SOW WRSU Water Mngt Plan Quality Control Service Contract.pdf

STATEMENT OF WORK

Water Management Plan Quality Control Service Contract

1. GENERAL: The Whiteriver Service Unit (WRSU) is located on the White Mountain Apache

Reservation and serves the members of the community. The primary hospital building is located at 200 West Hospital Drive, Whiteriver, Arizona 85941.

2. BACKGROUND: WRSU recently developed a water management plan that conforms to industry standards and now needs contracted services to provide quality control over the plan’s execution. This quality control service contract shall establish and execute a validation program that includes analytic sampling and laboratory testing. The validation program shall verify WRSU’s implementation of this water management plan to ensure compliance with ANSI/ASHREA Standard 188-2018, CMS SC 17-30 Hospitals/CAHs/NHs, Environment of Care EC.02.05.01 EP1-EP14, and CDC Guidelines for Infection Control in Health-Care Settings.

3. DESCRIPTION OF EQUIPMENT:

Facilities that are included in this scope of work (SOW) are the hospital, central plant, and Specialty Services Building (SSB). The equipment and fixtures identified below are within these three facilities. The contractor shall verify all quantities.

Count Device Type Location

2 Domestic Cold Water Feed Central Plant and SSB

5 Domestic Hot Water Heaters Central Plant and SSB

2 Domestic Hot Water Heat Exchanger Central Plant

1 Laundry Washer Environmental Services

1 Dish Washer Dietary

77 Toilets Various location throughout the facilities

26 Showers Various location throughout the facilities

4 Ice Machines/Water Dispenser Various location throughout the facilities

10 Drinking Fountains Various location throughout the facilities

220 Sinks Various location throughout the facilities

1 Steam Washer Central Sterile Processing

Whiteriver Service Unit Whiteriver, AZ November 2021

5 Steam Sterilizer Central Sterile Processing

9 Eye Wash Station Various location throughout the facilities

10 Air Handling Units Various location throughout the facilities

1 125,000 Cold Water Storage North side of hospital campus

4. DESCRIPTION OF SERVICE: The contractor shall provide all supervision, labor, parts, materials, tools, supplies, and equipment necessary to establish and execute a validation program to include analytical sampling and laboratory testing. The verification process shall evaluate the program on a quarterly basis the first six months followed by semi-annual thereafter. This verification process shall provide third party monitoring and evaluation of the WRSU Water Management Plan successes and identify further areas for improvement which is a vital component to the ASHREA 188-2018 standard. The contractor shall provide routine legionella bacterial sampling and testing to help ensure the effectiveness of the water managements plan’s program and control measures beginning in Option Year 1. The contractor shall travel to WRSU to obtain samples and verify the program.

4.1. Verification Process onsite visits shall

4.1.1. Occur in January 2022 and April 2022.

4.1.2. Occur semi-annual after the first six months beginning in July 2022.

4.1.3. Provide a review of standard operating procedure (SOP) implementation and log sheet documentation.

4.1.4. Provide a review of the analytical results.

4.1.5. Prepare for upcoming Water Management Plan tasks.

4.1.6. Identify needed changes to the log sheets, if necessary.

4.1.7. Identify needed changes to the Water Management Plan for improved results.

4.1.8. Develop and submit progress reports for each site visit within 2 weeks after the visit. The reports shall include the verification results to include an executive summary.

4.2. Analytical Validation and Laboratory Services shall

4.2.1. Develop a baseline for water quality from a microbiological standpoint within 30 days after the execution of Option Year #1.

4.2.2. Develop an SOP & train for any sampling and testing process’ within 30 days after the execution of Option Year #1.

4.2.3. Provide routine testing during the onsite verification visits and analytical validation beginning at the execution of Option Year #1. The testing shall be through an AIHA accredited and CDC Elite Certified laboratory. The following samples shall be taken per visit:

Whiteriver Service Unit

4.2.3.1. Five cold water point of use samples for (1) viable legionella bacteria

(CDC Method) and (2) total coliform and E. coli.

