H246--Water System Maintenance, KC VAMC

B.6 PERFORMANCE WORK STATEMENT

The contractor will provide all tools, labor, materials, test equipment and supervision to perform all tasks as outlined in the Statement of Work at the Kansas City, VA Medical Center, Main Campus at 4801 Linwood Boulevard, Kansas City, MO 64128 and the Transitional Residence (TR) Building at 5100 E. 24th Street in Kansas City, Missouri 64127.

Kansas City VA is needing scheduled and unscheduled maintenance services for our specialty water treatment systems. This service will include the replacement of expendables for these water systems. We will be replacing water treatment equipment, that is currently being rented, with new equipment, of equal or more superior operational characteristics. We are also needing scheduled and unscheduled water testing of potable water and HVAC equipment.

The Medical Center has 10 individual water treatment sites located throughout the facility. All sites will receive regular technical service for routine maintenance, troubleshooting, and repair. All supporting equipment and connective assemblies will get expendables, such as, but not limited to, filters and carbon tanks replaced at intervals specified by the manufacturers. Included in the contract requirements are emergency responses to facilitate necessary repairs and water testing.

Much of the existing water treatment equipment is currently being rented. All rented equipment will be removed, and new equipment will be supplied and installed in the Base Year of the contract. New equipment will be equal, or more superior than the existing equipment and shall comply with the specifications on this Statement of Work, New equipment will be submitted for approval to the contract COR, prior to installation.

Due to the critical nature of the systems supported by the specialty water treatment systems, a 100% uptime is mandatory.

Contractor will provide unit pricing, on their proposal, as indicated in the Statement of Work.

Contractor will include their regular hourly rate as well as any premium hourly rate(s) in their proposal.

The current water consumption rate for each building (vendor to field verify system usage):

Building 1 uses 300-1000 gallons per day

Building 15 uses 20-750 gallons per day.

Building 26 uses 2000-2500 gallons per day.

Badging:

Contractor personnel will attend annual safety and Infection Control training. The training is given at 7:00AM on Tuesday morning in Building 6. Upon completion of the class, the attendees will go to Building 15 to obtain their flash badges. These badges will be worn, above the waist, always, while working at the facility.

1. General Requirements

A. In the base contract year only

The contractor will install and maintain a monitoring system for each incoming water feed (Quantity 4) as specified in Appendix A. Contractor will provide scheduled maintenance as recommended by the manufacturer and will replenish all reagents as needed.

Incoming Water Monitors (Qty. 4) shall be installed in the following locations:

Building #1 Sub-Basement

Building #26 Basement

Building #15 Basement

Building #56 Basement

The contractor will remove all existing water service equipment that is currently being rented and shall replace it with new equipment. At the very minimum, the new equipment will have equal or have more superior functional and operational characteristics, as the existing in-use equipment that it will be replacing. The new equipment shall have a minimum of a 5 (Five) year warranty on all parts and labor. New equipment shall be submitted for approval to the COR prior to acceptance or installation.

All new equipment must pass 3 consecutive water tests prior to removal, per AAMI (Dialysis) and CAP (Lab). All equipment replacement activities will be coordinated with the contract COR. The new equipment, once installed, will become the property of the VA.

New equipment installation will be scheduled with the COR, at least 14 days in advance and will be done during hours that will have the least detrimental impact to each using service.

B. All contract years

1) The contractor will perform:

Equipment Inspections

Equipment maintenance; emergent and non-emergent

Scheduled water testing

2) The contractor will provide

Lab and Service Reports

4-hour on-site emergency response for

Emergency water testing

Emergency equipment repair

Emergency installation of Point-Of-Use filters

2. Contractor Provided Training

The contractor will provide a total of two training classes to Facilities Management staff for the new equipment supplied under this contract. The classes will be on different weekdays with the first session starting at 7:00 am and the second session starting at 7:00 pm. The training content and format will be submitted to the COR, for approval, at least 14 calendar day prior to the classes.

Specialized training is required for medical staff for Portable Heat Disinfect RO systems. Please see details in the equipment requirement.

3. Requirements and Codes

All services shall meet manufacturer s performance and technical specifications, Federal Regulations, and other specifications that may apply such as Center for Disease Control (CDC), AAMI (Dialysis), CAP (Lab), National Electric Code (NFPA 70), Life Safety Code (NFPA 101), the Joint Commission (JC) and VA Regulations.

