Statement_of_Work.pdf

Statement of Work Preventative Maintenance

Building 14 Group Somat Equipment

BACKGROUND INFORMATION: The Service Provider will service the equipment located in the Buildings 14A, 14BN, 14C, and 14H of the NIH Division of Veterinary Resources. The Division of Veterinary Resources Program (DVR) provides rodent and non-human primate (NHP) housing to numerous Institutes for the NIH campus in Bethesda. The cage wash system is designed to continuously run and wash our cages/racks and husbandry supplies efficiently. The system is designed to wash soiled cages/racks and husbandry supplies in batches decreasing water usage and increasing productivity. The Somat extractors are the disposers which reduce solid waste volume from equipment before it enters into the washers. The waste pulper defibers and dissolves (garbage disposer) all fermentable organic matter. This equipment is critical to maintaining the health and wellbeing of the animals. It is crucial that the this equipment is maintained at peak working conditions to maintain our accreditation with the AAALAC International (the Association for Assessment and Accreditation of Laboratory Animal Care International)

1. SCOPE: This Maintenance Agreement requires routine preventative maintenance (PM) of the Somat systems with the 14 group Cagewash Facilities. This agreement will include monthly preventative maintenance visits. As a part of the Statement of Work each PM Visit, service technician shall perform all inspections, tests, services and maintenance activities as recommended by the manufacturer or 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. Other resources include "The Handbook of Facilities Planning: Volume 2, Laboratory Animal Facilities" which 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 piece of cage wash equipment are covered under this contract. Bidders submitting acceptable initial proposals will be invited and highly encouraged to visit the Building 14 group Cagewash Facilities prior to submitting final proposals, see section 19 Acquisition Timeline.

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

Calibration/PM Service for:

Somat Pulper SP 755 - 5 total Somat Extractor HE-9WS - 2 total Somat Extractors HE-7WS – 2 total

Location: Building 14 Group Facility Support/Cage Wash Areas http://grants.nih.gov/grants/olaw/Guide-for-the-Care-and-Use-of-Laboratory-Animals.pdf

Area

3. PURPOSE AND OBJECTIVES OF THE ACQUISITION: The purpose of this acquisition is to properly maintain the cage wash system by industry standards within the Building 14 Group Cagewash Facilities. 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 cage wash 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 cage wash equipment to include the Somat equipment.

4. PREVENTIVE MAINTENANCE: The Service Provider will work with DVR 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 from the Service Provider stock inventory. All labor for inspections, adjustments and installation of parts are included under agreement;

excluding major repairs. The Contractor shall contact the Building 14 Group Facility Manager for entry procedures and requirements for the facility prior to entry. Building 14 Group Cagewash Facilities have strict protective clothing and entrance procedures. Note:

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

5. Responsibility for Service Utilities: The portions of utility connections servicing the cage wash equipment for which the Contractor shall be responsible include: Electrical: The Contractor shall inspect, maintain, repair and/or replace all electrical wiring and components from the load side of the building main disconnect to all Somat equipment. The Contractor shall maintain, repair and/or replace all parts and supply lines to the Somat equipment. The contractor shall notify the Project Officer or his/her Alternate of any indication of equipment or line failures.

6.

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 cage wash equipment. The term "inspection" used in this contract means to check and/or test for satisfactory manufacturers recommended operating condition and performance.

B. Perform all adjustments and repairs necessary to keep each piece of Somat equipment in continuous optimum operating condition.

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

D. 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.

E. Inspect, clean, and lubricate all moving parts on each piece of Somat equipment.

F. Perform other maintenance services as recommended by the appropriate Original

Equipment Manufacture’s literature.

G. 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.

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 written report to the Project Officer or his/her Alternate within five (5) working days of the inspection. This report shall include a detailed description of what was inspected on each machine, the condition of each machine, any problems or defects found, estimates of time required to perform the repairs, list of replacement parts and labor. All parts and labor incurred during the preventive maintenance service shall be included in the contract price.

I. After the first preventive maintenance inspection, the remaining inspections shall be scheduled at 30-day intervals for the remainder of the contract period. At least twelve

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

J. Call-back Repair Services: In between scheduled inspections, if repairs are needed for the cage wash equipment, the Contractor shall provide call-back repair services for the equipment listed in above.

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 callback 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 cage wash 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 cage wash 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 cage wash 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.

9. Exclusions: none

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 cage wash equipment maintenance and repairs. In jurisdictions that require licensing for the work being performed under this contract all contractor personnel that are involved in such work must be licensed by the state and local government.

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. REPORTING REQUIREMENTS AND DELIVERABLES: Agreement includes quarterly (4) preventive maintenance service performance. The preventive maintenance service report detailing all system operating parameters will be provided after completion of PM work.

17. INSPECTION AND ACCEPTANCE: All work will be inspected and approved by the DVR Facility Manager at the completion of any repairs and at the completion of preventive maintenance visits. All work will be performed as set forth in the attached quote, under the accordance with the service agreement terms and conditions of the Service Provider.

18. PERIOD OF PERFORMANCE: The period of performance shall be twelve (12) months:

• Base Year: January 1, 2016 – December 31, 2016

• Option Year 1: January 1, 2017 – December 31, 2017

• Option Year 2: January 1, 2018 – December 31, 2018

• Option Year 3: January 1, 2019 – December 31, 2019

• Option Year 4: January 1, 2020 – December 31, 2020

Proposals must quote a base year and four (4) option years to be considered acceptable.

19. Acquisition Timeline:

• Initial Proposals Due: ???, 11:59 PM EST.

• Initial Proposal Evaluation:

• Site Visit Scheduling:.

• Site Visits:

• Contractor Question & Answer Period:

• Final Proposals Due:

• Final Proposal Evaluation:

• Anticipated Award Date:

20. Basis for Award: Please reference the attached Proposal Evaluation Process document.

21. Performance: This Agreement shall commence on the date signed by NIH and the

Agreement shall remain in effect until all obligations under this Agreement have been completed by The Service Provider.

Valerie Harrington BS, CMAR, RLATG Chief, Facility Management Branch, NIH/ORS/DVR