SAM #36C24126Q0469

Propane Delivery and Maintenance Services for VA Maine Healthcare System Campus

This opportunity involves providing propane delivery and maintenance services for the VA Maine Healthcare System campus in Augusta, ME. - Government Buyer: - Department of Veterans Affairs, VA Maine Healthcare System - Managed by 241-Network Contract Office 01 (36C241) - Products/Services Requested: - Annual delivery of approximately 33,000 gallons of bulk propane to 14 campus locations - Vendor must supply, install, and maintain propane tanks and remote monitoring equipment - Required tank inspections and maintenance of fuel lines up to the regulator - Emergency delivery response within 24 hours - Submission of a comprehensive Spill Prevention & Response Plan and shipment certifications - Unique/Notable Requirements: - Vendor-owned tanks and equipment must be installed and maintained - Emergency deliveries must be fulfilled within 24 hours - Contract is set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBC) - Licensed and insured provider required - OEMs and Vendors: - No specific OEMs or part numbers are mentioned; procurement is for bulk propane and related services - Place of Performance: - VA Maine Healthcare System, Togus campus, Augusta, ME - Contracting office at VA Connecticut, West Haven, CT

Description

Combined Synopsis-Solicitation for Commercial Products and Commercial Services Effective Date: 04/18/2025 Revision: 02 Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-04. This solicitation is open market. The associated North American Industrial Classification System (NAICS) code for this procurement is 324110 (Petroleum Refineries) with a size standard of 1500 Employees. The FSC/PSC is 6830. Project Overview The VA Maine Healthcare System is seeking a qualified vendor capable of providing Propane Delivery Services for Togus VA Medical Center per the Performance Work Statement below. All interested companies shall provide quotations for the following: Supplies/Services YearEst. Propane Usage Per YearEst. Propane Cost Per GallonEst. Total Cost Per Year BASE YEAR33,000 OPTION 133,000 Total: Statement of Work (SOW) Campus Propane Delivery Department of Veterans Affairs VA Maine Healthcare System Place of Performance: VA Maine Healthcare System 1 VA Center, Augusta, ME 04330 Period of Performance: Base year, with up to one (1) option year, based on satisfactory prior performance. VA Maine Healthcare System located at 1 VA Center, Augusta, ME 04330 is seeking a licensed and insured propane delivery provider. The VA Maine Healthcare System uses propane for heating, generators, cooling, and cooking needs. Vendor shall be able to offer propane delivery to 14 locations on the campus. All fill locations are outside and can be filled using a standard delivery truck. Vendor will have to provide their own appropriately sized tanks. Vendor must coordinate with the Contracting Officer Representative (COR) to connect and install their tanks to allow for minimal disturbance to the system. Each system must be fully functional by the end of each day. Vendor will be responsible for all required tank inspections during the contract base period and option year, if exercised. The VA will not call the supplier when each tank is in need of filling. The supplier shall fill tanks to avoid uninterrupted service and be available on an as-needed basis for emergencies or extremely cold periods when higher fuel consumption is anticipated. All requests for emergency fuel deliveries must be filled within 24 hours of the time the order is placed. Propane Tank Locations and Usage 2-100 gallon @ Building 88 Shed: 310 gallons 100 gallon tank @ FIRE DEPT GRILL: 100 gallons 100 gallon tank @ GAZEBO GRILLS: 100 gallons 100 gallon tank @ BLG238 BOILER PLANT IGNITION: 100 gallons 100 gallon tank @ QUARTERS 16 GENERATOR: 100 gallons 100 gallon tank @ QUARTERS 18 GENERATOR: 100 gallons 325 gallon tank @ BLDG245 OLD WASTE WATER PLANT: 3,354 gallons 1000 gallon tank @ BLDG255 TANK: 1,832 gallons 1000 gallon tank @ Quarters 1: 8,283 gallons 1000 gallon tank @ Quarters 2: 3,915 gallons 1000 gallon tank @ Quarters 3: 4,114 gallons 1000 gallon tank @ Quarters 4: 3,777 gallons 2-100 gallon tanks @ BLDG 204 Kitchen: 4,107 gallons 2-100 gallon tanks @ Mason Hut: 2,144 gallons Estimated annual propane consumption is 33,000 gallons during this contract period. Vendor shall be responsible for maintaining the tanks (including required inspections) and fuel line going to the regulator, including the regulator. Fuel line from regulator into the building is VA's responsibility. If a propane line or regulator were to fail, corrode, break, or become damaged (aboveground or underground), all associated repair costs shall be performed by the vendor at no additional cost to the VA. This could include excavation and ground/pavement restoration if the line is underground. Vendor shall install their own remote monitoring equipment so tank levels can be checked at the vendor’s facility, allowing for scheduled deliveries. Shipment Certification Supplier shall also provide a certification for each shipment or delivery that includes: Name of fuel supplier Date of delivery Volume of fuel delivered in shipment per location Either separate invoice for each tank or a breakdown by tank on one invoice Spill Prevention & Response Plan The Contractor must submit a comprehensive Spill Prevention & Response Plan for approval. The plan must demonstrate effective prevention and containment of any fuel spills. The Contractor must certify that their drivers have been trained on spill prevention. The plan must include an effective means of communication during a spill containing 10 or more gallons, including emergency contact numbers for their own company, remediation companies, and State & Federal authorities in the event of a major fuel spill. Additional Requirements The VA utilizes VISTA to issue purchase orders and liquidate invoices. Registration in VISTA is required to be eligible for VA contracts. Interested parties with no prior VA contracts can apply at: https://www.cep.fsc.va.gov/ The full text of FAR provisions or clauses may be accessed at: https://www.acquisition.gov/browse/index/far Solicitation Provisions and Clauses The following provisions apply: FAR 52.212-1, Instructions to Offerors - Commercial Products and Commercial Services FAR 52.212-2, Evaluation - Commercial Products and Commercial Services FAR 52.212-4, Contract Terms and Conditions - Commercial Products and Commercial Services (Nov 2023) 852.219-73, VA Notice of Total Set-Aside for Verified Service-Disabled Veteran-Owned Small Businesses 852.219-75, VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction 852.204-70, Personal Identity Verification of Contractor Personnel Submission Requirements All quoters shall submit: A Firm Fixed Price Quote, due by the date and time specified in the solicitation. A completed and signed Limitation of Subcontracting form in accordance with VAAR 852.219-75. A proposal outlining technical capabilities as per the Statement of Work. Quote format: The submission should be clearly indexed, logically assembled, and include company name, date, and solicitation number in headers/footers. Questions and Submission Deadline Questions must be submitted in writing via email to the Contracting Officer. The deadline for questions is Monday, 11 May 2026 at 5:00 PM EST. Questions received after this will not be answered. Responses will be provided via formal amendment. Quotes must be sent to Kenya.Mitchell1@va.gov by Tuesday, 19 May 2026 at 5:00 PM EST. Late submissions will be handled according to FAR 52.212-1(f). Evaluation and Award Evaluation will be based on a comparative analysis of quotes considering: Technical capability Past performance Price The award will be made to the responsible vendor whose quote is technically acceptable and offers the lowest evaluated price. Additional Instructions Respondents must include a statement regarding acceptance of the terms and conditions: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." Or list exceptions and rationale if any. All responses are due by Tuesday, 19 May 2026 at 5:00 PM EST. Point of Contact Kenya.Mitchell1@va.gov

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