Statement of Work.pdf

Legionella Water Testing and Analysis

STATEMENT OF WORK (SOW)

a) GENERAL REQUIREMENTS

(1) The contractor shall provide services to provide samples for collection of water quality with laboratory analysis for Legionella pneumophila for the Oklahoma City VA Health Care Center on a quarterly basis. This includes providing sample collecting containers, providing shipping containers with prepaid shipping postage. All samples will be collected by the facility for the Friendship House (11 samples) and Building 1 (25 samples).

Other data will include: hot water/cold water plus free Chlorine and PH. Laboratory forms will be filled out with data and samples will be shipped same day as collection of the samples. Water sample collection will take place only on a Monday/Tuesday or Wednesday.

b) SPECIFIC CONTRACT WORK REQUIREMENTS

(1) Culture of Legionella pneumophila from potable water.

i. Prior to water sampling, facility shall obtain from the certified laboratory all materials needed for sampling.

This includes sample bottles, shipping boxes, instructions and chain of custody forms and prepaid shipping postage.

ii. On the day of the sample collection Facility contractor shall collect water samples in bottles for both hot and cold water lines in random locations/preferably dead end location of the water supply line. Facility shall also complete chain of custody forms/records required by the laboratory.

iii. Facility shall then package samples in a laboratory-supplied box to be taken to the lab the same day they are completed.

iv. Contractor shall be responsible for all shipping and analysis charges.

v. Contractor shall provide the COR with the analysis report from the laboratory and shall make arrangements to conduct any resampling that may be necessary.

(2) Analysis of other water parameters.

i. At each water sampling site facility shall concurrently measure and record the water temperature in degrees

Fahrenheit, the level of free chlorine, and the pH. Contractor shall record the foregoing parameters as well as the time and date of collection, building, room number, room function, fixture type, whether hot or cold, meter type or measurement method, model number, calibration, and S/N. The choice of fixture types is:

shower, bathtub, bathroom sink, room sink, water fountain, ice machine or cooling tower. The individual making these measurements shall also sign the data sheet.

ii. Facility shall provide a copy of the signed data sheet with all the required information on the day the sampling and testing is completed.

(3) Frequency, quantity and locations of sampling.

i. Water sampling and parameter measurements shall be accomplished once each quarter beginning with the October – December quarter each fiscal year. Quarterly sampling shall be accomplished regardless of any resampling that is required due to positive results.

ii. Minimum numbers and general locations of quarterly samples are listed in the table below. These numbers may increase due to the needs of Oklahoma City VA Health Care Center and the necessity of repeating any samples positive for Legionella.

Quarterly Water Sampling

Location

Minimum number of hot water samples

Minimum number of cold-water samples

Estimated additional ICE Machine samples ( cold)

Estimated

HOT WATER

samples

Estimated quarterly totals

Building 1 (Main Hospital) 11 11 2 1 25

Quarterly Water Sampling

Location

Minimum number of hot water samples

Minimum number of cold-water samples

Estimated additional ICE Machine samples (cold)

Estimated repeat samples

Estimated quarterly totals

FRIENDSHIP HOUSE 5 5 1 0 11

Totals 5 5 1 11

(4) Sample results shall be emailed to the COR only, within ten business days of receipt, including laboratory analysis and chain of custody forms.

(5) Qualifications of the Legionella testing laboratory. Once collected, samples are to be processed by a testing laboratory with experience in microbial testing of potable water and meeting the following criteria:

i. Laboratories that process the water samples for Legionella shall be certified by the Centers for Disease

Control and Prevention (CDC) Environmental Legionella Isolation Techniques Evaluation (ELITE) program or the Public Health England (PHE) External Quality Assessment (EQA) scheme as proficient at performing the culture of Legionella species from environmental samples. NOTE: Per CDC guidance, 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. Therefore, laboratories using rapid testing methods are not acceptable for this contract.

ii. In addition to the requirement for current CDC ELITE or PHE Legionella EQA certification, the laboratory shall also have environmental microbiology accreditation by a recognized accrediting program.

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

iv. If there is a possibility that the facility shall use molecular typing to characterize environmental Legionella isolates, the laboratory shall have facilities for storage of the environmental isolate(s) at least temporarily.

v. The laboratory shall provide detailed instructions for water collection including any provisions for the building’s water containing biocides (e.g., chlorine).

d) INVOICE AND PAYMENT: Please submit all invoices in accordance with VAAR Part 852.232-72., invoice shall be billed in arrears, and payment shall be processed upon the receipt of a properly prepared invoice. Payments shall be made monthly via EFT (Electronic Fund Transfer) from the VA Financial Service Center. All invoices shall reference both contract number and purchase order number which shall be issued by the Contracting Officer. Contractor shall be responsible for ensuring to have a correct purchase order number on the invoices. Invoices without purchase order number or with incorrect purchase order number shall be rejected. Bill for only for service provided.