NIHAO2008018.RFP.pdf

AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 1449 (REV. 3/2005)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE 1 OF 36

Offeror to complete blocks 12, 17, 23, 24, & 30

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

NIHAO2008018 08/12/08

7. FOR SOLICITATION

A. NAME B. TELEPHONE (No Collect Calls) 8. OFFER DUE DATE/

LOCAL TIME

INFORMATION CALL Amber Harris, Contract Specialist 301-402-6615 09/01/08 2:00PM EDT

9. ISSUED BY CODE 10. THIS ACQUISITION IS 11. DELIVERY FOR FOB

DESTINATION UNLESS

12. DISCOUNT TERMS

UNRESTRICTED BLOCK IS MARKED

SEE SCHEDULE

NATIONAL INSTITUTE OF ALLERGY AND INFECTIOUS DISEASES SET-ASIDE: % FOR 13a. THIS CONTRACT IS A RATED ORDER ACQUISITIONS MANAGEMENT AND OPERATIONS BRANCH SMALL BUSINESS UNDER DPAS (15 CFR 700)

10401 FERNWOOD ROAD, MSC 4813 SMALL DISADV. BUSINSESS 13b. RATING

SUITE 2NE-28 8(A)

BETHESDA, MD 20817-4813 NAICS: 541990 14. METHOD OF SOLICITATION

SIZE STANDARD: $6M

RFQ IFB RFP

15. DELIVER TO: CODE 16. ADMINSTERED BY CODE

SEE BLOCK 9 SEE BLOCK 9

17a. CONTRACTOR/OFFEROR CODE FACILITY 18a. PAYMENT WILL BE MADE BY CODE

SEE BLOCK 9

EFT: T

TELEPHONE: 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER SEE ADDENDUM 19.

ITEM NO,

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

TITLE: Operation of Glassware Unit at RML SEE PAGE 2

PERIOD OF PERFORMANCE: November 1, 2008 – October 31, 2009

(Plus Four One Year Options)

TYPE: FFP

(Attach Continuation Sheet as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATIONS INCORPORATE BY REFERENCE FAR 52.212-1, 52.212-2, 52.212-3. FAR 52.212-4 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACTS/PURCHASE ORDERS INCORPORATE BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

28.

CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN __3____ COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS

SPECIFIED HEREIN.

29.

AWARD OF CONTRACT: REFERENCE OFFER DATED . YOUR

OFFER ON SOLICITATION (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES

WHICH ARE SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER 31c. DATE SIGNED

32a. QUANTITY IN COLUMN 20 HAS BEEN 33. SHIP NUMBER 34. DO VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE PARTIAL FINAL

CONTRACT, EXCEPT AS NOTED 36, PAYMENT

37. CHECK NUMBER

32b. SIGNATURE OF AUTHORIZED GOVT. REPRESENTATIVE 32c. DATE COMPLETE PARTIAL FINAL

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

42a. RECEIVED BY (Print) 41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE 42b. RECEIVED AT (Location)

42c. DATE REC’D (YY/MM/DD) 42d. TOTAL CONTAINERS

RFP NIHAO2008015 2

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE

CONTINUATION SHEET NIHAO2008018 2

NAME OF OFFEROR OR CONTRACTOR

ITEM NUMBER SUPPLIES/SERVICES QUANTITY UNIT FIXED INDIVIDUAL

UNIT PRICE AMOUNT

SECTION B—SUPPLIES/SERVICES

Base Year (November 1, 2008 – October 31, 2009)

0001 Operation of Glassware Unit as 12 Months ___________ ___________ Described in the Attached SOW

Total Base Year ___________

Option Year I (November 1, 2009 – October 31, 2010)

1001 Operation of Glassware Unit as 12 Months ___________ ___________ Described in the Attached SOW

Total Option I ___________

Option Year II (November 1, 2010 – October 31, 2011)

2001 Operation of Glassware Unit as 12 Months ___________ ___________ Described in the Attached SOW

Total Option II ___________

Option Year III (November 1, 2011 – October 31, 2012)

3001 Operation of Glassware Unit as 12 Months __________ ___________ Described in the Attached SOW

Total Option III ___________

Option Year IV (November 1, 2012 – October 31, 2013)

4001 Operation of Glassware Unit as 12 Months __________ __________ Described in the Attached SOW

Total Option IV ___________

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

RFP NIHAO2008015 3

B.1. Brief Description of Supplies or Services

The purpose of this contract is to provide necessary supervision, labor, and services to operate and maintain the Glassware Unit at the Rocky Mountain Laboratories in Hamilton, Montana.

The Glassware Unit is a fully equipped unit containing adequate counters, sinks, automatic washing machines, autoclaves and drying ovens. All utilities, equipment, and supplies needed to perform the tasks encompassed by this contract will be supplied by the Government.

