Cagewash Maintenance - Draft Statement of Work.pdf

STATEMENT OF WORK (SOW)

TITLE: PREVENTATIVE MAINTENANCE AND SERVICE CONTRACT

FOR NIAID CAGE WASH EQUIPMENT

June 28, 2024

1.0 INTRODUCTION/OVERVIEW

The U.S. Department of Health and Human Services (HHS), National Institutes of Health (NIH), National Institute of Allergy and Infectious Diseases (NIAID) conducts and supports applied research to better understand, treat and ultimately prevent infectious, immunologic, and allergic diseases. NIAID has a unique mandate, which requires the Institute to respond to emerging public health threats. One of the major program areas within NIAID is the Division of Intramural Research (DIR). DIR’s mission is to make scientific discoveries that promote the development of new vaccines, diagnostics, and therapeutics that improve human health. DIR’s research goals encompass expanding knowledge of normal immune system components and functions, defining mechanisms responsible for abnormal immune function (immunodeficiency, allergy, and autoimmunity), understanding the biology of infectious agents (viruses, bacteria, fungi, and parasites) and the host response to infection, as well as developing strategies to prevent and treat immunologic, allergic, and infectious diseases.

2.0 BACKGROUND INFORMATION

The NIAID, DIR, Comparative Medicine Branch (CMB), Laboratory of Animal Science Section (LASS) conducts research to understand and develop new treatments for allergies and infectious diseases, which often requires the use of laboratory animals. The care and treatment of these animals can profoundly affect experimental results. It is the responsibility of CMB to provide daily care to animals maintained within NIAID’s animal facilities and to assist the NIAID Animal Care and Use Committee with the oversight of NIAID’s program of animal care and use. CMB is also responsible for assisting NIAID investigators with animal-related issues, overseeing the construction and renovation of animal facilities, and assisting the DIR Director with planning for future animal-related requirements. CMB maintains animals in four facilities on the NIH campus in Bethesda, MD and Rockville, MD as well as provides guidance to the Institute’s intramural scientists using animals in research projects.

The LASS has cage wash equipment that requires preventative maintenance to ensure consistent performance. In addition to preventative maintenance services, the cage wash equipment, which includes instruments such as tunnel washers, rack washers, bedding dispensers, water acidifiers, and bedding disposal units require routine service calls and ad-hoc call backs for service. NIAID vivarium requires cage wash equipment, especially rack and tunnel washers, to process waste. As the CMB has staff onsite 7 days a week to maintain clean, sterile, and safe environments for the research animals in its care, the smooth operation of all cage wash and supporting equipment is paramount. Due to the nature of the research conducted by the CMB, caging and equipment cannot be processed offsite and therefore, the equipment must always be maintained in optimal operating condition.

3.0 OBJECTIVE

The objective of this SOW is to obtain contractor services to maintain cage wash equipment that include tunnel washers, rack washers, bedding dispensers, acidified water dispensing stations, and bedding disposal units from various manufacturers. This equipment requires routine, comprehensive preventive maintenance inspections, quality assurance services, repairs/adjustments during inspections, call back repair services, and special repair services by trained and experience personnel with labor, tools, supplies, materials, parts, and equipment furnished by the Contractor. These services are necessary to ensure the cage wash equipment are in optimal condition with maximum dependability and efficiency as successful, continuous operation of the equipment without failure is imperative to LASS’s operations. The covered instruments include the following:

Equipment Description: Make/Model Serial No. Location Better Built Tunnel Washer, Model T236

236-0508-N2414 Bldg. 14BS

Bedding Dispenser Model BD-200-M-

S0162688-1 Bldg. 14BS

TBJ Acidifier, Model WBF-SMD S0162689-1 Bldg. 14BS TBJ Acidifier, Model WBF-SMD S0193297-1 Bldg. 14BS Scientek Tunnel Washer, Model Tunnel 2536 S

250304-1023 Bldg. 4

Getinge Bedding Dispenser Model

RF1975

N/A Bldg. 4

GetingeCastle Tunnel Washer, Model

1008907-10 Bldg. 33

GetingeCastle Rack Washer, Model

1008907-15 Bldg. 33

NuAire/Garb-el Waste Management System, Model NU-125-Spec

103014120505 Bldg. 33

Getinge Bedding Dispenser, Model

BD-2000-RE

S0040738-1 Bldg. 33

TBJ Acidifier, Model DP-5000-1B-0 101429091905 Bldg. 33 Ionics FA series Model 10” A. Filt/ HT- 8 545 6057

