47PB0024Q0001 RFQ Amendment 03 RFQ Attach 07 PWS Exhibit 18 PBS Guidance to Maintain or Restore Water Quality.docx

PBS Guidance to Maintain or Restore Water Quality

Public Buildings Service Guidance to Maintain or Restore Water Quality November 16, 2023

Introduction In April 2023, Public Law 118-3 ended the national emergency declared by the President on March 13, 2020, regarding the COVID-19 pandemic. However, the pandemic has significantly impacted how federally owned facilities under the jurisdiction, custody and control of the U.S. General Services Administration (GSA) are occupied and utilized for the foreseeable future. The adoption of remote work has accelerated, leading to changes in building utilization. It has also highlighted the importance of managing buildings that prioritize the health and well-being of their occupants.

These changes in building utilization, combined with best practices learned during the COVID pandemic, necessitate requiring the assurance that potable water systems in federally owned, GSA-controlled facilities are providing safe, drinkable water at point-of-use outlets. Stagnation can occur within building water systems when water remains still within the plumbing network due to non-usage, leading to the potential development of water quality issues. Stagnation events can occur in buildings with an overestimated design capacity, during seasonal building use (such as some northern land ports of entry during winter), construction activities, periods between occupancy, natural disasters, and changes to building operations (such as increased telework).

To address these concerns, GSA’s operations and maintenance (O&M) contractor must assess the building’s plumbing system and is responsible for developing a water sampling and flushing plan. Other appropriate roles and responsibilities have been outlined in Appendix A of this document.

Applicable Buildings Federally owned facilities under the jurisdiction, custody, and control of GSA, including facilities operating under a delegation of authority provided by GSA to the occupant agency, must implement this guidance if they meet the following criteria, regardless of occupancy.

· Buildings over 50,000 gross sq ft. with water booster pumps (both conditions must apply); or

· Buildings over six stories.

Water Sampling and Flushing Plan Requirements

· The water sampling and flushing plan must confirm that the O&M contractor performed a workplace hazard assessment, in accordance with 29 C.F.R. 1910.132(d)(2), for any applicable flushing activities outlined in this document and identify any personal protective equipment required for their employees.

· For additional information, refer to the Occupational Safety and Health Administration’s webpage on Legionellosis.

· Buildings must be divided into zones based on two criteria: the number of main water lines and hot water systems. Here are some examples to clarify:

· For very large and complex systems, the zones can be determined based on the configuration of domestic water service lines, mechanical equipment, and primary pipes, including risers, headers, and pipes.

· Develop a water sampling and flushing plan that begins at the main water line and works systematically outward through the potable water system ending at the most distal outlets. At a minimum, each water sampling event must include the following:

· The outlet closest to the main water line;

· The first outlet in each zone;

· An outlet in the middle of the run for each zone;

· The most distant outlet for each zone; and

· A random selection of other outlets (at least 10%) in the building focusing on areas that are believed to be infrequently used (such as a visiting judge's chamber, jury assembly rooms, unoccupied areas, or areas under construction).

· Contact your water utility or refer to the online Consumer Confidence Report (CCR) to confirm the type of disinfectant used in the distribution system and its intended system range concentration. This information should also be included in the water sampling and flushing plan.

· If the CCR reports any violations that impact the building’s water quality, O&M must contact the COR to get feedback from the PBS Regional Facilities Operations and Environmental, Health, Safety, & Fire Protection (EHSF) program offices responsible for drinking water.

· The water sampling and flushing plan must also include a count of all outlets in each focus area including CCCs, showers, and health units, where applicable.

· The water sampling and flushing plan must be provided in writing to the GSA Contracting Officer’s Representative (COR) for approval within 30 days of implementing this guidance.

· A Water Sampling and Flushing Plan Template has also been provided that must be used for consistency.

· A COR checklist of minimum requirements has been provided in Appendix B of this document to help evaluate water sampling and flushing plans.

· Initial water sampling and flushing plan must include requirements for when the plan needs to be updated due to changes in building operations (such as occupancy changes, water interruption, or construction/renovation) and subsequent updates to the plan shall occur in accordance with those requirements.

