Autoclave PM SOW 2012 Req 2695586.pdf

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

STATEMENT OF WORK – Provide Autoclave Preventive Maintenance

C.1 OBJECTIVE

The 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 autoclaves under this contract.

The Contractor shall provide comprehensive preventive maintenance and quality assurance to ensure all equipment covered under the Statement of Work 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 inspection.

The contract period shall be for one (1) year with the potential for four (4) option years for autoclaves and bulk sterilizers. The equipment is located at the National Institutes of Health, Bethesda, Maryland Campus in the Building’s 10, 10A, 14A, 14B, 14C, 14E, 14F, 14G and 28A and the Poolesville Campus, Maryland in the Building’s 102 and 103 managed by the Division of Veterinary Resources.

C.2 STATEMENT OF WORK

This contract covers preventive maintenance inspections, repairs during inspections, call-back repair and special projects service. All replacement parts and miscellaneous hardware on each autoclave are to be included in the cost of this contract.

C.2.1 Facility Classification and Entry Requirements:

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

The entrance requirements vary from facility to facility. The Contractor shall contact the Animal Facility Specialist for entry procedures and requirements for each facility prior to entry.

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

Conventional Facility: There may be requirements for protective clothing in a conventional facility. The Contractor shall wear protective clothing if required.

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

Limited Access: Limited access facility has strict protective clothing and entrance procedures.

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

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

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

C.2.2 Maintenance and Repair Service

C.2.2.1 Responsibility for Service Utilities:

The Contactor shall be responsible for inspections and service of utility connections to the autoclaves including but not limited to the following:

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 autoclaves.

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 autoclaves to the autoclaves. The Contractor shall maintain, repair and/or replace all pumps, piping, valves, strainers and steam traps on all steam condensate lines serving the autoclaves.

The minimum steam supply is 50 psig. The Contractor shall notify the Project Officer or his/her Alternate of any indication of low steam pressure effecting operation of the autoclaves within one hour upon identification of such.

Domestic hot water and city water: The Contractor shall inspect, maintain, repair and/or replace as needed, all piping, piping insulation, valves on the domestic water system from the main solenoid valve (including the solenoid valve) back to the autoclaves. The minimum domestic supply pressure is 40 psig. The Contractor shall notify the Project Officer or his/her Alternate of any indication of low domestic water pressure within one hour upon identification of such.

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

C.2.2.2 Preventive Maintenance Services:

The Contractor shall perform preventive maintenance services that include but are not limited to the following:

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

• Perform all adjustments and repairs necessary to keep each autoclave in continuous optimum operating condition.

• Operate each autoclave through all cycles and observe for proper operation of all components.

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

• Inspect, clean, and lubricate all motors, pumps, gear boxes, chains, pulleys and other moving parts on each autoclave.

• Correct any defects found with the autoclaves and/or install replacement parts as a result of any of the above inspections.

• Perform other maintenance services as recommended by the appropriate Original

Equipment Manufactures literature.

• Preventive maintenance inspections shall be performed between 7:00 a.m. and 3:30 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. The first preventive maintenance inspection shall be performed on each autoclave within thirty (30) days after the award of this contract. The Contractor shall provide a written report to the Project Officer or his/her Alternate within five (5) working days of each inspection. This report shall include but not limited to, a detailed description of what was inspected on each autoclave, the condition of each autoclave, any problems found, estimates of time required to perform the repairs, list of replacement parts and labor.

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

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.

C.2.2.3 Call-back Repair Services:

In between scheduled inspections, if repairs are needed for the autoclaves, the Contractor shall provide call-back repair services for the equipment covered under this contract. 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. The Project Officer or his/her Alternate shall provide the Contractor with a description of the problem, location of the autoclave and type of autoclave when calling for service. 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. 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. autoclave 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 but is not limited to, 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, 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.

C.2.4 Parts and Materials:

The Contractor shall either maintain an inventory or have available within 24 hours all replacement parts and materials required for the repair of each piece of cage wash equipment covered under this contract. All replacement parts and materials shall be specifically designed for the autoclaves 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. These include but are not limited to:

Safety Valves Door Gaskets Door and Door Hinge Assemblies Automatic Controls including all Boards Solenoid Valves - % Exhaust Valves Steam Traps Steam, Water, and Operating Valves Thermometer and Gauges Vacuum Dryer Associated Piping and Fittings Electrical Wiring and Connections Heater and Float

C.2.5 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 routine daily equipment operator maintenance. This type of maintenance shall be the responsibility of the Government.

This contract does not include welding of ASME coded vessels or doorplates, and damage caused by Acts of God.

This contract does not include consumable parts such as charts, inks, and sterilization monitors.

C.2.6 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 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 appropriately licensed.

C.2.7 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 a Repair Pass.) The Contractor shall be responsible for the return of the equipment to the original location on NIH property.

C.2.8 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.

C.2.9 Hazardous Work Permits :

The Division of the Fire Marshall issues hazardous work permits for personnel performing "hot work" such as welding, grinding, soldering, metal cutting, etc. on the NIH Bethesda Campus.

The permit system ensures that proper fire safety precautions are incorporated before the hot work proceeds. The contractor shall obtain a Hazardous Work Permit prior to starting any “hot work” by calling 301-496-0487.

