Statement of Work Fort Meade VA Medical Center Legionella Testing Service line: Dental OBJECTIVES: The purpose of this contract is to procure services for collecting and analyzing water samples for Legionella in accordance with VHA Directive 1061(1) Prevention of Health Care-Associated Legionella Disease and Scald Injury from Water Systems, February 16, 2021 (Amended: September 26, 2022) and for collecting and analyzing dental waterline samples to verify compliance with Infection Control Standards for VA Dental Clinics, 21 October 2013, and EPA Safe Drinking Water Act regulations in Dental Offices located in the Black Hills VA Health Care System. A summary of expected sample collection and analysis activities is attached. SCHEDULE OF SUPPLIES: Legionella Sampling Requirements: General Procedures for Legionella Sampling: The contractor shall furnish all personnel, supervision, equipment, supplies, facilities, certifications, transportation, and resources necessary to perform Legionella water testing. The contractor must furnish all sample collection equipment. Containers must be sterile, appropriate for the analysis, properly preserved, and promptly transported to the laboratory under strict chain of custody procedures. The contractor shall collect and analyze water samples from distal points (sinks and showers) and ice or water from ice machines on Black Hills VA Health Care System campuses included in the contract. Specific distal point locations for sampling will be determined by the COR and/or the Health Care System Point of Contact. The numbers and types of samples to be collected and analyzed are specified in Attachment D. Testing of the building s hot and cold-water distribution system(s) for L. pneumophila must be performed quarterly (once per Federal Fiscal Year quarter, plus or minus 10 calendar days from the date of the last performance of regular quarterly service). Extensions may be granted for unforeseen conditions and for other factors outside of the contractor s control. Water samples must be taken from outlets on the hot water distribution system and outlets on the cold-water distribution system from each building for each quarterly testing cycle. NOTE: Outlets are the points in the water distribution system where the end user comes in contact with the water (e.g., faucet, showers, and ice machines). Water samples will be taken at first draw to catch the water that comes out immediately from the outlet and will be at least 250 ml. At the time each water sample is taken, test (measure) and document the following for each sample: water temperature after it reaches a stable temperature, level of residual biocide (based on type of biocide), and pH. This documentation needs to be provided with the analysis results. Non-routine sampling (outside of the quarterly sampling) may be conducted as needed. The Black Hills VA Health Care System is allowed non-routine samples numbering up to 10% of the total samples taken from each health care system annually. If sampling over this amount is needed by healthcare systems, the contractor will provide a fixed price for the sampling equipment and analysis and for the collection of samples for each healthcare system. The cost of this sampling will be added to the overall price of the contract. Additional sampling will be conducted upon approval by the Contracting Officer. For non-routine or post remediation sampling, the contractor must be able to provide sample containers within 24 hours of being notified of the need to sample. Samples of at least 1000 ml may be required. Water samples will be taken at first draw to catch the water that comes out immediately from the outlet. Swab sampling may be conducted along with the water sampling for non-routine sampling. Swab sampling will be done in accordance with VHA direction and in accordance with direction from the laboratory where the samples will be analyzed. The specific sampling location and type of sample (e.g. hot water or cold water) will be specified by COR and/or Health Care System Point of Contact. Specific distal points sampled will vary per quarter, so communication with the Health Care System Point of Contact will be required before the round of sampling each quarter or before non-routine sampling in order to ensure that the contractor knows the locations of sampling. Sample Collection, Storage, and Transferring of Analysis: Samples will be collected, stored, and transferred as directed by the COR or by the laboratory. For routine sampling, water samples need to be at 250 ml. For non-routine sampling, water samples are typically 250 ml however 1000 ml may be required. Water samples will be taken at first draw to catch the water that comes out immediately from the outlet. Each water sample will be collected in a sterile, unused, HDPE or HDPP plastic leak-proof container provided by the testing laboratory. The following parameters will be measured and logged with each water sample is collected: water temperature upon reaching a stable temperature, level of residual biocide, and pH. Samples will be stored and transferred for analysis in a manner that will maintain the integrity of the samples. Samples will be secured to prevent cross-contamination. Samples need to arrive at the testing laboratory within the time frame defined by the ELITE laboratory. Sample Analysis and Reporting: The testing laboratory processing the water samples for Legionella must be certified by the Centers for Disease Control (CDC) and ELITE program as proficient at performing the culture of Legionella from environmental samples. The limit of detection must be < = 1 CFU/ml. The full 250 