Atachmt_1_2015_BSC_Contract_SOW.pdf

Scope of Work

The U.S. Department of Agriculture Animal Plant Health Inspection Services (APHIS), National Centers for Animal Health (NCAH) intends to award a firm fixed-price indefinite quantity commercial service contract for the Certification Maintenance and Repair of Class I Laminar Air Flow Biological Safety Cabinets (BSC), Class II BSC’s, Class III BSC’s, HEPA filtered small animal isolators and chemical fume hoods, for their facilities located at 1800 Dayton Avenue, 1920 Dayton Avenue, 2300 Dayton Avenue and 2110 University Blvd, Ames, IA 50010.

300 Biosafety Cabinets (Class 1 , 2 and 3) and HEPA filtered small animal isolators.

60 fume hoods.

This will be a firm fixed priced indefinite quantity commercial service contract for a base year and 4 option years.

Service to include any and all costs but not limited to: Overhead, general and administrative costs, profit, certification, transportation costs, required test equipment and calibration.

Minimum visits per year=10 Maximum visits per year = 22

Biological Safety Cabinets

In support of the APHIS’ ISO 17025 Accreditation, only an individual who is currently accredited by the National Sanitation Foundation (NSF) on NSF/ANSI Standard 49 Class II (Laminar Flow) Biosafety Cabinetry can be the certifier to calibrate and make repairs to these BSC’s. One copy of the individual’s NSF Accreditation Certificate needs to be submitted when the individual comes on-site.

Work must be performed in accordance with NSF/ANSI Standard 49 Class II (Laminar Flow) Biosafety Cabinetry, Annex F – Field Tests. The Class I cabinets, Class III cabinets, HEPA filtered small animal isolators and chemical fume hoods must be certified according to manufacturer specifications/recommendations.

The following physical certification tests are the minimum required tests to be performed for BSCs:

• Downflow Velocity

• Inflow Velocity

• HEPA Filter Leak Test (both supply and exhaust)

• Airflow Smoke Pattern Tests o Downflow Test o View Screen Retention Test o Work Opening Edge Retention Test o Sash/Window Seal Test

Certification and repairs will be performed in accordance with NSF/ANSI Standard 49 Class II (Laminar Flow) Biosafety Cabinetry, Annex F – Field Tests or according to manufacturer specifications/recommendations.

Certification stickers must be posted on the cabinets and signed Certification reports be turned in to the NCAH Biosafety Office after cabinet certifications have been completed. Certification stickers must display at least the following information: Company name providing the certification, Serial number of the BSC, Standard or specification that the BSC was tested to, Date certification testing was performed, duration of certification period, Certification report identifier and the signature of the person performing the certification.

For BSCs, HEPA filtered small animal isolators and fume hoods failing certification, part numbers for required repair parts must be submitted to the NCAH Biosafety Office within 10 business days following the site visit.

• Filter replacement and repairs to BSCs and HEPA filtered small animal isolators required to meet NSF/manufacturer specifications would be included in the contract.

• "Certification and repairs will be performed in accordance with NSF/ANSI Standard 49 Class ll (Laminar Flow) Biosafety Cabinetry, Annex F - Field Tests or according to manufacturer specifications/recommendations."

• Filters and repair parts are to be purchased by the NCAH and installed by the certifier as part of the contract.

• Any BSC that fails certification will be disabled by the certifier until repairs and recertification or decommissioning has taken place.

• Ames, Iowa Facility will order the replacement parts and have them available, for installation at a regularly scheduled visit or an emergency visit if the program requires it. Or if the cost and age of the device no longer warrants continued service then Ames Iowa Facility will direct the certifier to decommission it and remove it from service.

Schedule of Work

• Contractor shall coordinate with NCAH Safety and Security Unit (SSU) Occupational Health and Safety Specialist at least 2 weeks prior to the anticipated service date to ensure NCAH staff will be available to escort the certifying technician, answer questions and provide data on the intended certification date(s).

Certification will be done as a minimum annually and on an “as needed” basis after that. The estimated quantity of Biosafety Cabinets and HEPA filtered small animal isolators needing certification at this time is approximately 300.

• A minimum of 10 scheduled site visits per year are required for the purposes of certification and repair.

• A maximum of 10 emergency service calls are required for the purposes of certification and/or repair.

Emergency service requires that the certifier arrive onsite no later than 48 hours after notification.

• Decontamination associated with repairs, HEPA filter replacement and decommissioning will be performed by the certifier in accordance with NSF/ANSI Standard 49 or manufacturer specifications/recommendations.

• Certification, maintenance and repairs shall take place during normal business hours, Monday through

Friday 7:00 am - 4:30 pm.

• All required certifications for the first period of this contract shall be completed no later than September 30, 2016.

Applicable Reference Documents

• NSF/ANSI Standard 49 (http://www.nsf.org) NSF/ANSI Standard 49 Class II (laminar flow) biosafety cabinetry applies only to Class II biological safety cabinets, as designed to minimize the hazards inherent in working with agents assigned to biosafety levels 1, 2, or 3. The standard defines the tests for which a cabinet must comply to become NSF Certified. The standard includes basic requirements for design, construction, and performance that are intended to provide personnel, product, and environmental protection, reliable operation, durability, cleanability, noise level and illumination control, vibration control, and electrical safety. In addition, the standard includes detailed test procedures and informational annexes, including recommendations for installation, field certification tests, and decontamination procedures.

