SAM #36C24826Q1019

Quarterly Water Sampling and Analysis Services for VA Medical Facilities

This opportunity is for quarterly water sampling and laboratory analysis services at the James A. Haley Veterans Administration Medical Center and associated clinics in Tampa and New Port Richey, FL. - Government Buyer: - Department of Veterans Affairs, Network Contracting Office 8 (NCO 8), Tampa Services - Scope of Services: - Quarterly collection and laboratory analysis of water samples for: - Legionella - Dental Water Line - Ground Water - Cooling Tower - Potable Water Quality - Verification and validation of the Healthcare Associated Legionella Disease Prevention Plan (Water Management Plan) - Laboratory and Certification Requirements: - Laboratories must be certified by the CDC ELITE program and the Florida Department of Health - Accreditation required from A2LA or NELAP - Contractor Responsibilities: - Provide all management, supervision, labor, materials, supplies, and equipment - Ensure compliance with VA, local, state, and federal safety regulations - Use certified technicians and adhere to strict reporting and quality assurance standards - Quantities: - Specific sample quantities include (examples): - 75 samples each for hot and cold water outlets - 10 samples for cooling towers - 200 samples for dental lines - Notable Requirements: - No specific OEMs or product part numbers are mentioned, as this is a service-based requirement - Services are performed quarterly, with an annual schedule approved by the VA - Work is conducted during normal business hours, excluding federal holidays

Description

THIS IS NOT A SOLICITATION ANNOUNCEMENT. THIS IS A REQUEST FOR INFORMATION ONLY. This Request for Information (RFI) is intended for information and planning purposes only at this time; and shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs. Because this is a Request for Information announcement, no evaluation letters and/or results will be issued to the respondents. No solicitation exists. Therefore, do not request a copy of a solicitation. The Department of Veterans Affairs (VA), VISN 8, Network Contracting Office 8 (NCO 8), is seeking information and potential qualified sources capable of meeting the following minimum requirements and salient characteristics below. PERFORMANCE WORK STATEMENT Legionella and Dental Water Line Sampling & Analysis and Water Management Plan Contract PLACE OF PERFORMANCE: James A. Haley Veterans Administration Medical Center (JAHVAMC) main campus at 13000 Bruce B. Downs Blvd Tampa FL, Primary Care Annex at 1315 Lake Terrace Ln. Tampa FL and New Port Richey VA Dental Clinic at 7900 Little Road New Port Richey FL. SCOPE OF WORK The Contractor will provide all management, supervision, labor, materials, supplies and equipment, and will plan, schedule, coordinate and assure effective performance of all services described herein. This agreement will include the collection of water samples and the laboratory analysis of the collected water samples. Sampling will be conducted at the James Haley VA Hospital and its associated Outpatient Clinics. This requirement will be ONLY for the QUARTERLY water sampling and testing for Legionella, Dental Water Line and Ground Water Sampling. Vendors selected for this award will be excluded from all sales of products and equipment required to address issues identified associated with testing results. This is a Base plus four option year requirement. Please note the option years may be exercised after determination that it is in the best interest of the Government and it has been determined that it is the most advantageous method of fulfilling the Government's need for these services. SECURITY REQUIREMENTS The C&A requirements do not apply, and a Security Accreditation Package is not required. DESCRIPTION OF SERVICE/GENERAL INFORMATION Hours of Operation and Scheduling All work shall be accomplished during normal working hours 8:00AM - 5:00PM, Monday through Friday excluding Federal Holidays. This service is to collect water samples and analyze the collected water samples in a healthcare environment in accordance with current VA standards and directives. The contractor will demonstrate an adequate standard of care when performing the sampling and analysis of water samples by utilizing published or enunciated, peer reviewed industry appropriate standards of practice. Sampling Requirements The collection of samples will be performed in accordance with the protocol established by the laboratory used to analyze the samples and will be collected by person(s) trained/experienced/certified and knowledgeable of appropriate potable and non-portable water sampling standards of practice and laboratory sampling protocol. Samples will be stored and shipped in accordance with the laboratory sampling protocol. The contractor will develop an annual schedule to include the dates and times planned to perform each quarterly sampling event. The schedule will consider all federally observed holidays. The schedule will be approved by the James