36C24519Q0587-001.docx

Statement of Work This Statement of Work includes a comprehensive Water Management Program, Validation Testing, Continuous Water Monitoring Equipment, and a Web-based Data Management System to record, store, and report all data in accordance with the requirements of VHA Directive 1061 at the Beckley VAMC, 200 Veterans Ave, Beckley WV 25801.

Scope of Services:

Water Management Program Services

· Development: The contractor shall develop a Water Management Program (WMP) for the utility (cooling tower) water system in accordance with VHA Directive 1061, related industry standards, and the specifications.

· Operation: The contractor shall assist the Water Management Team in the operation of the WMP for potable and utility water systems to include monitoring, updating, verification, and validation of the WMP.

The contractor shall develop a Water Management Program (WMP) for the utility (cooling tower) water systems in accordance with VA and industry standards and guidance, including the following:

· VHA Directive 1061 Prevention of Healthcare-Associated Legionella Disease and Scald Injury from Potable Water Distribution Systems

· ANSI/ASHRAE Standard 188 Legionellosis: Risk Management for Building Water Systems.

· CDC Toolkit: Developing a Water Management Program to Reduce Legionella Growth & Spread in Buildings

· CMS Requirement to Reduce Legionella Risk in Healthcare Facility Water Systems to Prevent Cases and Outbreaks of Legionnaires’ Disease (LD)

· OSHA Technical Manual – Section III: Chapter 7

· Safe Drinking Water Act (SDWA)

· ASHRAE Guideline 12-2000. ASHRAE Standard Minimizing the Risk of Legionellosis Associated with Building Water Systems.

· Joint Commission Environment of Care Standards – EC 02.05.001

· CTI Guidelines WTB-148. Legionellosis Guideline: Best practices for Control of Legionella

The WMP shall contain the following elements for water safety:

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

· Describe Water Systems and Process Flow Diagrams – Describe the potable and non-potable water systems within the building and on the building site and develop water-system process flow diagrams.

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

· Control Measures – Determine locations where control measures must be applied and maintained to stay within established control limits.

· 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.

· 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.

· Confirmation – Establish procedures to confirm that

· All the Program elements are being implemented as designed (verification)

· The Program effectively controls the hazardous conditions throughout the building water systems (validation)

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

Water Management Program Operation The contractor shall provide WMP operation services in support of the Water Management Team (WMT) for the facility’s potable and utility water systems:

The WMP operation services shall contain the following elements for water safety:

1. Facilitate quarterly on-site meetings for the Water Management Team.

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

1. Recommend and implement changes to the WMP as directed by the Water Management Team to achieve the desired performance in compliance with ANSI/ASHRAE 188 and VHA Directive 1061.

1. Provide, operate, and continue to customize the WMP using a centralized electronic data base.

1. Provide remote support on water management questions as needed.

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

1. 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 electronic data base.

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

Validation Testing

· The contractor shall provide quarterly validation testing in accordance with the Specifications to ensure that the hazards are controlled as identified in the Water Management Program.

· The contractor shall provide Dental Waterline testing in accordance with the Specifications to ensure that hazards are controlled in accordance with Infection Control Standards for VA Dental Clinics and the Specifications.

· The contractor shall provide Sterile Processing required testing for supplemental disinfection in accordance with the Specifications.

Legionella Testing The contractor’s laboratory must be certified by the Centers for Disease Control and Prevention (CDC) Environmental Legionella Isolation Techniques Evaluation (ELITE) program. In addition to the CDC ELITE certification, the laboratory must have environmental microbiology accreditation by a nationally recognized accrediting body, such as EMLAP, NELAP, etc.

Legionella environmental testing shall occur at a minimum of once per Federal fiscal year quarter. The laboratory will provide a report indicating the analytical results for each sample submitted. Results will be calculated in terms of colony forming units (CFU/mL). All samples shall be properly preserved, and protocol records kept for final QA/QC. Results shall be provided within 10-14 days of sample receipt and shall be immediately uploaded into the web-based data management site and emailed in PDF format to the client point of contact.

The contractor shall collect water samples for testing from at least 10 outlets on the hot-water distribution system and at least 10 outlets on the cold-water distribution system from each building for each quarterly testing cycle (or a total of 20 samples per quarter and 80 samples per year per building). Non-routine samples will be drawn and tested at the discretion of the facility, and to follow-up on positive Legionella results from quarterly testing. Number of additional samples and sampling locations shall be determined by the facility sample size may increase to 1 Liter for clinical positives. Estimated number per quarter: 13 samples. At the time of sampling, the contractor shall test and document the following for each sample: water temperature, level of residual biocide, and pH.

