RFP-NINDS-07181 Animal Feed and Bedding.docx

Animal Feed and Bedding Supplies

RFP-NINDS-07181

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; Proposals are being requested and a written solicitation will not be issued. Offerors shall submit all questions concerning this solicitation in writing to Lynda Cole, Contract Specialist (Lynda.cole@nih.gov). Questions must be in writing and are due by Tuesday, August 18, 2026 at 3:30 p.m. EST. Proposals are due Friday, August 28, 2026 at 3:00 p.m. EST. Please reference solicitation number RFP-NINDS-07181 on all emails for questions and Proposals.

Title of Project:

Animal Feed and Bedding Supplies NINDS Division of Intramural Research (DIR) Animal Health Care Section (AHCS)

Statement of Need and Purpose:

The purpose of this acquisition is to procure animal feed, bedding, enrichment and housing supplies tailored to research protocol specifications for the rodent colonies housed in the NIH Building 35/35A Shared Animal Facility (SAF) and the NINDS rodent colonies housed in the Building 10 ACRF. Timely delivery and product quality management, particularly pest and mold control, are imperative. To ensure animal welfare and compliance with research protocols, brand-name-only feed and bedding supplies are mandatory.

This is an Indefinite-Delivery Indefinite-Quantity (IDIQ)/Requirements-type acquisition for which the government may consider making up to two (2) awards among vendors able to provide at least four (4) of the required items, if use of multiple awards is determined to provide best value.

Background Information and Objective:

The Animal Health Care Section (AHCS) of the National Institute of Neurological Disorders and Stroke (NINDS) is tasked with veterinary care, management, and oversight responsibilities for rodent colonies housed in NIH Building 35/35A and Building 10 ACRF. These rodent colonies are used by nine (9) NIH Institutes and Centers (ICs) to carry out their research missions.

The animal programs managed by the AHCS are accredited by the Association for Assessment and Accreditation of Laboratory Animal Care International (AAALAC). Every three years AAALAC reviews these animal programs in conjunction with the other animal programs located at the NIH Bethesda, Maryland campus. The triennial review consists of a site visit whereby multiple experts in laboratory animal care selected by AAALAC walk through the facilities and examine animal welfare, animal husbandry practices, experimental protocols, and standard operating procedures. The AAALAC site visitors utilize the Guide for the Care and Use of Laboratory Animals (8th Edition) as a reference for their site visit evaluation. 2024 was the most recent AAALAC site visit. As a result of the 2024 site visit, AAALAC recommended that the AHCS managed animal programs retain their accreditation.

In order to maintain future AAALAC accreditation and to reduce experimental variables in study protocols, the AHCS must ensure that feed, bedding, enrichment and housing supplies are consistent, free of pests and other contaminants, and delivered according to schedule. Therefore, the AHCS is seeking a multi-year contract for the purchase of brand-name only laboratory animal feed, bedding, enrichment and housing supplies.

The NINDS AHCS rodents have been fed specific brand name diet formulations for over 30 years, and these brand name diet formulations are incorporated into research protocols. Additionally, the bedding materials used for the animals have been in use for over 20 years and are incorporated into existing research protocols and animal welfare documentation.

Animal feed, bedding, enrichment and housing supplies come into direct contact with research animals inside of their primary enclosures (cages). The animal feed is ingested to meet the dietary requirements of the research animals. Animal bedding and enrichment supplies are in constant contact with the research animals, and these materials are often ingested. Use of specialized caging is required to support some animal research models. In order to ensure that the nutritional requirements of these valuable research animals are met, experimental variables are minimized, and proper animal health and welfare is continuously maintained, animal feed, bedding and housing specifications must be periodically reviewed by the AHCS veterinary team and by the Building 35/35A SAF Institute Animal Program Directors (APD’s) to determine if changes are warranted and to select the brand name products that will best meet the nutritional, research, specialized housing and animal welfare requirements of the animals going forward.

