SOLICITATION NOTICE
H -- Notice for VHA Black Hills Health Care System Legionella Testing Solicitation, SDVOSB Set-Aside
- Notice Date
- 5/29/2024 5:33:40 AM
- Notice Type
- Solicitation
- NAICS
- 541380
— Testing Laboratories
- Contracting Office
- NETWORK CONTRACT OFFICE 23 (36C263) Saint Paul MN 55101 USA
- ZIP Code
- 55101
- Solicitation Number
- 36C26324R0082
- Response Due
- 6/4/2024 3:00:00 PM
- Archive Date
- 06/29/2024
- Point of Contact
- Jeffrey C Brown, Contracting Officer
- E-Mail Address
-
Jeffrey.Brown8@va.gov
(Jeffrey.Brown8@va.gov)
- Awardee
- null
- Description
- Vendor Questions in Bold/VA Responses in Red The solicitation indicates 3,928 samples yearly (estimated at 982 quarterly). Please provide a breakout of the quantities by building location at the Fort Meade and Hot Springs campuses. See the Attachment Historical Sampling Data for past quarter s historical number of samples per building. Sprinklers are tested due to degree of posed inhalation risk. We operate them at night to reduce this risk. A few quarters building are being remodeled/updated since the occupants left but could be still tested. For ice machine testing, is the sample collected the ice or water from each machine? Please provide quantity of ice machines to be tested quarterly. Currently testing 6 water samples from ice machines. I estimate that would increase to possibility of 10 water samples or 8 water and 2 ice. I think the national guard is installing new ice machines before this summer training at Fort Meade. They currently have 2 bottle fillers with ice and 2 plain ice machines. The ice machines are only operating when training is being conducted onsite otherwise they are unplugged. Will escort be provided, if required, to collect the water samples? I am usually the escort so the contractor personal can gain access to locked or occupied buildings and rooms. Please confirm that retesting sample collection will be conducted by VA staff with the contractor providing sample collection materials and shipping label to the laboratory. Any retesting is conducted by VA personal with contractor providing the sample collection materials and shipping label to the laboratory. This is for unknown duration for remediation process. Can the VA provide a list of buildings for each campus and the number of samples to be collected from each building? See the Attachment Historical Sampling Data for past quarter s historical number of samples per building. Will the VA collect any samples from chillers or cooling towers? If so, please provide building locations and the number per building. No. Page 8. 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 200 samples annually for post remediation retesting or other special distal points. Page 5. B.2 Price/Cost Schedule indicates 120 samples a year for non-routine Legionella samples on item numbers 0002, 1002, 2002, 3002, and 4002, Can the government clarify which non-routine sample numbers are correct; 120/year or 200/year? It will be 120 samples per year, though as an Indefinite Quantity Contract the quantities on the line items are only estimates. The Statement of Work has been updated to remove reference to 200 samples per year. See updated Statement of Work below. Page 8. For non-routine or post remediation sampling, the contractor will provide the COR with up to 50 sample containers for an on-hand quantity and must be able to provide additional sample containers within 72 hours of being notified for needed sampling. Page 8. The specific sampling location and type of sample (e.g. hot water or cold water) will be specified by COR and/or HCS POC. Specific distal points sampled will vary per quarter, so communication with the HCS POC 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. In the first paragraph, it reads as though the government will be responsible for collecting non-routine or post remediation sampling. In the second paragraph, it reads as though the contractor will be responsible for non-routine sampling. Can the government please clarify if the contractor will be responsible for non-routine or post-remediation sampling? This language has been removed from the Statement of Work: The specific sampling location and type of sample (e.g. hot water or cold water) will be specified by COR and/or HCS POC. Specific distal points sampled will vary per quarter, so communication with the HCS POC 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. Additionally, VA personal will remediate the water system or distal point base on testing results. COR will be the escort but if COR cannot at the time of test. The COR will provide a VA personal escort with specific distal points to test. The non-routine/post-remediation testing will be done by VA personal. Supplies and shipping will be provided by contractor. Are any of the buildings that require sampling located off the main campuses such as the numerous clinics that are a part of the Black Hills VA HCS? Pine Ridge 60 miles from Hot Springs VA Sturgis Transition Resident House 3 miles from Fort Meade VA Rapid City Transition Resident House 35 miles from Fort Meade VA Please confirm if drinking fountains are to be included as an outlet that requires sampling and testing. Drinking fountains are not listed in the RFP text, but they are included as outlet sampling points in the VHA Directive 1061, referenced in the RFP. Drinking fountains are not normally tested during routine sampling but have tested units randomly. Please provide the specific biocide in use at each facility that the contractor will be responsible for determining residual concentrations of. Fort Meade chlorine (free chlorine) Hot Springs Monochloramine (total chlorine) Please clarify the number of non-routine samples the contractor should include in the bid and will be responsible for. The bid price schedule included with the RFP indicates a quantity of 120 Non-Routine Legionella Samples for bidding purposes, but the RFP states: The Black Hills VA Health Care System is allowed non-routine samples numbering up to 200 samples annually for post remediation retesting or other special distal points. See response to question 7. Please clarify the Non-Routine Legionella Samples and who (the contractor or the VHA) will be performing the collection (sampling) of the non-routine