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1.0 INTRODUCTION

The objective of this contract is to provide to Washington DC VA Medical Center, 50 Irving St NW, Washington, DC 20422, maintenance, water testing, and services on the Sterile Processing Services (SPS) critical water treatment systems on behalf of sterile processing department in order to maintain it to the standard of AAMI ST108. Contractor shall provide all parts, labor, shipping, and transportation necessary to perform this service as per the attached price list. For clarification purposes, CO in this contract refers to the Contracting Officer and Site POC refers to the Contracting Officer s Representative.
2.0 SCOPE
The Contractor shall provide an on-site maintenance, testing, shipping, delivery, and repair services necessary to maintain the critical water treatment system supplying the sterile processing department and SPS equipment in a first-class operating condition and within the standards set by AAMI ST108. Contractor personnel will check in and out with the Sterile Processing Supervisor and the Bio-Med Supervisor. Services shall be funded through task orders according to a mutually agreed upon price list. Hours of operation for the Washington DC SPS department are from 6:00 a.m. to 11:00 p.m. Monday through Friday excluding holidays. Services may be required outside of normal working hours or on weekends to avoid interruptions to Sterile Processing operations.

Normal Working Hours
DC VAMC s normal working hours are Monday-Friday, 8:00 am to 4:30 pm, excluding observed Federal holidays:

New Year s Day
Labor Day
Martin Luther King s Birthday
Columbus Day
President s Day
Veteran s Day
Memorial Day
Thanksgiving Day
Juneteenth
Christmas Day
Independence Day
Any other national holiday as declared by the President of the United States



3.0 EQUIPMENT

EQUIPMENT
QTY
Reverse Osmosis (RO) System Ameriwater HCR04
1
PT401 Anti-Scalant Injection feed system with 30-gallon feed tank
1
DI Tanks
2
In-line prefilter carbon tank
1
185 Gallon Storage Tank with High Flow Pump
1
20-3021 Tank Vent Submicron Bacterial Filter

1
QL-600 Viqua VP600 Replacement UV bulb & Sleeve
2
In line 1 megohm-cm Resistivity monitor
1
In line digital Conductivity Monitor
1
Ameriwater Endotoxin filter
1
Associated plumbing, piping, and valves necessary to the systems delivery of critical water to equipment and point of use
1
4.0 MAINTENANCE SERVICES
Preventive Maintenance (PM) shall be performed by a "fully qualified" service representative or service technician. Preventive maintenance visits shall include complete inspection and testing of all equipment and shall conform to Original Equipment Manufacturer (OEM) specifications. The contractor shall clean, adjust, and lubricate equipment, determine the nature and extent of any trouble, and restore the system to satisfactory service by repairing or replacing defective parts or components. Any calibration procedures or adjustments necessary to assure accurate and reliable equipment operation shall be performed at this time. Sufficient time shall be allowed to permit a thorough inspection and test of each device comprising the overall system.
Check feed and product water quality calibration annually.

Maintenance Service Requests
Contractor will accept Maintenance Service requests within 7 calendar days of intended service date.
Time and date of service will be coordinated through Site POC. Site POC is a Washington DC VAMC Biomedical Engineering representative.
Time and date of service shall be confirmed by SPS Leadership to align with SPS downtime to minimize disruption during normal working hours.

Service to be Performed
Description:
Chemical Disinfection
Peracetic Acid chemical disinfection of RO system, storage tank, loop piping in accordance with Manufacturer s specifications
Include travel, parts and labor
Ozone Disinfection
Ozone disinfection of RO system, storage tank, loop piping in accordance with Manufacturer s specifications
Include travel, parts, and labor
DI Tank Exchange
Replace the DI tank
Include travel, parts, and labor
Carbon Block Filter Exchange
Replace the Carbon Block Filter
Include travel, parts, and labor
Gradient MB Filter Exchange
Replace the Gradient Filter
Include travel, parts, and labor
In-line Carbon Prefilter
Replace Inline carbon prefilter
Include travel, parts, and labor
Tier 1 Service:

Chemically disinfecting RO system, storage tank, loop piping
Exchange DI tanks
Replace carbon block and gradient filters
Replace Inline carbon prefilter
Include travel, parts and labor
Tier 2 Service:
Chemically disinfecting RO system, storage tank, loop piping
Exchange DI tanks
Replace carbon block and gradient filters.
Replace Inline carbon prefilter
Top off anti-scalant container if needed.
Include travel, parts and labor
Tier 3 Service:
Chemically disinfecting RO system, storage tank, loop piping
Exchange DI tanks
Replace carbon block and gradient filters
Replace Inline carbon prefilter
Top off anti-scalant container
Replace (4) 50-203 Ultrafilters
Replace storage tank vent filter
Replace UV light bulbs and sleeves (2 units)
Include travel, parts and labor
Standard Labor (8am-4:30PM)

As needed for testing, Repair, and disinfection (included in Tier Services or PM service)
After Hours Labor (4:30pm-8am)
As needed for testing, Repair, and disinfection (executable through notice to proceed from CO while MOD exercised)
Emergency Service (Same Day)
As needed for testing, Repair, and disinfection (executable through notice to proceed from CO while MOD exercised)

Parts

Parts List (or equivalent)
20-5105Â Â Â Chlorplus Carbon Block Filter, 10-micron, 4.5" x 20"Â
279-20-005Â Â 50-203 FiberFlo Hollow Fiber Cartridge Ultra Filter, 20"Â 0.05 Micron, 222 O-Ring
20-3021Â Â Tank Vent Submicron Bacterial Filter Cartridge, 0.2-micron, 2.5" x 10", DOE
S600RL-HOÂ UV Bulb replacement for Sterlight SC-600 / VP600
QSO-600 UV Quartz sleeve for Sterlight S600RL-HO SC-600 / Viqua VP600
QL-600Â Viqua VP600 Replacement UV bulb & Sleeve Kit
MB-45200-05Â Â 4-1/2" x 20" Neo-Pure MB Gradient Filter, 5 Micron
DI TANK - High Purity - 9x42 or 9x48
Portable Exchange Carbon Tank - 10x54
20-5105Â Chlorplus Carbon Block Filter, 10-micron, 4.5" x 20"Â
50-203 AmeriWater Ultrafilters
95-0013 Peracidin , 4 (1) gallon Containers
DI-2101C DI Regeneration Certificate, Standard

50-203 AmeriWater Ultrafilters must be purchased from authorized dealer.

d. Disinfection
Disinfections of the system shall be in line with best industry practices, manufacturer s recommendations, and AAMI ST108.
Contractor shall provide the disinfection procedure to the VAMC for approval prior to each scheduled disinfection. The disinfection procedure shall be approved by the Site POC for each specific component of the critical water system (water treatment equipment (e.g., RO, DI, storage tanks, etc.) and the distribution loop). The procedure at a minimum shall include the following: on-site personnel qualifications, disinfection procedure, type of disinfectant, concentration level, contact time, and system flushing procedure post disinfection.
Increased concentration of chemical disinfectant levels and/or change of chemical disinfectant may be necessary for addressing persistent microbial levels in the system.
Contractor shall provide a post disinfection report to the Site POC that includes type of disinfectant used, concentration level (at each POU, periodically recorded (will vary based on contact time)), contact time, and validation of disinfectant removal from the system prior to the system turn over for facility use.
Chemical Disinfection: Disinfection of RO system, storage tank, loop piping using peracetic acid
Ozone Disinfection: Disinfection of RO system, storage tank, loop piping using ozone
5.0 EMERGENCY SERVICE (Same Day)

For each emergency service visit, initiated at the request of the Site POC, the Contractor shall furnish all labor, parts, consumables and travel necessary to correct any equipment malfunctions and return equipment to operational condition.

If a part, material, component, or service is not included on the price list, the Contractor shall provide relevant pricing to the site POC for submission to receive a separate PO prior to commencing/resuming work. Any services done without an associated Purchase Order/Task Order shall be at the Contractor s own cost.

After each service call, the Contractor shall submit per Reports and Documentation section below.