Use of any other feed, bedding, enrichment or animal housing brands than those specifically required in this brand-name only justification could potentially jeopardize animal welfare as well as continuity of science. Therefore, only the brand-name products listed in the table located in the Specific Requirements Section (3) below are acceptable.

The Building 35/35A SAF has a current census average of 16,000 cages with an approximate cage capacity of 22,000 rodent cages. The Building 10 ACRF facilities have a current census average of 236 cages with an approximate cage capacity of 694 rodent cages. Rodent cage census is never static and can vary due to changing research requirements, recruiting activity, and unforeseen circumstances For these reasons, a five-year indefinite-delivery indefinite-quantity contract is the most appropriate acquisition strategy.

Period of Performance:

The AHCS is requesting a multi-year service agreement consisting of a base year, and four (4) option years according to the following schedule:

SCOPE OF WORK

General Requirements:

Independently and not as an agent of the government, the contractor shall furnish all the necessary services, qualified personnel, material, equipment, and facilities, not otherwise provided by the government as needed to perform the Statement of Work below:

Specific Requirements:

The contractor shall furnish manufacturer brand-name only laboratory animal feed and bedding supplies to ensure minimization of experimental variables and continuity of research efforts.

1. Contract Type The government anticipates that this contract will be awarded as an Indefinite Delivery Indefinite Quantity (IDIQ)/Requirements-type contract.

The government reserves the right to make one, more than one, or zero awards in reference to this solicitation. NIH will consider making multiple IDIQ/Requirements-type awards among vendors able to provide at least four (4) of the required items if doing so provides the best value for the government.

Should multiple awards be made, they will be made on the basis of best value in consideration of both technical factors and price. Multiple awards, if made in reference to this solicitation, shall be made in accordance with available budget up to a maximum of two (2) awards.

2. Place of Performance The place of performance shall be at the NIH Main Campus, a government owned facility, at 9000 Rockville Pike, Bethesda, MD 20892. There will be two delivery locations on the NIH Campus, Building 35 and Building 10.

3. Supplies The contractor shall provide the NINDS AHCS the following brand name only animal feed and bedding supplies annually:

Prolab RMH 1800B

(Autoclavable Version of 5LL2)

PicoLab Rodent Diet 20

Mouse Diet (Breeder Chow)

PicoLab Mouse Diet 20

96-2 oz. cups per case

96-2 oz. cups per case

55-8 oz pouches per case

3,600 -2” squares per case

6000 per case

M-BTM-C8, 100/Case

M-BTM-AD+, 100/Case

MVX2, 100/Case

M-FEED-P, 100/Case

CRD-HLD-H, 100/Case

R-BTM-H-AD, 100/Case

R-FEED-U, 100/Case

R-WBP

Food items may be added, subtracted, or otherwise modified at the discretion of the government to meet evolving program requirements.

Special Notes Regarding Specific Bedding Products

The AHCS currently uses Sani Chip Hardwood Laboratory Bedding (PJ Murphy) as its standard bedding material in rodent cages (Item #13 and Item #14 in the table above). Sometime within this multi-year contract, the AHCS intends to designate Alpha-Dri Plus bedding as its “standard” bedding material for rodent cages. (Item #15 and Item #16 on the table above). Since the exact date of the conversion from one “standard” bedding to the other is not known at this time, the minimum/maximum quantities listed above are provided to serve as a reference assuming that either bedding material could be purchased exclusively for use as the “standard” bedding material during the entire base year period of performance. Therefore, the AHCS does not commit to purchasing the entire minimum quantities listed above for these items (Item #13 and Item #14).

The AHCS reserves the right to make modifications to this contract at any time over the contract period of performance due to changes in animal census, animal cage numbers, changes and shifts in scientific research, and changes to equipment used to dispense or handle feed and bedding items/supplies.

With the exception of diet supplements, animal feed shall be delivered within 90 days of the manufacture (mill) date indicated on each bag. Each bag of feed shall not exceed a maximum bag weight of 50 lbs. Diet supplements are expected to have an expiration date of at least six months at the time of delivery.

