F103--Water Cooling Tower Testing, Treatment, and Maintenance for VA Palo Alto Health Care System

Other / Unclassified

This document is a Standard Operating Procedure (SOP) titled "PREVENTION OF HEALTHCARE-ASSOCIATED LEGIONELLA DISEASE AND SCALD INJURY FROM POTABLE WATER DISTRIBUTION SYSTEMS." It establishes guidelines for preventing Healthcare-Associated Legionella Disease (HCA LD) and Scald Injury within the VA Palo Alto Health Care System (VAPAHCS) buildings. The SOP details procedures for monitoring water quality, temperature, and biocide levels, as well as corrective actions and emergency remediation protocols.

While this document is an internal SOP and not a solicitation, it outlines critical operational procedures and standards related to water safety within the VAPAHCS. Bidders responding to opportunities involving facilities management, maintenance, or healthcare services at VAPAHCS may find this document relevant for understanding the existing operational environment, compliance requirements, and potential areas of focus for service delivery. It highlights the importance of water quality, temperature control, and prevention of waterborne diseases, which could be pertinent to the scope of work for certain contracts.

Other / Unclassified

This document is a rescission memorandum (HCSM No. 138-18-31) for the "Heating, Ventilation, and Air Conditioning Water Treatment Policy" originally dated September 1, 2008. The rescinded policy's information has been moved to a new Standard Operating Procedure (SOP) 138-21-31, which is effective December 9, 2021. The rescission is noted as being archived in December 2022, but the rescission itself remains in effect.

This document is relevant to bidders as it indicates that the previous policy regarding HVAC water treatment has been superseded by a new Standard Operating Procedure (SOP 138-21-31). Bidders responding to opportunities related to HVAC maintenance or water treatment services should consult the new SOP for current requirements and procedures, rather than the rescinded policy.

Form / Attachment / Pricing Sheet

This document, "Engineering Standard ES-2019-001 COOLING TOWER WATER SYSTEMS," establishes mandatory technical design and operational standards for the management of Cooling Water Systems at Veterans Health Administration (VHA) owned or operated facilities, or leased facilities providing services to VHA. It aims to ensure the safe and efficient operation of these systems to prevent and control waterborne pathogens.

• Scope: Covers all VHA owned, operated, or leased facilities.
• Purpose: To set standards for cooling tower water systems to ensure optimal performance, prevent corrosion, and mitigate the growth of pathogens like Legionella.
• Policy: Mandates the establishment of Cooling Tower Policies and written utility system management plans by VHA medical facilities.
• Appendices: Includes detailed requirements for Cooling Tower Management Plans (Appendix A), Maintenance and Operation Requirements (Appendix B), Environmental Sampling Protocol for Biological Indicator Testing (Appendix C), and Codes, Standards, and References (Appendix D).
• Key Areas Covered: Definitions, Cooling Tower Policy, Water Treatment, Water Testing, Design/Construction/Operation, Employee Notification, Operation/Maintenance/Testing, Biological Testing, and Chemical Treatment.

This standard is crucial for any bidder involved in the design, construction, maintenance, operation, or water treatment of cooling tower systems within VHA facilities. It outlines the mandatory requirements and best practices that must be adhered to, directly impacting the scope of work, compliance obligations, and performance expectations for related contracts. Understanding these standards is essential for developing accurate proposals and ensuring successful project execution.

Amendment / Modification

This document is an amended transmittal sheet for VHA Directive 1061(4), "Prevention of Health Care-Associated Legionella Disease and Scald Injury from Water Systems." The directive has been amended multiple times:

• October 21, 2024: Clarified biocide assessment requirements for incoming water and biocide residual monitoring in Appendix A.
• March 4, 2024: Clarified responsibilities of the VA medical facility Water Safety Committee Chair in relation to Appendix C.
• September 26, 2022: Updated a link in the Background and Responsibilities sections, removed outdated/redundant links, clarified a paragraph in Appendix A, corrected a chlorine concentration unit in Appendix A, corrected paragraph numbering in Appendix D, updated a link in Appendix D, corrected and clarified bacteria testing information in Appendix D, and corrected a paragraph reference in Appendix E.
• February 16, 2021 (Original Issuance): Expanded and clarified the scope and applicability of the document, added provisions on non-potable water, updated provisions on environmental Legionella testing and actions for potable water systems, and updated definitions for Legionella disease surveillance.

