75N98022SS00024 Draft Warehouse Storage Space Statement of Work 3 15 2022.docx

DRAFT

Statement of Work Warehouse Storage space NIH National Eye Institute, Veterinary Resource Research Section, Building 49 Central Animal Facility Storage

1. General Description of Services: 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. The animal research facility is a specially designed building type, which accommodates exquisitely controlled environments for the care and maintenance of experimental animals. Animal research facilities are related to but distinct from research laboratories. The facilities are complex and expensive to build and operate, but they are vital to supporting a proper, safe, and humane research effort. It is far more cost-effective to store equipment offsite than take up valuable space within the animal facility. To support our animals and the critical research programs they represent, we must ensure consistent equipment and supply storage, even during emergency and disaster situations. Due to the critical nature of storing both supplies and equipment, our program requirements have been incorporated into our Facility and Institute disaster preparedness plans. Warehouse Services including transportation to and from warehouse, storage of laboratory animal equipment (racks, caging, and miscellaneous items) which shall be sorted and inventoried.

1.1. - The following, but not limited, requirements of the warehouse are applicable:

The Contractor must be able to provide up to 6,000 square ft of storage space for staging purposes and temporary storage. The Building 49 Central Animal Facility Emergency Response Plan and the Guide for the Care and Use of Laboratory Animals 8th Edition require that the storage facility provide protection from the elements.

The Contractorwill be responsible for the security of Building 49 Central Animal Facility-owned supplies and equipment in the vendor's custody. The Contractorwill be liable for damages for improper use of moving/ material handling equipment (lifts, forklifts, pallet jacks, etc.).

(1) The Contractormust provide a copy of the Certificate of Liability Insurance.

(2) Must provide on order access to Building 49 Central Animal Facility-owned property for inspection and inventory purposes.

1.1.1. The building must be structurally sound and safeguarded against fire and burglary.

1.1.2. The premise must be securely fenced.

1.1.3. The building walls should be made of brick, stone, or concrete, and the roof of slate, tiles, or iron.

1.1.4. Windows, doors, gates, and other means of access must be fully secured with an adequate locking device(s).

1.1.5. The building must be equipped with electrical security measures to prevent illegal delivery and dispatch of goods.

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1.1.6. The building must comply with health and safety regulations.

1.1.7. Sufficient space and facilities relevant to conduct examination and necessary staff must be provided to ensure reliable service for the opening, unpacking, and re-packing storage items.

1.1.8. The building must be independent of other buildings that serve a different purpose. Entry and exit into and out of the warehouse should not lead to other buildings apart from the warehouse. Space must be contiguous without being split by a public corridor.

1.1.9. Suitable accommodation such as office furniture, parking facilities, and toilet facilities shall be provided at any reasonable time free of charge.

1.1.10. Space configuration shall be conducive to an efficient layout. Consideration for an efficient layout will include, but not be limited to, the following: size and location of interior fire (support) walls, size and number of columns, column placement, bay depths, window size and placement, convector size and placement, electrical and telephone accessibility, any angles, curves, or offsets that will result in a efficient use of space.

2. Period of Performance will be a base year plus four (4) options years. With each option year, the Government shall have the ability to either increase or decrease the amount of square footage based on the projected storage needs.

2.1. Location of the Building 49 Central Animal Facility (NIH Main Campus) 49 Convent Drive Bethesda, MD 20892

2.2. Current Location of the Building 49 Warehouse Storage

1120 Whistler Ave Baltimore, MD 21223

3. Scope of Work: Warehouse Storage

3.1. The selected Contractorshall provide covered warehouse storage of approximately 6,000 square feet of secured space within the local commuting area within 40 miles of the main NIH campus, located at Building 49 Central Animal Facility, 49 Convent Drive, Bethesda MD, 20892, to support storage of laboratory animal equipment and miscellaneous supplies.

3.2. The selected Contractorif not the incumbent, will be responsible for all the movement of the equipment from the current storage location located at 1120 Whistler Ave, Baltimore, MD 21223

3.2.1. The movement of the equipment shall include coordination with the current warehouse in all arrangements and activities, including staffing to move stored equipment/supplies into the Offeror's proposed warehouse.

3.2.2. It will be the Offeror's responsibility to ensure that they have the manpower, and equipment to move current storage to the new location.