All bags of animal feed and bedding shall be dry and intact (no tears in packaging). All materials shall be free of evidence of contamination by pests, mold or water damage. The government reserves the right to reject any animal feed, bedding, enrichment or housing supplies that do not adhere to these specifications.

Plastic pallets must be used for all items that are normally delivered on pallets. Wooden or wood composite pallets are not acceptable and will not be received by the AHCS.

All quantities stated, unless indicated otherwise, are estimates. The government reserves the right to increase or decrease the quantities at the agreed unit price as best fits it needs. Detailed specifications for each supply listed above may be found in Attachment A: Feed and Bedding Supplies – Product Sheets. The specified manufacturer brand names are firm requirements; no substitutions shall be acceptable.

4. Sanitation and Pest Control The contractor shall have a program of sanitation and pest control adequate to prevent contamination of feed and bedding by vermin and rodent pathogens. The contractor shall provide a Sanitation and Pest Control Plan detailing their sanitation and pest control programs with their proposal. Pest control programs that minimize the use of chemical pesticides are desirable.

The contractor shall include a sanitation schedule for all delivery vehicles. The contractor shall provide a sanitation report for delivery vehicles at the request of the government.

The contractor shall provide pest control and inspection reports for each warehouse where products have been stored or held from the point of manufacture to the point of delivery to the NINDS AHCS, at the request of the government.

5. Delivery Prior to the first day of each month, the government will provide the contractor with a list of the animal feed and bedding supplies to be delivered for that month. The list shall be issued via email or other written document and shall include specified delivery dates for that month. The contractor will be expected to adhere to the monthly delivery schedule that may include deliveries up to two or three times a week. The contractor shall be responsible for transportation and the unloading of all supplies at the delivery location specified at the time the order is placed.

All bulk deliveries shall be palletized on commercially available, standard-sized, four-way pallets. Pallets shall be made of a durable plastic material that is clean and routinely sanitized by the contractor. The total height of each loaded pallet shall not exceed 55”. Each pallet shall be shrink-wrapped to assure product integrity, safety and ease in proper handling. Pallets are not to be double stacked. Smaller quantities may be delivered in boxes, on hand trucks, or on flat bed carts.

The contractor shall be expected to deliver emergency supplies within a 24-hour period for animal feed and/or bedding that is compromised or is otherwise unusable due to force majeure or unforeseen, uncontrollable circumstances. The contractor will be expected to provide a return trip to correct an incorrect product delivery within 24 hours of receiving notification from the government that an incorrect order was delivered.

All scheduled deliveries shall be made to the specified delivery point between the hours of 7:30 AM and 2:00 PM Monday thru Friday (excluding Federal Holidays). Delivery trucks arriving after 2:00 pm may be refused. The contractor shall be responsible for rescheduling a new delivery date with the government and shall be responsible for any fuel or other surcharges associated with a refused delivery.

6. Packaging and Marking The contractor shall ensure all animal feed and bedding supplies are preserved, packaged, and marked in accordance with the Food Safety Modernization Act (FSMA) and the Statement of Work (SOW) specifications.

Packing slips shall be included by the contractor in all deliveries. At a minimum, all packing slips shall list the product delivered, quantity delivered, delivery date, and delivery location. All packing slips, invoices, sanitation and pest control reports submitted by the contractor shall reference:

· NIH/NINDS Contract Number

· contractor and/or Delivery Service Tracking Number

· The name of the government end user agency

· The name of the Contracting Officer’s Representative (COR) or COR’s designee

Items delivered by the Contactor shall be clearly marked as follows:

· Name of contractor

· The NIH/NINDS Contract Number

· Contractor and/or Delivery Service Tracking Number

· Description of items contained therein

· Consignee name, address, building and room number for NIH delivery

All animal feed and bedding supplies shall be marked with the product name, manufacturer, net weight, ingredients, manufacture (mill) date (month, day, year), batch number and expiration date (when applicable). Animal feed shall also be marked with the manufacture (mill) date and guaranteed analysis of the contents. The manufacturing (mill) date shall be printed at the top and/or bottom of the bag so that the date is visible when the bags are stacked on pallets. Autoclavable diets shall be packaged in oversized and aerated bags to allow for more efficient sterilization. The government reserves the right to reject any animal feed and/or bedding supplies that do not adhere to these specifications.