B.2. Prices

a. The prices set forth in this Section B.2. will cover the contract period ____________ (to be completed upon contract award) through _____________ (to be completed upon contract award). The total fixed price of this contract is __________________.

b. Upon delivery and acceptance of the item(s) described in Section CI.1. Statement of Work of this contract and identified in the Schedule of Charges below, the Government shall pay to the Contractor the unit price(s) set forth below:

FIRM-FIXED PRICE WORK: BASE PERIOD (November 1, 2008 – October 31, 2009)

Item Number

Supplies/Services Quantity Unit Fixed Individual Unit Price

Firm Fixed Price

0001 Operation of Glassware Unit as Described in the attached SOW

12 Months

B.3 . Option Prices

a. Unless the Government exercises its option pursuant to the option clause referenced in

Section CI.4. 52.212-4-Addendum, this contract consists only of the Base Period as defined in Section CI.1. Statement of Work for the price set forth in Section B.2. of this contract.

b. Pursuant to FAR Clause 52.217-9 Option to Extend the Term of the Contract. (Mar 2000) set forth in Section CI.4. 52.212-4-Addendum of this contract, the Government may:

(i) Extend the term of this contract by written notice to the Contractor within 12 months from the effective date of this contract, or the effective date of the option period just exercised; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(ii) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(iii)The total duration of this contract, including the exercise of any options under this clause, shall not exceed 60 MONTHS.

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c. Upon the delivery and acceptance of the Option Items described in Section CI.1. Statement of Work of the contract and identified in the schedule of charges below, the Government shall pay the Contractor the unit price(s) set forth below:

FIRM-FIXED PRICE WORK: OPTION PERIOD I (November 1, 2009 – October 31, 2010)

Description

Quantity

Unit

Fixed Individual Unit Price

Firm Fixed Price

1001 Operation of Glassware Unit as Described in the

FIRM-FIXED PRICE WORK: OPTION PERIOD II (November 1, 2010 – October 31, 2011)

Individual Unit Price

Firm Fixed Price

2001 Operation of Glassware Unit as Described in the

FIRM-FIXED PRICE WORK: OPTION PERIOD III (November 1, 2011 – October 31, 2012)

Individual Unit Price

Firm Fixed Price

3001 Operation of Glassware Unit as Described in the

FIRM-FIXED PRICE WORK: OPTION PERIOD IV (November 1, 2012 – October 31, 2013)

Individual Unit Price

Firm Fixed Price

4001 Operation of Glassware Unit as Described in the

RFP NIHAO2008015 5

CI.1. Statement of Work

A. Background Information:

The mandate to reduce the number of FTE’s within our Institute resulted in a decision made by NIAID Director of the Division of Intramural Research to contract out certain areas of the Institute. As a result, in 1988 a contract was awarded to operate the RML Glassware Unit.

B. Purpose of Acquisition:

This requirement is for the necessary supervision, labor, and services to operate and maintain the Glassware Unit at the Rocky Mountain Laboratories in Hamilton, Montana.

The Glassware Unit is a fully equipped unit containing adequate counters, sinks, automatic washing, autoclaves and drying ovens. All utilities, equipment and supplies needed to perform the tasks encompassed by this contract shall be supplied by the Government.

C. Management

The Contractor shall manage the total work effort associated with the operations, maintenance, minor repairs, and all other services required herein to assure fully adequate and timely completion of these services. Included in this function shall be full range of management duties including, but not limited to; planning, scheduling, cost accounting, report preparation, establishing and maintaining records and inventories, and quality control. The Contractor shall provide an adequate staff of personnel with the necessary management expertise to assure the performance of the work in accordance with sound and efficient management practices.

Work Control: The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking of work in progress. The Contractor is responsible for planning and scheduling work to assure material, labor, and equipment are available to complete work requirements within the specified time limits and in conformance with the quality standards established herein.

Verbal scheduling and status reports shall be provided when requested by the Project Officer.

1. Government-Furnished Facilities:

The Government shall furnish or make available to the Contractor the facilities indicated in Exhibit E-C1. The Contractor shall assume responsibility and accountability of such facilities provided for his/her use and shall take adequate precautions to prevent fire and safety hazards, odors and vermin. General housekeeping services for the Government-furnished facilities shall be the responsibility of the Contractor and shall be performed on a daily basis. These services shall include the following: sweep and mop floors; clean up spills; wipe down equipment, counter tops, and work areas; and dispose of refuse in appropriate receptacles. The Contractor shall obtain written approval from the Contracting Office prior to making any modifications or alterations to the facilities. Any such modifications or alterations approved by the

RFP NIHAO2008015 6

Government shall be made at the expense of the Contractor. At the completion of the contract, all facilities shall be returned to the Government in the same condition as received, except for reasonable wear and tear. The Contractor shall be held responsible for the cost of any repairs caused by negligence or abuse on his/her part, or on the part of his/her employees.

D. General Requirements:

The work includes all management, supervision and labor necessary to receive soiled laboratory glassware and plastic ware from 5 research laboratories. Service shall include:

segregating, cleaning, processing and returning the cleaned items to designated “pickup shelves” or to stock shelves. Items cleaned or processed by the unit are a broad variety of laboratory glassware, plastic ware and instruments, some of which are small and/or very delicate and require special handling. During the course of this contract, laboratory personnel may request special types of cleaning or packaging of their glassware. This shall be accomplished by providing the contractor a “Glassware Card” specifying their requirements. A sampling of the items is as follows: bottles, jars, aspirator jugs, pipettes, tubes, caps, Petri dishes, flasks, beakers, volumetric, graduated cylinders, magnetic stirring bars, syringes, surgical instruments, etc., and thus there is considerable hand work involved.

Great care must be exercised by all staff in the Glassware Unit to be very thorough and conscientious in performing their work to exaction standards. Failure to do so could result in erroneous or inconsistent results in the experiments performed in the laboratories.

