Amendment 1.pdf

Amendment 1 “All Sites Primary Barrier Equipment and Decontamination Services”

Solicitation Number: RFP 75N98026R00001

Proposal Due Date/Time: Friday, December 26, 2025 at 3:00 PM, Local Time

(Unchanged)

Issued By: Evguenia Mathur

Contract Specialist

OA/DEA/NIAID/NIH/DHHS

Points of Contact: PRIMARY jane.mathur@nih.gov

Evguenia Mathur, Contract Specialist Phone: 301-451-0237

SECONDARY

Ashley.Kinderdine@nih.gov Ashley Kinderdine, Contracting Officer Phone: 240-669-5154

Please note that we do NOT intend to extend the due date for submission of quotations as a result of this Amendment. The date specified for receipt of quotations remains unchanged.

Offerors must acknowledge receipt of the Amendment by identifying the Amendment date and the date of the Questions & Answers on each copy of the submitted quotations. Failure to receive your acknowledgement may result in the rejection of your quotation. Except as provided herein, all terms and conditions of the solicitation remain unchanged and in full force and effect.

The purpose of this Amendment is to provide responses to questions from potential offerors regarding the RFP.

RESPONSE TO QUESTIONS FROM POTENTIAL OFFERORS:

Question 1:

Is there an existing schedule showing which months this equipment is serviced annually?

NIH Response to Question 1:

Services are distributed roughly throughout the year equally. Both Integrated Research Facilities (IRF) locations also have quarterly shutdowns.

mailto:jane.mathur@nih.gov mailto:Ashley.Kinderdine@nih.gov

Question 2:

Do you have the make and models of the equipment being serviced?

NIH Response to Question 2:

Offerors should assume that all major makes and models are in service throughout NIH locations, including units that may be more than 15 years old.

Question 3:

For the HEPA filters:

a. Can you confirm if these are reachable with a ladder, or would we need to rent a lift?

NIH Response to Question 3a:

All primary barrier equipment HEPA filters are accessible by ladder or stairs. A lift is not required.

b. Are there injection ports to introduce the aerosol spray for the HEPA testing? Yes NIH Response to Question 3b:

Yes.

Question 4:

Page 14, Section C.c 1 Section 508 Annual Report: This document states “…a technical specialist for the manufacturer, developer, or vendor of the EIT Item(s) should complete the Section 508 Annual Report.” As the incumbent to the current contract, we know that NIH supplied computers and NIH proprietary software is used for the completion of services included in this RFP. The computers and software used are directly managed, serviced, and setup through NIH. Since the 508 Annual Report requires information and attestation on how the NIH supplied computers and proprietary software functions, how are we to compile the requested information when we have no access/authority to monitor the requested criteria?

NIH Response to Question 4:

This language was included in error. All references to the 508 Annual Report throughout the RFP have been rescinded as a result of this amendment.

Question 5:

Page 91, Section 2.2 Types of Work: Please define Monitoring and Preventative Maintenance.

NIH Response to Question 5:

“Monitoring” is defined as tracking of incoming service requests and tracking upcoming certifications and completion. “Preventative Maintenance” is defined as actions taken to support longevity of primary barrier equipment. This includes, but it’s not limited to employee training and tracking degradation of HEPA filters (i.e., DP measurement, motor speed) and leveling of cabinet stand.

Question 6:

Page 92, Section 2.3 Contract Coverage: What is the expected involvement of the Contractor for completion of a Risk Assessment? The Contractor is not familiar with biohazardous agents that were used in the laboratory and Biosafety Cabinet. A NIH CBSP or RBSP should perform the Risk Assessment with input from the Contractor describing the work being performed.

NIH Response to Question 6:

In addition to providing requisite training and resources for technicians to perform their work, contractor is responsible for ensuring the safety and health of their personnel. A Risk Assessment is part of this responsibility. NIH will respond to technical inquiries regarding biological agents used in primary barrier equipment upon request from contractor.

