36C25926Q0434 0001.docx

SUBJECT*

OKC VA Water Testing IDIQ - Amendment 0001 05/01/2026 - 04/30/2031

GENERAL INFORMATION

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

POINT OF CONTACT*

Contract Specialist Shanta Harrison Shanta.Harrison@va.gov

(303) 712-5719

PLACE OF PERFORMANCE

Engineering Service

921 NE 13th St.

Oklahoma OK

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

AMENDMENT 0001

Water Testing Services - RFQ No. 36C25926Q0434

The purpose for this amendment is as follows:

1. Extend responses due time.

2. Attach Revised Statement of Work (SOW)

3. Post Q&A

Responses Due Date The responses due time is hereby extended to 11:59 pm MDT, Tuesday April 28 2026.

Questions and Answers (Q&A) Please note: Questions posted here have been included as originally received (i.e., format, phrasing, spelling, etc.)

The resultant contract will be an IDIQ, with Firm-Fixed Task Orders written against it. The number of samples per department will be estimated annually, and purchased via said task orders as needed. Responses to this RFQ should provide unit/item pricing per sample, using the spreadsheet and estimated quantities provided.

Q1. The solicitation states there is no task order maximum, while FAR 52.216-19 specifies order limitations.

· Can the Government clarify how these provisions should be reconciled?

Response: The statement in that SOW that reads “There is no task order (or delivery order) maximum or minimum” means, in this case, that there is no minimum or maximum limit on how many task/delivery orders may be issued under the IDIQ contract.

Q2. What is the overall contract ceiling value for this IDIQ?

Response: $350,000.00

Q3. The SOW indicates the contractor will not perform work on-site, yet page 12 includes requirements for on-site presence with PIV badges and adherence to OSHA safety requirements.

· Will VA personnel perform all sample collection, or are there circumstances where contractor personnel are required on-site?

Response: VA Personnel will perform all sample collections. The language on Page 12 is generic for any contractors performing work on VA campuses. This contract does not require the contractor to be on site.

· If contractor personnel are required on-site, what specific duties are expected?

Response: Contractor personnel are not required to perform any services on VA property for this contract.

· Is the requirement for an on-site representative applicable for this laboratory services contract?

Response: An on-site representative is only required when contractor personnel are performing services on site at VA property, which is not the case for this contract.

Q4. The SOW requires a 24-hour collection-to-processing timeframe and 15-day reporting timeline.

· How will delays outside contractor control (e.g., shipping delays, VA handling delays) be addressed?

Response: Delays caused by the carrier service which the contractor chooses are not the responsibility of the VA. The VA will not be liable for any additional costs incurred by the contractor as the result of occasional delays in transit which compromise the integrity of the laboratory data from the samples which must be received by the lab within 24 hours of the collection time. The contractor must ensure that the ice packets are provided to the VA in each parcel requiring them to ensure accurate data results (e.g., bacterial cultures on HPC tests and legionella).

Q5. Page 7 of the SOW indicates the potential for retests. Are those quantities included in the CLIN table or will they be invoiced on a purchase order? If on the CLIN table, how many of the total quantities listed are expected to be for retests?

Response: The VA estimates an approximate number of retests annually and adds this as part of the basis in the total annual numbers for each task order. The CLIN values in the task orders will include the estimated retests amounts. If more retests occur that originally estimate, another task order will be issued to the contractor.

Q6. On page 13, the SOW includes references to medical gas systems and equipment maintenance. Are these requirements applicable to this procurement, or included in error?

Response: This is a typographical error. There are no medical gas services included in this contract’s SOW. The language in question has been removed from the attached revised SOW, and will not be included in the contract.

Q7. Per language in pages 12-16, Is this contract strictly for laboratory testing services, or are any equipment or maintenance services required?

Response: This contract is strictly for laboratory testing services. There are no maintenance services included. The language regarding maintenance and equipment is generic.

Q8. On page 19, the solicitation references multiple VA sites but provides limited detail. Can the Government provide a complete list of all locations covered under this contract? Will additional locations be added during contract performance?

Response: Through the life of this IDIQ contract, it’s estimated that there will be only two locations requiring laboratory testing kits. Below are the two addresses:

1) Oklahoma City VA Medical Center Engineering Service 921 NE 13th St.

