8.18_Roe_Automated_Bedding_Handling_System_Service_Agreement_SOW.pdf

Maintenance and Repair Services Including Parts for the Automated Rodent Cage Bedding Handling System

1. Background The National Institutes of Health (NIH) is the nation’s leading medical research agency and the primary Federal agency whose mission is to seek fundamental knowledge about the nature and behavior of living systems and the application of that knowledge to enhance health, lengthen life and reduce illness and disability.

The Building 35 Shared Animal Facility has an automated rodent cage bedding handling system manufactured by Roe Biomedical Products, Inc. This system is an essential component in the efficient handling of the daily and weekly rodent cage processing volume. Individual system components are outlined in the following table.

Equipment Description Equipment

Serial Number

Installation Year

Location Building/Room

Number Roe Vacuum Bedding Removal System (Model # VBRS 9400) Includes the Following Listed Components

Roe Bedding Dump Station #1 SCD113007-1 2013 35/BB-103 Roe Bedding Dump Station #2 SCD113007-2 2013 35/BB-103 Roe Bedding Disposal Discharge Module RDS113007 2013 35/Loading Dock/Outside

Roe Vacuum Bedding Dispensing System (Model # VBDS 4900)

Roe Bulk Bedding Hopper N/A 2005 35/GA-805 Roe Bedding Dispenser/Cage Inverter #1 1048 2005 35/BB-104 Roe Bedding Dispenser/Cage Inverter #2 90344-01-54 2013 35/BB-104

The Roe Vacuum Bedding Removal System (VBRS) consists of two (2) soiled cage bedding dump stations both of which are located on the dirty side of the basement-level cagewash area, a bedding disposal discharge module which is located outside of the building and adjacent to the ground-level loading dock area, a system of 2” stainless steel vacuum conveyor lines which connect the dump stations with the bedding disposal discharge module, and a PLC controlled Ethernet interface.

The Roe Vacuum Bedding Dispensing System (VBDS) consists of a bulk bedding hopper, located in a storage area adjacent to the ground-level loading dock, two automated vacuum bedding dispenser units with cage inverters both of which are located on the clean side of the basement-level cagewash area, a system of 2” stainless steel vacuum conveyor lines for transporting clean woodchip bedding between the bulk bedding hopper, and the bedding dispenser units, and a PLC controlled Ethernet interface.

There are two (2) cage tunnel washers (manufactured by others) located in the vivarium cagewash area. Both of these cage tunnel washers are equipped with a Roe Bedding Dump Station, and a Roe Bedding Dispenser/Cage Inverter.

2. Objectives The purpose of this acquisition is to award a service agreement for the equipment listed in the schedule above according to the specific requirements outlined in the Scope of Work.

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3. Scope The contractor shall provide a comprehensive service agreement for the Roe bedding handling equipment. The Period of Performance (PoP) will begin on September 30, 2015 and will include a base year, with four (4) option years, according to the following yearly breakdown:

Base Year September 30, 2015 thru September 29, 2016 Option Year 1 September 30, 2016 thru September 29, 2017 Option Year 2 September 30, 2017 thru September 29, 2018 Option Year 3 September 30, 2018 thru September 29, 2019 Option Year 4 September 30, 2019 thru September 29, 2020

The Roe bedding handling system listed in the Equipment Description chart above has been under warranty or under a service agreement since installation. The contractor may, therefore, assume that each piece of equipment has been properly serviced and maintained and will not need significant repair, adjustment, or replacement parts prior to the commencement of the service agreement.

Pre-Proposal Site Visit. A pre-proposal site visit will be scheduled on Monday, August 24, 2015 from 11:00 am until 12:30 pm. Although the site visit is not mandatory it will allow vendors to view the equipment prior to submitting a proposal.

4. Detailed Technical Requirements

Scope of Service. The contractor will provide preventive maintenance, emergency repair services, and parts for the Roe Automated Rodent Bedding Handling (Roe Model # VBRS # 9400 and the Roe Model # VBDS # 4900), which is composed of the six (6) pieces of bedding handling equipment listed in the Equipment Description table shown above; including all 2” stainless steel vacuum conveyor lines, PLC controllers, software, Ethernet cabling, and communication devices. The following specific requirements are to be included in the contractor’s proposal:

a) Parts and Labor. The purchase order will cover (1) all parts, (2) two preventative maintenance

(PM) visits, (3) service labor, and (4) software revisions and upgrades for the specified Roe Automated Rodent Bedding Handling equipment.

The contractor should propose options for various levels of support throughout the period of performance, including the base and all option years, on a firm fixed price basis. The options proposed and the associated annual firm fixed price should be included in the vendor’s proposal.

If parts, labor, PM visits, or software upgrades are not included in a proposed level of support the firm fixed price should be separately listed.

