36C26326Q0282.docx

SUBJECT*

Legionella Testing Sampling Service at the Minneapols VA Health Care System

GENERAL INFORMATION

SET-ASIDE

PLACE OF PERFORMANCE

Minneapolis VA Health Care System

One Veteran Drive

Minneapolis MN

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

The Minneapolis VA Healthcare System requires Legionella testing sampling services in accordance with the draft Statement of Work (SOW) below.

This is a sources sought/proof of capability solicitation looking for vendors to perform the services per the SOW for market research purposes. No awards of a contract will be made from this announcement.

If you are a vendor that can complete the work described in the SOW with competitive pricing, please send your contact and organization information with a descriptive proof of capability to: theresa.thunder@va.gov on or before January 22nd, 2026. Only emailed responses will be considered.

Additionally, please provide answers as appropriate to the following questions in the table below with your response to this sources sought. Failure to respond to the following questions may affect the acquisition strategy.

*If applicable, VAAR 852.219-75 VA Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction, will apply to the potential solicitation if set-aside for Veteran Owned Small-Businesses or Service Disabled Veteran Owned Small-Businesses.* *If applicable, FAR 52.219-14 Limitations on Subcontracting, will apply to the potential solicitation if set-aside for Small-Businesses.*

Sources Sought Notice Sources Sought Notice

Sources Sought Notice

STATEMENT OF WORK

Minneapolis Veteran Affairs Health Care System “Legionella Testing”

1. Introduction:

a. Testing water for the presence of Legionella bacteria in the domestic water must be accomplished periodically.

b. This Contract will be awarded as a Firm-Fixed Price (FFP) contract.

2. Objectives:

a. The purpose of this contract is to procure services for collecting and analyzing water samples for Legionella in accordance with VHA Directive 1061, “PREVENTION OF HEALTHCARE-ASSOCIATED LEGIONELLA DISEASE AND SCALD INJURY FROM POTABLE WATER DISTRIBUTION SYSTEMS” and for collecting and analyzing water samples to verify compliance with “Infection Control Standards for VA Dental Clinics,” 21 October 2013, and EPA Safe Drinking Water Act regulations in Dental Offices within the Minneapolis VA Health Care System.

3. Statement of Work:

SCHEDULE OF SUPPLIES:

· Legionella Sampling Requirements:

· General Procedures for Legionella Sampling:

The contractor shall furnish all personnel, supervision, equipment, supplies, facilities, certifications, transportation, and resources necessary to perform Legionella water testing. The contractor must furnish all sample collection equipment. Containers must be sterile, appropriate for the analysis, properly preserved, and promptly transported to the laboratory under strict chain of custody procedures.

Approximately 580 water samples. The contractor shall collect and analyze water samples from distal points (sinks and showers) and ice or water from ice machines, cooling towers, and outdoor SCI fountain on Minneapolis VA Health Care System campuses included in the contract. Specific distal point locations for sampling will be determined by the COR and/or the Health Care System Point of Contact. The numbers, types and locations of samples to be collected and analyzed are specified in Attachment A.

Testing of the building’s hot and cold-water distribution system(s) for L. pneumophila must be performed quarterly (once per Federal Fiscal Year quarter, plus or minus 10 calendar days from the date of the last performance of regular quarterly service). Extensions may be granted for unforeseen conditions and for other factors outside of the contractor’s control.

Water samples must be taken from outlets on the hot water distribution system and outlets on the cold-water distribution system from each building for each quarterly testing cycle. NOTE: “Outlets” are the points in the water distribution system where the end user comes in contact with the water (e.g., faucet, showers, and ice machines). Water samples will be taken at first “draw” to catch the water that comes out immediately from the outlet and will be at least 250 ml.

At the time each water sample is taken, test (measure) and document the following for each sample: water temperature after it reaches a stable temperature, level of residual biocide (performing the proper testing for the site based on type of biocide), and pH. This documentation needs to be provided with the analysis results.

Non-routine sampling (outside of the quarterly sampling) may be conducted as needed. The Minneapolis VA Health Care System is allowed non-routine samples numbering up to 10% of the total samples taken from each health care system annually. If sampling over this amount is needed by healthcare systems, the contractor will provide a fixed price for the sampling equipment and analysis and for the collection of samples for each healthcare system. The cost of this sampling will be added to the overall price of the contract.

