Legionella RFQ Document.docx

Developmental Centers – Legionella and Water Quality Testing RFQ Solicitation: SRC0000023802

Purpose: This is a solicitation is to award a contract to a supplier to collect water samples, perform lab testing, and perform disinfecting services as required to prevent the spread of Legionnaires for all eight (8) developmental centers operated by the Ohio Department of Developmental Disabilities (DODD) across Ohio.

RFQ Schedule:

· RFQ Issued: September 23, 2024

· Inquiry Periods Begins: September 23, 2024

· Site Visits: October 2 – October 11, 2024 (as detailed in Site Visit Section)

· Inquiry Period Ends: October 15, 2024, at 3:00PM

· Quotes Due: October 21, 2024, at 3:00PM

Developmental Centers Site Locations:

· Cambridge Developmental Center, 66737 Toland Drive, Cambridge, OH 43725

· Columbus Developmental Center, 1601 W. Broad St., Columbus, OH 43222

· Gallipolis Developmental Center, 2500 Ohio Avenue, Gallipolis, OH 45631

· Mount Vernon Developmental Center, 1250 Vernonview Drive, Mount Vernon, OH 43050

· Northwest Developmental Center, 1101 S. Detroit Avenue, Toledo, OH 43614

· Southwest Developmental Center, 4399 E. Bauman Lane, Batavia, OH 45103

· Tiffin Developmental Center, 600 N. Township Rd. 73, Tiffin, OH 44883

· Warrensville Developmental Center, 4325 S. Green Rd., Highland Hills, OH 44128

Site Visits:

Suppliers are not required to attend each site visit to be considered for contract award, however, it is strongly encouraged by DODD. One site visit date and time is scheduled for each developmental center as listed below. All site visits are scheduled to begin at 10:00 am (EST), but please be sure to arrive a little early and report to the Administrator Building when you arrive and sign in.

Wednesday, October 2, 2024, at 10:00 am (EST) at Tiffin Developmental Center (TDC), Administration Building, 600 N. Township Rd. 73, Tiffin, OH 44883

Thursday, October 3, 2024, at 10:00 am (EST) at Northwest Ohio Developmental Center (NODC), Administration Building, 1101 S. Detroit Avenue, Toledo, OH 43614

Friday, October 4, 2024, at 10:00 am (EST) at Mount Vernon Developmental Center (MVDC), Administration Building, 1250 Vernonview Drive, Mount Vernon, OH 43050

Monday, October 7, 2024, at 10:00 am (EST) at Cambridge Developmental Center (CADC), Administration Building, 66737 Toland Drive, Cambridge, OH 43725

Tuesday, October 8, 2024, 10:00 am (EST) at Southwest Ohio Developmental Center (SODC), Administration Building, 4399 E. Bauman Lane, Batavia, OH 45103

Wednesday, October 9, 2024, at 10:00 am (EST) at Warrensville Developmental Center (WDC), Administration Building, 4325 S. Green Rd., Highland Hills, OH 44128

Thursday, October 10, 2024, at 10:00 am (EST) at Gallipolis Developmental Center (GDC), Administration Building, 2500 Ohio Avenue, Gallipolis, OH 45631

Friday, October 11, 2024, at 10:00 am (EST) at Columbus Developmental Center (CDC), Administration Building, 1601 W. Broad St., Columbus, OH 43222

General Information:

· Supplier must be able to perform Legionella water testing semi-annually, based on a prescribed testing schedule, for the domestic potable water systems at all eight (8) developmental center (DCs) locations listed above. Water sample collection locations in each building will be determined and communicated to the awarded supplier prior to the site visit for sample collection. Additional water samples may be required for follow up and or validation testing for Legionella as directed by the DC Maintenance Superintendent or designee.

· The quantity of tests per six-month cycle will be a minimum of 227 tests.

· The awarded contract is planned to commence in FY25 on November 1, 2024, and will include two routine semi-annual testing of the domestic potable water distribution system(s) at all eight developmental centers and any additional testing requested to investigate positive test results.

· Upon completion of lab tests, supplier must provide a full written report of test results from each site visit, including an Excel spreadsheet clearly listing Legionella species and serogroups from each test site, and within 2 weeks of testing completion to each DC’s Maintenance Superintendent and to DODD’s Facilities Operation Administrator.

· Awarded supplier will perform as required, disinfection or service of domestic water systems as requested by the DC Maintenance Superintendent to help prevent the spread of Legionnaires.