N/A Bldg. 33

Getinge Glass Washer, S-8666 SEV0514005 Bldg. 33 Getinge Glass Washer, S-8666 SEV0514006 Bldg. 33 Getinge Glass Washer, S-8666 SEV0514007 Bldg. 33 BetterBuilt Tunnel Washer, Model T236

T236-1021-N7423-2 Bldg. 50

BetterBuilt Rack Washer, Model R690 R690-1021-N7423-1 Bldg. 50 TBJ Acidifier, Model DP-5000-1B-0 001214995 Bldg. 50 BetterBuilt Tunnel Washer, Model T236

236-0517-N5742 Bldg. 14DNR

Bedding Dispenser, Model BD-2000-92 S0101600-1 Bldg. 14DNR TBJ Acidifier, Model WBF-SMD S012186-2 Bldg. 14DNR

4.0 SCOPE

The scope of this effort includes the resources necessary to perform preventative, remedial maintenance and repair services to maintain the covered equipment in optimal operating condition in accordance with the equipment manufacturer’s specifications.

5.0 CONTRACT REQUIREMENTS

This contract covers preventive maintenance inspections, repairs during inspections, call-back repair and special projects services. All replacement parts (excluding parts and components listed in Section 5.4 and parts to be used in special projects) and miscellaneous hardware on each piece of cage wash equipment are covered under this contract.

5.1 Facility Classification and Entry Requirements:

Each animal facility is classified according to the pathogen status of the animals in that facility.

The entrance requirements vary from facility to facility. The Contractor shall contact the Facility Managers for entry procedures and requirements for each facility prior to entry. Personnel may require elevated security clearance or may require an escort.

Animal facilities are classified as conventional, limited access, specific pathogen free (SPF) or barrier for purposes of disease containment and prevention of cross contamination between facilities.

Conventional Facility: There may be requirements for protective clothing in a conventional facility.

The Contractor shall wear protective clothing if required.

Note: After entering a conventional facility, access is restricted into any Specific Pathogen Free (SPF/Barrier) facility on the same day unless the individual showers and makes a change of clothing.

Limited Access: Limited access facilities have strict protective clothing and entrance procedures.

After entering a limited access facility, access is restricted into SPF facilities on the same day unless the individual showers and makes a change of clothing.

Specific Pathogen Free (SPF/Barrier): Animals in an SPF facility are free from specific pathogens. After entering either conventional or limited access facilities, access is restricted into all SPF facilities on the same day unless the individual showers and makes a change of clothing.

Note: Protective clothing includes, but not limited to shoe covers, masks, hair bonnets, disposable lab coat and jumpsuit, and are provided by the Government.

5.2 Maintenance and Repair Service

5.2.1 Responsibility for Service Utilities:

The portions of utility connections servicing the cage wash equipment for which the Contractor shall be responsible include:

Electrical: The Contractor shall inspect, maintain, repair and/or replace all electrical wiring and components from the load side of the building main disconnect to all cage wash equipment.

Steam: The Contractor shall maintain, repair and/ or replace as needed, all steam regulators, piping, piping insulation, gauges and all steam components from the main shut off valve feeding the cage wash to the cage wash machinery. The Contractor shall maintain, repair and/or replace all pumps, piping, valves, strainers, and steam traps on all steam condensate lines serving the cage wash equipment. The minimum steam supply pressure is 40 psig. The Contractor shall notify the Facility Manager or his/her designee of any indication of low steam pressure as soon as possible.

Domestic hot water and city water: The Contractor shall inspect, maintain, repair and/or replace as needed, all piping, piping insulation, valves on the domestic hot water and city water systems from the main solenoid valve (including the solenoid valve) back to the cage wash equipment.

The minimum domestic hot water supply temperature is 140º Fahrenheit. The Contractor shall notify the Facility Manager or his/her designee of any indication of low domestic hot water temperature as soon as possible.

Exhaust system: The Contractor shall inspect, maintain, repair and/or replace as needed all belts, shafts, motors, dampers controls and associated components on all exhaust fans that are installed as part of the cage wash equipment. For cage washer equipment that utilizes building exhaust systems, the Contractor shall be responsible from the motorized damper (including the damper and actuator) back to the cage wash equipment. The Contractor shall notify the Facility Manager or his/her designee of any exhaust or airflow problems as soon as possible.

Compressed air: The Contractor shall inspect, maintain, repair and/or replace as needed, all piping, piping insulation, valves on the compressed air system from the main back to the autoclave. The minimum compressed air supply pressure is 80 psig. The Contractor shall notify the Facility Manager or his/her designee of any indication of low compressed air pressure within one hour upon identification of such.

