H146--FY21: Quaterly Water Sampling

Sources Sought The Department of Veterans Affairs, Veterans Integrated Service Network (VISN 8), is currently seeking firms with the ability to provide Water Sampling and Analysis at the James A. Haley Veterans Hospital. Please Read the Statement of Work below in its entirety and respond with LOS information. Businesses responding shall indicate their socio-economic status for example: Veteran owned small business, service-disabled veteran owned small business, HUB Zone, 8A, Woman Owned etc. The Small Business Administration website has the small business defined: http://dsbs.sba.gov/dsbs/search/dsp_dsbs.cfm. Respondents shall indicate their status as a foreign-owned or foreign-controlled firm and any contemplated use of foreign national employees on this requirement. All Vendors must be registered in the System for Award Management (SAM) and VIP Vendor Information Portal - under the correct NAICS code. https://www.sam.gov/portal/SAM/#1 Vendors Claiming Service Disable Veterans Own Small Business (SDVOSB) or Veteran Own Small Business (VOSB) must be certified in the VETBIZ database. http://www.vetbiz.gov/ The NAICS code for this source sought is NAICS Code 541380-Testing Laboratories - Size standard 15K the government reserves the right to consider a SDVOSB, VOSB or small business set-aside based on responses to this source sought. This requirement will be ONLY for the sampling of the quarterly water and testing for Legionella and the Sterile Processing Service Critical and Utility Water Sampling. Vendors selected for this possible award will be excluded from all sales of product and/or equipment required to address identified issues associated with the testing results. All information submitted by respondents to this source sought synopsis is voluntary. This source sought notice is not to be construed as a commitment by the Government, nor will the Government reimburse any costs associated with the submission of information and Quotes in response to this notice. Respondents will not individually be notified of the results of any Government assessments. The Government s evaluation of the capability documentation received will factor into any possible forthcoming solicitation. Please fill out the below LOS - and submit with the Sources Sought response.: Offerors are required to comply with 13 C.F.R. 125.6. Offerors are to check which applies block applies: [ ] - I certify that no subcontractors are anticipated in performing services under this contract. My Company receives 100% of the cost of this contract. [ ] I certify that my company and those subcontractors that are similarly situated are estimated to receive at least 50% of the value of this contract. I understand that a similarly situated subcontractor must meet the size standard for NAICS assigned by the prime and must be in certified in VIP. Please provide the following information to identify and calculate the cost of the work self-performed and what is subcontracted. For each subcontractor provide the flowing: business name, DUNs number, description of work, Percentage COST of Contract. - - - - - - - - - - - - - - - - - - - - - - Value of work in % - Contractor - - - - - - - - - - - - - - - - - - - - - DUNs Number - - - - - - - - - - - Description of Work - - - - - - - - - - - - - - - - - - - - - - Contract Services - _ - - - - - - ____________________ - - - - - - _______________ - - - - - - _ - _____ - - - - - - - - - - - - - ____________ - - - - - - ____________ ____________________ - - - - - - _______________ - - - - - - ______________________________ - - - - - - - ____________ - - - - - - - - - - - - - - - - - Total % of value of contract by Prime Contractor - - - - - - - - - - - - - - - - - - - - - - - __________ - - - - - - - - - - - - - - - - - Total % of value of contract by similarly situated subcontractors - - - - - - - - - - _________ - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - WARNING: Severe Penalties for Contractors that violate the Limitations on Subcontracting Rule: If caught during the performance violating the FAR government subcontracting rules or limitations on subcontracting clause under the Code of Federal Regulations 13 C.F.R. 125.6(g), there can be stiff penalties: Whoever violates the requirements set forth in paragraph (a) of this section shall be subject to the penalties prescribed in 15 U.S.C. 645(d), except that the fine shall be treated as the greater of $500,000 or the dollar amount spent, in excess of permitted levels, by the entity on subcontractors. A party's failure to comply with the spirit and intent of a subcontract with a similarly situated entity may be considered a basis for debarment on the grounds, including but not limited to, that the parties have violated the terms of a Government contract or subcontract pursuant to FAR 9.406-2(b)(1)(i) (48 CFR 9.406-2(b)(1)(i)). - Contracting Officers may require the contractor to demonstrate its compliance with the limitations on subcontracting at any time