EMERGENCY DISASTER EVENT PREPARATION FOR PERSONAL PROTECTIVE EQUIPMENT (PPE)
Added: Oct 14, 2014 4:12 pm
This is a Small Business Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain capability statements, regarding: (1) the availability and capability of qualified small business sources; (2) whether they are small businesses; HUBZone small businesses; service-disabled, veteran-owned small businesses; 8(a) small businesses; veteran-owned small businesses; woman-owned small businesses; or small disadvantaged businesses; and (3) their size classification relative to the North American Industry Classification System (NAICS) code for the proposed acquisition (339113 - Surgical Appliance and Supply Manufacturing). Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. An organization that is not considered a small business under the applicable NAICS code (339113 - Surgical Appliance and Supply Manufacturing) should not submit a response to this notice.Background: This Sources Sought Notice has been posted to establish, provide, and maintain a laboratory animal personnel protective equipment (PPE) resource to ensure the accessibility and availability of essential supplies throughout an emergency/disaster, government shutdown, or any other interruption of regular deliveries. These supplies support irreplaceable multidisciplinary animal research, which is critical to the mission of eight institutes at the National Institutes of Health. This requirement for supplies of a specific quality and quantity meets specific specifications. Purpose and Objectives:The Contract will consist of a base year with four (4) option years. In addition to establishing and maintaining PPE as an emergency and disaster resource, the vendor must provide high quality laboratory PPE that meet the specifications as outlined below. Since PPE products have a definitive shelf life, to maintain the integrity of the stocked items the vendor shall deliver requested items from the reserve to the facility on a routine basis or upon request as outlined below. In addition, the vendor shall reestablish the reserve as directed by the Government on a monthly basis. It is the vendor's responsibility to manage the reserve to ensure the continued rotation of product to protect the integrity of the resource.Project requirements:Therefore, the vendor must be able to supply the following goods or services:1. Provide PPE products identical or equivalent to Life Science SMS Lab Coats, Polypropylene Coveralls, SMS Coveralls, Suntech Microporous Film Coveralls, the Non-Skid/Water Resistant shoe covers, Guardian Nitrile Gloves, and Rhino Shield Latex Medical Grade Gloves. PPE items may be added, subtracted, or otherwise modified at the discretion of the Government to meet evolving program requirements; 2. Ensure that the lab coats and coveralls meet the sizing specifications, salient characteristics and physical properties as outline below; 3. Ensure that the gloves meet the salient characteristic as outline below; 4. Provide a specialized temperature, humidity, and vermin controlled storage/warehouse, as outlined below; 5. Provide routine deliveries to our research facility. Deliveries will be made Monday through Friday from 7:30 AM to 3:00 PM (excluding Federal Holidays);6. Provide emergency deliveries and services in the event of an emergency or disaster;7. Ensure that the integrity of the products is maintained throughout storage and delivery. This includes, but is not limited to, protection from moisture and dust which may carry unwanted pathogens;8. Ensure that less than five percent (<5%) of boxes/items are torn, ripped, or damaged upon delivery; to include faulty zippers within the coveralls. 9. Provide a credit/replacement, at the contractor's expense, for all broken, torn, ripped, or damaged PPE items;10. Provide return trips to correct an incorrect product delivery/order or replace damaged items within 24 hours of the original required delivery date and time; 11. Unload pallets from the delivery truck and place them on the designated animal facility loading dock;12. Maintain current and accurate product inventory details and controls to ensure the rotation of stock, timely dating, and delivery;13. Supply a copy of the current inventory, including inventory numbers of each product by manufacturer and production dates, to the COTR on a monthly basis, at the end of each month, or upon request;14. Provide an Operations Statement which includes the vendors program for maintaining the integrity of the stored and delivered products, as well as product rotation and inventory programs; and15. Provide a Disaster Plan to include how the contractor shall ensure the provision of services and transportation of required supplies in the event of an emergency or disaster.Anticipated period of performance:To Be DeterminedOther important considerations: 1. Coupled with the potential for prolonged manufacturing times and a definitive product shelf life, underscores the critical need for this contract. It is the goal of this contract to establish a stable, cost effective, mechanism to ensure the immediate accessibility of up to a ninety (90) day supply of material, as well as provide for the availability of material for rotation and replacement throughout the twelve (12) month contract period. The initial emergency/disaster reserve volume of all PPE will be determined at the time of award. The reserve volume for each category and product will be subsequently adjusted on a monthly basis in accordance with available resources and program requirements.2. The Building 49 Central Animal Facility (CAF) located on the Bethesda campus of the National Institutes of Health contributes to the advancement of biomedical research by providing professional and