Contractor shall submit documentation to the COR, that they are a certified manufacturer service provider and that technicians are current in all necessary certifications and training.

4. Reports

Contractor shall provide a report after completion of each scheduled and unscheduled repair or service. The contractor will submit the format for this report type, to the COR, for review and approval, within 14 calendar days after contract award. The report will show, at a minimum, the work completed, and the replacement parts used to repair or maintain the equipment. The completed report must be delivered to the COR within 2 business days of performing the service.

Service reports from the contractor shall contain:

Date and time of technician s arrival on station, to include the technicians name.

Type, model, and a serial number(s) of all equipment on which maintenance was performed.

Total time spent performing maintenance, excluding travel time.

Detailed narrative of the malfunction or PM action.

Tasks completed

Complete list of parts replaced or parts that are on order.

Comments as to the probable cause of the malfunction when applicable.

Date and time the repair or software upgrade was completed.

Indicate if the service was scheduled or unscheduled service.

For all reports as specified under the Statement of Work, the contractor will submit the format for each report type, to the COR, for review and approval, within 14 calendar days after contract award.

All reports will be submitted and transmitted in electronic format, via email. Service reports will be used as documentation that the work was performed as contracted. For the purposes of this contract, scanned copies of handwritten service reports are not considered to be an electronic format.

5. Transition 100%

The contractor will install a monitoring system and connect to each incoming water feed as specified in Appendix A.

Incoming Water Monitoring point locations (Qty. 4) shall be:

Building #1 Sub-Basement

Building #26 Basement

Building #15 Basement

Building #56 Basement

The contractor will remove the existing water service equipment that is currently being rented and replace with new equipment. At a minimum, the new equipment will have equal or superior functional and operational characteristics, as the existing in-use equipment that will be replaced. The new equipment will have a minimum of a five (5) year warranty.

Removal coordinated within a 30-day period, with all areas incurring transition to follow compliance/guidelines specific to each service/system. All new equipment must pass 3 consecutive water tests prior to removal, per AAMI (Dialysis) and CAP (Lab). All equipment replacement activities will be coordinated with the contract COR. The new equipment, once installed, will become the property of the VA.

* SPS

* Dental

* Lab

* Biomed

* Valor

* Dialysis

* Research

* Main Building

6. Response Times

Due to the critical nature of the systems supported by the specialty water treatment systems, a 100% uptime is mandatory.

Emergent:

Legionella testing: On site, within 4 hours. Water samples sent to Lab the same day.

Equipment service: Respond by telephone for diagnostic response within two (2) hours after initial notification. Must respond on the premises within 4 (four) hours, tools in-hand, when requested for Emergency Service, by the COR (or a designee).

Non-Emergent:

Respond by telephone within four (4) hours after initial notification. Must respond on site, within two (2) business days when requested for onsite service call, as requested by the COR (or a designee).

7. Maintenance Program

a. Inspections

Maintenance inspections shall be performed in accordance with manufacturer s literature and national standards. Each preventive maintenance inspection shall include all items outlined in the manufacturer s manual.

Contractor will submit an electronic format for the Preventive Maintenance program to the COR, for review and approval, within 14 calendar days of contract award. Contractor will make any changes requested by the COR.

Contractor will provide a maintenance service sheet at each water system that is included in this contract. This sheet will be kept inside a durable transparent sleeve, or other protective means, and it will be affixed, in a prominent area, that is close to or on the equipment. This sheet will be used to document all services performed on the equipment. The technician will fill in the information on the sheet, at the time the service is performed; including all unscheduled services. The sheets will be given to the COR as they become filled; they will not be left at the equipment, nor will they be discarded.

The sheet will have provisions for:

Date

Time

Technicians printed name

Technicians signature

Scheduled service: Monthly, Quarterly

Emergency service

Brief comments

b. Equipment Maintenance

The contractor is responsible for setting up a routine maintenance program for the equipment listed in the Statement of Work and as recommended by each equipment manufacturer. The maintenance program structure will be submitted to the contract COR, for approval, within 14 calendar days of contract award.

8. Water Treatment Equipment Service and Expendables

The equipment identified in this section is requiring regular services as indicated in the Statement of Work. All equipment, in this section, that is indicated as being rented, shall be replaced with new equipment by the contractor. New equipment shall be submitted to the COR, for approval, prior to acceptance or installation.

