REVISED PWS.pdf

B.4 PERFORMANCE WORK STATEMENT

Water Treatment Systems Maintenance and Testing Services

Kansas City VA Medical Center

1. SCOPE

The contractor will provide all tools, labor, materials, test equipment and supervision to perform all tasks as outlined in this Performance Work Statement at the Kansas City, VA Medical Center, Main Campus at 4801 Linwood Boulevard, Kansas City, MO 64128 and the Transitional Residence (TR) Building at 5100 E. 24th Street in Kansas City, Missouri 64126.

The Kansas City VA Medical Center requires a comprehensive Water Management Program, validation testing, maintaining or replacing of consumable equipment, and a web-based data management system to meet VHA Directive requirements. The Medical Center maintains multiple individual water treatment sites throughout the facility, each requiring regular technical service for routine testing, maintenance, troubleshooting, and repair according to all applicable standards.

Due to the critical nature of the systems supported by the specialty water treatment systems, 100% uptime is mandatory.

1.1 Facilities

Main Campus Facilities Kansas City VA Medical Center Main Campus The Main Campus includes the following facilities requiring water treatment services:

- Fisher House

- Building 1

- Building 3

- Building 6

- Building 15

- Building 26

- Building 56

- Boiler Plant (includes three cooling towers)

Auxiliary Facility Honor Annex 4251 Northern Ave Kansas City, MO 64133

Transitional Residence Building 5100 E. 24th Street Kansas City, MO 64127

1.2 Regulatory Framework

All services shall, at minimum, meet manufacturer’s performance and technical specifications, Federal Regulations, and other specifications that may apply such as Center for Disease Control (CDC), AAMI (Dialysis and SPS), CAP (Lab), National Electric Code (NFPA 70), Life Safety Code (NFPA 101), the Joint Commission (TJC) and VA Regulations.

The Contractor shall submit documentation to COR demonstrating:

- Current technician certifications

- Required training completion

- Compliance verification records

1.3 Service Coverage

The Contractor shall provide comprehensive water management services including development, implementation, and maintenance of a facility-wide Water Management Program (WMP) that ensures compliance with all applicable standards and regulations. Services shall include:

a) Water Management Program Development and Implementation

b) Continuous Water System and Other Equipment Monitoring

c) Regular Testing and Maintenance Services

d) Emergency Response Services

e) Documentation and Reporting

f) Quality Control and Validation

1.4 Primary Objectives

The Contractor shall:

a) Develop and implement the Water Management Program within Ordering Period 1 and maintain throughout contract time frame.

b) Maintain continuous compliance with all applicable regulatory requirements.

c) Ensure that KCVAMC water systems and equipment meets or exceeds requirements for successful operations.

d) Provides responsive emergency and routine testing and maintenance services.

e) Maintain comprehensive documentation and reporting.

2. GENERAL REQUIREMENTS

2.1 Contract Requirements

The Contractor shall perform the following tasks during the contract:

If DWSA equipment is unable to meet PWS requirements, the Contractor shall provide pricing to upgrade and maintain new DWSA systems for each incoming water feed as specified in Appendix A at the following locations:

- Building 1 Sub-Basement

- Building 26 Basement

- Building 15 Basement

- Building 56 Basement

2.1.1 Water Management Program Implementation:

The Contractor shall complete program implementation within 2 months of starting contract in accordance with the following schedule:

a) Phase 1: Program Development

- Complete facility assessment

- Develop program documentation

- Establish monitoring protocols

- Create implementation plan

b) Phase 2: System Integration

- Install and configure software systems

- Implement testing protocols

- Begin staff training

c) Phase 3: Program Implementation

- Begin Water Management Program

- Implement testing and maintenance procedures

- Complete staff training

- Initiate program documentation protocols

d) Phase 4: Program Validation

- Verify program system performance

- Validate testing and maintenance procedures

- Confirm and report documentation compliance

- Complete program assessment with Water Management Team

2.2 All Contract Years Requirements

2.2.1 Regular Service Requirements

The Contractor shall perform:

1. Water Systems and Equipment inspections according to Performance Work Statement and Water Management Program.

2. All contracted maintenance (emergency and non-emergency) as detailed in Performance Work Statement and Water Management Program

2. Validation testing of all water systems and equipment testing and maintenance following protocols in Performance Work Statement and Water Management Program.

2.2.2 Service Delivery Requirements

The Contractor shall provide:

1. Laboratory and service reports as specified in Performance Work Statement and Water Management Program.

All report formats dictated by Performance Work Statement and Water Management Program or by COR approval.

2. Emergency response for:

- Emergency water testing.

- Emergency water systems and equipment repair.

- Emergency replacement of water systems components and equipment if required.

