36C26325Q0873_1.docx

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

GENERAL INFORMATION

NETWORK 23 CONTRACTING OFFICE

1303 5th St Suite 300 Coralville IA 52241

POINT OF CONTACT*

Contract Specialist Erica Miller erica.miller5@va.gov 319-688-3703

PLACE OF PERFORMANCE

NWI VA Health Care System

4101 Woolworth Ave

Omaha NE

COUNTRY

ADDITIONAL INFORMATION

DESCRIPTION

Legionella – HPC Water Testing for VA Nebraska Western Iowa Health Care System.

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice.

This is a solicitation conducted using FAR Part 13 (Simplified Acquisition Procedures).

This announcement constitutes the only solicitation, quotes are being requested.

Solicitation number 36C26325Q0873 is issued as a request for quotes (RFQ).

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-06.

This procurement is SDVOSB set-aside. Prospective offerors must be registered and current in the System for Award Management (SAM) database at time of offer to the Government (https://www.sam.gov).

Quotes will only be accepted from responsible contractors. The NAICS code for the solicitation is 541380 with a size standard of $19.0 million.

A list of the contract line items, quantities, and units of measure are listed within the attached solicitation documentation.

The VA anticipates one firm fixed price contract award to provide services to VA Nebraska Western Iowa Health Care System, 4101 Woolworth Avenue, Omaha, NE 68105.

Western Iowa Health Care System, 2201 N Broadwell Ave, Grand Island, NE 68803 The period of performance is 08-01-2025 to 07-31-2030 for a 5 year contract.

FAR provisions 52.212-1, 52.212-2, and 52.212-3 apply to this procurement and are detailed within the attached solicitation document.

FAR clauses 52.212-4 and 52.212-5 apply to this procurement and are included within the attached solicitation document.

Additional requirements are listed within the attached solicitation document.

The Defense Priorities and Allocations System (DPAS) does not apply to this acquisition.

Technical questions on this solicitation are due via e-mail only to Erica Miller, Contract Specialist, at erica.miller5@va.gov no later than 05:00pm Central Standard Time (CST), 07-08-2025.

Quotes are due to the Contracting Office by 05:00pm CST, 07-15-2025. Quotes are required to be emailed to erica.miller5@va.gov prior to the solicitation closing date and time. It is the responsibility of the offeror to ensure their quote is received in its entirety by the Contracting Officer before the solicitation closing.

Contact Erica Miller, Contract Specialist, at erica.miller5@va.gov for information regarding the solicitation.

See attached document: S02 - 36C26325Q0873.

STATEMENT OF WORK

WATER SAFETY TESTING SERVICES- NWI LEGIONELLA AND HPC TESTING

I. INTRODUCTION

The mission of the VA Nebraska-Western Iowa Heath Care System (NWIHCS) is to provide the highest quality health care to our nation’s veterans. To accomplish this mission, we must protect the health and safety of patients, employees, and visitors.

The Veterans Health Administration currently has one of the most comprehensive Legionella prevention policies in the country and the VA Nebraska Western-Iowa Health Care System has meticulously reviewed their Legionella prevention activities to verify compliance with VHA requirements. In an effort to maintain our facility programs, VA Nebraska-Western Iowa Heath Care System intends to contract water testing regarding Legionella associated with building water systems for each building in which patients, visitors, and/or staff lodges overnight, and associated chiller system cooling towers. NWIHCS also intends to contract heterotrophic plate count testing to ensure bacterial growth stays within VA directive limits. This contract is for a base period plus four years.

II. REFERENCES

A. The Water Safety Management Plan is based upon the principles and requirements specified within this Statement of Work and VHA Directive 1061(4) as amended October 21, 2024, as well as the VA requirements and national standards, regulations and policies listed below:

1. ASHRAE Guideline 12-2000, Standard Minimizing the Risk of Legionellosis Associated with Building Water Systems for Legionella (reference CDC website) https://www.cdc.gov/controllegionella/about/?CDC_AAref_Val=https://www.cdc.gov/legionella/about/prevention.html

2. OSHA Safety and Health Topics: Legionellosis (Legionnaires' Disease and Pontiac Fever) https://www.osha.gov/SLTC/legionnairesdisease/index.html

3. Safe Drinking Water Act (SDWA) http://water.epa.gov/lawsregs/rulesregs/sdwa/index.cfm

4. Department of Veterans Affairs Engineering Standard ES-2019-001 Cooling Tower Water Systems

B. Definitions

1. Quarterly: For the purposes of this document, quarterly refers to the Federal Fiscal Year.

III. GENERAL REQUIREMENTS

A. Shipment of Testing Materials

a. Quarterly testing materials will be shipped to arrive at VA facilities before the start of the applicable federal fiscal quarter B. Data and Reports

a. From the date of receipt, the contractor will provide all test results via a PDF in an email to a distribution list the VA will provide

b. Reports will include a summary of all positive or out of parameter test results at the beginning of the PDF report.

C. The contractor will use Appendix A to properly label the testing materials and use Appendix A shipping addresses.

IV. STATEMENT OF WORK

A. QUARTERLY POTABLE WATER LEGIONELLA VALIDATION TESTING (SAMPLING)

1. The contractor will provide all materials to collect quarterly legionella samples. This includes the transportation of materials and samples to the following locations and back to the testing facility:

a. Omaha VA Medical Center

b. Grand Island VA Medical Center The contractor will include testing, analysis, reporting, and technical assistance with results in the price.