Regular Working Hours Regular (normal) working hours are for the purposes of this contract are from 08:00 AM to 5:00 PM Mondays through Fridays except (a) federal holidays and (b) other days specifically designated by the Contracting Officer.

Federal Holidays New Year’s Day, Martin Luther King, Jr. Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas.

E. Technical Definitions

Listed below are special terms and phrases used in this Statement of Work or elsewhere in this contract document. For the purpose of this contract, all definitions shall apply throughout.

Where “as shown”, “as indicated”, “as detailed”, or words of similar import are used, it shall be understood that reference is made to this document and the exhibits and attachments accompanying this document unless stated otherwise.

Where “as directed”, “as required”, “as permitted”, “approval”, “acceptance” or words of similar import are used, it shall be understood that direction, requirement, permission, approval, or acceptance of the CO is intended unless stated otherwise.

AUTOCLAVE: An apparatus (machine) that sterilizes using live steam at high pressure and high temperatures.

RFP NIHAO2008015 7

CONTAMINATION/CONTAMINATED: Items that have been in contact with potentially hazardous chemicals, radioisotopes, or biological materials.

CONTINGENCY OPERATIONS: Unanticipated increases or decreases of level of service required.

DETERGENT: A chemical cleansing agent, used as a wetting agent and emulsifier.

DISPOSABLE GLASSWARE: Non-reusable container made of glass only.

DISPOSABLE ITEM: A collective term used for all disposable glassware and plastic ware.

DISPOSABLE PLASTIC: Non-reusable container made of plastic.

GLASSWARE: Any reusable container made of glass.

HAZARDOUS MATERIAL/CHEMICALS: Those chemicals, radioisotopes, or biological materials with the potential for causing harmful biological effects either acutely or chronically in humans or animals. Types of materials/chemicals used: Super Trump (Sodium Hydroxide-Sodium Polyacryrate-Phosphone/Butane/Tricarboxxlic Acid), 7X, Alcon-ox, Lime-A-Way, Lubriclean (for removing blood, tissue etc.), Hydrochloric Acid, and Sulfuric Acid with Nochromix.

HOT AIR STERILIZER (DRY HEAT): Cabinet type machine that sterilizes, using a combination of dry heat and high temperature.

INSPECTION: Detailed examination of work areas and work products to assess contract compliance.

LOAD: The rated capacity or amount that can safely and efficiently be loaded into a machine or container at one time.

MEDIUM/MEDIA.: A substance/mixture in or on which organisms are cultivated or grown for scientific purposes or study.

OPERATOR: A person responsible for the operation of equipment.

PROCESS: This is a series of functions that bring about a result. Processing of glassware includes but not limited to; receiving, unpacking, sorting, washing, inspecting, wrapping, packaging, sterilizing, and stocking.

QUALITY ASSURANCE: Those actions taken by the Government to check goods or services to determine that they meet the requirements of the Statement of Work.

QUALITY CONTROL: Those actions taken by the Contractor to control the production of goods or services so they meet the requirements of the Statement of Work.

RFP NIHAO2008015 8

STERILIZE: The destruction of all microorganisms by combination of physical and chemical means.

CONTRACTOR REPRESENTATIVE. A foreman or supervisor designated by the Contractor to be his/her authorized representative. One such person shall serve as the Government’s principal point of contact.

PROJECT OFFICER. The person(s) whom the Contracting Officer shall designate by name and/or position title to conduct liaison between the Contractor and the Contracting Office on technical matters pertinent to this contract and to be his/her authorized representative.

F. Technical Requirements:

A. Incoming Glassware

1. Laboratory Personnel

Laboratory personnel shall ensure that no contaminated glassware comes into the Glassware Unit. Laboratory personnel shall ensure that each glassware container is to have a sterilization indicator tag showing that the contents have been autoclaved and sterilized. If autoclaving is not required, laboratory personnel shall notify the Contractor and the Contractor shall place a “not contaminated” card in the container. Soiled glassware is delivered to the Glassware Unit by the various Government laboratory personnel. Each container shall contain a metal tag with the laboratory investigator’s name and designated laboratory. The laboratory personnel shall provide “Glassware Cards” that are to accompany items that are to be returned to laboratory individuals; with items listed and instructions for handling/preparation.

The laboratory staff shall sort all incoming glassware as to machine wash, hand wash, pipettes, tubes and similar items.

2. Contractor Duties

The Contractor shall ensure that all items listed on the “Glassware Card” shall be kept separate through the entire process, labeled and prepared as requested. The Contractor shall ensure that rubber-lined bottle and tube caps shall be put in water, others in baskets. The Contractor shall also make sure that all tap, paper labels, and caps shall be removed as well as the residue left by them before items are put into soak tanks of washing solution consisting of various types of hazardous materials/chemicals such as Super Trump, Lime-A-Way, hydrochloric and sulfuric acids. Many paper labels cannot be removed until they have been soaked. Tubes and items to be hand washed shall be soaked in dish pans. After items have been soaked, they are to be washed in sinks. Separate sinks are designated for tubes, pipettes, hand washed items, and machine-washed items. Even machine-washed items must go through a hand-wash step before being placed in the washing machine.

RFP NIHAO2008015 9

B. Operation of Glassware Unit

Contractor shall provide the following services:

1. Machine Washing

Trays shall be rinsed, dried and put away. All delivery containers belonging to individuals shall be washed if necessary, rinsed, dried, and put on storage shelve in room A308.