technical support services related to laboratory animal care and use, and housing laboratory animals in support of eight institute's intramural research program. In order to support our animals and the critical research programs they represent, we must ensure consistent supply PPE materials, even during emergency and disaster situations. Due to the critical nature of these supplies our program requirements have been incorporated into both our Facility and Institute disaster preparedness plans.3. The value of disaster preparedness to laboratory animal facilities has been highlighted in recent years, because of several large scale disasters that have impacted the U.S. research investment. Disaster preparedness in the workplace seeks to reduce direct and indirect losses resulting from disasters. Losses are smallest when the disruptions to animal care and research are minimized. During emergency/disaster events, the normal supply and distribution channels will most likely be unavailable/or protracted due to the impact of the emergency and the rush of immediate orders. Our program's disaster plan takes these factors into account; it is therefore our intention is to establish an offsite source of critical supplies with an established, laboratory animal PPE vendor with a proven track record of providing quality products and services. As outlined in our emergency plan it is the intention of our program to be able to house up to a one year's supply of PPE products with a local vendor within a 90 mile radius of NIH in Bethesda, Maryland. The ideal vendor will need a strong disaster plan and have arrangements made with the state and federal agencies in the event of an emergency and or disaster to be able to arranged deliveries to the NIH. As a secondary backup, in the event that the vendor is not able to transport the required supplies we will work with the local vendor to directly pick up the required items.4. The Guide for the Care and Use of Laboratory Animals (8th Edition) defines animal biosecurity as "all measures taken to identify, contain, prevent and eradicate known or unknown infections that may cause clinical disease or alter physiologic and behavioral responses or otherwise make the animals unsuitable for research". The National Animal Health Emergency Management System Guidelines define biosecurity for animal production facilities similarly as "a series of management practices designed to prevent the introduction of and spread of disease agents." Therefore, as part of our program's "Biosecurity Program" we must ensure the provision of an uninterrupted supply of essential supplies, this plan is a shared responsibility between our program and the selected vendor to ensure the consistent availability of high quality PPE products and services.5. The Vendor's warehouse is required to have adequate, vermin free, space available for the storage of up to a year's supply of PPE. The supplies will be stored in an area that is protected from the risk of contamination from animal pathogens, toxic and or hazardous substances. Ideally, the product shall also be protected from dust which may carry or harbor pathogens. The warehouse shall have a pest control program designed to prevent, control or eliminate the presence of or infestation by pests. The Vendor must provide the name of the firm that provides vermin and pest control services as well as a description of their pest control program. A regularly scheduled and documented program of control and monitoring should exist. The Vendor also must provide documentation with regard to their quality assurance practices. All products supplied should be free of chemical or pathologic contaminants and the presence of natural toxicants. Areas used for storage should not be subject to elevated temperatures or elevated relative humidity for prolonged periods of time as outlined below. The Vendor must provide information on manufacturing, monitoring, and storage of PPE products, as well as quality assurance results on a monthly basis. As part of our programs' responsibility, we will inspect the site(s) annually to ensure that they are meeting the above requirements.6. It is our intent to incorporate within the contract the ability to secure space within the suppliers' warehouse(s) that meets the biosecurity requirements listed above. As part of the agreement, we would meet with the vendor prior to award and once a year thereafter for a site visit of the warehouse to ensure that the stated requirements outlined in this statement of work are met or exceeded. This will ensure that the facility is able to maintain up to a year's reserve of PPE products at the respective location, as well as the vendor's ability to meet or exceed the requirement of this SOW. This vendor would be required to provide a detailed inventory list on a monthly basis, or more often if needed, and document that the reserve stock is being rotated to ensure the integrity of all products.7. All PPE clothing and equipment should be of safe design and construction, and should be maintained in a clean and reliable fashion. The Government has taken the usability and fit of the proposed PPE into consideration with the specifications outlined in this RFP. The specifications are based on the requirements that the PPE fits well and is comfortable to wear. This encourages both our staff and researchers to use the PPE. The PPE specifications are available in multiple sizes and care should be taken to ensure that they meet the specifications so that the proper size for each employee is met. It is not uncommon for several different types of PPE to be worn together; the specifications found within the RFP ensure the compatibility of the different PPE. If PPE does not fit properly, it can make the