2. The contractor’s laboratory must be certified by the Centers for Disease Control and Prevention (CDC) Environmental Legionella Isolation Techniques Evaluation (ELITE) program. In addition to the CDC ELITE certification, the laboratory must have environmental microbiology accreditation by a nationally recognized accrediting body, such as EMLAP, NELAP, etc.

3. Legionella environmental testing shall occur at a minimum of once per Federal fiscal year quarter within the first month of the quarter. The laboratory will provide a report indicating the analytical results for each sample submitted. Results will be calculated in terms of colony forming units (CFU/mL). Results shall be provided within 10-14 days of sample receipt and shall be immediately emailed in PDF format to a distribution list provided by the VA.

6. The laboratory shall use Legionella 11731 ISO spread plate method which includes the following:

a. Legionella 11731 ISO spread plate method for Legionella pneumophila and non-pneumophila species

(1) Measures L. pneumophila serogroup 1, L. pneumophila serogroup 2-14, and non-pneumophila species

(2) Inoculated at the laboratory – overnight shipment recommended

(3) Limit of Detection (CFU/ml) = 1*

(4) Reports: 10-14 days after laboratory receives samples

5. Additional samples may be required as determined by the COR for an additional per sample charge. Submit the additional per-sample charge in the bid proposal.

6. Contractor will include pricing for an estimated 100 Legionella reserve tests per year. Include the price of materials, testing, and shipping. These reserve tests will be ordered on an “as needed basis”.

Please see appendix A for details, delivery addresses and number of samples breakdown per location.

B. Dental Heterotrophic Plate Count Testing

The contractor will include testing, analysis, reporting, and technical assistance with results in the price.

Additional samples may be required as determined by the COR for an additional per sample charge. Submit the additional per-sample charge in the bid proposal.

Please see appendix A for details, delivery addresses and number of samples breakdown per location.

2. Contractor will include pricing for an estimated 50 HPC reserve tests per year. Include the price of materials, testing, and shipping. These reserve tests will be ordered on an “as needed basis”.

C. AIR CONDITIONING COOLING TOWER LEGIONELLA VALIDATION TESTING

2. The contractor’s laboratory must be certified by the Centers for Disease Control and Prevention (CDC) Environmental Legionella Isolation Techniques Evaluation (ELITE) program. In addition to the CDC ELITE certification, the laboratory must have environmental microbiology accreditation by a nationally recognized accrediting body, such as EMLAP, NELAP, etc.

3. Legionella environmental testing shall occur at a minimum of once per Federal fiscal year quarter within the first month of the quarter. The laboratory will provide a report indicating the analytical results for each sample submitted. Results will be calculated in terms of colony forming units (CFU/mL). Results shall be provided within 10-14 days of sample receipt and shall be immediately emailed in PDF format to a distribution list provided by the VA

6. The laboratory shall use Legionella 11731 ISO spread plate method which includes the following:

a. Legionella 11731 ISO spread plate method for Legionella pneumophila and non-pneumophila species

(1) Measures L. pneumophila serogroup 1, L. pneumophila serogroup 2-14, and non-pneumophila species

(2) Inoculated at the laboratory – overnight shipment recommended

(3) Limit of Detection (CFU/ml) = 1*

(4) Reports: 10-14 days after laboratory receives samples

Please see appendix A for details, delivery information and number of samples breakdown per location.

3. Additional samples may be required as determined by the COR for an additional per sample charge. Submit the additional per-sample charge in the bid proposal.

Site Security

In accordance with FAR 52.204-9 and VA Directive 0735 – Personal Identity Verification of Federal Employees and Contractors, any contract person who requires routine physical access to a Federally-controlled facility and/or routine access to a Federally-controlled information system will be required to verify their identity prior to providing services under the contract. Prior to providing services under the contract, each contract person will be asked to provide two (2) forms of identification from the Accepted Identification Documentation List to the appropriate VA representative in order to obtain a proper VA-issued identification card (PIV badge). No work onsite shall ensue without issuance of a VA PIV badge or internal escorting. Contractor is expected to build lead times for PIV issuance into schedules. The general contractor shall be onsite for any subcontractors who do not have a PIV card issued to them for the duration of the subcontractor’s work including escorting subcontractors. The prime contractor shall check in all subcontractors prior to performing work each day in the engineering office space.

Failure to Perform

The contractor may receive deductions or even termination based on failure to perform. The following criteria apply for determining appropriate action:

Attachment 1: Performance Requirements Summary (PRS)

National Archives and Records Administration (NARA) Records Management Language for Contracts RECORDS MANAGEMENT OBLIGATIONS

Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

Definitions

“Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

includes Department of Veteran Affairs records.

does not include personal materials.

applies to records created, received, or maintained by Contractors pursuant to their Department of Veteran Affairs contract.

may include deliverables and documentation associated with deliverables.

Requirements

Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

Department of Veteran Affairs and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Department of Veteran Affairs or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Department of Veteran Affairs. The agency must report promptly to NARA in accordance with 36 CFR 1230.

The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract action. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Department of Veteran Affairs control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract action. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

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, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Department of Veteran Affairs guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Department of Veteran Affairs policy.

The Contractor shall not create or maintain any records containing any non-public Department of Veteran Affairs information that are not specifically tied to or authorized by the contract.

The 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 from public disclosure by an exemption to the Freedom of Information Act.

The Department of Veteran Affairs owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Department of Veteran Affairs shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take Department of Veteran Affairs-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] Flowdown of requirements to subcontractors

The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract action, and require written subcontractor acknowledgment of same.

Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

See attached document: SOW Appendix A Legionella Testing.

Combined Synopsis/Solicitation Notice