5.2.2 Preventive Maintenance Services:

The Contractor shall perform preventive maintenance services that include the following:

1. Inspect all mechanical, electrical, and plumbing components of each piece of cage wash equipment. The term "inspection" used in this contract means to check and/or test for satisfactory manufacturers recommended operating condition and performance.

2. Perform all adjustments and repairs necessary to keep each piece of cage wash equipment in continuous optimum operating condition.

3. Operate each piece of cage wash equipment through all cycles and observe for proper operation of all components.

4. Inspect all tanks, chambers, manifolds, hoses, door gaskets, door latches, and related equipment on each cage washer for leaks or other malfunctions. Defects found with equipment or parts shall be written in the service reports and shall be corrected before equipment or parts are inoperable or become non-functional. Defects shall be repaired within 5 business days after discovery. No equipment shall be left in service that has the potential to compromise personal safety.

5. Inspect, clean, and lubricate all motors, pumps, gear boxes, chains, pulleys, and other moving parts on each piece of cage wash equipment.

6. Disassemble and clean all manifolds and jet sprays to ensure free water flow.

7. Validate cage washer performance using a manufacturer's recommended temperature indicator on each cage washer to ensure a minimum water temperature of 180º Fahrenheit at the cage level. Monitor the temperature of the wastewater out from the cage washer to ensure it is below Washington Suburban Sanitary Commission (WSSC) limits.

The maximum wastewater temperature to the sewer is 140º Fahrenheit. The Contractor shall provide the temperature readings of the hot water entering the cage washer and the wastewater to the sewer with the inspection report. Notify the Facility Manager or his/her designee of any deviations from the specified temperatures as soon as possible.

8. When acidic chemicals are used to de-scale the animal cages, pans, and the cage washer, the Contractor shall provide pH measurement for wastewater at cage washer discharge. These measurements shall be taken while the cage washer is being operated using each facility's Standard Operating Procedure for Acid Use. The Contractor shall provide the pH measurement with the inspection report. Furthermore, the Contractor shall notify the Facility Manager or his/her designee of any abnormal pH levels in the cage washer effluent as soon as possible. Abnormal levels are pH readings below 6 or above 10.

9. Correct any deficiencies found with the cage wash equipment or/and install replacement parts as a result of any of the above inspections.

10. Perform other maintenance services as recommended by the appropriate Original Equipment Manufacture’s literature.

11. Preventive maintenance inspections shall be performed between 8:00 a.m. and 4:30 p.m., Monday through Friday (excluding Federal holidays). The Contractor shall schedule each inspection at least three (3) working days in advance with the Facility Manager or his/her designee. The first preventive maintenance inspections shall be performed within thirty

(30) days after the award of this contract on each piece of equipment. The Contractor shall provide a written report to the Project Officer or his/her Alternate within five (5) working days of the inspection. This report shall include a detailed description of what was inspected on each machine, the condition of each machine, any problems or defects found, estimates of time required to perform the repairs, list of replacement parts and labor. Also included in the inspection report shall be the result of the cage wash equipment temperature tests and the pH measurement of the cage wash equipment effluent.

12. All parts and labor incurred during the preventive maintenance service shall be included in the contract price.

13. After the first preventive maintenance inspection, the remaining inspections shall be scheduled at 90-day intervals for the remainder of the contract period. At least four (4) preventative maintenance inspections shall be performed annually, and billing shall be accomplished quarterly.

5.2.3 Call-Back Repair Services:

In between scheduled inspections, if repairs are needed for the cage wash equipment, the Contractor shall provide call-back repair services for the listed equipment. At the time of the contract award, the Contractor shall furnish the Project Officer the name(s) and telephone number(s) of the person(s) to call when call-back service is needed.

The Contractor shall acknowledge receipt of the “trouble call” within one (1) hour and shall begin work within twelve (12) hours (excluding Federal holidays and weekends) of initial notification by the Facility Manager or his/her designee. The Facility Manager or his/her designee shall provide the Contractor with a description of the problem, location, and type of the cage wash equipment when calling for service. The Contractor shall prearrange with the Facility Manager or his/her designee for building access for work that shall be performed after normal working hours. All minor repairs should be completed within 24-48 hours. All major repairs shall be completed within five (5) business days. After the completion of the repair service, the Contractor shall provide the Facility Manager or his/her designee the following documents: a field service report signed by the authorized person (i.e., cage wash supervisor, foreman, operator or other personnel authorized by the Facility Manager) with one (1) copy left with the signing person and one copy sent to the Facility Manager. The report shall include the following information: the time and date the call was received by the Contractor; name and phone number of the person requesting service; time and date the repair service was started; model number and serial number of the cage wash equipment; location of the equipment; brief description of the problem; corrective action taken; a list of parts and components required; and time and date that the service was completed.