ml volume of potable water must be concentrated for routine quarterly testing. The full 1000 ml volume of potable water must be concentrated for non-routine testing. The testing laboratory must retain samples that test positive for Legionella for 30 calendar days and must release them to the healthcare system if requested. Information about ELITE certified laboratories can be found at https://wwwn.cdc.gov/elite/Public/MemberList.aspx. The testing laboratory must also be able to determine if the Legionella detected in environmental samples is the species Legionella pneumophila and whether it is serogroup 1. The testing laboratory must also be able quantify L. pneumophila and identify the presence or absence of other Legionella species. NOTE: rapid testing methods, such as polymerase chain reaction (PCR) and direct fluorescent antibody (DFA) are not permitted. In addition to the CDC ELITE certification, the laboratory must have environmental microbiology accreditation by a nationally recognized accrediting body, such as EMLAP, NELAP, etc. Proof of certification must be provided before acceptance of contract. Provide all sample analysis reports via e-mail to COR and Health Care System Point of Contact. Notification of any positive sampling results will be made within two working days of making this determination. Analytical reports shall include a signed copy of the chain of custody, identification of sampling locations and conditions, including the specific outlet temperature of water at the time the sample was collected, pH, biocide residual levels, method detection limits, and a description of test methodology. Sample reports need to be provided in a format that can be copied into the VHA Legionella sampling results reporting form (excel) suitable for entry into the VHA Water Safety Database. Sample analysis reports must be provided within 15 calendar days of the lab receiving the samples. If the 15th day falls on a weekend or federally observed holiday, the reports shall be provided no later than the next normal business day. The testing laboratory shall have qualified technical support staff for consultation relative to water sample collection, testing, and interpretation of results. Procedures for Sampling for Safe Drinking Water Compliance for Dental Waterlines: a. General Requirements and Procedures for Sampling of Dental Waterlines: Sampling equipment and lab analysis will be provided to Dental Clinics for testing their waterlines for compliance with the EPA Safe Drinking Water Act standard for potable water and the Infection Control Standards for VA Dental Clinic, dated 21, October 2013. Sampling analysis will be for total colony forming units (cfu) of heterotrophic water bacteria per milliliter of water. The Contractor will furnish sterile bottles that are appropriate for the analysis, properly preserved, and promptly transported to the facilities included in the attachments. The Contractor will furnish appropriate shipping containers for the transportation of samples to the laboratory. The bottles will be marked to indicate what facility they are supplied to and a unique identifying number for that facility and for the sample. Comprehensive instructions on how samples will be collected, preserved, and transported to the laboratory for analysis will be provided to each facility covered under the contract. The laboratory will follow strict chain of custody procedures upon the receipt of the samples from the facilities. Sampling is required on a quarterly basis for each waterline in each Dental Clinic. Non-routine sampling (outside of the quarterly sampling) may be conducted as needed. The health care system is allowed non-routine samples numbering up to 10% of the total samples taken annually. If sampling over this amount is needed by the healthcare system, the contractor will provide a fixed price for the sampling equipment and analysis. Additional sampling will be conducted upon approval by the Contracting Officer s Representative. The cost of this sampling will be added to the overall price of the contract. For non-routine testing, sampling bottles and supplies must be received the requesting Dental Clinic within 2 business days of being notified of the need to sample. The laboratory that processes the water samples will be certified by the Environmental Protection Agency or a State environmental protection agency to perform environmental sampling. Proof of certification must be provided before acceptance of the contract. Sampling results will report the number of colony forming units of heterotrophic water bacteria per milliliter of water (cfu/ml), readings of less than 10 or greater than 500 may be recorded as <10 cfu/ml or > 500 cfu/ml. The laboratory will provide all sample analysis reports via e-mail to the COR and the Health Care System Point of Contact within 10 calendar days of receiving the sample. If the 10th day falls on a weekend or federally observed holiday, the reports shall be provided no later than the next normal business day. Notification of any positive sampling results will be made within two working days of making this determination Analytical reports shall include a signed copy of the chain of custody, identification of sampling locations, method detection limits, and a description of test methodology. The testing laboratory shall have qualified technical support staff for consultation relative to water sample collection, testing, and interpretation of results. HOURS OF OPERATION: The Contractor will conduct work on-site during normal business hours. The Contractor shall coordinate with the COR and/or the POC to determine when work