36C24826Q1020_2 Amendment 0001.docx

SUBJECT*

Legionella and Dental Water Line Sampling Amendment 0001

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 8 (NCO 8) Services/Commodities 8875 Hidden River Pkwy Ste 160A Tampa FL 33637

POINT OF CONTACT*

Contract Officer Specialist Walida Moore-Saintil Walida.MooreSaintil@va.gov 813-631-2856

PLACE OF PERFORMANCE

Primary Care Annex

New Port Richey VA Dental Clinic

Florida

POSTAL CODE

ADDITIONAL INFORMATION

Amendment to a Previous Combined Solicitation

Amendment to a Previous Combined Solicitation

DESCRIPTION

Page 1 of

Amendment to a Previous Combined Solicitation

VENDOR QUESTIONS & ANSWERS (Q&As) Legionella and Dental Water Line Sampling (RFQ# 36C24826Q1020) Amendment 0001

The following questions were asked of the Government relating to the subject requirement which are hereby posted and responded to.

Question: Quarterly Sampling Location Breakdown: The Performance Work Statement identifies approximate quarterly sampling quantities and associated testing. Could the Government please provide the anticipated distribution of these samples among the James A. Haley VA Medical Center/Main Campus, Primary Care Annex, New Port Richey facility, Pasco/dental locations, and any other applicable facilities or buildings? This information impacts field personnel, vehicles, mobilizations, and sampling days required per quarterly event.

• 75 hot-water distribution Legionella samples – Main Campus

• 75 cold-water distribution Legionella samples – Main Campus

• 3 potable-water point-of-entry Legionella samples – Main Campus

• 2 therapy/pool Legionella samples – Main Campus

• 10 cooling-tower Legionella samples – Main Campus

• 200 dental waterline HPC samples – (120 samples) Primary Care Annex, (60 samples) New Port Richey, (20 samples) Main Campus

• Associated oxidant residual testing – Main Campus

• Potable-water quality testing – Main Campus Answer: See above in red.

Question: Dental Waterline Sampling Distribution: The PWS references approximately 200 dental HPC samples per quarter and identifies dental locations including the PCA, Tampa, and Pasco areas. Could the Government provide the approximate number of dental samples anticipated at each facility/location?

Answer: (120 samples) Primary Care Annex, (60 samples) New Port Richey, (20 samples) Main Campus Question: 0001 - This line item is ambiguous on the number of tests. The quantity of 4 is listed. How many actual tests per location are needed?

Answer: The (4) refers to quarterly sampling of the breakdown above.

Question: 0002 - There is a quantity of 4 listed. The description states quarterly HPC testing for 3 sites. How many total tests per quarter are being requested?

Answer: (120 samples) Primary Care Annex, (60 samples) New Port Richey, (20 samples) Main Campus Question: 0003 - Quantity of 50 Legionella tests are requested. Are those considered retests from 0001 line item?

Answer: Yes – those are considered retests if necessary.

Question: 0005 - Please confirm the quantity of 12 total tests.

Answer: Confirming (12) Water Quality Test Bundles (TSS, pH, Hardness) - Four quarters X 3 city mains.

Question: 0006 - Do you have a past water management plan template or created version that can be reviewed to ensure consistency?

Answer: YES Question: Number of Quarterly Mobilizations: May the Legionella, dental HPC, potable-water, oxidant residual, and associated quarterly sampling activities be coordinated and performed during the same quarterly mobilization, where practical? Alternatively, does the Government anticipate separate site visits or mobilizations during each quarter?

Answer: We anticipate a single mobilization for each quarter that will cover all sites.

Question: Supplemental / Retest Sampling Pricing: The solicitation includes approximately supplemental/retest samples annually. For pricing purposes, should each supplemental/retest unit be considered a single collected and analyzed sample inclusive of field labor, mobilization, laboratory analysis, and reporting? Or may contractors separately invoice an applicable mobilization/field-service charge when supplemental testing is requested outside a scheduled quarterly event?

• 50 supplemental/retest Legionella samples annually

• 50 supplemental/retest HPC samples annually Answer: When supplemental sampling/retesting is required, it will be performed at quarterly intervals following a positive Legionella or Dental Water line result. For pricing purposes, Vendors will invoice a separate field -service charge against the Contract.

Question: Supplemental Sampling Response Requirements: Where supplemental or retest sampling is requested, does the Government anticipate separate mobilization for each individual request, or may multiple supplemental samples be coordinated into a single mobilization when practical?