Contractor will notify the COR, if additional expendables are required or if additional services are needed outside of the intervals indicated in this Statement of Work. Notification will be provided as soon as the contractor is aware of this need. Contractor will provide the COR with the reason for the additional expendables and a cost proposal.

Surgical - Sterile Processing Service (SPS) 4th Floor Equipment owned by VA

Bimonthly service

Two (2), banks of 12 DI tanks. The tanks are not owned by the VA.

A total of 8 Carbon tanks and 32 resin tanks are exchanged each year.

Aqua Switch

Thornton Meters.

Dental Room V2-767 Equipment owned by VA

Quarterly Service

10 carbon filter replaced at 90-day intervals (Four filters per year)..

MB D-25 tanks that will be exchanged every 90 days (Eight exchanges per year) The tanks are not owned by the VA.

C. Room M1-464 Lab Main Water Room **Rented-To be replaced.

This will all be new equipment and will be provided by the contractor.

Existing equipment includes:

Water Softener

Carbon Filter

Reverse Osmosis Machine

UV Lamp

Storage Tank

Distribution Pump

Post and Pre-Treatment Filters

Quarterly Service

Replace Sub-micron filter, two (2) filters every 6 months (Total 4 per year)

Exchange Two (2), 9 MB polishing DI tanks (4 tanks exchanged per year).

UV lamp. Replace yearly or upon failure; whichever comes first.

RO Pre-filters. Replace Two (2) pre filters per year.

Brine salt will be added, and salt levels will be maintained as recommended by the system manufacturer. Salt usage averages 1000 Lbs. per year.

D. Aries Gemini HP Micro M2-443 **Rented-To be replaced with all new

This will all be new equipment and will be provided by the contractor.

The existing Aries desktop unit uses portable exchange DI tank to pre-treat city water feed.

This is an Ultra High Purity Water System that provides 3.7 liters per minute* of 18.2 megohm, 0.2 micron filtered water. The Multi-Pass Ultraviolet system irradiates the water at three separate passes in the recirculation loop. The dispensing port is continuously exposed to UV for complete sterility at the outlet. Water quality meets or exceeds ASTM, CAP and NCCLS Type 1 specifications.

This is not a water dispenser. It supplies ultra-high-quality water for the lab analyzer and tests. The internal loop system ensures pure water at the point of use.

Existing equipment consists of:

Pretreatment

10 BB GAC Carbon Filter

Two (2) D-45 Mixed Bed Resin DI Tanks

1 Meg Ohm Quality Light

10 5 Micron Resin Trap

Polisher: Aries Gemini

Digital Resistivity Meter

Low TOC UV Equipped

In-line .05 Micron Filter

VP Mixed Bed Cartridges

Dispensing Gun

The following expendables will continue with the new equipment

Four (4) GAC Carbon Filters Per Year

Four (4) D-45 Mixed Bed Tanks Per Year

Four (4) 10 5 Micron Filters Per Year

Two (2) VP MB Cartridges Per Year

Two (2) In line .05 Micron Filters Per Year

Additional requirements for water treatment system equipment will continue with the new equipment.

Quarterly Service

Preventive maintenance

Semi-Annual Service

System Disinfections

E. Biomed Office, Room F6-130 **Rented-To be replaced with all new.

This will all be new equipment and will be provided by the contractor.

Existing equipment consists of:

Culligan AC Reverse Osmosis Machine

Three (3) Gallon Storage Tank

Distribution Faucet

Annual Service

Filter and membrane replacement

F. Building 26 Water Softener Equipment owned by VA

System consists of Triplex Progressive Culligan CSM 300-3 Water Softeners

Quarterly Service

Cycle Control for Specification performance

Inspect and Clean Pilot Valve Feed Assembly

Inspect and Clean Paddle Meter

Monthly Service

Review Program History

Water Hardness Test (GPG)

Product Water Hardness Test (GPG)

G. M7-306 Dialysis Central RO Dialysis Water System

*DI Tanks (Quantity 2) *Rented, to be replaced

This is an Ameriwater System and is owned by the VA.

The 2 (two) tanks will be new equipment and will be provided by the contractor.

Dialysis Suite has 20 working stations.

Water quantity used by each station.