Legionella 11731 ISO spread plate method for Legionella pneumophila and non-pneumophila species

· Measures L. pneumophila serogroup 1, L. pneumophila serogroup 2-14, and non-pneumophila species

· Inoculated at the laboratory – overnight shipment recommended

· Limit of Detection (CFU/ml) = <10

· Reports: 10 days after laboratory receives samples

Dental Waterline Testing The contractor shall provide all labor, travel, materials, and equipment necessary to complete Dental Unit Waterline Testing in accordance with Infection Control Standards for VA Dental. Waterline testing is to be accomplished by a laboratory certified (EPA or state) to perform environmental testing.

Dental Waterline testing shall occur once per Federal fiscal year quarter. The Contractor will furnish sterile bottles that are appropriate for the analysis. The Contractor shall collect water samples in accordance with approved laboratory procedures. The Contractor will furnish appropriate shipping containers and shipping labels for the transportation of samples to the laboratory. The laboratory will follow strict chain of custody procedures upon the receipt of the samples.

The laboratory shall use the Heterotrophic Plate Count Standard (HPC) Spread Plate Method 9215C to test routine dental waterline samples.

The contractor will provide a report indicating the analytical results for each sample submitted. Results will be calculated in terms of colony forming units (cfu); readings of less than 10 or greater than 500 may be recorded as <10 cfu or > 500 cfu. Results will be provided within 10 calendar days of sample receipt and shall be immediately uploaded into the web-based data management site and emailed in PDF format to the client point of contact. If the 10th day falls on a weekend of federally observed holiday, the reports shall be provided no later than the next normal business day.

Sterile Processing Testing The contractor shall provide testing of the following parameters at two locations for Sterile Processing water at the prescribed frequencies.

· Heterotrophic Plate Count Standard (HPC) Spread Plate Method 9215C – monthly

· Total Organic Carbon – quarterly

· Total Hardness – annually

· Ionic Compound – annually

· Coliforms

· Corrosion By Products - Copper and Lead

· Nitrite /Nitrate

· Disinfection By Products - TTHM/HAA5

Continuous Monitoring Equipment The contractor shall provide the following Potable Water Analytics (PWA) equipment and associated equipment and services. Installation of all equipment will be the responsibility of the client:

· 1 EA Panel mounted system for automatic monitoring of free or total chlorine residuals, pH, temperature, pressure, and dissolved solids (conductivity). The system must continuously monitor these sensors and make the data available securely using any mobile connected device. The total system must be pre-wired and pre-plumbed on a single panel to ensure high quality and a simple installation.

The chlorine monitor must meet the following minimum requirements:

· Measure free residual oxidant (FRO) or total residual oxidant (TRO) in potable water systems using the EPA accepted DPD colorimetric test method for measuring chlorine.

· Measure chlorine residuals at configurable frequencies as short as 110 seconds.

· Support water sample temperatures directly of up to 131°F, and up to 150°F.

· Support ambient temperatures of up to 104°F

· Comply with US EPA regulation 40 CFR 140.74, Standard Method 4500-CLG, and US EPA Method 334.0 “Determination of Residual Chlorine in Drinking Water Using an Online Chlorine Analyzer.”

· Support a Modbus interface.

· 4-20mA output that is proportional to the Chlorine measurement.

· 2 Alarm Relays that are configurable to activate based on the Chlorine measurement

The pH sensors must meet the following minimum criteria:

· Range: 0-14 pH

· Response: 95% in less than 5 seconds

· Operating Pressure: 100 PSI

· Temperature Range: 50 - 212°F

The pressure sensors must meet the following minimum criteria:

· Programmable pressure sensor with analog and switching output

· ¼” NPT male or female connection size

· Measurement Range: -14.6 – 145 PSI

· Temperature Range: -13 – 176°F

· M12 connector with pre-cut cord lengths for hard wiring to PWA system

· LED Display

· Body must be stainless steel AISI 316L with IP 65 & 67 protection

· Accuracy range: ± 0.4%

The dissolved solids (conductivity)/temperature sensors must meet the following minimum criteria:

· Conductivity Range: 0 – 30,000 μS/cm

· Temperature Range: 32 – 140°F

· Pressure Rating: 0 – 150 PSI

· Cell Constant: 1.0

· Thermsistor: 10k ohm

The data logging device must meet the following minimum criteria:

· Automatically collect and log data at user selected intervals.

