UPDATED_RFQ_SOW_04222026_0001.pdf

Statement of Work Annual Service for the Autoclaves & Sussman Steam Boiler

Hollings Marine Laboratory 331 Fort Johnson Road Charleston, SC 29412

1. General

The Hollings Marine Laboratory (HML), located at 331 Fort Johnson Rd., Charleston, SC 29412, requires a contractor to perform annual and quarterly inspection, preventative maintenance, and repair of two (2) Steelco autoclaves (installed in 2023) and one (1) Sussman electric steam boiler located at the Hollings Marine Laboratory (HML)

The Contractor shall provide preventative maintenance and operational service checks on an annual and quarterly basis, along with troubleshooting, repair, parts, and labor coverage for the autoclaves and Sussman Steam Boiler for the contract period of performance.

The systems are located at the Hollings Marine Laboratory (HML) and are in daily use by laboratory personnel. The selected Contractor shall respond within four (4) hours of an emergency call from the client. The contractor shall respond to emergency calls during the Government’s normal workday of eight hours.

2. Objective

The objective is to obtain the services of a Mechanical Contractor to provide preventative maintenance, corrective maintenance, emergency service, troubleshooting, repair, and operator training of two (2) Steelco autoclaves and one (1) Sussman electric steam boiler located at Hollings Marine Laboratory (HML), 331 Fort Johnson Rd., Charleston, SC 29412.

These services will ensure that HML maintains fully functional sterilization systems that operate with minimal failure while supporting critical laboratory sterilization requirements. Failure of these systems would result in disruption of mission-critical scientific operations.

3. Qualifications

The contractor shall demonstrate competency and experience in the operation, maintenance, and repair of:

a. Steam sterilization systems (autoclaves)

b. ASME pressure vessels

c. Electric steam boiler systems

d. Associated electrical and control systems

The contractor shall provide factory-trained or manufacturer-qualified technicians experienced with:

a. Steelco autoclave systems or equivalent

b. Steam distribution and condensate systems

c. 480V three-phase electrical systems

d. Control systems, PLCs, and operator interfaces

Technicians shall be skilled in inspection, maintenance, and repair procedures consistent with industry standards for institutional and laboratory environments.

4. Scope of Work:

The contractor will provide HML with expert maintenance and repair services for:

a. Two (2) Steelco autoclave sterilization systems (2023 installation)

b. One (1) Sussman electric steam boiler (Model ES72)

c. All associated steam, condensate, piping, and control systems

The contractor shall provide consistent and reliable preventative maintenance services and repair procedures. Equipment shall be maintained in optimal operating condition through appropriate repairs, calibration, and adjustments.

The contractor shall provide a minimum one-year warranty on all repairs at no additional cost to the Government.

The contractor shall provide a yearly system performance report to the HML Facilities Maintenance Lead.

The contractor shall be responsible for all emergency service calls and must begin work within four (4) hours of notification. Contractor personnel shall call back within one (1) hour to confirm technician assignment and estimated time of arrival.

Technicians shall check in and out with HML personnel at the rear of the building, at the loading dock, and shall sign in and out upon arrival and departure. The contractor shall provide a copy of the service ticket with a complete description of work performed at the conclusion of each visit. If a physical copy cannot be provided on-site, the service ticket shall be transmitted electronically to HML Facilities staff via email.

If further labor and/or materials are required to complete the repair after the condition has been stabilized, the service call shall be transitioned and completed as a routine service call in accordance with contract requirements.

5. Equipment Covered Under This Contract

Autoclaves (2 Units)

• Manufacturer: Steelco

• Installation Year: 2023

• Type: Jacketed steam sterilizers

• Design Standard: ASME pressure vessel

Autoclave #1

• MAWP: 3.0 bar(g) (43.5 psig)

• Design Temperature: 144°C

• MDMT: 0°C

• Serial Number: 5240

Autoclave #2:

• Larger capacity unit

• Same installation period

• Contractor shall verify specifications during initial site visit

Steam Boiler

• Manufacturer: Sussman Automatic Corporation

• Model: ES72

• Serial Number: ESM1191938-018

• Power: 72 kW

• Voltage: 480 VACS, 3 Phase

• Control Voltage: 120 VACS

• Maximum Working Pressure: 100 PSIG

• Function: Dedicated steam supply to autoclaves

6. Quarterly Maintenance Inspections

The contractor shall provide HML with expert maintenance services which shall include all labor and materials in order to perform quarterly maintenance inspections while utilizing the manufacture’s O/M manual, which includes four (4) comprehensive inspections and four (4) operational inspections on the two autoclaves, along with Annual Preventative maintenance on the boiler and a semi-annual operational inspection. The contractor shall furnish all minor and major repair labor and material for the equipment listed. The service contractor shall furnish all labor, material, lubricants, filters, piping, electrical devices, travel expense, tools, test equipment, machinery and equipment necessary to complete performance of all aspects of work described in this Statement of Work.

7. Minimum Required Preventive Maintenance System Checks

The annual preventative maintenance of the Two (2) Steelco autoclave sterilization systems, One (1) Sussman electric steam boiler, and all associated steam, condensate, piping, and control systems shall be performed quarterly, using the manufacturer's O/M manual, to include all required quarterly preventative maintenance.

The contractor shall perform, at a minimum:

• Inspect pneumatic, air, and steam lines

• Inspect and test door operation and safety interlocks

• Inspect and replace door gaskets as needed

• Inspect chamber and jacket system integrity

• Inspect/test pressure relief valves

• Clean and inspect strainers

• Verify steam pressure and water supply pressure

• Inspect piping, fittings, and valves for leaks and corrosion

• Inspect and test solenoid valves and control valves

• Verify temperature and pressure sensors

• Test alarms and control system operation

• Run full sterilization cycles and verify performance

• Provide written service reports.

8. Boiler Preventative Maintenance

• Disassemble and clean heating elements

• Inspect internal vessel condition

• Inspect and test:

o Pressure controls o Relief valves o Water level controls

• Verify electrical components and connections

• Reassemble and perform operational testing

9. Initial System Verification Requirement

Within thirty (30) days of contract award, the contractor shall:

• Verify all equipment specifications

• Confirm boiler capacity relative to autoclave demand

• Identify system deficiencies or risks

• Provide a baseline condition assessment report

10. Training

At the start of the contract, the contractor shall provide factory-authorized training for:

• Steelco autoclave systems

• Sussman boiler operation

Training shall be provided for up to three (3) HML personnel at no additional cost.

11. Personnel Requirements

The contractor shall provide proof that all on-site employees are U.S. citizens or legal aliens. The contractor shall not employ personnel with felony convictions, or with a record of narcotics use, for work at the Hollings Marine Laboratory (HML). The contractor is responsible for completing a security investigation on all employees working at the Hollings Marine Laboratory (HML) in connection with this contract.

Technicians shall be trained in:

1. Lockout/Tagout

2. Electrical Safety (High Voltage)

3. Hazard Communication

4. Personal Protective Equipment

5. Fall Protection

6. Respiratory Protection

12. Period of Performance

The Period of Performance shall be one (1) base year plus four (4) option years.

13. Work Hours and Site Access

• All work shall be coordinated in advance with Facilities maintenance staff and performed during approved work hours to minimize disruption to laboratory operations.

• Normal working hours shall be Monday through Friday, between 7:00 AM and 5:00 PM, excluding Federal holidays. Work outside of these hours, including weekends and holidays, is not permitted.

• All contractor personnel shall report to the designated facility access point at the rear loading dock and sign in with Facilities staff prior to commencing work.

14. Guarantee of Work

Contractor shall guarantee all work and agree to remedy, at its own expense, any defects caused by poor workmanship or materials.

15. IT Security Requirements

The Certification and Accreditation (C&A) or Assessment and Authorization (A&A) requirements of Clause 48 CFR 1352.239-72 do not apply, and a Security Accreditation Package is not required.

16. Conformance with Environmental Management Systems

The contractor shall comply with all applicable Environmental Management System (EMS) requirements and perform work in accordance with environmental policies and operational controls.