2 gallons per minute for unit

120 gallons per hour for unit

1200 gallons for 10-hour day

Services will be performed at approximately 5:30 pm, or later, on weekday evenings and will be scheduled with the COR beforehand. The procedures of the manufacturer, as specified in section 5.1 in the O&M Manual for Central System Application will be followed.

Monthly Service

Disinfection of the entire water loop and 20 machines are disinfected as per AAMI standards. This service includes labor, chemicals and test strips.

Replace 20 BB 5 Micron RO Filter (Total, replace 12 per year)

Carbon change is required when chlorine and chloramines reach action level.

Quarterly Service

Replace 2 (two), 14 Mixed Bed 510K Mixed Bed DI Tanks (Total, replace 8 per year)

Semi-Annual Service

Replace 1 (one), 20 High temperature .2Micron Endotoxin Filter (Total, replace 2 per year)

Existing R/O equipment consists of:

Blend Valve

Booster Pump

Water Softener

Carbon Filters

Dealkalizer

Reverse Osmosis

Endotoxin Filter

Heatsan

H. Procurement of Three (3) Portable Heat Disinfect RO systems

**Rented. To be replaced with new equipment.

This will all be new equipment and will be provided by the contractor.

Existing equipment consists of:

Three (3) Culligan Centurion Portable Heat Disinfect RO systems designed for single patient treatments

Up to 150/ml per minute product water

20 x 20 portable cart

Cart includes (2) carbon cartridge filters

Includes endotoxin rated ultra-filter

Digital state of the art controls

Cool drain technology

Monthly Service

Disinfection labor and chemicals services will be performed on weekends.

Replacement of 20 carbon filters

Replacement of 1-micron pre-filters

Facilities Water testing for Legionella and SPS water analysis

Annual Service

Replacement of endotoxin filters

New equipment must have disinfection cycle built into the programming functions.

Allow time for exchange to phase out and phase in of new equipment. Must also have three (3) consecutive tests and each test takes a week, per AAMI standards.

New equipment will include specialized training for staff. This training is for end users and is supplemental to the training for the Facilities Management staff. For this equipment, there will be three (3) training classes. There will be one class for each of the three (3) working shifts. Training times will be coordinated with the COR.

F3-121 Gemini Model 1102 Owned by VA

This is an Ultra-Pure Water System

Semi-Annual Service

System disinfection and filter change twice per year.

All tasks as per manufacturers recommendations.

F2-105C **New equipment, equal to or more superior than Gemini Model 1102

This will all be new equipment and will be provided by the contractor.

Semi-Annual Service

System disinfection and filter change twice per year.

All tasks as per manufacturers recommendations.

Building 1 Sub-Basement Water Softener System and Brine Tank. **New equipment

This will all be new equipment and will be provided by the contractor.

The system will be equal to or more superior than a Culligan Hi Flo 3e-3 Duplex Water Softener System.

Quarterly Service

Cycle Control for Specification performance

Inspect and Clean Pilot Valve Feed Assembly

Inspect and Clean Paddle Meter

Monthly Service

Review Program History

Water Hardness Test (GPG)

Product Water Hardness Test (GPG)

9. Testing--Maximum turnaround time for all testing is 14 days unless otherwise agreed upon for specific sections/systems or as modified below:

Specific Water System(s) Testing

Reference: AAMI TIR34:2017

Sterile Processing Service (SPS)

Monthly Service

Bacteria Heterotrophic plate count.

Total organic carbon testing.

pH using a calibrated pH meter that meets industry standards

Testing of endotoxins and colony forming units may be requested due to repairs, upgrades or changes to the water system. The contractor will provide a unit price, per sample, on the proposal, for additional sampling should it be requested.

Dental Clinic

Quarterly Service

Testing for colony forming units of heterotrophic bacteria (< 500 CFU/ml of water). Samples will be collected at each operatory chair. There are 11 chairs, with 5 lines per chair for a total amount of 55 lines requiring quarterly testing. Testing to include the DI system.

If any operatory chair testing sample is returned, that is out acceptable parameters, the water will need to be retested. The contractor will provide a unit price, for each water testing sample, on their proposal. A unit price is for all five (5) lines at the chair. The unit price will include sterilizing all five (5) lines at the chair. Water testing for the chair, will continue weekly, until there are 3 consecutive negative results.

Dialysis

Monthly Service

Dialysis water and dialysate

Water cultures CFU s.

Endotoxins LAL Bacterial endotoxin testing.

