1. Statement of Work for 1-Year Polar Leasing CTU Trailer Service Contract.docx

Statement of Work for Service Contract Request

Project Title: Polar Leasing Company, Inc. Portable Trailer Cold Temperature Unit (CTU) 1-Year Service Contract for Pharmacy Department

Department: NIH Clinical Center, Pharmacy Department

Project Officer: Capt. Richard DeCederfelt Acting Chief of Pharmacy Section Chief, Pharmacy Business Section Pharmacy Department NIH Clinical Center

1. Background

1.1 The National Institutes of Health (NIH) Clinical Center (CC) is a clinical research hospital providing all medical services for patients participating in human research protocols of the NIH. The CC provides patient facilities and services for clinical investigations by the NIH Institutes, research in related areas and supervises residency and other training programs.

1.2 The NIH Clinical Center Pharmacy Department provides Drug Distribution Services that include concurrent drug use review, preparation and distribution of sterile and non-sterile products, and investigational drug dispensing to inpatients and ambulatory patients. The Investigational Drug Management includes protocol support activities, investigational drug information development, and control and accountability of investigational agents. Moreover, Clinical Programs include participation in drug selection and experimental protocol design and implementation; monitoring patient response to drug therapy; patient education; provision of drug information; drug use evaluation; and patient counseling.

2. Purpose

2.1 Purchase of the Polar Leasing Company, Inc. Refrigerated Portable Trailer Unit, 1-Year Rental Agreement and Service Contract for the Pharmacy Department.

3. Scope of Work

3.1 The Polar Leasing Company 1-year service contract will provide biannual preventive maintenance, repairs, parts and labor coverage for the pharmacy department refrigerated portable trailer which is used to store clinical patient study pharmaceutical drugs, sterile and non-sterile products, and investigational drugs used on a daily basis for all NIH study protocols. The refrigerated portable trailer unit is an essential medical equipment which is used in the storage and stability of patient medications for ongoing clinical research studies being conducted in collaboration with NIH institutes. Maintenance and repair of all instrument systems is essential in avoiding prolonged interruption of pharmacy services and consequently delaying completion of ongoing NIH clinical studies.

4. Period of Performance

4.1 Maintenance, testing, calibration, certification, and repair services of the Pharmacy Department refrigerated portable trailer unit is expected between April 3, 2023 and will extend until April 2, 2024.

The CPRU expects the following to be included as part of the service warranty plan:

· Two comprehensive preventive maintenance (PM) service visits must be included as part of the plan, and the PM should include replacement of all consumable parts and testing of instrument as indicated by the Polar Leasing Company service preventive maintenance protocol.

· Instrument repair must be completed using only OEM quality parts.

· Emergency repair response during normal business hours.

· Repair and/or preventive maintenance (PM) must be completed within 48-72 hours of initial service call.

· Loaner cold-storage unit must be provided during normal business hours for in-house equipment repairs that require unit to be taken off-campus.

· Parts should be available for next day delivery in case initial service call misdiagnoses instrument problem, and subsequently, repair must be completed the following day.

· Customer technical support on all refrigerators and freezers must be available during normal business hours via phone and 24 hours via internet.

· Documentation evidence of comprehensive multi-point preventive maintenance inspections for all cold units will be provided in written and/or electronic format.

· Service engineers must have complete systems-certified annual training on all refrigerated, freezer, and sub-zero systems.