draft - Statement of Work
Laboratory Water Testing Services
1.0 PURPOSE
The Montana VA Health Care System (MTVAHCS) located in Fort Harrison, MT, and Billings MT, with the option to add additional MT VA facilities as required, requires a qualified contractor to provide laboratory water testing services, including analysis, reporting, and verification of water safety. These services ensure compliance with VA environmental requirements and support the safety of Veterans, staff, and visitors.
The Contractor shall furnish all labor, materials, equipment, sample bottles, shipping containers, labels, transportation, certifications, insurance, and supervision necessary to perform services in accordance with this SOW. Services must be performed in a cost-effective, efficient, and compliant manner in support of the VA mission.
Contractor personnel are not considered Government employees for any purpose.
2.0 PERIOD OF PERFORMANCE
A 60-month (5 year) Indefinite Delivery Indefinite Quantity contract with a Base year plus four (4) 1-year ordering periods is anticipated.
Service dates and quantities will be identified on each funded Task Order.
3.0 PLACE OF PERFORMANCE
Montana VA Health Care System
Fort Harrison and Billings MT locations
Specific delivery instructions, shipping methods, and laboratory drop off locations will be provided by the COR.
4.0 QUALIFIED CONTRACTOR REQUIREMENTS
The Contractor must have and maintain the following throughout the life of the agreement:
Relevant Experience: Demonstrated experience supporting water systems of similar size and complexity, including facilities with medical water distribution and treatment systems.
Laboratory Certification: Certification as a Drinking Water Laboratory in Montana, issued by MT DPHHS Laboratory Certification Program(Attachment 1).
EPA/MTDEQ Compliance: Maintain all required federal and state potable water testing certifications.
Logistical Capability: Ability to receive and process samples within 24 hours of collection.
Reliable Transportation: Must account for remote location challenges, weather delays, and mail/shipping unreliability.
Contractor and Subcontracted laboratories must meet all requirements 1 5
Contractor must submit all updated certifications to the CO and COR within 5 business days of any change.
5.0 TASKS AND REQUIREMENTS
The Contractor shall perform water sample analysis as required by EPA, MT DEQ, and the VA. Not all testing will occur every performance period.
5.1 Required Analyses and Estimated Quantities for one service year
Description of Analysis
Yearly Estimated Quantiles
Analytical method
Heterotrophic Plate Count
420
9215B
Total Coliform & E-Coli (bacteria)
139
9221B
Trihalomethanes (THM)
4
E524.2
Haloacetic Acids
4
E552.2
Lead (only year 2)
0
E200.7_8
Copper (only year 2)
0
E200.7_8
Total Organic Carbon
11
A5310C
Chlorides
4
E300.0
Water Hardness
78
A2340B
Total Alkalinity
78
A2320B
Ph Level
78
A4500-H B
Conductive
47
A2510B
Semi-volatile Organic compounds 1
2
E625.1
Semi-volatile Organic compounds 2
2
E625.1
Purgeable Organics
2
E624.1
5.2 Sample Bottle Requirements
EPA/DEQ approved sample bottles for each sampling method
Return shipping labels and fees
Labels, chain of custody forms, and shipping materials
5.3 Ordering Procedures
Written funded Task Orders (TOs) will be issued for services.
Contractor must provide signed Service Reports with each completed order.
5.4 GOVERNMENT RESPONSIBILITY
A. COR or staff will collect samples per established method.
B. Samples shall follow all healthcare safety and infection control practices.
5.5 Sample Collection & Transportation
A. SAMPLE PREPARATION AND STORAGE FOR TESTING SAMPLES
Contractor provides supplies.
Includes insulated containers, labels, icepacks, prepaid shipping.
VA collects samples and transports via cooler.
5.6 Compliance Requirements
Federal & State Safe Drinking Water Acts
Federal, State, and local water system testing regulations
All MT DPHHS and EPA requirements for potable water testing
All applicable VA Medical Center directives
6.0 DELIVERABLES
6.1 Contractor Point of Contact (POC)
POC name, email, and phone number
Copies of POC qualifications
Submitted at award and within 2 business days of change.
