Lynx Cage Rack Washer SOW.docx

Statement of Work (SOW) Sterilization Equipment

A. GENERAL INFORMATION

1. Purpose: The purchase of Cage Rack Washer Sterilizer is required in order to maintain VHA Office of Research Oversight (ORO) Accreditations and American Association for Accreditation of Laboratory Animal Care (AAALAC) Accreditations as it has been determined that there have been repeated mechanical deficiencies in Cincinnati VA Veterinarian Medical Unit equipment that could pose a threat to the safety of laboratory animals.

2. Scope of Work: The contractor shall provide all resources necessary to accomplish the deliveries described in this statement of work (SOW). Contractor shall procure and deliver 1 Cage Rack Washer that requires no building modifications.

3. Background: On March 27th, 2026, there was an American Association for Accreditation of Laboratory Animal Care (AAALAC) review in which it was recommended that we replace our equipment. On April 16th, 2026, the VA Office of Research Oversight (ORO) confirmed the AAALAC finding and it was suggested that we replace the equipment immediately to prevent future corrective actions that could result in the loss of accreditation.

4. Performance Period: This is a one-time purchase; delivery and installation should begin no later than 01 June 2027

5. Type of Contract: Firm-Fixed-Price

6. Place of Performance: Delivery will be made to the Cincinnati VA Medical Center, 3200 Vine Street, Building 14, Cincinnati OH 45220, Research Dock.

7. Hours of Operation: Warehouse deliveries are accepted between 8am and 3:30pm, Monday through Friday, excluding holidays.

Hospital normal hours of operation are between 8am and 4:30pm, Monday through Friday, excluding holidays.

B. GENERAL REQUIREMENTS

1. Contractor shall provide (1) Cage Rack Washer that requires no building modifications. Building infrastructure must be completely efficient as is. The unit must meet the specifications outlined in the salient characteristics document and the below listed system requirements:

a) The Cage Rack Washer:

a. Must be Life Science suitable equipment

b. Must be suitable for BioSafety Level II

c. Must have oscillating spray jets with various modes to sterilize swine, rats, mice and hamster cages and racks

d. Must be able to sterilize trash and mop bins.

e. Double door

f. Pit Mounted (must fit in current pit)

g. Must require no building modifications

h. Chamber size no less than 46" W x 85" H x 85-122”

i. Exterior must not exceed 84" W x 94" H* x 100-130" D

j. Must have separate entrance and exit for clean and soiled side

k. Steam Heated

l. Temperatures range at least 120F-200F

m. Must have various programmable cycles

n. Sound must be less than 70 decibels and must not require the use of ear-protection

o. Voltage Requirements: 208V

p. High visible touch screen display

q. Must have emergency exit release in and out of the unit

r. Unit must have see-through glass to ensure no self-closure

s. Must have an automatic drain valve

t. Must have a water discharge control with pH control

u. NO mechanical press connect (propress) (must be solder joints or wielded)

v. Service Requirements: Two-year warranty, must be able to service within 48hours of complaint

w. Assembling, Modifications Requirements: Contractor is not required to complete any building demo or old equipment removal. Contractors will not be required to make utility connectivity. Contractor will assume all responsibilities for installation. Contractor must ensure before installation that no modifications are required for the installation of the equipment. They must provide turn-key ready equipment and services. This must include: equipment requested, shipping of equipment, conducting off-loading of equipment to standard industrial loading dock, uncrate and move to destination, assembling of equipment, setting and leveling of equipment, perform equipment startup, user training. Contractor will provide Research 48 business hour advance notice of equipment turn over inspection and user training to facility to ensure all proper staff are available.

x. Veterinarian Medical Unit Protocols and Procedures: Due to the area of the installation being in the VMU, all contractor staff must adhere to VMU protocols and procedures. Anyone with animal allergies, it is not recommended for them to be onsite. No video recording or pictures are authorized on campus or in the VMU facility. If photos are required for assembly planning, must obtain authorization from Research COR personnel. No eating or drinking in the VMU. No music or loud noises or talking in the VMU. No loitering around the VMU or Facility. Contractor personnel are only authorized in areas where equipment is being installed. No smoking or vaping on campus. All contractor personnel must review and sign VMU protocol document reiterating these guidelines.

2. Contractor shall provide a listing of all recalls, Safety Alerts, and Field Engineering Change Notices pertaining to the proposed Imaging System for the past 12 months.

C. CHANGES TO STATEMENT OF WORK

Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

D. INVOICES

1. Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor, validated by the Contracting Officer’s Representative (COR), and submitted electronically through OB-10 (https://portal.tungsten-network.com/).

2. A properly prepared invoice will contain:

a) Invoice Number and Date

b) Contractor’s Name and Address

E. SECURITY

PER REVIEW OF VA HANDBOOK 6500.6, CONTRACT SECURITY, APPENDIX A- INFORMATION SECURITY AND PRIVACY CHECKLIST:

1. “The C&A requirements do not apply, and a Security Accreditation Package is not required.”

2. Acquisition of this service does not involve the storage, generating, transmitting, or exchanging of VA sensitive information to the vendor.

3. There may exist exposure to VA sensitive information, in particular to sensitive personal information (SPI) while implementing contractual services.