Scope of Work Gas Cyliders .docx

Scope of Work The New York State Institute for Basic Research in Developmental Disabilities (referred to as “IBR”) is an agency under the New York State Office for People With Developmental Disabilities (referred to as “OPWDD”). The Office of Laboratory Safety and Training, located at 1050 Forest Hill Road, Staten Island, NY, Richmond County, is seeking to acquire compressed gas and liquid nitrogen cylinder rental, refill, exchange, delivery, pickup, and related cylinder-management services to support IBR’s laboratory, research, animal-care, clinical, and facility operations.

At IBR, compressed gases and cryogenic liquids are vital for scientific research and laboratory operations. Argon is essential for mass spectrometry, while acetylene is used for brazing metal parts. Carbon dioxide supports cell cultures and helps in addition to maintain conditions for mouse brain tissue research, as well as facilitating cell-culture incubation and humane euthanasia. Specialty gas mixtures create specific atmospheric conditions for experiments, and nitrogen is crucial for hypoxic environments and various laboratory applications. Oxygen is necessary for animal surgeries and emergency use, helium purges oxygen from solvents to preserve experimental integrity, and liquid nitrogen enables cryogenic storage of cells and tissues. Together, these gases and liquids ensure high standards in research and operations at IBR.

The Contractor shall provide the products and services necessary to maintain an adequate and uninterrupted supply based on IBR’s actual operational requirements.

I. General Specifications

A. Conditions:

1. The Contractor shall provide all labor, transportation, equipment, cylinders/containers, compressed gases, specialty gas mixtures, liquid nitrogen, delivery, pickup, refill, exchange, rental/lease, and related services necessary to support IBR operations.

2. Cylinders and cryogenic containers shall be provided on a rental/lease and exchange basis, as applicable. Empty or depleted cylinders shall be exchanged for appropriately filled cylinders upon request.

3. The Contractor shall maintain sufficient product availability to support normal IBR operations and minimize interruption to research, laboratory, animal-care, clinical, and facility activities.

4. All cylinders and cryogenic containers supplied under the contract shall be in good serviceable condition and shall be properly inspected, tested, labeled, marked, transported, and maintained in accordance with applicable federal, state, and local requirements.

5. The Contractor shall provide products meeting the required gas composition, purity, cylinder/container size, service pressure, and CGA connection, as applicable to the intended use.

6. At IBR we identified approximately 82 cylinders and cryogenic containers. This quantity represents IBR’s current physical inventory and is provided to establish the approximate scale of service.

7. Quantities listed in this Scope of Work are estimates for bidding and contract administration purposes. Actual quantities, consumption, refill/exchange frequency, and delivery requirements may increase or decrease depending upon research activities and operational needs.

8. Estimated quantities contained in this solicitation shall not constitute a guaranteed minimum purchase, refill, rental, or exchange quantity.

9. The quantities contained in this solicitation shall not be interpreted as confirmation, reconciliation, or acceptance of cylinder balances maintained by any current or previous supplier.

10. The Contractor shall provide additional cylinders/containers or remove cylinders/containers when requested by authorized IBR personnel, subject to the pricing established under the resulting contract.

11. System Terms of Delivery and Service:

Personnel training and additional support shall be scheduled and delivered, as mutually agreed upon between IBR and the Contractor.

B. Product/System Terms of Delivery and Service:

The Contractor shall provide scheduled and as-needed delivery, refill, and exchange services throughout the contract period.

Services shall include, but are not limited to:

1. Cylinder and cryogenic-container rental/lease;

2. Compressed gas, specialty gas mixture, and liquid nitrogen supply;

3. Cylinder refill and/or exchange;

4. Routine and as-needed delivery;

5. Pickup of empty or no-longer-required cylinders/containers;

6. Cylinder inventory tracking and account reconciliation;

7. Appropriate cylinder identification and labeling;

8. Delivery documentation; and

9. Customer and technical support.

Cylinders and cryogenic containers provided under a rental or lease arrangement shall remain the property of the Contractor. IBR shall not be required to purchase cylinders unless separately authorized under the resulting contract.

C. Pricing Bid pricing shall be net and shall clearly identify all applicable charges, including, but not limited to:

· Gas/product pricing;

· Specialty gas mixture pricing;

· Liquid nitrogen pricing;

· Cylinder/container rental or lease charges;

· Refill and/or exchange charges;

· Delivery and pickup charges;

· Applicable hazardous-material, environmental, fuel, or service charges; and

· Any other fees required to provide the services specified herein.

All recurring and non-recurring fees shall be disclosed in the Contractor’s bid. Charges not identified in the bid shall not be assessed without prior authorization in accordance with the resulting contract.

D. Service Response Routine deliveries shall be performed according to a mutually established delivery schedule based upon IBR’s operational requirements.

The Contractor shall also maintain the capability to accommodate as-needed and urgent delivery requests when necessary to prevent disruption of critical laboratory, research, animal-care, clinical, or facility operations.

Technical and customer-support resources shall be available during normal business hours.

E. Cylinder Inventory and Account Management The Contractor shall maintain accurate and auditable records of cylinders and cryogenic containers delivered to, exchanged at, and removed from IBR.

