Amendment 36C25725Q0089 0003.pdf

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 25

0001 02-14-2025

674-25-1-5166-0001

36C257

Department Of Veterans Affairs Network Contracting Office 17

5441 Babcock Road Ste. 302 San Antonio TX 78240

36C257

Department Of Veterans Affairs Network Contracting Office 17

5441 Babcock Road Ste. 302 San Antonio TX 78240

To all Offerors/Bidders

36C25725Q0089

01-03-2025

X

X X

** HOUR & DATE for Receipt of Offers is EXTENDED to: 02-19-2025 12PM CST

X 1

The purpose of this amendment is to:

1. Extend the response due time/date as shown in block 11 above.

2. Provide questions to answers.

3. Provide a revised Statement of Work. Revisions are highlighted.

4. Provide a revised copy of Addendum to 52.212-1. Revisions are highlighted.

5. Provide a revised copy of the Basis of Award. Revisions are highlighted.

6. Provide a copy of Standard Document ES-2019-001 Cooling Tower Water Systems dtd Dec 2021. Attached with Amendment 0003.

7. Provide a copy of VHA Directive 1061-4 dtd Feb 2021. Attached with Amendment 0003.

36C25725Q0089 Amendment 0003

CTX Water Quality Monitoring

RFQ 36C25725Q0089 Amendment 0003

Questions and Answers

1. Line items 0001, 0002, 0004, and 0008, and related line items in option years, all list part numbers and/or proprietary testing methods from the incumbent contractor’s GSA Schedule (GS-21F-0041Y).

Can these references, and any proprietary requirements elsewhere (except for maintenance/repair line items 0005, 0006, 1005, 1006, etc.), be removed to allow non-incumbent vendors to quote other than the incumbent’s proprietary products?

A1. Descriptions will not change. However, the requirement allows interested contractors to offer an equal solution. If that is the case, offerors may edit the description in their response which aligns with their proposed equal.

2. Is any currently installed water quality monitoring equipment still under warranty? If so, could NCO 17 provide information on the equipment, site, and warranty scope and period remaining.

A2. None of the currently installed water quality monitoring equipment is still under warranty. N/A.

3. Will the successful offeror be provided with complete copies of any prevention, maintenance, or testing plan required by VHA Directive 1061(4), the VHA’s directive guidance for prevention of health care-associated Legionella disease, or applicable VHA standards for total aerobic bacteria testing?

Will these plans be made available for viewing or inspection prior to the due date for submitting quotations?

A3. Yes. Interested contractors will be provided with complete copies of any prevention, maintenance, or testing plan required by VHA Directive 1061(4), the VHA’s directive guidance for prevention of health care-associated Legionella disease, or applicable VHA standards for total aerobic bacteria testing. Yes, these plans will be made available for viewing or inspection prior to the due date for submitting quotations. These documents are attached to this Amendment.

4. Are any special use water systems or biocides as discussed in VHA D1061(4) present at any facility, and if so, which ones? (These affect testing methods and results, so VHA D1061(4) requires them to be disclosed by local facilities to testing laboratories in advance).

A4. Both Temple and Waco medical facilities use the following special use water systems: dental and sterile processing, and supply. Monochloramine is an EPA listed biocide chemical (oxidant) approved for use in treatment of potable water to control/inactivate waterborne bacteria, viruses, and protozoa. Both Temple and Waco medical facilities use the following special use Monochloramine as a biocide.

5. Do this RFQ’s requirements include any testing for any outdoor non-potable water systems (other than cooling towers) under VHA D1061(4), Appendix E? If so, could the RFQ be amended to provide a list with location(s) of these systems and the approximate number and type of tests annually?

A5. No, the requirement does not.

6. For line item 0004 bacteria testing for cooling towers, is VHA Engineering Standard ES-2019-001 still the applicable VA standard? If yes, can NCO 17 post a copy on SAM.gov or a direct link for download? If no, can NCO 17 post a copy of or a link to the new standard? ES-2019-001 is referenced in VHA D1061(4) but not available on the VA’s public website.

A6. Yes, VHA Engineering Standard ES-2019-001 is still the applicable VA standard. Yes, NCO 17 can post on SAM.gov or a direct link for download.

7. The SOW, paragraph I.B.2., states that the number of samples annually varies from 2500 to 7500.

Line items 0001 to 0004 annually provide estimated quantities of 3,642 total tests, and line items 0008 and 0009 provide similar quantities for collection and shipping/handling. If the estimated quantity for any line item is exceeded at the government’s direction in any year, will a resulting purchase order’s line item(s) be modified to increase quantity?

A7. Yes, if the estimated quantity for any line item is exceeded at the government’s direction in any year, a resulting purchase order’s line item(s) may be modified to increase quantity.

8. Can the RFQ be amended to delete any reference to incumbent proprietary tests and replace these instead with modern scientific standards? For example, SOW paragraphs I.B.5 and I.E.3 reference PVT Premium, PVT TimeZero, NextDay LegiPlex PCR, and Total Heterotrophic Aerobic Bacteria (THAB) testing, but provide scant description of testing parameters, methodologies, or reference to industry scientific standards, especially when those tests are proprietary, not clearly described in the RFQ or online, and some appear to contradict other RFQ requirements. Can the RFQ be amended instead to provide a general description of salient physical, functional, and performance test requirements, for example, Heterotrophic Plate Count samples as described in SOW paragraphs I.D.4.?

