PWS_final_Legionella Testing and Legionella water collection and Cooling Tower service.docx

Performance Work Statement Veteran’s Affairs Palo Alto Health Care System Legionella Testing of Potable Water and Cooling Towers

1.0 GENERAL INFORMATION

1.1 This Performance Work Statement (PWS) is to obtain Veteran’s Health Administration (VHA) Directive 1061 Legionella Disease and Scald Injury Prevention compliant sampling and testing services, including Cooling tower water and lab testing services, at the Veteran’s Affairs Palo Alto Health Care System (VAPAHCS).

1.2 The Contractor shall provide management, supervision, labor, parts, materials, tools, incidental engineering services, and transportation necessary to perform the services within this PWS. Modifications to perform deviations require written consent of the Government’s Contracting Officers Representative (COR) or COR designee.

1.3 Period of Performance: The Contract anticipated start date is May 1, 2025, through April 30, 2026 with 4 optional years based on performance.

1.4 Schedule/Work Hours: Due to the time sensitive nature of water sample analysis, work is required to be conducted during business hours (M-TH 8am-5:00pm, excluding federal holidays). Recognized Holidays: Contractor is not required to perform services on holidays listed below.

Memorial Day Thanksgiving Day Juneteenth Day Christmas Day Independence Day

1.5 Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting contract.

2.0 CONTRACTOR RESPONSIBILITIES:

Disclaimer: Work outside the scope of the contract shall not be performed unless authorized by the Contracting Officer (CO). The contractor shall communicate to the COR, immediately, the occurrence of any event that may require a contract modification. The contractor shall submit a written request for modification to the Contracting Officer and COR no more than 10 days from initial notification. No contract modification will not be effective until the Contracting Officer has approved the modification, in writing, and the modification has been signed by both parties.

2.1 Quarterly Water Sampling and Field Testing

2.1.1 Contractor shall be responsible for procurement of collection containers that meet VHA 1061 directive requirements for Legionella sampling and testing.

2.1.2 Collect 664 domestic water samples. Collect 32 cooling tower & chiller water non-potable water samples. Allocate 25 resample/retests per quarter. Sampling quantities are listed below and shall be done in compliance with VHA Directive 1061 and in compliance with sections 2.1.3-2.1.8:

2.1.3 At the time each water sample is taken, test and document water temperature, level of residual biocide, and pH in compliance with section 2.1.8.

2.1.4 Sampling shall be performed in accordance with VHA Directive 1061 and conducted in the months of January, April, July, and October.

2.1.5 Locations are listed in the SOW Addendums below under “Quarterly Water Sampling Locations”, and in the attachment: “Legionella Water Testing Checklist.”.

2.1.6 The Government reserves the right to add or subtract testing locations and not limited to the locations listed in addendum A.

2.1.7 The Government can negotiate an addition or subtraction of total sampling/testing with the Contractor based on the needs of the VAPAHCS system only executable by the authorization of the CO or CO designated party.

2.1.8 Additional VHA Directive 1061 directions for water collection:

A. No less than the number of required water sample locations shall be obtained for each building.

B. Each water sample location shall have 2 samples obtained: first being for Legionella testing, second for water temperature, pH, and level of biocide measurements.

C. At least 2 samples per building shall be from an ice machine or pure cold-water source.

D. At least 2 sample locations per building shall be from a pure hot water source (i.e. no mixing valve present) E. If the building water outlet inventory includes hot, cold, and mixed valve sources, each source shall be sampled.

F. If the building water outlet inventory is less than 20 outlets then 50% of the total potential locations shall be sampled.

G. Each quarter samples shall be randomized and not repeated from the previous quarter sample locations.

H. Each quarter a non-potable water sample shall be pulled from each of the following sources: cooling tower basin & chiller common header.

2.2 Shipping Samples to Laboratory and Lab Testing

2.21 Lab Testing shall be performed at a CDC Elite certified analytical laboratory as stated in the VHA Directive 1061 requirements. (i.e. A2LA, NELAP accreditation).

2.2.2 The Contractor shall ensure that samples collected for laboratory analysis are maintained under positive control, have appropriate documented chain-of-custody, are packed in leak-proof containers, and are shipped overnight to the laboratory.

2.2.3 Samples shall arrive at the laboratory within two days of collection.

2.2.4 The contractor is responsible for all shipping/handling costs and materials.

2.3 Data Management and Reporting

2.3.1 Chain of Custody, Certified Laboratory Analysis, and Executive summary shall be type written and electronically submitted to the Engineering Compliance and other required recipients identified after award.

2.3.2 Chain of Custody shall provide all field obtained information, specific location information, and lab results. Only legible and type written reports will be accepted.

2.3.3 COR may make reasonable requests for hard copies as required and at no additional cost to the Government.

2.3.4 The contractor shall document all field test parameters, maintain sampling data electronically and in a format readily accessible.

2.3.5 If collection of samples and field testing occurs over more than one site visit per quarter, the contractor shall submit a quarterly summary report in addition to individual analysis reports.

