H146--Water System Testing and Maintenance | Water Sampling and Analysis Services (VA-25-00008778)

Water Testing Services for the Lebanon VA Medical Center Sources Sought 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 Lebanon Veterans Affairs Medical Center (VAMC) has a requirement for collecting and analyzing water samples via a services contract. Contractor shall furnish all personnel, supervision, equipment, supplies, certifications, transportation, and resources necessary to conduct collecting and analysis of water from Lebanon VAMC, 1700 South Lincoln Avenue, Lebanon, PA 17042. Requirements Contractor shall furnish all personnel, supervision, certifications, materials, equipment, facilities, results from water testing, and resources necessary for sampling. The contractor must furnish all sample collection equipment. Pricing is inclusive of all materials. Containers must be sterile, appropriate for the analysis, properly preserved, and promptly transported to the laboratory under strict chain of custody procures. Reporting requirements. All sample analysis reports shall be emailed to the Lebanon VAMC designated Point of Contract(s) (POC(s)). Lebanon VAMC POC must be notified within 24 hours or the next business day of any positive sampling results. Routine analytic reports shall include: Name of person collecting the sample Date & Time sample is collected Department location, building number, and room number Identification of sampling locations and conditions, including the following: Outlet temperature of water at the time the sample was collected. pH Biocide residual levels Method detection limits Description of test methodology/analytical technique used Sample reports need to be provided in a format that can be copied into the VHA Sampling Results reporting form. Sample analysis reports must be provided between four and seven business days of the lab receiving the samples. If the seventh day falls on a weekend or federally observed holiday, the reports shall be provided no later than the next normal business day. Laboratory and person responsible for performing the analysis. The testing laboratory shall have qualified technical support staff for consultation relative to water sample collection, testing, and interpretation results. Signed chain of custody report. Chain of Custody (COC) Reporting Requirements. The form will be a paper or electronic document and shall have wet or digital signature for transfer. The form shall have the date and time of all transfers. The form shall include temperature of the samples requiring temperature control at the point of sampling and each transfer. Note time-sensitive samples from sample collection to plating must follow all standards in this SOW. Report form shall have column titles at the top of each column that identify standards for low to high limits. If the document is paper, it can be given to the Lebanon VAMC POC within the designated area of testing. If the document is electronic, the COC document can be sent via email to the Lebanon VAMC POC within the designated area of testing. Retesting. In the event that retesting is required, the contractor must be available to draw samples and begin retesting within 48 hours of notification or on the next testing day as described in this SOW. Retesting is at the discretion of the designated Lebanon VAMC POC and will be based on accurate findings at the same rate as the initial test. Lebanon VAMC POC(s) will be present throughout the following departments, to ensure proper sample site and proper collection techniques are executed following regulatory guidelines, and departmental requirements: Engineering Sterile Processing Services (SPS) Dental Lebanon VAMC POC(s) will be provided upon contract award. All testing will be scheduled with the Lebanon VAMC POC(s) a minimum of 10 business days prior to the desired testing date, and contact via telephone an hour before arrival to the facility. Frequency of sampling will be completed utilizing the following timeline: Biweekly as early as every 14 days, not to exceed 16 days. Monthly as early as the 15th of every month and no later than the last business day of very month. Quarterly - at least 75 days from previous quarterly testing and can coincide with the monthly testing. SCOPE Legionella Water Testing Requirements General Procedures. The contractor must furnish all sample collection equipment to collect 150 sample tubes quarterly. 145 sample tubes must be 250 ml in size, and contain the reagents needed for proper Legionella water sampling. Five (5) sample tubes must be 1000 ml containers prepared with reagents for ice samples. Each water sample will be collected in a sterile, unused, high-density polyethylene (HDPE) or high-density polypropylene (HDPP) plastic leak-proof container provided by the testing laboratory. 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 in a manner to maintain sample integrity. The Contractor shall collect and analyze water samples from distal points (sinks and showers) and ice or water from ice machines at the designated locations. Specific distal point locations for sampling will be determined by the Lebanon VAMC POC. 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, the Contractor shall test (measure) and document the following for each sample: water temperature after it reaches a stable temperature, level of residual biocide (performing the proper testing for the site based on type of biocide), and pH. This documentation needs to be provided with the analysis results. Contractor shall collect a maximum of five (5) sample collection tubes quarterly for emergent/re-testing. Samples of at least 250 ml will be required; however, samples of up to 1000 ml may be required depending on lab requirements. 