A8. VA primary testing method is the ISO 11731 Spread Plate Method. Any proprietary testing methods mentioned in this document may be replaced with testing methods that are similar with results, accuracy, and processing time.

9. Can the RFQ be amended for line item 0012 and SOW paragraph I.C.1. to allow a reasonable or state a maximum transition time to replace each diagnostic exchange, instead of zero time?

Evaluation Factor 1 states transition time will be considered but provides no clear standard how it will be evaluated as a discernible value indicator. During the site visit, the VA representative stated that as long as there is an upload to the cloud every 12 hours, that would be sufficient. VHA D1061(4) paragraph 3.j. defines “Continual/Continuous Monitoring” as the “almost uninterrupted monitoring and control of water quality, water pressure, biocide levels and water temperatures.”

SOW paragraph 3.1 requires “zero break in water monitoring”, meaning zero installation time. This is an impossible limitation when physically disconnecting and reconnecting 3 different data exchange boxes. Setting clear parameters for allowable transition time facilitates technical evaluation and avoids disqualifying all vendors except the incumbent and their chosen partner(s);

and permits the VA to upgrade critical equipment that is nearly a decade old.

A9. Paragraph I.C.1. has been revised to allow a reasonable transition time of a maximum of 45 calendar days from initial period of performance to replace each diagnostic exchange, if applicable.

10. Can the RFQ be modified to clarify the field server requirement at SOW paragraph I.C.1.? It states a field server is required at each location for Modbus to Bacnet integer [conversion], but also that data is already received in Bacnet format. There are no line items for field server installation. Where on sites will field servers be installed? Will they be integrated into the VA computing network or standalone? Will Modbus conversion be required? Other than Modbus to Bacnet data conversion (if required) what are the capability, specifications, and other requirements for these field servers?

Which equipment generates Modbus integers?

A10. If the equipment uses the Bacnet protocol, field servers will not be required. VA wants to ensure all new equipment can be integrated into our Metasys building automation system (which uses Bacnet MSTP or Bacnet/IP).

11. Can the RFQ be amended to clarify which Legionella pneumophila serogroups the laboratory must detect? SOW paragraph II.A.2 states “The laboratory must also be able to determine if the Legionella detected in environmental samples is the species Legionella pneumophila serogroup 1, Legionella pneumophila serogroups 2-15, or a non-Legionella pnuemophila species.” However, line items 0002, 1002, etc. and SOW paragraphs I.B.5 and I.D.3 both require incumbent proprietary PVT Premium, PVT TimeZero or similar methods, which according to the incumbent contractor’s current GSA schedule, only test for Legionella pnuemophila serogroups 2-14 but not serogroup 15, which is known to have caused human fatality. (This is an example of incumbent contractor proprietary tests that appear to be inconsistent with SOW, VHA, and scientific standards).

A11. The interested contractor (laboratory) must be able to determine if the Legionella detected in environmental samples is the species Legionella pneumophila serogroup 1, Legionella pneumophila serogroups 2-15, or a non-Legionella pnuemophila species using the PVT Premium, PVT TimeZero or similar method. SOW paragraphs I.B.5 and I.D.3 have been revised to state that similar methods may be used. If using a similar method, contractors shall state what that method is in the technical response and cite the name on the Price/Cost Schedule.

12. Can the RFQ be amended to clarify whether (a) polymerase chain reaction (PCR) testing or (b) any other rapid test methods are authorized/required for line item 0002, 1002, etc. retests? SOW paragraphs I.B.5 and I.D.3 state that retests will use the incumbent contractor’s proprietary PVT Premium or similar test, which includes a Legionella Molecular Marker Negative Screen (PCR). (See last line of PVT Premium Legionella test (MB-200) description on incumbent contractor’s GSA schedule.) Line items 0002, 1002, etc. also require the PVT Premium (MB-200) test and SOW paragraphs I.B.5. and I.D.3 also require the incumbent’s proprietary LegiPlex PCR test. However, SOW paragraph II.A.2. states “NOTE: Rapid testing methods, such as polymerase chain reaction (PCR) and direct fluorescent antibody (DFA), shall not be used to detect Legionella in the samples.”

Note also that standard ISO 11731:2017 plate culture methods take up to 14 days, but rapid test methods like PCR will be required if shorter testing timeframes are desired per SOW paragraphs I.B.5. and I.D.3. (This is another example of incumbent proprietary tests inconsistent with SOW & VHA standards).

A12. VA primary testing method is the ISO 11731 Spread Plate Method. Any proprietary testing methods mentioned in this document may be replaced with testing methods that are similar with results, accuracy, and processing time.

13. Can the RFQ clarify SOW paragraph I.C.7, “Should CTVHCS initiate inpatient care in a different building, additional continuous chlorine monitoring equipment and data storage and exchange capabilities must be provided under this requirement, upon the request of the Government; that if additional equipment is needed a change order for additional funds will be processed?