For instance, a plan that includes the labor for any necessary servicing for system malfunctions that are due to normal wear and tear, all costs for two preventative maintenance (PM) visits, and any revisions or upgrades to all software related to the operation of each piece of the system could be proposed. The year, options included, and firm fixed price must be clearly delineated for each level of support proposed in an easy to read format such as the table below:

Example 1 Year Options Offered Firm Fixed Price Base year Normal wear and tear service visit labor, two PM visits, and all software revisions and upgrades

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Option year 1

Normal wear and tear service visit labor, two PM visits, and all software year 2 year 3 year 4

If there are a specific number of visits included as a level of support the table should be changed accordingly and submitted as part of the proposal. For instance if five* visits are included as part of the level of support the following table would be completed and submitted:

Example 2 Year Options Offered Firm Fixed Price Base year Five* service visits, two PM visits, and all software revisions and upgrades Option year 1

Five* service visits, two PM visits, and all software revisions and upgrades

Option year 2

Five* service visits, two PM visits, and all software revisions and upgrades

Option year 3

Five* service visits, two PM visits, and all software revisions and upgrades

Option year 4

Five* service visits, two PM visits, and all software revisions and upgrades

Hourly rate for any additional service visits (please break out option year price if it will differ from base year pricing). If there is a different labor rate for emergency visits please define what constitutes as an emergency visit and include both emergency and non-emergency hourly rates.

*Number used for illustrative purposes only

A price list of parts most likely to be necessary, including but not limited to vacuums and motors, will be provided with the proposal and purchased at a fixed price; the contractor shall submit, with their proposal, a current list of parts that may be required to maintain, upgrade or repair this equipment with their current associated published list price. When these parts are needed they will be purchased at a fixed price pursuant to the price given as part of the proposal.

This information will also be used during the technical evaluation of proposals to determine contractor understanding of the equipment as well as to evaluate the reasonableness of the pricing. The cost of any unforeseen parts associated with each repair will be evaluated for price reasonableness prior to issuing approval for a modification of the purchase order to purchase additional quantities. Parts likely to be needed may be purchased at the Government’s discretion, during the period of performance and stored by the Government; this will not affect the awardee’s responsibility to have parts on hand within 24 hours.

Any labor not included in the annual fee due to system malfunctions and due to something other than normal wear and tear, will be provided at a fixed rate which must be included as part of the proposal. The contractor shall submit a written quotation with the cost of labor and a detailed list of parts required for any given repair within 1 hour of evaluating the equipment issue(s).

This will allow the minimization of equipment down-time. Unless the project officer approves otherwise, all parts must be available for installation within 24 hours. The following chart should be completed as part of the vendor’s proposal:

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Base year labor hourly service rate for malfunctions due to something other than normal wear and tear

Option year 1 labor hourly service rate for malfunctions due to something other than normal

Option year 2 labor hourly service rate for malfunctions due to something other than normal

Option year 3 labor hourly service rate for malfunctions due to something other than normal

Option year 4 labor hourly service rate for malfunctions due to something other than normal

b) Air Filters. The Government will be responsible for stocking and replacing all air filters.

c) Preventive Maintenance (PM). The service agreement will cover two (2) PM service visits per machine, per year. The first PM service will occur within 30 days of contract award. The second PM service will occur between the 6th and 7th month after contract award. PM service visits shall be included in the annual fixed price service and maintenance fee. If one or more option years are exercised by the government, the first PM service will occur within 30 days of the commencement date of the option year. The second PM service will occur between the 6th and 7th month from the date the option year was exercised. Preventive Maintenance shall not be performed in conjunction with any service calls. Scheduling of the PM service visits and the order in which the Roe bedding handling system is serviced, will be coordinated and approved by the government in advance of the service visit.

d) Service Agreement.

The contractor must have a system in place to receive telephone calls from the Project Officer (PO) or designee during the hours detailed in the section of the Statement of Work entitled “Operating Environment.” When the contractor is closed for business during government operating hours, a system for leaving a message and call back by a qualified service engineer must be in place. A callback by a qualified service technician must be received by the PO or designee within one (1) hour after receiving a call for service. The contractor must have a qualified service technician available for on-call and emergency service issue resolution during periods during government operation hours when the service provider is otherwise closed for business.

Troubleshooting and resolution of the reported problem will begin once telephone contact has been established between the government and the service provider’s qualified service technician.

If the qualified service technician determines that the reported equipment issue or malfunction cannot be resolved by troubleshooting steps over the telephone, the qualified service technician will immediately escalate the issue(s) to ensure that a qualified service technician visits the government site to perform additional troubleshooting, adjustment, calibration, repair, or replacement of parts on the affected equipment within four (4) business hours of escalation if the affected equipment is either inoperable or operation of the equipment poses a safety issue for government personnel.