can be performed. The contractor will not perform services on-site on the following holidays (as applicable): 1. New Year s Day 2. Labor Day 3. Martin Luther King Jr. s Birthday 4. Columbus Day 5. President s Day 6. Veteran s Day 7. Memorial Day 8. Thanksgiving Day 9. Independence Day 10. Christmas Day 11. Juneteenth Day SECURITY REQUIREMENTS: The Contractor will be responsible for ensuring compliance by its employees with all VA procedures governing building access and security. Contractor personnel will be always escorted by VHA BHHCS personnel. The COR will assist Contractor personnel in obtaining requisite identification badges as required by the facility to enter the facilities and collect samples. This requirement is in addition to any other training that may be required of the contractor and subcontractor(s). Contractor staff is required to conform to VHA s security and privacy requirements as described below: The Contractor will be responsible for ensuring compliance by its employees with the security regulations of VA, VHA and other Government installations or Contractor facilities where work is performed under this Contract. This includes the safekeeping and display of a Government-provided photo ID badge for employees of the Contractor and any subcontractors while these employees are on VHA property. The Contractor will ensure the security of all VHA property, building ID badges, key cards, and standard keys issued to Contractor staff. For employees leaving the project permanently or for an extended period of time, the Contractor will return all badges, property, key cards, parking placards, and keys, etc. the same day the employees leave the project. The C & A requirements do not apply, and a Security Accreditation Package is not required. EMPLOYEES Contractor employees shall always present a professional appearance and their conduct shall not reflect discredit upon the United States and or the VA/VHA. The Government may, at its sole discretion, direct the contractor to remove any contractor employee from U.S. VA/VHA facilities for misconduct or for security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under any Contract awarded. The Contracting Officer will provide the contractor with a written explanation to support any request to remove an employee. The Contractor shall not employ any person who is an employee of the United States Government if that employment would appear to cause a conflict of interest. SUBCONTRACTS No portion of the work shall be subcontracted without prior written consent of the Contracting Officer. If the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish the Contracting Officer with the names, qualifications, and experience of their proposed subcontractor(s). The Contractor shall, however, remain fully liable and responsible for the work to be done by his subcontractor(s) and shall assure compliance with all requirements of the contract. CONTRACTING PERFORMANCE MONITORING The Black Hills Health Care System Water Safety Engineer will be appointed the Contracting Officer s Technical Representative (COR) upon award of this contract. The COR for this contract is: Matthew Braun, Water Safety Engineer Black Hills Health Care System Hot Springs VAMC, SD 500 North 5th Street, Bldg. 14 Hot Springs, SD 57747 Phone: 605 745-2000 x2541 E-mail: matthew.braun@va.gov The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: Assure that the Contractor performs the technical requirements of the contract. Perform inspections necessary in connection with the contract performance. Maintain written and oral communications with the Contractor concerning technical aspects of the contract . Issues written interpretations of technical requirements, including government drawings, designs, specifications. Monitors Contractor s performance and notifies both the Contracting Officer and Contractor of any deficiencies. Coordinates availability of government furnished property and coordinates site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially about changes in cost or price, estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order. Contractor and VAMC staff will meet at the request of the COR to evaluate overall effectiveness of the contract, resolve problems, and improve adherence to policies and procedures if necessary. At least annually, a review will be conducted to evaluate the contract s success in meeting all the contract requirements. Non-compliance issues will be forwarded immediately to the CO. The contractor will be monitored through a variety of mechanisms. At a minimum, the following will be reviewed: Program requirements Deliverables meet the established time frames/deadlines Accuracy of analysis reports provided Assessments from Points of Contacts on the effectiveness of communication PRIVACY ACT Disclosed Information: Though there is no anticipation of information protected by the provisions of the Privacy Act of 1974 to be disclosed during the performance of this task, all personnel assigned to this Contract are required to take proper precautions to protect privacy information from disclosure in the case that such disclosures are made. Commitment to Protect Sensitive Information: The Contractor shall not release, publish, or disclose sensitive information to unauthorized personnel, and shall protect such information in accordance with provisions of the following laws and any other pertinent laws and regulations governing the confidentiality of sensitive information: 18 U.S.C. 641 (Criminal Code: Public Money, Property or TYPE OF CONTRACT: The government anticipates award of a Firm-Fixed Price (FFP) Contract.