A13. Any changes that affect the contract terms and conditions will require a contract modification.

14. Will the successful offeror, if providing a web-based application other than the incumbent contractor’s system described in SOW paragraphs I.C.8-9., be required to upload historical monitoring data into the new system?

A14. Interested contractor must have the ability to store incumbent’s historical data which will be provided by the VA. The interested contractor shall be able to store the data for the duration of the contract starting at period of performance and be able to “recall” any historical data from the system’s SCADA or other database where the data is currently stored (in the event it is needed).

15. Will the VA provide access to historical PDX data captured and stored under the incumbent contract?

For how many years back and in what data format?

A15. Yes, the VA will provide access to historical PDX data. The incoming contractor must request how many years of past data is needed and the format in which they require it.

16. Is there a SOW paragraph I.C.11?

A16. There was an administrative error when numbering paragraphs under Section I.C. Paragraph 11 was erroneously omitted. No additional information will be added to this paragraph. Upon award, the numbers will reset under this section I.C.

17. Where should quotations provide “separate fixed prices” for each item in SOW paragraph I.E.1.?

These items are not Legionella testing, nor are they included in the scope of current RFQ line items, except Legionella (line items 0001, 0002, etc.) and Total Heterotrophic Bacteria (line items 0003, 0004, etc.). which are described elsewhere in the SOW (for example, SOW paragraphs I.D.2 to I.D.5.). Can paragraph I.D.1 be deleted, or if required, can line items be added for separate fixed pricing if required and can I.D.1. be clarified to specify which line item(s) it applies to?

A17. Paragraph I.D.1 has been revised to state “Legionella is just one of many threats to water quality. As such, this contract will include the sampling for any threats deemed necessary to ensure the VA maintains the highest standards in providing safe water to the medical centers. Any samples not specifically mentioned and priced on the base award may be added to the contract by way of a contract modification when required throughout the life of the contract.”

18. Can SOW paragraph I.D.2 be clarified to specify which line item(s) it applies to? See also the above question asking to clarify whether PCR will also be required, and where and when?

A18. Legionella testing must be billed against CLIN 0001 and for Option years - 1001, 2001, 3001, and 4001. Legionella retests must be billed against CLIN 0002 and for Option years - 1002, 2002, 3002, and 4002. PCR testing will not be used unless specifically requested. The standard Legionella 11731 ISO Spread Plate Culture Method (results in 10-14 days) shall be used.

19. See above comments on SOW paragraph I.D.5.

A19. Section I.D.5 is referring to Total Heterotrophic Aerobic Bacteria (THAB) samples used to evaluate cooling tower loop water quality.

20. Can SOW paragraph I.D.6. be modified to add references to VHA D1061(4), VHA ES-2019-001, and any other applicable VA guidance for collecting samples?

A20. Yes. The SOW paragraph I.D.6 has been revised to add references to VHA D1061(4) and VHA ES- 2019-001.

21. Can the SOW, section II.A. be amended to match or reference guidance in VHA D1061(4), Appendix C, paragraphs 2.b. for laboratory requirements? D1061(4) is clearer on recognized accredited bodies, scope of accreditation, and other laboratory requirements.

A21. Yes, section II.A has been revised to match VHA 1061(4), APPENDIX C, Paragraph (a)(1) and (2)(b).

22. For Amendment to 52.212-1, Evaluation Factor 1 (Technical), can the phrase “more desirable than that of a competitive system” be clarified? (Is it supposed to read “more desirable than that of the currently installed or a competitor’s system?”)

A22. This is a competitive best value selection using Comparative Analysis evaluation procedures. As such, competing quotes will be evaluated against each other to determine the best overall value for the government. The intent of this language is to allow offerors the opportunity to show how their proposed solution is “better” than their competitors.

23. Under what procurement instrument identification number(s) are services currently provided to CTVHCS for this RFQ’s requirements?

A23. Services are currently being provided under Task Order 36C25725F0042.

24. RFQ Page 5 of 74, B.2 Statement of Work I. General Requirements A. Background 2. States, “On rare occasions, samples may be requested at our Community Based Outpatient Clinics and Vet Centers in Austin, Brownwood, Bryan-College Station, Cedar Park, Copperas Cove, Killeen, La Grange, Palestine, and Temple. The VA reserves the right to add or subtract locations as the need arises.” Under what authority can the VA issue a FFP contract and obtain services not identified or priced in the FFP contract? How will these non-contract services be priced?

A24. The authority to do so falls under FAR 52-212-4(c) CHANGES. The intent of this language is to ensure these projected services fall within the scope of this contract and that all offerors can reasonably expect a modification to this contract during performance when the need arises. Pricing for these services will be negotiated at the time of need by requesting a quote from the contractor prior to the execution of a contract modification.

25. RFQ Page 6 of 74, B.2 Scope of Work. Section 6. States “The contractor shall take necessary instantaneous measurements that include pH, total and free available chlorine, and temperature during cultured sample collection for legionella to meet analysis requirements of VHA Directive 1061.”

Can the government verify that all samples collected for Legionella testing at all three main locations need both free and total chlorine measured?