· At a minimum, the contractor is to review their Water Sampling and Flushing Plan at least annually after receiving and reviewing the annual Consumer Confidence Report (CCR) from the water provider and revise as needed.

· The updated water sampling and flushing plan must be provided in writing to the GSA COR for approval within 30 days after the noted change.

Building Equipment Requirements

· Hot-water recirculation pumps must run continuously.

· Circulating hot water must be kept at the maximum temperature allowed by regulations and codes, or between 120°F (49°C) to 124°F (51°C).

· Hot water storage tanks must be set at a minimum of 140o F (60o C) before down mixed.

· Point-of-use water heaters must be kept at the maximum temperature allowed by regulations and codes, or between 120°F (49°C) to 124°F (51°C).

Routine Flushing Requirements for Focus Areas:

· If applicable, on the morning of the first regular business day of each week, all water outlets in CCCs must have cold and hot water flushed.

· Locate the furthest outlet from the incoming source in the CCC, run both the hot and cold water, and let the water run for 10 minutes.

· Open the cold water at each outlet and let the water run for one minute or longer until it reaches the minimum cold water temperature.

· Open the hot water at each outlet either simultaneously or independently from the cold water. Allow the water to run for at least one minute or longer until it reaches its maximum hot water temperature.

· Run all refrigerated water fountains for a minimum of 3-5 minutes.

· If applicable, all water outlets in health units must have cold and hot water flushed weekly.

· Locate the furthest outlet from the incoming source in the health unit, run both the hot and cold water, and let the water run for 10 minutes.

· Open the cold water at each outlet and let the water run for one minute or longer until it reaches the minimum cold water temperature.

· Open the hot water at each outlet either simultaneously or independently from the cold water. Allow the water to run for at least one minute or longer until it reaches its maximum hot water temperature.

· Run all refrigerated water fountains for a minimum of 3-5 minutes.

· If applicable, all showers must have cold and hot water flushed weekly.

· Flushing will continue until the temperatures stabilize or a disinfectant residual is detectable.

· The aerators in the CCC, health unit, and showers must be cleaned or replaced monthly if damaged.

· An effective way to remove the need for aerator maintenance is to replace aerators with laminar flow aerators.

· If applicable and feasible, dead-end legs of domestic water systems identified during routine maintenance must be flushed monthly.

· Flushing will continue until the temperatures stabilize or a disinfectant residual is detectable.

· If flushing is not feasible due to the lack of a valve or other contributing factors, the O&M must contact the COR to get feedback from the PBS Regional Facilities Operations and Environmental, Health, Safety, & Fire Protection (EHSF) program offices responsible for drinking water.

Cold Water Sampling & Flushing Requirements

· Test disinfectant residual before flushing.

· When measuring disinfectant residual, it is necessary to measure free chlorine for buildings supplied with water with a free chlorine residual, and total chlorine for buildings supplied with chloramine residual.

· The O&M contractor must utilize field test methods accepted by the U.S. Environmental Protection Agency. Carefully review the manufacturer’s directions with the staff responsible for disinfectant residual testing. Here are some devices that other O&M contractors have used successfully:

· Hannah Instruments - Free Chlorine Colorimeter - Checker - HI701

· Hannah Instruments - Total Chlorine Colorimeter - Checker - HI711

· Hannah Instruments - Free and Total Chlorine Photometer - HI97711

· Hach DR300 Pocket Colorimeter, Free and Total Chlorine

· Testing and flushing must start at the main water line that is nearest to the building's inlet. From there, proceed to the first outlet within each zone, gradually working towards the farthest outlets.

· Flushing is not required at outlets if any disinfectant residual is detectable.

· Flushing is required at outlets if a disinfectant residual is undetectable:

· Flushing flow rates should be maximized without causing splashing or flooding.

· If point-of-use filters have been installed, be cautious not to excessively flush, as this can potentially harm the filters.

· Flush until a disinfectant residual is detected.

· The sampling frequency for each zone must be monthly (refer to Figure 1).

· If the disinfectant residual at the water main line does not meet the target levels identified in the CCR or through conversations with the water system, or if there is a consistent reduction in disinfectant residual at point-of-use outlets, the O&M team must contact the COR to seek guidance from the PBS Regional Facilities Operations and EHSF program offices responsible for drinking water.

