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Water Managemen Plan Prevention of Healthcare-Associated Legionaella Disease - Attachment

General Information

Document Type:FILE
Posted Date:Aug 23, 2017
Category: Quality Control, Testing and Inspection Services
Set Aside:N/A

Contracting Office Address

Department of Veterans Affairs;Ann Arbor Healthcare System;Network Contracting Office 10;2215 Fuller Road;Ann Arbor MI 48105

Description

The Department of Veterans Affairs, Network Contracting Office 10, 24 Frank Lloyd Wright Drive, Lobby M, Suite 2200, Ann Arbor, MI 48105, intends to solicit offers for comprehensive services including developing, executing, and maintaining a defensible Water Management Program. Contract will be for one year in strict accordance with terms, conditions and provisions of the contract solicitation, NAICS Code 221310. Contractors that can provide this requirement and meets the requirements below are requested to send their 1. Company Name, 2. DUNS number, 3. Business size under NAICS 221310 and 4. If the item(s) are available on a FSS contract or not and the FSS contract number if it is available on contract, 5. Notification if they are a VETBIZ registered VOSB/SDVOSB or not. Contractors must be registered and certified in VETBIZ to be considered VOSB/SDVOSB. This is not a solicitation. This is a Request for Information, Sources Sought. This Sources Sought will close on 8/30/2017 at 12PM EDST. Please e-mail all responses to christopher.gundy@va.gov. Statement of Work Project Title: VHA Directive 1061 Compliance Objective: To assist Ann Arbor VAMC with complete compliance of VHA Directive 1061, Prevention of Healthcare-Associated Legionella Disease and Scald Injury from Potable Water Distribution Systems. Contractor must provide comprehensive services including developing, executing, and maintaining a defensible Water Management Program. Provide continuous water monitoring equipment and services and provide web based data management for all data and documents collected. Statement of Work: Item 1: Contractor shall develop a Water Management Plan (WMP) in strict accordance with 1061. WMP shall contain the following elements: Program team Identify persons responsible for Program development and implementation. Describe water systems and process flow diagrams Describe the potable and non-potable water systems within the building and on the building site and develop water system process flow diagrams. Analysis of building water systems- Conduct a systematic analysis of hazardous conditions in the building water systems. Control measures - Determine location where control measures must be applied and maintained to stay within established control limits. Control locations - Determine the locations in the system where control measures are required. Control limits For each control measure at each control location established, determine the limits including but not limited to a maximum values, a minimum value, or a range of values within which a chemical or physical parameter must be monitored and maintained to reduce hazardous conditions to an acceptable level. Monitoring Establish procedure for monitoring whether control measures are operating within established control limits. Corrective actions Establish the corrective actions to be taken when monitoring indicates tha the control parameters are outside of the established control limits. Confirmation Establish procedures to confirm that: All program elements are being implemented as designed (verification). The program effectively controls the hazardous conditions throughout the building water systems (validation). Documentation Establish documentation and communication procedures for all activities of the program and maintain records appropriate to these principles and their application. Upon completion and approval of the Water Management Program, the contract shall continue to provide support services to train, assist, and facilitate the Program Team in the monitoring, updating, and verification of the WMP. Support services shall be in the form Video Teleconferences and shall not require site visits once WMP is completed. Facilitate and advise the writing of the local HCA Legionella Prevention and Water Management Policy. Facilitate and advise in the on-going management of the team to discuss, address and manage all water systems. Maintain, assist and advise in the executing and maintaining the WMP and documents. Provide guidance, analysis and management of the potable water test results from water quality monitoring data and on-site water testing. Provide, operate and continue to customize a web-based WMP Management information system. Implement, monitor and adjust as necessary the WMP to achieve the desired performance in compliance with 1061. Verify that the WMP is performing as designed on a monthly, quarterly, and annual basis through testing, monitoring and documentation of the system performance. Quarterly V-tel calls to facilitate the program team and manage the program. Item 2: Contractor shall provide a total of three Potable Water (WMS) Continuous Monitoring Systems. One for each of the following buildings: Building 1East, 1West, and Building 28. The contractor shall provide technical support to VA technician s during installation of the equipment. The contractor shall provide a web-based data management system to collect and report all of the data monitored by the PWA Advanced Monitoring Systems. The total system must be pre-wired and pre-plumbed on a rugged single panel to ensure high quality and a simple installation. Installation must require only one tap from the main water line to provide a continuous sample stream of water to the monitoring system. The system must be fully powered by a single 110V power supply. 