REVISED Statement of Work_Legionella Water Testing 2025_2 OCT24.pdf

STATEMENT OF WORK

Legionella Water Testing for South Texas Veterans

Health Care System

1. DESCRIPTION OF SERVICES

The Contractor is tasked with collecting and analyzing water samples for Legionella at the locations below in accordance with the specifications of the Statement of Work (SOW). The Contractor shall provide all personnel, transportation, equipment, supplies, sample analysis, reporting, shipping costs, other items, and non-personal services necessary to perform water sampling collection. The contractor’s qualifications must comply with current state, and federal (EPA) requirements. The Contractor assumes all liability risks for work performed under this contract.

1. Audie L. Murphy VA Medical Center (ALMC) 7400 Merton Minter Blvd.

San Antonio, TX 78229

2. STVHCS Poly-Trauma Housing (PTRP) 4949 Gus Eckert Road San Antonio, TX 78240

3. STVHCS Fisher House 1 (FH 1) 7485 Wurzbach Road San Antonio, TX 78229

4. STVHCS Fisher House 2 (FH 2) 7485 Wurzbach Road San Antonio, TX 78229

5. Kerrville VA Medical Center (KMC) 3600 Memorial BLVD Kerrville, TX 78028-5768

2. GENERAL REQUIREMENTS

Samples will be collected quarterly in November (64 samples), February (64 samples), May (64 samples), and August (64 samples) for the Fiscal Year 2025. Additional samples will need to be collected for positive results. The successful contractor will collect Legionella water samples at ALMC, FH 1, FH 2, PTRP, and KMC in accordance with VHA Directive 1061(1), Prevention of Health Care-Associated Legionella Disease and Scald Injury from Water Systems, amended March 4, 2024 (VA 1061).

The successful contractor will collect Legionella samples at San Antonio (Audie L. Murphy VA Medical Center, Poly-Trauma Housing (PTRP), Fisher House 1 (FH 1), and Fisher House 2 (FH 2)) in accordance with VHA Directive 1061 - Prevention of Healthcare Associated Legionella Disease and Scald Injury from Potable Water Distribution Systems. Samples will be collected quarterly in November (44 samples), February (44 samples), May (44 samples), and August (44 samples) for the Fiscal Year 2025. Additional samples will need to be collected for positive results.

The successful contractor will collect Legionella samples at Kerrville Campus in accordance with VHA Directive 1061 - Prevention of Healthcare Associated Legionella Disease and Scald Injury from Potable Water Distribution Systems. Samples will be collected quarterly in November (20 samples), February (20 samples), May (20 samples), and August (20 samples) for the Fiscal Year 2025. Additional samples will need to be collected for positive results.

Contractor’s Responsibilities:

• Contractor will collect approximately 20 water samples per quarter at ALMC and KC.

FH1/2 and PTRP buildings do not have 20 sampling locations instead 50% of the available locations will be sampled every quarter. 8 samples for FH 1, 8 samples for FH

2 and 8 samples for PTRP. At least two of the 20 samples must be from an ice machine or other pure cold water source. For FH 1/2 and PTRP, one ice machine or cold-water source sample. For FH 1/2 and PTRP, one from a pure hot water source (no mixing valve present). At least two of the 20 samples must be from a pure hot water source

(i.e., no mixing valve present).

• For the remainder of the samples, where a mixing valve is in place at the outlet, the first draw sample is considered a mixed hot/cold (“mixed”) water sample. If no mixing valve is in place at the outlet, take the first draw sample from either the hot or cold side.

• Additional water samples will be collected for positive results using the same method(s) used by the laboratory for proficiency testing.

• Contractor will document water temperature, biocide levels, and pH at the time samples taken.

• Contractor will collect samples on a Tuesday, Wednesday, or Thursday of the week.

o Collection process:

▪ Remove aerators

▪ Use 70% alcohol to wipe the collection site

▪ First draw

• The Contractor will maintain a Legionella water management database of all sample results allowing the customer to have access with the ability to generate reports for trend analysis.

• Contractor will be available to provide technical expertise in the field of Legionella sample collection in accordance with VA 1061.