Haley VA Hospital point of contact. The contractor will confirm the dates and times of each quarterly sampling event with the James Haley VA Hospital point of contact at least two weeks prior to arrival onsite. The contractor will be accompanied by James Haley VA Hospital staff during the course of the sampling as necessary. The contractor will not deviate from the original provisions of the contract unless specifically authorized. SPECIFIC TASKS Legionella Specific Sampling Hot and Cold Potable Water Distribution System Outlet Sampling The contractor will sample outlets on designated buildings (Main Campus) hot and cold water distribution system(s) for Legionella on a quarterly basis (once per Federal Fiscal Year quarter). The Contractor will develop a routine sampling plan utilizing appropriate standards of practice to accommodate a stratified, random sampling methodology to ensure that samples are representative of all water lines and outlets during each quarterly sampling event. In addition to the protocol to be used for identifying the random sampling locations, the sampling plan will include, but is not limited to the following content: The sampling plan will include a means of easily identifying each sampled location (e.g., drawing, matrix, etc.) The sampling plan will include a means of identifying the distribution system (i.e., hot or cold) from which the sample was collected. Water Samples will be randomly collected from points in the water distribution systems listed in table 1 where the end user comes in contact with the water (e.g., faucets, showers, ice machines, and drinking fountains) and will be inclusive of all water lines and outlets. Samples will be collected in the quantities listed in table 1. The COR shall be notified immediately (within 1 hour) of any hot water temperatures greater than 110 degrees F. Cooling Tower System Sampling The Contractor will sample the cooling tower system(s) for Legionella on a quarterly basis (once per Federal Fiscal Year quarter). The contractor will develop a routine sampling plan utilizing appropriate standards of practice to accommodate an appropriate sampling methodology to ensure that samples are representative of the entire cooling tower system during each annual sampling event. The sampling plan will include, but is not limited to the following content and will be approved by the James Haley VA Hospital point of contact: The sampling plan will include a means of easily identifying each sampled location (e.g., drawing, matrix, etc.). The sampling plan will include a means of identifying the system from which the sample was collected. At a minimum, water samples will be collected from each cooling tower system at the basin or sump of the cooling tower at a location distant from the incoming make-up water. At the time each water sample is taken, the contractor will test and document the following for each sample: Water temperature, level of residual biocide, and pH. These water quality parameters will be tested in the field using appropriate test instruments, properly calibrated and traceable to a NIST standard. Table No. 1 Test Frequencies and Quantities Sampled System/Area Frequency * Legionella Test Bundle Total Heterotrophic Plate Count Oxidant Residual Water Quality Bundle Hot Water Distribution Outlets Quarterly 75 75 Cold Water Distribution Outlets Quarterly 75 75 Potable Water Supply Points of Entry Quarterly 3 3 3 Treadmill & Therapy Pool Quarterly 2 2 Cooling Towers Quarterly 10 10 10 Dental (PCA, TPA, Pasco) Quarterly 200 Sample Analysis Once collected, that contractor will have the samples processed by a testing laboratory with experience in microbial testing of potable and non-potable water. Analysis of water samples will be performed by a laboratory currently certified by the Centers for Disease Control and Prevention (CDC) Environmental Legionella Isolation Techniques Evaluation (ELITE) program as proficient at performing the culture of Legionella from environmental samples. Information about ELITE certified laboratories can be found at https://wwwn.cdc.gov/elite/Public/MemberList.aspx. In addition to the requirement for current CDC ELITE certification, the laboratory performing the analysis of water samples will have an environmental microbiology accreditation by a nationally recognized accrediting body (e.g., A2LA, NELAP). The laboratory will analyze each water sample for Legionella by performing the tests listed in the Legionella Test Bundle identified in table 2. The laboratory will have the capabilities of determining if the Legionella pneumophila is serogroup 1. When appropriate, the laboratory will concentrate water samples prior to plating the samples on selective media to increase the sensitivity of the assay. The Limit of Detection (LOD) used by the laboratory shall not be less than 0.4 CFU/ml. Example: an LOD of 0.01 CFU/ml is NOT approved at this time. The laboratory will neutralize biocides that have been added to the building's potable water distribution systems prior to analysis. Rapid testing