H946--legionella risk assessment

STATEMENT OF WORK DRAFT

Introduction

To provide a legionella risk assessment and water safety & management plan for Veterans Affairs New Jersey Healthcare System (VANJHS) .

Background /Objective

Veterans Affairs Central Office (VACO) as part of their prevention of health care associated Legionella disease and scald injury policy VA Directive 1061 requires that all VA facilities perform risk assessment of their potable water systems.

A water safety & management plan is recommended for potable and non-potable water systems in buildings with certain characteristics as defined in American Society of Heating, Refrigerating, and Air-Conditioning Engineers (ASHRAE) 188. The building specific plan utilizes an accepted risk management methodology to provide a proactive approach for ongoing management addressing Legionella risk.

Place of Performance

East Orange campus 385 Tremont Ave, East Orange, NJ 07208

Lyons campus 151 Knollcroft Rd., Lyons, NJ 07939

Period of Performance

07/01/2025 to 10/31/2025 (Estimated Timeline)

Scope of Work

Contractor will be responsible for creation of Water Safety and Management Plan (WSMP) for both East Orange and Lyons Campuses. The WSMP provides defensible guidance for water system operation, including schedules for on-going monitoring and sampling, documentation, and corrective actions, while establishing a means to audit the water safety program.

Benefits of developing a water safety & management plan include:

Proactive and documented management of building water systems.

Agreed upon actions for: operating goals, system monitoring, documentation, and performing corrective actions if they become necessary.

Demonstrated compliance with the industry standard, ANSI/ASHRAE 188 Legionellosis: Risk Management for Building Water Systems.

A WSMP will be developed for the following water systems (one for each campus): Potable (hot and cold) water systems; Cooling tower systems; Decorative water features.

Contractor will perform an onsite assessment of water systems to create WSMP for each campus. Assessment is part of tasks performed by the contractor. The information will be collected as part of the onsite assessment. The following information should be collected, but not limited to:

Contact information, title, and role for all facility team members.

Process flow diagram for each water system. The diagram shall include each processing step that impacts water quality including source, pumping, circulation, storage, treatment, filtration, usage, and disposal.

Description of the system, including description of major water usages.

Photographs and nameplate information of all major pieces of equipment which impact water quality or flow.

Photographs or documentation of all treatment chemicals or devices. Documentation should include current operating set points.

Field notes on observations or comments from site visit, including notes on atypical field measurements such as out of range temperatures, water discoloration, etc.

Copies of Facility s documents that relate to the operation or maintenance of the water system and policies on water interruption policy, startup/shutdown and/or Legionella.

Legionella Hazard Analysis review of historical Legionella monitoring data in addition to on site assessment information

Contractor will develop WSMP for both campuses from the information collected during onsite assessment, and will include information, but not limited to:

ASHRAE 188 compliance audit.

Identification of water safety team and responsibilities.

Building characterization and process flow diagrams.

Legionella hazard analysis

Control limits and operating goals.

Monitoring and sampling schedule and procedures.

Corrective actions.

Documentation requirements.

Auditing (verification and validation activities).

Contractor will submit the drafts of draft WSMP for each campus for review. Conference call will be conducted to review the plan content and to provide training to staff. Contractor will incorporate all review comments and will provide final WSMP plans for adoption.

Sample collection includes water for Legionella culture; field measurements of temperature, pH, conductivity, and residual disinfectant; and water chemistry sampling.

Legionella cultures will be collected and processed.

Reports will be provided within 7 to 10 days after processing.

If Legionella is detected, the contractor will facilitate a conference call to discuss the result and any required short-term actions.

The contractor will develop risk assessment reports that include:

Summary of the onsite physicochemical measurements and Legionella culture results.

Evidenced-based conclusions and recommendations, which could include, short or long-term actions, and next steps for facility Legionella risk management.

The draft risk assessments will be provided for review and a conference call provided to review the draft reports and answer any questions.

Based on comments received from the client, the reports will be updated, and the contractor will issue a final risk assessment report for approval.

Special Instructions - Contractor will check in with COR Upon arrival, specify where they will be working and for what duration. Work in critical areas will have to be scheduled in advance and may require some after normal hours or weekend work.

The Contracting Officer or his/her designee will notify the contractor of any noncompliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his/her representative at the site of the work, shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all and any part of the work and hold the Contractor in default.

Other Related Services (Not Included in the Scope of Work)

Any services not expressly stated in this statement of work are not authorized. Services such as inspection, Original Equipment Manufacturer (OEM) required maintenance, or other maintenance and repair vital to the continued functioning of the systems may be added only after written modification from the contracting officer, unless they are inclusive to the requested services. No other person, including the COR or any other VA personnel are authorized to request additional work be performed by the contractor. Any additional services performed that are not authorized by the contracting officer will be considered inclusive.