• Contractor will use laboratories that follow the accreditation standard (e.g. ISO/IEC

17025, General Requirements for the Competence of Testing and Calibration

Laboratories).

• Contractor has demonstrated the proficiency to collect Legionella environmental samples in accordance with the CDC Elite or Public Health England Legionella External

Quality Assessment (EQA).

• Legionella testing method(s) is documented on the laboratory’s accreditation certificate.

• Contractor will use a laboratory that can determine if the Legionella detected by culture in environmental samples is the species Legionella pneumophila and serogroup - L.

pneumophila serogroup 1.

• Contractor will verify lowest limit of detection for sample analysis.

• Contractor will provide a detailed written report of findings to the Chief of Safety Service.

Period of Performance: Base Year Plus 4 One-Year Option Periods

Base Year: November 1, 2024 – October 31, 2025 Option Year 1: November 1, 2025 – October 31, 2026 Option Year 2: November 1, 2026 – October 31, 2027 Option Year 3: November 1, 2027 – October 31, 2028 Option Year 4: November 1, 2028 – October 31, 2029

3. REPORTS

The chain of custody (CC) that includes the documentation of sample collection, description of pH levels, temperature, and biocide level of samples at time of collection will be provided to the COR at the completion each visit. Report must be in format mutually acceptable to VA and Contractor. Failure to provide written reports could result in delay of payment.

1. Name of Contractor

2. Name of Field Service Employee (FSE) who performed services

3. How many samples were collected and the locations

4. Date, time (starting and ending) and hours on site

5. VA purchase order number (incorrect number could delay processing of invoices)

6. Signature of the FSE performing the services and the VA employee who witnessed the services described.

4. TECHNICAL REQUIREMENTS

Prior to the performance of services and working at the VA facility, the Contractor must abide by the following VA directives and submit to Infection Control Rep:

Provide proof of tuberculosis (TB) testing for each Contractor employee working onsite. Testing results must be less than one year old. The cost of the TB test is the responsibility of the Contractor and/or Contractor employees and is not administered by the VA.

Provide proof of flu vaccine. As of August 10, 2020, the Veterans’ Health Administration made it mandatory for all personnel working at any VA health care facility to have their seasonal influenza vaccination, including contractors. Unless properly exempted.

Attend an Infection Control Training class on Tuesdays at Audie Murphy VAMC or Virtual where they will request the proof of TB results and Flu vaccine. This must be done every year.

5. CONFORMANCE STANDARDS

The successful contractor will collect Legionella samplings at Audie L. Murphy Medical Center, KC Medical Center, FH I/II, and PTRP in accordance with VHA Directive 1061 - Prevention of Healthcare Associated Legionella Disease and Scald Injury from Potable Water Distribution Systems.

Contractors shall be equipped with all necessary tools, equipment, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely. Tools, equipment, and PPE shall comply with the requirements standard environmental and analytical collection process.

6. OPERATIONS AND STORAGE AREAS

The Contractor shall confine all operations (including storage of materials) in the footprint of the defined work area. The Contractor shall hold and save the Government, its officers, and agents, free and harmless from liability of any nature occasioned by the Contractor's performance.

The Contractor shall, under regulations prescribed by the Contracting Officer, use only established roadways. When materials are transported in prosecuting the work, vehicles shall not be loaded beyond the loading capacity recommended by the manufacturer of the vehicle or prescribed by any Federal, State, or local law or regulation. When it is necessary to cross curbs or sidewalks, the Contractor shall protect them from damage. The Contractor shall repair or pay for the repair of any damaged curbs, sidewalks, or roads.

7. HOURS OF OPERATION

Normal hours of operation are Monday through Friday from 7:00 am to 4:30 pm, ALMC and 8:00 am to 4:30 pm, KC excluding holidays.

Federal and National Holidays observed by the VAMC are:

National Holidays Federal Holidays

New Year's Day Labor Day Independence Day Memorial Day Thanksgiving Day Christmas Day

M L King's Birthday Columbus Day President's Day Juneteenth Veterans Day Independence Day

Also included would be any other day specifically declared by the President of the United States to be a National Holiday.

When a holiday falls on a Sunday, the following Monday must be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday must be observed as a legal holiday.