samples. It is understood that laboratory analyses is required for all the non-routine samples, and that on-hand sample containers are to be provided to the VHA, but it is not clear who is responsible for collecting the non-routine samples and if the contractor should include pricing for any or all of the sample collection of non-routine samples. See response to question 8. VA personal by supplies provided by contractor. Please provide the COR s preferred schedule for the quarterly legionella sampling at each facility. This question is to help us better understand the processes and preferences already in place at the VA facilities, so that we can provide better service. For example, we know that some VA facilities in other parts of the nation conduct the quarterly sampling over a longer period of several weeks, even over a month or longer, while other facilities prefer the sampling to be fully completed in as short a timespan as possible, every quarter. Currently samples are taken during October, February, June, and August. Shortest time period span is preferred. Concerning Swab Samples, please clarify whether the contractor should include swab samples in the bid. The RFP states: 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. Swap samples in the past was done as non-routine samples to determine remediation process. Have not used technique in the last few years. The collection of swab samples is not required, although a VA medical facility may choose to collect swab samples in addition to water samples. Swab samples alone do not meet the requirement of directive. Please clarify the requirement for sampling and testing of ice machines. If the ice machine has a water dispenser, is the contractor required to sample both the ice in the machine and the water from the ice machine s water dispenser? For sampling of ice from the ice machine, is the contractor to follow the standard approach of collecting several sample bottles of frozen ice, such that when melted, at least 120 ml are available for testing? If this is the approach that is used, this will be difficult to determine pH and residual concentrations of biocide. Please confirm if the temperature, pH, and residual biocide determinations are required for the frozen ice or water from ice machines. Usually, the water is collected at ice machine which offers both options. If ice is to be collected, the standard approach of collecting enough ice to allow 120ml of melted sample to be collected. A small sample will be collected and allowed to melt to get pH and biocide residual. Temperature can be taken of the ice with various temperature meters with long probes. Please clarify the sampling of hot and cold water at outlets where both hot and cold water are dispensed. For example, at faucets and showers. Is the contractor to collect two samples, one from cold water and one from hot water, from each outlet, or, if only from a percentage of outlets, what percentage of sample locations should the contractor expect to collect two samples (hot and cold water)? If collecting two samples from an outlet, which sample should be collected first, the hot water sample? Normally, sampling is both hot and cold at only distal point (i.e., faucet or shower) but ice machines or drinking fountains are cold water only. This usually happen more than 75% of the time during routine testing. The cold sample should be collected first if both cold and hot samples are being collected at the same distal point. B.3 STATEMENT OF WORK Black Hills Veterans Administration Health Care System Legionella Sampling 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) located in the Black Hills VA Health Care System. Black Hills VA Health Care System is phasing in testing of living quarters by sections located at Fort Meade and Hot Springs campuses. 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 Contracting Officer Representative (COR) and/or the Health Care System Point of Contact (HCS POC). 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. For non-routine or post remediation sampling, the contractor will provide the COR with up to 50 sample containers for an on-hand quantity and must be able to provide additional sample containers within 72 hours of being notified for needed sampling. 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. 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) 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: either the Environmental Microbiology Laboratory Accreditation Program (EMLAP) or the National Environmental Laboratory Accreditation Program (NELAP). Provide all sample analysis reports via e-mail to COR and HCS POC. 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 Report 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. HOURS OF OPERATION: The Contractor will conduct work on-site during normal business hours (8:00 AM 5:00 PM). The Contractor shall coordinate with the COR and/or the VHA POC to determine when work can be performed. The contractor will not perform services on-site on the following federal holidays: New Year s Day Labor Day Martin Luther King Jr. s Birthday Columbus Day President s Day Veteran s Day Memorial Day Juneteenth National Independence Day Thanksgiving Day Independence Day Christmas 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 escorted by VHA BHHCS personnel at all times. 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. The contractor and their staff shall adhere to the NARA Records Management Language requirements attached to this contract. The Contractor s employees working on site shall complete the following training and provide a copy of the completed training certification to the COR: TMS 20939 No Access EMPLOYEES Contractor employees shall present a professional appearance at all times 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. In the event that 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: (To be provided on award) 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. 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 Records).
- Web Link
-
SAM.gov Permalink
(https://sam.gov/opp/a927c30f70d34645bf916416f1611497/view)
- Record
- SN07079309-F 20240531/240529230054 (samdaily.us)
- Source
-
SAM.gov Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's SAM Daily Index Page |