during the performance of the contract by having the Contractor provide invoices, copies of subcontracts, or a list of the value of tasks performed. Quotes and a capability statement as it pertain to the Statement of work are Highly encouraged. Responses are encouraging as they will assist on set aside for social economic group. Interested individuals shall provide a capability statement, to include complete address, phone & fax number of contacts. All emails from interested parties must be received by Wednesday, 05/12/2021 NLT 9:00 am. Interested parties must submit the attached Limitation of Subcontracting (LOS) with the signed filled RFQ to be considered responsive. Interested parties submitting quotes must be certified and active in the Vendor Information Portal (VIP) system at the time of the RFQ submission. https://vip.vetbiz.va.gov/government-home/ Interested parties must be registered under the applicable NAICS code or this requirement in System for Award Management (SAMS) at the time of the RFQ submission. https://beta.sam.gov/content/home PERFORMANCE WORK STATEMENT Project Title: Water Sampling and Analysis Type of Contract: The government intends to award a Firm Fix Price contract for its ongoing requirement for water sampling and analysis services. Offerors will submit a pricing schedule based on the requirement of this Performance Work Statement that will be incorporated into the award. Period of Performance: The Government s intent is to award a Firm Fix Price for a period of one base 12-month year and 4 12-month option years; however, the agreement will be reviewed annually to determine its ongoing need. Contracting Officer Representative (COR): James Watson 13000 Bruce B. Down Blvd. Tampa, FL 33612-4745 Phone: +1 (555) 000-0000 x5789 E-mail: contact@example.gov COR: 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 contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide 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 with regard to 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. Project Scope: 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 contract 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. General Requirements: 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. This requirement will be ONLY for the sampling of the quarterly water and testing for Legionella and the Sterile Processing Service Critical and Utility Water Sampling. Vendors selected for this possible award will be excluded from all sales of product and/or equipment required to address identified issues associated with the testing results. 1. 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. 2. Legionella Specific Sampling and Analysis: Hot and Cold Potable Water Distribution System Outlet Sampling The contractor will sample outlets on (6) 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 the 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. Emergency Well Sampling Emergency well sampling shall be performed monthly and shall include a sample at the well head and a trip blank. Analysis shall include Total Coliform and E. Coli by Standard Method SM 9223B. Analysis shall include Purgeable Organics via EPA Method 524.2 Therapy and Treadmill Pool Sampling Routine Legionella samples will be collected in the quantities, frequencies and locations established in table 1 unless otherwise directed by the James Haley VA Hospital point of contact. Table No. 1 Test Frequencies and Quantities Main Hospital and Primary Care Annex & NPR (Dental) Sampled System/Area Frequency * Legionella Test Bundle Total Heterotrophic Plate Count Oxidant Residual Water Quality Bundle Coliform & E. Coli Coilform Purgeable Organics Hot Water Distribution Outlets Quarterly 70 70 Cold Water Distribution Outlets Quarterly 70 70 Potable Water Supply Quarterly 3 3 3 Treadmill & Therapy Pool Quarterly 2 2 Cooling Tower Quarterly 10 10 10 Dental (PCA, TPA, Pasco) Quarterly 200 Emergency Well Monthly 2 2 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 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 analysis report will include an enumeration of Legionella concentrations for each result above the quantification limit. The analysis report will include the serogroup for all results determined to be above the quantification limit. All quantifiable/enumerated results will be reported in CFU/ml. All results determined to be below the quantification limit will be reported as Negative . Analysis reports will be submitted via email and hard copy to the James Haley VA Hospital point of contact. Analysis report data in CEOSH Excel spreadsheet format shall be sent via email to James Haley VA Hospital contact. The laboratory will have the capability to provide access to all sampling reports and supporting data through an internet-based tool at all times. Heterotrophic Plate Count Specific Sampling and Analysis Dental Water Line Sampling The contractor will sample the contractor will sample Dental Water Lines for Heterotrophic Plate Count on a quarterly basis (once per Federal Fiscal Year quarter). contractor will develop a routine sampling plan utilizing appropriate standards of practice to accommodate a sampling methodology to ensure that samples are representative of all water lines and outlets during each quarterly sampling event. The sampling plan will be consistent with the James Haley VA Hospital Dental Service Waterline Testing and Treatment Standard Operating Procedure. Dental Water Line sampling requires the manipulation of instruments and equipment. Special instructions or assistance from James Haley VA Hospital will be necessary to collect the samples appropriately and safety and in order to prevent damage to equipment. In addition to protocol to be used for identifying the sampling locations, 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 distribution system (i.e., hot or cold) from which the sample was collected. 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 Sample Analysis Once collected, the 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 Florida Department of Health to perform microbiological analysis of public drinking water. The laboratory will be proficient at performing the analysis of Heterotrophic Plate Count (HPC) using EPA/ELAP method SM 9215B from environmental samples. In addition to the requirement for current Florida EPA 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 Heterotrophic Plate Count (HPC) using EPA/ELAP method SM 9215B. Heterotrophic Plate Count Analysis Report Once analyzed, the laboratory will prepare and submit an analysis report to the James Haley VA Hospital point of contact. The analysis report will include an enumeration of Heterotrophic Plate Count concentrations for each result above the quantification limit. All quantified/ enumerated results will be reported in CFU/ml. All results determined to be below the quantification limit will be reported as Negative . All results will be compared against the action levels listed in the James Haley VA Hospital Dental Service Waterline Testing and Treatment Standard Operating Procedure and identify the appropriate corrective actions. All sample results exceeding the defined action levels will be conspicuously identified in the analysis report. Analysis reports will be submitted via email and hard copy to the James Haley VA Hospital point of contact. The laboratory will have the capability to provide access to all sampling reports and supporting data through an internet-based tool at all times. Heterotrophic Plate Count results will be reported within 3 days (48- hours for culture growth @35 degrees Celsius and 1 day for handling). 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 and Analysis Hot and Cold Potable Water Distribution System Outlet Sampling The contractor will sample outlets on each building s hot and cold-water distribution system(s) 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. 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 and will be 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 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 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, that contractor Once collected, that contractor will have the samples processed by a testing laboratory with experience in testing of 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 the analysis of oxidant residual using ASTM method D1253-86: Standard Test Method for Residual Chlorine in Water from environmental samples. In addition to the in addition to the requirement for current Florida DOH 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 oxidant residual using ASTM method D1253-86: Standard Test Method for Residual Chlorine in Water or equivalent method utilized to quantify the residual concentration of the oxidant in use. 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 analysis report will include an enumeration of oxidant residual concentrations for each result above the quantification limit. All qualifiable/enumerated results will be reported in mg/L. All results will be compared against the following minimum oxidant residual concentrations as applicable: Chlorine (as free Chlorine) 0.5mg/L Monochloramine 0.5mg/L Chlorine Dioxide 0.3mg/L All sample results exceeding the defined action levels will be conspicuously identified in the analysis report. Analysis reports will be submitted via email and hard copy to the James Haley VA Hospital point of contact. 