DRAFT-SOW - Waterline Testing.pdf
PDF 104 KB Posted
- Solicitation number
- 36C25626Q1337
About this file
This is a Draft Statement of Work for Heterotrophic Plate Count (HPC) Testing and Waterline Monitoring Services at Veterans Affairs facilities.
The contractor shall provide comprehensive HPC testing services for waterlines at three VA facilities: Biloxi VA, Pensacola VA, and Panama City Beach VA, all operated by the Gulf Coast Veterans Health Care System. Core services include water sample collection from designated locations (potable water taps, ice machines, procedural sinks, high-risk areas) using aseptic technique per VA/CDC protocols; laboratory HPC analysis using validated methodologies (Standard Methods for the Examination of Water and Wastewater or ISO/CDC-accepted protocols); and results reporting within 24–48 hours of sample receipt with clear, actionable findings including colony counts, compliance assessment, and guidance for interpretation. The contractor must maintain a minimum of five credentialed key personnel available for scheduling and provide emergency/surge testing capability for outbreak situations. Additional requirements include chain-of-custody documentation, five-year record archival, participation in proficiency testing and quality assurance programs, compliance with HIPAA and VA privacy regulations, and annual summary reporting of testing activities and trends. The contractor must be an accredited laboratory with ISO/IEC 17025 certification or state licensure, possess relevant state/federal certifications, employ staff trained in water microbiology and VA requirements, and preferably have prior healthcare facility experience. Performance is evaluated on adherence to VA/CDC/ISO standards for sample collection and handling, 24–48 hour laboratory turnaround time, and accuracy and completeness of reporting. The VA will provide access to sampling sites, facility contact coordination, and facility information as needed.
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| File | Type | Posted |
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| AMD 001-Questions and Responses 36C25626Q1337.pdf |
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Text version
DRAFT-SOW-Statement of Work
1. Contract Title: Waterline / Heterotrophic Plate Count Testing
2. Background: Maintaining safe water systems is essential for patient health, staff safety, and regulatory compliance at
VA facilities. Heterotrophic Plate Count (HPC) testing is required under Veteran Affairs (VA), Centers for Disease
Control and Prevention (CDC), CMS, and Joint Commission standards to assess microbial water quality and promptly identify risks for facility occupants..
3. Scope. The contractor shall provide all labor, supervision, equipment, materials, tools, and expertise necessary to perform routine and as-needed Heterotrophic Plate Count (HPC) testing for the waterlines at specified VA facilities
4. Specifications/Characteristics: The contractor will provide a minimum of 5 key personnel to be credentialed and be available for scheduling to meet the requirements of the contract.
5. Sample Collection include but not limited to: Collect water samples from designated locations, including potable water taps, ice machines, procedural sinks, and high-risk areas, according to VA/CDC protocols. Use aseptic technique and standardized containers appropriate for HPC testing. Coordinate with facility staff for scheduling, access, and sampling logistics.
6. Laboratory Testing include but not limited to: Perform HPC analysis using appropriate, validated methodologies
(e.g., Standard Methods for the Examination of Water and Wastewater, or ISO/CDC-accepted protocols).
Accredited laboratory must meet required certifications (e.g., ISO/IEC 17025, state licensure).
7. Reporting include but not limited to: Provide results within [24–48] hours of sample receipt. Report findings in clear, actionable format, including colony counts, method used, and assessment of compliance with VA and regulatory standards. Include notification for samples exceeding recommended microbial levels and guidance for interpretation.
8. Emergency or Surge Testing include but not limited to: Provide rapid response capability for urgent or outbreak situations. Maintain capacity to process increased sample volume upon VA request.
9. Documentation and Records include but not limited to: Maintain chain of custody for all samples.
Archive records for a minimum of [5] years, or as required by VA policy.
10. Quality Assurance include but not limited to: Participate in proficiency testing and quality assurance programs as required by accrediting bodies. Provide documentation of current laboratory accreditation and QA/QC protocols upon request.
11. Deliverables include but not limited to: Regular HPC test results and reports for all scheduled samples.
Immediate communication for any critical or abnormal findings. Annual summary of testing activities, trends, and recommendations.
12. Performance Standards include but not limited to: Sample collection and handling: per VA/CDC/ISO standards.
Laboratory analysis turnaround: [24–48] hours. Reporting: accurate, complete, and actionable.
13.. VA Responsibilities include: Provide access to sampling sites and coordinate with facility contacts.
Supply facility information and sampling locations as needed.
14. Contractor Qualifications include but not limited to: Accredited laboratory with relevant state/federal certifications.
Staff trained and knowledgeable in water microbiology and VA requirements. Prior experience servicing healthcare facilities preferred.
DRAFT-SOW-Statement of Work
15. Security & Privacy include: Contractor will comply with HIPAA, VA, and federal privacy regulations.
All sensitive data (sample records, reports) handled and transmitted securely per VA policy.
16. Summary: This contract will ensure the timely and effective HPC monitoring of waterlines at Biloxi VA, Pensacola
VA, and Panama City Beach VA, supporting patient safety and regulatory compliance.
17. Location: Gulf Coast Veterans Health Care System
Warehouse Bldg 26
400 Veterans Ave
Biloxi MS 39531
Mon-Fri 7:00am- 3:30pm
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