laws, regulations, safety and health requirements, manufacturer recommendations, and industry best practices. At a minimum, all work shall comply with the following, as applicable: 1. NFPA 101, Life Safety Code. 2. NFPA 110, Standard for Emergency and Standby Power Systems. 3. Best Practices for Hospital Power System Reliability. 4. ASTM D975, Standard Specification for Diesel Fuel. 5. Applicable U.S. Environmental Protection Agency (EPA) diesel fuel requirements and standards. Contractor personnel shall observe all applicable safety precautions throughout the performance of this contract. Contractor Qualifications: The Contractor shall have personnel who are properly trained and experienced to perform the required services. At a minimum, Contractor personnel shall possess: 1. OSHA/HAZWOPER training, as applicable to the work being performed. -- 2 of 8 -- 2. Experience conducting ASTM fuel testing procedures. 3. Experience performing fuel treatment, fuel polishing, and tank bottom cleaning services. The Contractor shall submit its written fuel maintenance and testing procedures to the Contracting Officer's Representative (COR) after contract award and prior to commencing work. Fuel Testing Requirements: The Contractor shall collect fuel samples and perform laboratory testing following completion of the fuel treatment, fuel polishing, and tank bottom cleaning services. Testing shall be conducted in accordance with the methods identified below. The Contractor shall submit the laboratory test results and any recommendations f…