For non-routine sampling, the contractor must be able to sample within 24 hours of being notified of the need to sample. Samples of at least 1000 ml may be required. Water samples will be taken at first “draw” to catch the water that comes out immediately from the outlet. Swab sampling may be conducted along with the water sampling for non-routine sampling. Swab sampling will be done in accordance with VHA direction and in accordance with direction from the laboratory where the samples will be analyzed.

The specific sampling location and type of sample (e.g. hot water or cold water) will be specified by COR and/or Health Care System Point of Contact. Specific distal points sampled will vary per quarter, so communication with the Health Care System Point of Contact will be required before the round of sampling each quarter or before non-routine sampling in order to ensure that the contractor knows the locations of sampling. The locations of buildings included in the sampling are listed in Attachment A. This list also includes the Health Care System Points of Contact information.

Sampling of cooling towers will be conducted two times per year during the period in which they are running at each of the locations included in Attachment C.

· Sample Collection, Storage, and Transferring of Analysis:

Samples will be collected, stored, and transferred as directed by the COR or by the laboratory. For routine sampling, water samples need to be at 250 ml. For non-routine sampling, water samples of at least 1000 ml may be required. Water samples will be taken at first “draw” to catch the water that comes out immediately from the outlet. Each water sample shall be collected in a sterile, unused, HDPE or HDPP plastic leak-proof container provided by the testing laboratory. The following parameters will be measured and logged with each water sample that is collected: water temperature upon reaching a stable temperature, level of residual biocide, and pH. Samples will be stored and transferred for analysis in a manner that will maintain the integrity of the samples. Samples will be secured to prevent cross-contamination. Samples need to arrive at the testing laboratory within the time frame defined by the Environmental Legionella Isolation Techniques Evaluation (ELITE) laboratory.

· Sample Analysis and Reporting:

The testing laboratory processing 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. The limit of detection must be < = 1 CFU/ml. The full 250 ml volume of potable water must be concentrated for routine quarterly testing. The full 1000 ml volume of potable water must be concentrated for non-routine testing. The testing laboratory must retain samples that test positive for Legionella for 30 calendar days and must release them to the healthcare system if requested. Information about ELITE certified laboratories can be found at https://wwwn.cdc.gov/elite/Public/MemberList.aspx. The testing laboratory must also be able to determine if the Legionella detected in environmental samples is the Legionella pneumophila species and whether it is serogroup 1. Quantify L. pneumophila and identify the presence or absence of other Legionella species. Upon request, the laboratory must provide detailed Standard Operating Procedures including all aspects of testing being performed to Minneapolis VA Health Care System staff. Upon request, the laboratory must also produce laboratory logs of testing results including documentation of positive and negative controls. NOTE: rapid testing method, such as polymerase chain reaction (PCR) and direct fluorescent antibody (DFA) are not permitted.

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. Proof of certification must be provided before acceptance of contract.

Provide all sample analysis reports via e-mail to COR and Health Care System Point of Contact. Notification of any positive sampling results will be made within two working days of making this determination. Analytical reports shall include a signed copy of the chain of custody, identification of sampling locations and conditions, including the specific outlet temperature of water at the time the sample was collected, pH, biocide residual levels, method detection limits, and a description of test methodology. Sample reports need to be provided in a format that can be copied into the VHA Legionella sampling results reporting form. Sample analysis reports must be provided within 15 calendar days of the lab receiving the samples. If the 15th day falls on a weekend or federally observed holiday, the reports shall be provided no later than the next normal business day.

The testing laboratory shall have qualified technical support staff for consultation related to water sample collection, testing, and interpretation of results.

· Procedures for Sampling for Safe Drinking Water Compliance for Dental Waterlines:

a. General Requirements and Procedures for Sampling of Dental Waterlines:

Approximately 380 annual dental samples. Sampling equipment and lab analysis will be provided to Dental Clinics for testing their waterlines for compliance with the EPA Safe Drinking Water Act standard for potable water and the “Infection Control Standards for VA Dental Clinic,” dated 21, October 2013. Sampling analysis will be for total colony forming units (cfu) of heterotrophic water bacteria per milliliter of water.

The Contractor will furnish sterile bottles that are appropriate for the analysis, properly preserved, and promptly transported to the facilities included in Attachment B. The Contractor will furnish appropriate shipping containers for the transportation of samples to the laboratory. The bottles will be marked to indicate what facility and location samples were drawn. Comprehensive instructions on how samples will be collected, preserved, and transported to the laboratory for analysis will be provided to each facility covered under the contract. The laboratory will follow strict chain of custody procedures upon the receipt of the samples from the facilities.