All parts and labor incurred during the call-back repair service shall be included in the contract price.

5.3 Parts and Materials:

The Contractor shall maintain or have access to, 24-hour delivery and installation, of all replacement parts and materials for the repair of each piece of cage wash equipment covered under this contract. All replacement parts and materials shall be specifically designed for the cage wash equipment on which they are to be used. Replacement parts and materials furnished under this contract shall be provided at no additional cost to the Government and shall be from the Original Equipment Manufacturer (OEM). After Market parts can be provided with prior approval from the Government.

5.4 Exclusions:

The contract does not include any labor or material for service lines and fittings as well as operating problems related to environmental conditions (e.g., electrical, steam, water, and/or ventilation) that do not comply with equipment specifications.

This contract does not include daily routine maintenance such as cleaning all catch screens, daily inspections of the spray arms, or monitoring the chemical dispensing system. This type of routine maintenance shall be the responsibility of the Government.

5.5 Contractor's Personnel:

The Contractor shall have available under his direct employment and supervision the necessary trained personnel, organization, facilities, and transportation to properly fulfill all services specified in this contract. The Contractor should have adequate personnel to respond to multiple requests in buildings of different entry status without compromising response times. Personnel shall respond to initial trouble call within one (1) hour and report on-site within twelve (12) hours after receiving a request for service from the Facility Manager or his/her designee.

All work performed under this contract shall be accomplished by skilled specialists who have previous training and experience on cage wash equipment maintenance and repairs. In jurisdictions that require licensing for the work being performed under this contract, all contractor personnel that are involved in such work must be licensed by the state and local government.

5.6 Equipment and Components Removal for Repair:

In the event that pumps, motors, or other components are required to be sent out for repairs, the Contractor shall obtain prior approval from the NIAID Project Officer or his or her designee. The NIAID Project Officer or his/her designee shall assist the Contractor in obtaining a properly executed Repair Pass prior to removal of any Government owned equipment from NIH premises (contract staff working in animal facilities are not authorized to issue a Repair Pass). The Contractor shall be responsible for the return of the equipment to the original location on NIH property.

5.7 Cleaning:

At the end of each work period, all materials, parts, tools, and debris shall be removed from the site and the area of work shall be left in clean condition.

5.8 Hazardous Work Permits:

The Division of the Fire Marshall issues hazardous work permits for personnel performing "hot work" such as welding, grinding, soldering, metal cutting, etc. on the NIH Bethesda Campus. The permit system ensures that proper fire safety precautions are incorporated before the hot work proceeds. The Contractor shall obtain a Hazardous Work Permit prior to starting any “hot work” by calling 301-496-0487.

6.0 GOVERNMENT FURNISHED MATERIALS

No Government furnished materials are provided under the contract.

7.0 REPORTING REQUIREMENTS AND DELIVERABLES:

The Contractor shall provide the following reports and information. Contents of Field Service Reports shall be reviewed and discussed with each Facility Manager by the Contractor’s Field Technicians.

Deliver To Item # Due By Facility Manager assigned to facility where services are performed

PM Inspection Reports

Field Service Reports

Within 5 days of inspection

Same Day of service

Project Officer Bldg. 33/BN25A Bethesda, MD 20892

PM Inspection Reports

Field Service Reports

Emergency Telephone Roster

Within 5 days of inspection

Within 5 days of inspection

Within one day after contract award and within one day after any personnel changes.

8.0 PERIOD OF PERFORMANCE

The anticipated period of performance will be the following:

Base Period: September 1, 2024 – August 31, 2025 Option Period 1: September 1, 2025 – August 31, 2026 Option Period 2: September 1, 2026 – August 31, 2027 Option Period 3: September 1, 2027 – August 31, 2028 Option Period 4: September 1, 2028 – August 31, 2029

9.0 PLACE OF PERFORMANCE

NIH/NIAID

33 North Drive Bethesda, MD 20892

The covered equipment is located on the Bethesda, MD Campus of the National Institutes of Health in Buildings 14BS, 4, 33, 50, and 14DNR.

10.0 INSPECTION AND ACCEPTANCE

a) All work will be inspected and approved by the facility manager assigned to the facility where services are performed at the completion of any repairs and at the completion of the preventative maintenance inspections.

b) All work will be completed in accordance with industry standards.