Q301--Legionella Water Testing 442

Amendment / Modification

This amendment revises the response date and includes Questions and Answers.

• Response Date/Time: Revised to March 11, 2026, 10:00 AM Mountain Time, Denver, USA.

• Questions and Answers: Included in an attached document.

• Offerors must acknowledge receipt of this amendment with their offer.

• Failure to acknowledge receipt may result in offer rejection.

• No further questions will be accepted.

• Offers or questions should be submitted to Christine Jarvis via email: christine.jarvis@va.gov.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the solicitation for Legionella testing services. It clarifies requirements, testing methodologies, and submission details.

• Testing Methodology: Positive samples will be analyzed using CDC ELITE standards, identifying the type of Legionella and CFU/mL. Negative results require no further testing. PCR testing may be used for screening, but positive results must still be confirmed with CDC ELITE standards.
• Serogrouping: SG1 and SG2-15 are acceptable for serogrouping.
• Sample Collection: The VA collects samples. Routine sample collection typically occurs in December, March, June, and September. Samples are collected on Mondays or Tuesdays and shipped within 24 hours. The VA may be flexible with collection days if the lab can process samples before weekends/holidays. Ice samples are not collected; water samples are taken from hot and cold-water sources.
• Data Reporting: Boilerplate forms are not provided. Results reports must include information identified in the Statement of Work. The VA receives results in PDF format.
• Risk Assessment Data: Water temperatures, pH, and biocide levels are recorded during sample collection. Specific requirements for ice machine and hot water source samples are outlined.
• Shipping: FedEx is an acceptable shipping courier.

Offers are due March 11, 2026, at 10:00 AM Mountain Time. All questions/inquiries must be submitted via email by February 27, 2026, at 10:00 AM Mountain Time. The acquisition is a 100% Service-Disabled Veteran Owned Small Business (SDVSOB) set-aside with NAICS code 541380. Testing laboratories must be CDC ELITE certified. Offers not complying with solicitation terms may be deemed non-compliant.

Solicitation / RFP / RFQ

This document is a solicitation for Indefinite Delivery Contract (IDC) services for Legionella Testing and Analysis. The acquisition is unrestricted. The estimated value is $19 Million.

• Provision of portable Legionella samples and analysis.

• Services to be performed in accordance with the Statement of Work (SOW).

• Adherence to technical industry standards including VHA Directive 1061, OSHA, and CDC guidelines.

• Contract Type: Indefinite Delivery Contract (IDC).

• Period of Performance: April 1, 2026, through March 31, 2031 (1-year base period and four 1-year option periods).

• Guaranteed Minimum: The cost of 20 tests at the rate identified in the price schedule.

• Offer Due Date: March 6, 2026, at 10:00 AM MST.

• Solicitation Number: 36C25926Q0253.

• FAR clauses 52.212-1, 52.212-4, 52.212-3, and 52.212-5 are incorporated by reference or attached.

• This acquisition is unrestricted.

• Specific clauses related to VA Small Business Programs (SDVOSB) are included, indicating potential set-aside considerations or preferences.

• The solicitation incorporates by reference FAR 52.212-1, 52.212-4, and 52.212-5. FAR 52.212-3 is attached.

• Invoices are to be submitted monthly in arrears following completion of testing.

• Payment requests must be submitted electronically via VA’s Electronic Invoice Presentment and Payment System or conforming X12 EDI formats.

• The delivery location for services is the Cheyenne VA Medical Center, Cheyenne, WY.

Amendment / Modification

This document is an amended 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 links in various sections, removed outdated links, clarified paragraph 2.a. of Appendix A, corrected chlorine concentration units in Appendix A, corrected paragraph numbering in Appendix D, updated a link in Appendix D, clarified bacteria testing 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 updated definitions for Legionella disease surveillance.

Amendments have affected various sections, including Appendices A, B, C, D, and E, as well as specific paragraphs related to biocide assessment, water safety committee responsibilities, links, testing procedures, and definitions.

This document is a directive outlining policy and procedures for VHA facilities. It does not involve a solicitation or require vendor submissions. The changes detailed are internal policy updates for the Department of Veterans Affairs.

Form / Attachment / Pricing Sheet

This document is a Wage Determination from the U.S. Department of Labor, Wage and Hour Division, for the Service Contract Act. It lists occupational classifications and their corresponding minimum wage rates and fringe benefits required for contracts in Laramie County, Wyoming. Bidders must use this information to ensure their proposed wages and benefits meet or exceed these minimums for covered service employees.

• Occupational Codes and Titles: A comprehensive list of job classifications relevant to government contracts.
• Minimum Wage Rates: The hourly rate that must be paid for each listed occupation.
• Fringe Benefits: Information on required fringe benefits, such as Health & Welfare and Vacation, with specific rates and accrual rules.
• Executive Orders: Notes on Executive Orders 13706 (Paid Sick Leave) and 13658 (Minimum Wage) and their applicability.
• Footnotes: Explanations for specific occupations, such as Computer Employees and Air Traffic Controllers, detailing applicability and potential conformance requirements.
• Conformance Process: Instructions on how to request authorization for additional classifications and wage rates not listed in the determination.

This wage determination is critical for any bidder proposing to perform services covered by the Service Contract Act in Laramie County, Wyoming. It directly impacts labor cost calculations for proposals and ensures compliance with federal labor laws. Bidders must carefully review the listed occupations and their corresponding wage and benefit requirements to accurately price their bids and plan for workforce compensation.

Form / Attachment / Pricing Sheet

This document is a "VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023) (DEVIATION)". It requires offerors to certify their compliance with subcontracting limitations if awarded a contract.

