P09 SOW CTVHCS Water Quality Monitoring rev 4-15-24.docx

STATEMENT OF WORK (SOW)

Water Quality Monitoring, Water Sample Collection and Water Microbiological Testing (including Legionella) For Central Texas Veterans Health Care System (CTVHCS)

I. GENERAL REQUIREMENTS

A. Background:

1. The contractor for a period of a base year plus four available option years, shall provide services at the following Central Texas Veterans Health Care System locations:

· Waco Campus, 4800 Memorial Drive, Waco, TX 76540

· Austin Outpatient Clinic, 7901 Metropolis, Austin, 78744

· Temple Campus, 1901 Veterans Memorial Boulevard, Temple, Texas, 76504.

2. On rare occasions, samples may be requested at our Community Based Outpatient Clinics and Vet Centers in Austin, Brownwood, Bryan-College Station, Cedar Park, Copperas Cove, Killeen, La Grange, Palestine, and Temple. The VA reserves the right to add or subtract locations as the need arises.

B. Scope of Work:

1. The contractor shall provide services which include all collection, preparation for shipping, shipment of samples, completion of the chain of custody forms/records as well as all other required documentation for analysis of water and swab samples for Legionella, total coliform, E. coli and/or other water-born bacteria upon customer specific request and reporting the results to the Central Texas Veterans Health Care System Safety and Industrial Hygiene Section Water Quality Specialists.

2. The numbers of samples may vary greatly from year to year based on need; roughly a minimum of 2500 samples to a maximum of 7500 cultured or laboratory analyzed samples of various types.

3. The contractor shall collect total heterotrophic bacteria samples from dental lines at all campuses.

4. Follow up samples and retest shall be collected from each positive cultured sample site.

5. CTVHCS desires to conduct Legionella retests using the more comprehensive PVT Premium test kit, or similar testing method that yields the same desired result. The PVT Premium includes the TimeZero™ test method for Legionella species and Total Heterotrophic Aerobic Bacteria (THAB) (results in 4 days), Next Day LegiPlex™ PCR (results in 1 day) and the standard Legionella 11731 ISO spread plate culture method (results in 10-14 days.

6. The contractor shall take necessary instantaneous measurements that include pH, total and free available chlorine, and temperature during cultured sample collection for legionella to meet analysis requirements of VHA Directive 1061.

7. The contractor shall coordinate mutually acceptable sample collection times with the VA.

8. VA Central Texas Veterans Health Care System (CTVHCS) reserves the right to add additional sites within Central Texas, if water testing is needed at other locations.

C. Continuous Monitoring Equipment:

1. CTVHCS conducts water quality monitoring regularly to gather important parameters related to a facilities water system, such as disinfectant levels, temperature, pressure, pH, and conductivity. CTVHCS currently uses water quality monitoring equipment in the form of chlorine monitors in each of our overnight stay facilities and pump stations that are supplemented by 14 – PWA (Potable Water Analytics) Advanced Monitoring Systems and 2 PWA Base Monitoring Systems which allow use of cloud-based computing of data acquisition, remote internet, directly linking sensors, and measurements to an online application. Contractor must be able to use the current water quality monitoring equipment or provide a comparable water monitoring system that provides chlorine residual, pH, dissolved solids (conductivity), and automatic control of chlorine residuals based on ORP. Contractor shall provide data storage and exchange capabilities that can be monitored online and can integrate with existing water quality monitoring equipment or provide a comparable system.

The item circled in red below is called a Phigenics Diagnostic Exchange (PDX). This is proprietary equipment and is the only piece that may need to be replaced.

2. The contractor shall maintain this equipment and make repairs as necessary to include replacing probes and sample tubing, displays, etc.

3. The contractor shall make at least one maintenance visit per month to each building with a continuous monitoring station.

4. There will be a set cost line item for the monthly visit.

5. The contractor shall provide a quote for any necessary replacement parts/ repairs prior to performing the work.

6. CTVHCS will provide necessary reagents for the equipment. The contractor shall replace reagents for each continuous monitoring station during monthly maintenance visits.

7. Should CTVHCS initiate inpatient care in a different building, additional continuous chlorine monitoring equipment and data storage and exchange capabilities must be provided under this requirement, upon the request of the Government.

8. The previous contractor provided the PWAs with a web-based application, which is not connected to the VA network computer system.

9. The system provides graphical representations of the continuous monitoring along with all sample results. It is to the benefit of the Government to keep this data in the consolidated system with access to a web-based application for ease of trending and data analysis of record keeping and storage of said records.

10. CTVHCS requires monthly maintenance for the existing equipment per the original equipment manufacturer (OEM) specifications.