methods, such as polymerase chain reaction (PCR) and direct fluorescent antibody (DFA), are not permitted for the detection of Legionella in the water samples. The laboratory shall have the capability to store specimens in the event that molecular testing is required to investigate a possible hospital-acquired Legionella disease case. Table 2: Legionella Test Bundle Temperature Residual Oxidant pH Legionella Serotypes - Lpn S1, Lpn S2-14, Legionella spp Legionella Analysis Reports Once analyzed, the laboratory will prepare and submit an analysis report to the James Haley VA Hospital point of contact. The report will include: An enumeration of Legionella concentrations for each result above the quantification limit. The serogroup for all results determined to be above the quantification limit. All quantifiable/enumerated results will be reported in CFU/ml. All results below the quantification limit will be reported as Negative. Analysis reports will be submitted via email and hard copy. Data in CEOSH Excel spreadsheet format shall be sent via email. The laboratory will have the capability to provide access to all sampling reports and supporting data through an internet-based tool at all times. Oxidant Residual Sampling Hot and Cold Potable Water Distribution System Outlet Sampling The contractor will sample outlets on each building's hot and cold water distribution systems for oxidant residual on a quarterly basis (once per Federal Fiscal Year quarter). The contractor will develop a routine sampling plan utilizing appropriate standards of practice to accommodate a stratified, random sampling methodology to ensure that samples are representative of all water lines and outlets during each quarterly sampling event. The plan will include, but is not limited to, the following: The means of easily identifying each sampled location (e.g., drawing, matrix, etc.) The means of identifying the distribution system (hot or cold) Water samples will be randomly collected from points in the water distribution systems listed in table 1 where the end user comes in contact with the water (e.g., faucets, showers, ice machines, and drinking fountains) and will be inclusive of all water lines and outlets. Samples will be collected in the quantities listed in table 1. The contractor will identify the applicable oxidant for which sampling and analysis will be performed and analyze samples for that oxidant only. Oxidant Residual Sample Analysis Once collected, the contractor will have the samples processed by a testing laboratory with experience in testing potable and non-potable water. Analysis of water samples will be performed by a laboratory currently certified by the Florida Department of Health to perform microbiological analysis of public drinking water. The laboratory will be proficient at performing oxidant residual analysis using ASTM method D1253-86: Standard Test Method for Residual Chlorine in Water from environmental samples. The laboratory will analyze each water sample for oxidant residual using ASTM method D1253-86 or an equivalent method. Oxidant Residual Analysis Reports Once analyzed, the laboratory will prepare and submit an analysis report to the James Haley VA Hospital point of contact. The report will include: An enumeration of oxidant residual concentrations for each result above the quantification limit. Results will be reported in mg/L. Comparison against minimum oxidant residual concentrations: Chlorine (as free Chlorine): 0.5 mg/L Monochloramine: 0.5 mg/L Chlorine Dioxide: 0.3 mg/L Any sample results exceeding action levels will be conspicuously identified in the report. Reports will be submitted via email and hard copy. Results will be reported within 3 days (48-72 hours for analysis and 1 day for handling). The laboratory will have the capability to provide access to all reports and supporting data through an internet-based tool at all times. Potable Water Quality Supply Sampling The contractor will sample outlets on each building's potable water supply for water quality on a quarterly basis (once per Federal Fiscal Year quarter). The contractor will develop a routine sampling plan utilizing appropriate standards of practice to ensure samples are representative of incoming potable water during each sampling event. The plan will include, but is not limited to, the following: The means of easily identifying the sampled location (e.g., drawing, matrix, etc.) The means of identifying the system from which the sample was collected. Samples will be collected from the incoming potable water supply to the buildings. The temperature of each sample will be taken at the time of collection. Potable Water Quality Analysis Once collected, the samples will be processed by a laboratory with experience in testing potable and non-potable water. Analysis will be performed by a laboratory currently certified by the Florida Department of Health (DOH) to perform microbiological analysis of public drinking water. The laboratory will be proficient at performing the water quality test methods listed