United States - H--36C26319Q0469 Water Testing- Legionella VAMC Saint Cloud, MN

Description

Added: Apr 10, 2019 3:00 pm

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

General Information

Document Type:

Combined Solicitation/Synopsis

Solicitation Number:

36C26319Q0469

Posted Date:

4/10/2019

Original Response Date:

5/10/2019

Current Response Date:

5/10/2019

Product or Service Code:

H146

Set Aside (SDVOSB/VOSB):

SDVOSB

NAICS Code:

541380

Contracting Office Address

Department of Veteran Affairs

NCO 23, Black Hills Services Team

113 Comanche Road

Fort Meade, SD 57741-1002

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued.

This solicitation is a request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through the Federal Acquisition Circular.

The associated North American Industrial Classification System (NAICS) code for this procurement is 541380, with a small business size standard of $15 Million.

The Department of Veterans Affairs, VAMC St. Cloud, 4801 8th Street, St. Cloud MN 56303-2015 is seeking to purchase Legionella Water Testing Services.

All interested companies shall provide quotations for the following:

OBJECTIVES:

The purpose of this contract is to procure services for collecting and analyzing water samples for Legionella in accordance with VHA Directive 1061, PREVENTION OF HEALTHCARE-ASSOCIATED LEGIONELLA DISEASE AND SCALD INJURY FROM POTABLE WATER DISTRIBUTION SYSTEMS and for collecting and analyzing water samples to verify compliance with Infection Control Standards for VA Dental Clinics, 21 October 2013, and EPA Safe Drinking Water Act regulations in Dental Offices in the St. Cloud VA Health Care System. A summary of expected sample collection and analysis activities is attached as Attachment A. VHA Directive 1061 is attached as Attachment B. Infection Control Standards for VA Dental Clinics is attached as Attachment C.

SCHEDULE OF SUPPLIES:

Legionella Sampling Requirements:

General Procedures for Legionella Sampling:

The contractor shall furnish all personnel, supervision, equipment, supplies, facilities, certifications, transportation, and resources necessary to perform Legionella water testing. The contractor must furnish all sample collection equipment. Containers must be sterile, appropriate for the analysis, properly preserved, and promptly transported to the laboratory under strict chain of custody procedures.

The contractor shall collect and analyze water samples from distal points (sinks and showers) and ice or water from ice machines on the St. Cloud VA Health Care System campus included in the contract. Specific distal point locations for sampling will be determined by the COR and/or the Health Care System Point of Contact. One Hundred Twenty (120) samples will be taken during quarterly sampling. The numbers and types of samples to be collected and analyzed are specified in Attachment D.

Testing of the building s hot and cold water distribution system(s) for L. pneumophila must be performed quarterly (once per Federal Fiscal Year quarter, plus or minus 10 calendar days from the date of the last performance of regular quarterly service). Extensions may be granted for unforeseen conditions and for other factors outside of the contractor s control.

Water samples must be taken from outlets on the hot water distribution system and outlets on the cold water distribution system from each building for each quarterly testing cycle. NOTE: Outlets are the points in the water distribution system where the end user comes in contact with the water (e.g., faucet, showers, and ice machines). Water samples will be taken at first draw to catch the water that comes out immediately from the outlet and will be at least 250 ml.

At the time each water sample is taken, test (measure) and document the following for each sample: water temperature after it reaches a stable temperature, level of residual biocide (performing the proper testing for the site based on type of biocide), and pH. This documentation needs to be provided with the analysis results.

Non-routine sampling (outside of the quarterly sampling) may be conducted as needed. The

St. Cloud VA Health Care System is allowed non-routine samples numbering up to 10% of the total samples taken from each health care system annually. If sampling over this amount is needed by healthcare systems, the contractor will provide a fixed price for the sampling equipment and analysis and for the collection of samples for each healthcare system. The cost of this sampling will be added to the overall price of the contract. Additional sampling will be conducted upon approval by the Contracting Officer s Representative (COR).

For non-routine sampling, the contractor must be able to sample within 24 hours of being notified of the need to sample. Samples of at least 1000 ml may be required. Water samples will be taken at first draw to catch the water that comes out immediately from the outlet. Swab sampling may be conducted along with the water sampling for non-routine sampling. Swab sampling will be done in accordance with VHA direction and in accordance with direction from the laboratory where the samples will be analyzed.