If the four (4) business hour window extends beyond the normal working hours of the government, a qualified service technician must arrive at the government site by 7:00 am on the government’s next business day.

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The government expects that the contractor’s service technician will continue working to resolve the issue or issues until the machine(s) are operational and the repairs have been tested and verified. If issue(s) cannot be effectively resolved on the first business day the service technician arrives at the government site, the government expects that the service technician will return on the next business day or subsequent consecutive business days until the machine(s) are operational and the repairs have been tested and verified.

e) Minimum Performance Expectation. The contractor shall ensure that each of the six (6) pieces of the Roe bedding handling system listed in the above schedule will be functional and operational a minimum of 80% of a regular work week, and 80% of a holiday work week. The government is actively processing cages through the listed machines between the hours of 8:30 am and 4:30 pm, Monday thru Friday during non-holiday work weeks. During holiday work weeks, the government is actively processing cages and bottles through the listed machines between the hours of 8:30 am and 4:30 pm on the non-holiday work days of a holiday week.

f) Service Schedules. The contractor will follow the manufacturer’s (Roe) recommended checklists for providing PM service to the equipment listed in the Equipment Description table above, and provide adjustment and calibration services in accordance with the manufacturer’s recommendations.

g) Critical Spare Parts. The government broadly defines a critical spare part as a part that will make the machine inoperable or unsafe if that part is damaged or missing, or a part that can reasonably be expected to wear-out or fail within the PM service interval of six (6) months. The contractor must provide evidence to the government that these parts will be available for installation within 24 hours of initial service call. All critical spare parts should include pricing information as detailed in the subsection entitled “parts.”

h) Service Documentation. Service documentation detailing the service work performed, parts replaced, and the operating status of each machine serviced, shall be submitted either electronically or hand-delivered to the government, or the government’s contractor representative, at the end of the completion of a service visit. All service documentation relevant to PM service visits shall be submitted electronically, or hand-delivered to the government, or the government’s contractor representative, within 24 hours after the completion of the PM service visit. All service reports must be legible and provided in a file format that is acceptable to the government (i.e., Excel, Acrobat, or other format agreed upon after contract award).

i) Tools. The contractor must ensure that their qualified service technicians have at their immediate disposal the tools necessary to repair, adjust, and calibrate the equipment listed in the Equipment Description table above. The government expects there will be no delay in repair to the listed equipment due to the qualified service technician not having immediate access and availability to the proper tools, calibration or diagnostic instruments.

j) Training. The contractor will provide training to the government staff once per quarter during the period of performance of this agreement. Quarterly training will occur during the government’s normal business hours, and will include up to eight (8) hours of classroom/hands-on training.

The eight (8) hours of quarterly training will occur either on one single day, or can be spread

Page 5 of 9 August 18, 2015 over two consecutive days. The contractor will be responsible for planning and coordinating each training agenda with the government’s management and training staff. The contractor will be responsible for providing all training media and materials that will be utilized during the training session(s) including, but not limited to slide presentations, manuals, and other handouts.

Quarterly training hours that go unused at the government’s request may be provided in subsequent quarters and/or option years.

k) Experience. The contractor must have documented 3 years’ of experience performing a service contract for a Roe automated rodent cage bedding handling system, or a system similar in scope to the equipment listed in the Equipment Description table above. Additionally, the contractor must be able to document that their field service personnel, telephone service personnel, and any sub-contractors utilized to perform service, have the required proficiency in the following relevant technologies and protocols:

a) Process control software and hardware utilizing HMI (Human Machine Interface) controllers and PLC (Programmable Logic Controllers)

b) Wi-Fi and Ethernet networking

c) Field welding and field passivation of stainless steel

d) Pneumatic and solenoid controls

e) Electrical and electric motor systems, including 480 VAC 3 phase and 120 VAC single phase applications

f) Laboratory grade compressed air systems

g) Control sensors

The government may permit the contractor to utilize sub-contractors on a limited, case-by-case basis for such repairs as welding. The government may also permit the contractor to utilize qualified sub-contractors, to perform work under this contract if the contractor cannot meet the expected arrival times described in the section entitled ‘Service Agreement.’ The government expects that any sub-contractors utilized to repair, adjust, calibrate, or troubleshoot the equipment listed in this agreement must either work under the direct supervision of a qualified service technician that is an employee of the contractor, or have technical proficiency in the 7 items (a thru g) listed above that are pertinent to the repair. The contractor will be held responsible for all work performed under this service agreement whether the work is performed by employees of the contractor or assigned to sub-contractor providers. The contractor will also be held responsible for any damage to government equipment that results from the work performed by sub-contractor providers.

l) References. To do their part in retaining NIH/NINDS’s AAALAC accreditation, the contractor shall perform all service work in accordance with all applicable recommended principals outlined in the Guide for the Care and Use of Laboratory Animals; 8th Edition.

m) Acceptance.

