SOW Water Quality Testing.docx

STATEMENT OF WORK

Water Quality Testing for Legionella Growth, Bacterial, Endotoxin and other Parameters

General Information

A. SAMPLING AND ANALYSIS OVERVIEW:

1. The Contractor shall provide all necessary sample containers, collection services and laboratory analysis at the Martinez VA Center for Rehabilitation and Extended Care, the Sacramento VA Medical Center, the Redding VA Medical Clinic, and the Stockton VA Medical Clinic. Collection shall include sampling for Legionella, Endotoxin and Heterotrophic Plate Count (HPC) at locations shown on the Sampling Points Inventory (Inventory).

i. Martinez VA Community based Outpatient Clinic (CBOC)

1. 150 Muir Road Martinez, CA 94553

ii. Redding VA Community Based Outpatient Clinic (CBOC)

1. 3455 Knighton Road Redding, CA 96002

iii. Stockton VA Community Based Outpatient Clinic (CBOC)

1. 6505 South Manthey Road, French Camp, CA 95231

iv. Sacramento VA Medical Center

1. 10535 Hospital Way Mather, CA 95655

v. Mare Island Community Based Outpatient Clinic (CBOC)

1. 201 Walnut Avenue Vallejo, CA 94592

2. Sampling includes designated points as indicated for Legionella detection, utility water and critical water points. These points include specific requirements to ST-108 and VHA Directive 1061 “Prevention of Healthcare-Associated Legionella Disease and Scald Injury from Potable Water Distribution Systems” identifying Sterile Processing Department, Water chillers and cooling tower sources. The Contractor shall provide observed parameters and analysis for pH, conductivity, alkalinity, hardness, water temperature, endotoxin, etc. for samples taken as indicated in this Statement of Work.

3. Laboratories that process the water samples must be certified by the Centers for Disease Control and Prevention (CDC) Environmental Legionella Isolation Techniques Evaluation (ELITE) or the Public Health England (PHE) Legionella External Quality Assessment (EQA) scheme as proficient at performing the culture of Legionella from environmental samples. Proof of laboratory certification is required by way of the Contractor providing a copy of the applicable laboratory certification document.

4. Contractor shall provide primary and backup technicians for the duration of the contract. Technicians shall be properly trained and certified by industry standards to perform tasks required in the SOW.

5. Prior to taking any samples, the Contractor shall provide a sampling protocol for each site. No sampling shall take place until each protocol has been approved by the COR.

B. PERIOD OF PERFORMANCE: The period of performance for this service contract is 12 months plus four (4) option years.

Contract Period: 1/3/2026 – 1/2/2027 Option Year 1: 1/3/2027 – 1/2/2028 Option Year 2: 1/3/2028 – 1/2/2029 Option Year 3: 1/3/2029 – 1/2/2030 Option Year 4: 1/3/2030 – 1/2/2031

C. CONTRACT REQUIREMENTS: The Contract will provide seven (7) separate Contract Line Item Numbers (CLINs) under which contract activities will be managed.

1. CLIN 0001 Legionella Testing

2. CLIN 0002 Critical Water Testing

3. CLIN 0003 Utility Water Testing

4. CLIN 0004 HPC Testing Chillers/Cooling Towers

5. CLIN 0005 Dialysis Machine Testing (Martinez, Annually) (12 samples)

6. CLIN 0006 Bacteria Analysis

7. CLIN 0007 Re-Test Requirements

Testing and Analysis Requirements

A. LEGIONELLA TESTING

1. Sampling

a. The Contractor shall collect samples for Legionella detection during each quarter of the Federal fiscal year and in accordance with VHA Directive 1061 “Prevention of Healthcare-Associated Legionella Disease and Scald Injury from Potable Water Distribution Systems”. Samples shall be collected from the point of use cold and hot water systems in each building during the first two weeks of each quarter for Legionella testing and at indicated locations for chiller and cooling tower each month as designated in the Inventory.

b. The Contractor shall use the VHA Legionella Water Sampling Field Guide (Field Guide) and Sampling Template provided by the COR.

a. 20 samples per building

b. 23 samples total at chiller/cooling towers

c. The Contractor shall submit a sampling schedule broken down for each quarter showing dates (month and day) for each required test for Contracting Officer’s Representative (COR) approval.

d. Upon approval of the Contractor’s sampling schedule, the Contractor shall coordinate service activities with locations, dates, and times with the COR, consistent with the locations identified in the Inventory.

e. At the time that each sample is taken, the water temperature, pH, and level of residual biocide shall be recorded.

f. The Contractor shall collect and store samples and ship them to the analytical laboratory under a chain of custody and in accordance with the conditions specified by the analytical laboratory and VHA Directive 1061.

g. The laboratory must be able to determine if Legionella detected in environmental samples is the species Legionella pneumophila serogroup 1 or within the species Legionella pneumophila serogroups 2-14 and designate that information on the lab report submissions.