2.3.6 The contractor shall submit an annual report summarizing the sample results over the previous four quarters of the fiscal year.

2.3.7 The contractor shall review the lab results and notify the VAPAHCS POCs immediately upon detectable legionella reported in the laboratory results by phone and email.

2.3.8 The contractor shall submit the reports within 5 days of lab testing completion.

2.4 Cooling Tower Legionella Testing

2.4.1 Quarterly legionella testing will be performed at all cooling towers at Palo Alto, Livermore, and Menlo Park Divisions (see addendum B “Cooling Towers)

2.4.2 Testing results will be provided to the COR, COR alternatives, and Engineering Compliance Office.

2.4.3 Contractor will notify individual HVAC supervisors at each station upon arrival for cooling tower sampling.

2.4.4 All sampling, field and lab testing, data management & reporting shall adhere to sections 2.1 through 2.3 requirements.

3.0 CONTRACTOR PERSONNEL REQUIREMENTS AND QUALIFICATIONS

3.1 The contractor must meet, at least, the minimal requirements for nationally-certified competency of microbial testing of potable and non-potable water sources in a hospital environment.

3.2 The contractor must be able to identify Legionella pneumophila and serotypes by standard microbiology methods.

3.3 The contractor shall have a minimum of 2 years in legionella sampling and testing in a hospital setting, testing staff shall have experience in microbial testing of potable water and are proficient at performing the culture of Legionella species from environmental samples. (NOTE: Rapid testing methods, such as polymerase chain reaction (PCR) and direct fluorescent antibody (DFA), are not recommended for the detection of Legionella in environmental water samples)

3.4 The contractor shall be accredited or certified in environmental testing (i.e. A2LA, NELAP accreditation) and CDC Elite.

4.0 IDENTIFICATION BADGES, PARKING, AND SMOKING POLICY

4.1 Contractor staff performing work in and around the hospital shall have easily identifiable uniforms and company logos. Contractors are required to obtain temporary badges from the VA Police desk prior to conducting sampling and testing.

4.2 Contractor staff shall adhere to all VA policies related to road, pedestrian, and smoking policies.

4.3 Contractor and Subcontractor personnel working on VAPAHCS facilities must consent to Background Checks or shall be denied access to the VAPAHCS facilities. Information required to conduct a Background Check includes: full name, driver’s license number and/or social security number, date of birth, and completion of a background check questionnaire.

4.4 Contractors shall ensure their employees and those of their Subcontractors have the proper credentials allowing them to work in the United States. The Contractor shall not be entitled to any compensation for delay or expenses associated with this requirement and are not excused from proceeding with the Contract.

4.5 Department of Veterans Affairs regulations requires Contractor employees to have a VAPAHCS issued Identification Badge and always wear it while at VAPAHCS facilities. ID badges shall be issued by the VAPAHCS security office under its rules for issuance. Contractor personnel shall present a neat appearance and be easily recognized as a Contractor employee by wearing distinctive clothing bearing the name of the company and a VAPAHCS issued ID badge. When an employee leaves the Contractor’s employment, or the Contract is terminated, the employee’s badge shall be returned to COR within 3 working days.

5.0 INJURY and ACCIDENT REPORTS

5.1 Contractor shall immediately report to the CO/COR in a manner and on the forms prescribed by the Government, accidents resulting in injury, trauma, death, hazardous exposures, and occupational disease occurred on the VAPAHCS campuses.

5.2 Written reports for incidents shall be provided within five (5) working days and include the cause, what, where, and when the incident occurred.

6.0 SAFETY

6.1 During contract performance, the Contractor shall follow Government’s safety policy and standards for safe work practices and take such safety precautions as the VAPAHCS Safety Officer or designee or the CO/COR may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VAPAHCS smoking policy.

6.2 Contractor shall adhere to OSHA, EPA, NFPA Life Safety Codes, and other regulatory requirements. Safety shall be the Contractor’s highest priority. The Contractor shall be solely responsible for compliance with (Federal) OSHA regulations.

ADDENDUM A: Quarterly Water Sampling Locations

VA Palo Alto Medical Center, 3801 Miranda Avenue, Palo Alto, CA 94304

VA Menlo Park Medical Center, 795 Willow Road, Menlo Park CA, 94025.

Building 331 – Community Living Center Building 347 – Domiciliary Building 350 – Domiciliary Building 351 – Domiciliary Building 352 – Domiciliary Building 360 – Community Living Center Building 365 – Hospice Gilbert St. Housing Unit 18th Ave Housing Unit

VA Livermore Medical Center, 4951 Arroyo Road, Livermore, CA 94550 Building 90 – Community Living Center

ADDENDUM B: Quarterly Cooling Tower Sampling Locations

VA Palo Alto Medical Center, 3801 Miranda Avenue, Palo Alto, CA 94304

VA Menlo Park Medical Center, 795 Willow Road, Menlo Park CA, 94025.

VA Livermore Medical Center, 4951 Arroyo Road, Livermore, CA 94550