Aquarium Service SOW.pdf

Aquarium Maintenance For

The National Institutes of Health Clinical Center

1. BACKGROUND INFORMATION:

The following information describes the layout, structure and complexity of the hospital. This information is critical in developing an accurate plan for the care and maintenance of the fish on this contract.

The Clinical Center Complex of the National Institutes of Health (NIH) is located in Bethesda, Maryland. The Clinical Center is the hospital of the NIH consisting of 200 inpatient beds, 93-day hospital stations, outpatient clinics, diagnostic and treatment areas, and public waiting areas.

The complex consists of the Warren G. Magnuson Clinical Center (Magnuson Center) that covers 661,600 sq. ft. and the Mark O. Hatfield Clinical Research Center (Hatfield Center) that covers 870,000 sq. ft. The Magnuson Center is 66 years old and had a substantial addition completed in 1981 called the Ambulatory Care Research Facility (ACRF). The ACRF is a fourteen-floor structure that houses clinics and research laboratories on twelve floors. The first and second levels of the ACRF houses clinical services including diagnostic radiology, nuclear medicine and Positron Emission Tomography (PET), surgery, transfusion medicine and laboratory medicine.

The Hatfield Center opened in 2005 and houses the inpatient units, day hospitals, additional clinics, admissions, pharmacy, social work, rehabilitation medicine departments, staff use areas, support areas and research laboratories. The Hatfield Center is a seven-story structure with a central large open atrium at the core of the building that connects four separate sectors that house occupants. Patients are housed on levels 1, 3, 5 and 7 on the southeast, southwest, northeast and northwest sectors of the facility. Levels 2, 4, and 6 are interstitial mechanical space except for small clusters of offices on the east and west elevator lobbies and atrium portions of the facility.

Research laboratories are located on levels B3, B2, 1, 3 and 5. The laboratories lead to the southeast and southwest patient care units through distally placed elevator lobbies.

Display aquaria for the Clinical Center are maintained throughout the Hatfield Center and the Magnuson Center in both outpatient and inpatient areas.

2. SCOPE OF WORK

The responsibility of the contractor is to arrange healthy aquaria and maintain the livelihood and environment of the fish that inhabit the aquaria with oversight by the Clinical Center’s Animal Program. Currently, the Clinical Center requires maintenance on eight (8) total aquaria of which five (5) are saltwater and three (3) freshwater aquaria. The aquaria are located in various outpatient clinics and locations in the building. The aquaria were installed for patients, guests and staff of the Clinical Center and are intended to provide a sense of comfort in a research hospital setting. The types of patients treated at the Clinical Center range from those who are ambulatory to those who are incapacitated. The aquaria play an important role in the patient’s comfort and the contractor needs to be willing and comfortable to engage patients as appropriate.

3. LOCATION OF AQUARIA (water sources will be made available, but may or may not be in the proximity of the tank).

Tanks are located throughout the building. Access to water is available but not always located in close proximity to the tanks. Transportation of water should be taken into account in the vendor’s proposal.

Outpatient Areas (7 locations)

Aquarium Size (approx.) Location Type Water 1 300 gal Rectangular, acrylic SW CRC- Admissions Waiting Saltwater

2 60 gal Hexagonal, acrylic Surgery Waiting Room –2N262

Freshwater

3 140 gal Rectangular, glass 1st floor Magnuson – Radiology

Saltwater

4 135 gal Rectangular, glass 1st floor pediatrics clinic Saltwater 5 180 gal Rectangular, glass Magnuson - Phlebotomy—1st floor Freshwater

6 135 gal Rectangular, glass ACRF – 8th floor Clinic Freshwater 7 180 gal Rectangular, acrylic ACRF – 13th floor Oncology/Neurology

Saltwater

8 75 gal Rectangular, glass ACRF – 4th floor Hematology Saltwater

4. DESCRIPTION OF AQUARIA MAINTENANCE

A. Fish

Contractor shall supply the number and type of fish for all aquaria within the Clinical

Center based on the mutual agreement of the government and the contractor. The contractor will maintain the inventory throughout the period of performance. This inventory will be provided to the government on a quarterly basis.