3. Inspection, Testing, and MAINTENANCE PROGRAM The Contractor shall implement a comprehensive Inspection, Testing, and Maintenance Program that ensures optimal performance and regulatory compliance of all water systems and equipment throughout KCVAMC facilities. This program shall include systematic procedures for regular inspections performed in accordance with manufacturer's literature and national standards, testing protocols that verify water quality parameters meet or exceed all applicable requirements, and maintenance activities that support 100% system uptime for critical operations. The Contractor shall maintain detailed documentation of all program activities within the Water Management Program software platform, coordinate service schedules to minimize impact on facility operations, and provide emergency response capabilities with 4-hour on-site service. All activities shall be performed by qualified personnel maintaining appropriate certifications and shall comply with current CDC, AAMI, CAP, Joint Commission, VA, and all other applicable regulatory standards. The program shall incorporate comprehensive quality control measures with validation procedures to verify effectiveness of all inspection, testing, and maintenance activities.

Contractor shall submit an electronic format for Inspection, Testing, and Maintenance program to the COR, for review and approval, within 14 calendar days of contract award. Inspection, Testing and Maintenance program shall be a capable of incorporating or removing any program components as requested by the COR to ensure that all required systems and equipment are covered.

3.1 Inspection, Testing, and Maintenance Requirements

The Contractor shall implement comprehensive inspection, testing, and maintenance procedures that fulfill all requirements specified within this Performance Work Statement, created Water Management Program, and/or as dictated by COR. These procedures shall be documented within the Water Management Program and performed, at minimum or otherwise directed by COR, according to the following requirements:

3.1.1 General Requirements

a) Program Documentation Requirements:

- Submit electronic format of Preventive Maintenance program to COR within 14 calendar days of contract award.

- Incorporate all COR-requested changes to program documentation.

- Maintain current documentation of manufacturer specifications and national standards.

- Update program documentation as requirements or systems changes, or as requested by COR.

b) Service Documentation Requirements:

- Provide maintenance service documentation sheet for each system and equipment.

- Install documentation sheets in durable transparent sleeve near equipment.

- Record all scheduled and unscheduled services at time of performance.

- Submit documentation sheets to COR digitally at time of each service completion.

- Maintain electronic records in SharePoint.

c) Service Sheet Documentation Requirements:

- Date and time of service.

- Technician's printed name and signature.

- Service type (scheduled/emergency).

- Service interval (monthly, quarterly, etc.).

- Brief description of work performed.

- Next service date.

- Parts replaced or required.

- Test results if applicable.

3.1.2 Inspection and Testing Requirements

a) Regular Inspection and Testing Protocols:

- Perform inspections according to VA requirements, manufacturer's specifications, or as dictated by COR.

- Follows all VA directives, national standards, and regulatory requirements.

- Complete all items outlined in manufacturer's manual and by all applicable authorities.

- Document inspection findings and recommendations.

- Verify system performance parameters.

- Validate testing accuracy through quality control measures.

- Maintain testing schedules as specified in Performance Work Statement, Water Management Program, and/or as directed by COR.

- Follow testing all applicable requirements for each system or equipment type.

b) Emergency or Inspection/Testing Requirements:

- Respond within 4 hours for emergency situations.

- Perform comprehensive system evaluation.

- Document all findings and immediate actions taken.

- Provide recommendations for corrective actions.

- Follow up to verify resolution effectiveness.

- Follow emergency testing protocols specified in Appendix B.

- Submit samples for expedited analysis when requested or required.

3.1.3 Maintenance Requirements

a) Preventive Maintenance

- Follow, at minimum, manufacturer's recommended maintenance schedules.

- Perform all required periodic maintenance activities.

- Replace expendable materials according to specifications.

- Document all maintenance activities performed.

- Verify system performance after maintenance.

b) Corrective Maintenance

- Respond within specified timeframes for system issues.

- Perform necessary repairs or replacements.

- Follow manufacturer's repair procedures.

- Document all corrective actions taken.

- Verify system restoration to proper operation.

3.1.4 Quality Control Requirements

a) Program Validation

- Verify completion of all required activities.

- Validate effectiveness of maintenance procedures.

- Confirm accuracy of testing results.

- Review documentation completeness.

- Assess program performance metrics.

b) Performance Monitoring

- Track systems and equipment uptime and reliability.

- Monitor response times for emergency services.

- Evaluate effectiveness of preventive maintenance.

- Analyze trending of test results.

- Document quality control findings.

3.2 Domestic Water System Analyzer Maintenance

System Components or Equipment:

ATI Metrinet DWSA Associated Software The Contractor shall perform monthly maintenance on all water monitoring systems, including the continuous water monitoring equipment and associated software components. This maintenance shall include sensor calibration, chemical reagent replacement, and system performance verification. The Contractor shall maintain an adequate supply of expendable materials and document all maintenance activities at each unit and in the WMP DDD system.

3.2.1 Data Collection Systems

The Contractor shall collect monitoring data through the DWSA equipment, with all data automatically transmitted to and managed within the associated software system. The system shall maintain dual connectivity through both cellular and local intranet connections.

3.2.2 Analysis Requirements

The Contractor shall utilize the water monitoring software system’s analytical capabilities to process and analyze all collected data. This analysis shall support the performance standards specified in Performance Work Statement, Water Management Program, and/or as dictated by COR and include comprehensive assessment activities.

