Attachment 1 - SOW.docx

Statement of Work (SOW)

Legionella Water Testing and Analysis

1. INTRODUCTION

This requirement is for performing analysis of water samples for bacterial counting only for VAMC-442, in Cheyenne, WY at 2360 E. Pershing Blvd. Cheyenne, WY 82001. The duration of work under this Delivery Order will not exceed a year (365 calendar days). The Contractor shall provide certified testing results to the Contracting Officer’s Representative (COR) within 24 hours of testing completion. Services should be provided in accordance with the current negotiated contract terms. All references identified in original contract remain in full effect. Legionella testing and analysis services must be conducted in accordance with VHA Directive 1061 and with the Elite Lab protocol from the Center for Disease Control.

2. BACKGROUND:

Cheyenne VA is a 57 bed medical facility. This station will collect and ship all samples to the appropriate laboratory. There are a total of 20 (250mL) samples per quarter* for four (4) quarters. *NOTE: Quarter is 90 calendar days or three (3) months.

3. OBJECTIVE.

The main objective of this project is to perform environmental water analysis to detect for the presence of Legionella Bacteria. This project is not an emergency requiring expedited analysis. Other objectives include provision of written reports and attendance of meetings pertinent to the subject Delivery Order in accordance with all documents provided under this contract.

4. SCOPE OF WORK:

Contractor shall perform quarterly testing and environmental water analysis to detect the presence of Legionella for (20) 250 mL. Contractor shall provide Legionella samples bottles and perform retesting and analysis as required.

A. The duration of each Legionella test and analysis workup (workup) from the receipt of the samples shall not exceed ten (10) calendar days.

B. Legionella testing analysis services must be conducted in accordance with VHA Directive 1061 and with the Elite Lab protocol from the Center for Disease Control. Testing of the building’s hot and cold-water distribution system(s) for Legionella and serogroups must be performed at least quarterly, once per Federal Fiscal Year quarter (federal fiscal year is October 1st to September 30th).

C. Contractor shall provide to the Contract Officer Representative (COR) analysis workup results within 24 hours of analysis completion. The report shall detail Legionella by species in (colony forming units (CFU/ml).

D. Contractor shall provide priority analysis for re-testing of positive results.

a. Within 24 Hours of identification of a positive Legionella result, Contractor shall notify COR of the need to collect a sample for retest.

b. COR will ship the retest sample to the laboratory within 24 hours of notification from the contractor.

c. Upon receipt of the retest sample the Laboratory must give priority analysis to the retest sample beginning the culture within 24 hours of receipt.

5. GOVERNMENT RESPONSIBILITY

A. Contract Officer Representative (COR) will take samples from water fixtures (sinks, bottle fillers, drinking fountains, etc.) and ice machines and shall include (10) hot and (10) cold for each VAMC campus each calendar quarter. The exact locations will be chosen by the COR each time. The COR shall utilize the log sheets provided by the contractor to note temperature, biocide level, sample number, and pH of each sample.

B. COR shall take a “first draw” sample, not allowing the water to flush substantially prior to drawing the sample.

C. COR shall follow all healthcare safety and infection control practices and may be required to gown up, adorn scrubs, or wear other Personal Protective Equipment (PPE) as required to enter certain areas of the hospital.

D. COR shall collect and ship samples within 24 hours after sample collection.

6. CONTRACTOR RESPONSIBILITIES

A. SAMPLE PREPARATION AND STORAGE FOR TESTING SAMPLES

Contractor shall provide all materials necessary to collect, preserve, and ship samples and retest samples overnight that are destined to the commercial laboratory for testing. These materials include those items that are dictated by, and in compliance with the collection requirements of the commercial laboratory.

a. Contractor shall provide all necessary supplies for samples to be transported from the government's originating facility to the Contractor's laboratory. These supplies shall include, but may not be limited to:

i. Shipping and packaging containers. These containers should be insulated to ensure samples stay within required temperature range during shipping to include icepacks.

ii. Required labels and packaging materials for overnight shipping samples prepaid via courier.

iii. Test request forms pre-printed with the appropriate Shipping Section details and account information.

B. SPECIMEN TESTING-LEGIONELLA

a. The Contractor shall perform culture testing for the presence of Legionella bacteria in water samples. The contractor shall determine and report the species of Legionella bacteria, if detected.

b. All reference laboratory testing shall be executed in accordance with standard industry practices and performed only by a laboratory 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.

C. REPORTING OF RESULTS

a. The results of testing shall be reported within the prescribed turnaround times as identified in Section 2.

b. Each test report shall, at minimum, include the following information:

i. Submitting facility name

ii. Test(s) ordered

iii. Date/time of sample collection (when available)

iv. Date/time laboratory receipt of samples

v. Date/time of laboratory processing begins, for samples

vi. Date/time test completed

vii. Test result; to include if Legionella is detected.

viii. Flagged abnormal results

ix. Name and address of testing laboratory

x. Name of sampler

xi. Contractor shall provide a copy of the Chain of Custody form with the sample results.

7. CONTRACTOR’S QUALIFICATIONS

Contractor shall perform water analysis using a laboratory which maintains current certification by the Centers for Disease Control and Prevention (CDC) Environmental Legionella Isolation Techniques Evaluation (ELITE) Information about CDC ELITE certified laboratories can be found at CDC ELITE Program Specifics. Laboratories shall determine if Legionella is detected in environmental samples.

8. CONTRACTOR POINT OF CONTACT (POC).

The Contractor shall provide a primary Point of Contact who shall be responsible for the delivery and performance of the work. The name of this person, and any alternate(s), to include duty hours and telephone numbers, shall have full authority to act on behalf of the Contractor for the specific order (call) and shall be identified prior to performance.

9. PERFORMANCE STANDARDS:

The table below defines the Performance Standards and Acceptable Levels of Performance associated with this effort.

100%

· Test result will include the details as identified in Section 4.

100% of the time.

· Any change to POC is communicated promptly, within 1 business day to the COR

100% of the time.

Acceptable Performance: The Government shall document positive or negative performance. Any report may become a part of the supporting documentation for any contractual action.

Unacceptable Performance: When unacceptable performance occurs, the COR shall work with the Contracting Officer (CO) inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case, the COR shall document the discussion and place it in the COR file.

To assure that the contractor receives impartial, fair, and equitable treatment under this contract, the COR will work with the contractor to increase performance to an acceptable level. When the COR and CO determines formal written communication is required, the COR and CO shall prepare a Notification (Letter or Concern (LOC), Cure Notice, Show Cause Notice) and present it to the Contractor.

1. The contractor shall acknowledge receipt of the LOC Notice in writing.

2. The LOC will specify if the contractor is required to prepare a corrective action plan (CAP) to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The Notice will also state how long after receipt the contractor shall present this corrective action plan to the CO.

3. The Government shall review the contractor's corrective action plan to determine acceptability.

Any Notice may become a part of the supporting documentation for any contractual action deemed necessary by the CO.