Repairs: Final delivery acceptance for each repair/service call shall be upon the successful installation of parts, adjustment or calibration of components, or any other service performed to return the machine to normal operating condition.

PM Visits: Final delivery acceptance PM Visits shall be upon the successful completion

Page 6 of 9 August 18, 2015 of the scheduled service in accordance with the manufacturer’s recommendations, and delivery of a signed and completed PM Service Checklist for the piece(s) of equipment serviced.

Training: Final delivery acceptance of quarterly staff training provided by the contractor shall be upon the delivery of a signed certificate(s) of training completion.

n) Advance Understanding. The government will retain full ownership and will have access to all materials (in process or finalized) as well as to all documents (Standard Operating Procedures (SOP’s) at all times without any restrictions.

Any backfill personnel shall provide evidence they have a minimum 3 years’ experience on bedding handling equipment similar to the bedding handling equipment currently in use at the PNRC/Building 35 SAF.

5. Place of Performance

Work will be performed at the NIH Main Campus, a government owned facility, at 9000 Rockville Pike, 35 Convent Drive, Bldg. 35, Bethesda, MD, in the rooms and locations specified in the above statement of work. The government designates the work to be performed on-site.

6. Contract Type

It is anticipated that this award will be a Firm Fixed Price purchase order. Additional labor hours and parts may be purchased at the Government’s discretion as a modification to the purchase order at the predetermined prices detailed in the awardee’s proposal.

7. Authorities of Government Personnel

Notwithstanding the contractor’s responsibility for total management during the performance of this contract, the administration of the contract will require coordination between the government and the contractor. The following individuals will be the government’s points of contact during performance of the contract.

a) Contracting Specialist

Administrative matters under the contract shall be sent to the address below. Submit all payment requests/invoices to the below email addresses:

Andriani Buck Contracting Specialist Phone: 301-402-1677 Email: andriani.buck@nih.gov Note: The Ordering Contracting Officer is the only individual authorized to modify this requirement.

b) Administrative Officer (AO) TBD at time of award

c) Project Officer (PO) and Contracting Officer's Representative (COR) TBD at time of award

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8. Delivery Schedule / Deliverables/ Invoicing / Performance Reports

Item

Service Element

Standard of Work to be Observed Venue/Format Due to Government

1 PM service

Preventive Maintenance service visits for all covered machines

To government’s facility

According to schedule described in SOW

3 Repair service Telephone consult for government-reported problems

To government’s facility

Within 1 hour of request for service

4 Escalated repair service

Qualified service provider on site to fix problems escalated

To government’s facility

Within 4 hours of escalation

5 Training Contractor provides 8 hours of training to gov't. staff per quarter

To government’s facility Quarterly

6 Service documentation

Equipment service documentation as described in the SOW shall be provided electronically or hand-delivered in a legible and acceptable format.

Electronically to PO/COR or government-appointed representative

Immediately after service; within 24 hours of PM service completion

Equipment Performance or Service Issues

Contractor alerts the government same day upon discovery of performance or service issues.

Electronically to PO/COR As identified

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9. Inspection and Acceptance All deliverables will be inspected for content, completeness, accuracy and conformance to the order requirements by the COR/PO. Inspection may include validation through the use of automated tools and/or testing of the deliverables. The scope and nature of these tests will be sufficiently comprehensive to ensure the completeness, quality and adequacy of all deliverables. The government requires a period not to exceed thirty (30) days after receipt of final delivery of each item for inspection and acceptance or rejection, unless otherwise specified in the contract. Final inspection and acceptance of all work performed, reports, and other deliverables will be performed at the place of delivery.

10. Operating Environment

Hours of Operation Contractor employees shall generally perform all work between the hours of 7:30 AM and 6:00 PM ET, Monday through Friday (except Federal holidays). Except as listed in Extended Hours of Support, flexibility to this schedule may be approved in writing by the COR/PO, provided that such flexibility does not impact the work to be performed under this contract.

Extended Hours of Support Extended hours of support are provided from 6:00 AM to 7:30 AM and 6:00 PM to 10:00 PM ET on business days and from 8:00 AM to 10:00 PM ET on Saturday, Sunday, and holidays, except Thanksgiving, Christmas and New Year’s Day.

Hours of Operation Other than Normal There will be situations, often with short notice, that the government requires the contractor to work other than normal hours. Request and approval for Other Than Normal hours of operation shall come from the contractor to the COR/PO or the AO.. With written CO approval, the COR/PO or the AO can approve, in writing, any work outside normal operation hours, when required.

Federal Holidays No work shall be performed by contractor personnel on government facilities during Federal holidays or other non-work days without prior approval, in writing, from the CO to the COR/PO or to the AO.

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