3.2.3 Maintenance and Management

The Contractor shall perform, at minimum, maintenance according to these specifications:

a) Monthly Maintenance Requirements Sensor calibration verification Chemical reagent replacement System performance verification Data logging confirmation

b) Expendables Management Chemical inventory tracking Replacement schedule maintenance Usage documentation Quality verification

3.3 Sterile Processing Service (SPS) Maintenance

System Components or Equipment:

Two (2), banks of 12” DI tanks 12” Resin Tank Aqua Switch Thornton Meters Medivators The Contractor shall conduct required services of all Sterile Processing Service (SPS) water treatment systems. This service shall include comprehensive system inspection, performance verification testing, and necessary maintenance activities. The Contractor shall manage all expendable materials, including regular replacement of filtration media and chemical treatments according to manufacturer specifications.

3.4 Laboratory Water Systems

M1-464 System Components or Equipment:

Water Softener Carbon Filter Reverse Osmosis Machine UV Lamp Storage Tank Distribution Pump Post and Pre-Treatment Filters The Contractor shall perform required service on all laboratory water treatment systems, including comprehensive evaluation, performance testing, and chemical balance verification. Microbiology systems shall receive quarterly service and semi-annual intensive maintenance, with regular replacement of expendable materials.

Contractor will replace the 3 Portable Heat Disinfect RO Systems with a like type system in the base year of the contract.

Building-Specific Water Treatment System Components or Equipment:

Building 26 Basement System Triplex Progressive Culligan CSM 300-3 Water Softeners-Needs to be replacement as part of contract performance Building 1 Sub-Basement System Culligan Hi Flo 3e-3 Duplex Water Softener System The Building 26 water softener system shall receive, at minimum, monthly service and inspection, along with annual comprehensive maintenance. The Contractor shall monitor chemical levels and verify performance according to the specifications in the Performance Work Statement, Water Management Program, and/or as dictated by COR. The sub-basement softener system shall receive similar monthly service and quarterly comprehensive maintenance.

M2-443 Existing equipment consists of:

Pretreatment

· 10” BB GAC Carbon Filter

· Two (2) D-45 Mixed Bed Resin DI Tanks

· 1 Meg Ohm Quality Light

· 10” 5 Micron Resin Trap Polisher: Aries Gemini

· Digital Resistivity Meter

· Low TOC UV Equipped

· In-line .05 Micron Filter

· VP Mixed Bed Cartridges

· Dispensing Gun The following expendables will continue with the new equipment

· Four (4) GAC Carbon Filters Per Year

· Four (4) D-45 Mixed Bed Tanks Per Year

· Four (4) 10” 5 Micron Filters Per Year

· Two (2) VP MB Cartridges Per Year

· Two (2) In line .05 Micron Filters Per Year

Biomed Office, Room F6-130 Existing equipment consists of:

· Culligan AC Reverse Osmosis Machine

· Three (3) Gallon Storage Tank

· Distribution Faucet

Dialysis Water Systems

System Components or Equipment:

M7-306 Dialysis Central RO Dialysis Water System DI Tanks (Quantity 2) Ameriwater System The Contractor shall maintain the M7-306 dialysis water treatment system according to current AAMI and all other applicable standards. This maintenance shall include, at minimum, monthly comprehensive service, quarterly performance verification, and semi-annual intensive maintenance. All Colony Count and Endotoxin testing for water and dialysate will have a 48-hour turnaround.

The Contractor shall replace all water treatment equipment in room M7-306 in the base year of the contract.

3.5 Portable Reverse Osmosis Systems

System Components or Equipment:

Culligan Centurion Portable Heat Disinfect RO systems designed for single patient treatments The Contractor shall maintain portable reverse osmosis units, conducting, at minimum, monthly service on each unit to verify system performance, assess chemical treatment effectiveness, and ensure proper operation. Annual service shall include, at minimum, comprehensive system overhaul, complete parts inspection, and performance certification.

3.6 Ultra-Pure Water Systems

System Components or Equipment:

Gemini Model 1102 Ultra-Pure Water System D45 Filters UV Lights The F2-105C, F3-121, F4-109, F5-112, M2-443 and V1-717 ultra-pure water systems shall receive, at minimum, semi-annual, quarterly, and annual comprehensive service and annual complete maintenance. The Contractor shall verify system performance and maintain water quality parameters according to the specifications detailed in Performance Work Statement, Water Management Program, and/or as dictated by COR.

3.7 Dental Water Systems and Equipment

System Components or Equipment:

10” carbon filter MB D-25 tanks The Contractor shall, at minimum, perform quarterly comprehensive service on all dental unit water systems in Room V2-766. This service shall, at minimum include quarterly water quality verification, system sanitization, and testing of all water lines on each dental chair. The Contractor shall maintain documentation of the specific number of lines tested per chair and water quality results according to the requirements in Performance Work Statement, Water Management Program, and/or as dictated by COR.