Machine washed items include but are not limited to: Bottles (glass and plastic), jars, reagent bottles, aspirator jugs, pipettes, tubes and caps, Petri plates, flasks, beakers, volumetric flasks and graduated cylinders (except very small ones which shall break or cannot go through automatic washing machines properly). Items which have contained only water or new items may be washed in machines without soaking. All others shall be soaked in washing solution for one-half hour to 4 hours depending on amount of soil. All items shall be then brushed or washed as necessary, rinsed and put on headers or in baskets according to size and type, for as little breakage as possible. Small hold-down screens may be used over small items.

A loaded header is placed in machine and the hold-down screen is placed in the proper position before starting washer. Before starting the washing machine, water temperature shall be checked and water supply shall be de-mineralized. When the washing cycle is completed, some items are rinsed with glass-distilled water, as requested by the laboratory personnel. Clean glassware is unloaded quickly and carefully into baskets, and these baskets are place on racks in drying oven. The baskets of hot, dry glassware coming out of the drying oven are placed on special cupboard shelves to cool. The cooling shelves filled with cooled glass in baskets are carried to tables where they are unloaded.

Plastics are air-dried. When dried, all items are checked for cleanliness and condition. Some may need to be rewashed or acid cleaned. Stock items such as flasks, beakers, and graduated cylinders are foil capped and placed in trays. Dated foil shall be used for all stock items to be sterilized. Beakers are foil capped only when needed for sterile stock. A supply of unsterilized beakers, graduated cylinders, flasks and bottles is to be maintained on the stock shelves. Depleted stock shelves shall be refilled as soon as possible.

a. Petri Plates

Medium-size Petri plates shall be placed in special racks after soaking and machine-washed when there is a sufficient number; then rinsed, distilled water rinsed, and oven dried. They shall be sorted into clear or etched pairs and oven sterilized in foil wrapped packages (one to six per pkg.). All small and extra large Petri plates shall be hand washed. Filter flasks shall be foil covered and oven sterilized, unless requested with cotton plugs, in which case they shall be autoclaved. The size of the stopper that fits a particular filter flask shall be marked on the foil cover.

RFP NIHAO2008015 10

b. Pipettes

Most pipettes shall be returned to the laboratory personnel and must be kept separated. The plugs shall be blown out and the pipettes shall be thoroughly rinsed and soaked in 3 parts water, 1 part Oakite acid overnight, then thoroughly rinsed and placed in machine canisters (tips up) and washed in the machine.

They shall be rinsed 3 times with distilled water in the hand rinse. While in operation, the hand rinse shall be checked frequently to ensure proper water flow/flushing. If necessary, the rinse shall be run again until pipettes are thoroughly rinsed. Pipettes shall be placed in foil-lined baskets (tips up) and dried in an oven for at least 4 hours or overnight. Pipettes shall be individually checked for cleanliness and condition and then plugged and placed in owner’s can by separate sizes and properly labeled. After autoclaving, they shall be placed in a small drying oven for an hour to dry out any condensation. All red pipettes shall be kept in stock, unsterilized and unplugged.

All used Pasteur pipettes shall be discarded. New ones shall be stored in boxes both plugged and unplugged until needed. A stock of sterile, long and short, plugged and unplugged Pasteur pipettes shall be maintained in large, foil-capped tubes. Some individuals shall request gauze in the bottom of the tubes to protect tips.

c. Caps

When enough bottle and tube caps have accumulated to machine wash, they shall be checked for condition and discarded if liners are damaged or in poor condition. They shall be brushed and placed in baskets, being careful to separate sizes that tend to become lodged inside each other while in the machine-washing process. Baskets shall be covered with hold-down screens and placed in racks to go into the machine wash. Caps for individual labs shall be kept separate for use on proper items. There shall be both screw caps and slip-on caps. Caps shall be air dried, usually by spreading them out on the top of a small drying oven.

2. Tubes

Tubes shall be soaked as necessary, brushed and rinsed. Lipped tubes shall be placed on header spindles (except for those that are longer than spindle length). All tubes longer than spindle length or tube basket depth shall be hand washed, rinsed, distilled water rinsed and dried. These long tubes shall be utilized for sterilizing Pasteur pipettes, large instruments, sleeve stoppers, tongue depressors, applicator sticks, cotton tip applicators, and long canellas and rubber policemen. Smaller lipped tubes which can be machine-washed shall be used in sterilizing small items such as magnets, small instruments, small syringe needles, etc. All other tube-like items (no longer than tube basket depth) shall be sorted by length and place in tube baskets (open end down) keeping all in the same basket as near the same length as possible so that hold-down screens shall fit down properly to prevent breakage.

This includes culture tubes, serum bottles, screw cap tubes and screw cap freezing

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vials. All used freezing vials smaller than 4 dram shall be discarded and replaced with new ones. New ones shall be washed whenever stock gets low. A stock supply of sleeve stoppers shall be maintained by the Contractor.

All items washed in tube baskets shall be rinsed in distilled water. Most can be rinsed by immersing basket (at least 3 times) upside down (with hold-down screen in place) in a small sink filled with distilled water. Caps may have to be emptied into a sink to make sure they are well rinsed inside. Glass items shall be dried in a small drying oven and plastics shall be air-dried. After drying, these items shall be all checked for cleanliness, breakage or for poor condition. Prescription bottle caps shall be wiped out with gauze dampened with distilled water. If caps do not already have a rubber or Teflon liner, a new Teflon liner shall be placed in the bottle cap.