8. SECURITY REQUIREMENTS

The Contractor’s employees must always wear visible identification while on the premises of the VAMC. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section or the COR. The VAMC will not invalidate or make reimbursement for any parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC. Possession of weapons is prohibited. Enclosed containers, including tool kits, are subject to a search. Violations of VA regulations may result in citations answerable in the United States (Federal) District court, not a local district, state, or municipal court.

a. Once contract is awarded; all contractors must acquire a VHA contractor badge.

Contractors and all workers involved will require a background check. The VA will provide the appropriate forms to submit to Personal Identity Verification office (PIV). Two forms of ID will be needed. The badge will be active for the length of the contract only.

COR can provide further instructions after award.

b. The Contractor and their personnel shall follow all VA policies, standard operating procedures, applicable laws, and regulations while on VA property. Violations of VA regulations and policies may result in citation and disciplinary measures for persons violating the law.

c. The Contractor shall be responsible for safeguarding all government equipment, information and property provided to Contractor personnel while performing the services described herein.

d. Smoking is prohibited inside/outside any building other than the designated smoking areas.

e. Possession of weapons on the facility grounds is prohibited.

f. The Contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract.

g. Contractor will report to Safety Service for an escort to STVHCS collection sites.

9. PROTECTION OF GOVERNMENT PROPERTY

During work execution, the Contractor must take special care to protect Government property including furniture, walls, baseboards, and other surfaces. Accidental splashes must be removed immediately. Damage resulting from the Contractor operations must be repaired by the Contractor, including painting, refinishing, or replacement, if necessary, at no additional cost to the Government.

The Contractor must be responsible to meet EPA/Safety requirements in the performance of the work. This must include, but not limited to, taking all the necessary precautions to protect the patients, visitors, and/or staff at each location. The Contractor must be held responsible for any injuries and /or damage, which may be caused by the Contractors failure to adhere to these requirements.

Extreme caution must be exercised to prevent damage to the building and its contents. Any damage must be reported to the COR immediately for appropriate action. Any damage caused by the contractor will be repaired and/or replaced to the satisfaction of the VA at the Contractor’s expense.

10. GOVERNMENT-FURNISHED EQUIPMENT (GFE): Contractor will not require GFE.

11. INFORMATION SYSTEMS OFFICER, INFORMATION PROTECTION

The contractor will not have access to VA Desktop computers, nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

12. PRIVACY OFFICER

The contractor will not have access to protected Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

13. RECORDS MANAGEMENT:

a. Citations to pertinent laws, codes, and regulations such as 44 U.S.C Chapter 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR

Part 1222 and Part 1228.

b. Contractor shall treat all deliverables under the contract as the property of the U.S.

Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

c. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government ‘IT’ equipment and/or Government records.

d. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

e. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

f. The Government Agency owns the rights to all data/records produced as part of this contract.

g. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

h. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the

Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

i. No disposition of documents will be allowed without the prior written consent of the

Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

j. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by

Government and Agency guidance for protecting sensitive and proprietary information.

h. Information Systems Officer, Information Protection: The contractor will not have access to VA Desktop computers, nor will they have access to online resources belonging to the government while conducting services.

i. Privacy Officer: The contractor will not have access to Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA.

12. INVOICES AND PAYMENTS:

a. Contracting Officer Representative (COR): The COR will be identified in a separate letter and a copy will be provided to the Contractor. The COR monitors all technical aspects of the contract, assists in contract administration, states the responsibilities and limitations of the COR including changes in price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

b. The COR is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that will affect price, quantity, or quality of performance in this contract. In the event the Contractor affects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. All changes to the contract will be issued via modification in writing from the Contracting Officer to the Contractor.

c. Payment to be made within 30 days of invoice, in arrears, following satisfactory performance by Contractor’s personnel and upon receipt of a properly prepared invoice.

The invoice MUST be itemized to include the following information. Any information listed below, and not provided on an invoice, will render that invoice incomplete and the invoice will be returned for immediate correction:

Time period being invoiced for.

Description of services performed.

Unit Cost billed.

Extended amount due.

Invoice number, date, and.

Contract and obligation numbers.

(End Statement of Work)