3.8 Legionella Testing Program

The Contractor shall implement a comprehensive Legionella testing program that includes quarterly sampling at designated locations throughout the facility. Testing requirements shall come from current VHA Directive 1061 and other applicable standards. This program shall include:

- Main Tower: 22 samples (11 hot/11 cold)

- Building 28: 22 samples (11 hot/11 cold)

- Building 56: 22 samples (11 hot/11 cold)

- Fisher House: 22 samples (11 hot/11 cold)

- Transitional Residence: 22 samples (11 hot/11 cold)

- Boiler Plant: 3 Cooling Towers

3.8.1 Building Water Systems Testing Requirements

- Quarterly testing with minimum 22 water samples per building

- Two samples minimum each from ice machines and water fountains

- Two samples minimum from pure hot water sources

- Remaining samples distributed among hot, cold, and mixed water outlets

- Collection of pH, biocide level, and temperature data with each sample

- Documentation of sample locations and types

3.8.2 Cooling Tower Testing

- Initial testing within 7 days of startup

- Testing every 90 days during operational periods

- Samples from each basin/sump and chiller supply/return points

- Collection of associated water chemistry parameters

3.8.3 Construction Legionella Testing

The Contractor shall perform construction activation water quality tests as needed, following these protocols:

- Pre-flush sampling

- Post-flush sampling

- Chemical parameter verification

- Biological testing requirements

3.8.4 Emergency Legionella Testing

Emergency response capabilities shall include provisions for forty-eight emergency Legionella testing events per year, with rapid response sampling and expedited analysis. The Contractor shall maintain an adequate supply of Point-of-Use water filters and document all emergency response activities according to the requirements in Appendix B. Emergency Response Testing components:

- Rapid response protocols

- Priority analysis procedures

- Result notification requirements

- Follow-up testing specifications

3.8.5 LEGIONELLA TESTING REPORT TEMPLATE

3.8.5.1 Reporting Requirements

The Contractor shall use this standardized reporting template for all Legionella testing activities. Reports shall be submitted electronically in both PDF and Excel format to enable both archival record-keeping and data analysis.

3.8.5.2 Legionella Testing Report Template

Column Header Description Required Format

Sample ID Unique identifier for each sample Format: YYYYMMDD-BLDG-LOC (e.g., 20250102-B1-SB)

Sample Date Date sample was collected MM/DD/YYYY

Location of Sampling Building and specific location Building number/name and room/area identifier

Sample Source Specific fixture or equipment sampled

E.g., Sink, Shower, Cooling Tower, Storage Tank

Sample Type Type of water sampled Hot Water, Cold Water, or Process Water

Water Temp Temperature at time of sampling Degrees Fahrenheit (°F)

Biocide Level - Residual Residual biocide concentration Parts per million (ppm)

PH pH level at time of sampling pH units (0.0-13.0)

Date Sample sent to lab Date sample was shipped to MM/DD/YYYY

Column Header Description Required Format laboratory

Date of Legionella Culture result

Date results were received from laboratory

MM/DD/YYYY

Lab Sample ID Laboratory's internal sample identifier

As assigned by laboratory

Legionella Detected by Culture?

Presence/absence and quantification CFU/mL if detected, "ND" if not detected

3.8.5.3 Sample Table Format

Sample

ID

Sample Date

Location of Sampling

Sample Source

Sample Type

Water Temp

Biocide Level - Residual

PH

Date Sample sent to lab

Date of Legionella Culture result

Lab Sample

ID

Legionella Detected by Culture?

3.8.5.4 Submission Requirements

Reports shall be submitted within 3 business days of receiving laboratory results Each report shall include:

Completed template table Summary of any exceedances Recommended corrective actions Laboratory certification information Chain of custody documentation

3.8.5.5 Records Retention

The Contractor shall maintain electronic copies of all reports for a minimum of 5 years Reports shall be organized by:

Calendar year Building/location Sample type Testing round (e.g., routine quarterly, emergency response)

3.8.5.6 Data Analysis Requirements

The Contractor shall provide quarterly trend analysis including:

Statistical summary of results Identification of any patterns or trends Comparison to historical data Recommendations for system improvements

3.9 SPECIFIC WATER TESTING:

3.9.1 Cooling Tower

The Contractor shall conduct quarterly comprehensive analysis of the three cooling towers located at the Boiler Plant. Monthly water quality verification, biological growth monitoring, and chemical treatment verification shall be performed according to the protocols specified in Performance Work Statement, Water Management Program, and/or as dictated by COR. The Contractor shall maintain detailed documentation of all testing and maintenance activities.

3.9.2 Sterile Processing Service (SPS)

The Contractor shall perform testing and maintenance, at minimum, according to the following specifications:

a) Monthly Testing Parameters

- Total Bacteria Count (HPC Method 9215C)

- Total Dissolved Solids

- Temperature

- Endotoxins

b) Quarterly Analysis Requirements

- Total Organic Carbon

- Heavy Metals

- Particulate Matter

- Ion Analysis

- Hardness

- Chlorides

- Conductivity

- pH Level

- Alkalinity Testing of endotoxins and colony forming units may be requested due to repairs, upgrades or changes to the water system.

3.9.3 Dental Clinic

Quarterly Service Testing for colony forming units of heterotrophic bacteria. Samples shall be collected at each operatory chair line.

