Attachment A - Statement of Work.pdf

Statement of Work Surgery Services Dental

VA Pittsburgh Healthcare System University Drive C

Pittsburgh, PA 15240

I. GENERAL INFORMATION

A. Scope of Work: The contractor shall furnish all personnel, supervision, equipment, supplies, certifications, transportation, and resources necessary to conduct water testing in the Dental Clinic at the Heinz Campus, Pittsburgh VA Medical in accordance with VA standards and regulations. This service requires the Contractor to access the Heinz

Campus: Building 71 Dental Clinic.

B. Background: VA Pittsburgh Healthcare System – Surgery Services Dental Department is requesting to enter into a contract to ensure the safety of its Dental Clinic water that is in compliance with the guidelines in the Infection Control Standards for VA Dental

Clinics and the U.S Centers for Disease Control Prevention (CDC) of less than 500 colony-forming units per milliliter (CFU/mL).

II. GENERAL REQUIREMENTS

A. Contractor shall furnish all personnel, supervision, certifications, materials, equipment, and resources necessary to perform Dental water sampling, transport the samples, and report the water testing results.

B. Contract should be for 5 years, with 448 samples a year.

1. Contractor shall sample and test for total bacteria analysis Dental Clinic water from all dental unit water lines in Building 71, Heinz campus. Sampling shall be performed on a quarterly basis at all 19 Dental Clinic Operatories, 17 of which have

6 dental unit water lines and 2 of which have 5 dental unit water lines, for a total of

112 samples per quarter. Historically, there has been a need for up to 6 water sample retests per quarter also for various reasons. Sampling shall be performed from 6:00 AM to 10:00 AM on the first or second Wednesday of each sampling month. Contractor shall coordinate with Dental Clinic staff before each sampling event to verify sampling time is acceptable. Should sampling not occur during the specified times, Contractor shall coordinate with the Dental Clinic staff to establish an appropriate sampling time. The first sampling event shall occur in January 2025.

2. If emergent or re-testing is needed, testing may be scheduled one (1) business day in advance. Contractor shall complete sampling within 24-hours, once the emergent/re-testing request is approved. Emergent/re-testing can be conducted during clinic operating hours: 6:00am to 4:30pm, Monday-Friday.

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a. Contractor shall notify the Point of Contact (POC) immediately of any results great than 500 CFU/mL.

b. Contractor shall aseptically collect and ship Dental Clinic water samples to the testing laboratory. Contractor shall ship at its expense to the testing laboratory via overnight shipping on the same day samples are collected.

c. Contractor shall provide all required collection bottles, shipping container, and ice packs for all shipments and collection materials for Dental Clinic water samples.

d. At the time of sampling, the contractor shall provide the following:

1. Name of person collecting the sample

2. Date & time

3. Date of analysis

4. Laboratory and person responsible for performing the analysis.

5. Analytical technique/ method used

6. Results of analysis

7. Temperature of sample

8. Building number, room number, room name

e. Contractor shall analyze Dental Clinic water samples received using EPA approved analytical water testing procedures. Samples shall be processed and tested by a National Environment Laboratory Accreditation Program

(NELAP) accredited laboratory. Test results shall be submitted to the VA within 2 weeks of obtaining the sample.

f. If water retests are needed, they will be performed in the same manner under the same conditions as the original water samples were conducted.

3. Government holidays and closures are excluded for quarterly or emergent/re-testing.

4. POC will contact the contractor and ensure that the contractor knows the dates, locations, and requirements of the services needed and monitor all work under the contract.

5. Contractor shall deliver the samples to an Environmental Protection Agency

(EPA) or state certified laboratory for analysis, using an approved method such as

IDEX SIMPLATE.

6. Contractor shall provide a report of the findings to the POC. Test results shall be submitted to the VA within 2 weeks of obtaining the sample.

C. Contractor shall collect the water sample at first “draw” to catch the water that comes out immediately from the outlet, without the use of “flush.” All samples will be labeled on site.

D. Contractor shall deliver the samples to the testing laboratory for analysis, track the delivery of samples, and report the results to the POC.

1. Each water sample will be collected in a sterile, unused, leak-proof container which will be secured to prevent cross-contamination.

2. Analytical reports shall include the following for each sample collected: sample date and time, sample analysis, date results, sample number, sample location, name of individual collecting sample, and name of laboratory used for testing.

3. Analytical reports will be sent via electronic mail to the POC, summarizing the findings, as well as providing details and testing sources, and chain of custody.

The results of sampling will be presented in CFU/mL.

III. CONTRACTOR QUALIFICATIONS

A. Contractor shall be trained in HPC Dental water testing protocol.

B. Laboratory used for analysis must be EPA or state-certified to conduct HPC analysis.

Contractor must provide a copy of EPA or state certificate for the laboratory.

IV. GOVERNMENT RESPONSIBILITIES

A. No Government Furnished Property (GFP) will be provided.

B. Government will provide access to areas and an escort as necessary to complete work.

C. Government will provide a POC upon contract award for questions related to this project.

V. OTHER CONSIDERATIONS

A. Place of Performance: Dental Clinic, Building 71 at VA Pittsburgh HJ Heinz Medical

Center. 1010 Delafield Rd. 15215

B. Hours of Operation: Normal Business hours: Monday – Friday, 6AM – 3:30PM

Government holidays and closures are excluded for routinely scheduled testing.

Emergent and re-testing shall be conducted as needed, 24 hours per day, 7 days per week, and 365 days per year.

C. Upon arrival at the VA, the Contractor shall report to the police offices where their driver’s license will be exchanged for a VA provided badge. At the end of each day, the

VA badge will be returned to the Contractor and the personal ID will be returned.

D. All data collected and information developed in any format shall be considered sensitive and shall be deemed confidential property of the VA. Nondisclosure of information specified within this scope and all related information, plans, research, and technologies shall be enforced.

E. Security: Contractor will be responsible for ensuring compliance by its employees with all VA procedures governing building access and security.

1. 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.

2. 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.

3. POC will provide the contractor with a written explanation to support any request to remove an employee.

4. 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.

5. Contractor shall not release, publish, or disclose sensitive information to unauthorized personnel, and shall protect such information in accordance with provisions of the following laws and any other pertinent laws and regulations governing the confidentiality of sensitive information.

6. Personnel assigned to this contract are required to take proper precautions to protect privacy information from disclosure in the case that such disclosures are made.

VI. RECORD MANAGEMENT

A. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36

CFR Part 1222 and Part 1228.

B. Contractor shall treat all deliverables under the contract as the property of the U.S.

Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

C. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

D. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

E. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

F. Government Agency owns the rights to all data/records produced as part of this contract.

G. Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

H. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the

Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

I. No disposition of documents will be allowed without the prior written consent of the

Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation.

Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

J. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract.

K. Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.