A25. All locations that are tested for Legionella, total chlorine is measured. Measurements for free chlorine will only be requested when the city is conducted a free chlorine conversion, which is usually an annual event for thirty days. This language has been added as a note to Section 6 of the SOW.

26. RFQ Page 5 of 74, B.2 Scope of Work. Section 3. States “The contractor shall collect total heterotrophic bacteria samples from dental lines at all campuses.”

o Do the dental clinics collect all chairs once a quarter or is routine testing split up over the three months? Please provide this information for all clinics to be tested under this contract.

o Is there a preferred time of day or day of the week the dental clinics will allow for collection?

Please provide this information for all clinics to be tested under this contract.

A26. All the chairs at all campuses will be tested quarterly. Testing will usually be conducted on a Thursday for each location. The times will vary based on patient load at each clinic. This language has been added as a note to section 3 of the SOW.

27. RFQ Page 5 of 74, B.2 Scope or work. Section 5. Will the government consider removing this requirement from the solicitation as these tests are proprietary to Phigenics and replace it with just PCR and ISO 11731 spread plate method?

A27. VA primary testing method is the ISO 11731 Spread Plate Method. Any proprietary testing methods mentioned in this document may be replaced with testing methods that are similar with results, accuracy, and processing time. This language has been added under paragraph I.B.1. of the SOW.

28. RFQ Page 5 of 74, B.2 Scope or work. Section 5. Can the government verify that the PVT Premium test kit is only to be used ONLY for Legionella retests?

A28. VA does not require the PVT Premium test kit but does require the ISO 11731 Spread Plate Method.

Any proprietary testing methods mentioned in this document may be replaced with testing methods that are similar with results, accuracy, and processing time. See A27 above for language added to the SOW.

29. RFQ Page 5 of 74, B.2 Scope of Work. Section 4. Does this section apply to dental and Legionella sampling? If it applies to both, would the retests for both Dental Water Line and Legionella testing be charged to CLIN 0002? If not, would the government consider adding another CLIN line for dental water line retesting?

A29. Yes. This applies for Legionella sampling and Dental Waterline collections. Legionella re-tests applies to CLIN 0002. All dental waterline sampling to include the retest(s) applies to CLIN 0003.

30. RFQ Page 11 of 74, E. Building Information - Instead of providing square footage, can the government instead indicate which buildings will require testing under this contract and an approximate number of fixtures per building?

A30. At the Temple campus, we require approximately 90 Legionella samples monthly and approximately 110 Legionella samples at the Waco campus. The number of samples collected will vary from month to month. VA may add additional samples monthly based on prior results. This language has been added as section I.E.4.

31. RFQ Page 6 of 74, 8. States, “VA Central Texas Veterans Health Care System (CTVHCS) reserves the right to add additional sites within Central Texas, if water testing is needed at other locations.”

Under what authority can the VA issue a FFP contract and obtain services not identified or priced in the FFP contract? How will these non-contract services be priced?

A31. The authority to do so falls under FAR 52-212-4(c) CHANGES. The intent of this language is to ensure these projected services fall within the scope of this contract and that all offerors can reasonably expect a modification to this contract during performance when the need arises. Pricing for these services will be negotiated at the time of need by requesting a quote from the contractor prior to the execution of a contract modification.

32. RFQ Page 8 of 74, 3. States that ‘The contractor shall make at least one maintenance visit per month to each building with a continuous monitoring station.’ Are there any specific tasks that need to be accomplished during a maintenance visit?

A32. During the maintenance visits, the maintenance will be conducted in accordance with the equipment maintenance manuals. This language has been added to section I.C.3 of the SOW.

33. RFQ Page 8 of 74, Jumps from Section 10. To 12. Can the government provide Section 11 requirements?

A33. There was an administrative error when numbering paragraphs under Section I.C. Paragraph 11 was erroneously omitted. No additional information will be added to this paragraph. Upon award, the numbers will reset under this section I.C.

34. RFQ Page 9 of 74, D. Sample Types and Protocols 1. States, “The following sample types will be separate fixed prices per sample” The B.3 Price/Cost Schedule does not provide LINE ITEMs to price the sample types on page 9. Will the government provide an updated B.3 Price/Cost Schedule or clarify how offerors are to separately price the tests listed?

A34. Paragraph I.D.1 has been revised to state “Legionella is just one of many threats to water quality. As such, this contract will include the sampling for any threats deemed necessary to ensure the VA maintains the highest standards in providing safe water to the medical centers. Any samples not specifically mentioned and priced on the base award may be added to the contract by way of a contract modification when required throughout the life of the contract.”

35. RFQ Page 9 of 74, D. Sample Types and Protocols 1. Last 2 bullets, “Other sample types may be requested” and “VA reserves the right to add additional water testing when new state or Federal requirements change.” Can the government clarify how this will be accomplished as there is no CLIN? Will the VA issue a modification to the contract to add additional testing or to add other sample types?

A35. Paragraph I.D.1 has been revised to state “Legionella is just one of many threats to water quality. As such, this contract will include the sampling for any threats deemed necessary to ensure the VA maintains the highest standards in providing safe water to the medical centers. Any samples not specifically mentioned and priced on the base award may be added to the contract by way of a contract modification when required throughout the life of the contract.”