• NSF Certification Policies for Biosafety Cabinetry (http://www.nsf.org) http://www.nsf.org/ http://www.nsf.org/

Chemical Fume Hoods

Certifications will be performed in accordance with NFPA 45, ANSI Standard Z9.5, and ASHRAE 110 (excluding tracer gas studies), and fume hood manufacturer recommendations.

• The estimated quantity of Chemical Fume hoods needing certification at this time is 60.

• For fume hoods failing certification, part numbers for required repair parts must be submitted to the

NCAH Biosafety Office within 10 business days following the site visit.

• Filter replacement and repairs to BSCs and HEPA filtered small animal isolators required to meet

NSF/manufacturer specifications would be included in the contract.

• Certification and repairs will be performed in accordance with NFPA 45, ANSI Standard Z9.5, and

ASHRAE 110 or according to manufacturer specifications/recommendations.

• Repair parts are to be purchased by the NCAH and installed by the certifier as part of the contract.

• Any fume hood that fails certification will be disabled by the certifier by placing tape or signage across the sash until repairs and recertification or decommissioning have taken place.

• Ames, Iowa Facility will order the replacement parts and have them available, for installation at a regularly scheduled visit or an emergency visit if the program requires it. Or if the cost and age of the device no longer warrants continued service then Ames Iowa Facility will direct the certifier to decommission it and remove it from service.

• Certification stickers must be posted on the fume hoods and signed certification reports be turned in to NCAH Industrial Hygiene and Safety office after fume hood certifications have been completed.

Certification stickers must display at least the following information: Company name providing the certification, Serial number of the fume hood, date certification testing was performed, duration of certification period, certification report identifier and the signature of the person performing the certification.

Schedule of Work

• Contractor shall coordinate with NCAH Safety and Security Unit (SSU) Occupational Health and Safety Specialist at least 2 weeks prior to the anticipated service date to ensure NCAH staff will be available to escort the certifying technician, answer questions and provide data on the intended certification date(s). Certification will be done as a minimum annually and on an “as needed” basis after that.

• Certification, maintenance and repairs shall take place during normal business hours, Monday through Friday 7:00 am - 4:30 pm.

Estimated Schedule (Subject to variation and change) o 60 Fume hoods for 5 years o 300 certifications of BSC and HEPA filtered small animal isolators for 5 years o Filter changes and required fumigation, assuming 1 filter change/BSC every 5 years or at least one during the life of the contract:

300 filter changes and certification 300 fumigations before filter change o Repairs (based on assumption of that half the BSCs will require service once during the 5 year contract):

150 repairs 150 fumigations before filter change or repair

Period of Performance

The effective period of performance shall be October 1, 2015 through September 30, 2016 with 4 possible 12 month option periods.

Security

The NCAH is a secure facility. Contractors must be escorted at all times while on site. Contractors must provide photo ID and sign in/sign out when entering/leaving the facilities at all times.

All USDA APHIS Facilities are secure. Contractors must be escorted at all times while on site. Contractors must provide photo ID and sign in/sign out when entering/leaving the facilities at all times.

(a) Contractors shall comply with the personal identity verification (PIV) policies and procedures established by the AGAR Advisory No. 81, Revision 02 dated April 28, 2009 - Common Identification Standard for Contractors.

(b) All applicable contractor employees requiring routine, long term (the aggregate of 6 months or more) physical access to Federally-controlled facilities or routine access to Federally-controlled information systems must go through the identity proofing and registration process, and must have been successfully identity proofed, and have successfully adjudicated National Agency Check with (Written) Inquiries (NACI) or Office of Personnel Management (OPM)/National Security (NS) Background Investigation (Bl) to serve on the contract. All background security or background clearances must be done one week prior to commencing work. Where this is not practical and the prime or subcontractor require intermittent access to federally controlled facilities or are under the aggregate 180 day limit, a temporary guest ID badge will be issued and/or such personnel may be under constant supervision and their access to areas or data may be more restricted.

(c) The Contractor shall provide to the Contracting Officer's Representative, or other Government designated program/project officers (will serve as PIV Sponsors for contract personnel), and the Security Officer listed below, a list of all contractor and subcontractor employees full name, job title, employer (prime or subcontractor), contract number, performance period and/or the days employee is expected to be on-site for base year and each option year, if applicable, and information on any standard commercial security or background clearance conducted by the prime or subcontractor and that contractor employees pass the commercial background check.

(d) The Contractor shall take full responsibility to ensure that prime and subcontractor employees who require routine, long-term physical access to federally controlled facilities and logical access to Federally controlled information systems except for "national security systems" as defined by 44 U.S.C .. 3542(b)(2), are required to complete and submit an 306 Declaration of Federal Employment form, HRO 1197, Personnel Security Document and the AD-1197, Request for USDA Identification (ID) Badge, along with copies of two identity source documents(one being a photo ID) and two completed fingerprint cards (SF-258), You can obtain these forms from the Personnel Security Officer:

USDA, APIDS, MRPBS, HRD

Attn: Personnel Security Officer Butler Square, 100 N. 61 Street, Suite 5558 Minneapolis, MN 55403-1588 Phone: (612) 336-3289

(e) The Personnel Security Staff will validate the level of background investigation required of the employee's position, and upon passing the background investigation, initiate them into OPM's secure on-line e-QlP portal and will provide further instructions by means of email for completing the electronic questionnaire.