Contractor is responsible for providing, installing, maintaining, and replacing/repairing all other necessary aquarium materials, equipment, and livestock for the duration of the contract - including, but not limited to: filtration equipment, plumbing, pumps, heaters, lighting, interior display aquascaping, all mounting equipment/materials, hospital approved electrical strips (where needed), cabinet/canopy locks where necessary/possible, livestock (fish and aquatic invertebrates.)

Contractor is responsible for providing minimum weekly service on all aquariums.

Contractor shall supply food for all fish.

All aquariums must be outfitted/maintained with automatic aquarium feeders set to feed daily or manually fed by contractor a minimum of three (3) days per week.

Contractor shall promptly remove dead fish within twelve (12) hours of notification and within four (4) hours of weekly inspection.

Contractor shall provide care and medicine for sick fish.

Contractor must describe the disposition of any fish currently in aquaria that will be replaced. Describe where fish will be held when habitats are changed. This will be communicated through an email to the Project Officer.

B. Water Changes

Contractor shall assess tanks for the need to extract and replace water. While replacing water, contractor shall simultaneously “vacuum” the substrate (gravel, sand, etc.), clean any decorative plants of algae and remove any over growth of live plants.

Contractor to provide a description on maintaining stability of water quality as it pertains to inspection of water parameters and water chemistry.

Contractor shall clean the aquarium walls every 7-10 days or more frequently if needed, removing any visible algae from viewing panes.

Contractor shall provide an optimal and steady temperature for aquarium water.

C. Filtration

Contractor shall maintain, inspect, rinse and/or replace filters regularly. This will be done to maintain the healthiest environment for the fish.

D. Equipment

The Contractor shall provide an inventory of equipment to the Project Officer quarterly.

The government is responsible for providing the aquarium tanks.

Contractor shall inspect tubing, connections, air stones, skimmers and other parts for proper operation no less than 1(one) time per week for all tanks.

Contractor shall clean aquarium top as needed to remove any visible debris or hard water scale for all tanks.

Contractor shall examine expiration dates printed on the boxes and bottles of the aquarium supplies used. Do not use after the imprinted date.

Contractor shall provide tops (covers) for each of the aquaria, Contractor shall provide lighting fixtures and use appropriate lighting for each aquarium to meet needs of the set-up and inhabitants.

Contractor shall inspect lighting fixtures and replace any blown bulbs, tubes or other light source. In addition, tube lighting shall be replaced every six (6) months.

Contractor shall provide filters for all aquaria.

Contractor shall supply water heaters and replace broken or worn out heaters.

Contractor shall inspect water pumps and replace malfunctioning pumps.

Contractor shall ensure aquaria have sufficient oxygen to support the fish.

Contractor shall perform technical checks on aquaria to test for electrical or mechanical failure.

Contractor shall use powerstrips that are heavy duty and mounted.

Contractor to describe contingency plan for power failures.

Contractor shall be on call for emergency services such as power outages twenty-four

(24) hours a day, seven (7) days a week and on-site to provide emergency service within two (2) hours of notification.

Contractor shall provide a plan for transition upon winning award. Aside from the aquarium/canopies/cabinets, all equipment/material/livestock is owned by the contractor.

There is a possibility the new vendor will have to restock the fish, filters, tops, and heat pumps.

5. CONTRACTOR REQUIREMENTS

A. Hours of Service:

The maintenance services stated in section 4 shall be provided weekly; on-site emergency service will be provided within two (2) hours of notification; and on-call emergency service will be provided twenty-four (24) hours per day, seven (7) days per week, including holidays, and even during government closures, to service aquaria in an emergency such as malfunctioning equipment.

B. Staffing:

The Contractor shall provide sufficient staffing to service the aquaria in the Clinical Center. Staff must have substantial experience with providing aquarium maintenance in a hospital or other healthcare setting.

Contractor will provide brief summary of staff resumes.

C. Reporting Requirements:

The Contractor shall be responsible for the following reporting requirements:

1. Feeding:

The fish shall be fed a minimum of three (3) times per week. The contractor must describe in its proposal how it will provide feeding during holiday weekends and government closures.

2. Maintenance:

Submit to Project Officer a detailed report summarizing services performed at each location. Must include the following:

Request/problem section for each tank. This will describe any ongoing issues with the tank and the resolution.

Check off of all required maintenance as listed under section 4 of this Statement of Work.