The specific sampling location and type of sample (e.g. hot water or cold water) will be specified by COR and/or Health Care System Point of Contact. Specific distal points sampled will vary per quarter, so communication with the Health Care System Point of Contact will be required before the round of sampling each quarter or before non-routine sampling in order to ensure that the contractor knows the locations of sampling. The locations of buildings included in the sampling are attached at Attachment D. This list also includes the Health Care System Points of Contact information.

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 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. 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 and Prevention (CDC) Environmental Legionella Isolation Techniques Evaluation (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. Quantify L. pneumophila and identify the presence or absence of other Legionella species. NOTE: Rapid testing method, such as polymerase chain reaction (PCR) and direct fluorescent antibody (DFA) are not permitted.

In addition to the CDC ELITE certification, the laboratory must have environmental microbiology accreditation by a nationally recognized accrediting body, such as EMLAP, NELAP, etc. Proof of certification must be provided before acceptance of contract.

Provide all sample analysis reports via e-mail to COR and Health Care System Point of Contact. Notification of any positive sampling results will be made within two working days of making this determination. Analytical reports shall include a signed copy of the chain of custody, identification of sampling locations and conditions, including the specific outlet temperature of water at the time the sample was collected, pH, biocide residual levels, method detection limits, and a description of test methodology. The final report submitted to the COR and Health Care system Point of Contact shall be in Excel Spreadsheet format and include:

Sample ID.

Sample date.

Floor number.

Room number.

Sample source.

Faucet.

Shower.

Etc.

Sample type.

Hot water.

Cold water.

Sample volume in milliliters (ml).

Water temperature in degrees Fahrenheit.

Biocide type.

Biocide level.

pH.

Name of individual taking the sample.

Date sample sent to laboratory.

Date report sent to POC and COR.

Was Legionella detected in the sample.

Yes or no.

If yes, provide species and serogroup with concentrations in CFU/ml.

Name of the laboratory used for Legionella testing.

Lab sample Id.

Was sample stored for future molecular typing.

Yes or no.

If yes, what is the storage end date.

Sample analysis reports must be provided within 15 calendar days of the lab receiving the samples. If the 15th day falls on a weekend or federally observed holiday, the reports shall be provided no later than the next normal business day.

The testing laboratory shall have qualified technical support staff for consultation relative to water sample collection, testing, and interpretation of results.

Procedures for Sampling for Safe Drinking Water Compliance for Dental Waterlines:

General Requirements and Procedures for Sampling of Dental Waterlines:

Sampling equipment and lab analysis will be provided to the Dental Clinic for testing their waterlines for compliance with the EPA Safe Drinking Water Act standard for potable water and the Infection Control Standards for VA Dental Clinic, dated 21, October 2013. Sampling analysis will be for total colony forming units (cfu) of heterotrophic water bacteria per milliliter of water.

The Contractor will furnish sterile bottles appropriate for the analysis, properly preserved, and promptly transported. The Contractor will furnish appropriate shipping containers for the transportation of samples to the laboratory. The bottles a unique identifying number for the sample. Comprehensive instructions on how samples will be collected, preserved, and transported to the laboratory for analysis will be provided to the facility. The laboratory will follow strict chain of custody procedures upon the receipt of the samples from the facilities.

Sampling is required on a quarterly basis for each waterline in the St. Cloud Medical Center Dental Clinic, which is located at 4801 Veterans Drive, St. Cloud, MN 56303. The Facility Point of Contact is Lynn Dhein, 320-255-6480 ext. 7144. Seventy-five (75) samples will be taken during quarterly sampling.

Non-routine sampling (outside of the quarterly sampling) may be conducted as needed. The health care system is allowed non-routine samples numbering up to 10% of the total samples taken annually. If sampling over this amount is needed by the healthcare system, the contractor will provide a fixed price for the sampling equipment and analysis. Additional sampling will be conducted upon approval by the COR. The cost of this sampling will be added to the overall price of the contract. For non-routine testing, sampling bottles and supplies must be received the requesting Dental Clinic within 2 business days of being notified of the need to sample.