Testing to include the DI system.

The contractor shall provide a unit price for each water testing sample on their proposal. A unit price is for all lines at each chair. The unit price will include sterilizing all lines at each chair.

3.9.4 Dialysis

The Contractor shall maintain dialysis water quality according to current AAMI standards:

a) Monthly/Quarterly Testing Requirements

- Bacteria

- Endotoxin

- Total Chlorine

- Conductivity monitoring

- pH verification

- Hardness

- Alkalinity

b) Annual Validation Testing

- Chemical contaminants analysis

- Heavy metals screening

- Comprehensive system validation

- Performance verification

3.9.5 Ultra-Pure Water Systems

The Contractor shall maintain ultra-pure water systems according to these specifications:

a) Semi-Annual Service Requirements

- System sanitization protocols

- Filter replacement schedule

- UV lamp maintenance

- Performance validation

b) Annual Testing Parameters

- Resistivity: >17.2 MΩ-cm at 25°C

- TOC: <5 ppb

- Bacteria: <1 CFU/mL

- Particulates: <0.22 μm

- Silica: <0.1 ppb

3.9.6 Water Softening System

The Contractor shall maintain water softening systems according to these requirements:

a) Monthly Monitoring

- Hardness testing

- Salt level verification

- Regeneration cycle check

- Performance verification

b) Annual Service Requirements

- Resin bed inspection

- Control valve maintenance

- System sanitization

- Performance validation

3.9.7 STEAM TESTING

The Contractor shall implement testing protocols to verify steam quality meets current VA and AAMI standards.

Steam condensate shall meet chemical parameter specifications including pH levels, total alkalinity, conductivity, and metal content as required. The Contractor shall maintain comprehensive documentation of all testing activities and results according to the requirements specified in Performance Work Statement, Water Management Program, and/or as dictated by COR. Contractor shall provide a quote for steam testing per AAMI standards per sample.

3.10 Documentation Requirements

The Contractor shall maintain comprehensive documentation of all maintenance and testing activities within the SharePoint. This documentation shall include detailed service records, test results, trending analysis, and corrective actions. All documentation shall comply with the requirements specified in Performance Work Statement, Water Management Program, and/or as dictated by COR and be readily accessible for review by facility personnel.

4. WATER MANAGEMENT PROGRAM DEVELOPMENT AND IMPLEMENTATION

4.1 Program Development

4.1.1 Program Framework

The Contractor shall develop a comprehensive Water Management Program that integrates all aspects of water quality management throughout the medical center facilities. The program shall establish systematic procedures for comprehensive services including monitoring, testing, maintenance, and documentation of all water systems while ensuring compliance with applicable VA Directives and Joint Commission standards.

4.1.2 Program Elements

The Water Management Program shall, at minimum, include the following elements:

Establishes a Water Management Team (WMT) that includes the contractor and all applicable KCVAMC personal responsible for the testing, maintenance, and oversight of all KCVAMC Water Systems and Equipment. WMT shall also identify all persons responsible for program development, implementation, and operation.

Identifies all KCVAMC Water Systems and creates Process Flow Diagrams and Documentation – Identifies all the water systems within the main campus and develops complete water-system process flow diagrams and documentation.

Analyzes All KCVAMC Water Systems and Conducts a systematic analysis of hazardous conditions in the building water systems.

Creates Maintenance and Testing Standard Operating Procedures for all KCVAMC Water Systems and Equipment.

The Contractor shall develop within the WMP systematic maintenance procedures that address preventive and corrective maintenance requirements for all water systems. These procedures shall fulfill all code and standards requirements and, at a minimum, establish clear schedules, documentation requirements, and quality control measures.

Creates Control Measures by determining 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.

Creates KCVAMC Water System and Equipment Monitoring Program that Includes procedures for monitoring whether control measures are operating within established control limits.

Includes Corrective Actions that include, at a minimum, all actions to be taken when monitoring indicates that the control parameters are outside of the established control limits.

Includes Confirmations that establish procedures to confirm that:

Verifies all Water Management Program elements are being implemented as designed.

Validates that the Water Management Program effectively controls the hazardous conditions throughout the KCVAMC Water Systems and Equipment.

Includes the procedures for the operation of Water Management Program (WMP) Digital Documentation Database (DDD). The Contractor shall implement a comprehensive digital documentation system that maintains detailed records of all WMP activities. This system shall provide real-time access to key members of the WMT and includes, at minimum, all KCVAMC Water Systems and information while ensuring proper organization and retention of all required documentation.

4.1.3 Water Management Program Operation

The contractor shall provide WMP operation services in support of the KCVAMC Water Management Team (WMT):

Facilitates quarterly on-site meetings for the KCVAMC Water Management Team.

Maintains, assists, and advises in the operation of the WMP and the generation and documentation of, at minimum, all required documentation.

Recommends and implements all changes to the WMP as directed by the Water Management Team to achieve the desired performance in compliance with all current applicable codes and standards.

Creates, operates, and continues to customize the WMP throughout the contract lifecycle utilizing a VA approved centralized “Digital Document Database” or “DDD” where all created documentation covered in this Performance Work Statement shall be organized and stored.