11. The contractor shall provide a cost quote for each sample type, the monthly maintenance visits, and the most common replacement parts for the continuous monitoring stations.

12. The vendor shall respond to the applicable maintenance or troubleshooting request within two business days of any request via in person, telephonic or virtual.

13. The vendor shall respond within twenty-four hours of any emergency request.

E. Sample Types and Protocols:

1. The following sample types will be separate fixed prices per sample:

· Total coliforms

· E. Coli samples

· Total Heterotrophic Bacteria

· Inorganics to include Minerals, Metals, Nitrates, Nitrites, Asbestos, Cyanide, Fluoride, Arsenic, Chlorite, Total Trihalomethanes (TTHM) and Haloacetic Acids (HAA5) (Disinfection Byproducts)

· Lead in Drinking Water, Copper in Drinking Water, Legionella, Fecal Coliforms.

· Other sample types may be requested.

· VA reserves the right to add additional water testing when new state or Federal requirements change.

2. Legionella samples will use the 11731 ISO spread plate culture method which provides results in 10-14 days. The sample will be taken as 250 ml samples as directed by Safety and Industrial Hygiene Staff. Duplicate samples from the same locations may be requested.

3. Legionella retests will use the PVT Premium test panel, or similar testing method, which includes the TimeZero™ test method, or similar testing method, for Legionella species and Total Heterotrophic Aerobic Bacteria (THAB), or similar testing method, (results in 4 days), Next Day LegiPlex™ PCR, or similar testing method, (results in 1 day) and the standard Legionella 11731 ISO spread plate culture method, (results in 10-14 days).

4. Heterotrophic Plate Count samples will be used for quarterly dental waterline testing using the SM9215C R2A Spread Plate Method. These shall have a 10-day turnaround time and a limit of detection of 10 CFU/mL.

5. Total Heterotrophic Anerobic Bacteria (THAB) samples will be used to evaluate cooling tower loop water for quality on a bi-weekly basis. It shall be performed as an in-field dip slide with results within 10 days of mailing results to the lab. These samples will be taken by VA personnel and the Contractor shall provide the sample kits, 2-day return shipping, lab analysis, and any training needed to ensure VA personnel can take the samples proficiently in conjunction with a routine site visit. The following loops will be tested:

Waco Campus Condenser Loop Information Building No.

Loop Count

Entire Campus

1 Continuous Loop

Temple Campus Condenser Loop Information Building No.

Loop Count

6. Samples shall be collected following OSHA and/or CDC protocol.

7. The government will help in getting access to sample sites and in removing locks, manhole covers or other items requiring tools to gain access to the fixture needing to be sampled.

8. The laboratory shall store all positive legionella results (any sample ≥0.1 cfu/l ml) for later use to cross match specific strains with positive human cultures. The laboratory shall store the positive samples for two years following analysis. The laboratory shall have the capabilities to accept and process at least 400 samples a day and will be a current CDC Elite program participant.

9. The vendor shall measure pH, free available and total chlorine and temperature in Fahrenheit and record time and collection date as requested when sampling.

10. The contractor’s representative making these measurements will sign the data sheet.

11. These measurements will be provided with these parameters: Building Number, Building Function Category, Floor-Room Number, Room Function, Fixture Type, Hot/Cold and Swab, 1st draw, or Post Flush sample.

12. The Contractor shall identify the fixture type as one of the following: Shower, Bathtub, Bathroom Sink (for inpatient or multi-gender restrooms), Room Sink (for patient sleeping room sinks, break room sinks, conference room sinks, etc.), Kitchen sink (for food service areas only), Backflow Preventer (BFP), Hose bib, fountain, or cooling tower.

13. All sample containers, shipping coolers and ice, swabs and labels and shipping materials will be provided by the contractor.

14. Results shall be provided by the contractor.

15. Samples shall arrive at the contractor’s laboratory or sub-contractor laboratory within 48 hours of collection baring no unforeseen logistics delays.

16. Samples shall be shipped within 24 hours of collection and meet all CDC or other analytical holding time requirements. Samples will be shipped via overnight delivery.

17. Sample results shall be emailed to Central Texas Veterans Health Care System Safety and Industrial Hygiene Section within two business days of receipt, including laboratory analysis and chain of custody forms. Email shall be sent to COR, or other personnel designated by the COR.

F. Building Information:

1. The information below identifies the building functions and square footage for the Waco campus and provides additional information to assist contractors in providing an offer.

2. The Temple Campus is within an order of magnitude for square footage but has fewer buildings.

3. Overnight stay buildings are indicated as in-patient. Typically, patient care buildings have many plumbing fixtures, while administrative buildings do not.