· If there are outlets where no disinfectant residual can be detected even after multiple rounds of flushing, the O&M team must contact the COR to seek guidance from the PBS Regional Facilities Operations and EHSF program offices responsible for drinking water.

Hot Water Sampling & Flushing Requirements

· Flush hot water at the same outlets as the cold water for each zone until they reach maximum temperature monthly.

· Flushing must start at the most upstream outlet in the zone to the furthest distal outlet.

· Flushing flow rates should be maximized without causing splashing or flooding.

· Measure the maximum hot water temperature with an instantaneous digital thermometer.

· Adjust the delivery temperature to ensure that hot water at each outlet is maintained at the maximum temperature allowed by regulations and codes, or between 120°F (49°C) to 124°F (51°C).

· Outlets with automatic mixing valves will not give an accurate hot water temperature as the water will be premixed with cold water.

· The sampling frequency for each zone must be monthly (refer to Figure 2)

· If a zone cannot meet the requirements after multiple adjustments, the O&M team must contact the COR to seek guidance from the PBS Regional Facilities Operations and EHSF program offices responsible for drinking water.

Documentation Finalized Plans The finalized Water Sampling & Flushing Plan must be uploaded to the Google Drive using the following naming convention: Region X - Building Number - Water Sampling & Flushing Plan - Year.

If the building has an ASHRAE 514 water management program or ASHRAE 188 water management plan for the potable water system that exempts the building from developing this plan, it must be uploaded for approval to the Google Drive using the following naming convention: Region X - Building Number - ASHRAE Water Management Plan - Year. Please note that the water management program (WMP) must include weekly flushing of the CCC, if applicable.

Flushing Records

· All water sampling and flushing will be recorded on a Water Sampling and Flushing Record Sheet that includes all the information provided on this template. The record sheet will be attached to PBS National Computerized Maintenance Management System (NCMMS) work orders with work order type “PM” and work order sub-type “Water”.

For Facilities, CCCs or Health Units that Have Been Closed for 30 Calendar Days or More Before reopening the building or reoccupying a CCC or Health Unit, the COR must contact the PBS Regional Facilities Operations and EHSF program offices responsible for drinking water to determine an appropriate remedial response actions prior to occupancy. This could include chlorine sampling, water flushing, or testing for specific parameters such as lead, copper, legionella.

For Facilities that Experience a Water Interruption, Boil Order, or Similar Situation that Could Decrease Incoming Water Quality The COR must contact the PBS Regional Facilities Operations and EHSF program offices responsible for drinking water to determine additional response activities.

GSA Specific Items The Facility Manager and COR must schedule regular meetings with the O&M contractor, at least every two months or more frequently as needed, to:

· Review the results of disinfectant residual, water temperatures, and flushing; or

· Update the Water Sampling and Flushing Plan.

In addition, the Facility Manager must inform occupant agencies that any agency-owned equipment, such as water dispensers, ice makers, dishwashers, and coffee machines, will not be sampled or flushed. If an occupant agency requests sampling and flushing for their equipment, GSA can perform this service for them if they provide a reimbursable work authorization (RWA).

Precedence Given to ASHRAE 514 WMP or 188 Water Management Plan Federally owned facilities under the jurisdiction, custody, and control of GSA, including those operating in accordance with a delegation provided by GSA to the occupant agency, regardless of occupancy levels, must adhere to the PBS Guidance to Maintain or Restore Water Quality unless they have implemented a building-specific ASHRAE 514 WMP or 188 water management plan for their potable water systems. ASHRAE 514 and 188 standards offer comprehensive guidance for developing, implementing, and maintaining WMPs to prevent the growth and spread of waterborne pathogens, such as Legionella.

Once a building-specific ASHRAE 514 WMP or ASHRAE 188 water management plan is approved by the COR in consultation with the ESHF program office, it takes precedence over PBS’s Guidance to Maintain or Restore Water Quality and becomes the primary framework for managing water systems and reducing the risk of waterborne illnesses at that facility. However, the WMP or 188 water management plan must include weekly flushing of the focus areas, if applicable.