· Log device data date/time stamps and store in non-volatile memory.

· Store interval data locally until the next scheduled upload.

· Support a Modbus interface plus eight additional analog or pulse input signals.

· Capable of transporting data securely to servers owned and operated by the equipment supplier over a cellular connection, as required.

· Capable of providing secure data access and analysis using any Internet connected device.

· NEMA 4X rating

Install Parameters

· Dimensions: 43"W X 40"H X 9"D

· Weight: 75lb

· Must be mounted to a flat surface

Installation requirements

· One water tap to provide a sample point off of the water supply line.

· Plumbing between water tap and PWA

· Floor drain for the water that passes through the PWA

· Plumbing between the PWA and floor drain

· One 110V electrical outlet

· Wiring between temperature sensors and PDX (each sensor requires its own wire directly to the PDX). Multi-Paired Cables 22AWG 1PR Shielded

· 4 EA Base Monitoring System with Water Age Control Panel mounted system for automatic monitoring of free or total chlorine residuals. The system must continuously monitor these sensors and make the data available securely using any Internet connected device. The total system must be pre-wired and pre-plumbed on a single panel to ensure high quality and a simple installation. The automated water age monitoring (Auto-WAM), when used in conjunction with an electronic flushing valve, will systematically flush water within a building’s domestic water system to maintain minimum chlorine levels and improve oxidant water levels to reduce the need for supplemental disinfection. Its components shall meet the following minimum requirements (flushing valve and optional meter are provided as separate part numbers).

The chlorine monitor must meet the following minimum requirements:

· Measure free residual oxidant (FRO) or total residual oxidant (TRO) in potable water systems using the EPA accepted DPD colorimetric test method for measuring chlorine.

· Measure chlorine residuals at configurable frequencies as short as 110 seconds.

· Support water sample temperatures directly of up to 131°F, and up to 150°F .

· Support ambient temperatures of up to 104°F

· Comply with US EPA regulation 40 CFR 140.74, Standard Method 4500-CLG, and US EPA Method 334.0 “Determination of Residual Chlorine in Drinking Water Using an Online Chlorine Analyzer.”

· Support a Modbus interface.

· 4-20mA output that is proportional to the Chlorine measurement.

· 2 Alarm Relays that are configurable to activate based on the Chlorine measurement

The data logging device must meet the following minimum criteria:

· Automatically collect and log data at user selected intervals.

· Log device data date/time stamps and store in non-volatile memory.

· Store interval data locally until the next scheduled upload.

· Support a Modbus interface plus eight additional analog or pulse input signals.

· Capable of transporting data securely to servers owned and operated by the equipment supplier over a cellular connection, as required.

· Capable of providing secure data access and analysis using any Internet connected device.

· NEMA 4X rating

Install Parameters

· Dimensions: 24"W X 51"H X 9"D

· Panel Unistrut size: 1.5" x 1.5" x 1/8"

· Weight: 50 lb

· Must be mounted to a flat surface

Installation requirements

· One water tap and plumbing to PWA from water supply line for sample point

· One water tap and plumbing to PWA from water supply line for flushing

· Floor drain and pluming to drain for the water that passes through the PWA and flushing line

· One 110V electrical outlet

· Wiring between temperature sensors and PDX (each sensor requires its own wire directly to the PDX). Multi-Paired Cables 22AWG 1PR Shielded

· The contractor shall provide technical support during installation and startup of the equipment.

· The contractor shall provide monthly service for the PWA Systems in accordance with the Specifications.

Water Age Module Valve The motorized ball valve or slow closing solenoid valve associated with the water age module shall meet the following minimum requirements:

· Normally closed position

· 2-way valve

· Pipe-size 1/2-inch

· 120 VAC powered

· Temperature and pressure specifications to exceed that of the associated water system

Water Age Module Throttling Valve The throttling valve associated with the water age module shall meet the following minimum requirements:

· Materials – NSF 61 CPVC construction, PTFE Seals

· 1/2" FNPT End Connections

· 24 Pitch Metering Thread

· Working pressure – 0-250 PSI @ 70 degrees F

Water Age Module Meter The water meter associated with the water age module shall meet the following minimum requirements:

· NSF/ANSI Standard 61 - Low Lead Brass

· Pulse Output - 10 gallons per pulse

· Sized appropriately to connect inline on the makeup water line to the domestic hot water loop

· Temperature, pressure, and flow specifications to exceed that of the associated water system

· 2 Each Base Monitoring System Panel mounted system for automatic monitoring of free or total chlorine residuals. The system must continuously monitor these sensors and make the data available securely using any Internet connected device. The total system must be pre-wired and pre-plumbed on a single panel to ensure high quality and a simple installation.

