C04a_Statement of Work_123A9426Q0035.pdf

US Department of Agriculture (USDA)

Statement of Work

Date: 2 September 2026

Contents Project General Information

1.0 Scope of Work

2.0 Background

Contractor Requirements

3.0 Technical Requirements / Tasks

4.0 Government Furnished

5.0 Deliverables / Schedule

6.0 Travel

7.0 Contractor’s Key Personnel

8.0 Security Requirements

9.0 Data Rights

10.0 Section 508 – Electronic and Information Technology Standards Attachment

Project Steam Sterilizer/Autoclave for Laboratory

General Information

1.0 Scope of Work

The contractor shall provide one (1) factory-new steam sterilizer. Contractor responsibilities include delivery, uncrating, movement to the installation site, recessed installation, utility connection, calibration, testing, and staff training.

2.0 Background

The US Department of Agriculture (USDA), Agricultural Research Service (ARS) is an in-house scientific agency for agricultural research. Our mission is to deliver scientific solutions to national and global agricultural challenges, spanning the entire spectrum from farm to table, including food safety, nutrition, crop and livestock productivity, and environmental sustainability.

Steam sterilizers are used to thoroughly decontaminate biohazardous materials prior to disposal to protect personnel, the environment, and ensure regulatory compliance. Facilities routinely handle diverse materials, such as biohazardous waste, soil, plant samples, culture media, and laboratory instruments, which require reliable high‑temperature, high‑pressure sterilization. Commercial-grade units provide the capacity, durability, and precise cycle controls needed for varied daily workloads. They also support required documentation practices, including biological indicator testing, cycle verification, and record‑keeping, which are essential for meeting federal, state, and internal biosafety standards.

Additionally, research‑grade autoclaves offer greater efficiency, improved reliability, and lower long‑term operational costs, ensuring the lab can maintain safe, compliant, and uninterrupted research operations.

To support research operations, USDA-ARS is looking to procure one (1) new, commercial-grade steam sterilizer (autoclave) to:

- Decontaminate biological waste

- Prepare culture media and reagents

- Sterilize glassware, instruments, plastics, and mixed research materials

- Meet evolving sterilization needs within agricultural and biological research programs

Contractor Requirements

3.0 Technical Requirements / Tasks

3.1 The contractor must provide a sterilizer that meets the following requirements:

• Support flexible, programmable cycles for liquids, media, waste, glassware, plastics, and mixed loads

• Deliver reliable performance under variable workloads

• Provide construction and controls suitable for long-term research adaptability

• Complete utility requirements including water, steam, electrical, drainage, and venting

3.2 Specifications are as follows:

A. Minimum Technical Requirements

- One-wall recessed installation

- All-electric valve actuation (no pneumatic valves)

- Chamber size: 20 in × 20 in × 38 in

- Manual vertical sliding door (no pneumatics)

- Chamber rack assembly with two shelves

- Space limitations: wall opening 78” height x 32” wide x depth 60”

B. Required Sterilization Cycles

- Gravity waste cycle

- Liquid/media cycle (slow exhaust)

- Pre-vacuum cycle

- Drying cycle

C. Structure Requirements

- 316L stainless steel chamber and jacket

- Fully jacketed chamber

- ASME-compliant pressure components

- Standard safety systems (pressure relief, over-temperature protection)

D. Controls and Interface

- Microprocessor-based controller

- Touchscreen interface

- Real-time display of pressure, temperature, cycle status

- Programmable cycle parameters

- Thermal printer and electronic data logging via USB

- Diagnostic messaging and password protection

3.3 Delivery and Installation

The contractor shall deliver and install the sterilizer. Installation must be leveled, anchored, and secured. All utilities must be connected and startup, calibration, and commissioning must be completed.

3.4 Testing and Acceptance

The contractor shall:

- Test all sterilizer functions

- Demonstrate proper operation

- Verify all safety systems

- Provide commissioning/startup report

All work shall be completed within 12 weeks after receipt of order unless otherwise stated in writing by the Contracting Officer. Unit may not be accepted if the above actions are not performed or results show a faulty product.

3.5 Training

Contractor shall provide on-site training for operation, safety, programming, and routine maintenance.

3.6 Warranty

A one-year full warranty covering parts, labor, and travel must be included.

3.7 Period of Performance (PoP)

PoP shall be no more than one (1) year.

4.0 Government Furnished

4.1 Facility location:

Delivery and installation must be completed at the following address:

Kentucky Tobacco Research and Development Center 1401 University Drive Lexington, KY 40546-0236

5.0 Deliverables / Schedule

5.1 Key Deliverables

Item No. Deliverable / Item Title Description Due 1 One new steam sterilizer Unit must meet all requirements listed in Section 3.0

Within 30 days of award

2 Installation and commissioning documentation

Report stating unit and all parts have been installed in accordance with the requirements in Section 3.0

On the day of install

3 Training Records Documentation that tracks the completion, dates, and details of training activities for employees or contractors. These records usually

After training is completed include course titles, certificates, attendance logs, and compliance-related training required by an organization.

4 Manuals Instructional documents that provide guidance on how to use, operate, or maintain a product, system, or process. Manuals typically include step‑by‑step procedures, technical specifications, troubleshooting information, and safety precautions.

On day of delivery

5 Warranty Documentation

Documentation outlining the terms, coverage, and duration of a manufacturer’s or supplier’s warranty for a product or service. This documentation generally includes what is covered, what is excluded, how to file a claim, and any conditions required to maintain warranty validity.

On day of delivery

5.2 All documents must be submitted via hardcopy or email to ARS representative unless otherwise stated.

6.0 Travel

Not Applicable

7.0 Contractor’s Key Personnel

Not Applicable

8.0 Security Requirements

The contractor and all contractor personnel shall comply with all USDA and ARS facility security requirements during delivery, installation, testing, training, and warranty support. Contractor staff must check in at the Kentucky Tobacco and Research Development Center’s designated security or reception area and present valid government‑issued photo identification for entry, and may be subject to escort requirements.

Contractor personnel must follow all laboratory safety and security rules, including PPE and restricted‑area requirements; photography or recording is prohibited unless authorized in writing. Access will be limited to areas required for installation, testing, and training, and contractor tools and materials must be controlled to avoid interference with research operations. No access to USDA networks, information systems, or controlled research data is permitted. Any security incidents or unauthorized access attempts involving contractor personnel must be reported immediately to the Government’s site representative.

9.0 Data Rights

Not Applicable

10.0 Section 508 – Electronic and Information Technology Standards Not Applicable

Attachment Not Applicable