Annual Service

Environmental water testing.

Cleaning and/or remediation requirement:

Retesting of any system will be conducted on any system, when testing results are not within acceptable parameters. Retesting will continue until results fall within acceptable ranges. The contractor will provide a unit price, per sample, on the proposal for additional water sampling.

The Dialysis water technician will collect samples and either submit them directly to the contractor selected laboratory, or the contractor can pick them up at the medical center soon after the samples are taken. The contractor will provide sample collection at the request of COR or his designee in Dialysis.

References:

VHA Handbook 1130.01 Dental Program for VA Medical Facilities

Centers for Disease Control (CDC)

American Dental Association (ADA)

Association for the Advancement of Medical Instrumentation (AAMI)

Water Softening System

Located in Building 26 basement

Monthly Service

Incoming water hardness testing

Treated water hardness testing

Annual Service

Resin testing

Quarterly Water Testing

Contractor will perform quarterly Legionella testing at 88 (Eighty-Eight) random locations throughout the Medical Center. A total of 352 random samples will be tested each year. All samples will be analyzed at a laboratory with a CDC Elite designation. Qualifications of the lab will be provided by the contractor, to the COR on an annual basis.

The locations for collecting samples will be provided by FMS. The contractor will capture all water samples in 250 ml containers. At the time each sample is taken, the contractor will neatly label, or use label printer, each sample container with:

Date and time of sampling

Building and room number

Type of fixture where sample was captured; sink, shower, drinking fountain, etc.

To satisfy the requirements of VHA Directive 1041 and Medical Center Policy 00-138-022 Samples will be taken from:

22 Samples, 11 hot and 11 cold in the Main Tower

22 Samples, 11 hot and 11 cold in Building 28

22 Samples, 11 hot and 11 cold in Building 56

22 Samples, 11 hot and 11 cold at the Transitional Residence (TR) Building.

This is a remote location, approximately 2 miles away at 5100 E. 24th St., Kansas City, Mo., 64127

Included in the eighty-eight (88) samples are 2 extra samples (1 hot/1 cold) from each building. These samples will be used should a sample become contaminated and cannot be used for testing purposes. Samples may be collected from: the hot water cold water supply, showers, sinks, drinking fountains or ice machines; depending upon the needs of the facility.

The contractor will provide a written report to the COR, indicating the lab results for all 88 samples. Providing testing results are within safe parameters, the report will be provided to the COR, within 3 business days from when the contractor gets the results from the Lab, with total turnaround time for report of 14 days. In the event results are returned out of acceptable parameters, the contractor will immediately notify the COR, via telephone. The contractor will provide all necessary information about the unacceptable water test results to the COR. The contractor will also provide their recommendation for immediate remediation.

This report will include:

The name of the technician that took the sample.

Date and time.

The name and location of the Lab that analyzed the sample.

The room number and building where the sample was taken.

The water temperature at the time the sample was taken.

Lab results

HVAC Cooling Tower Water Testing

There are four cooling tower locations that consists of a total of 7 cooling towers requiring testing located on the facility grounds.

Three (3) cooling towers are located on the roof of the Boiler Plant.

Two (2) cooling towers located at ground level at the west side of Building 15.

Two (2) cooling towers located at ground level at the south side of Building 26.

Monthly Service

Testing for Biofilm in cooling tower water lines.

Total Aerobic Bacteria should measure < 104

Quarterly Service

Testing for Legionella colony forming units.

Total CFU s should measure less than 10 p/ml.

The contractor will provide a written report to the COR, indicating the lab results for all Cooling Tower samples. Providing testing results are within safe parameters, the report will be provided to the COR, within 3 business days from when the contractor gets the results from the Lab, with total turnaround time for report of 14 days. In the event results are returned out of acceptable parameters, the contractor will immediately notify the COR, via telephone. The contractor will provide all necessary information about the unacceptable water test results to the COR. The contractor will also provide their recommendation for immediate remediation.

This report will include:

The name of the technician that took the sample.

Date and time.

The name and location of the Lab that analyzed the sample.

The Cooling Tower where the sample was taken.

The water temperature at the time the sample was taken.

Lab results

The contractor will provide a unit price, per sample, on their proposal for the additional water tests. Testing continues until there are 3 consecutive negative results.

Results in CFU/ml.

Remedial action is required when results return in the ranges indicated below.

Not Detected