The chlorine monitor must meet the following minimum requirements:

· Measure free residual oxidant (FRO) or total residual oxidant (TRO) in potable water systems using the EPA accepted DPD colorimetric test method for measuring chlorine.

· Measure chlorine residuals at configurable frequencies as short as 110 seconds.

· Support water sample temperatures directly of up to 131°F, and up to 150°F using a sample cooler (sample cooler available for additional cost).

· Support ambient temperatures of up to 104°F

· Comply with US EPA regulation 40 CFR 140.74, Standard Method 4500-CLG, and US EPA Method 334.0 “Determination of Residual Chlorine in Drinking Water Using an Online Chlorine Analyzer.”

· Support a Modbus interface.

· 4-20mA output that is proportional to the Chlorine measurement.

· 2 Alarm Relays that are configurable to activate based on the Chlorine measurement

The data logging device must meet the following minimum criteria:

· Automatically collect and log data at user selected intervals.

· Log device data date/time stamps and store in non-volatile memory.

· Store interval data locally until the next scheduled upload.

· Support a Modbus interface plus eight additional analog or pulse input signals.

· Capable of transporting data securely to servers owned and operated by the equipment supplier over a cellular connection, as required.

· Capable of providing secure data access and analysis using any Internet connected device.

· NEMA 4X rating

Install Parameters

· Dimensions: 24"W X 51"H X 9"D

· Panel Unistrut size: 1.5" x 1.5" x 1/8"

· Weight: 50 lb

· Must be mounted to a flat surface

Installation requirements

· One water tap in supply line and plumbing from tap to PWA for sample point

· Floor drain and plumbing from PWA to drain for the water that passes through the sample point

· One GFCI, surge-protected, 110V electrical outlet

Technical Support/Startup of Equipment The contractor will provide technical support during installation and conduct system startup.

· Provide input for location of PWA

· Provide input for location of chlorine injection (if applicable) and water sample tap

· Provide technical guidance to installer during installation

· Conduct system startup

· Verify that all applicable parameters are recording correctly and being transferred to the web-based data management system

Monthly Service for PWA Systems The PWA systems must be properly calibrated and maintained to ensure accurate and reliable performance on an ongoing basis. The Flat Monthly Fee for each system must include:

· Monthly refreshment of test reagents for the chlorine analyzer

· Consumable parts for system components to include:

· Chlorine Analyzer – reagents, tubing/cuvette kits, replacement cuvettes, check valve sets and check valve flushing kits

· Replacement pH cartridges (yearly)

· Cellular data connection service

· Training

Web-based Data Management System

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

· Data collection via tablets and other hand-held devices

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

· Validation test results immediately uploaded

· Exportable data to excel and other formats

· All data and documentation collected shall be copied in digital format and provided to the Beckley VAMC annual on cd-rom.

The software platform must meet the following minimum criteria:

· Software-as-a-Service (SaaS) enterprise-class platform specialized for building water systems.

· Capable of monitoring all sensor data from the potable water quality monitoring system.

· Tables and graphs that can be plotted based on user selected time intervals and system parameters

· Supports manual data entry via computer and mobile devices, automatic uploading of all water and microbiological test results, documentation of water management plans and activities, and automated sensor monitoring, as specified in VA directive 1061

· Administrative functionality to control user access rights, and automated alert notifications

· Data storage for a minimum of five years.

· Exportable data to excel and other formats

The software platform must meet the following Infrastructure Reliability and Information Security Management requirements:

· The web application host will provide a service level agreement (“SLA”) with a service commitment to a monthly uptime percentage of at least 99.95%. Provide Host Documentation.

· The web application will be hosted at a datacenter compliant with FedRAMP requirements at the moderate impact level and in accordance with the Federal Cloud Computing Strategy. Provide Host Documentation.

· The database will be securely backed up hourly for disaster recovery purposes and provide a minimum durability of 99.999999999% and uptime of 99.999%. Provide Host Documentation.

· The web applications will be hosted as a Software-as-a-Service (SaaS) data delivery model. This will enable easy access to all data in a highly secure environment via the Internet using any internet connected device including personal computers and mobile devices.