1. Potable Water (WMS) Continuous Water Monitoring System Panel mounted system for automatic monitoring of free or total chlorine residuals, pH, temperature, pressure and dissolved solids. The system must continuously monitor these sensors and make the data available securely using any Internet connected device. The chlorine monitor must meet the following minimum requirements: - Measure free residual oxidant (FRO) or total residual oxidant (TRO) in potable water systems using the EPA accepted DPD colorimetric test method for measuring chlorine. - Measure chlorine residuals at configurable frequencies as short as 110 seconds. -Support water sample temperatures directly of up to 131 F, and up to 150 F using a sample cooler. - Measurement accuracy of 5% or less for readings of 0-6 mg/L as FRO or TRO - Comply with US EPA regulation 40 CFR 140.74, Standard Method 4500-CLG, and US EPA Method 334.0 Determination of Residual Chlorine in Drinking Water Using an Online Chlorine Analyzer. - Support both a Modbus and 4 20 mA signals. - NEMA 4X rating or equivalent. Water Temperature Sensors - Compact and Programmable temperature sensor with built-in transmitter - Must be programmable by a computer - 4 to 20 mA signal output - 13 and 24 mm probe length - The body must be stainless steel AISI 316L - Temperature range of -58 to 248 0F - Provide cables for hard wiring to PWA system - Sensor accuracy class A in accordance to IEC751 - Configuration kit required for programming is M12TX-CONFIG The data logging device must meet the following minimum criteria: -The system must be properly calibrated and maintained to ensure accurate and reliable performance on an ongoing basis. - Automatically collect and log data at user selected intervals. - Log device data date/time stamps and store in non-volatile memory. - Store interval data locally until the next scheduled upload. Support a Modbus interface plus fifteen additional analog or pulse input signals. - Capable of receiving data from up to 32 additional sensor systems which support Modbus. -Capable of transporting data securely to servers owned and operated by the equipment over cellular and Ethernet Wide Area Networks (WANs). - Capable of providing secure data access and analysis using any Internet connected device. -NEMA 4X rating -Capable of future connection to a building automation system via a local area network (LAN) 2. Maintenance Services The system must be properly calibrated and maintained to ensure accurate and reliable performance on an ongoing basis. Under this contract, contractor shall provide one year of the following: - Training - Monthly calibration and supply of calibration solution for ORP probe - Monthly refreshment of test reagents for the chlorine analyzer - All consumable parts for system components Chlorine Analyzer reagents, tubing/cuvette kits, replacement cuvettes, check valve sets and check valve flushing kits Replacement probes for ORP - Labor, travel and expenses 3. Web-based Data Management System The software platform must meet the following minimum criteria: - Software-as-a-Service (SaaS) enterprise-class platform specialized for building water systems. - Capable of monitoring all sensor data from the potable water quality monitoring system. - Tables and graphs that can be plotted based on user selected time intervals and system parameters -Supports manual data entry via computer and mobile devices, automatic uploading of all water and microbiological test results, documentation of water management plans and activities, and automated sensor monitoring, as specified in VA directive 1061 - Administrative functionality to control user access rights, and automated alert notifications - Data storage for a minimum of five years. - Exportable data to excel and other formats The software platform must meet the following Infrastructure Reliability and Information Security Management requirements: - The web application host will provide a service level agreement ( SLA ) with a service commitment to a monthly uptime percentage of at least 99.95%. Provide Host Documentation. - The web application will be hosted at a datacenter compliant with FedRAMP requirements at the moderate impact level and in accordance with the Federal Cloud Computing Strategy. Provide Host Documentation. - The database will be securely backed up hourly for disaster recovery purposes and provide a minimum durability of 99.999% and uptime of 99.999%. Provide Host Documentation. - The web applications will be hosted as a Software-as-a-Service (SaaS) data delivery model. This will enable easy access to all data in a highly secure environment via the Internet using any internet connected device including personal computers and mobile devices. - The web application will employ at a minimum TLS 1.2 with 128-bit AES encryption and authentication. - The web application will be delivered by way of a secure login-protected environment with registered HTTPS security provisions. The software platform must meet the following minimum Application-Level Security requirements: - A user account and password of adequate complexity will be required for each individual user who accesses the system. New user accounts may only be created by administrators with the appropriate level of authorization. - Administrators shall have the ability to easily remove access from users no longer authorized to use the application. - All edits, deletions, or changes to existing data will be logged with the date and time, user committing the change, and all original data will be preserved. This audit trail will be available to users with the appropriate