Waco Campus Building Information

48,178

Future BRU/CLC Immuno-Compromised Inpatient

49,795

Nursing Home (GP) Immuno-compromised Inpatient

58,653

17,507

LAUNDRY/Future A&MM Staff Only

21,567

6,105

Temple Campus Building Information

II. SPECIAL CONTRACT REQUIREMENTS

A. QUALITY CONTROL:

1. 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.

2. The laboratory must also be able to determine if the Legionella detected in environmental samples is the species Legionella pneumophila serogroup 1, Legionella pneumophila serogroups 2-15, or a non- Legionella pnuemophila species.

NOTE: Rapid testing methods, such as polymerase chain reaction (PCR) and direct fluorescent antibody (DFA), shall not be used to detect Legionella in the samples.

3. The laboratory shall also have current environmental microbiology accreditation by a recognized accrediting program.

4. The laboratory must be capable of concentrating water samples prior to plating the samples on selective media to increase the sensitivity of the assay.

5. The testing laboratory must be capable of providing storage of the environmental isolate(s) at least temporarily if the facility elects to use molecular typing to characterize environmental Legionella isolates.

6. The selected Laboratory must be able to demonstrate they are accredited through the National Environmental Laboratory Accreditation Program (NELAP) or other accreditation body that validates the Laboratory’s competence/proficiency under the general requirements of ISO/IEC 17025:2005 in addition to the CDC Elite certification.

B. QUALITY ASSURANCE:

1. The government will periodically evaluate the contractor’s performance by appointing the Contracting Officers Representative (COR) to monitor the performance to ensure services are received.

2. The COR will evaluate the contractor’s performance through review of the log sheet, review of the contractor’s quality control program and receipt of complaints from department personnel.

3. Contractor will adhere to timeframes and all other requirements as outlined by the CTVHCS to ensure reports and supplies are received as required by the CTVHCS.

4. The completed services shall be performed in an efficient and reliable manner. The CTVHCS has the right to reject work if the work is not performed in an efficient and reliable manner within acceptable timelines and frequencies.

5. Contractor to provide COR with report on service completed and condition after each inspection and within two days of said inspection.

III. ID BADGES, SIGN-IN, PARKING AND SMOKING:

1. All Contractor personnel shall be required to wear an identification badge while on Government facility grounds displaying the picture and name of the individual and the name of the company represented.

2. It is the responsibility of contractor personnel to park only in designated parking areas. The VA will not validate nor make reimbursement for parking violations of the contractor’s personnel under any circumstances.

3. Smoking, tobacco use, or e-cigarettes is not permitted within or around VA Healthcare System facilities, except in designated smoking areas.

IV. NATIONAL HOLIDAYS:

1. Contractor shall schedule services based on mutually agreeable time between the federal government and the contractor, within normal business hours, and not on weekends or holidays.

2. The following national holidays are observed:

New Year’s Day 1 January Martin Luther King’s Birthday 3rd Monday in January President’s Day 3rd Monday in February Memorial Day Last Monday in May Juneteenth 19th June Independence Day 4 July Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veterans Day 11 November Thanksgiving Day 4th Thursday in November Christmas Day 25 December

Also included would be any day specifically declared by the President of the United States to be a National Holiday. When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday.

It is understood and agreed between the Government and the Contractor that observance of such days by Government personnel shall not otherwise be a reason for an additional period of performance, or entitlement of compensation. In the event the Contractor's personnel work during the holiday, they may be reimbursed by the Contractor, however, no form of holiday or other premium compensation will be reimbursed either as a direct or indirect cost, other than their normal compensation for the time worked.

V. PERSONNEL REQUIREMENTS:

1. The Contractor shall designate and provide name(s) and phone numbers of contact person (s), and a backup, as representatives of the Contractor. The Contractor shall provide qualified employees who will conduct and/or supervise the required services.

2. Contractor shall ensure their personnel working at the facilities specified herein; possess basic proficiency in spoken and written English. Contractor personnel must wear identifying uniforms and employee badges.

3. All conduct of contract personnel shall be respectable and sensitive to patients, visitors, and VA Personnel.

VI. INFORMATION SECURITY REQUIREMENTS:

The COR and the Contractor will assure that:

1. No other information except what is in this contract will be shared with the contractor in any follow up communication.

2. None of the information in this contract includes Protected Health Information (PHI) or Individually Identifiable Information (III).

3. Contractor will be escorted by a VA Employee as necessary.

VII. PROGRAM OFFICE POINTS OF CONTACT:

A. Contracting Officer’s Representative (COR): Reginald Bedford, Water Quality Specialist – Safety and Industrial Service, Reginald.Bedford@va.gov

B. Supervisory POC: Peter Gilmore, Assistant Chief – Safety and Industrial Hygiene Management, 254-743-1110, peter.gilmore1@va.gov.

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