4.2.3.2. Ten hot water point of use samples for (1) viable legionella bacteria

(CDC Method) and (2) total coliform and E. coli.

4.2.3.3. Three cooling tower samples for (1) viable legionella bacteria (CDC

Method) and (2) HPC Heterotrophic Plate Count bacteria.

4.2.3.4. Five ice machine samples for (1) viable legionella bacteria (CDC

Method) and (2) total coliform and E. coli.

4.2.3.5. In case of a positive viable legionella bacteria test (CDC Method) result, five additional samples shall be included per visit for retesting after correction actions are completed.

5. VALIDATION OF QUALIFICATIONS, LICENSURE, and CERTIFICATION:

Contractor shall submit valid documentation of technician’s training and current manufacturer’s authorization to perform technical support on the items listed in SOW Section 3 (Shall be submitted with offer). The contractor shall obtain, maintain, and submit all required federal, state, local, tribal licenses, and certifications with the reports required by this scope.

6. OPERATING HOURS: The contractor shall perform all work during normal business operating hours Monday through Friday from 7:00 a.m. to 5:00 p.m. excluding federal holidays.

Approval to perform activities outside of normal business hours shall be requested 48 hours prior to the expected date.

7. PERSONNEL SECURITY REQUIREMENTS: Contractor shall comply with WRSU visitation policies. The Contractor’s personnel shall report to the COR at the beginning and end of their visitation to sign-in and receive a facility "Guest" ID badge.

8. SUBMITTALS: The Contractor shall submit a legible field service report and test reports within 2 weeks after the site visit. These reports shall include detailed descriptions of the preventive maintenance, test inspections, certifications, and services performed.

8.1. Quality:

8.1.1. An organization’s commitment to quality is an indication of their ability to satisfy customer needs. A vendor’s dedication to quality means fewer problems and less risk for WRSU. Submit a summary of your company’s Quality Improvement Process to include an outline of the quality education which your firm’s employees receive and how many have received it.

Supporting literature or pamphlets may be included if placed at the back of your proposal.

8.1.2. Copies of Safety Data Sheets (SDS’s) shall be maintained in the report book or a separate, clearly labeled binder.

8.2. Water Management Plan required elements

Whiteriver Service Unit

8.2.1. Diagram which maps all water sources, treatment systems, process steps, control measures, and end-use points.

8.2.2. Risk management plan based on diagram that includes an evaluation of the physical and chemical conditions of each step of the water flow diagram to identify area where potentially hazardous conditions may occur. The plan shall follow the format of the Center for Disease Control and Prevention “Water Infection Control Risk Assessment (WICRA) for Healthcare Settings”.

8.2.3. A plan for addressing the use of water in areas of the building where water may have been stagnant for a period.

8.2.4. An evaluation of the patient population served to identify patients who are immunocompromised.

8.2.5. Monitoring protocols and acceptable ranges for control measures.

8.2.6. Corrective actions for testing results outside of acceptable ranges.

9. TRAVEL EXPENSES: Travel expenses shall comply with the GSA Federal Travel

Regulation (FTR) https://gsa.gov/portal/category/21222.

10. SCHEDULING: The Contractor shall submit a detailed schedule to the COR for approval prior to the commencement of any work. Exceptions to the schedule that does not impact cost shall be arranged and approved in advance with the designated point of contact (POC).

11. POINTS OF CONTACT

11.1. Dwayne Melton is the COR and the local POC. Dwayne Melton may be reached at 928-338-3591, or Dwayne.Melton@IHS.gov.

11.2. Lance Matthews is the Facility Manager and can be contacted in lieu of the COR/ POC at 928-338-3586, Lance.Matthews@IHS.gov.

11.3. Communication including report submissions shall be sent to the COR and the Facility Manager.

https://gsa.gov/portal/category/21222