36. RFQ Page 10 of 74, 8. The solicitation states that the laboratory “shall store the positive samples for two years following analysis” Will the VA pay for the two-year storage period? What are the requirements for the disposal of the positive samples?

A36. Section I.D.8 is no longer required and has been removed from the SOW.

(End of Questions and Answers)

B.2 STATEMENT OF WORK

I. GENERAL REQUIREMENTS

A. Background:

1. The contractor for a period of a base year plus four available option years, shall provide services at the following Central Texas Veterans Health Care System (CTVHCS) locations:

• Waco Campus, 4800 Memorial Drive, Waco, TX 76540

• Austin Outpatient Clinic, 7901 Metropolis, Austin, 78744

• Temple Campus, 1901 Veterans Memorial Boulevard, Temple, Texas, 76504.

2. On rare occasions, samples may be requested at our Community Based Outpatient

Clinics and Vet Centers in Austin, Brownwood, Bryan-College Station, Cedar Park, Copperas Cove, Killeen, La Grange, Palestine, and Temple. The VA reserves the right to add or subtract locations as the need arises.

B. Scope of Work:

1. The contractor shall provide services which include all collection, preparation for shipping, shipment of samples, completion of the chain of custody forms/records as well as all other required documentation for analysis of water and swab samples for Legionella, total coliform, E. coli and/or other water-born bacteria upon customer specific request and reporting the results to the Central Texas Veterans Health Care System Safety and Industrial Hygiene Section Water Quality Specialists.

Laboratories that process the water samples for Legionella must be certified by the Centers for Disease Control and Prevention (CDC) Environmental Legionella Isolation Techniques Evaluation (ELITE) program as proficient at performing the culture of Legionella from environmental samples.

VA primary testing method is the ISO 11731 Spread Plate Method. Any proprietary testing methods mentioned in this document may be replaced with testing methods that are similar with results, accuracy, and processing time.

The CTVHCS is undergoing review to receive a Public Water System designation from the Texas Commission on Environmental Quality (TECQ). It can be reasonably expected that changes to this scope of work will be required to maintain compliance with that designation. This will include but not be limited to additional testing, monitoring, and reporting requirements. Any such changes will be made via a bilateral contract modification action in accordance with applicable federal acquisition regulations.

Any changes that affect the contract terms and conditions will require a contract modification.

2. The numbers of samples may vary greatly from year to year based on need;

roughly a minimum of 2500 samples to a maximum of 7500 cultured or laboratory analyzed samples of various types. If estimated values on corresponding line items are exceeded, a unilateral contract modification action will be executed to increase the quantities which may not exceed the maximum.

In the case where the maximum is exceeded and additional samples are needed, a bilateral contract modification action will be negotiated and executed.

3. The contractor shall collect total heterotrophic bacteria samples from dental lines at all campuses. Note: All the chairs at all campuses will be tested quarterly. Testing will usually be conducted on a Thursday for each location. The times will vary based on patient load at each clinic.

4. Follow up samples and retest shall be collected from each positive cultured sample site.

5. CTVHCS desires to conduct Legionella retests using the more comprehensive PVT Premium test kit, or similar testing method that yields the same desired result. The PVT Premium includes the TimeZero™ test method for Legionella species and Total Heterotrophic Aerobic Bacteria (THAB) (results in 4 calendar days), Next Day LegiPlex™ PCR (results in 1 calendar day) and the standard Legionella 11731 ISO spread plate culture method (results in 10-14 calendar days).

6. The contractor shall take necessary instantaneous measurements that include pH, total and free available chlorine, and temperature during cultured sample collection for legionella to meet analysis requirements of VHA Directive 1061. Note: All locations that are tested for Legionella, total chlorine is measured. Measurements for free chlorine will only be requested when the city is conducted a free chlorine conversion, which is usually an annual event for thirty days.

7. The contractor shall coordinate mutually acceptable sample collection times with the

VA.

8. VA Central Texas Veterans Health Care System (CTVHCS) reserves the right to add additional sites within Central Texas, if water testing is needed at other locations. Any additional sites will be negotiated and effected under this contract via a contract modification in accordance with applicable federal acquisition regulations.

C. Continuous Monitoring Equipment:

1. CTVHCS conducts water quality monitoring regularly to gather important parameters related to a facilities water system, such as disinfectant levels, temperature, pressure, pH, and conductivity. CTVHCS currently uses water quality monitoring equipment in the form of chlorine monitors in each of our overnight stay facilities and pump stations that are supplemented by 14 – PWA (Potable Water

Analytics) Advanced Monitoring Systems and 2 PWA Base Monitoring Systems which allow use of cloud-based computing of data acquisition, remote internet, directly linking sensors, and measurements to an online application. Contractor must be able to use the current water quality monitoring equipment or provide a comparable water monitoring system that provides chlorine residual, pH, dissolved solids (conductivity), and automatic control of chlorine residuals based on ORP. Contractor shall provide data storage and exchange capabilities that can be monitored online and can integrate with existing water quality monitoring equipment or provide a comparable system.

The item circled in red below is called a Phigenics Diagnostic Exchange (PDX). This is proprietary equipment, and this piece must be replaced if the contractor does not partner with Phigenics. If vendor intends to replace this equipment, they must identify the piece that will replace it and the transition time necessary. Transition time will not exceed 45 calendar days from initial period of performance.