Question 7: Page 92, Section 2.3 Contract Coverage: Is this for non-Select Agent BSL-3 and ABSL-3 Laboratories?

NIH Response to Question 7:

This may be for select agent or non-select agent laboratories. Select agents will not be accessible or actively in use while work under this contract is conducted.

Question 8: Page 92, Section 2.4 Resources: Please define Preventative Maintenance.

NIH Response to Question 8:

“Preventative Maintenance” is defined as actions taken to support longevity of primary barrier equipment. This includes, but it’s not limited to employee training and tracking degradation of HEPA filters (i.e., DP measurement, motor speed) and leveling of cabinet stand.

Question 9: Page 96, Section 3.3.1 Service/Periodic Certification for Class II, Type A, B and C Biological Safety Cabinets, Section e.: Is the statement “A risk assessment will be performed to determine gaseous decontamination and neutralization of is necessary for certification of equipment located in a BSL3, BSL4, ABSL3, or ABSL4 space” inaccurate, since no certification will be performed by a Contractor until the ABSL4, BSL4, and equipment have been decontaminated?

NIH Response to Question 9:

This is correct. All ABSL4 and BSL4 spaces will be decontaminated prior to maintenance shutdowns.

Question 10: Page 102, Section 4.1 Manner and Time to Perform Services: There is a statement that the “the COR may elect to forgo gaseous decontamination…if work may be completed in a safe alternate manner.” How will this be determined? What is the risk assessment that will be used to make this determination? What are the steps if the contractor disagrees with the determination due to risk and safety of contractor and HHS employees?

NIH Response to Question 10:

“A risk assessment for work to be conducted without gaseous decontamination shall be developed by the vendor in collaboration with the COR, the primary barrier program manager, and appropriate NIH biosafety personnel as identified by the COR.” This method will be used to develop a plan that ensures the safety of contractors and HHS employees

Question 11: Page 13, Article B.31. Invoice Processing Platform (IPP): Will the Task Orders include Item numbers as outlined in the Pricing Tables per year? Will IPP mirror this?

NIH Response to Question 11:

No. Task Orders will be for a specified dollar amount, and the vendor will invoice against that amount based on the line-item pricing they provide. However, the invoice or supporting documentation must provide sufficient information for the COR to verify the services provided.

Question 12: Will a walkthrough be made available to participating vendors, and will vendors have the opportunity to ask questions directly to key stakeholders during that walkthrough?

NIH Response to Question 12:

No. There will be no walk-through for vendors

Question 13: Will the scheduling of the units be handled by the vendor or by NIH? Additionally, how will access to these units be coordinated?

NIH Response to Question 13:

Scheduling of units will be the responsibility of the vendor. The vendor will coordinate access to the units with the point of contact for the spaces with the units.

Question 14: What is the current headcount supporting these locations?

a. Frederick, MD? (The RFP requests one supervisor who must remain within two hours on call, as well as one full-time technician)

b. Rocky Mountain Lab, MT (The RFP requests one full-time technician and one supervisor)

c. NIH Bethesda: Washington/Baltimore? (The RFP requests four full-time technicians and one full-time supervisor)

NIH Response to Question 14:

Vendors should propose staffing that meets the requirements of the RFP and that they feel will be appropriate to provide the services identified in the RFP.

Question 15: This RFP is listed as a Small Business Set-Aside.

a. Can large businesses submit bids?

NIH Response to Question 15: No. Only Small Businesses may submit proposals in response to this RFP.

Question 16: Please clarify what is meant by a “Magnahelic HEPA Equivalent Filter” as referenced in Item 001.13.5.

NIH Response to Question 16:

Magnahelic HEPA Equivalent Filter are inline filters to differential pressure gauges.

Question 17: Item 005 references travel to foreign laboratories; please confirm that no foreign labs are included in the scope of this contract.

NIH Response to Question 17: There are currently no laboratories in foreign countries that are supported under this contract.