Statement_of_Work.pdf

Statement of Work Building 49 Central Animal Facility Autoclave Equipment Preventative Maintenance

1. BACKGROUND INFORMATION: The Service Provider will service the Autoclave equipment located in the Building 49 Central Animal Facility. The Building 49 Central Animal Facility can house over 20,000 cages of rodents and over 200 racks of primate cages in support of the mission of six (6) Institutes that occupy the facility. The autoclave equipment is regularly utilized for routine sterilization of surgical packs, equipment, feed, bedding, racks, cages and waste. All of our autoclave equipment is critical to maintaining the health and wellbeing of the animals. It is crucial that the Building 49 Central Animal Facility autoclave equipment is maintained in acceptable working condition to maintain our accreditation with the AAALAC International (the Association for Assessment and Accreditation of Laboratory Animal Care International)

2. SCOPE: This Maintenance Agreement requires routine preventative maintenance (PM) of the Building 49 Central Animal Facility Autoclave equipment located in the Surgical and the B2 Facility Support areas. This agreement will include four PM visits per year (August, November, February & May). As a part of the Statement of Work each PM Visit, the service technician shall perform all inspections, tests, services and maintenance activities as recommended by the manufacturer or are necessary in order to maintain the system in proper working condition as outlined in the Guide For The Care And Use Of Laboratory Animals Eighth Edition where there is significant guidance provided on animal environment, housing, and physical plant requirements. An additional resource, "The Handbook of Facilities Planning: Volume 2, Laboratory Animal Facilities" was published in 1991, but contains detailed information which is still relevant. This contract covers preventive maintenance inspections, repairs during inspections, call-back repair and special projects service. All replacement parts (excluding parts and components listed) and miscellaneous hardware on each autoclave are covered under this contract.

3. EQUIPMENT DESCRIPTION, LOCATION(S) and SUMMARY:

Calibration/PM Service for:

Autoclave Equipment includes:

1. BetaStar model LSII 202038 sterilizer s/n 24176-01

2. BetaStar model LS243648 sterilizer s/n 24176-02

3. ETC model 103444 sterilizer: s/n 103444

4. Getinge model GE112122AR-1 sterilizer: s/n 5100 908

Location:

National Institutes of Health National Eye Institute 9000 Rockville Pike Building 49, B2 Clean Side Facility Support Area and Room B1D44

Bethesda, MD 20892 http://grants.nih.gov/grants/olaw/Guide-for-the-Care-and-Use-of-Laboratory-Animals.pdf

4. PURPOSE AND OBJECTIVES OF THE ACQUISITION: The purpose of this acquisition is to properly maintain the Autoclave equipment by industry standards within the Building 49 Central Animal Facility. Contractor shall furnish all the necessary trained/experienced personnel, labor, tools, supplies, materials, parts, and equipment required to provide routine preventive maintenance inspections, repairs/adjustments during inspections, call-back repair services and special repair service for all Autoclave equipment listed in the Statement of Work.

The Service Provider response and resolution to our concerns when problems occur to our equipment, which is necessary to support and sustain the animal research in our facility. The Contractor shall provide comprehensive preventive maintenance and quality assurance to ensure all covered equipment operates with maximum dependability and efficiency. Successful contract performance shall include prevention or early detection and correction of deficiencies, proper repair and use of test equipment to prevent equipment damage during repairs or inspections. The contract period shall be for one (1) year with the potential of four (4) option years for Autoclave equipment.

5. PREVENTIVE MAINTENANCE: The Service Provider will work with the Building 49 Central

Animal Facility to establish a mutually acceptable schedule for each PM visit. All work will be performed during normal business hours Monday through Friday except standard government list of holidays. All commercially available parts shall be supplied by the Service Provider. All labor for inspections, adjustments and installation of parts are included under agreement;

excluding major repairs. The Contractor shall contact the Building 49 Central Animal Facility Administrative office for entry procedures and requirements for the facility prior to entry. The Building 49 Central Animal facility is considered an SPF/Barrier facility. 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. Building 49 Central Animal Facility has strict protective clothing and entrance procedures. Note: Protective clothing includes, but not limited to shoe covers, masks, hair bonnets, disposable lab coat and jumpsuit, and are provided by the Government.

6. Responsibility for Service Utilities: The portions of utility connections servicing the Autoclave 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 Autoclave 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 Autoclave equipment to the Autoclave equipment. The Contractor shall maintain, repair and/or replace all pumps, piping, valves, strainers and steam traps on all steam condensate lines serving the Autoclave equipment back to the next in line shut off valve. The minimum steam supply pressure is 40 psi.

The Contractor shall notify the Project Officer or his/her Alternate of any indication of low steam pressure as soon as possible. The Contractor shall inspect, maintain, repair and/or replace as needed, all piping, piping insulation, valves on the domestic cold water systems from the shut off valve back to the Autoclave equipment. Compressed air supply lines and pumps should be checked with the utility connections. The jacket and chamber relief lines and should be checked with the utility connections.

7. Preventive Maintenance Services: The Contractor shall perform preventive maintenance services that include the following:

A. Inspect all mechanical, electrical, and plumbing components of each piece of Autoclave equipment. The term "inspection" means to check and/or test for satisfactory manufacturers recommended operating conditions and performance.

B. Perform all adjustments and repairs necessary to keep each piece of Autoclave equipment in peak operating condition.

C. Operate each piece of Autoclave equipment through all cycles and observe for proper operation of all components.

D. Inspect all tanks, chambers, manifolds, hoses, door gaskets, door latches, and related equipment on each Autoclave equipment for leaks or other malfunctions. Defects found with equipment or parts shall be documented 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.

