Attachment 4 - QASP List.pdf

Base Year 1 ‐ 3.d.i Operation and maintenance activities Log and document all activities during site visits to adequately maintain water system 1 Monthly assessment of required facilities that need assessment Written document sent to the COR as a PDF 95% Random bi‐monthly auditing of field conditions to verify the accuracy of the log Log and document all activities performed remotely to adequately maintain water system 2 Administrative functions required to maintain water system operating status Written document sent to the COR as a PDF 100% Deliverables received during this period of time will be inspected by the COR for accuracy

2 ‐ 3.d.ii Oversee and perform water quality monitoring Facilitate water system testing and send water testing results to the COR 3 Water testing to be performed within an in‐house lab or sent to another organization with capabilities to test for in‐house testing gaps Test results sent to the COR within 48 hours of testing 90% The COR will review all results that are passing or failing. Results are considered acceptable quality if they are below the maximum acceptable contaminant level Advise actions to be taken if water testing results are out of compliance with state and federal requirements 4 Contractor shall be available for consultation within 7 business days upon 24 hour notice by the VA Consultation meeting to be set up within 7 business days 100% Due to the nature of consultation, the COR will be present for all of the contractor 's deliverables for this task

3 ‐ 3.d.iii System component malfunction If component is found to be malfunctioning by the VA or COR the contractor shall inspect adjacent components and water treatment menthids to determine functionality 5 In the monthly audit of water system components the contractor shall inspect components adjacent to suspected or clearly malfunctioning components Field investigation conducted during the monthly onsite visit 95% Random quarterly shadowing of contractor during field investigations to verify the inspection Document found failures and recommended repairs needed to the COR 6 Administrative functions required after field investigation A written PDF describing the failures and recommended repairs for each component 100% VA maintenance personnel will report to the COR weather or not the repair worked

4 ‐ 3.d.iv In house lab instrument QA/QC Send the COR a procedure of how tests were are conducted during the establishment of the water management plan they are tested 7 Standard operating procedure followed during water testing A PDF sent one time regarding the procedures used for testing 90% Contractor will send this as a submittal for review by the COR Communicate to the COR if any samples had to be rested dure to errors or invalid lab instrument readings 8 Routine testing errors that occur during lab assessment Written email communication regarding retested samples and a PDF documenting this information 90% Contractor will send this as a submittal for review by the COR

5 ‐ 3.d.v Temporary Cross Connection Control Program Send the COR a temporary cross connection plan 9 Written plan regarding cross connection control topics PDF of the written plan 80% Contractor will send this as a submittal for review by the COR 6 ‐ 3.d.vi Emergent Situations Provide consultation in the event of an emergency 10 Water system is nonfunctioning and affecting residential homes and/or patient care areas Meeting within 24 hours of notification of emergent issues 100% Due to the nature of consultation, the COR will be present for all of the contractors deliverables for this task

Send the COR an email notice of any emergencies that could affect WWVA's water system within 24 hours of the emergent event 11 Local events that could cause any negative impact on the water system Written email regarding the nature and cause of emergency 100% Surveillance of local events to back the emergent claim 7 ‐ 3.d.vii Small Water System Management Aspects Respond to all communication during normal business hours within 48 hours of contact 12 A phone call by the COR or any other member of the facility After the verbal conversation has happened the COR will send an email regarding the outcome of the conversation 90% Contractor has 48 hours to respond to any communication

Provide system records if requested during a sanitary survey 13 If the facility is requested to provide materials for a sanitary survey Provide all records needed for a sanitary survey upon request 100% Audit of documents to ensure they are up to date and accurate Send email correspondence to the COR regarding any changes to the Water Quality Monitoring Program 14 Updated guidance is sent out from state or federal regulations that will change the established program Written communication to the COR regarding the nature and cause of the change 95% The COR will review all Water quality requirements bi‐yearly to verify change was needed Supply all needed materials to the COR for upcoming water system testing 15 Water testing needed for the execution for all needed water tests All sample containers, shipping materials and cooling packs must be sent to the COR 5 business days before the test is needed to be completed 90% The COR will inspect the materials shipped to ensure they are up to ASMI standards