• Services Contracts: Offerors must certify that they will not pay more than 50% of the contract amount to firms that are not certified Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) or Veteran-Owned Small Businesses (VOSBs).
• Construction Contracts: Separate limitations apply for general construction (85%) and special trade construction (75%).
• Certification Requirement: Offerors must complete, sign, and return this certification with their bid, quotation, or proposal. Failure to do so will render the offer ineligible for award.
• Penalties: False certifications are subject to criminal, civil, or administrative penalties.
• Compliance Verification: The VA may require documentation to verify compliance during contract performance and upon completion.

This is a mandatory certification for all offerors. Bidders must understand and agree to these subcontracting limitations to be considered for award. The specific percentage limitations for services (50%) are critical for planning subcontracting efforts. Failure to complete and submit this form will result in disqualification.

Form / Attachment / Pricing Sheet

This document is a pricing schedule for Legionella Testing Services. Bidders should use this to understand the estimated quantities and structure for pricing their services over multiple ordering periods.

• CLINs (Contract Line Item Numbers): Differentiate between the primary testing service (e.g., 0001, 1001) and optional retesting services (e.g., 0002, 1002).
• Description: Details the scope of the Legionella Testing Service, including personnel, equipment, materials, shipping, supervision, certifications, laboratory analysis, processing, reporting, quarterly testing, and retests.
• Estimated Quantity: Specifies the number of units (EA - Each) for both the primary service and optional retesting.
• Ordering Periods: The pricing schedule covers multiple ordering periods:
  • BASE ORDERING PERIOD: 4/18/2026 - 3/31/2027
  • ORDERING PERIOD: 4/1/2027 - 3/31/2028
  • ORDERING PERIOD: 4/1/2028 - 3/31/2029
  • ORDERING PERIOD: 4/1/2029 - 3/31/2030
  • ORDERING PERIOD: 4/18/2030 - 3/31/2031

This pricing schedule is critical for bidders to formulate their proposals. It outlines the expected volume of services required over several years and the breakdown between routine testing and potential retesting, allowing for accurate cost estimation and competitive pricing.

Statement of Work (SOW)

The primary objective is to perform environmental water analysis to detect the presence of Legionella bacteria at the VAMC-442 facility in Cheyenne, WY.

• Perform quarterly testing and analysis of water samples for Legionella bacteria.

• Analyze a total of 20 (250mL) samples per quarter for four quarters.

• Provide Legionella sample bottles and perform retesting and analysis as required.

• Test duration from sample receipt to analysis completion shall not exceed 10 calendar days.

• Testing must comply with VHA Directive 1061 and CDC Elite Lab protocol.

• Test hot and cold-water distribution systems quarterly.

• Provide analysis results to the COR within 24 hours of completion.

• Report Legionella by species in colony forming units (CFU/ml).

• Provide priority analysis for re-testing of positive results.

• Notify COR within 24 hours of identifying a positive Legionella result to initiate retesting.

• Contractor must maintain ELITE Laboratory Certification throughout the contract.

• Testing services and results must be delivered in accordance with the established schedule (100% of the time).

• Emails and phone calls returned within 1 business day (100% of the time).

• All necessary supplies for testing and shipping must be pre-shipped to meet the quarterly schedule (100% of the time).

• Duration of work will not exceed one year (365 calendar days).

• Location: VAMC-442, Cheyenne, WY 82001.

• Contractor must provide all materials for sample collection, preservation, and overnight shipping.

• Contractor must use a laboratory certified by the CDC Environmental Legionella Isolation Techniques Evaluation (ELITE) program.

• Contractor must provide a Point of Contact (POC) with full authority for the order.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ #36C25926Q0253) for Legionella Water Testing and Analysis services for the Department of Veterans Affairs, Network Contracting Office 19. The government is seeking to procure these services in accordance with the provided Statement of Work (SOW)/Performance Work Statement (PWS).

• Certified testing, analysis processing, and reporting of Legionella in water samples.

• Services include quarterly testing, retests as required, and reporting of results.

• Estimated annual quantities are detailed in the CLINs, with CLIN 0001 and 1001 each estimating 80 units (testing services) and 2 units (retests) per year, repeated for CLINs 2001 and 3001, and 4001.

• Contract Type: Firm-fixed price Indefinite-Delivery Indefinite-Quantity (IDIQ).

• Period of Performance: Five (5) years (60 months), from 04/01/2026 to 03/31/2031.

• Task Orders: Minimum of 1x per ordering period for a 5-year duration.

• Offers Due: March 6, 2026, 10:00 AM Mountain Time.

• Questions Due: February 27, 2026, 10:00 AM Mountain Time. Submit all questions via email to christine.jarvis@va.gov.

• Submission Volumes: Quotes must include Price (Attachment 2), Narrative for Responsibility/Technical Capability, Past Performance (max 3 efforts), and Limitation of Subcontracting (Attachment 3).

• Evaluation Factors: Price and Non-price factors (General Standards of Responsibility/Technical Capability, and Past Performance). Award will be made to the responsible offeror whose quote is most advantageous to the Government, price and other factors considered. The evaluation will be conducted using a two-factor comparison.

• This acquisition is a 100% Service-Disabled Veteran Owned Small Business (SDVOSB) set-aside.

• NAICS Code: 541380 (Testing Laboratories and Services), small business size standard $19 Million.

• PSC Code: Q301 (Medical – Reference Laboratory Testing).

• SDVOSB status must be verified in the SBA Small Business Certification (SBS) database at the time of quote submission and award.

• Place of Performance: Cheyenne VA Medical Center, 2360 East Pershing Blvd., Cheyenne, WY 82001.

• Award will be made on an All or Nothing Basis.

• Offerors must provide current ELITE certification.

• Reference Attachments 1 (SOW), 2 (Price Schedule), 3 (LOS), A (DOL), B (VHA Directive), and C (1449) for further details.