Clean caps (with liners in place) shall be put on screw cap items unless otherwise requested. One, two, three and four dram freezing vials shall be autoclaved in baskets. Six and eight dram vials and large screw cap tubes shall be tied in small groups and autoclaved. Smaller screw cap tubes shall be autoclaved in baskets and returned to the laboratory employee, if requested.

3. Serum Bottles

Serum bottles shall be foil capped (size and date written on foil) and oven sterilized.

Culture tubes shall be sorted, discarding any dirty ones. Cracked or chipped culture tubes shall be saved to make broken glass for bleeding units. Sizes larger than the 16 x 100 mm shall be stored by the Contractor for future use. Smaller sizes shall be sorted by size and placed in tube baskets. Kimax tubes (13 x 100 mm) shall be separated from plain ones. Based on the information provided on the “Glassware Cards”, some laboratory personnel shall get autoclaved Kimax tubes with plastic slip-on caps in baskets. All other laboratory personnel shall get plain, autoclaved 13 x 100 mm and 12 ml. centrifuge tubes with plastic slip-on caps in metal racks. Other centrifuge tubes shall be foil capped and oven sterilized for stock. Small stocks of culture tubes, plugged with cotton, shall be kept on hand. All Corex tubes shall be sterilized and returned to laboratory personnel.

4. Hand Washing

Hand washed items include tubing and attachments for bleeding units and dispensing units, instruments, automatic pipetting units, blenders, canellas, funnels, staining jars and dishes, glass stoppers and spinner flasks. Tubes that are too long for machine spindles or the depth of a tube basket and many other small items such as beakers, small-necked cylinders, volumetric flasks, i.e., too small to be machine washed, shall be hand washed. They shall be soaked as necessary. Instruments may rust if left soaking too long and rubber tubing and other rubber items deteriorate.

Rubber tubing for bleeding units and dispensing units shall be brushed and rinsed thoroughly with cold water before soaking. These items shall be brushed or washed as necessary, rinsed, distilled water rinsed and (if requested) a second glass distilled water rinse. Glass and metal items shall be oven dried. Anything rubber or with rubber or plastic parts shall be air-dried. Some of these items shall be returned not sterilized as requested by the Government. Volumetric pipettes, mortars and pestles

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shall be hand washed. Volumetric pipettes shall be soaked, then rinsed thoroughly and dried standing upright so that the water shall drain out completely. Mortars and pestles, after being washed and dried, shall be wrapped together in foil. Extra large or extra small Petri plats, funnels and tissue grinders (with tube and pestle separated) shall be wrapped in foil after being hand washed. A supply of unsterile funnels shall be maintained on stock shelves.

a. Needles & Cannulas

Needles and cannulas shall be cleaned with a pipe cleaner and by sterilizing.

When requested by the Government, cannulas and needles shall be sterilized in tubes and foil capped. Small syringes shall be cleaned with a pipe cleaner. All syringes shall be sterilized in tubes except for 50 and 200 ml syringes which shall be foil wrapped.

5. Spinner Flasks & Pipetting Units

Spinner flasks shall be reassembled and autoclaved or oven sterilized, depending on type of cap. Automatic pipetting units shall be completely disassembled, spring and gaskets checked and replaced if necessary, and then reassembled and checked by using distilled water. As directed by the Government, some pipetting units shall be wrapped in foil and autoclaved or filled with distilled water and placed in plastic bags. Pipetting devices that are filled with distilled water shall be autoclaved for sterilization.

6. Blenders, Aspirator Jugs & Bleeding Units

Blenders shall be completely disassembled and each piece cleaned, a drop of oil shall be applied to the shaft, then reassembled, checked for leakage and operation, and capped or wrapped as requested. Glass blenders shall be loosened to prevent cracking during sterilization.

Aspirator jugs shall be reassembled with tubing and dispensing bell (foil capped) and autoclaved.

Bleeding units shall be assembled with broken glass or beads in the reservoir.

Dispensing units shall be reassembled with jug and tubing tied on, if necessary.

7. Supplies & Stocking

Utilizing Government-furnished supplies, the Contractor shall keep on hand a supply of sterile 3” and 5” foil squares which shall be stored in medium and large Petri dishes. Also, the Contractor shall keep on hand a small stock of Government-furnished sterilized glass jars and also a supply of sterile cotton balls and gauze sponges in 16 oz. and 32 oz. jars. All Government furnished supplies are stocked in the Central Stockroom located in Building 22. The Contractor shall maintain adequate supplies in the Glassware facility.

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Only glass, magnets, all-metal items and foil shall be put in the tissue culture oven.

All other items such as bottles with plastic caps or items with plastic, cotton, rubber or paper parts, if required to be sterilized, shall be done in the autoclave. Bottles for stock supplies shall be capped, foil capped and dated. Glass bottles shall be returned to laboratory personnel, as requested. They shall be capped, foil capped and labeled. Unless otherwise directed, plastic tubes and bottles shall be filled with distilled water and sterilized. The Contractor may be asked to return the items unsterilized. Flasks, volumetric and reagent bottles with fitted glass stoppers shall have a narrow strip of foil between the stopper and the neck to prevent stopper from sticking during sterilization. A square of dated foil which indicates the date the piece of glassware was cleaned and processed shall be crimped over the stopper end.