Amendments have affected various sections, including Appendices A, C, D, and E, as well as background and responsibilities sections.

This document is a directive and does not directly impact proposal submissions. It outlines policy and procedures for VHA facilities regarding Legionella prevention and scald injury mitigation.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Performance Work Statement (PWS) outlines the requirements for chemical water treatment, preventative maintenance, and semi-annual cleaning of HVAC cooling towers and closed-loop water systems at the Veterans Affairs Palo Alto Health Care System (VAPAHCS), encompassing the Palo Alto, Menlo Park, and Livermore campuses.

• Chemical Water Treatment: Weekly testing and chemical balancing for cooling towers; monthly testing and chemical balancing for heating hot water (HHW), processed chilled water (PCHW), and chilled water (CHW) loops.

• Preventative Maintenance: Monthly, quarterly, and annual preventative maintenance for cooling towers, including water-side cleaning, electrical system inspection, and electronic control analysis.

• Cleaning: Semi-annual cleaning of cooling tower systems (basins and sumps) with a biocide treatment program.

• Maintenance & Repair: Provide unscheduled/emergency maintenance and repair services for cooling towers and limited maintenance for closed loop water systems.

• Reporting: Submit weekly, monthly, and annual reports detailing services performed, test results, chemical usage, and any identified issues.

• Compliance with current code editions, manufacturer guidelines, VA memorandums, and industry standards.

• Adherence to specific testing parameters for cooling towers (e.g., Conductivity, pH, Total Hardness) and closed loops (e.g., pH, Sodium Nitrite, Iron).

• Maintenance of specific chemical levels within target limits.

• Performance Assurance Checks (PAC) after maintenance and repair services.

• The PWS covers services at three VA campuses: VA Palo Alto, VA Menlo Park, and VA Livermore.

• Specific period of performance is not detailed in this document, but it outlines annual, monthly, and quarterly tasks.

• Contractor must obtain all necessary licenses, permits, and insurance.

• Compliance with federal, state, and local laws, including OSHA and VA-specific directives related to Legionella prevention.

• Contractor personnel must undergo background checks and obtain VAPAHCS-issued identification badges.

• Safety program adherence, including electrical safety, hazardous material handling, and confined space programs.

• Use of OEM parts for repairs and replacements.

• Government-furnished services include electricity, fresh water, sewage, and non-hazardous refuse collection.

Sources Sought Announcement

This is a Sources Sought Announcement for "Water Cooling Tower Testing, Treatment, and Maintenance" for the VA Palo Alto Health Care System. The government is gathering information to determine its procurement strategy and is not currently issuing a solicitation. No payment will be made for submitted information, and it will not be disclosed outside the VA.

Contractors should be capable of providing:

• Weekly testing of all Cooling Towers and Monthly testing of Closed Loops (HHW, PCHW, CHW).
• Semiannual cleaning of Cooling Towers.
• Monthly, Quarterly, and Annual Preventative Maintenance (PMI) Checks & Maintenance of Cooling Towers.
• Unscheduled Maintenance and Troubleshooting.

A draft Performance Work Statement (PWS) is attached, detailing the specific services required.

• NAICS Code: 541380 (Testing Laboratories)

• Small Business Size Standard: $19 Million

• Projected Period of Performance (Base Year): September 1, 2026 – June 29, 2027

• Response Deadline: March 30, 2026, 15:00 PST

• Submission Method: Email to Timothy.Smith9de3@va.gov

• Required Information:

  • Company’s Socioeconomic Status (registered with SBA if SDVOSB/VOSB)
  • Company Legal Name and Unique Entity ID (SAM)
  • Primary Point of Contact (phone and email)
  • Capabilities Statement
  • List of similar Government and Commercial Projects
  • Responses regarding Limitations on Subcontracting (FAR 52.219-14 and FAR 52.219-27)
  • Price estimate for the Base Year (CLINs provided)

• Failure to provide requested information will be considered non-responsive.

• Contractors must be registered in the System for Award Management (SAM).

• SDVOSB and VOSB firms must be registered and verified with the SBA at the time of submission.

• Information gathered will be used to determine the procurement strategy, including potential set-asides.

• Reference RFQ number 36C26126Q0533 on all correspondence.

• Several attachments are provided, including a Draft PWS, VHA Directive 1061.4, and various SOPs.