3.2.3. The Contractorwill be responsible for the movement of equipment back and forth from their location to the Building 49 Central Animal Facility. Round trips are defined as trips to a place and back over the same route. It is important to note: It is not uncommon for equipment to be requested from storage and at the same time equipment at the facility ready to be sent out to storage which would constitute one round trip delivery.

3.3. Delivery/Pick-up services from/to the Building 49 Central Animal Facility to/from the Offeror's warehouse of equipment/racks will be required during the duration of this requirement. Hours of operation are from 7:00 am to 3:30 pm, Monday through Friday, except for Holidays.

3.4. The Contractorshall provide ventilation, pest control, and secure dedicated space. With delivery/pick up services from Offeror's warehouse to Building 49 Central Animal Facility loading miscellaneous equipment/racks to support the Building 49 Central Animal Facility operations.

3.4.1. Ventilation requirements are set by the ANSI/ASHRAE 62. ASHRAE 62.2 Aims to provide ventilation for acceptable indoor air quality standards. Ensure the ability to control the system to assure proper ventilation under any operating condition such as the heat in the summer and or the cold in the winter.

3.4.2. Pest control Guide for the Care of and Use of Laboratory Animals, ILAR, NAS, Eight Edition 2011, pg 109.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." A biosecurity program is like an insurance policy for the health and productivity of the Building 49 Central Animal Facility. The management of the facility must make decisions about the risk tolerance level they will accept, based on the chances of a disease occurring and the expected economic losses from the disease and research being conducted. When the risk tolerance level is determined, then appropriate risk management measures can be initiated. Therefore, as part of our programs’ "Biosecurity Program," we must ensure the provision of stored supplies/ equipment; this program is a shared responsibility between the Government and the selected Contractorto ensure the consistency and safeguards are in place to protect both the the supplies and equipment being stored by the contractor.

The Offeror's warehouse is required to have adequate, vermin-free space available for storage. The supplies will be stored in an area that is protected from the risk of contamination from animal pathogens, toxins, 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 Contractormust 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 Contractoralso must provide documentation about their quality assurance practices. The Contractormust provide information on quality assurance results monthly. All products supplied shall be free of chemical or pathologic contaminants and the presence of natural toxicants. Areas used for storage shall not be subject to elevated temperatures or relative humidity for prolonged periods. As part of our program's responsibility, we will inspect the site(s) annually to ensure that they meet the above requirements.

3.4.3. Security matters such as gates, fencing, monitoring, locking of the doors, alarming, etc., must be managed so that the cargo stored in the warehouse will remain intact from intruders during the whole warehousing period. The warehouse shall provide a detailed security plan that consists of the following components:

3.4.3.1. Physical Security

3.4.3.1.1. Alarms systems and or Video Surveillance Cameras

3.4.3.1.2. Building Structure--Buildings must be constructed of materials that resist unlawful entry and protect from outside intrusions.

3.4.3.1.3. Yard Security

3.4.3.1.4. Gates and GateHouse

3.4.3.2. The Contractorshall have Standard Operations Procedures to ensure that all documentation and operational requirements are being followed and adhered to consistently.

3.4.3.3. Access Controls the Security Plan should provide a process to positively identify and control the movement of all persons on site. It is a Best Practice to employ Security Guards.

3.4.4. It is our intent to incorporate within the contract the ability to secure space within the Offeror's warehouse(s) that meets the biosecurity requirements listed above. As part of the agreement, we would meet with the Contractorprior 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. The awarded Contractorshall be required to provide a detailed inventory list at least monthly or more often if needed. These visits and detailed inventory lists will ensure that the facility can maintain supplies/ and equipment at the respective location and the Offeror's ability to meet or exceed the requirement of this SOW.

3.5. In the event of an emergency and or disaster situation, equipment/racks may be needed to normalize operations. The Contractorshall provide delivery of equipment/racks to the Building 49 Central Animal Facility within a 4 to 6-hour response time.

3.5.1. 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 diminished when the disruptions to animal care and research are minimized. During emergency/disaster events, the regular supply and distribution channels will most likely be unavailable and/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. Therefore, we intend to establish an offsite source of critical supplies with an established storage Contractorwith a proven track record of providing quality storage services. As outlined in our emergency plan, our program intends to contact our storage Contractorto move the equipment within a 4 to 6-hour window within a 40-mile radius of NIH in Bethesda, Maryland. The ideal Contractorwill need a sound 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 arrange deliveries to the NIH. As a secondary backup, if the Contractoris not able to transport the required supplies/equipment, we will work with the local Contractorto directly pick up the required items.

