STERILE PROCESSING SERVICE WATER MANAGEMENT PROGRAM SOW V.2.docx

STERILE PROCESSING SERVICE WATER MANAGEMENT PROGRAM, AND WATER TESTING

General: The Boston VA Medical Center Campus in Boston, MA has a need for the development, testing and maintenance of a water management program, for existing water systems.

Description of Service: The contractor shall provide all supervision, labor, travel, parts, materials, tool, supplies, and equipment necessary to provide a comprehensive Water Management Program, water testing, and implement a Web-based Data Management System to record, store, and report all data in alignment with AAMI ST-108:2023. On date of award of a contract, the contractor shall take on the full scope of duties, meeting all the requested requirements within the water management services, and water testing/ lab services. Comprehensive Water Management Program Tests shall be completed within the first 2 weeks of each month. Water testing shall be conducted monthly, quarterly, and as needed based on re-testing needs due to out-of-range results.

Period of Performance: The performance period shall be one base year of twelve months, plus four one-year option renewals.

AAMI ST108 Utility Water, Critical Water, and Steam Testing:

Pre-Work Conference:

Within 10 days after award of the contract, the Contractor shall meet with the designated point of contact to establish mutually agreeable schedules for accomplishment of the required items of work.

Hours of Operation Water testing shall be done during normal business hours of 0730-1600, Monday through Friday.

Water Management Services

Water Management Development for Sterile Processing Service The contractor shall develop a Water Management Program (WMP) for the sterile processing service (SPS) water systems in alignment with VA and industry standards, including the following:

• AAMI ST-108:2023 Water for the processing of Medical Devices

• Association of perioperative Registered Nurses (AORN) Guideline for Cleaning and Care of Surgical Instruments

• VHA Directive 1116(2) Sterile Processing Services (SPS)

The water management program shall contain the following elements for water safety:

• Program Team (Water Management Team) – Identify persons responsible for SPS WMP development, implementation, and operation.

• Develop Program Goals – Establish water safety and quality goals for SPS.

• Describe Water Systems – Describe the critical water, utility water, and steam systems within SPS and develop water-system process flow diagrams.

• Analysis of Building Water Systems – Conduct a systematic analysis of hazardous conditions in the SPS water systems.

• Control Locations – Determine the locations in the system where control measures are required.

• Control Limits – For each control measure at each control location established, determine the limits including but not limited to a maximum value, a minimum value, or a range of values within which a chemical or physical parameter must be monitored and maintained to reduce hazardous conditions to an acceptable level.

• Control Measures – Outline the means, methods, or procedures used to maintain the physical or chemical conditions of water to within control limits.

o Routine preventative maintenance program for the critical water system.

o Flushing program for both critical and utility/potable water during times of low water usage in SPS.

• Monitoring – Establish procedures for monitoring whether control measures are operating within established control limits.

• Corrective Actions – Establish the corrective actions to be taken when monitoring indicates that the control parameters are outside of the established control limits.

• Develop Verification Strategy – Establish procedures to confirm that all the program elements are being implemented as designed at a frequency established by the WMT.

• Develop Validation Strategy – Establish additional, outside of baseline stated in above chart (AAMI ST108 Utility Water, Critical Water, and Steam Testing), validation criteria and frequency to confirm that the program effectively controls the hazardous conditions throughout the SPS water systems.

• Laboratory Location - The laboratory shall be located within the contiguous United States and east of, or within, the states of Minnesota, Iowa, Missouri, Arkansas, and Louisiana. Laboratories located in Minnesota, Iowa, Missouri, Arkansas, Louisiana, or any state east thereof are acceptable.

• Documentation – Establish documentation and communication procedures for all activities of the WMP and maintain records appropriate to these principles and their application.

Water Management Program Operations for Sterile Processing Service Upon completion and approval of the Water Management Program (WMP), the contractor shall provide WMP operation services in support of the Water Management Team (WMT) for the facility’s SPS water systems. The WMP operation services shall contain the following elements for water safety:

• Facilitate quarterly meetings for the Water Management Team.

• Maintain, assist, and advise in the operation of the WMP and generate required documentation.

• Recommend and implement changes to the WMP as directed by the Water Management Team to achieve the desired performance in alignment with AAMI ST-108:2023 and VHA Directive 1116(2).

• Provide, operate, and continue to customize the WMP using the web-based data management software.

• Provide remote support on water management questions as needed.

• Provide training to the Water Management Team on the WMP process and best practices for SPS water systems.

• Verify that the WMP is being implemented as designed on a quarterly basis through monitoring and documentation of system performance and WMP records and record in the web-based data management software.

• Validate that the WMP adequately controls the hazardous conditions in the building water system through the review of on-site water testing.

Web based Data Management System The existing web-based data management systems used to collect, report, and store continuous monitoring water data will be used for WMP development and operations. The web-based data management system shall provide the following functions:

• All information stored in the system is available 24/7 via password protected access

• WMP-related reports (including validation testing results, meeting minutes, verification reports, and service provider reports) can be stored and available for immediate access by all users

• Customized charts, reports, views, and data entry screens as requested

• Management dashboards with industry benchmarking

• Send text or email alerts for data that is outside of set parameters

• Automated data collection via continuous monitoring equipment (equipment not included)

• Validation test results immediately uploaded

• Exportable data to excel and other formats

The purchase order’s period of performance is estimated to start in March 2027 – February 2028. The period of performance shall be for one base year of 12 months with 4 twelve-month option periods, for a total of five years.

Place of Performance/Place of Delivery Jamaica Plain VA Medical Center 150 South Huntington Avenue Boston, MA 02130-4817

West Roxbury VA Medical Center 1400 VFW Parkway West Roxbury, MA 02132-4927

Brockton VA Medical Center 940 Belmont Street Brockton, MA 02301-5596 image1.emf image2.emf image3.emf