Oklahoma City, OK 73104

2) Lawton VA Clinic Engineering Service 4304 Pitman St.

Lawton, OK 73503 Q9. CLIN 0001 indicates 300 samples a year for critical water and cooling towers.

· Can the government clarify the number of critical water samples and cooling towers given that the frequencies are different?

· Would the government consider adding a separate CLIN for the cooling towers?

· Will the collection of critical water and cooling towers be performed at the same time or because they are in different departments, will the timelines vary?

· If so, this lends more credence to separating critical water and cooling tower HPC tests on the CLIN table.

Response: Again, the frequencies will depend heavily on the number of retests and cooling towers in operation at the time of each quarterly interval. The VA is responsible for scheduling the collection of water samples based on the VA’s stipulations (i.e., every 14 days for HPC tests on cooling towers when running and monthly for SPS critical water). There is no need for a separate CLIN with the cooling towers since the type of test is the same for bacteria. Collections will attempt to be overlapped as much as possible; however, HPC for the cooling towers is tested every 14 days and not monthly. It is not clear why there is a need for a separate CLIN unless the shipping costs of the samples is considerable enough that there is a need for a separately priced line-item to save overall cost to the government due to the indefinite nature of this contract.

Q10. The solicitation includes Service Contract Labor Standards (SCLS).

· Do SCLS requirements apply to off-site laboratory personnel?

Response: Yes SCA/SCLS apply to this procurement.

Q11. Sampling is tied to specific calendar dates (e.g., second Monday of designated months).

· Is there flexibility in scheduling due to holidays, operational conflicts, or emergencies?

Response: Yes, there is some schedule flexibility; however, the contractor is expected to understand and track the VA’s mandatory reporting timelines for data. Both the COR and the contractor must coordinate and schedule shipments of the test kits to ensure that data is returned to the VA within its compliance timelines.

Q12. Who is responsible for coordinating sampling schedules (VA or contractor)?

Response: VA Personnel will ultimately be responsible for scheduling sampling services.

Q13. Can the prime contractor subcontract laboratory testing services?

Response: Yes, as long as the arrangement is in strict compliance with the Limitations on Subcontracting rules, requiring the prime to perform at least 50% of the cost of contract performance, including labor.

Q14. Must the prime contractor hold required laboratory accreditations, or may these be held by subcontractors?

Response: Both Prime and Sub must hold required laboratory accreditations.

Q15. Are multiple laboratories permitted under one contract?

Response: Yes, multiple laboratories are permitted under this contract; however, the laboratories must have the necessary credentials to provide the corresponding laboratory services under this contract’s SOW.

ALL OTHER TERMS AND CONDITIONS REMAIN UNCHANGED

Amendment to a Previous Combined Solicitation

Amendment to a Previous Combined Solicitation

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Amendment to a Previous Combined Solicitation

Statement of Work

WATER TESTING

Oklahoma City VA Health Care System Revised 4/27/2026

1. GENERAL DESCRIPTION:

This Statement of Work pertains to laboratory testing services for water chemistry and biology for the Oklahoma City VA Health Care System (OKC VA HCS). This contract is intended to be an Indefinite Delivery Indefinite Quantity (IDIQ) format to meet the facilities’ needs across the health care system. The awardee is not expected to perform work on the VA campuses identified in this SOW; the contractor will provide the proper materials and laboratory services. Note: If clarifications are needed concerning the specific scope, expectations, or format of this document, inquiries should be promptly sent to the Contract Officer who issued the Sources Sought/Solicitation.

2. TASK ORDER MINIMUMS & MAXIMUMS:

The contractor shall be issued an indefinite number of task orders once the contract’s prices are negotiated for the individual line items established with the awardee. The guaranteed minimum compensation that the awarded contract shall receive during the IDIQ agreement’s duration is $50,000.00. There is no task order (or delivery order) maximum or minimum, and task orders can be issued unilaterally by the VA without bilateral signature.

3. BID EXPLANATION:

The contractor shall provide individual cost line-item breakouts for the following services of indefinite quantity outlined on the Excel attachment for desired laboratory services and tests. To compare like-to-like bids for lowest total price, the contractor will submit an itemized fixed price bid for each desired service line item using the estimated quantities provided; this will allow for fair comparison between offerors.