These items shall be placed in a steel tray along with other glassware until the tray is filled. Full trays shall be placed in the tissue culture oven and when the oven is full it shall be ran at 184° C for 3 hours. After cooling down, the oven shall be turned off, unloaded and all items checked before placing on the shelves.

Staining jars and dishes shall be put on stock shelf unsterilized.

When Government-furnished items need to be replaced, the Contractor shall notify the Project Officer. The Project Officer shall place an order to replace items such as: spare parts for blenders and automatic pipettes and replacements for broken or unserviceable glassware and plastic ware items in order to maintain an adequate inventory to meet demands of each laboratory and the media department. Many other supplies shall be kept on hand to meet the day-to-day requirements for operating the Glassware Unit such as aluminum foil, gauze rolls, gauze sponges, cotton balls, pipette plugging cotton, rubber tubing, aprons, gloves, brushes, bleach, and detergents for the soaking baths and the washing machine. The Contractor shall provide a list of required supplies to the Project Officer. If approved, this list shall be forwarded to the appropriate office for acquisition.

8. Additional Responsibilities

The Contractor shall clean the autoclave once a week by pouring a solution (one scoop of Tri-Sodium Phosphate to one liter of water) down the drain hole after removing the screen. Let this stand for several minutes, then, rinse with clear water.

The inside of the autoclave shall be wiped out daily with clean gauze moistened with distilled water. Lint and/or other debris shall be removed from the lint screen.

At least once each week the bottom racks shall be cleaned with scouring powder and rinsed with tap and distilled water. The autoclave temperature and operation recording chart shall be changed each morning and shall be maintained in a history folder for tracking of maintenance and operations.

The Contractor shall turn off the washing machine power supply at night and turn it on the following morning. If no water is available, the Contractor shall notify the RML Maintenance Section to correct the problem. Water temperature shall be checked to be sure it is hot. Detergent supply shall be checked and replenished as needed. The screen covering the drain within the machine shall be

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cleaned frequently and the lint trap brushed cleaned. The exterior of the machine shall be cleaned with an appropriate polishing agent.

The Contractor shall turn off the large drying oven at night and turn it on the following morning. The interior shall be wiped with an ammonia solution and well rinsed with both tap and distilled water. On a semi-annual basis, the lint filters shall need to be replaced by the RML Maintenance Section. The Contractor shall notify the Project Officer when this service is required. The exterior of the oven shall be cleaned with an appropriate polishing agent.

Once per week, the sterilizing oven shall be wiped out with ammonia water solution and well rinsed with tap and distilled water. If heat labile materials have been sterilized in an autoclave, e.g. paper, string or rubber, they shall be cleaned before the next use. The oven shall be turned on only when loaded and turned off at the end of cycle. Oiling shall be performed by the RML Maintenance Section as necessary.

The Contractor shall oil the pipette-plunger as needed, however, very sparingly (over-oiling may cause equipment malfunction). If it becomes plugged with cotton, it shall be opened and cleaned out.

The pipette-plug remover shall be occasionally serviced to remove broken glass from the tip. This service shall be provided by the Government. The Contractor shall notify the Project Officer when this service is required.

All equipment in the Glassware Unit shall be constantly monitored by the Contractor by personal observation, alarms and gauges.

The Contractor shall be responsible for the overall operation of this contract. The Contractor shall perform daily Quality Control inspections to determine that work performed meets the standards of this contract.

The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, and appearance; and for taking such disciplinary action with respect to his/her employees as may be necessary.

Contractor personnel shall service all the equipment in the Glassware Unit as required. This shall include cleaning, replenishing cleaning solutions, detergents, replacing gaskets and/or making minor repairs to equipment on an emergency basis when repairs are within their capabilities to keep the equipment operating until the RML Maintenance crew can provide final repairs.

The Government shall furnish, without cost to the Contractor, suitable storage space and a normal amount of utilities (including telephone service) to be used only in connection with performing the services required under this contract. The storage areas used by the Contractor shall be maintained in a clean and sanitary condition at all times by the Contractor. The only telephone to be used by the Contractor shall be extension 220 located in the Glassware Unit. All cleaning supplies and

RFP NIHAO2008015 15

equipment shall be stored in the proper storage areas. The Government shall not be responsible for damage or loss to the Contractor’s personal belongings or those of his employees due to fire, theft, accident, or other causes. Failure of the Contractor to keep any of the utility areas in a clean or safety-conscious condition satisfactory to the Project Officer may result in the withdrawal of the privilege of their use.

The Government shall provide all contracted employees an RML/NIH contractor Identification Badge (ID). This ID must be presented to gain access to the campus and must be worn and displayed at all times. Any contract employee that fails to display their ID shall be escorted off the campus.

Although this contract does not specify the exact methodology or techniques to be followed by the Contractor, it is expected that all work shall be performed in a highly professional manner to meet the standards for cleanliness and/or sterility required by the research laboratories for all items processed in Glassware Unit. The statement of work provided herein is intended to indicate the “minimal acceptable” level of performance. The Contractor is encouraged to expend all possible effort to deliver the service efficiently with the results equal to the highest of industry standards.