in table 3. The laboratory will analyze each water sample for total suspended solids, pH, and hardness using the approved test methods listed in table 3. Water Quality Analysis Reports The laboratory will prepare and submit an analysis report to the James Haley VA Hospital point of contact. The report will include: An enumeration of water quality concentrations for each result above the quantification limit. Results will be reported in mg/L for TSS and hardness, and pH units for pH. Comparison against drinking water quality standards. Any results outside standards will be conspicuously identified. Water temperatures at the time of sampling will be included. Reports will be submitted via email and hard copy. Results will be reported within 3 days (48-72 hours for analysis and 1 day for handling). The laboratory will have the capability to provide access to all reports and supporting data through an internet-based tool at all times. Table No. 3: Water Quality Test Bundle Total Suspended Solids (TSS): EPA Method 160.2 pH: Standard Method 4500H, EPA Method 150.1, EPA Method 150.2 Hardness: Standard Method 2340, EPA Method 130.2 Heterotrophic Plate Count Specific Sampling (Dental Water Line Sampling) The contractor will sample Dental Water Lines for Heterotrophic Plate Count on a quarterly basis (once per Federal Fiscal Year quarter). The contractor will develop a routine sampling plan utilizing appropriate standards of practice to ensure samples are representative of all water lines and outlets. The plan will be consistent with the James Haley VA Hospital Dental Service Waterline Testing and Treatment Standard Operating Procedure. Sampling requires manipulation of instruments and equipment. Special instructions or assistance from James Haley VA Hospital will be necessary to collect samples appropriately and safely. The sampling plan will include, but is not limited to, the following: The means of easily identifying each sampled location (e.g., drawing, matrix, etc.) The means of identifying the distribution system (hot or cold) Samples will be collected in the quantities listed in table 1 and as defined in the James Haley VA Hospital Dental Service Waterline Testing and Treatment Standard Operating Procedure. Heterotrophic Plate Count Analysis Once collected, the samples will be processed by a laboratory with experience in microbial testing of potable and non-potable water. Analysis will be performed by a laboratory currently certified by the Florida Department of Health to perform microbiological analysis of public drinking water. The laboratory will be proficient at performing Heterotrophic Plate Count (HPC) using EPA/ELAP method SM 9215B from environmental samples. The laboratory will analyze each water sample for HPC using EPA/ELAP method SM 9215B. Heterotrophic Plate Count Analysis Report The laboratory will prepare and submit an analysis report to the James Haley VA Hospital point of contact. The report will include: An enumeration of HPC concentrations for each result above the quantification limit. Results will be reported in CFU/ml. Results below the limit will be reported as Negative. Any results exceeding action levels will be identified and corrective actions recommended. Reports will be submitted via email and hard copy. The laboratory will have the capability to provide access to all reports and supporting data through an internet-based tool at all times. Supplemental Water Sampling Additional sampling may be performed when necessary and authorized by the James Haley VA Hospital point of contact. The number of samples will vary depending on the facility's needs. The contractor will provide a proposal considering sampling and analysis. Table No. 4 Legionella Test Bundle: 50 Total Heterotrophic Plate Count: 50 Oxidant Residual: 50 Bacterial Endotoxin: 50 Temperature: 50 pH: 50 Hardness: 50 Suspended Solids: 50 Healthcare Associated Legionella Disease Prevention Plan (Water Management Plan) Verification The Contractor shall perform onsite surveys of the Water System(s) in Buildings 1, 30, 38, 54, 53, 68, and 100, including review of existing Water Management Plan. Based on the survey, hazard control profile data may be collected; locations will be determined during the survey. Water Management Plan documents will include: Executive Summary - Program Goals Master Document List Water Management Team Identification Water System Surveys Process Flow Documents System Analysis Program Controls Summary - control measures, control locations, control limits, monitoring, corrective actions Validation Criteria Validation Response Plan/Contingency Response Plan Verification and Validation Schedule Supporting Documents Risk Characterization Matrix COMPLIANCE The contractor shall be fully responsible for compliance with all VA, local, state, and Federal occupational safety laws, rules, and regulations. The contractor shall follow life and safety codes and take necessary actions to avoid hazardous conditions. All work shall be performed by certified trained technicians. CONTRACTOR