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 requirements and in accordance with direction from the laboratory where the samples will be analyzed. Sampling of cooling towers will be conducted quarterly during the period in which the cooling towers are running. Routine sampling of one (1) 250 ml sample will be required. Lab requirements. The contractor shall collect and analyze water samples from distal points. Specific distal point locations for sampling will be determined by the Lebanon VAMC POC. Once collected, samples are to be processed for Legionella detection by a testing laboratory with experience in microbial testing of potable water. In addition to culture methodology for Legionella detection, Lebanon VAMC may choose to first have water samples tested by polymerase chain reaction (PCR) to screen for negative samples. The testing laboratory is to be selected, with input from the Facility Water Safety Committee, using the following criteria: Laboratories that process water samples for microbiological testing must: C-2 February 16, 2021, VHA DIRECTIVE 1061(2) APPENDIX C (a) Be accredited by a recognized regional, national, or international accrediting body as follows: In accordance with a laboratory accreditation standard (e.g., ISO/IEC 17025: 2017, General Requirements for the Competence of Testing and Calibration Laboratories). Examples of such accrediting bodies include the National Environmental Laboratory Accreditation Program (NELAP); the American Association for Laboratory Accreditation (A2LA); and the Environmental Microbiology Laboratory Accreditation Program (EMLAP). Include Legionella testing method(s) that will be used on facility water samples in the laboratory s scope of accreditation, as documented on the laboratory s accreditation certificate. Demonstrate proficiency by the Centers for Disease Control and Prevention (CDC) Environmental Legionella Isolation Techniques Evaluation (ELITE) program or the Public Health England (PHE) Legionella External Quality Assessment (EQA) scheme at performing the culture of Legionella from environmental samples. Information about the CDC ELITE program and a listing of laboratories that are ELITE members can be found at https://wwwn.cdc.gov/elite/public/elitehome.aspx. If PCR will be used in addition to culture, then the laboratory also must demonstrate proficiency at PCR detection of Legionella from environmental samples by the CDC-recognized lab conducting proficiency testing (currently the Wisconsin State Laboratory of Hygiene (WSLH)) or by the PHE EQA Legionella molecular scheme. NOTE: The method(s) used by the laboratory on the samples that the VA medical facility uses to determine Legionella positivity is to be the same method(s) used by the laboratory for proficiency testing. Be able to determine if the Legionella detected by culture in environmental samples is the species Legionella pneumophila and, if so, if it is L. pneumophila serogroup 1. If there is a possibility that the VA medical facility will use molecular typing to characterize environmental Legionella isolates (e.g., for potential comparison to clinical Legionella isolates during a case investigation), then the VA medical facility must plan with the testing laboratory for storage of the environmental isolate(s) at least temporarily. Prior to environmental testing, the selected laboratory must be consulted regarding requirements and recommendations on sample collection and shipping. Protocols recommended by the laboratory must be in alignment with the requirements in this directive. NOTE: The selected laboratory must be informed if biocides (e.g., chlorine) have been added to the building s potable water distribution systems to determine if samples must be processed to neutralize the biocide prior to being sent out for testing. Heterotrophic Plate Count (HPC) Dental Water Testing General Procedures. Contractor shall collect a maximum of 100 random samples quarterly for routine scheduled testing. HCP testing on Dental Water must be conducted on a Saturday between the hours of 7:00 am to 12:00 pm, to avoid any impact on patient care. Contractor shall collect the water sample at first draw to catch the water that comes out immediately from the outlet, without the use of flush. All samples will be labeled on site. Contractor shall deliver the samples to the testing laboratory for analysis, track the delivery of samples, and report the results to the Lebanon VAMC POC within 4-7 business days of testing. Each water sample will be collected in a sterile, unused, leak-proof container which will be secured to prevent cross-contamination. Analytical reports shall include the following for each sample collected: sample date and time, sample analysis, date results, sample number, sample location, name of individual collecting sample, and name of laboratory used for testing. Analytical reports will be sent via electronic mail to the POC, summarizing the findings, as well as provide details and testing sources, and chain of custody. The results of sampling will be presented in CFU/mL. If emergent or re-testing is needed, testing may be scheduled one (1) business day in advance. Emergent/re-testing can be conducted during clinic operating hours: 8:00 am to 4:30 pm, Monday-Friday. Contractor shall notify the Point of Contact (POC) immediately of any results great than 500 CFU/mL. Contractor shall collect a maximum of 10 samples quarterly for emergent/re-testing. Contractor shall deliver the samples to an Environmental Protection Agency (EPA) or state certified laboratory for analysis, using an approved method such as