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 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 sampling reports and supporting data through an internet-based tool at all times. Water Quality Sampling and Analysis Potable Water 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 accommodate an appropriate sampling methodology to ensure that samples are representative of incoming supply of potable water 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 the 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 the incoming potable water supply to the buildings. Samples will be collected in the quantities listed in table 1. The temperature of each sample will be taken at the time of collection. Water Quality Sample Analysis Once collected, that contractor will have the samples processed by a testing laboratory with experience in testing of potable and non-potable water. Analysis of water samples 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. In addition to requirement for current Florida DOH 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 the total suspended solids, pH, and hardness using the approved test methods listed in table 3. Water Quality Analysis Reports Once analyzed, the laboratory will prepare and submit an analysis report to the James Haley VA Hospital point of contact. The analysis report will include an enumeration of water quality concentrations for each result above the quantification limit. All quantifiable/enumerated will be reported in the following units: TSS - mg/L Hardness mg/L as CaCO3 pH pH units All results will be compared against the following maximum and minimum drinking water quality standards as applicable. All sample results determined to be above or below the drinking water quality standards will be conspicuously identified in the analysis report. Water temperatures taken at the time the sample was collected will be included on the analysis report for each sample. Analysis reports will be submitted via email and hard copy to the James Haley VA Hospital point of contact. The laboratory will have the capability to provide access to all sampling reports and supporting data through an internet-based tool at all times. Water Quality 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 sampling reports and supporting data through an internet-based tool at all times. Table No. 3 Water Quality Test Bundle Test Acceptable Methods 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 Supplemental Water Sampling In addition to the planned sampling previously identified in this scope of work, supplemental water sampling will be performed when determined necessary and only when authorized by the James Haley VA Hospital point of contact. The number of samples to be taken will vary depending on facility need. For the purpose of bidding, the contractor will provide a proposal that considers 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 Sterile Processing Service Critical and Utility Water Sampling The Contractor shall provide routine water sampling to conform to the Department of Veterans Affairs Memorandum Required critical water systems testing and reporting for Sterile Processing Services (SPS). The recommendations for water testing parameters, frequencies, and limits are based on and defined in the Association for the Advancement of Medical Instrumentation (AAMI) Technical Information Report (TIR) 34: 2014/(R)2017. The following SPS sampling shall be performed at the James A. Haley VA Hospital main campus and the Primary Care Annex. SPS Water Quality Panel (HPC, TOC, pH) (Monthly testing for 3 samples): 2 Critical at JAH & 1 Critical at PCA 36 totals pH (Monthly testing for 4 samples) 2 Utility at JAH and 2 Utility at PCA 48 totals. SPS Hardness/Ionic Contaminants Panel (Quarterly testing for 7 samples): 2 Critical & 2 Utility at JAH and 1 Critical & 2 Utility at PCA 28 totals. LAL/Endotoxin (Quarterly Testing for 3 samples): 2 Critical at JAH and 1 Critical at PCA 12 totals. Working Hours: Working hours for the contractor will normally be between the hours of 8:00 a.m. and 4:30 p.m. during the week (Monday - Friday). If the contractor desires to work during periods other than these, approval will be obtained from the Contracting Officer (CO) two weeks (10 working days) in advance to allow assignment of additional inspection forces if they are reasonably available. The Chalmers James Haley VA Hospital is staffed with a full complement of clinics and administrative services available Monday through Friday, 7:30 a.m. to 4:00 p.m., excluding Federal Holidays. Federal holidays. Federal holidays include New Year s Day, Martin Luther King s Birthday, President s Day, Memorial Day, Fourth of July, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day or any other day declared a federal holiday by the President of the United States. Differing Site Conditions: Differing site conditions will be immediately reported to the Contracting Officer Representative (COR). A Pre-Work meeting is required in order to discuss and approve work strategy including but not limited to conditions affecting the ability to sample. Cleanup: The Contractor will bag and dispose of all waste materials generated during the course of the water sampling of off-facility in accordance with Federal, State, and local regulations and in a manner to prevent spillage. Security: The contractor will follow all established facility security protocol while on-site. Notice to Proceed: The Contracting Officer Representative (COR) will issue Notice to Proceed after Government approval of the Submittal and the Work Schedule.