E. Inspect, clean, and lubricate (as required) all motors, pumps, gear boxes, pulleys and other moving parts on each piece of Autoclave equipment.

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

G. 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 Project Officer or his/her Alternate.

H. 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 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.

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

J. 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) preventive maintenance inspections shall be performed annually and billing shall be accomplished quarterly.

K. Call-back Repair Services: In between scheduled inspections, if repairs are needed for Autoclave Equipment.

I. At the time of the contract award, the Contractor shall furnish the Project Officer the name(s) and telephone number(s) of a person(s) to call when call-back service is needed. The Contractor shall begin work within 24 hours (excluding Federal holidays and weekends) of initial notification by Project Officer or his/her Alternate.

II. The Project Officer or his/her Alternate shall provide the Contractor with a description of the problem, location and type of the Autoclave equipment when calling for service.

III. The Contractor shall prearrange with the Project Officer or his/her Alternate for building access for work that shall be performed after normal working hours. All repairs shall be completed within five (5) business days.

IV. After the completion of the repair service, the Contractor shall provide the Project Officer or his/her Alternate documents as follows: a field service report signed by the authorized person (i.e. cage wash Foreman, Operator or other personnel authorized by the Project Officer) shall be completed with One (1) copy left with the signing person and one copy sent to the Project Officer. The report shall contain time and date the call was received by the Contractor, time and date the repair service was started, model number and serial number of the Autoclave Equipment, location of the equipment, a brief description of the problem and the corrective action taken, list of parts and components required, name and phone number of person requesting service, 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.

8. Parts and Materials: The Contractor shall maintain or have access to, 24-hour delivery and installation, all replacement parts and materials for the repair of each piece of Autoclave Equipment covered under this contract. All replacement parts and materials shall be specifically designed for the cage washers 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 with the exception of the major components listed below:

o Large pumps and motors o Printers o Control panel (electromechanical, microprocessor)

Prior to replacement of any of the above items, the Contractor shall submit a written cost estimate for the approval of the Project Officer or his/her Alternate. (Contract staff working in animal facilities are not authorized to commit or approve funds). Replacement cost shall be billed separately. The price to be paid for the materials for special repairs shall be on the basis of an established catalogue or list price in effect when material is furnished, less all applicable discounts to the government. In no event shall such prices be in excess of the Contractor's sale price to his most favored customer for the same item in like quantity or the current market price (whichever is lower). The direct labor hours to perform special projects shall be at the fixed labor rate for the current performance period.

9. Exclusions: The contract does not include any labor or material for service lines and fittings, 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 of the Autoclave Equipment this type of routine maintenance shall be a responsibility of the Government.

10. 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. Personnel shall respond and report on-site within twenty-four (24) hours after receiving a request for service from the Project Officer or his/her Alternate. All work performed under this contract shall be accomplished by skilled specialists who have previous training and experience on autoclave 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.

11. Equipment and Components Removal for Repair: In the event pumps, motors or other components are required to be sent out for repairs, the Contractor shall obtain prior approval from the Project Officer or his or her alternate. The Project Officer or his/her Alternate 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 an NIH Form # HHS-439) The Contractor shall be responsible for the return of the equipment to the original location on NIH property.

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

13. 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 301-496-0414.

14. Reporting Requirements: The Contractor shall provide a report with detailed information explaining any operating parameter changes after completion of preventive maintenance service and/or any service calls. Contents of Field Service Reports shall be reviewed and discussed with an authorized person (i.e. cage wash Foreman, Operator or other personnel authorized by the Project Officer) by the Contractor’s Field Technicians.

15. EMERGENCY SERVICE: This contract also includes labor for emergency service calls between regular PM visits, emergency service shall be provided within 24 hours of notification of the problem, and call backs are also covered.

16. PERIOD OF PERFORMANCE: The period of performance shall be for one (1) twelve (12) month period and four (4) additional twelve 12-month option years.

Base Year: August 1, 2016 – July 31, 2017 Option Year 1: August 1, 2017 – July 31, 2018 Option Year 2: August 1, 2018 – July 31, 2019 Option Year 3: August 1, 2019 – July 31, 2020 Option Year 4: August 1, 2020 – July 31, 2021

17. PROPOSAL EVALUATION PROCESS: This preventive maintenance agreement purchase order will be awarded using the Tradeoff Process. This process permits tradeoffs among cost or price and non-cost factors and allows the Government to accept other than the lowest priced proposal.

Non-cost factors:

1. Contractor demonstrates experience with BetaStar, ETC, and Getinge models listed in Section 3. (30%)

2. Contractor agrees to furnish factory trained and certified service technicians to make all repairs or modifications. (30%)

3. Contractor agrees to stock or maintain access to 24-hour delivery and installation of specifically designed replacement parts and materials. (30%)

4. Contractor demonstrates ability to meet or exceed Reporting Requirements outlined in Section 14. (10%)

18. PROPOSAL SUBMISSION PROCESS: Email proposals to Eric Chapman, Contract Specialist, eric.chapman@nih.gov.

19. PROPOSAL SUBMISSION DEADLINE: Tuesday, July 19, 2016, 11:59 PM EST.

20. ANTICIPATED AWARD DATE: Tuesday, July 26, 2016

21. ACQUISITION CONTACT: Eric Chapman, Contract Specialist, 301-435-3910, eric.chapman@nih.gov mailto:eric.chapman@nih.gov mailto:eric.chapman@nih.gov