The Contractor shall develop a Quality Control Program to provide for daily inspections of contractors performance. A Contractor supervisor or foreman shall conduct daily inspections of all work sites to evaluate compliance with the contract terms. Incomplete or defective work shall be immediately corrected. If the Government so chooses, the Project Officer may accompany the supervisor/foreman inspector for all or any part of the Contractor’s inspection. The Project Officer may also conduct separate inspections (including “spot checks”) whenever deemed appropriate. The Government shall notify the Contractor of deficiencies noted during these inspections in writing.

All deficiencies identified by the Project Office of work performed by the Contractor, including daily work, shall be corrected. Deficiencies in daily work reported by the Government to the Contractor shall be corrected to the Government’s satisfaction within 24 hours.

All tasks accomplished by the Contractor’s personnel shall be done to preclude damage or disfigurement of furniture and building structures. The Contractor is required to correct any damage to any part of the buildings, fixtures, or equipment within any area covered by this contract when caused by the Contractor’s employees.

Contractor shall report, as soon as possible, inexplicable, dangerous or potential problems or emergency situations to the RML Maintenance Section or the Project Officer.

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G. Contractor Personnel

The Contractor shall provide at least the following personnel for performance of this contract:

A. Project manager or supervisor and sufficient staff to accomplish the day-to-day work load. See historical work load data for calendar years 2006 and 2007 in Exhibit E-C2.

B. Qualified support and relief staff as needed, to cover all work requirements, sickness, vacations and all other absences which may occur.

The Contractor shall be responsible for training all Contractor employees to ensure that all are qualified to operate all of the systems and equipment assigned to the Contractor.

All work shall be accomplished in the Glassware Unit currently located in Building A.

H. Government-Furnished Materials and Supplies

The Government shall furnish or make available to the Contractor all materials and supplies needed to perform the tasks encompassed in the Statement of Work. These include but are not limited to: spare parts for blenders and automatic pipettes, replacements for broken or unserviceable glassware and plastic ware, aluminum foil, gauze sponges, cotton balls, pipette plugging cotton, rubber tubing, aprons, gloves, brushes, bleach, and hazardous materials/chemicals such as hydrochloric acid, sulfuric acid with Nochromix, Lubriclean, 7X, Alcon-ox, Lime-A-Way, and Super Trump. The Contractor shall provide a list of required supplies to the Project Officer for approval once a monthly unless an emergency item is required. If approved, the supplies shall be acquired by the Government. All Government furnished supplies are maintained in the Central Stockroom located in Building 22. The Contractor shall be required to go to Building 22 to check out supplies which shall be utilized in the performance of this contract. The Contractor shall maintain an inventory of common use items in the Glassware facility.

Government-Furnished Utilities:

The Government shall furnish the following utility services at existing outlets, for use in those facilities provided by the Government and as may be required for the work to be performed under the contract: electricity, natural gas, fresh water, sewage service, and refuse collection. Information concerning the location of existing outlets may be obtained by the Project Officer and furnished upon request.

Utilities specified above shall be furnished at no cost to the Contractor. Commercial telephone service shall be provided by the Government at no cost to the Contractor. All long distance toll charges (with the exception of calls for work-related emergencies) shall be paid for by the Contractor. The Government shall provide a computer for use by the Contractor to allow for receipt of pertinent electronic mail for such things as building shutdowns, loss of water, security issues, or for general information.

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I. Quality Control

The Contractor shall establish and maintain a comprehensive Quality Control Program that monitors delivery of the required services and products delineated in this Statement of Work. It shall be noted that performance below the levels specified in the QCP and the Statement of Work (SOW) shall be noted in vendor past performance reviews and may preclude the exercise of options by the Government.

The Contractor shall perform appropriate Quality Control activities prior to requesting acceptance of the items/services by the Government. The QCP should at a minimum address the following:

1. Business Management

a. The Contractor should address how it plans to execute and monitor its QCP.

b. The Contractor’s QCP shall address how it shall maintain satisfactory standards of employee competency, conduct, and appearance, including how it shall reinforce RML/NIH’s Identification Badge policy; and how disciplinary action with respect to his/her employees shall be taken as may be necessary.

2. Work Performance

a. Timeliness

i. The Contractor’s QCP shall include a metric for effectively measuring the planning and scheduling of work to assure material, labor, and equipment are available to complete work requirements within the specified time limits and in conformance with the quality standards established herein.

b. Housekeeping

i. The Contractor’s QCP shall include a metric for ensuring that the storage areas used by the Contractor shall be maintained in a clean and sanitary condition at all times by the Contractor and also a metric for measuring the performance of daily housekeeping services for the Government furnished facilities as noted in the SOW.

c. Cleanliness

i. The Contractor’s QCP shall include a metric for ensuring the cleanliness of processed glassware and plastic ware to exaction standards as to mitigate erroneous or inconsistent results in the experiments performed in the laboratories.

3. Inspections

a. The Contractor’s QCP shall provide a metric for daily inspections of Contractors’ performance by a supervisor or foreman to ensure that the work performed is in compliance with contract terms and how incomplete or defective work shall be corrected.

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b. The Contractor’s QCP should address joint and separate inspections (including “spot checks”) conducted by the Project Officer and a metric for addressing any deficiencies noted to the Contractor in writing by the Government within 24 hours.

4. Supplies & Stocking

a. The Contractor’s QCP shall provide a metric for maintaining an adequate inventory of supplies to meet demands and for providing a list of required supplies to the Project Officer for approval once a month unless an emergency item is required.