Developmental Centers Sample Locations:

Cambridge (CADC) - 21 Samples per routine cycle

Activity Building- 3 samples Administration Building- 2 samples Rudolph Cottage- 2 samples Lankenau Cottage- 2 samples Moore Cottage- 3 samples Brown Cottage- 3 samples Steele Cottage- 3 samples Dietary/Storeroom Bldg. 301- 2 samples Heat Plant Bldg. 401- 1 sample

Columbus (CDC) - 33 Samples per routine cycle

1601Administration- 4 samples 1810 Administration- 4 samples Broadview Cottage- 4 samples Carlson Cottage- 2 samples Parkside Cottage- 3 samples Cedar Grove- 3 samples 1700 Pineridge Dr. - 2 samples 1720 Pineridge Dr. – 2 samples 1740 Pineridge Dr. - 2 samples 1760 Pineridge Dr. - 2 samples Maintenance- 1 sample Dietary- 2 samples Support Services- 2 samples

Gallipolis (GDC) - 33 Samples per routine cycle

Activity Center- 4 samples 6043- 32 Bed Cottage- 3 samples 6044- 32 Bed Cottage- 3 samples 6045 Phase II Cottage- 3 samples 6046 Phase II Cottage- 3 samples 6047 phase II Cottage- 3 samples 6048 Phase II Cottage- 3 samples 6050 Phase II Cottage- 3 samples 32 Bed Cottage- 3 samples Dietary/Administration- 3 samples Support Services Bldg. - 2 samples

Mt. Vernon (MVDC) - 33 Samples per routine cycle

Administration Bldg. - 3 samples Medical Wing (ADMIN)- 2 samples Physical Hab. & Ed. (PH&E) - 3 samples Willow Works- 2 samples Washington- 3 samples Lincoln- 3 samples Jefferson- 3 samples Jones- 3 samples Snyder- 3 samples Laundry- 2 samples Power Plant- 2 samples Storage/Maint./Dietary- 3 samples Satellite Boiler Plant-1 sample

Northwest Ohio (NODC) - 22 Samples per routine cycle

Administration Bldg. 612- 2 samples Activity Bldg. 610- 2 samples Cottage 602- 2 samples Cottage 603- 2 samples Cottage 604- 2 samples Cottage 605- 2 samples Cottage 606- 2 samples Cottage 607- 2 samples Cottage 608- 2 samples Cottage 609- 2 samples Support Services Bldg. 614- 2 samples

Southwest Ohio (SODC) - 19 Samples per routine cycle

Program/Admin Bldg. - 3 samples Cottage 100- 2 samples Cottage 200- 2 samples Cottage 300- 2 samples Cottage 400- 2 samples Cottage 500- 2 samples Cottage 600- 2 samples Cottage 700- 2 samples Support Service Building- 2 samples

Tiffin (TDC) - 24 Samples per routine cycle

Administration- 2 samples Brubaker Vocational- 2 samples Gymnasium- 1sample Pines- 1 sample Chapel- 1 sample Rhode Island- 1 sample Arkansas- 1 sample Oklahoma- 1 sample California- 1 sample Massachusetts- 1 sample Nevada- 3 samples Maintenance Bldg. - 1 sample Dietary Bldg. - 2 samples Support Bldg. - 1 sample Georgia- 1 sample Garza Bldg. - 3 samples Greenhouse- 1 sample

Warrensville (WDC)- 42 Samples per routine cycle

A/C Admin. Bldg. - 2 samples C/C Bldg. - 3 samples House 1- 3 samples House 2- 3 samples House 3- 4 samples House 4- 4 samples House 5- 4 samples House 6- 4 samples House 7- 4 samples House 8- 4 samples House 9- 4 samples M-S Bldg. - 3 samples

Requirements:

1. Testing will be coordinated with each individual DC’s Maintenance Superintendent. Testing will take place during normal working hours Monday -Thursday between 7:00 am 3:30 pm (EST). DC will provide a facility escort to accompany the supplier during collection of water samples throughout the facility.

2. Sample bottles must be provided by the supplier, and should be clear plastic, sterile, have a screw-on cap and with no less than 150ml capacity.

Example: https://www.fishersci.com/shop/products/corning-disposable-sterile-bottles-4/09761140?keyword=true

3. At the time, each water sample is taken for testing, the following should be documented for each sample: Label sample with a unique identifying number (UIN), date, time, DC name, building, room location, and fixture sample taken from. Lab report must identify Legionella species, must be specific and identify what serogroup for Legionella pneumophila. Results will be reported to 1 cfu/ml for the potable domestic water.