Detailed information stating what type of maintenance was performed at each location if other than what is listed under section 4 of this Statement of Work.

Date maintenance was performed at each location.

This report can be in spreadsheet format and provided via email.

3. Required Reporting Schedule

All monthly reports for the previous month are due by the first Monday of the current month.

4. Complaint Resolutions:

The Project Manager shall inform and work with the Project Officer on all complaints and/or issues that arise. When a complaint is presented to the contractor, a written response shall be sent to the Project Officer within three (3) business days.

5. Requests for System or Process Change:

The Contractor shall receive approval from the Project Officer if he/she wishes to change any systems or processes under which they operate. This is to ensure that the change will meet adequate safeguards and is feasible. Advance notification shall be provided to the users of the service.

6. GOVERNMENT RESPONSIBILITIES:

The Government will furnish the facilities where services are to be performed at the Clinical Center. In addition, the following equipment and services will be provided to the contractor for use in direct performance of the contract:

Equipment Services

Equipment:

Eight (8) Aquaria

Service:

Cost associated with aquarium relocation Cost associated with damage to aquaria caused by the government or general public

Cost associated with purchase of new aquaria

7. PERIOD OF PERFORMANCE

This requirement covers May 1, 2025 through April 30, 2026 with four (4) Option years

Base Year (May 1, 2025 through April 30, 2026) Option Year 1 (May 1, 2026 through April 30, 2027) Option Year 2 (May 1, 2027 through April 30, 2028) Option Year 3 (May 1, 2028 through April 30, 2029)

Option Year 4 (May 1, 2029 through April 30, 2030)

FAR Clause 52-217-9 Option to Extend the Term of the Contract – In accordance with this clause to extend the term of the Purchase Order the following terms will apply:

a. The Government may extend the term of this contract by written notice to the contractor within 60 days; provided that the Government gives the contractor a preliminary written notice of its intent to extended least 30 days before the contract expires. The preliminary notice does not commit the Government to an extension.

b. If the Government exercises this option, the extended contract shall be considered to include this option clause.

8. CUSTOMER SERVICE

Evidence of excellent interaction with government personnel and the general public is critical to the mission of NIH. The contractor shall provide customer service that:

Promotes respect for all customers through use of verbal courtesies.

Acknowledges and clarifies verbal messages to ensure mutual understanding.

Treats customers with dignity and respect to better understand needs and requests.

9. QUALITY CONTROL AND MONITORING

The Contractor and the NIH Clinical Center will review performance of the maintenance services for timely reporting and meeting the terms and conditions of the contract. This will be accomplished through quarterly status/progress meetings between NIH Clinical Center personnel responsible for managing and administering this contract (Contracting Officer, Project Officer and Animal Program Director).

At these meetings the Government will convey problems/difficulties reported by contract users and recommended solutions will be discussed and mutually agreed to between the Government and Contractor. The Contracting Officer will be kept fully informed by any contract performance problems so that appropriate action may be taken.

Monitoring and Surveillance

The Contractor and the Project Officer will review performance of the aquarium maintenance services for reporting and meeting customer service under the terms and conditions of the contract. This shall be accomplished through quarterly status/progress meetings between the NIH Clinical Center personnel responsible for managing and administering this contract (Contracting Officer, Project Officer and Animal Program Director).

These meetings with the Government shall convey problems/difficulties reported by contract users and recommended solutions shall be discussed and mutually agreed to between the Government and the Contractor. The Contracting Officer shall be kept fully informed by any contract performance problems so that appropriate action may be taken.

10. INVOICE INSTRUCTIONS

Requirements shall include:

Invoice must include Data Universal Numbering System (DUNS) number and Tax ID number

Physical address Purchase order number One invoice per month (itemized) for all services contracted at the Clinical Center List all services performed within the month Dates worked Exact hours worked Bill Rate per Hour

Subtotal for each service Total for entire invoice

(1) Invoices shall be submitted concurrently according to the invoicing instructions attached to this statement of work. Failure to comply with these instructions will result in payment delays:

a. Invoices are submitted through the Invoice Processing Platform (IPP) ipp.gov

b. Additional copy to the Project Officer at:

Via email: mbur@mail.nih.gov

c. Inquiries regarding payment of the invoices should be directed to the designated payment office, attention: Chief, Accounts Payable Branch, (301) 496-6088.