The contractor shall guarantee that all items shall be delivered in immediate useable and acceptable conditions.

7. Distribution, Production and Subcontractors The contractor shall inform the Contracting Officer’s Representative (COR) of the location of production facilities, the location of distribution warehouses, and any subcontractors utilized in the supply and delivery of the feed and bedding supplies required. The contractor shall notify the COR of any changes in these locations or entities within five (5) business days of becoming aware of the change.

8. Contract Management/Customer Support The contractor shall supply the name(s), hours of availability, and contact information of a customer support representative in their proposal. The contractor shall provide both telephone and email support. At a minimum, the contractor must be available between the hours of 8:00 AM and 5:00 PM EST, Monday thru Friday.

9. Ordering and Receiving The maximum quantity that the government may order over the life of the IDIQ contract is detailed in the table below. The minimum quantity which may be ordered for the life of the contract is detailed in the same table.

Five (5) Year IDIQ Contract Supply Requirements - Base Year Plus Four (4) Option Years

Base Plus 4 Option Years

Prolab RMH 1800B

(Autoclavable Version of 5LL2)

PicoLab Rodent Diet 20

Mouse Diet (Breeder Chow)

PicoLab Mouse Diet 20

96-2 oz. cups per case

96-2 oz. cups per case

55-8 oz pouches per case

3,600 -2” squares per case

6000 per case

AND4AB

M-BTM-C8, 100/Case

M-BTM-AD+, 100/Case

MVX2, 100/Case

M-FEED-P, 100/Case

CRD-HLD-H, 100/Case

R-BTM-H-AD, 100/Case

R-FEED-U, 100/Case

R-WBP

Orders issued under this contract may be placed in writing or via electronic mail (e-mail) by the COR’s authorized designee(s). The authorized designee(s) shall be identified at time of award. The contractor representative(s) authorized to receive and accept orders shall also be identified at time of award.

All orders delivered under this contract must be verified by the authorized government designee(s). The authorized government designee shall formally document all work performed by the contractor and the contractor shall assist in this process.

10. Inspection and Acceptance A NINDS AHCS staff member will inspect delivery items prior to acceptance as per standard operating procedure (SOP) for ordering and receiving animal feed and bedding. Specifically, the following steps will be performed by NINDS AHCS staff:

a) All supplies/orders are received and delivered through the Building 35 animal receiving dock.

b) The orders must be inspected for the following concerns or issues:

1. Wetness, water damage or water marks

1. Punctures, rips or open bags

1. Rodent or insect infestation or debris

1. Ensure the overall package is intact

1. Manufacture and expiration dates: All feed, supplements, and bedding (if applicable), must be delivered within 90 days of the manufacture (mill) date indicated on each bag or with an expiration date of at least six months for supplements.

1. If any of the concerns or issues listed above are noted in a delivery, the loading dock staff member (LDSM) must report the findings immediately to the administrative technician (AT) and the project/facility manager (P/FM). The AT and/or the P/FM will contact the vendor to let them know what was found and to see if a replacement is warranted.

The contractor shall ensure that it complies with the above detailed procedures and that the contractor receives written documentation of government acceptance. Written documentation of government acceptance is required to accompany contractor invoices when submitted.