Four (4) hour response time during Normal Working Hours is required. Response time is defined as time the contractor is first notified until time contractor arrives on station. Telephone response is 30 minutes.

6.0 PARTS

The contractor shall ensure availability of all parts that meet or exceed the original manufacturer's design, and specification to limit the equipment downtime will not be increased due to non-availability or slow delivery of parts. Parts shall be made available within three (3) calendar days to make necessary repairs.

7.0 EXCLUDED SERVICES

a. Contractor will not be obligated to provide services for damage or destruction of equipment where such damage or destruction is:

A result of or caused by fire or explosion of any origin, riot, civil commotion, aircraft, war, or any Act of God including but not limited to lightning, windstorm, hail, flood, of earthquake

Caused by the VAMC misuse or abuse of such instrument

Contamination due to spillage;

Interpretation of data;

Installation of unauthorized field modifications;

b. In the event of service/parts/components being required that are not covered under this contract the Contractor shall submit pricing to be included into the contract for subsequent task orders so long as it is within the intended scope of the contract as determined by the CO.

c. The contractor is not responsible for daily monitoring of Conductivity or daily visual inspection of equipment as called for in ST108 these will be performed by VA staff. They are responsible for a visual and general inspection whenever they are onsite performing any other services.
8.0 SPECIAL WORK REQUIREMENTS

The Contractor shall provide the Site POC with a phone list for contact with alternates in the event of unavailability of POCs.

Upon receipt of a task order the Contractor shall submit a schedule of work to the Site POC within 10 business days. The plan shall contain a schedule detailing when preventative maintenance, routine and periodic service are to be performed. Should the contractor elect to change his work schedule during the course of the contract, a revised work plan shall be submitted to the Site POC for written approval prior to any schedule changes.

Contractor shall perform service repair/preventive maintenance to industry standards and AAMI ST108.

Contractor shall obtain and make available to its field service personnel all operational and technical documentation such as operation and service manuals, schematics, and parts lists necessary to meet the performance requirements of this contract. No work will be allowed on equipment for which the contractor s service representative does not have technical documentation.
9.0 TESTING

Testing shall be in accordance with AAMI ST108.The Contractor must meet competency requirements for water sampling. If results do not meet AAMI ST108 requirements, additional testing and disinfection may be requested.
Freight for overnight shipping to validated Lab for samples.
Define acceptable result delivery turnaround time for each testing as below.
Results shall be sent to vhawasbiomedservice@va.gov and vhawasspsleadership@va.gov email group.

Testing
Type of Testing
Location
Results Turnaround time
Bacterial
Heterotrophic plate count
(using one of three methods: membrane-filtered method; the spread-plate method; pour-plate method)
See Sampling Site Locations
3 business days
Endotoxin
limulus amoebocyte lysate LAL test
See Sampling Site Locations
3 business days
pH
pH meter or Colorimetric
dipsticks (sample tested within
15 minutes)
Post UV/UF Site Sampling Location
7 business days
Conductivity
Conductivity meter

Post UV/UF Site Sampling Location
7 business days
Total Alkalinity
Colorimetric dipsticks
Alkalinity test kit
Post UV/UF Site Sampling Location
7 business days
Total Hardness
Determination of ppm as CaCO3
by Colorimetric dipsticks,
Titration kit, or Handheld
meter
Post UV/UF Site Sampling Location
7 business days

Sampling Locations the contractor and their representatives must be competent of drawing water samples from water ports at the Sampling Site Locations . Site Sampling Locations include:
Loop Out
Loop Return
Post UV/UF
Following Point of Use locations:
Sink #1 AMSCO 70 Adjustable Sink
Sink #2 - AMSCO 70 Adjustable Sink
Sink #3 - AMSCO 70 Adjustable Sink
Sink #4 - AMSCO 70 Adjustable Sink
Washer #1 - AMSCO Washer Disinfector 5052
Washer #2 - AMSCO Washer Disinfector 5052
Washer #3 - AMSCO Washer Disinfector 5052
Ultrasonic Washer - Innowave PCF
Medivators #1 DSD Edge
Medivators #2 DSD Edge
Medivators #3 DSD 201
Medivators #4 DSD 201