5. Reports

a. The Contractor’s QCP should address the completion of reports including daily housekeeping logs, weekly cleaning logs, scheduling, and status reports. Any or all of these reports shall be provided to the Project Officer upon request.

6. Incomplete Work

a. The Contractor’s QCP shall include a metric for reporting incomplete work to the

Project Officer in a timely manner, not to exceed 24 hours.

7. Customer Satisfaction

b. The Contractor’s QCP shall address how customer complaints shall be handled in a timely manner, not to exceed 72 hours. It is noted that the receipt of 3 or more customer complaints in 60 calendar days or the failure to address customer complaints within 72 hours of receipt, unless otherwise extended by the Project Officer, shall be determined excessive and shall be noted in vendor past performance reviews and may preclude the exercise of options by the Government.

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J. Quality Assurance Surveillance Plan (QASP)

The following QASP shall be used to evaluate Contractor performance. Performance below the standards set forth in the plan shall be noted as part of the Contractor’s regular past performance evaluations.

Performance Factor Description Method of Surveillance Frequency Metric

Identification Badge (ID)

ID must be presented to access installation and must be worn at all times

Observation and/or RML/NIH

Campus Representative Report

Weekly or

Upon Report

Timeliness

Timely accomplishment of work assignments

Observation and/or Customer

Complaint

Based on Customer

Housekeeping

General housekeeping services of Government-furnished facilities, including storage areas

Observation and/or Customer

Monthly

Cleanliness

Cleanliness of all glassware and plastic ware processed by Contractor

Contractor’s Monthly Record;

Observation; and/or Customer

Monthly

Supplies & Stocking

Supply requests shall be made of the Project Officer to ensure adequate supply levels are maintained

Contractor’s Quarterly Record;

Observation; and/or Customer

Quarterly

A313

A310

A309 A306

A305

A307

A303

A311

A312

A302

A304

(108)

(120)

(123)

(630)

(155)

(121)

(152)

(21)

(86)

(631)

(3,320)

Exhibit E-C1 Glassware Operations

Building A, Rooms A307, A308, A304, A306

A308

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EXHIBIT E-C2

GLASSWARE HISTORICAL DATA FOR YEAR 2006

Regular Personnel Month Bottles Bottles Total Other Glassware

January 10,107 2,670 12,777 Approximately 4,000 glass tubes February 11,053 2,959 14,012 Approximately 120 serum bottles March 10,738 2,456 13,194 Approximately 4,000 pipettes April 10,252 1,999 12,251 May 12,412 3,322 15.734 June 10,008 2,219 12,227 July 12,846 3,383 16,229 August 12,167 2,468 14,635 September 10,795 2,109 12,904 October 12,939 3,148 16,087 November 10,562 2,067 12,629 December 11,325 2,300 13,625 Total 135,204 31,100 166,304

NOTE: Each glassware item is put through a seven (7) stage cleaning process. The numbers listed above do not reflect the seven stage process. If an item requires an acid cleaning after the original seven (7) stage process, the items are handled again seven (7) times.

GLASSWARE HISTORICAL DATA FOR YEAR 2007

Regular Personnel Month Bottles Bottles Total Other Glassware

January 11,701 2,355 14,056 Approximately 4,000 glass tubes February 10,220 2,017 12,237 Approximately 120 serum bottles March 12,793 2,350 15,143 Approximately 4,000 pipettes April 11,337 1,991 13,328 May 10,355 2,475 12,830 June 23,624 2,220 25,844 July 10,059 3,335 13,394 August 13,169 2,424 15,593 September 9,677 1,676 11,353 October 11,363 1,924 13,287 November 9,706 1,247 10.953 December 7,971 1,459 9,430 Total 141,975 25,473 167,448

NOTE: Each glassware item is put through a seven (7) stage cleaning process. The numbers listed above do not reflect the seven stage process. If an item requires an acid cleaning after the original seven (7) stage process, the items are handled again seven (7) times.

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CI.2. Records and Reporting Requirements

The Contractor shall maintain management, operation, and maintenance and inventory records and prepare management, operation, maintenance, and inventory reports as set forth below in “RECORDS AND REPORTING REQUIREMENTS”. This section specifies which records and reports are the Contractor’s responsibility and those for which the Contractor must provide data to be used by the Project Officer in preparation of Government reports. Contractor shall be responsible for developing a standard format for all records and reports, with the exception of Quarterly Reports (please refer Section 1. a. below for formatting instructions for Quarterly Reports). All records and reports shall be turned over to the Project Officer within five days after contract completion.

RECORDS AND REPORTING REQUIREMENTS:

The Contractor shall:

• Provide and maintain monthly records of cleaned/processed glassware.

• Provide and maintain monthly preventive maintenance records/reports.

• Provide and maintain monthly reports of glassware that requires re-sterilization due to expiration date.

• Provide and maintain quarterly records of Government-furnished materials and supplies.

• When established Standard Operating Procedures require minor scope modifications due to amended laboratory requirements, provide and maintain updated SOP as needed.

1. In addition to the required reports set forth elsewhere in this Schedule, the preparation and submission of regularly recurring Technical Progress Reports shall be required in any contract resulting from this solicitation.

The Contractor shall submit quarterly technical reports covering the work accomplished during each reporting period. The Contractor shall submit reports to:

1) [To be named in resultant contract.]

2) Amber Harris Contract Specialist…