11. Reporting Requirements

a) Sanitation and Pest Control Plan The contractor shall submit a Sanitation and Pest Control Plan at time of proposal. The Sanitation and Pest Control plan shall detail the contractor’s methods and products used for controlling vermin ingress into warehouse facilities and delivery vehicles. The plan shall include a description of the regular (daily, weekly, monthly, quarterly, etc.) sanitation and pest control processes undertaken for warehouse and delivery vehicle sanitation and pest control. The plan shall address concerns regarding rodents, insects, other vermin, water damage and mold, and management of inventory to ensure expired products are not delivered. The plan should provide information regarding controls for vermin fluctuations in both warmer and cooler seasons.

b) Delivery Plan The contractor shall submit a Delivery Plan at time of proposal. The Delivery Plan shall detail the contractor’s approach to delivery and delivery timeliness. The plan shall include information regarding the contractor’s delivery vehicles, production facilities, distribution warehouse locations, any subcontractors, and plans to ensure delivery timeliness and indoor delivery. The contractor’s approach for delivery of replacement of returned goods shall be detailed as well as proposed emergency delivery processes. The contractor’s package marking and signed packaging slip management mechanisms shall also be included.

c) Disaster Recovery Plan The contractor shall submit a Disaster Recovery Plan at time of proposal. The Disaster Recovery Plan shall describe measures to ensure provision of supplies during periods of natural disaster, inclement weather, and/or periods of government closure. The plan shall describe inventory levels maintained, availability of personnel, communications mechanisms, and vehicle capabilities to deal with emergencies or harsh weather conditions.

The plan shall also include steps to mitigate warehouse operational disruptions that may affect product integrity or fulfillment capability. If such an operational disruption occurs, the contractor shall notify the Government within 24 hours and implement contingency measures as outlined in the approved Disaster Recovery Plan.

d) Notification of Discontinuation or Shortage of Supplies The contractor shall notify the Government in writing within five (5) business days of becoming aware of :

i. any contracted supply item has been or will be discontinued by the manufacturer or any entity in the contractor’s supply chain.

ii. any contracted supply item is experiencing supply chain stress that may affect delivery of the item

Within ten (10) business days of such notification, the contractor shall submit one or more proposed replacement items, including supporting product specifications and justification demonstrating equivalency to the discontinued item. The Government will review the proposed alternative(s) and determine whether a contract modification is warranted to incorporate one or more replacement items.

e) Notification of Product Recalls and Product Replacement The contractor shall notify the Government within one (1) business day of any manufacturer recall, voluntary or mandatory, affecting supplied products and shall replace affected material at no additional cost.

All contractor reports are expected to reflect and confirm the processes and procedures proposed in the successful proposal.

LEVEL OF EFFORT:

The contractor will not be supplying any labor as part of this Statement of Work

GOVERNMENT RESPONSIBILITIES

The government will not furnish data, property, or facilities under this contract. The contractor will not be issued PIV badges under this contract for accessing the government facilities.

Delivery drivers will be allowed access to the building loading dock area at the time of delivery. Scheduled deliveries will be arranged in advance with the facility loading dock manager.

Deliveries will not be accepted on days recognized as Federal holidays. The current list of Federal holidays is maintained by the U.S. Office of Personnel Management (OPM) and can be found at: https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/

DELIVERY OR DELIVERABLES

The timely submission of deliverables is essential to the successful completion of this requirement. The government requires that the contractor submit the following deliverables:

1. Invoices The contractor shall submit monthly invoices for supplies delivered to the government within five days after the end of each month. All invoices shall be submitted via electronic copy. The invoices shall list all supplies delivered for the invoiced month by Item Number, Product Description, Delivery Order Number, Quantity, Unit Price, and Extended Price. The government shall review the monthly invoices for accuracy and shall match the invoiced items against received items. The government shall approve or return for correction the submitted monthly invoices within 10 days after the contractor’s initial invoice submission.

2. Monthly Delivery & Product Quality Report The contractor shall submit a delivery and product quality report via electronic copy within five days after the end of each month. The report shall document the time and date of all deliveries as compared to the scheduled delivery date and time, as well as the number of products, if any, returned and replaced due to damage. The delivery date and time for replacement goods shall also be included as appropriate.