The following capabilities must be met if replacement components/systems are proposed:

• Cellular Cloud-Based: Ability to send text alerts for:

o Chlorine o Temperature o Pressure

• Fully Integrated Turnkey System: Capable of installation and implementation with zero loss of monitoring oversight.

• Monitoring Capabilities:

• pH

• Temperature

• Pressure

• Conductivity

• Total Residual Chlorine

• ORP

• HW Supply

• HW Return

• Data Logging: Automatically collect and log data at set intervals.

• Real-Time Feedback and Alerts:

• Continuous monitoring

• Remote access to alerts and data

• Field Server Needed at Each Location: VA currently has data being brought in using the Bacnet over IP communication protocol. A field server (or similar Modbus to Bacnet integer) is required at each location. In addition to the logging/notification system, any of the data can be logged and/or trigger alarms once on Metasys, which will show up on the VA operator’s workstation in the Energy Center.

2. The contractor shall maintain this equipment and make repairs as necessary to include replacing probes and sample tubing, displays, etc.

3. The contractor shall make at least one maintenance visit per month to each building with a continuous monitoring station. The maintenance will be conducted in accordance with the equipment maintenance manuals.

4. There will be a set cost line item for the monthly visit.

5. The contractor shall provide a quote for any necessary replacement parts/ repairs prior to performing the work.

6. CTVHCS will provide necessary reagents for the equipment. The contractor shall replace reagents for each continuous monitoring station during monthly maintenance visits.

7. Should CTVHCS initiate inpatient care in a different building, additional continuous chlorine monitoring equipment and data storage and exchange capabilities must be provided under this requirement, upon the request of the Government.

8. The previous contractor provided the PWAs with a web-based application, which is not connected to the VA network computer system.

9. The system provides graphical representations of the continuous monitoring along with all sample results. It is to the benefit of the Government to keep this data in the consolidated system with access to a web-based application for ease of trending and data analysis of record keeping and storage of said records.

10. CTVHCS requires monthly maintenance for the existing equipment per the original equipment manufacturer (OEM) specifications.

Note: The VA will provide access to historical PDX data. The incoming contractor must request how many years of past data and the format in which they require it.

11. Paragraph numbering Error. Paragraphs will be realigned upon contract award.

12. The vendor shall respond to the applicable maintenance or troubleshooting request within two business days of any request via in person, telephonic or virtual.

13. The vendor shall respond within twenty-four hours of any emergency request.

D. Sample Types and Protocols:

1. Legionella is just one of many threats to water quality. As such, this contract will include the sampling for any threats deemed necessary to ensure the VA maintains the highest standards in providing safe water to the medical centers. Any samples not specifically mentioned and priced on the base award may be added to the contract by way of a contract modification when required throughout the life of the contract.”

The following are just some examples of what additional testing may be required:

• Total coliforms

• E. Coli samples

• Total Heterotrophic Bacteria

• Inorganics to include Minerals, Metals, Nitrates, Nitrites, Asbestos, Cyanide, Fluoride, Arsenic, Chlorite, Total Trihalomethanes (TTHM) and Haloacetic Acids (HAA5) (Disinfection Byproducts)

• Lead in Drinking Water, Copper in Drinking Water, Legionella, Fecal Coliforms.

• Other sample types may be requested.

• VA reserves the right to add additional water testing when new state or

Federal requirements change.

2. Legionella samples will use the 11731 ISO spread plate culture method which provides results in 10-14 calendar days. PCR testing will not be used unless specifically requested. The sample will be taken as 250 ml samples as directed by Safety and Industrial Hygiene Staff. Duplicate samples from the same locations may be requested. Samples will be billed against line items 0001, 1001, 2001, 3001, and 4001 during their respective period of performance.

3. Legionella retests will use the PVT Premium test panel, or similar testing method, which includes the TimeZero™ test method, or similar testing method, for Legionella species and Total Heterotrophic Aerobic Bacteria (THAB), or similar testing method, (results in 4 calendar days), Next Day LegiPlex™ PCR, or similar testing method, (results in 1 calendar day) and the standard Legionella 11731 ISO spread plate culture method, (results in 10-14 calendar days). Retest samples will be billed against line items 0002, 1002, 2002, 3002, and 4002 during their respective period of performance.

4. Heterotrophic Plate Count samples will be used for quarterly dental waterline testing using the SM9215C R2A Spread Plate Method. These shall have a 10-day turnaround time and a limit of detection of 10 CFU/mL.

5. Total Heterotrophic Aerobic Bacteria (THAB) samples will be used to evaluate cooling tower loop water for quality on a bi-weekly basis. It shall be performed as an in-field dip slide with results within 10 calendar days of mailing results to the lab.

These samples will be taken by VA personnel and the Contractor shall provide the sample kits, 2-day return shipping, lab analysis, and any training needed to ensure VA personnel can take the samples proficiently in conjunction with a routine site visit.

The following loops will be tested:

Waco Campus Condenser Loop Information

Building No.