· The web application will employ at a minimum TLS 1.2 with 128-bit AES encryption and authentication.

· The web application will be delivered by way of a secure login-protected environment with registered HTTPS security provisions.

The software platform must meet the following minimum Application-Level Security requirements:

· A user account and password of adequate complexity will be required for each individual user who accesses the system. New user accounts may only be created by administrators with the appropriate level of authorization.

· Administrators shall have the ability to easily remove access from users no longer authorized to use the application.

· All edits, deletions, or changes to existing data will be logged with the date and time, user committing the change, and all original data will be preserved. This audit trail will be available to users with the appropriate level of access.

· The web application shall have varying levels of access for data collectors, operators, site managers, water management team members, and administrators.

· Users can be restricted by region or facility. A user restricted to a specific facility shall only be able to view data and information pertaining to that facility.

The software platform must meet the following minimum Data Collection requirements:

· Administrators will be able to add, edit, or remove sample points in the system as needed.

· A web page will be available in the application for data collectors to enter test results.

· The required testing frequency of each sample point can be configured as daily, weekly, or monthly. Alerts can be issued if required sample is missing.

· The system will allow data to easily be exported to a suitable format for offline use.

· Time-series charts will be provided in real-time for all data recorded in the system. Charts will show alert limits and can be easily customized based on predefined specifications.

· A daily summary report will be generated in real-time by the web application, indicating total number of samples tested by region and facility, total number of samples out of specification for chlorine and temperature, as well as chlorine range and average temperature for each facility.

· The web application will allow for the storage of electronic documents online. The storage capability will include automated document versioning and all versions of all documents will be retained.

· The web application data will be time-stamped with the time it was entered as well as the time the user records it. Edits or changes to the data are logged so the original values can always be recovered.

· The web application will have the ability to track customer service requests. Requests can be entered by plant personnel or by authorized contractors/vendors and tracked through the system until they are completed which makes it easy to marry equipment operations with equipment repair and maintenance.

· Viewer rights will be determined based on the direction set forth by the client so those who have access can only see or do what they are authorized to see or do, and no one will have a view into areas that are outside the scope of their roles and responsibilities.

· The client may reclassify any properties, as and when required, from high risk to low risk or vice versa.

The software platform must meet the following minimum Mobile requirements:

· A mobile application will be available for data entry on modern smartphones, including Apple IOS, Google Android, and Windows Phone operating systems.

· Data can be entered, viewed, and edited on the mobile application by users with the appropriate level of access.

· To enable resilient operation in the field, the mobile application will operate with or without an active internet connection. In the absence of an internet connection, data will be stored on the local device and synchronized with the remote server upon restoration of internet access.

· The mobile application will be capable of reading QR codes (barcoding) affixed to sample points to identify the sample and minimize data input errors. The web application will be capable of printing QR codes for the associated sample points.

The software platform must meet the following minimum Alerts requirements:

· Alert levels can be set for each individual parameter at every sample point in the system. Alert levels can be easily adjusted at any time by users with the appropriate authorization.

· Alerts shall be issued electronically, by email, upon entry of any data exceeding predefined alert limits.

· Each user account can be configured to receive alert emails by region or facility.

· Alerts will be clearly indicated when viewing data in the web application.

· The web application will incorporate a work order system that will allow alerts to be prioritized and corrective actions to be logged. Users will be able to view the alert and work order history by region or facility for which they are authorized, down to the individual sample points.

The software platform must meet the following minimum Remote Data Acquisition requirements:

· A system will be provided to allow rapid deployment of remote sensors throughout the facility. The sensors will upload data at regular intervals to the remote servers and the data will be easily accessible in the web application.

· The system will be capable of acquiring data from sensors with the following outputs types; current, voltage, resistance, and pulse.

· The data acquisition system will be capable of both Ethernet and 3G cellular connectivity.

· The data acquisition system will issue alerts electronically, by email, when a sensor reading exceeds predefined alert limits.

The software platform must meet the following minimum Laboratory Integration requirements

· All Legionella and water chemistry test results will be available online immediately upon completion of the test.

· An executive summary dashboard will be provided in the web application to graphically display Legionella test results and trends.

The software platform must meet the minimum automatic water age monitoring requirements:

· Real-time and continuously updated water age determination of the domestic hot water loop

· Programmable alerts based on setting threshold control limits of water age setpoints; when control limits are exceeded system automatically flushes

· Graphing/trending of water age data including threshold control limits Ability to control the flushing solenoid via water age variable and oxidant residual in the hot water loop