level of access. - The web application shall have varying levels of access for data collectors, operators, site managers, water management team members, and administrators. - Users can be restricted by region or facility. A user restricted to a specific facility shall only be able to view data and information pertaining to that facility. The software platform must meet the following minimum Data Collection requirements: - Administrators will be able to add, edit, or remove sample points in the system as needed. - A web page will be available in the application for data collectors to enter test results. - The required testing frequency of each sample point can be configured as daily, weekly, or monthly. Alerts can be issued if required sample is missing. - The system will allow data to easily be exported to a suitable format for offline use. - Time-series charts will be provided in real-time for all data recorded in the system. Charts will show alert limits and can be easily customized based on predefined specifications. - A daily summary report will be generated in real-time by the web application, indicating total number of samples tested by region and facility, total number of samples out of specification for chlorine and temperature, as well as chlorine range and average temperature for each facility. - The web application will allow for the storage of electronic documents online. The storage capability will include automated document versioning and all versions of all documents will be retained. - The web application data will be time-stamped with the time it was entered as well as the time the user records it. Edits or changes to the data are logged so the original values can always be recovered. - The web application will have the ability to track customer service requests. Requests can be entered by plant personnel or by authorized contractors/vendors and tracked through the system until they are completed which makes it easy to marry equipment operations with equipment repair and maintenance. - Viewer rights will be determined based on the direction set forth by the client so those who have access can only see or do what they are authorized to see or do, and no one will have a view into areas that are outside the scope of their roles and responsibilities. - The client may reclassify any properties, as and when required, from high risk to low risk or vice versa. The software platform must meet the following minimum Mobile requirements: - A mobile application will be available for data entry on modern smartphones, including Apple IOS, Google Android, and Windows Phone operating systems. - Data can be entered, viewed, and edited on the mobile application by users with the appropriate level of access. - To enable resilient operation in the field, the mobile application will operate with or without an active internet connection. In the absence of an internet connection, data will be stored on the local device and synchronized with the remote server upon restoration of internet access. - The mobile application will be capable of reading QR codes (barcoding) affixed to sample points to identify the sample and minimize data input errors. The web application will be capable of printing QR codes for the associated sample points. The software platform must meet the following minimum Alerts requirements: - Alert levels can be set for each individual parameter at every sample point in the system. Alert levels can be easily adjusted at any time by users with the appropriate authorization. - Alerts shall be issued electronically, by email, upon entry of any data exceeding predefined alert limits. - Each user account can be configured to receive alert emails by region or facility. - Alerts will be clearly indicated when viewing data in the web application. - The web application will incorporate a work order system that will allow alerts to be prioritized and corrective actions to be logged. Users will be able to view the alert and work order history by region or facility for which they are authorized, down to the individual sample points. The software platform must meet the following minimum Remote Data Acquisition requirements: - A system will be provided to allow rapid deployment of remote sensors throughout the facility. The sensors will upload data at regular intervals to the remote servers and the data will be easily accessible in the web application. - The system will be capable of acquiring data from sensors with the following outputs types; current, voltage, resistance, and pulse. - The data acquisition system will be capable of both Ethernet and 3G cellular connectivity. - The data acquisition system will issue alerts electronically, by email, when a sensor reading exceeds predefined alert limits. 4. Place of Performance: The place of performance is the units will be supplied to the Ann Arbor VA Medical Center. 5. Qualifications: The contractor selected to perform this work must be an independent provider of water management services engaged in the development and ongoing management of facility and corporate water management programs. To be deemed independent and thus avoid commercial conflict of interest, neither the prime contractor, nor any partners, subcontractors nor subsidiary companies may sell treatment chemicals, disinfection devices or remediation services. The sale of water testing services and diagnostic equipment related to determining the safety and quality of the water does not void independence.

Original Point of Contact

POC Christopher Gundy

Place of Performance

Address:
Ann Arbor VA Healthcare System;2215 Fuller Road;Ann Arbor, MI 48105
48105,
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