4. CONTRACT ORDERING PERIODS:

a. Base Period 1: 1-MAY-2026 to 30-APR-2027

b. Option Period 2: 1- MAY-2027 to 30- APR-2028

c. Option Period 3 :1- MAY-2028 to 30- APR-2029

d. Option Period 4: 1- MAY-2029 to 30- APR-2030

e. Option Period 5: 1- MAY-2030 to 30- APR-2031

5. LOCATION:

Department of Veterans Affairs Oklahoma City VA Health Care System, Oklahoma City VA Medical Center, 921 NE 13th St. Oklahoma City, OK 73014

6. CONTRACTING OFFICER REPRESENTATIVE (COR):

The Contractor shall not accept any instructions impacting costs issued by any other person(s) other than the Contracting Officer. The Government may appoint a COR. If so, a Delegation of Authority letter will be forwarded to the using service and the Contractor after the contract has been signed. The Delegation of Authority will identify the individual(s) as the COR(s). A COR is someone that is designated and authorized in writing (Delegation of Authority) by the Contracting Officer to perform specific technical or administrative duties. The COR is not authorized to grant permission(s) to change the scope of the project. The COR assigned for this contract will ensure that the supplies/services provided by this company are received based on the contractual terms and conditions. Finally, the COR will ensure that invoices are received and paid on time. If a COR is not appointed, a local facility technical representative will be appointed to assist in the coordination and scheduling of the contractually obligated services.

Primary Point of Contact

Secondary Point of Contact

7. FACILITY DELIVERY ADDRESSES:

During the life of this contract, the contractor will be required to submit testing data and reports to several recipients throughout the ordering periods and task orders. This distro list will only be adjusted by the written request of the Primary COR or Alternate COR.

1. SPS – Parcels shall be marked to the attention of the Infectious Control Office

2. Legionella – Parcels shall be marked to the attention of Safety Office

3. Cooling Towers – Parcels shall be marked to the attention of Engineering Office

8. REQUIRED LABORATORY CERTIFICATIONS & COMPETENCIES:

1) The contracted laboratory that processes water samples for microbiological testing must be accredited by a recognized regional, national or international accrediting body as follows:

a. In accordance with a laboratory accreditation standard (e.g., ISO/IEC 17025: 2017, General Requirements for the Competence of Testing and Calibration Laboratories). 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).

b. Include Legionella testing method(s) that will be used on facility water samples in the 2) laboratory’s scope of accreditation, as documented on the laboratory’s accreditation certificate.

2) Laboratories must 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.

3) The contracted laboratory must be able to determine if the Legionella detected by culture in environmental samples is the species Legionella pneumophila and if it is L. pneumophila serogroup 1.

4) The laboratory must demonstrate five consecutive years of competency and capability for accurately testing and reporting each of the water quality measurements below listed in tables 2, 4 and 6.

9. SERVICES:

a) The contractor shall provide professional laboratory services that encompass the tests outlined in ANSI/AAMI ST108:2023, VHA Directive 1061, and ES-2019-001 Cooling Tower Water Systems (copies of the referenced documents should be available for contractors to view under the solicitation’s supporting materials).

b) The contractor shall complete the scopes of work itemized on the CLIN spreadsheet as described in the descriptions. For deliverables including Excel spreadsheets, these spreadsheets must be fully completed on each of the data columns. Also, the awarded contractor must ensure that all specific formatting requirements are adjusted to allow for data upload into the VA’s Water Safety Management Tool (WSMT) database for compliance with no additional edits upon receipt from the laboratory.

c) The contractor shall ensure that all necessary sampling materials and equipment are mobilized well in advance to ensure that each service items (monthly, quarterly, semi-annual, annual tests, and retest, when applicable) are able to be performed by on-site VA staff during the week of the second Monday of the scheduled month which shall be January, April, July, and October, excluding cooling tower frequencies which will depend on operational variations.

d) The contractor shall be responsible for ensuring that any samples collected are not compromised en route to the laboratory due to extended shipping time or temperature factors.

e) The laboratory shall confirm receipt of any shipped samples from the three VA sites listed via email correspondence to the COR/TR assigned to manage the services contained within this contract’s scope of work.

f) Samples shall not exceed the 24-hour collection-to-processing timeframe for ensuring data reliability.