Sampling is required on a quarterly basis for each waterline in each Dental Clinic. The list of Dental Offices, including addresses, locations and quantity are included in Attachment B.

The contractor will collect the dental waterline samples at the Minneapolis VA Medical Center’s Dental Office, 1 Veterans Drive, Minneapolis, Minnesota and at the Northwest Metro Community Based Outpatient VA Clinic, 7545 Veterans Drive, Ramsey, MN. The contractor will coordinate sampling times with the Point of Contract at each of these facilities and shall notify the Point of Contact upon arrival. Each dental waterline will be tested separately. All hand pieces, air-water syringe tips, and any other equipment reprocessed by SPS before collection samples from the waterlines. The air-water syringe itself, if not changed between patients, shall remain on the line while collecting the sample. The numbers, type and locations of samples to be collected and analyzed are specified in Attachment B.

Non-routine sampling (outside of the quarterly sampling) may be conducted as needed. Each dental clinic that is included in the contract is allowed non-routine samples numbering up to 10% of the total samples taken from each clinic annually. If sampling over this amount is needed, the contractor will provide a fixed price for the sampling equipment and analysis and for the collection of samples at the Minneapolis VA Medical Center or at the Northwest Metro VA Clinic in Ramsey, MN. The cost of this sampling will be added to the overall price of the contract.

For non-routine sampling, sampling bottles and supplies must be provided to the requesting Dental Clinic within 2 business days of being notified of the need to sample. For non-routine testing at the Minneapolis VA Medical Center or at the Northwest Metro VA Clinic in Ramsey, MN, the contractor must be able to sample within 24 hours of being notified of the need to sample.

The laboratory that processes the water samples will be certified by the Environmental Protection Agency or a State environmental protection agency to perform environmental sampling. Proof of certification must be provided before acceptance of the contract. The laboratory will utilize the Standard Spread Plate Method 9215C using R2A agar. Upon request, the laboratory must provide a detailed Standard Operating Procedures including all aspects of testing being performed to Minneapolis VA Health Care System staff. Upon request, the laboratory must also produce laboratory logs of testing results including documentation of positive and negative controls.

Sampling results will report the number of colony forming units of heterotrophic water bacteria per milliliter of water (cfu/ml), readings of less than 10 or greater than 500 may be recorded as <10 cfu/ml or > 500 cfu/ml.

Provide all sample analysis reports via e-mail to the COR and the Health Care System Point of Contact within 10 calendar days of receiving the sample. If the 10th day falls on a weekend or federally observed holiday, the reports shall be provided no later than the next normal business day. Analytical reports shall include a signed copy of the chain of custody, identification of sampling locations, method detection limits, and a description of test methodology.

The testing laboratory shall have qualified technical support staff for consultation relative to water sample collection, testing, and interpretation of results.

Contractor’s Employees

Contractor employees shall present a professional appearance at all times and their conduct shall not reflect discredit upon the United States and or the VA/VHA. The Government may, at its sole discretion, direct the contractor to remove any contractor employee from U.S. VA/VHA facilities for misconduct or for security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under any Contract awarded. The Contracting Officer will provide the contractor with a written explanation to support any request to remove an employee. The Contractor shall not employ any person who is an employee of the United States Government if that employment would appear to cause a conflict of interest.

Subcontractors

If laboratory testing, specimen collection, or any other aspect of this contract will be performed by an entity other than the contractor, these entities must be clearly specified in the contract. No portion of the work shall be subcontracted without prior written consent of the Contracting Officer. In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish the Contracting Officer with the names, qualifications, and experience of their proposed subcontractor(s). The Contractor shall, however, remain fully liable and responsible for the work to be done by his subcontractor(s) and shall assure compliance with all requirements of the contract.

CONTRACTING PERFORMANCE MONITORING

The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions:

· Assure that the Contractor performs the technical requirements of the contract

· Perform inspections necessary in connection with the contract performance

· Maintain written and oral communications with the Contractor concerning technical aspects of the contract

· Issues written interpretations of technical requirements, including government drawings, designs, specifications

· Monitors Contractor’s performance and notifies both the Contracting Officer and Contractor of any deficiencies.