Manufacturer
Model
Quantity
Steris
AMSCO 73 Reprocessing Sink
2
Steris
AMSCO 70 Adjustable Sink
2
Steris
Innowave PCF (Sample Port added inline immediately before device inlet)
1
Steris
AMSCO Washer Disinfector 5052
3
Ameriwater
MRO4X RO Product port
1
Medivators
DSD Edge
2
Medivators
DSD 201
2

Water sampling. The Contractor shall provide a water sampling procedure to the Site POC upon award of this contact. The sampling SOP at a minimum shall include on-site personnel qualifications, aseptic technique, testing port flushing procedure, and a sampling collection procedure. (Note: if sampling hoses are used for water sample collection, the SOP must include relevant procedure).
Laboratory requirements. Laboratories that process microbial water samples must be accredited by a recognized regional, national, or international accrediting body. Examples of such accrediting bodies include the National Environmental Laboratory Accreditation Program (NELAP); the American Association for Laboratory Accreditation (A2LA); the Environmental Microbiology Laboratory Accreditation Program (EMLAP); and the American National Standards Institute (ANSI)-American Society for Quality (ASQ) National Accreditation Board (ACLASS).
Contractor must submit laboratory certification documentation to the Site POC upon contract award and/or any time the Contractor chooses to use another laboratory for microbial sample processing.

10. COMPETENCY OF PERSONNEL

Each respondent must have an established business, with an office and full-time staff. The staff shall include a "fully qualified" field service engineer. The Firm shall have at least three years experience across multiple facilities within 200 miles of service location in maintaining equivalent systems in sterile processing settings in a healthcare sterile processing environment in accordance with AAMI Standards. The contractor shall provide proof of past performance and references to demonstrate customer satisfaction and technical competency completing the work identified in this SOW.

Contractor shall ensure that only fully qualified field engineers and technicians (FQFET) perform any and all work under this contract. FQFET have completed Original Equipment Manufacturer (OEM) or comparable third-party service schools for the above-mentioned equipment and can provide proof of completion upon request. Proof of completion shall be provided in writing no later than 5 business days from request. Proof of competency shall be provided for each representative of the contractor prior to them providing any services for which competency is required.

Fully qualified is based upon training and on experience in the field. For training, the field service engineer(s) has successfully completed a formalized training program. For field experience, the field service engineer(s)/technician should demonstrate specialized experience with respect to scheduled and unscheduled preventive and remedial maintenance.

Field service engineer(s)/technician shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "fully qualified" competent field service engineer(s)/technician. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved field service engineer(s)/technician The Contracting Officer may authenticate the training requirements, and request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing the equipment. The Site POC specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the equipment.

Contractor shall demonstrate that it follows standard operating procedures (SOP) for test sampling and disinfection, they shall provide their SOP for Disinfection and sample collection prior to award, this SOP must explicitly state steps to be taken and be in line with industry best practices for water sampling and system disinfection.

Personnel must demonstrate they are able to meet response time requirements through proximity to the facility.
10.0 REPORTS AND DOCUMENTATION

The Contractor shall provide the following reports to vhawasbiomedservice@va.gov within 5 business days:

The report shall include all costs associated with accomplishing the repair to include parts, supplies and labor hours and labor rates.
At minimum, the report shall contain the following information: service technician name, date, time, equipment unit number, problem reported and discovered, action taken, beginning and completion time.

This written report shall be submitted to vhawasbiomedservice@va.gov for review and is required prior to invoice submittal.

Noncontract Charges: The contractor shall not perform any service that will result in additional charges without prior approval from the Contracting Officer.
Payment will be made in arrears, and upon receipt of a properly prepared invoice:
references the period for which payment is due and exactly matches submitted written report
Itemizes all services rendered, labor costs, and the equipment serviced, as appropriate
Identifies quantity of sampling and sample tests completed
lists the contract number and/or assigned purchase order number
includes the correct payment address
All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

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