8 ‐ 3.b.iv Backflow Preventer Testing Performing testing and assessing the condition of each backflow preventer 16 State driven requirement needed to assess the condition of each backflow preventor Following industry standard procedures to determine if the backflow preventor passes or fails inspections 90% Quarterly audit of 10% of passing equipment by the COR to validate report OY1 9 ‐ 3.b.v Base year items until water management plan creation Contract ID's 1‐7 will be monitored as previously stated 17 See indicator line items related to contract items 1‐7

10 ‐ 3.b.ii Partial Year Legionella and HPC testing Communicate to the COR if any samples had to be rested due to errors or invalid lab instrument readings 18 Contractor finds any errors during the testing process Included in the testing results PDF that sample was included in and sent to the COR 90% Contractor will send this as a submittal for review by the COR HPC Testing in building 145 dental clinic and in building 143 laboratory 19 The joint commission and VA directive requirement driven testing PDF of testing results titled "HPC and Legionella Testing Results MM/DD/YYYY" 100% Contractor will send this as a submittal for review by the COR

11 ‐ 3.b.iii SPS testing Performing water testing in building 86 SPS services 20 VA directive driven requirement needed for sterile processing services PDF of testing results titled "SPS Testing Results MM/DD/YYY" 100% Contractor will send this as a submittal for review by the COR 12 ‐ 3.b.v Small Water System Management Plan Creation Kick off meeting with COR 21 Start of plan development admin meeting required for best collaboration At one meeting of at least 1.5 hrs. length to discuss VA expectations and outline processes during the duration of the plan creation period of performance 100% The nature of this line item will be 100% witnessed by the COR

Management structure creation 22 Outlines management responsibilities that the contractor, contractor's possible staff, and the VA will have A list of management personnel involved with the water system 100% Contractor will send this as a submittal for review by the COR implementing water system maps of the facility and other system investigation 23 Maps of the facilities service area and Facility device map 2 PDF's of the "Facility Map" and "Service Map" 90% Contractor will send this as a submittal for review by the COR Implementing a cross connection control program 24 A program needed by the state to ensure that each branch and service line of the water system does not cross contaminate A PDF of the plan for and implementation of the program 95% Contractor will send this as a submittal for review by the COR Administration functions of cross connection control program 25 Administration functions needed after the program has been developed Standard is set during the development of this program, COR will ensure that the work being performed is within scope and reasonable to the CO 90% The COR will quarterly audit 10% of the set standards to ensure they are being followed Source water protection program 26 A program needed by the state to ensure that the sources that the water comes from is protected A PDF of the plan for and implementation of the program 95% Contractor will send this as a submittal for review by the COR Emergency response plan 27 A program needed by the state to ensure that emergencies are handled properly A PDF of the plan for and implementation of how the contractor and VA will respond 100% Contractor will send this as a submittal for review by the COR Implement an operations and maintenance program 28 A program needed by the state and wanted by the VA to properly maintain the water system A PDF of the plan for and implementation of the program 85% Contractor will send this as a submittal for review by the COR Implement a water quality monitoring program 29 A program needed by the state to test the drinking water and ensure it is safe A PDF of the plan for and implementation of the program. Additionally will include PDF's for the results of each water test with this naming scheme: (NAME OF WATER SAMPLE) MM/DD/YYYY 100% Contractor will send this as a submittal for review by the COR Implement a Component inventory and assessment 30 A program needed by the state and wanted by the VA to understand the components needed to run and maintain the water system A PDF of the inventory 80% Contractor will send this as a submittal for review by the COR Implement a Water production assessment 31 A program needed by the state to assess how much water the sources are producing A PDF of the inventory 80% Contractor will send this as a submittal for review by the COR implement a current water consumption assessment 32 A program needed by the state to assess how much water the system is using A PDF of the assessment 80% Contractor will send this as a submittal for review by the COR Advise for future expansions that may affect the water system 33 The need for this is indicated by large remodels occurring or new buildings being constructed Request of a meeting by the COR to discuss expansions 95% Due to the nature of consultation, the COR will be present for all of the contractors deliverables for this task Implement a water use efficiency program 34 A program needed by the state to reduce the amount of water wasted within a system A PDF of the plan for and implementation of the program 90% Contractor will send this as a submittal for review by the COR Onsite verification of operator financial investigations 35 A surveillance method to make sure that the VA does not purchase more materials than we need for the water system COR will meet with water operator on site after the financial plans have been developed to walkthrough and verify the integrity of the plan 100% This event will be 100% witnessed by the COR Implementing short lived asset replacement and other planned improvements 36 A program needed by the state to provide financial records for assets with a lifespan of less than 5 years A PDF of the plan for and implementation of the program 80% Contractor will send this as a submittal for review by the COR Implementing long lived asset replacement inventory 37 A program needed by the state to provide financial records for assets with a lifespan of more than 5 years A PDF of the plan for and implementation of the program 80% Contractor will send this as a submittal for review by the COR Implementing and assisting in six year budget requirements 38 A program needed by the state and wanted by the VA to provide financial records for assets informing the VA when they will need to source money for them A PDF of the budget 90% Contractor will send this as a submittal for review by the COR implementing a water facilities inventory form 39 Contractor shall receive this form and submit it to the Washington State Department of Health Contractor will copy the COR on this communication 95% The COR will randomly contact the Washington State Department of Health once yearly to verify that this form has been submitted implement a consumer confidence report 40 Contractor shall develop and send this report to all non VA entities that we service Contractor will copy the COR on the communication to each non VA serviced entity and receive a copy of the report 95% The COR will review that the document meets the report's requirements Final submittal for small water system management plan 41 This is the final plan approved by the COR A PDF of the final plan is sent to the COR for their approval 95% Contractor will send this as a submittal for review by the COR