4. For routine environmental water sampling of the domestic potable hot water system, supplier must turn on the water and allow water to run until water becomes warm before collecting a sample by filling the 150-ml collection bottle. Supplier must ensure the bottle is labeled properly as described above.

5. For routine environmental water sampling of the domestic potable cold-water system, supplier must turn on the water and allow to run for 30 seconds before collecting a sample by filling the 150-ml collection bottle. Supplier must ensure the bottle is labeled properly as described above. In addition to testing for Legionella, supplier must test the domestic cold-water samples to determine free chlorine levels present.

6. Water samples will be stored and transported in a manner consistent with requirements of CDC Elite laboratories for Legionella testing.

7. Once collected, samples are to be processed by a testing laboratory with experience in microbial testing of potable water. The testing laboratory must meet the following criteria:

· Laboratories that process the water samples for Legionella must be 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. Information about CDC ELITE certified laboratories can be found at: https://wwwn.cdc.gov/elite/Public/MemberList.aspx.

· Laboratories must also be able to determine if the Legionella detected in environmental samples is the species Legionella pneumophila identified by specific serogroup or another Legionella species. In addition to the requirement for current CDC ELIT testing laboratory also have environmental microbiology accreditation by a recognized accrediting program.

8. All buildings with water samples resulting in greater than 5 CFU, the supplier must schedule with the DC to come and provide disinfection or chlorination services of the water as soon as possible. Forty-eight (48) hours after chlorination has been completed, the supplier will need to collect and test new water samples from the building.

Inquiries:

From the issuance date of this solicitation, until a contract is awarded to an offeror, there may not be communications concerning the RFQ between any supplier who expects to submit a quote, and any employee of DODD involved in the issuing of the RFQ. The only exception is provided through the submission of written requests for clarification/interpretation via the RFQ through the OhioBuys website during the inquiry period.

Prospective offerors may make inquiries or seek clarifications regarding this RFQ any time during the inquiry period listed in the solicitation Calendar of Events. To make an inquiry, prospective offerors must use the Inquiry tab on the solicitation in OhioBuys to submit all inquiries or seek clarification.

Prospective offerors submitting inquiries will receive an immediate acknowledgement by e-mail that their inquiry has been received. The prospective offeror who submitted the inquiry will not receive an e-mail response to the question but will need to view the response on the OhioBuys website where it will be posted for viewing by all prospective offerors.

Attachments to an inquiry are not visible to DODD, so please include all questions in the inquiry description field.

DODD will try to respond to all properly posed inquiries within 48 hours, excluding weekends and state holidays. DODD will not respond to any inquiries received after the date and time indicated on the RFQ. Prospective offerors who attempt to seek information or clarifications verbally will be directed to reduce their questions to writing in accordance with the terms of this RFQ and state purchasing policy. No other form of communication is acceptable, and use of any other form of communication or any attempt to communicate with DODD staff or any other agency of the State to discuss this RFQ may result in the offeror being deemed ineligible.

Cost Proposal:

Suppliers must complete the item grid in OhioBuys and submit a written quote as an attachment in OhioBuys. This quote must indicate:

· A per sample cost for the collection and testing of each water sample based on the estimated tests provided above. This cost should be inclusive of all associated costs including supplies (i.e. sample bottle) and labor for the collection and laboratory testing of the water sample.

· An hourly labor rate for the supplier to perform any necessary disinfection or chlorination service of domestic water system at a DC.

· The percent markup from wholesale costs for chemicals or parts required to service the domestic water system.

· Any additional charges (i.e. trip charge) the supplier is proposing as necessary in relation to providing the services described under this solicitation.

· Quotes must be valid for a minimum of thirty (30) days.

Time of Performance:

· The initial awarded contract is estimated to become effective on November 1, 2024, and remain effective through June 30, 2025, or until terminated as provided in the contract. The awarded contract will provide an option for the agency and supplier to mutually agree on a renewal of the contract for up to an additional two (2) years.

Evaluation / Award:

· Bids will be evaluated, and the contract will be awarded to the lowest responsive and responsible bidder as determined by the agency.

Attachments:

The following attachments must be completed and submitted as part of the supplier’s quote attachments in OhioBuys in order to be considered for award.

· Standard Affirmation and Disclosure Form The Standard Affirmation and Disclosure Form attached to the RFQ must be completed, signed by an authorized official of the offeror’s organization, and submitted with any proposal to be considered.

· Contractor Information Form The Contractor Information Form attached to the RFQ must be completed and submitted with any proposal to be considered.