Loop Count

Entire Campus

1 Continuous Loop

Temple Campus Condenser Loop Information

Building No.

Loop Count

163 2 Loops (Tower 1 & 2) (Tower 3)

171 1 Loop 202 1 Loop 203 1 Loop 221 1 Loop

6. Samples shall be collected following OSHA, VHA D1061(4), VHA ES-2019-001, and CDC protocol.

7. The government will help in getting access to sample sites and in removing locks, manhole covers or other items requiring tools to gain access to the fixture needing to be sampled.

8. The laboratory must store all positive legionella results (any sample ≥0.1 cfu/l ml) for later use to cross match specific strains with positive human cultures. The laboratory shall store the positive samples for two years following analysis. The laboratory shall have the capabilities to accept and process at least 400 samples a day and will be a current CDC Elite program participant.

9. The vendor shall measure pH, free available and total chlorine and temperature in Fahrenheit and record time and collection date as requested when sampling.

10. The contractor’s representative making these measurements will sign the data sheet.

11. These measurements will be provided with these parameters: Building Number, Building Function Category, Floor-Room Number, Room Function, Fixture Type, Hot/Cold and Swab, 1st draw, or Post Flush sample.

12. The Contractor shall identify the fixture type as one of the following: Shower, Bathtub, Bathroom Sink (for inpatient or multi-gender restrooms), Room Sink (for patient sleeping room sinks, break room sinks, conference room sinks, etc.), Kitchen sink (for food service areas only), Backflow Preventer (BFP), Hose bib, fountain, or cooling tower.

13. All sample containers, shipping coolers and ice, swabs and labels and shipping materials will be provided by the contractor.

14. Results shall be provided by the contractor.

15. Samples shall arrive at the contractor’s laboratory or sub-contractor laboratory within 48 hours of collection baring no unforeseen logistics delays.

16. Samples shall be shipped within 24 hours of collection and meet all CDC or other analytical holding time requirements. Samples will be shipped via overnight delivery.

17. Sample results shall be emailed to Central Texas Veterans Health Care System Safety and Industrial Hygiene Section within two business days of receipt, including laboratory analysis and chain of custody forms. Email shall be sent to COR, or other personnel designated by the COR.

E. Building Information:

1. The information below identifies the building functions and square footage for the Waco campus and provides additional information to assist contractors in providing an offer.

2. The Temple Campus is within an order of magnitude for square footage but has fewer buildings.

3. Overnight stay buildings are indicated as in-patient. Typically, patient care buildings have many plumbing fixtures, while administrative buildings do not.

4. At the Temple campus, we require approximately 90 Legionella samples monthly and approximately 110 Legionella samples at the Waco campus. The number of samples collected will vary from month to month. VA may add additional samples monthly based on prior results.

Waco Campus Building

Information Building No. Function/ Title Building Function

Category Sq. Ft.

1 Future Admin/Clinical Outpatient 65,705

2 ADMINISTRATIVE Staff Only 21,315

4 OUTPATIENT CLINIC/LAB

CLINIC

Outpatient 48,178

5 Pharmacy/Education Outpatient 48,463

6 Auditorium Outpatient 25,803

7 Blind Rehab Unit/Vacant Inpatient 66,858

8 Future Acute Mental Health Inpatient 42,887

Future BRU/CLC

Immuno- Compromised

Inpatient

49,795

10 Nursing Home Inpatient 52,297

Nursing Home (GP)

Immuno-compromised

Inpatient

58,653

12 REG'L

COUNCIL/PROSTHETICS/EMS

Outpatient 17,507

14 BOILER PLANT/ New one online Staff Only 5,422

15 VBA Staff Only 17,543

16 GARAGE MISC. Staff Only 5,490

CONSOLIDATED

LAUNDRY/Future A&MM

Staff Only 21,567

18 Police Staff Only 10,452

19 Vacant Staff Only 7,164

20 QTRS/Vacant Staff Only 5,336

21 Vacant Quarters (vacant, historical, no plans)

Staff Only 6,105

24 F.M.S./SHOPS Staff Only 10,630

25 Valve House Staff Only 268

29 Gas Meter House Staff Only 200

32 5 Car Garage Staff Only 1,133

33 1 Car Garage Staff Only 275

34 2 Car Garage Staff Only 460

35 2 Car Garage Staff Only 460

90 Pharmacy Call Center Staff Only 55,340

91 Specialty Clinics Outpatient 56,169

92 VA Finance Center Staff Only 53,742

93 Center of Excellence Outpatient 52,950

94 Inpatient Psych Inpatient 71,201

202 Dietetics Outpatient 28,217

219 Physical Therapy Outpatient 4,550

224 Safety Staff Only 6,250

99 FMS SHOPS Staff Only 13,168

129 Chapel Staff Only 6,452

167 Green House Outpatient 13,148

189 Transportation Staff Only 2,087

221 FMS Design Annex Staff Only 1,652

Temple Campus Building Information

Building No. Function/ Title Building Function Category Sq. Ft.