4. Technical Requirements

4.1. Contiguous 6,000 square feet dry storage/warehouse; items for storage are not all standard pallet size, and some items have footprints as large as 72" L x 32" W x 84" H.

4.2. Secured Commercial Overhead Door (accommodate a forklift); the door height should accommodate direct loading/unloading of a commercial semi-truck.

4.3. Secured facility as outlined above.

4.4. Pallet Jack and forklift

4.5. Ventilation – as outlined above.

4.6. Access 7 days a week 7:00 am – 4:30 pm; 24/7 access and deliveries are required for the warehouse for emergency situations within a 4–6-hour window.

4.7. Consistent lighting as outlined above.

4.8. Fire protection- in accordance with National Fire Protection Association Report (nfpa.org). Other fire safety requirements namely mean of escape, structural fire precautions, external firefighting provisions, rising mains, hose reel system, electrical fire alarm, exit lighting, exit signs, emergency voice communication system, fire command center, fireman lift and emergency power supplies etc. shall be provided as stipulated in the Fire Code.

4.9. One electrical 120vac access point from within the secured space.

5. Customer Support Transportation Services – ContractorShall furnish all required personnel (labor) and supplies for packaging, crating, and transporting equipment and supplies for the Building 49 Central Animal Facility. This includes but is not limited to; shipping crates, dollies, moving equipment and packing materials, tools, crate delivery/pick-up, supervision and expertise, fuel surcharges, labor, transporting, unloading, uncrating, and placement of items at the various delivery locations.

The Offerors is responsible for ensuring that its company and personnel maintain any generally required professional certification, accreditation, license, bond, and proficiency relative to their area of expertise and have operating authority in the District of Columbia, Maryland, and Virginia. The contractor shall retain documentation of such records. The Government will not pay for expenses to meet this requirement.

5.1 Transportation Coordination Pick-up and Delivery. Respond promptly to requests for transportation and delivery of requested furniture, equipment, or other stored items:

5.1.1 Deliver requested goods within two (2) business days.

5.1.2 Supply all necessary tools, dollies, lifters, labels, cartons, bins, and other materials that may be required to perform efficient specified delivery and storage tasks.

5.1.3 Provide required personnel to safely transport specified equipment and furniture as necessary.

5.1.4 Provide full palletizing and shrink wrapping of all goods, pallets, equipment, and packaged freight that is being transferred/ relocated. All goods should be on pallets and packaged freight with a labeling method that specifies (Building #, Room #, size, quantity, and brief description). The Contract Technical Representative will provide detailed instructions for the labeling method.

5.1.5 Provide personnel and supplies for minor wood and metal furniture repairs – all such repairs which are necessary due to damage caused in the move are to be at the Selected Move Offeror's expense, and no charge for labor or materials will be allowed; additionally, in the interest of safety and prevention of damage, Contractorshall ensure that no dollies are loaded in excess of six (6) feet high, either prior to loading or on the truck.

5.1.6 Movement and/or de-installation with potential for re-installation of equipment that the Building 49 Central Animal Facility has slated for relocation to a location (or locations) designated by the Contract Technical Representative. There is potential for older equipment to be slated for "Excess," in which the Contract Technical Representative will direct the Contractorto relocate pieces to the GDC Warehouse for disposal.

5.1.7 Provide a comprehensive, up-to-date Inventory Catalogue detailing the Building 49 Central Animal Facility property placed into storage at the offsite warehouse facility for the Contract Technical Representative. The Inventory Catalogue should be in an Excel Spreadsheet format or other agreed-upon formats.

5.1.8 Provide at least one supervisor and/or lead foreman, meeting the qualifications for the respective job title listed in employee sections below for the duration of each shift's work.

5.1.9 The Contractoris responsible for identifying when a project is complete, per plans and specifications, and reporting to the Contract Technical Representative for inspection when required. The Contractorshall notify the Contract Representative regarding any schedule implications (if work is taking longer or is completed quicker than scheduled). The Contractoris only to take instruction from the designated Contract Technical Representative during any assignment.