2. Deliverables/Service Reports

a. The Contractor shall submit a report with the information required in this Statement of Work following each testing event and analysis.

b. The report shall include test methodologies, test results, and the parameters defined in this Statement of Work.

c. The Contractor shall submit the report to the COR within fourteen (14) days of when the quarterly samples were taken.

d. If measurements or visual inspections detect any existing or potential problems, the Contractor shall report these to the COR for discussion prior to departing the site.

B. CRITICAL WATER TESTING

1. Sampling

a. The Contractor shall collect Endotoxin and HPC samples monthly as indicated in this Statement of Work. Critical Water testing shall be performed in conformance with the Association for the Advancement of Medical Instrumentation (AAMI) ST108 (2023).

b. The Contractor shall collect samples monthly for Critical Water testing at select locations for Mather, Martinez, and Redding as designated on the Inventory. Samples are required at the following locations:

i. Post water treatment system,

ii. Water treatment return line, and

iii. Point-of-use fixtures.

· At the Mather VA Medical Center, there are six (6) point-of-use fixtures and two (2) monitoring points.

· At the Martinez VA Medical Center, there is one (1) point-of-use fixture and two (2) monitoring points.

· At the Redding CBOC, there are five (5) point-of-use fixtures and two (2) monitoring points.

c. The Contractor shall submit a sampling schedule broken down for each quarter showing dates (month and day) for each required test for COR approval. Sample frequencies are delineated in Tables 5 and 6 in the References section at the end of this Statement of Work.

d. Upon approval of the Contractor’s sampling schedule, the Contractor shall coordinate service activities with locations, dates, and times with the COR, consistent with the locations identified in the Inventory.

e. At the time that each sample is taken, the Contractor shall record the water temperature, pH, total alkalinity, conductivity, and total hardness.

f. The Contractor shall collect and store samples and ship them to the analytical laboratory under a chain of custody and in accordance with the conditions specified by the analytical laboratory and VHA Directive 1061. Samples must be immediately placed on ice once taken from the sampling source. The samples shall be shipped on ice to prevent bacterial growth in the sample.

2. Deliverables/Service Reports

a. The Contractor shall submit a report following each testing event and analysis within five (5) business days from when the sample was taken.

b. The report shall include test methodologies, test results, and the parameters defined in this Statement of Work.

c. If measurements or visual inspections detect any existing or potential problems, the Contractor shall report these to the COR for discussion prior to departing the site.

C. UTILITY WATER TESTING

1. Sampling

a. The Contractor shall collect HPC samples quarterly as indicated in this Statement of Work. Utility Water testing shall be performed in conformance with the Association for the Advancement of Medical Instrumentation (AAMI) ST108 (2023). In accordance with ST108, endotoxin sampling of utility water is not necessary.

b. The Contractor shall collect samples quarterly for Utility Water testing at select locations for

i. Mather Building 650: (1) Pre-water treatment and (1) point of use.

ii. Mather Building 645: (1) Pre-water treatment and (1) point of use.

iii. Martinez Building 19: (1) Pre-water treatment and (1) point of use.

iv. Redding: (1) Pre-water treatment and (2) points of use.

c. The Contractor shall submit a sampling schedule broken down for each quarter showing dates (month and day) for each required test for COR approval. Sample frequencies are delineated in Tables 5 and 6 in the References section at the end of this Statement of Work.

d. Upon approval of the Contractor’s sampling schedule, the Contractor shall coordinate service activities with locations, dates, and times with the COR, consistent with the locations identified in the Inventory.

e. At the time that each sample is taken, the Contractor shall record the water temperature and level of residual biocide. The Contractor shall report analysis for pH, total alkalinity, conductivity, and total hardness quarterly.

f. The Contractor shall collect and store samples and ship them to the analytical laboratory under a chain of custody and in accordance with the conditions specified by the analytical laboratory and VHA Directive 1061. Samples must be immediately placed on ice once taken from the sampling source. The samples shall be shipped on ice to prevent bacterial growth in the sample.

2. Deliverables/Service Reports

a. The Contractor shall submit a report following each testing event and analysis within five (5) business days from when the sample was taken.

b. The report shall include test methodologies, test results, and the parameters defined in this Statement of Work.

c. If measurements or visual inspections detect any existing or potential problems, they shall be discussed with the COR before the Contractor leaves the site.

D. HPC TESTING at CHILLERS/COOLING TOWERS

1. Sampling

a. The contractor shall sample at all cooling tower locations for HPC Monthly. Sample shall be taken from the basin of each tower.

b. The report shall include test methodologies, test results, and the parameters defined in this Statement of Work.

c. The Contractor shall collect and store samples and ship them to the analytical laboratory under a chain of custody and in accordance with the conditions specified by the analytical laboratory and VHA Directive 1061. Samples must be immediately placed on ice once taken from the sampling source. The samples shall be shipped on ice to prevent bacterial growth in the sample.

