J091--Annual Fuel Maintenance

This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation.

If a solicitation is issued it shall be announced at a later date, and all interest parties must response to that solicitation announcement separately. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.

The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 811310, (Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance) with a size standard $12.5 Million. The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify any vendor capable of providing Annual Fuel Maintenance services for Togus VA Medical Center per the Performance Work Statement below.

This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are encouraged to submit information relative to their capabilities to fulfill this requirement, in the form of a statement that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy.

Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by 5:00 PM EST, 01 December 2025. All responses under this Sources Sought Notice must be emailed to Kenya Mitchell at Kenya.Mitchell1@va.gov with RFI # 36C24126Q0104 in the subject line. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format.

Attachment 1

Sources Sought Worksheet

QUALIFICATION INFORMATION:

Company / Institute Name: _______________________________________________________

Address: ______________________________________________________________________

Phone Number: ________________________________________________________________

Point of Contact: _______________________________________________________________

E-mail Address: ________________________________________________________________

Unique Entity Identifier (UEI) #: ___________________________________________________

CAGE Code: __________________________________________________________________

SAM Registered: (Y / N)

Other available contract vehicles applicable to this sources sought (GSA/FSS/NASA SEWP/ETC): __________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

SOCIO-ECONOMIC STATUS:

VIP Verified SDVOSB: (Y / N)

VIP Verified VOSB: (Y / N)

8(a): (Y / N)

HUBZone: (Y / N)

Economically Disadvantaged Women-Owned Small Business: (Y / N)

Women-Owned Small Business: (Y / N)

Small Business: (Y / N)

NOTE: Respondent claiming SDVOSB and VOSB status shall be registered, and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov.

BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION.

CAPABILITY STATEMENT:

Provide a brief capability and interest in providing the products as listed in Attachment 2 PERFORMANCE WORK STATEMENT with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal, or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined in the PWS. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation.

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Attachment 2

PERFORMANCE WORK STATEMENT

Annual Fuel Maintenance Program

Service provider shall provide a fuel maintenance program that includes filtration, decontamination and monitoring for 5-tanks located around the VA Maine Healthcare Facility campus.

Period of Performance: 12 months from date of award with 4 option years.

Place of Performance: 1 VA center, Augusta ME 04330

Equipment to be Serviced:

Size - gal

Location

Service

4,000 gal

Lot #3

Fueling Station Vehicles and Generators

275 gal

B200E Rm C54

Fire Pump

2,000 gal

B200E Rm C54

Gen 4 & 8

2,000 gal

B244

Gen 9 & 10

475 gal

Outside B210

Gen 11

Overall Service Description provided annually:

The following generally explained service will be provided for the equipment listed in this contract:

Removal of contamination built up in the tanks including but not limited to

Water bottom

Sediment

Gums

Microbes

Oxidized fuel

Adding Biocides dosing to be calculated and determined on site

Lab sampling for each source documenting at a minimum and providing a report

Visual Appearance

Water

Microbial Growth

Water and Sediment

L1

Cleaning tank with High Velocity Recirc Systems

Recording Tank conditions and entering in the report

Caps

Gaskets

Fittings

Vents

Work/Service provided by VAME:

Coordinate with affected departments

Provide escorts if required.

Isolate potential energy as part of the LOTO process

Per VA Directive 1085, smoking, vaping, and smokeless tobacco are prohibited on the grounds of VA facilities, including in vehicles. This Directive applies to all Service provider and their employees.

Service provider s employees shall not enter the facilities without appropriate badge. They may also be subject to inspection of their personal effects when entering or leaving the facilities.

All employees of the service provider shall comply with VA security management program and obtain permission of the VA police, be identified by service and employer, and restricted from unauthorized access.

Service providers are required to have a badge request form filled out for all personnel (employees, sub-service providers, consultants, inspectors, etc.) Who will be on-station. Service provider will bring completed request forms to the project COR for signature. Service provider will then take signed badge requests to the VAME police department for processing prior to starting work on station. No personnel are allowed to perform any work on station before being issued a badge. No personnel are allowed to perform work on station if their badge is expired.

No photography of VA premises is allowed without written permission of the contracting officer. Patients and staff are not to be photographed at any time.

VA reserves the right to close down or shut down the facilities and order Service provider s employees off the premises in the event of a national emergency. The Service provider may return to the site only with the written approval of the contracting officer.

Prior to commencing work onsite, and each year thereafter, all Service providers and their provider personnel shall provide proof of receipt of seasonal influenza vaccination in compliance with VHA Direction 1013.

Prior to commencing work onsite, all Service providers and provider personnel shall provide proof of receipt of required vaccinations and boosters in compliance with current VHA Directives.

Prior to commencing work onsite, all Service providers and provider personal shall provide proof of receipt of required Tuberculosis testing in compliance with VHA Directive 1131(5), dated June 4th, 2021

Parking for Service provider and its employees shall be in designated areas only. Service provider to coordinate with Contracting Officer s Representative. Parking shall be first-come first-serve.

The Service provider shall confine all operations (including storage of materials) on government premises to areas authorized or approved by the contracting officer. The Service provider shall hold and save the government, its officers, and agents, free and harmless from liability of any nature occasioned by the Service provider's performance.

Working space and space available for storing materials shall be as determined by the COR.

Workers are subject to rules of Medical Center applicable to their conduct. Execute work in such a manner as to interfere as little as possible with work being done by others.

Provide COR with a report or statement of work completed and include statements with requests for payment. Statement should include service completed and the date each service items was completed.

All service providers will sign in and out at engineering upon arrival and departure from station daily. Logbook can be found at B202, 2nd floor engineering.

Vendor must obtain a Hot Work Permit from the V.A. Fire Department before conducting any cutting, grinding, or welding operations.

Vendor must obtain a Confined Space Permit from Safety before entering a confined space.

Vendor must a Lock Out Tag Out Plan (LOTO) before starting work on any equipment that will be out of service or de-energized.

Payment processed through Tungsten/IPPS. Invoices to be submitted in draft form digitally to the COR for review prior to submission in Tungsten/IPPS. Invoicing for services rendered.

All communications in regard to this contract should include the following number in the communication 402-26-229SC.