g) Each type of test service shall have separate distinguishable labeling to clearly identify which tests the materials are intended; plus, each type of test shall be mailed separately in a parcel.

h) The contractor must ensure that all testing deliverables are received back to the VA points of contact within 15 days of receipt of the samples back to the laboratory (provided no delays occur as the result of the VA). Furthermore, laboratory results shall be disseminated via email to the distribution list as specified by the VA throughout the contracts life. The results and reports shall be disseminated by one (and only one) email address from the awarded contractor to ensure consistency in the data delivery method.

i) All sample bottles must be labeled with unique identifiers to ensure that no mismatching occurs during the collection process by VA staff at the medical facility.

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10. DELIVERABLES REQUIREMENTS:

The contractor shall adhere to the following nomenclature for digital deliverables (note that the government’s fiscal years begin Oct. 1st and end Sep. 30th. Excel files must adhere to the turnkey data formatting entry requirements of the VA’s Water Safety Management System database for tracking legionella data, remediation, and history across the VA (again, turkey upload into the WSMT database). All reported data values shall have no less than two significant digits on any data value or else the value must indicate greater than or less than the reported threshold.

· PDFs – Date (in year, month, date) + Campus (Oklahoma City) + Quarter (Q1/2/3) + Sample type (Legionella, SPS, HPC, or Cooling Towers) + Report Type (Initial, Final, Retest) (plus signs omitted – e.g., “19NOV2025_Oklahoma City_Q1_Legionella_Initial”)

· Excel Files _ Date (in year, month, date) + Campus (Oklahoma City) + Quarter (Q1/2/3) + Sample type (Legionella, SPS, HPC, or Cooling Towers) + Report Type (Initial, Final, Retest) + Spreadsheet (plus signs omitted – e.g., “19NOV2025_Oklahoma City_Q1_Legionella_Initial Spreadsheet”)

11. CONTRACTUAL REQUIREMENTS AND PERFORMANCE CRITERIA:

i. The contractor personnel shall report to VA personnel listed in the contacts list to sign- in every time work is being performed on site.

ii. The contractor personnel shall report to VA personnel listed in the contacts list to sign-out before departing the VA facility at the end of each week.

iii. The contractor personnel shall wear an identification badge provided by VA when working under the resulting contract on Federal property.

iv. The general contractor (not agents thereof) shall be required to have an on-site representative while contractor personnel are performing work.

12. GENERAL REQUIREMENTS:

i. All contractors performing work on our VA property on a recurring basis longer than 180 days must be vetted by Personal Identification Verification (PIV) badging. There will be a cost associated ($75.00) with this application requiring a background check for which contractors should account when submitting any formal bids.

ii. All contractors must complete and submit a quality assurance surveillance plan.

iii. The prime contractor shall provide documentation for all service actions received at the VA Health Care System after inspection and assessment work is completed. A summary of service provided shall be emailed to the COR for documentation and service our tracking.

iv. All work shall be done safely and in accordance with OSHA Regulations, VA Directives, and the State of Oklahoma Regulations. The contractor is responsible for ensuring that workplace safety regulations (i.e. OSHA) are always adhered to and that a clean, non-cluttered workspace is maintained upon completion of any installation and maintenance work.

v. At no time will contractors leave left-over equipment on location when work being performed is not continual 24-hour work unless the Department of Veteran Affairs Personnel has given written permission to the contractor to do so.

b. Prior to the start of the contracting period, the primary contractor will be required to meet with the COR five (5) days prior to the beginning of the contract to hold an award kickoff meeting to discuss the contents contained within this document to ensure that questions, concerns, and expectations are brought up prior to the start of work to remove any contractual ambiguity during the performance period with the VA.

c. The contractor’s personnel, while on VA property, shall adhere to all requirements and regulations that govern the VA Health Care System and its property. Among all other requirements, the VA Health Care System and its property is now entirely smoke-free. No weapons are permitted on the premises.

i. All work will be done safely and in accordance with OSHA Regulations, VHA Directives, State of Oklahoma Regulations, and local medical center policies as well as local procedures (e.g., ICRA/PCRA). The contractor will be responsible for ensuring that workplace safety regulations are always followed and that a clean, non-cluttered workspace is maintained upon completion of any installation and maintenance work

d. No weapons are permitted on the premises.

e. The contractor and their personnel shall always wear visible identification while they are on premises.

f. VA does not provide parking spaces at the work site; the Contractor must obtain parking at the work site if needed. It is the responsibility of the Contractor to park in the appropriate designated parking areas.

g. The contractor shall take all reasonable precautions necessary to protect people and property from injury or damage during the performance of this contract.