Provides remote support for WMP questions as needed.

Provides training to the applicable members of the Water Management Team on the WMP process and best practices for water systems and equipment maintenance, testing, and operations oversight.

Quarterly, verifies that the WMP is being implemented as designed on a quarterly basis by providing WMP system performance. Verifies that all documents and information is current in WMP DDD. Validates that the WMP adequately controls the hazardous conditions for all the water systems and equipment.

4.1.4 WMP Validation and Risk Management

The WMP shall Include Risk Management and Validation Testing process and procedures. The Contractor shall establish comprehensive testing protocols that, at minimum, verify compliance with all applicable standards.

Testing procedures shall incorporate automated data collection stored in the DDD and include validation processes that ensure accuracy and completeness of all collected information. The contractor shall also 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 implement comprehensive risk assessment procedures that:

Identify Potential Hazards such as: System vulnerabilities, operational risks, environmental factors, compliance challenges.

Evaluates Risk Levels by providing: Impact assessments, Probability analysis, Risk categorization, and Priority determination.

The WMP shall include the development of Risk Mitigation policies and procedures that:

addresses Identified Risks with Control measures, Monitoring protocols, Response procedures, Documentation requirements.

Ensures Program Effectiveness with Regular assessments, Performance verification, Continuous improvement, Documentation updates.

4.1.5 WMP Emergency Response

The Contractor shall create and maintain comprehensive emergency response policies and procedures that:

Dictates Immediate Response, Emergency testing protocols, Remediation procedures.

Dictates System Recovery, Temporary measures, Permanent solutions, System validation, and Documentation requirements

4.2 WMP Compliance Requirements

The Contractor shall ensure and provide reference that WMP maintains, at minimum, full compliance with the most current versions of these standards and guidelines and all others dictated in this Performance Work Statement:

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

AAMI ST108

Safe Drinking Water Act (SDWA) ASHRAE Guideline 12-2000. ASHRAE Standard Minimizing the Risk of Legionellosis Associated with Building Water Systems.

CTI Guidelines WTB-147. Legionellosis Guideline: Best practices for Control of Legionella VHA Directives 1061, 1116, and 1811 Joint Commission Standards EC.02.04.01, EC 02.04.02, EC 02.04.05 Life Safety Standards LS 01.01.01

CONTRACT ADMINISTRATION

5.1 Contractor Personnel Requirements

5.1.1 Training and Certification

The Contractor shall ensure all personnel complete required training and maintain current certifications.

5.1.2 Security Requirements

The Contractor shall ensure all personnel obtain and properly display identification badges while on-site. Personnel shall complete annual safety and infection control training at designated times prior to working on site and maintain compliance with all facility security protocols.

5.1.3 Performance Standards

The Contractor shall maintain documentation of personnel qualifications and performance evaluations according to the requirements. This documentation shall demonstrate ongoing compliance with all certification and training requirements throughout the contract lifecycle.

6. REPORTING REQUIREMENTS

6.1 Reports

Contractor shall provide a report after completion of each scheduled and unscheduled repair, service or testing.

The contractor shall submit the format for this report type, to the COR, for review and approval, within 14 calendar days after contract award. The report will show, at a minimum, testing results, the work completed, and the replacement parts used to repair or maintain the equipment. The completed report must be delivered to the COR within 2 business days of performing the service.

Service reports from the contractor shall, at minimum, contain:

- Date and time of technician’s arrival on station, to include the technician’s name.

- Type, model, and a serial number(s) of all equipment on which maintenance was performed.

- Total time spent performing maintenance, excluding travel time.

- Detailed narrative of the malfunction, PM action or testing.

- Tasks completed

- Complete list of parts replaced or parts that are on order.

- Comments as to the probable cause of the malfunction when applicable.

- Date and time the repair or software upgrade was completed.

- Indicate if the service was scheduled or unscheduled service.

7. PERFORMANCE, Validation, AND QUALITY CONTROL Requirements

7.1 Water Management Program Performance Requirements

7.1.1 Assessment Framework

The Contractor shall implement a comprehensive performance assessment program that evaluates all aspects of the Water Management Program. This framework shall integrate all performance, validation, and quality control requirements specified by Performance Work Statement, Water Management Program, or as dictated by COR to ensure thorough evaluation of program effectiveness.

7.1.2 Program Verification Requirements

The Contractor shall verify proper implementation of the Water Management Program through systematic assessment of all program elements. Program verification shall include monthly examination of all monitoring records, corrective action documentation, maintenance logs, and training records to verify compliance with program requirements. The Contractor shall perform comprehensive evaluation of all water treatment systems following the protocols defined by Performance Work Statement, created Water Management Program, or as dictated by COR to verify implementation of control measures and confirm effectiveness of corrective actions.

7.2 Quality Control Requirements

7.2.1 Laboratory Requirements

All testing laboratories shall maintain current certification from all required programs, such as CDC Elite, and appropriate accreditation for the testing or maintenance performed as deemed by VA and all other encompassing standards. The Contractor shall ensure all laboratories utilized maintain comprehensive quality control procedures, method validation protocols, equipment calibration records, personnel qualification documentation, and result verification processes.