6.2 Test Reports
Reports emailed within #24hours of completion
Signed PDF within 10 working days (<5 MB)
Includes facility, tests, dates, results, lab info, sampler, COC form
Each test report shall, at least, include the following information:
Submitting facility name
Test(s) ordered
Date/time of sample collection (when available)
Date/time laboratory receipt of samples
Date/time of laboratory processing begins, for samples
Date/time test completed
Test result; to include if Legionella is detected.
Flagged abnormal results
Name and address of testing laboratory
Name of sampler
Contractor shall provide a copy of the Chain of Custody form with the sample results
7.0 PERFORMANCE STANDARDS
Requirement
Standard
Assessment Method
Timeliness of report delivery
100% of reports submitted within 10 working days
COR review
Sample integrity
0% invalidated samples due to contractor negligence
Lab QC reports
Compliance with EPA/MTDEQ rules
Full compliance; no violations
Certification checks
Responsiveness
Contractor returns COR communication within 24 hours
Communication log
Accuracy
Reports are complete, correct, and require no rework in 95% of cases
COR acceptance
Certifications
All required certifications remain current
CO/COR verification
Acceptable Performance: The Government shall document positive or negative performance. Any report may become a part of the supporting documentation for any contractual action.
Unacceptable Performance: When unacceptable performance occurs, the COR shall work with the Contracting Officer (CO) 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.
To ensure that the contractor receives impartial, fair, and equitable treatment under this contract, the COR will work with the contractor to increase performance to an acceptable level. When the COR and CO determines formal written communication is required, the COR and CO shall prepare a Notification (Letter or Concern (LOC), Cure Notice, Show Cause Notice) and present it to the Contractor.
The contractor shall acknowledge receipt of the LOC Notice in writing.
The LOC will specify if the contractor is required to prepare a corrective action plan (CAP) to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The Notice will also state how long after receipt the contractor shall present this corrective action plan to the CO.
The Government shall review the contractor's corrective action plan to determine acceptability.
Any Notice may become a part of the supporting documentation for any contractual action deemed necessary by the CO.
8.0 ACCEPTANCE CRITERIA
The Government will accept work when:
All deliverables meet EPA, MT DEQ, and VA requirements.
Laboratory reports are complete, accurate, and delivered on time.
All samples remain uncompromised and tested within required windows.
Documentation is clear, professional, and compliant.
Contractor achieves all Performance Standards listed in Section 7.0.
Any required rework is completed within 5 business days at no cost to the Government.
Work accepted when deliverables meet EPA, MTDEQ, VA requirements; accurate, timely; samples uncompromised; performance met; rework within 5 days.
9.0 QUALITY AND SAFETY REQUIREMENTS
EPA OSHA, and MTDEQ regulations while performing offsite services.
10.0 SECURITY, HOURS OF OPERATION
Standard hours 8 4:30 M F except holidays
After hours require COR approval
Federal holiday schedule: https://www.opm.gov/...
11.0 CONTRACT POINTS OF CONTACT.
Contracting Officer (CO): Only the CO may change contract terms or obligate funds.
Contracting Officer s Representative (COR)
Identified in writing after award
May not change contract scope
Validates services and accepts deliverables
12.0 Abbreviations
ANSI American National Standards Institute.
CDC Centers for Disease Control and Prevention.
CO Contracting Officer.
COR Contracting Officer s Representative.
EPA Environmental Protection Agency.
ISO International Organization for Standardization.
OEM Original Equipment Manufacturer.
OSHA Occupational Safety and Health Administration.
SDS Safety Data Sheet.
VAMC Veterans Affairs Medical Center.
VA Department of Veterans Affairs.
VHA Veterans Health Administration.
MT DPHHS Montana Department of Public Health and Human Services.
13.0 Attachments
Water Testing SOW_ Attachment 1 Montana Drinking Water Regulations Summary
