Attachment 3 - SOW - Water Testing.docx

Statement of Work (SOW) Laboratory Water Testing Services

1.0 PURPOSE

The Montana Veterans Administration (VA) Health Care System (MTVAHCS) with facilities located in Fort Harrison, MT, and Billings MT, with the option to add additional MT VA facilities as required, requires a qualified State of Montana Certified Lab to provide laboratory water testing services, including analysis, reporting, and verification of water safety. These services ensure compliance with VA water quality requirements and Montana Department of Environmental Quality (DEQ) and support the safety of Veterans, staff, and visitors.

The Contractor shall furnish all labor, materials, equipment, sample bottles, shipping containers, labels, transportation, certifications, insurance, and supervision necessary to perform services in accordance with this SOW. Services must be performed in a cost-effective, efficient, and compliant manner in support of the VA mission.

Contractor personnel are not considered Government employees for any purpose.

2.0 PERIOD OF PERFORMANCE

A 60-month (5 year) Indefinite Delivery Indefinite Quantity contract with a Base year plus four (4) 1-year ordering periods is anticipated.

Service dates and quantities will be identified on each funded Task Order.

3.0 PLACE OF PERFORMANCE

Montana VA Health Care System

• Fort Harrison, Billings, and optional other MT locations

• Specific delivery instructions, shipping methods, and laboratory drop off locations will be provided by the Contracting Officer Representative (COR).

4.0 QUALIFIED CONTRACTOR REQUIREMENTS

The Contractor must have and maintain the following throughout the life of the agreement:

• Laboratory Certification: Certification as a Drinking Water Laboratory in Montana, issued by Montana Department of Public Health and Human Services (MT DPHHS) Department of Environmental Quality (DEQ) Laboratory Certification Program (Attachment 1).

• Relevant Experience: Demonstrated experience supporting water systems of similar size and complexity, including facilities with medical water distribution and treatment systems.

• EPA/MTDEQ Compliance: Maintain all required federal and state potable water testing certifications.

• Logistical Capability: Ability to receive and process samples within 24 hours of collection.

• Reliable Transportation: Must have primary and backup solutions for transit of samples in consideration of remote location challenges, weather delays, and mail/shipping unreliability.

• Contractor must submit all updated certifications to the Contracting Officer (CO) and COR within 5 business days of any change.

5.0 TASKS AND REQUIREMENTS

The Contractor shall perform water sample analysis as required by EPA, MT DEQ, and the VA. Not all testing will occur every performance period.

5.1 Required Analyses and Estimated Quantities for one service year Description of Analysis

5.2 Sample Bottle Requirements

• EPA/DEQ approved *sample bottles for each sampling method

• Prepaid Return shipping labels and fees

• Sample bottle Labels, chain of custody (COC) forms, and shipping materials *Task Orders will identify quantities and destinations for samples bottles to be shipped to VA facilities in the state of Montana

5.3 Ordering Procedures

• Written funded Task Orders (TOs) will be issued for services for specified ordering periods.

• Number of samples per event and analytical method will be indicated on the laboratory provided COC form and signed by the MTVA sampler.

5.4 GOVERNMENT RESPONSIBILITY

• COR or staff will collect samples per established method.

• Samples shall follow all healthcare safety and infection control practices.

5.5 Sample Collection & Transportation

• Contractor provides sample bottles and *shipment supplies as indicated in the analytical method.

( *Includes insulated containers, labels, icepacks, and prepaid shipping)

• VA collects samples, prepares the samples for transport, and ships via the supplied shipping label and prepaid shipping.

5.6 Compliance Requirements

• Federal & State Safe Drinking Water Acts

• Federal, State, and local water system testing regulations

• All MT DPHHS, MT DEQ and EPA requirements for potable water testing

• VA Directive 1116(2) Management of Critical and Semi-Critical Reusable Medical Devices https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=11380

• VA Directive 1106 Pathology and Laboratory Medicine Service https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=11663

• All Occupational Safety and Health Administration safety requirements.

6.0 DELIVERABLES

6.1 Contractor Point of Contact (POC)

• POC name, email, and phone number

• Copies of POC qualifications (Submitted at award and within 2 business days of and POC changes.)

6.2 Test Reports

• Contractor shall email sample results reports to the COR within 24 hours of completed testing Each test report shall, at least, include the following information:

· Submitting facility name

· Test(s) ordered

· Date/time of sample collection (when available)

· Date/time laboratory receipt of samples

· Date/time of laboratory processing begins, for samples

· Date/time test completed

· Flagged abnormal results

· Name and address of testing laboratory

· Name of sampler

· Contractor shall provide a copy of the COC form with the sample results report.

7.0 PERFORMANCE STANDARDS

The table below defines the Performance Standards and Acceptable Levels of Performance associated with this effort. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

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) to 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 ensure 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 determine 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.

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

· 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.

· 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.

8.0 ACCEPTANCE CRITERIA

The Government will accept work when:

· All deliverables meet EPA, MT DEQ, and VA requirements.

· Laboratory reports are complete, accurate, and delivered on time.

· All samples remain uncompromised and tested within required windows.

· Documentation is clear, professional, and compliant.

· Contractor achieves all Performance Standards listed in Section 7.0.

· Any required rework is completed within 5 business days at no cost to the Government. Rework is considered any errors, or omission causes after the relinquishment of samples to the contract lab.

9.0 CONTRACT POINTS OF CONTACT.

· Contracting Officer (CO): Only the CO may change contract terms or obligate funds.

· Contracting Officer’s Representative (COR)

• Identified in writing after award

• May not change contract scope •Validates services and accepts deliverables

10.0 Abbreviations

· ANSI – American National Standards Institute.

· CDC – Centers for Disease Control and Prevention.

· CO – Contracting Officer.

· COC – Chain of Custody

· COR – Contracting Officer’s Representative.

· EPA – Environmental Protection Agency.

· ISO – International Organization for Standardization.

· OEM – Original Equipment Manufacturer.

· OSHA – Occupational Safety and Health Administration.

· SDS – Safety Data Sheet.

· VAMC – Veterans Affairs Medical Center.

· VA – Department of Veterans Affairs.

· VHA – Veterans Health Administration.

· MT DPHHS – Montana Department of Public Health and Human Services.