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BRIEF SCOPE OF WORK
(This is for information only)

PURPOSE:
Oklahoma City VA Health Care System requires a qualified Contractor to provide mail-order testing kits for use by VA Dental Assistants and perform laboratory analysis of samples from dental unit waterlines (DUWL) to test for colony forming units (CFU) within the water lines, with provision for lab test report, in accordance with this performance work statement (PWS) and Infection Control Standards for VA Dental Clinics. Services must be accomplished in a cost effective, safe, efficient, and secure manner for the VA and in support of the VA Mission.

This is a non-personal services contract. The Contractor, it s employees, agents and subcontractors shall not be considered government employees for any purpose. Contractor shall furnish all labor, materials, parts, equipment, tools, shipping, transportation, insurances, licenses, certificates, pursuant to lawful application of the provision of services, for a contract of this size, scope and complexity, the successful Contractor must perform in a professional manner as recognized by commercial industry standards as good to excellent.

Background: The incumbent Contractor is performed on contract. The amounts and processes occurring on the incumbent contract are like those required in the PWS. Refer to Task and Requirements in this PWS for current required outcomes.

VA Dental services routinely test water coming out of the DUWLs to meet this standard and address a DUWL that exceeds this standard. The Infection Control Standards for VA Dental Clinics states the following.

The Environmental Protection Agency (EPA), American Public Health Associations and the American Water Works Association have defined the standard for US potable water- not to exceed 500 colony forming units (cfu) per milliliter of water. The Centers for Disease Control and Prevention (CDC) and the American Dental Association (ADA) have recommended dental unit water line (DUWL) deliver water should meet the U.S. potable water standard- not to exceed 500 cfu/ml of water.

QUALIFIED CONTRACTOR: To fully qualify in performing services on this contract, and per this PWS, the Contractor must demonstrate, and maintain throughout the life of the contract, the following requirements:
Compliance with the highest standards of the Infection Control Standards for VA Dental Clinics (2013), and
Certification (EPA or state) to perform environmental testing, to include analysis of dental unit waterline samples,
Demonstrated service performance in accordance with all applicable laws, ordinances, regulations, and service requirements as enforced by Federal, state, local industry,
Capabilities and availabilities to commence services within 5 business days following issuance of a task order signed by the CO.

TASK and REQUIREMENTS: The contractor shall provide the task and requirements for services, during the applicable period of performance, and within the constraints of this PWS and the terms and conditions of this contract.

Important: Contractor must comply with Infection Control Standards for VA Dental Clinics , dated 2013, and any future updates of this Directive, during the performance of service on this contract, with the exception that Waterline testing and analysis on this contract must be accomplished by a laboratory certified (EPA or state) to perform environmental testing.
Testing Sampling Kits (supplies)- must be provided by the contractor and should be available within 2 weeks to the dental clinic before testing is to occur.
Number of Sampling kits: The VA estimates 285 sampling kits will be needed every three months. This is an indefinite quantity indefinite delivery contract. Amounts and frequencies are subject to change.
Testing of Samples- Contractor is responsible for testing and analyzing the samples for total colony forming units (cfu).
Amounts: Refer to section titled, Estimated Quantities , of the contract for anticipated quantity every 12 months.
Schedule- It is anticipated that services will be required every three months. The commencement of the schedule is dependent upon issuance of each task order. COR will provide the Contractor with a schedule following issuance of each task order. Contractor must make best efforts to coordinate with the COR with regards to planning testing dates and shipping of samples. Schedule is subject to change based on VA activities.
Retesting- The Contractor will provider results to the VA Dental clinic and provide for retesting if needed any additional sampling due to a high result will be treated in the same manner as a standard test.
Reports- Contractors must provide test results to the VA when available. Contractor must provide test reports, in electronic format, such as online (preferred) or via email, to the COR within 1 week of receiving the test samples form the VA. Refer to Service Reports in this PWS.
Service Notifications- Contractor must notify the COR in writing when:
Testing sample kits are due to arrive at the VA, and
When laboratory testing and analysis commences

VA Sampling- VA staff (VA Dental Assistants) will use the sampling kits to draw samples form the Dental Unit Waterlines. Each sample will be drawn and packed by the VA and shipped according to guidelines for the Contractor s laboratory. The process involves all dental units and cavitrons in use for the VA dental clinics operating in Oklahoma City VA Health Care System, North Oklahoma City and Lawton and requires test to be done for total colony forming units (cfu). At the time of issuance of this contract, the VA has established a sampling process where all VA Dental Assistants aim to get all the units done at one time, during a one-month period, instead of doing tests each month throughout the quarter. The process is a tedious one to coordinate internally because many staff need to assist in the process and the chairs need to be free of patients. The VA also needs time in the quart to record the results and keep track of lines which were missed or need to be retested. The VA tries not to test the last month of the quarter.

Quarters- VA considers a quarter to be the following periods during the year:
October 1st to December 31st
January 1st to March 31st
April 1st to June 30th
July 1st to September 30th

SERVICE REPORTS: Contractor shall provide the COR with individual Service Reports pertaining to tasks and requirements performed at the location. All Service Reports are to be signed and dated by the designated Contractor s Representative and provide to the COR at the end of each performance. Service reports must be legible. Complete service reports must be received by the COR or CO before any invoice can be certified for payment.

Each Service Report must legibly document the following to be considered complete:
Name of Contractor and contract number
Purchase order number/task order number
Contractor Service Report number/log number
Description of services performed during the applicable Service period
Description of any problems during service (if applicable)
Identify details of any Contractor equipment calibrations performed and results of such
Test results must show source sample information and result

Results of results must be issued to the VA within one (1) week of the Contractor completing test results from analysis and within two (2) weeks of receiving the samples from the VA.
Timely reports will assist with informing the Dental Clinic, namely the VA Infections Control Officer, so they can take immediate action and corrective measures to ensure water safety and hygiene, as well as reducing risks to VA patients.

IMPORTANT NOTE: This Sources Sought is for information only (to determine the socioeconomic status of interested companies). No award will be made off of this posting.

LIMITATIONS OF SUBCONTRACTING: The Limitations of Subcontracting may or may not apply to a resulting solicitation from this Market Research. Vendors are advised to familiarize themselves with Federal Acquisition Regulation parts 19.505(a)(2) and 19.505(b)(1) as it pertains to subcontracting limitations. Vendors are also advised to familiarize themselves with 13 CFR 125.6 and the penalties described in this regulation.
In order for you company s information to be counted in relation to this Market Research all questions below must be answered.

Please communicate via e-mail to frances.basham@va.gov by COB 07/12/2023 as to your company s interest and ability to perform service per this brief Scope of Work.
If interested, please provide the following:
1. Please state your company s business size as related to NAICS code 541380.
2. As per the Limitations of Subcontracting: (see FAR 19.505)
a. As Primary Contractor: what % of Total Contract Value will you retain?
b. If using a Subcontractor: what % of Total Contract Value will go to them?
3. Please provide SAMs Unique Entity Identifier number
4. If you have an FSS/GSA contract that includes this service
5. Provide FSS/GSA contract number if applicable

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