· Coordinates availability of government furnished property and coordinates site entry of Contractor personnel

A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

Contractor and VAMC staff will meet at the request of the COR to evaluate overall effectiveness of the contract, resolve problems, and improve adherence to policies and procedures if necessary.

At least annually, a review will be conducted to evaluate the contract’s success in meeting all the contract requirements. Non-compliance issues will be forwarded immediately to the COR. The contractor will be monitored through a variety of mechanisms. At a minimum, the following will be reviewed:

· Program requirements

· Deliverables meet the established time frames/deadlines

· Accuracy of analysis reports provided Assessments from Points of Contacts on the effectiveness of communication

4. Project Deducts: None.

5. Expected Asbestos or Lead:

6. Working hours:

a. Anticipated hours of work will be Monday through Friday from 7:am – 5:00 pm. Additional hours must be coordinated through the COR. Work will not be performed on weekends or federal holidays.

Observed Federal Holidays:

Christmas Day

7. Submittals:

a. Daily logs

b. Test Results

8. References:

The references listed below are available at http://www.cfm.va.gov/til/spec.asp; or from the project engineer, as applicable:

· VHA Directive 1061 (Feb 2021), “PREVENTION OF HEALTHCARE-ASSOCIATED LEGIONELLA DISEASE AND SCALD INJURY FROM POTABLE WATER DISTRIBUTION SYSTEMS”. (Attachment D).

· “Infection Control Standards for VA Dental Clinics,” 21 October 2013, and EPA Safe Drinking Water Act regulations in Dental Offices within the Minneapolis VA Health Care System. (Attachment E).

9. Safety:

a. Contractor must maintain a safe working environment for themselves, patients, visitors and other employees at the MVAHCS.

10. Security:

a. Contractor’s personnel will utilize a temporary vendor’s security badge until a permanent security PIV badge can be issued. Temporary badge use will not exceed 30 calendar days.

b. The Contractor shall comply with Minneapolis VA security, access and badging requirements. Employees must provide fingerprints and be able to pass a background check so they can obtain Security access badge. Contractors employees must complete web-based Rules of Behavior training.

c. All employees will need a valid personal email account. Fingerprint scheduling/appointments, background investigation tasks and Training Management System (TMS) required classes notifications will be sent to their email address throughout the process.

d. Contractor will submit all required security badging documents for each employee that will be on site to perform work. Signatures on documents must be wet signatures. The following documents must be completed .and returned within 5 business days from the award date of contract:

· OF 306- Must be Typed. Handwritten document will not be accepted. Must be a wet signature.

· Self-Certification

· VA 10-2417

· Employee Fingerprint Resource Form

e. Contractors are required to check in with the Energy Center Supervisor, HVAC Supervisor or the designated representative upon arrival at facility to obtain instructions, work orders and project location information.

f. The Contractor will be responsible for ensuring compliance by its employees with all VA procedures governing building access and security. Contractor personnel will be escorted by VHA personnel at all times. The COR will assist Contractor personnel in obtaining requisite identification badges to enter the facilities and collect samples. All Contractor employees and subcontractors under this contract or order are required to complete the VA's on-line “Privacy and HIPAA Focused Training” - TMS Code “10203” or equivalent training as determined by the health care system. Contractors must provide signed certifications of completion of training to the COR during each year of the contract. This requirement is in addition to any other training that may be required of the contractor and subcontractor(s).

g. The Contractor will be responsible for ensuring compliance by its employees with the security regulations of VA, VHA and other Government installations or Contractor facilities where work is performed under this Contract. This includes the safekeeping and display of a Government-provided photo ID badge for employees of the Contractor and any subcontractors while these employees are on VHA property.

h. The Contractor will ensure the security of all VHA property, building ID badges, key cards, and standard keys issued to Contractor staff. For employees leaving the project permanently or for an extended period of time, the Contractor will return all badges, property, key cards, parking placards, and keys, etc. the same day the employees leave the project. Background Investigations will be required for the performance of this contract.

11. Parking/Storage:

a. Parking is available in parking lots 11, 43A and 43B for vehicles (automobiles and Pickup trucks). Larger vehicles, equipment, job site trailers or storage containers must utilize parking lot 43A only. Contractor’s contact information (name and phone number) is required to be displayed on all vehicles, equipment, trailers or containers that are stored overnight at the MVAHCS. Dropping off tools and materials at the loading dock is permitted but no parking is allowed in the loading dock area. Unattended vehicles in unauthorized parking areas will be ticketed by MVAHCS Police.

END

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