5.2. The Contractorwill be required to facilitate pick up, deliveries, and or a combination of both as requested by the Building 49 Central Animal Facility for a total of 30 round trips. The pick-up and delivery will be at 49 Convent Drive, Bethesda, MD 20892 Backloading dock.

5.3. Coordinate pick-up and delivery of items with a minimum of 48-hour notice. Except in an emergency where there is a 4 to 6-hour response requirement. Provide resolutions to customer problems and complaints with a compliant response within 24 hours of notice.

5.4. Notify the Contracting Officer Representative listed above or designated representative of any discrepancies or damage to items in inventory within 24 hours.

5.5. Contractoremployees will be expected to furnish a sufficient staff of supervisory and labor personnel to perform all phases of any work resulting from this document in an orderly, timely, and efficient manner. Work will be completed within agreed-upon timelines between the contractor and the Government.

5.5.1. The vendor will ensure adequate staffing to meet agreed-upon timelines and completion dates/ times. The Contractorwill make every reasonable effort to ensure the continuity of supervisors and staff throughout work projects. Supervisory staff will be specified by name.

5.5.2. ContractorEmployee Experience. The contractor is responsible for ensuring that the company and its' personnel maintain required professional certification(s), accreditation, licensure, bond, and proficiency relative to their area of expertise and have operating authority in the state of Maryland. The Contractorshall retain and provide upon demand any documentation of such records (certifications and safety). The Government will not pay for expenses to meet this requirement.

5.5.3. Each person assigned to work under this contract shall be certified and trained in the services and operation of any equipment used. All certifications held by the personnel working on this contract shall be complete and unrestricted. The qualifications of such personnel shall also be subject to review by the Contract Technical Representative.

5.5.4. The Contractorshall provide sufficient and consistent personnel and crews based on workload as required to accomplish assigned tasks in the time frame stated per a project timeline.

5.5.5. The contractor shall provide, operate, manage, and maintain a trained, uniformed team of personnel to provide the services. The contractor's personnel shall have the ability to meet and communicate with the public, read English, understand and apply printed rules, detailed orders, and instructions.

6. Security – Security is an integral part of ensuring the integrity of warehousing operation access control, yard management, and inventory management to reduce loss prevention. ContractorShall:

6.2. Safeguard all Government property and materials from theft, misuse, and damage through warehouse management and logistics to safely and securely facilitate supplies and equipment movement.

6.3. Permit only allowed authorized personnel access to the equipment; maintain a daily sign-in log. The Contractorwill proactively monitor and control who has access to the warehouse, buildings, assets, and other facilities.

6.4. Provide access for annual inventory officers.

6.5. Inventory Control-Establish proper security measures to safeguard inventory.

6.6. Respond to reports of missing, damaged by negligence, or stolen items. Take actions to manage the resolution of the missing, damaged, or stolen items, including taking actions to cause the replacement of items at replacement cost, when required due to negligence or lack of physical control.

7. UTILITIES AND SERVICES: The Contractorshall provide the following services and utilities during the contract period. All services will be inspected quarterly by designated COR(s), and discrepancies reported to the Contracting Officer (CO) for correction and/or repair.

7.2. Utilities shall include:

7.2.1. Ventilation- as defined above

7.2.2. Lights Adequate lighting with a minimum illumination of 200 candelas is required. Fluorescent tube lamps and gas-discharge/luminous discharge lamps (HQL, NVA-T, HQI-T, HQI-BT types) are allowed. All lamps must have protective glass. The safety margin from the highest point of the cargo stored to the lamps is one meter. Skylights and light colors for walls are highly recommended. (minimum of 30 FC at the finished floor)

7.2.3. Water

7.2.4. Electrical power for at least one 120 vac receptacle power

7.2.5. Janitorial Service

7.2.5.1. The Contractorshall provide trash services for the warehouse space to facilitate crating/ uncrating of equipment at the warehouse. The Contractorshall be responsible for maintenance of all areas, in and around the secured facility. All areas shall be maintained in a clean and safe condition.

7.2.6. Established Pest Control Program as described above

8. Deliverables:

8.2. Warehouse Storage Inventory is emailed to the COR by the 10th of each month.

8.3. Storage Invoices are emailed to the COR by the 10th of each month with all supporting documentation.

8.4. Access Logs emailed to the COR once quarter (January, May, September) logs are due by the 10th of the month.