Answer: When supplemental sampling/retesting is required, it will be performed at quarterly intervals following a positive Legionella or Dental Water line result. For pricing purposes, Vendors will invoice a separate field -service charge against the Contract.

Question: Historical Sampling Duration / Level of Effort: If available, can the Government provide historical information to assist offerors in developing pricing?

• Number of field sampling days required per quarterly event – 4 Days

• Number of technicians typically utilized – 1 Technician

• Approximate technician-hours required – 32 Hours

• Number of separate mobilizations historically required – 1 mobilization unless resample is necessary Answer: See above in red.

Question: Existing Water Management Program Documentation: The PWS requires Water Management Program verification, facility surveys, process-flow documentation, risk characterization, and evaluation of multiple buildings. Will the Government provide the awarded contractor with existing documentation (e.g., WMP, drawings, process-flow diagrams, previous sampling information, control limits, corrective actions, prior risk assessments)? If available prior to award, would the Government consider providing them to offerors to improve pricing accuracy?

• Water Management Program

• Building/system drawings

• Existing process-flow diagrams

• Previous sampling information

• Existing control limits and corrective-action procedures

• Previous risk assessments or related documentation Answer: The Government will provide the awarded Contractor with existing Water Management Program documentation.

Question: Could you please review our previous question and confirm whether it would be acceptable for the laboratory to utilize a more sensitive Limit of Detection (LOD) of 0.2 CFU/mL?

Answer: The Limit of Detection (LOD) used by the laboratory shall not be less than 0.4 CFU/ml – 0.2 CFU/ml is NOT acceptable Question: Required HPC Analytical Method: The PWS specifies Standard Method 9215C for dental waterline Heterotrophic Plate Count testing. Please confirm whether SM 9215C is mandatory, or whether the Government will accept an equivalent Florida-certified/accredited HPC methodology (e.g., SimPlate) provided detection limits, incubation, reporting, and regulatory requirements are satisfied.

Answer: Standard Method 9215C is Mandatory for dental water line HPC testing.

Question: Legionella Detection Limit Requirement: The PWS states requirements regarding the Legionella laboratory detection limit and indicates that certain lower detection limits are not approved. Could the Government please confirm the required acceptable Legionella limit of detection/reporting limit for this contract? We want to ensure the selected CDC ELITE-certified laboratory methodology fully satisfies the requirement.

Answer: Detection limits lower than 0.4 CFU/ml are NOT approved. The minimum acceptable detection limit is less than or equal to 1 CFU/ml.

Question: Subcontracted Laboratory and Field Services: Please confirm that the SDVOSB prime contractor may utilize a qualified CDC ELITE-certified laboratory and qualified field sampling personnel as subcontractors, provided the prime remains responsible for performance and complies with limitations on subcontracting and solicitation requirements.

Answer: Field services and laboratory services shall NOT be subcontracted.

Question: Dental Service Waterline Testing SOP: The PWS references the James Haley VA Hospital Dental Service Waterline Testing and Treatment Standard Operating Procedure. Would the Government please provide a copy of this SOP to prospective offerors? Having the SOP available prior to quotation will help ensure all bidders price the same scope.

Answer: The Dental Service Water line testing SOP is NOT available.

Question: Field Access and Scheduling: Please clarify anticipated normal sampling hours and whether any required locations will need after-hours or weekend work, escorts, special security/access arrangements, infection-control procedures, or above-ceiling/restricted mechanical-room access.

• After-hours access

• Weekend work

• Escorts

• Special security/access arrangements

• Infection-control procedures

• Above-ceiling or restricted mechanical-room access Answer: Hours of operation and Holidays are listed in the PWS.

Question: Cooling Tower Sampling: For approximately 10 quarterly cooling-tower Legionella samples, could the Government identify the number of cooling towers, the approximate location/building of each, and the number of samples anticipated from each tower?

Answer: Cooling tower sample locations are located in Building 1, 100, and 39 on the main campus.

Question: Therapy / Pool Sampling: For the two quarterly therapy/pool Legionella samples, please identify the applicable facility/location and whether both samples are expected to be collected during the same visit as the Main Campus quarterly sampling.

Answer: The pools are located in Building 40 on the main campus and will be collected during the same quarterly visit.

Question: Water Management Program Site Survey: Please confirm whether WMP verification/site survey is expected once during the base year only, or whether similar verification activities will also be required during each option year.

Answer: The WMB verification is expected once during the base year.