EMPLOYEES Contractor personnel shall present a neat appearance and be easily recognized as contract employees. CHANGES TO STATEMENT OF WORK Any changes shall be authorized and approved only through written correspondence from the CO. Costs incurred by the contractor through actions of parties other than the CO shall be borne by the contractor. HOURS OF OPERATION AND SCHEDULING Work will be completed after normal business hours and on weekends. Federal Holidays observed include: New Year’s Day - January Martin Luther King’s Birthday - 3rd Monday in January President’s Day - 3rd Monday in February Memorial Day - Last Monday in May Juneteenth - June 19th Independence Day - July 4th Labor Day - 1st Monday in September Columbus Day - 2nd Monday in October Veteran’s Day - November 11th Thanksgiving Day - Last Thursday in November Christmas Day - December 25th Note: This includes any other day declared a national holiday by the President of the United States. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) The contractor shall be evaluated according to the following QASP, which explains the monitoring process, responsible personnel, and performance standards. 1. PURPOSE This QASP provides a systematic method to evaluate performance, including what shall be monitored, how, who will conduct the monitoring, and documentation procedures. It is a living document and may be revised with coordination. 2. GOVERNMENT ROLES AND RESPONSIBILITIES The following personnel shall oversee surveillance activities: Contracting Officer (CO): Ensures performance and compliance, safeguards VA interests, and makes final performance determinations. Assigned to Walida Moore-Saintil. Contracting Officer’s Representative (COR): Responsible for technical administration and surveillance. Assigned to James Watson and Jennifer Eakes. 3. CONTRACTOR REPRESENTATIVES The contractor’s program manager and other personnel will serve as the program representatives. 4. PERFORMANCE STANDARDS Standards define desired services. Surveillance determines if standards are exceeded, met, or not met. Standards include knowledge, timeliness, response, and quality metrics, with associated surveillance methods and incentives/disincentives. 5. INCENTIVES/DISINCENTIVES Favorable evaluations serve as incentives. Performance exceeding standards may lead to positive incentives; failure to meet standards may lead to penalties or termination. 6. PROCEDURES/METHODS OF QA SURVEILLANCE Methods include direct observation and review of complaints. The COR will use these methods to monitor contractor performance. 7. RATINGS Performance will be rated as positive, neutral, or negative based on incidents of non-compliance during the period. 8. DOCUMENTING PERFORMANCE Positive performance will be documented. Unacceptable performance will be reported, and corrective actions may be required via Contract Discrepancy Reports (CDRs). 9. FREQUENCY OF MEASUREMENT Performance will be periodically reviewed, and assessment meetings will be conducted as needed or annually. 10. CONFIDENTIALITY AND NONDISCLOSURE No sensitive data will be accessed or created for this contract. 11. VA INFORMATION AND SYSTEM SECURITY Contractors shall adhere to VA security policies, report security incidents immediately, and cooperate with investigations. Data breaches involving sensitive information may result in liquidated damages. 12. RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS Contractors shall comply with all records management laws, safeguard records, and ensure proper disposition. Unauthorized removal or destruction of records is prohibited and subject to penalties. Records shall be returned or securely transmitted upon completion. ATTACHMENTS QUALITY ASSURANCE MONITORING FORM Service or Standard: ... Survey Period: ... Surveillance Method: ... Level of Surveillance: ... Percentage of Items Sampled: ...% Analysis of Results: ... Observed Service Provider Performance Measurement Rate: ...% Service Provider’s Performance: Meets Standards / Does Not Meet Standards Narrative of Performance During Survey Period: ... Prepared by: ... Date: ... Contract Discrepancy Report Contract No.: ... Report No.: ... Contractor/Manager’s Name: ... From (Name of Project Officer): ... Dates Prepared: ... Returned by Contractor: ... Action Complete: ... Discrepancy or Problem: ... Signature of Contracting Officer: ... To (Contracting Officer): ... From (Contractor): ... Contractor Response: ... Signature of Contractor Representative: ... Date: ... Government Evaluation: ... Government Actions: ... Close Out: ... Name: ... Title: ... Signature: ... Date: ... Contractor Notified: ... Additional Instructions The above information is descriptive, not restrictive. Responses should include company details, NAICS code, size status, and capability statements. Responses are due via email to Walida.MooreSaintil@va.gov by 11:00 AM EST on July 29, 2026. This is for market research only; responses are not a proposal or offer for contract award.

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