C.3 Modification Services:

The contractor shall perform modifications for autoclaves. This will include modifications or replacement of major components to improve operation, efficiency or safety of the autoclaves.

The cost of any modification shall be on a time-and-materials basis via an NIH Business System call. 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 rate labor for the current performance period.

Prior to replacement of any of the above items, the contractor shall submit a written cost estimate to be approved by the Project Officer or his/her Alternate. Replacement cost shall be billed separately.

C.4 Engineering Changes:

After contract award, the Government may solicit, or the Contractor may propose independently, engineering changes to the equipment, software specifications, or other requirements of this contract. These changes may be proposed to save money to improve performance, to save energy, or to satisfy increased data processing requirements. If the proposed changes are acceptable to both parties, the Contractor shall submit a price change proposal to the Project Officer for evaluation and negotiation. Those proposed engineering changes that are acceptable to the Government will be processed as modifications to the contract. This applies only to those proposed changes identified by the Contractor, as a proposal submitted pursuant to the provisions of this clause. As a minimum, the following information shall be submitted by the contractor with each proposal:

1. A description of the differences between the existing contract requirement and the proposed change, and the comparative advantages and disadvantages of each.

2. Itemized requirements of the contract, which must be changed if the proposal is adopted, and the proposed revision to the contract for each such change.

3. An estimate of the changes in performance and cost, if any that will result from adoption of the proposal.

4. An evaluation of the effects the proposed change would have on collateral costs to the

Government, such as Government furnished property costs, costs of related items, and costs of maintenance and operation.

5. A statement of the time by which the change order adopting the proposal must be issued so as to obtain the maximum benefits of the changes during the remainder of this contract.

Also, any effect on the contract completion time or delivery schedule shall be identified.

C.5 Engineering Change Proposal:

1. Engineering change proposals submitted to the Contracting Officer shall be processed expeditiously. The Government shall not be liable for proposal preparation cost or any delay in acting upon any proposal submitted pursuant to this clause. The Contractor has the right to withdraw, in whole or in part,’ any engineering change proposal not accepted by the Government within the period specified in the engineering change proposal. The decision of the Contracting Officer as to the acceptance of any such proposal under this contract shall be final and shall not be subject to the “Disputes” clause of this contract. The Contracting Officer may accept any engineering change proposal submitted pursuant to this clause by giving the Contractor written notice thereof. This written notice may be given by issuance of a-modification to-this contract. Unless and until a modification is executed to incorporate an engineering change proposal under this contract, the Contractor shall remain obligated to perform in accordance with the terms of the existing contract.

2. If an engineering change proposal submitted pursuant to this clause is accepted and applied to this contract, an equitable adjustment in the contract price and in any other affected provisions of this contract shall be made in accordance with this clause and other applicable clauses of this contract. When the cost of performance of this contract is increased or decreased as a result of the change, the equitable adjustment increasing or decreasing the contract price shall be in accordance with the “Changes” clause rather than under this clause, but the resulting contract modification shall state that it is made pursuant to this clause.

3. The contractor is requested to identify specifically any information contained in the engineering change proposal which the contractor considers confidential and/or proprietary and which the contractor prefers not be disclosed to the public. The identification of information as confidential and/or proprietary is for information purposes only and shall not be binding on the Government to prevent disclosure of such information. Offerors are advised that such information may be subject to release upon request pursuant to the Freedom of Information Act. (5 U.S.C. 552)

C.6 Reporting Requirements:

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

Deliver To Item Quantity Due By Animal Facility Specialist assigned to facility where services are performed

PM Inspection R t

Within 5 days of i ti

Field Service Reports 1 Same Day of service

Project Officer Bldg. 14A/Room A120 Bethesda, MD 20892

PM Inspection R t

1 Within 5 days of i ti

Field Service Reports 1 Within 5 days of inspection

Emergency Telephone Roster 1

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

C.7 Equipment List

Bldg Room Make/Model Serial # 1 14E Center Corridor AMSCO 2023 0129580-017 2 10A 112 Castle 4233 98F59311

3 10A 219 AMSCO 2323 011918907

4 10A 319 AMSCO 2323 011918906

5 10A 419 AMSCO 2323 011918908

6 10 B2N213 AMSCO 3300 13329007

7 14A 139 Getinge 72 X 84 30165 8 14C 134A Primus 42 X 48 69021 9 14C Annex Getinge 152235AR 5100082-010

10 14E 114C AMSCO 3012 0113997-05

11 14E 114C AMSCO 2023 129383-002

12 14F NE Corridor Castle 4033 567038

13 14F NE Corridor Castle 4033 569783 14 14F NE Corridor Castle 3741 681262 15 14G West Corridor AMSCO 68 X 84 120983001 16 28A NE Corridor AMSCO 2041 119780002 17 14BN 121 ETC Pro Genesis 101474 18 100 105 Castle 2020 441296

19 128 102 AMSCO 6912195

20 102 114 Castle 2020 441309 21 102 Corridor AMSCO 57CR 242909

22 103 101 AMSCO 3021 114588106

23 103 101 Getinge 510114601001