The laboratory that processes the water samples will be certified by the Environmental Protection Agency (EPA) and/or Minnesota Pollution Control Agency (MPCA) to perform environmental sampling. Proof of certification must be provided before acceptance of the contract. The laboratory will utilize the Standard Spread Plate Method 9215C using R2A agar. Sampling results will report the number of colony forming units of heterotrophic water bacteria per milliliter of water (cfu/ml), readings of less than 10 or greater than 500 may be recorded as <10 cfu/ml or > 500 cfu/ml.

Provide all sample analysis reports via e-mail to the COR and the Health Care System Point of Contact within 10 calendar days of receiving the sample. If the 10th day falls on a weekend or federally observed holiday, the reports shall be provided no later than the next normal business day. Notification of any positive sampling results will be made within two working days of making this determination Analytical reports shall include a signed copy of the chain of custody, identification of sampling locations, method detection limits, and a description of test methodology.

The testing laboratory shall have qualified technical support staff for consultation relative to water sample collection, testing, and interpretation of results.

HOURS OF OPERATION:

The Contractor will conduct work on-site during normal business hours, Monday-Friday, 8:00-4:00 excluding federal holidays. The Contractor shall coordinate with the COR and/or the POC to determine when work can be performed.

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 personnel at all times.

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 COR for this contract is:

Corinne Schrantz, Supervisory General Engineer

4801 Veterans Drive

St. Cloud, MN 56303

Phone: 320-252-1670 extension 6715

E-mail: corinne.schrautz@va.gov

Health Care System Point of Contact:

Annette Hoheisel, Industrial Hygienist

4801 Veterans Drive

St. Cloud, MN 56303

Phone: 320-255-6480, extension 6511

E-mail: annette.hoheisel@va.gov

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)

The delivery/task order period of performance is 6/15/2019 to 6/14/2020.

Place of Performance

Address:

The Department of Veterans Affairs

VAMC St. Cloud, 4801 8th Street

St. Cloud MN

Postal Code:

56303-2015

Country:

UNITED STATES

Award shall be made to the quoter based on the offer that provides the lowest priced quote to the Government and can meet the servicing requirements outlined in the attached SOW, considering technical capability, past performance, and price.

The government will evaluate information based on the following evaluation criteria: FAR Part 12 - Acquisition of Commercial Items and Part 13 - Simplified Acquisition Procedures. The Government intends to base award determination on the offer that provides the lowest priced quote to the Government and can meet the servicing requirements outlined in the attached SOW.

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

FAR 52.212-1, Instructions to Offerors Commercial Items

FAR 52.212-3, Offerors Representations and Certifications Commercial Items

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. Failure to complete the registration will result in elimination from consideration for award.

The following contract clauses apply to this acquisition:

FAR 52.212-4, Contract Terms and Conditions Commercial Items

FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders

All quoters shall submit the following: Quotes must be received no later than 11:00 AM MST Friday, May 10, 2019. The anticipated date of award will be approximately June 15, 2019. It is the responsibility of the offeror to ensure their quote is received in its entirety by the POC listed below prior to the solicitation closing date and time.

Quotes will only be accepted by email. All quotations must be sent in .pdf, or .docx format only to Stephen Holly, Contract Specialist @ stephen.holly@va.gov. Include the following in your subject line: Quotations submitted in response to 36C26319Q0469.

This is an open-market combined synopsis/solicitation for services as defined herein.  The government intends to award a purchase order as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

quoter shall list exception(s) and rationale for the exception(s).

Submission shall be received not later than 1:00 AM MST Friday, May 10, 2019. Quotes will only be accepted by email. All quotations must be sent in .pdf, or .docx format only to Stephen Holly, Contract Specialist @ stephen.holly@va.gov. Include the following in your subject line: Quotations submitted in response to 36C26319Q0469. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Faxed offers, quotes, or bids will not be accepted.

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the contract specialist Stephen Holly, @ stephen.holly@va.gov no later than 2:00 PM. MST on Tuesday, April 23, 2019. Questions will not be addressed via telephone.

Point of Contact

Stephen Holly | U.S. Department of Veterans Affairs

Contract Specialist | Network Contracting Office 23 (NCO 23)

113 Comanche Road, Fort Meade, SD 57741 | office: (605) 720-6896 | Fax: 605-720-7051

Opportunity closing date

17 May 2019

Value of contract

to be confirmed