For facilities with a history of water issues related to opportunistic pathogens or challenges in maintaining chlorine levels, hot water temperatures, or overall water quality, it is mandatory to develop an ASHRAE 514 WMP that aligns with ASHRAE 188 and ASHRAE Guideline 12. Additionally, facilities seeking a customized and comprehensive approach can benefit from an ASHRAE 514 WMP by implementing tailored strategies, advanced monitoring techniques, and preventive measures to mitigate risks and enhance water management practices.

It is important to note that all contractors involved in the development of WMPs or ASHRAE 188 water management plans must hold the ASSE 12080 Legionella Water Safety and Management Specialist Certification or its equivalent.

If an ASHRAE 514 WMP or ASHRAE 188 water management plan is recommended or required for the facility, the COR must contact the PBS Regional Facilities Operations and EHSF program offices responsible for drinking water to determine additional response activities. The O&M must not include the cost of developing and implementing an ASHRAE 514 WMP or ASHRAE 188 water management plan as part of this guidance.

If the building has an ASHRAE 514 water management program or ASHRAE 188 water management plan for the potable water system that exempts the building from developing this plan, it must be uploaded for approval to the Google Drive using the following naming convention: Region X - Building Number - ASHRAE Water Management Plan - Year.

Water Sampling and Flushing Plan Template and Example O&M Water Sampling & Flushing Plan Template - Guidance to Maintain or Restore Water Quality O&M Water Sampling & Flushing Plan Example - Broad Ripple Federal Building

Appendix A: Roles and Responsibilities

Appendix B: COR Checklist As you review the water sampling and flushing plan developed by the O&M contractor, it is important to ensure that it meets the intended goals of the document. To assist you in this review, we have developed a checklist that can be used to verify that the plan includes the necessary components and addresses potential concerns. This checklist will serve as a guide to ensure the plan is comprehensive and effective in addressing potential water quality issues. If elements of the plan are unclear, the COR must consult the PBS Regional Building Operations and ESHF program offices.

· The plan contains confirmation that the O&M contractor performed a workplace hazard assessment, in accordance with 29 C.F.R. 1910.132(d)(2), for any applicable flushing activities outlined in the guidance document that identifies any potential PPE required by the employer to protect their employees.

· The plan contains information on the Drinking Water Provider and the disinfectant used by the Provider.

· The plan contains the hot water maximum temperature allowed by regulations and codes, or between 120°F (49°C) to 124°F (51°C) that will be used.

· The plan contains the number of water outlets in Child Care Centers that will be flushed weekly (if applicable).

· The plan contains the number of water outlets in health units that will be flushed weekly (if applicable).

· The plan contains the number of showers that will be flushed weekly (if applicable).

· The plan contains a list of each identified building zone based on the number of main water lines and hot water systems.

· The plan contains a list of the outlets that will be sampled for each event, including the outlet closest to the main water line, the outlet closest to each zone, the most distant outlet for each zone, and the outlet in the middle of the run for each zone;

· The plans contain information on how many additional randomly selected outlets for each zone will be included and confirmation that these will rotate between water sampling events so that all areas are sampled periodically.

· The plan includes specific procedures for unidirectionally sampling outlets, including the equipment that will be used and how it will be calibrated periodically.

· The plan includes specific procedures for unidirectionally flushing each type of outlet (e.g. faucets, showers, etc.) when required.

· The plan includes procedures for verifying that each outlet has been properly flushed (e.g. measuring disinfectant residual or water temperature).

· The plan includes verification that mechanical equipment requirements have been met.

· The plan includes clear communication protocols for building occupants, including information on the timing of flushing activities and any special access requests.

· The plan specifies NCMMS required documentation or reporting procedures for water sampling and flushing activities and results.

· The plan incorporates an escalation procedure where the O&M team must contact the COR to seek guidance from the PBS Regional Facilities Operations and EHSF program offices responsible for drinking water. These situations may include cases where identified dead legs cannot be feasibly flushed, achieving the required hot water temperatures is not possible, maintaining a consistent disinfectant residual is challenging, a boil order is issued, there is a water interruption, or during construction/renovation activities.

· The plan includes a timeline for implementation, regular review, and updates.

· The plan has been reviewed and approved by the appropriate personnel.

· A copy of the most recent Consumer Confidence Report (CCR) image1.png image2.png