Sources Sought - Dental Waterline Testing
STATEMENT OF WORK
Scope: The contractor shall provide all labor, travel, materials and the necessary equipment to provide quarterly dental unit waterlines testing to ensure the water used to deliver dental care is of an optimal microbiologic quality. The contractor will schedule a non-clinical time for water sample collection in sterile collection containers. The samples will be transported to their lab and tested according to established protocols of Certified Environment Testing Lab. Results will be reported back to the Dental Service in a timely manner. This must be done quarterly at both Jesse Brown VAMC Dental Service and at Adam Benjamin, Jr., Outpatient Dental Clinic.
Specific Tasks/Deliverables
Task1: Contractor will collect water samples for testing. Cultures will be collected at a time before patient dental treatment is started (Monday-Friday) and proper identification labels utilized. A total of up to 60 samples will be collected at Jesse Brown VAMC Dental Clinic and a total of up to 30 samples will be collected at Adam Benjamin, Jr., OPC Dental clinic. This will be scheduled quarterly. Samples must be collected in a sterile container and sterility and proper temperature control maintained while transported to the testing lab on the same day.
Task 2: Contractor will test water samples. Heterotrophic Plate Count testing will be done with a 1 ml sample. All samples will be set up using Standard methods in Water and Wastewater method 9215B, which requires all samples to be plated in duplicate.
Task 3: Reporting.
3.1 Contractor will report all cautionary results (>200cfu) and all positive results (>500 cfu) to the Chief Dental Service or his designee within one hour of test result (by phone and e-mail).
3.2 Contractor will provide all final results in digital or paper form within 48 hours, to the Chief of the Dental Service or his designee.
Hours of Operation.
Normal hours of coverage are Monday through Friday from 7:30 am to 4:30 pm CST, excluding holidays. All services will be performed at the JBVA Dental Service during off duty hours from 6:30 a.m. until 7:30 a.m. or from 4:30 p.m. until testing has been completed unless requested or approved by Contracting Officer s Representative (COR) or designee. The same hours of service will be performed at the Adam Benjamin Crown Point Outpatient Facility Dental Service.
Holidays include:
New Years' Day Labor Day
Martin Luther King Day Columbus Day
Presidents' Day Veterans' Day
Memorial Day Thanksgiving Day
Independence Day Christmas Day
Services will be performed outside normal working hours 7:00 a.m. -7:30 a.m. or 4:30 p.m. until work is completed. The Contractors shall sign-in at Police and Security Service to obtain a VA Identification badge and return the VA Identification badge when the work is complete. The contractor s serviceman should call Ms. Rosalyn L. Bailey, the COR at 312-569-6671, and report to her at Jesse Brown VA Medical Center Dental Service at room 4435. After all work has been completed the contractor s serviceman shall again report to Ms. Bailey where the contractor serviceman shall submit a written report outlining the water testing services performed and the expected date of the results.
For the ABJCP Outpatient Dental Service the contractor serviceman shall report to the Police and Security Service to obtain and return the VA Identification badge. The contractor serviceman shall report to Dr. Amul Gandhi, Lead Dentist at the ABJCP Outpatient Facility Dental Service room 299. After all work is completed, the contractor s serviceman shall again report in person to Dr. Gandhi at room 299 and submit a written report of water testing services render and when the water testing results will be received.
Performance Monitoring.
The COR will monitor performance of this contract via random direct observation.
a. ACCEPTABLE PERFORMANCE
The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action.
b. UNACCEPTABLE PERFORMANCE
When unacceptable performance occurs, the COR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file.
When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the contractor's program manager.
The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the COR. The Government shall review the contractor's corrective action plan to determine acceptability.
Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.
Security Requirements.
Vendor will not have access to VA Sensitive Information, patient records, or data.
Government-Furnished Equipment (GFE) / Government-Furnished Information. None.
Other Pertinent Information or Special Considerations. All work shall be performed by qualified personnel. All work performed shall comply with EPA guidelines and shall be designed to assure that the Jesse Brown VA Medical Center is providing the best possible water testing.
Place of Performance.
Jesse Brown VA Medical Center - Dental Service
820 S. Damen Ave
Chicago, IL 60612-3728
Adam Benjamin Outpatient Clinic - Dental Service
9301 Madison
Crown Point, IN 46307
Period of Performance.
Base Year: October 1, 2019 September 30, 2020
Option Year 1: October 1, 2020 September 30, 2021
Option Year 2: October 1, 2021 September 30, 2022
Option Year 3: October 1, 2022 September 30, 2023
Option Year 4: October 1, 2023 September 30, 2024
Donald St. Onge
Contracting Officer
donald.st.onge@va.gov
Donald.St.Onge@va.gov