IDEXX SimPlate. Critical and Utility Water Testing Requirements General Procedures. Testing shall be conducted in accordance with the Association for the Advancement of Medical Instrumentation (AAMI ST108-2023) Compliance Testing Critical & Utility Water Testing. All testing shall include sample collection and transport. Critical water testing is needed to ensure water used on reusable medical devices do not fall within negative levels to avoid the occurrences of patient safety issues per the AAMI ST108-2023. Contractor shall ensure all points are flushed/running for sixty (60) seconds prior to sample collecting into the container. Container requirements shall follow all required standards: Sterile, endotoxin-free container. Shall not be made of polypropylene. Shall follow transport and temperature requirements per this SOW. Contractor shall collect critical and utility water samples for the following items: Alkalinity Chlorides Conductivity Hardness HPC (Bacteria) pH Total Organic Carbon (TOC) Limulus amebocyte lysate (LAL)/Endotoxin Contractor shall collect utility water samples quarterly from the following sample points: Quantity eight (8) Department - SPS Location: 1 from ENDO Sink 1 1 From ENDO Sink 2 1 From Eye Sink 1 From Scope sink #1 1 From Scope Sink #2 1 from Steris Sink 1 from Steris sonic Sink 1 From Pretreat Port Contractor shall collect critical water samples monthly from the following sample points: Quantity nine (9) Department SPS Location: 1 from OER #1 1 from OER #2 1 from OER # 3 2 from Medivator # 1 1 from RO Eye sink 1 from RO Scope Sink 1 From RO Steris Sink 1 From RO Return Contractor shall collect endotoxin water samples monthly from the following sample points: Quantity nine (9) Department SPS Location: 1 from OER #1 1 from OER #2 1 from OER # 3 2 from Medivator # 1 1 from RO Eye sink 1 from RO Scope Sink 1 From RO Steris Sink 1 From RO Return Contractor shall collect Bacteria/Total Coliform water samples bi-weekly from the following sample points: Total Quantity one (1) Department Engineering Location Boiler Room Contractor shall collect TOC, Total Inorganic Carbon (TIC), and Total Carbon (TC) samples monthly from the following sample points: Quantity one (1) Department SPS Location Test port Eye Sink Contractor shall collect one (1) alkalinity routine sample monthly from SPS. SPS will pick a random Reverse Osmosis (RO) sample location monthly. Contractor shall collect two (2) alkalinity routine samples quarterly from SPS. SPS will pick a random Utility location for one (1) and one (1) from steam condensate. Contractor shall collect one (1) conductivity routine sample monthly from SPS. SPS will pick a random Reverse Osmosis (RO) sample location monthly. Contractor shall collect two (2) conductivity routine samples quarterly from SPS. SPS will pick a random Utility location for one (1) and one (1) from steam condensate. Responses to this RFI should include company name, address, point of contact, phone number, and point of contact e-mail, UEI Number, Cage Code, size of business pursuant to North American Industrial Classification System (NAICS) 541380 (size standard of $ 19 Million). Please answer the following questions: Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.)? Is your company considered small under the NAICS code identified under this RFI? If you intend to subcontract any work on this contract, what portion of the total cost will be self-performed/will be performed by your organization? Please provide estimated detailed percentage breakdowns related to subcontracted work and completion of job. Does your company have an FSS contract with GSA or the NAC or are you a contract holder with any other federal contract? If so, please provide the contract number. If you are an FSS GSA/NAC contract holder or other federal contract holder, are the items/solution you are providing information for available on your schedule/contract? General pricing of your solution is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate for any type of award. Please submit your capabilities regarding the salient characteristics detailed above to establish capabilities for planning purposes. Please review salient characteristics/statement of work (if applicable) and provide feedback or suggestions. If none, please reply as N/A. Please provide your UEI number. This RFI will be conducted in accordance with Federal Acquisition Regulation (FAR) Part 13. Telephone responses will not be accepted. Responses must be received via e-mail to contact@example.gov no later than, 10:00 AM Eastern Standard Time (EST) on September 16, 2024. This notice will help the VA in determining available potential sources only. Do not contact VA Medical Center staff regarding this requirement, as they are not authorized to discuss this matter related to this procurement action. All questions will be addressed by the Contracting Officer, Edward Ferkel. All firms responding to this Request for Information are advised that their response is not a request for proposal, therefore will not be considered for a contract award. If a solicitation is issued, information will be posted on the Contract Opportunities website for all qualified interested parties at a later date and interested parties must respond to the solicitation to be considered for award. This notice does not commit the government to contract for any supplies or services. The government will not pay for any information or administrative cost incurred in response to this Request for Information. Information will only be accepted in writing by e-mail to Contracting Officer, Edward Ferkel at contact@example.gov DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.