13 ‐ 8 Wastewater Sampling Follow all regulations set by Walla Walla Wastewater Permit 42 Waste water permit No. 6 list all requirements for our wastewater system Send all needed materials for compliance with each sampling requirement 90% The COR will review all results that are passing or failing. Results are considered acceptable quality if they are below the maximum acceptable contaminant level Advisement for future projects affecting wastewater system 43 The need for this is indicated by large remodels occurring or new buildings being constructed Request of a meeting by the COR to discuss expansions 80% Due to the nature of consultation, the COR will be present for all of the contractors deliverables for this task

OY2‐4 14 ‐ 3.c.ii Full year service for Contract items 10‐11 See Contract Items 10‐11 and their relevant line items 44

15 ‐ 3.b.vi and 3.c.iii Support of Small Water System Management Plan Tasks will be determined during the process of the small water system plan creation.

The COR will monitor if the tasks needed are reasonable during the post plan creation period 45 Indicated by the need of the water system as plan creation persists Standards are set during the development of this plan, COR will ensure that the work being performed is within scope and reasonable to the CO 90% The COR will quarterly audit 10% of the set standards to ensure they are being followed

Base + OY1‐4 16‐Apendix Notification of State or Federal Requirement Changes Contractor shall notify the COR of any requirement change driven by new or updated state and federal expectations 46 State and federal laws or process changes Email communication regarding the change including a PDF from the state or federal entity of the codes or laws that were changed. If available a link should be provided leading to the website where the PDF was originally found 95% The COR will review and verify the authenticity of the contractors claims

Device and system count 2 Wells, 94 Backflow Devices, 27 VA Owned Service Lines, 9 Non Va Owned Service Lines, Water system covers 77 acres of land

Standard Acceptable Quality Level Method of SurveillanceContract ItemOption Year Contract Item Number/SOW Bullet Point Task Task ID Indicator