2. Deliverables/Service Reports

a. The Contractor shall submit a report following each testing event and analysis within five (5) business days from when the sample was taken.

b. The report shall include test methodologies, test results, and the parameters defined in this Statement of Work.

c. If measurements or visual inspections detect any existing or potential problems, they shall be discussed with the COR before the Contractor leaves the site.

E. DIALYSIS MACHINE TESTING

1. Sampling

a. The contractor shall test six (6) dialysis machines at two (2) ports each. The units are located at Martinez CBOC Bldg. 20 and shall be tested for the following items and specific levels once annually:

i. AAMI Dialysate Analysis:

1. Aluminum, Antimony, Arsenic, Barium, Beryllium, Cadmium, Calcium, Chromium, Lead, Magnesium, Mercury, Potassium, Selenium, Silver, Sodium, Thallium, Zinc, Floride, Nitrates, and Sulfates.

ii. Endotoxin

iii. HPC Colony Count

b. The Contractor shall collect and store samples and ship them to the analytical laboratory under a chain of custody and in accordance with the conditions specified by the analytical laboratory and VHA Directive 1061. Samples must be immediately placed on ice once taken from the sampling source. The samples shall be shipped on ice to prevent bacterial growth in the sample.

2. Deliverables/Service Reports

a. The Contractor shall submit a report following each testing event and analysis within fourteen (14) business days from when the sample was taken.

b. The report shall include test methodologies, test results, and the parameters defined in this Statement of Work.

c. If measurements or visual inspections detect any existing or potential problems, they shall be discussed with the COR before the Contractor leaves the site.

F. BACTERIA ANALYSIS WITH TYPE AND STRAIN IDENTIFICATION

1. Sampling

a. The Contractor shall include four (6) samples for additional bacteria analysis from critical water, utility water, dialysis machines, chillers, or cooling towers as requested by the VA.

2. Analysis

a. The Contractor shall submit the samples to the Laboratory for further bacteria analysis.

b. The analysis shall identify the type and strain of bacteria sampled.

3. Deliverables/Service Reports

a. The Contractor shall submit a separate report to the COR within fifteen (15) business days of the sample being taken.

b. The report shall include test methodologies, test results, and the parameters defined in this Statement of Work.

G. RE-TEST REQUIREMENTS

1. Sampling

a. At the request from the COR, the Contractor shall provide additional testing or re-testing of those components.

b. The Contractor shall include an amount not to exceed $8,000 for water sampling re-tests, only when requested by the VA, per performance year for this CLIN. This pricing should include travel to collect sample and shipping cost for lab analysis.

2. Deliverables/Service Reports

a. The Contractor shall submit a report following each testing event and analysis within five (5) business days from when the sample was taken.

b. The report shall include test methodologies, test results, and the parameters defined in this Statement of Work.

1. Records Management

A. Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions

1. “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

a. includes VHA records,

b. does not include personal materials,

c. applies to records created, received, or maintained by Contractors pursuant to their VHA contract, and

d. may include deliverables and documentation associated with deliverables.

C. Requirements

1. The Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created while performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. VHA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHA or destroyed except in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to VHA control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The 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, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy.

8. The Contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract.

9. The 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 from public disclosure by an exemption to the Freedom of Information Act.

10. The VHA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

D. Flow down of requirements to subcontractors.

1. The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

1. References

Table 5 - Frequency of Water Quality Monitoring at Water Generation System

Water Quality Measurement

Sampling Site Minimum Frequency of Testing*

Alkalinity test kit**

*NOTE 1 The recommendations for frequency of testing in this table are the recommended minimum frequency. If problems or issues arise with the water quality, it may be necessary to increase the frequency until they are resolved.

**NOTE 2 When using these tests, the user should carefully follow the manufacturer’s written IFU for accurate results. When measuring Critical Water levels, the water sample must be filled to the brim for these test kits, sealed and, if the sample is hot, allowed to cool to room temperature before testing. Testing within 15 minutes of sample collection prevents carbon dioxide absorption that can result in an inaccurate pH.

Table 6 - Frequency of Water Quality Monitoring at Point-of-Water-Use

Water Quality Measurement

Sampling Site Minimum Frequency of Testing*

Alkalinity test kit**

*NOTE 1 The recommendations for frequency of testing in this table are the recommended minimum frequency. If problems or issues arise with the water quality, it may be necessary to increase the frequency until they are resolved.

**NOTE 2 Test type needed to measure Critical Water and Steam levels, Steam condensate must be filled to the brim, sealed, and allowed to cool before testing to prevent carbon dioxide absorption.

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