13. NATIONAL ARCHIVES AND RECORDS ADMINISTRATION (NARA) RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS:

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. The 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. The contractor shall not retain, use, sell, or disseminate copies of any deliverables that contain information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

e. The 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. The contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

h. The 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 [email, 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. The 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.

14. SECURITY REQUIREMENTS

a. Background investigations and special agreement checks: All contractor personnel working on VA property consistently for greater than 180 days are subject to the same level of investigation as VA employees who have access to VA Sensitive Information and will be required to obtain a PIV badge. The level of background investigation commensurate with the level of access needed to perform the statement of work is PIV badging.

b. This requirement is applicable to all subcontractor personnel requiring the same access.

c. Following contract award, the Contracting Officer will provide the Contractor with forms to complete and guidance regarding the background process.

d. The Contractor shall follow all VA rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations.

e. The Contractor may have access to Protected Health Information (PHI) and Electronic Protected Health Information (EPHI) that is subject to protection under the regulations issued by the Department of Health and Human Services, as mandated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA); 45 CFR Parts 160 and 164, Subparts A and E, the Standards for Privacy of Individually Identifiable Health Information (“Privacy Rule”); and 45 CFR Parts 160 and 164, Subparts A and C, the Security Standard (“Security Rule”). Pursuant to the Privacy and Security Rules, the Contractor must agree in writing to certain mandatory provisions regarding the use and disclosure of PHI and EPHI.

f. The Contractor shall have access to some privileged and confidential materials of VA. These printed and electronic documents are for internal use only, are not to be copied or released without permission, and remain the sole property of VA. Some of these materials are protected by the Privacy Act of 1974 (revised by PL 93-5791) and Title 38. Unauthorized disclosure of Privacy Act or Title 38 covered materials is a criminal offense.

g. The Contracting Officer (CO) shall be the sole authorized official to release in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this contract. The Contractor shall release no information. Any request for information relating to this contract presented to the Contractor shall be submitted to the CO for response.

h. Contractor personnel recognize that in the performance of this effort, Contractor personnel may receive or have access to sensitive information, including information provided on a proprietary basis by carriers, equipment manufacturers and other private or public entities. Contractor personnel agree to safeguard such information and use the information exclusively in the performance of this contract. Contractor shall follow all VA rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations as enumerated in this section and elsewhere in this Contract and its subparts and appendices.

i. Contractor shall limit access to the minimum number of personnel necessary for contract performance for all information considered sensitive or proprietary in nature.

j. If the Contractor is uncertain of the sensitivity of any information obtained during the performance this contract, the Contractor has a responsibility to ask the CO.

k. Contractor shall train all their employees involved in the performance of this contract on their roles and responsibilities for proper handling and nondisclosure of sensitive VA or proprietary information. Contractor personnel shall not engage in any other action, venture or employment wherein sensitive information shall be used for the profit of any party other than those furnishing the information. The sensitive information transferred, generated, transmitted, or stored herein is for VA benefit and ownership alone.

l. All terminated personnel are denied physical and electronic access to all data, program listings, data processing equipment and systems.

15. CHANGES TO CONTRACT

Only those services specified herein are authorized. Before performing any service of a non-contractual nature, Contractor shall contact the COR and Contracting Officer and identify the reason(s) for the additional work and/or service. All changes shall have prior written authorization from a VA Contracting Officer in the form of a written modification.

16. SERVICE CONTRACT LABOR STANDARDS REQUIREMENTS

a. Contractor shall provide hourly wages in accordance with U.S. Department of Labor (USDOL) Wage Determinations and FAR Subpart 22.10 (Service Contract Labor Standards); USDOL Wage Determinations are attached in Section D below and updated versions will be attached as part of option year exercises or task orders issued against IDIQ contract or BPA as applicable.

b. F or guidance on Service Contract Labor Standards and to find the nearest USDOL resource, please refer to https://www.dol.gov/whd/local/index.htm.

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