44 Warehouse Staff Only

45 Warehouse Staff Only

46 EMS/Engineering Staff Only

47 Laundry Staff Only

53 Engineering Staff Only

55 Radiation Safety Staff Only

58 Engineering Staff Only

64 Engineering Staff Only

99 Chapel Outpatient

117T VSO Outpatient

146 Mental Health Clinic Outpatient

147 Mental Health Clinic Outpatient

154 Engineering Staff Only

158 VRRT. Outpatient

163 Clinic, Surgery, ED Outpatient 380,877

164 Greenhouse Outpatient

171 Administrative Staff Only

202 Domiciliary Inpatient 174,686

203 Chiller Plant Staff Only 5,554

204 Hospital Bed Tower Inpatient 272,560

205 Research Staff Only

206 Warehouse Staff Only

207 Pump House Staff Only

208 Administrative Staff Only

209 Administrative Staff Only

210 Administrative Staff Only

211 Administrative Staff Only

212 Administrative Staff Only

213 Administrative Staff Only

214 Administrative Staff Only

215 Administrative Staff Only

216 Administrative Staff Only

220 Safety Staff Only

221 CLC Inpatient 79,190

222 OIT Staff Only

II. SPECIAL CONTRACT REQUIREMENTS

A. QUALITY CONTROL:

1. Laboratories that process the water samples for Legionella must be certified by the Centers for Disease Control and Prevention (CDC) Environmental

Legionella Isolation Techniques Evaluation (ELITE) program as proficient at performing the culture of Legionella from environmental samples.

2. The laboratory must also be able to determine if the Legionella detected in environmental samples is the species Legionella pneumophila serogroup 1, Legionella pneumophila serogroups 2-15, or a non- Legionella pnuemophila species.

NOTE: Rapid testing methods, such as polymerase chain reaction (PCR) and direct fluorescent antibody (DFA), shall not be used to detect Legionella in the samples.

3. The laboratory must also have current environmental microbiology accreditation by a recognized accrediting program.

4. The laboratory must be capable of concentrating water samples prior to plating the samples on selective media to increase the sensitivity of the assay.

5. The testing laboratory must be capable of providing storage of the environmental isolate(s) at least temporarily if the facility elects to use molecular typing to characterize environmental Legionella isolates.

6. Selected laboratory must be in accordance with a laboratory accreditation standard (e.g. ISO/IEC 17025:2017, General Requirements for the Competence of Testing and Calibration Laboraties). Examples of such accrediting bodies include the National Environmental Laboratory Accreditation Program (NELAP); the American Association for laboratory Accreditation (A2LA); and the Environmental Microbiology Laboratory Accreditation Program (EMLAP).

(a) Demonstrate proficiency by the Centers for Disease Control and Prevention (CDC) Environmental Legionella Isolation Techniques Evaluation (ELITE) program or the Public Health England (PHE) Legionella External Quality Assessment (EQA) scheme at performing the culture of Legionella from environmental samples.

Information about the CDC ELITE program and a listing of laboratories that are ELITE members can be found at https://wwwn.cdc.gov/elite/public/elitehome.aspx. If PCR will be used in addition to culture, then the laboratory also must demonstrate proficiency at PCR detection of Legionella from environmental samples by the CDC-recognized lab conduction proficiency testing (currently the Wisconsin State Laboratory of Hygiene (WSLH)) or by the PHE EQA Legionella molecular scheme.

NOTE: The method(s) used by the laboratory on the samples that the VA medical facility uses to determine Legionella positivity is to be the same method(s) used by the laboratory for proficiency testing.

B. QUALITY ASSURANCE:

1. The government will periodically evaluate the contractor’s performance by appointing the Contracting Officers Representative (COR) to monitor the performance to ensure services are received.

2. The COR will evaluate the contractor’s performance through review of the log sheet, review of the contractor’s quality control program and receipt of complaints from department personnel.

3. Contractor will adhere to timeframes and all other requirements as outlined by the CTVHCS to ensure reports and supplies are received as required by the https://wwwn.cdc.gov/elite/public/elitehome.aspx

CTVHCS.

4. The completed services shall be performed in an efficient and reliable manner. The

CTVHCS has the right to reject work if the work is not performed in an efficient and reliable manner within acceptable timelines and frequencies.

5. Contractor to provide COR with report on service completed and condition after each inspection and within two business days of said inspection.

III. ID BADGES, SIGN-IN, PARKING AND SMOKING:

1. All Contractor personnel shall be required to wear an identification badge while on Government facility grounds displaying the picture and name of the individual and the name of the company represented.

2. It is the responsibility of contractor personnel to park only in designated parking areas. The VA will not validate nor make reimbursement for parking violations of the contractor’s personnel under any circumstances.

3. Smoking, tobacco use, or e-cigarettes is not permitted within or around VA Healthcare System facilities, except in designated smoking areas.

IV. NATIONAL HOLIDAYS:

1. Contractor shall schedule services based on mutually agreeable time between the federal government and the contractor, within normal business hours, and not on weekends or holidays.

2. The following national holidays are observed:

New Year’s Day 1 January Martin Luther King’s Birthday 3rd Monday in January President’s Day 3rd Monday in February Memorial Day Last Monday in May Juneteenth 19th June Independence Day 4 July Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veterans Day 11 November Thanksgiving Day 4th Thursday in November Christmas Day 25 December

Also included would be any 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 shall be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday.

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