P01 SOW Sterilizer and Glassware Wash SOW.docx

Statement of Work (SOW) Sterilization Equipment

A. GENERAL INFORMATION

1. Purpose: The purchase of Cage Rack Washer Sterilizer is required in order to maintain VHA Office of Research Oversight (ORO) Accreditations and American Association for Accreditation of Laboratory Animal Care (AAALAC) Accreditations as it has been determined that there have been repeated mechanical deficiencies in Cincinnati VA Veterinarian Medical Unit equipment that could pose a threat to the safety of laboratory animals.

2. Scope of Work: The contractor shall provide all resources necessary to accomplish the deliveries described in this statement of work (SOW). Contractor shall procure and deliver (1) Sterilizer and (1) Glassware Wash that requires no building modifications. The equipment will be plug and play and suitable for a BSL II Research Facility.

3. Background: On March 27th, 2026, there was an American Association for Accreditation of Laboratory Animal Care (AAALAC) review in which it was recommended that we replace our equipment. On April 16th, 2026, the VA Office of Research Oversight (ORO) confirmed the AAALAC finding and it was suggested that we replace the equipment immediately to prevent future corrective actions that could result in the loss of accreditation.

4. Performance Period: This is a one-time purchase; delivery and installation should begin no later than 01 June 2027.

5. Type of Contract: Firm-Fixed-Price

6. Place of Performance: Delivery will be made to the Cincinnati VA Medical Center, 3200 Vine Street, Building 14, Cincinnati OH 45220, Research Dock.

7. Hours of Operation: Warehouse deliveries are accepted between 8am and 3:30pm, Monday through Friday, excluding holidays.

Hospital normal hours of operation are between 8am and 4:30pm, Monday through Friday, excluding holidays.

B. GENERAL REQUIREMENTS

1. Contractor shall provide (1) Sterilizer and (1) Glassware Washer that requires no building modifications. Building infrastructure must be completely efficient as is. The unit must meet the specifications outlined in the salient characteristics document and the below listed system requirements:

a) The Sterilizer:

a. Must be Life Science suitable equipment

b. Must be suitable for BioSafety Level II

c. Must be single door

d. Exterior dimensions must not exceed 76”H x 43”W x 49”D

e. Interior dimensions must be at least 20” x 20” x 38”

f. Must have multiple programmable cycles

g. Must have gravity, liquid, pre-vacuum and isothermal cycles

h. Must have multiple temperatures setting up to 285F

i. Must have colored touchscreen display

j. Must have printing capabilities

k. Current exhaust must be efficient for equipment

l. Equipment must be suitable for facility infrastructure

m. Assembly must be completed by Contractor. Facility only provides utility connections.

b) The Glassware Washer:

a. Must be Life Science suitable equipment

b. Must be suitable for BioSafety Level II

c. Must be single door

d. Internal chamber should be no less than 25” W x 23” H x 24” L

e. External dimensions should not exceed no greater than 28 ½” W x 78” H x 28 ½” L

f. Must have multiple programable cycles

g. Must have various temperature ranges from 180F to 248F

h. Must have colored touchscreen display

i. Printing capabilities

j. Must have internal exhaust

k. Equipment must be suitable for facility infrastructure

l. Assembly must be completed by Contractor. Facility only provides utility connections.

2. Veterinarian Medical Unit Protocols and Procedures: Contractors must abide by all federal guidelines including but not limited to: No eating or drinking in the VMU. No music or loud noises in the VMU. No loitering around the VMU or Facility. Contractor personnel are only authorized in areas where equipment is being installed. No drugs, alcohol or smoking/vaping on campus. No taking pictures, video or audio on campus. If pictures are required, Contractor will seek approval from coordination staff. All Contractor personnel must review and sign VMU protocol documents reiterating these guidelines. Anyone with animal allergies, it is not recommended for them to be in VMU.

3. Contractor shall provide a listing of all recalls, Safety Alerts, and Field Engineering Change Notices pertaining to the proposed Imaging System for the past 12 months.

C. CHANGES TO STATEMENT OF WORK

Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

D. INVOICES

1. Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor, validated by the Contracting Officer’s Representative (COR), and submitted electronically through OB-10 (https://portal.tungsten-network.com/).

2. A properly prepared invoice will contain:

a) Invoice Number and Date

b) Contractor’s Name and Address

E. SECURITY

PER REVIEW OF VA HANDBOOK 6500.6, CONTRACT SECURITY, APPENDIX A- INFORMATION SECURITY AND PRIVACY CHECKLIST:

1. “The C&A requirements do not apply, and a Security Accreditation Package is not required.”

2. Acquisition of this service does not involve storage, generating, transmitting, or exchanging of VA sensitive information to the vendor.

3. There may exist exposure to VA sensitive information, in particular to sensitive personal information (SPI) while implementing contractual services.