7.2.2 Equipment Calibration

The Contractor shall implement a comprehensive calibration program including medical center staff daily verification checks and weekly calibration assessments, and Contractor monthly comprehensive calibration procedures and annual certification of all equipment. Complete documentation shall be maintained for all calibration activities, including calibration curves, control charts, and verification records.

7.2.3 Process Controls

The Contractor shall maintain detailed standard operating procedures, implement quality control sampling protocols, utilize appropriate method blanks, conduct duplicate analyses as required, and maintain control charts for all critical parameters. The quality control program shall include regular assessment of monitoring activities, thorough documentation review, and continuous evaluation of program effectiveness.

7.2.4 System-Specific Quality Control

7.2.4.1 Water Monitoring Systems

The Contractor shall implement, at minimum, quality control measures for:

- Sensor calibration verification

- Data validation procedures

- Performance monitoring

- System maintenance verification

7.2.4.2 Laboratory Testing

Quality control requirements shall, at minimum, include:

- Method validation protocols

- Control sample analysis

- Proficiency testing

- Result verification procedures

7.2.4.3 Field Testing

The Contractor shall, at minimum, maintain quality control for:

- Sample collection procedures

- Field analysis methods

- Equipment calibration

- Result documentation

7.2.4.4 System and Equipment Maintenance

The Contractor shall implement, at minimum, quality control measures for

a) Monthly inspection verification:

- Documentation of completion status

- Equipment performance metrics

- Maintenance checklist compliance

- Service schedule adherence

b) Preventive maintenance protocols:

- Manufacturer specifications compliance

- Service interval tracking

- Consumable equipment replacement scheduling

- Performance validation records

c) Emergency maintenance response:

- Response time documentation

- Problem resolution verification

- System recovery confirmation

- Follow-up testing validation

c) Equipment calibration management:

- Calibration schedule tracking

- Accuracy verification procedures

- Standard reference checks

- Certification documentation

d) Maintenance documentation controls:

- Service sheet completion verification

- Electronic record validation

- Maintenance history tracking

- Quality assurance reviews

7.2.5 Quality Control Documentation Requirements

7.2.5.1 Quality Control Records

The Contractor shall maintain, at minimum, documentation of:

- Calibration activities

- Control sample results

- Method validation studies

- Corrective actions

- Performance trends

7.2.5.2 Electronic Documentation

All quality control data shall be maintained, at minimum or otherwise dictated by COR, in the Water Management Program software system utilizing:

- Real-time data entry

- Automated tracking

- Trend analysis

- Report generation

- Alert notification

8.0 Site Visit

8.1 Though not mandatory, contractors are encouraged to attend the site visit as scheduled below:

Location: Kansas City VA Medical Center Date: 11/13/26 Time: 1000 Location: Meet at Building 6 POC: Joseph Cochran @ 816 861-4700 EX: 53416

DURING THE COURSE/CONDUCT OF THE SITE VISIT VENDOR QUESTIONS WILL NOT BE ANSWERED OR

ADDRESSED.

QUESTIONS ABOUT THIS SOLICITATION SHALL BE SUBMITTED IN ACCORDANCE WITH THE INSTRUCTIONS LISTED IN THE SOLICITATION AND SHALL BE SUBMITTED WITHIN THE TIME WINDOW SPECIFIED TO Leslie.ross2@va.gov

9. RECORDS AND INFORMATION MANAGEMENT

9.1.1 Records Management

The Contractor will comply with the Department of Veterans Affairs' Veterans Health Administration (VHA) Directive 6300(2), which outlines the policies and procedures for the management of records. This directive ensures that all records, including paper and electronic, are properly maintained, accessed, and disposed of in compliance with federal regulations and VA policies. The Contractor shall adhere to all provisions of VHA Directive 6300(2), including but not limited to:

1. Record Creation and Collection: Ensuring that all records are created and collected in a manner that meets VA’s standards and requirements.

2. Record Maintenance and Accessibility: Maintaining records in a secure environment where they are protected from unauthorized access, alteration, or destruction, and ensuring they are accessible as required by VA policies and federal laws.

3. Record Disposition: Disposing of records in accordance with VA's record retention and disposition schedules, ensuring that all procedures for destroying records are secure and compliant with applicable regulations.

4. Training and Compliance: Ensuring that all personnel involved in the handling of VA records are adequately trained in records management policies and procedures and are aware of the importance of compliance with VHA Directive 6300(2).

APPENDIX A: WATER QUALITY MONITORING SYSTEM SPECIFICATIONS

A.1 System The current monitoring system is comprised of ATI Metrinet Water monitor equipment that is integrated with BEACON Smart Water Software and designed to provide continuous measurement and automated alerts through web-based application with cellular and local intranet communication capability. Each monitoring location incorporates self-calibrating operation and self-cleaning chemical supply sections to minimize maintenance requirements.