difference between being safely covered or dangerously exposed. Ill-fitting PPE will fail to provide the required level of protection for the staff and the animals, as well as discouraging appropriate use.8. The distinction between exam gloves proposed within the RFP and general purpose gloves needs to be clarified. Exam grade gloves are different from general purpose gloves in that they must meet a series of Food and Drug Administration (FDA) regulations in order to be marketed as exam grade gloves and are acceptable for use by doctors, dentists, labs or any other application requiring a specific barrier to blood or infectious agents. Exam gloves are regulated by stringent FDA requirements requiring specific production and quality control standards. General purpose gloves are for use in food service, industrial or any other application that does not require a specific barrier to blood or infectious agents. This is the most common glove found in the marketplace and popular uses include food service, packaging, automotive, painting and health & beauty. For this RFP only Medical-Grade gloves will be used and must meet the FDA Acceptable Quality level. This is a quality specification that manufacturers, as well as the FDA use to specify the pinhole rate in medical examination gloves. FDA standards specify an AQL of 2.5 for the medical examination gloves. This means that the defect level from a large number of gloves will not exceed 2.5%. The tensile strength of a glove is the measurement of the amount of force or pull required to break any glove. The length and thickness (Mil) is defined within the salient characteristic of each glove listed in the RFP.9. Samples of each item will be specifically requested as part of any future proposal. Samples are to be furnished free of charge. Samples can be returned at an prospective vendor's request, provided that the vendor pay for the transportation costs.Standards:• National Research Council (2011). Guide for the Care and Use of Laboratory Animals, 8th Edition. Pages 21, 22, 141. Institute of Laboratory Animal Resources, Commission on Life Sciences• National Institute of Health, Animal Research Advisory Committee Guidelines for Personnel Protection in Animal Facilities• OSHA requires that many categories of PPE meet or be equivalent to standards developed by the American National Standards Institute (ANSI). The proposed PPE must meet the cited ANSI standard. PPE stocks must meet the ANSI standard in effect at the time of its manufacture or provide protection equivalent to PPE manufactured to the ANSI criteria. OSHA requires PPE to meet the following ANSI standards:o Eye and Face Protection: ANSI Z87.1-1989 (USA Standard for Occupational and Educational Eye and Face Protection).o Head Protection: ANSI Z89.1-1986.o Foot Protection: ANSI Z41.1-1991.o For hand protection, there is no ANSI standard for gloves but OSHA recommends that selection be based upon the tasks to be performed and the performance and construction characteristics of the glove material. For protection against chemicals, glove selection must be based on the chemicals encountered, the chemical resistance and the physical properties of the glove material. CONTENT OF CAPABILITY STATEMENTS:ANY INTERESTED and CAPABLE business should submit a capability statement from their company, along with applicable product lists which demonstrates the firm's ability to supply the products described above.Responses must reference Sources Sought Number HHS-NIH-OD-OLAO-SS-15-001 and include the following:(1) Name and Address of the Organization,(2) Size and type of business: Small Business; HUBZone Small Business; Service-Disabled Veteran¬ Owned Small Business; 8(a) Small Business; Veteran-Owned Small Business; Woman¬ Owned Small Business; or Small Disadvantaged Business,(3) Point of contact withname, title, phone, fax and email,(4) DUNS number,-(5) Contractor's capabilitystatement addressing the required item,(6) List of organizations to whom the same or similar types of equipment have been previously provided to include contract number, dollar value, name and phone number of Contracting Officer,(7) Applicable Product list. SUBMISSION OF CAPABILITY STATEMENTS1. ALL INFORMATION SUBMITTED IN RESPONSE TO THIS ANNOUNCEMENT (BY EMAIL OR DELIVERY)MUST BE RECEIVED ON OR BEFORE THE CLOSING DATE. THE CLOSING DATE FOR RESPONSES IS DUE within 15 days of release of posting at 5PM Eastern Time (EST).2. EMAILED CAPABILITY STATEMENTS are authorized (either in Microsoft Word or PDF), but it is the responsibility of the vendor to make certain that the email was received at the email address that follows. The government is not responsible for acknowledging receipt or capability statements sent by email, by mail, or courier.3. All capability statements, questions, and/or comments must be in writing and may be emailed to Timothy Johnson at johnsontim@od.nih.gov. Comments and questions will NOT be answered, but will assist in creating a solicitation for this requirement.4. Three (3) copies of the capability statement are required if submission is via mail.Submissions via mail shall be sent to: Timothy Johnson (Ref. HHS-NIH-OD-OLAO-SS-15-001), National Institutes of Health, Office of Acquisitions, 6011 Executive Blvd., Room 529W, (MSC-7663) Bethesda, MD 20892-7663. (NOTE: If you are using a courier service, Federal Express, UPS, or Express Mail, the city, state, and zip code should read ROCKVILLE, MD 20852). Facsimile copies will not be accepted. Disclaimer and Important Notes: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation.Confidentiality: No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).
HHS-NIH-OD-OLAO-SBSS-15-001 Department of Health and Human Services National Institutes of Health
10/14/14, 4:12 PM