3. Quarterly Sanitation Report The contractor shall submit a sanitation report for all warehouses and delivery vehicles used to store and deliver supplies within 5 days of receiving a request for these reports from the government. The reports shall be submitted via electronic copy and shall include documentation of the dates of sanitation and sanitizing agents used.

4. Quarterly Pest Control Report The contractor shall submit pest control and inspection reports via electronic copy within 5 days of receiving a request for these reports from the government. The contractor shall submit reports for each warehouse where products have been stored or held from the point of manufacture to the point of delivery to the government. The reports shall include the dates and results of pest control inspections and the dates and compounds used if any chemical pest control agents are used.

REPORTING REQUIREMENTS

All reports and deliverables required by the government are listed in the DELIVERY OR DELIVERABLES section above and shall be submitted to the Contracting Officer’s Representative (COR) or the COR’s designee.

OTHER CONSIDERATIONS

Travel:

The contractor shall be responsible for making all travel arrangements for its representatives. The contractor shall be responsible for all travel-related costs incurred under this contract.

Key Personnel:

N/A

Information System Security Plan:

While in the NIH facility, the contractor shall be accompanied by a government employee at all times. The contractor will not have access to government data or networks. The contractor has no need for and shall not be issued personnel security badge(s).

Data Rights:

Section 508—Electronic and Information Technology Standards:

Publications and Publicity:

Proposal Instructions:

It should include a technical and price proposal with no more than 30 pages each. It should be submitted in a word or pdf format.

Quotations must be good for 120 days after close of solicitation.

To be eligible for an award, offeror must be registered with the System for Award Management (SAM) at website https://sam.gov. The full text of a FAR provision or clause may be accessed electronically at http://acquisition.gov/comp/far/index.html. The selected offeror must comply with the following commercial item Terms and Conditions, which are incorporated herein by reference: FAR 52.212-4, Contract Terms and Condition Commercial Items, applies to this acquisition; FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items, 52.204-13 SAM, 52.222-3, Convict Labor; 52.222-19 Child Labor - Cooperation With Authorities And Remedies; 52.222-21, Prohibition of Segregated Facilities; 52-222-26, Equal Opportunity; 52.222-36, Affirmative Action for Workers with Disabilities; 52.223-18, Contractor policy to ban text messaging while driving; FAR 52.225-5 Trade Agreements, 52.225-13 Restriction on Certain Foreign Purchases, applies to this acquisition.

The following Terms and Conditions also apply:

52.203-17 - Contractor Employee Whistleblower Rights 52.204-9 - Personal Identity Verification of Contractor Personnel 52.204-13 - Personal Identity Verification of Contractor Personnel 52.209-6 - Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment 52.209-10 - Prohibition on Contracting with Inverted Domestic Corporations 52.222-36 - Equal Opportunity for Workers with Disabilities 52.222-50 - Combating Trafficking in Persons 52.222-90 - Addressing DEI Discrimination by Federal Contractors 52.223-23 - Sustainable Products and Services 52.226-8 - Encouraging Contractor Policies to Ban Text Messaging While Driving 52.232-33 - Payment by Electronic Funds Transfer-System for Award Management 52.232-40 - Providing Accelerated Payments to Small Business Subcontractors 52.233-3 - Protest After Award 52.233-4 - Applicable Law for Breach of Contract Claim 52.240-91 - Security Prohibitions and Exclusions 52.244-6 - Subcontracts for Commercial Products and Commercial Services Proposals are due promptly Friday, August 28, 2026 at 3:00 p.m. EST to Lynda Cole, Contract Specialist, by email Lynda.Cole@nih.gov. Please reference the RFP-NINDS-07181 on all correspondence. Questions must be in writing to lynda.cole@nih.gov, and are due by Tuesday, August 18, 2026 at 3:30 p.m. EST.