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
Background
The Montana VA Health Care System (MTVAHCS), located in Fort Harrison and Billings, MT, is seeking a qualified contractor to provide laboratory water testing services. The goal of this contract is to ensure compliance with VA environmental requirements and to support the safety of Veterans, staff, and visitors. The contractor will be responsible for all necessary labor, materials, equipment, and supervision to perform these services in a cost-effective and compliant manner.
Work Details
The contractor shall perform laboratory water testing services including analysis, reporting, and verification of water safety. Specific tasks include:
1) Conducting water sample analysis as required by EPA, MT DEQ, and the VA;
2) Performing various analyses such as Heterotrophic Plate Count (420 samples), Total Coliform & E-Coli (139 samples), Trihalomethanes (4 samples), Haloacetic Acids (4 samples), Total Organic Carbon (11 samples), Chlorides (4 samples), Water Hardness (78 samples), Total Alkalinity (78 samples), pH Level (78 samples), Conductivity (47 samples), and Semi-volatile Organic compounds;
3) Providing EPA/DEQ approved sample bottles for each sampling method along with return shipping labels and chain of custody forms;
4) Issuing written funded Task Orders for services;
5) Delivering test reports within 24 hours of completion via email and providing signed PDFs within 10 working days;
6) Ensuring compliance with Federal & State Safe Drinking Water Acts and all applicable VA Medical Center directives.
Period of Performance
The contract will have a period of performance from November 1, 2026, to October 31, 2031, structured as a 60-month Indefinite Delivery Indefinite Quantity contract with a base year plus four one-year ordering periods.
Place of Performance
The services will be performed at the Montana VA Health Care System facilities located in Fort Harrison and Billings, MT.
Bidder Requirements
Bidders must demonstrate relevant experience supporting water systems of similar size and complexity. They must hold a Laboratory Certification as a Drinking Water Laboratory in Montana issued by the MT DPHHS Laboratory Certification Program. Additionally, they must maintain all required federal and state potable water testing certifications. Contractors must have the logistical capability to receive and process samples within 24 hours of collection and possess reliable transportation that accounts for remote location challenges.