A.2 Monitoring Parameters The monitoring system shall maintain continuous measurement of parameters according to system-specific requirements:

A.2.1 Chemical Parameters The system shall monitor chemical parameters using EPA-accepted testing methods, including free chlorine levels, total chlorine measurements, pH readings, total dissolved solids, and conductivity measurements. Each parameter shall be monitored at intervals specified for the particular system type.

A.2.2 Physical Parameters The system shall track physical parameters including water temperature, system pressure, flow rates, and pressure differentials. These measurements shall be recorded continuously and integrated into the water monitoring software platform for real-time analysis.

A.3 Alert Requirements The monitoring system shall generate immediate notifications through both the software interface and mobile alerts when parameters fall outside specified ranges. Alert thresholds shall be established according to system-specific requirements detailed in Section 8 and maintained through the water monitoring software platform.

A.3.1 System Alerts The monitoring system shall generate real-time notifications for:

- No water flow detection

- Low chemical supply levels

- Empty chemical supply status

- System malfunction alerts

A.3.2 Parameter Alerts The system requires immediate notification when any parameter falls outside specified ranges:

- Free chlorine levels

- Total chlorine levels

- pH measurements

- Temperature readings

- Pressure measurements

- Conductivity/TDS values

A.4 Technical Specifications

A.4.1 Communication Requires The system shall maintain:

- Cellular connectivity

- RS 485 output capability

- Minimum six 4-20 mA outputs

- Minimum five 250 VAC/DC relays

A.4.2 Display and Data The current system provides:

- Minimum 4.5-inch display screen

- 256 Kbit minimum memory

- 1000-line minimum storage capacity

- Recording intervals from 1-360 minutes

- Event logging capability

A.5 System Requirements The Contractor shall replace or utilize and maintain the current water monitoring equipment software for continuous water quality monitoring data management. This system shall serve as the primary platform for collecting, analyzing, and reporting water quality data from the continuous water monitoring equipment.

A.5.1 Technical Requirements The Continuous Water Monitoring Software shall maintain:

a) Communication Infrastructure The system shall maintain dual connectivity through:

- Cellular network communication for remote access and data transmission

- Local intranet connection for on-site access and system management

b) System Performance The system shall maintain:

- Minimum monthly uptime of 99.95%

- Database backup procedures ensuring 99.999999999% data durability

- Real-time data synchronization with continuous water monitoring equipment

A.5.2 Security Requirements The system shall comply with:

- FedRAMP requirements at the moderate impact level

- Federal Cloud Computing Strategy standards

- TLS 1.2 encryption with 128-bit AES encryption

- VA information security requirements

A.6 Functionality Requirements

A.6.1 Data Management The Continuous Water Monitoring Software shall provide:

- Real-time monitoring of all continuous water monitoring equipment sensor data

- Automated data collection and validation

- Customizable reporting features

- Trend analysis and visualization tools

- Historical data archiving and retrieval

- Alert generation and management

A.6.2 User Interface The Continuous Water Monitoring Software shall maintain:

- Role-based access control

- Customizable dashboards

- Real-time data visualization

- Report generation tools

- Alert management interface

- System configuration controls

APPENDIX B: EMERGENCY RESPONSE PROCEDURES:

B.1 Response Requirements The Contractor shall maintain rapid response capabilities for all emergency situations. Phone response shall be provided within 2 hours of initial notification, with on-site response required within 4 hours. For testing emergencies, the Contractor shall ensure same-day laboratory submission of samples. The Contractor shall maintain an emergency repair parts inventory, adequate Point-of-Use filter stock, appropriate water testing equipment, and all necessary personal protective equipment to support emergency response operations.

B.2 Emergency Legionella Testing Protocols The Contractor shall implement comprehensive emergency testing protocols for Legionella response. Sample collection shall be completed within 4 hours of notification, with next-day shipping to a CDC ELITE laboratory required. Results shall be reported within 24 hours of receipt, with immediate notification provided for any exceedances. The Contractor shall implement Point-of-Use filter installation within 4 hours when required, including water sampling before and after installation, with complete documentation of all installation activities.

B.3 System-Specific Emergency Procedures

B.3.1 Sterile Processing Services The Contractor shall maintain emergency response protocols for:

System failure scenarios Water quality exceedances Equipment malfunctions Critical parameter deviations

B.3.2 Laboratory Systems Emergency procedures shall address:

Quality parameter exceedances Equipment failures Contamination events System malfunctions

B.3.3 Dialysis Systems Emergency protocols shall cover:

Water quality deviations Equipment failures System contamination Critical parameter exceedances

B.4 Remediation Procedures

For results between 10-999 CFU/mL, the Contractor shall conduct an immediate review of the water treatment program, develop a comprehensive remedial action plan, implement appropriate shock treatment protocols, and conduct online disinfection as needed. Weekly retesting shall continue until the system is cleared. For results at or exceeding 1,000 CFU/mL, the Contractor shall implement immediate exposure prevention measures, conduct a thorough risk assessment review, perform emergency system cleaning, and implement appropriate contingency plans. Daily monitoring shall continue until the system demonstrates acceptable results.