Records shall identify, as applicable:

· Product/gas type;

· Cylinder/container type or size;

· Quantity;

· Delivery date;

· Exchange or pickup date; and

· Other identifying information necessary to reconcile the cylinder account.

Upon request, the Contractor shall provide IBR with a current cylinder inventory/account statement.

Discrepancies between Contractor records and IBR’s physical inventory shall be reviewed and reconciled by the parties prior to assessment of loss charges.Prior to assessing IBR any charge for an allegedly lost, missing, or unreturned cylinder/container, the Contractor shall provide documentation supporting the cylinder assignment and allow IBR an opportunity to conduct an internal inventory reconciliation.

F. Contractor must provide documentation with their bid of their comprehensive warranty and service agreement plan that is commensurate with industry standards. The option to negotiate an extended warranty and service agreement plan must be available for OPWDD to purchase as a separate service, after the contract term ends.

II. Detailed Specifications Gas/Product

Current Technical Specification/Reference

Acetylene

· Industrial #4, CGA 510

Acetylene

· Industrial B, CGA 520

Carbon Dioxide

· Industrial 300, CGA 320

Carbon Dioxide

Bone Dry 200, CGA 320

Oxygen

USP Medical Pure 200, CGA 540

Oxygen

UHP 300, CGA 540

Biological/Specialty Atmospheric Mixture

10% CO₂ / 20% O₂ / balance N₂, 200

Biological/Specialty Atmospheric Mixture

5% CO₂ / balance O₂, 200

Biological/Specialty Atmospheric Mixture

5% CO₂ / balance O₂, 200

Nitrogen

UHP Grade 5.0, Size 300

Nitrogen

UHP 200, CGA 580

Nitrogen

High Purity 300, CGA 580

Nitrogen

High Purity 200, CGA 580

Helium

UHP 300, CGA 580

Argon

UHP Grade 5.0, Size 200

Zero Air

Size 200

Hydrogen

UPC 35, CGA 350

Liquid Nitrogen

Industrial Liquid Nitrogen, 230 L, 230 PSI

Liquid Nitrogen

Industrial Liquid Nitrogen, 230 L, 22 PSI

Medical/Clinical Oxygen

Portable/small-cylinder configuration appropriate for clinical use

III. Estimated Quantity Requirements The approximately 82 cylinders/containers include carbon dioxide, nitrogen, oxygen, helium, argon, acetylene, zero air, biological/specialty atmospheric mixtures, and liquid nitrogen distributed throughout IBR laboratory, animal-care, clinical, engineering, and central storage locations.

The 82-cylinder figure represents a physical inventory baseline and not an annual consumption quantity.

Actual quantities required under the contract will depend upon product consumption, cylinder turnover, research activities, laboratory requirements, and programmatic needs.

The Contractor shall therefore provide rental/lease, refill, exchange, delivery, and pickup services on an as-needed basis throughout the contract term.

IV. Delivery and cylinder exchange requirements The Contractor shall deliver filled cylinders and cryogenic containers to the location(s) designated by authorized IBR personnel and shall remove empty or depleted cylinders/containers as requested.

All delivered cylinders/containers shall:

1. Be in safe and serviceable condition.

2. Contain the correct product and required purity/composition.

3. Be supplied in the appropriate cylinder/container configuration.

4. Have the appropriate valve and CGA connection where applicable.

5. Be properly identified and labeled.

6. Meet applicable inspection and testing requirements.

7. Have required valve-protection devices in place during transportation.

8. Be accompanied by delivery documentation identifying the product and quantity delivered.

IBR personnel shall be provided with an opportunity to verify the product and quantities delivered.No substitution involving gas composition, purity, cylinder size, container pressure, specialty-mixture concentration, or CGA connection shall be made without prior approval from authorized IBR personnel.

V. CONTINUITY OF SUPPLY

The Contractor shall maintain adequate inventory, distribution capability, and supply-chain resources to support the compressed gas and cryogenic requirements identified in this Scope of Work.

Certain products support ongoing

1. Cell-culture operations;

2. Biological atmospheric control;

3. Animal procedures;

4. Clinical/emergency functions;

5. Mass spectrometry;

6. Cryogenic cell storage;

7. Research equipment;

8. Engineering activities; and

9. General laboratory operations.

The Contractor shall promptly notify IBR of any known or anticipated product shortage or delivery interruption that may affect continuity of operations.

Where the specified product is temporarily unavailable, the Contractor may propose an equivalent product. No equivalent or substitute product shall be supplied without prior approval from authorized IBR personnel.

VI. Accounting

· Invoices:

Invoices must indicate the invoice number, PO# OPD01, contract number, site name, itemized products delivered, and delivery dates. Invoices will be paid for the actual product(s) provided. OPWDD may request additional supporting documentation to be submitted with invoices. Invoices are to be submitted for payment within (30) days of delivery to:

The State of New York may require the Contractor to submit billing invoices electronically.

Invoicing information may be found at: https://bsc.ogs.ny.gov/nys-vendors

A. Payment:

Payments will be made based on the actual product delivered. Payment for invoices submitted by the Contractor shall only be rendered electronically unless payment by paper check is expressly authorized by the head of the State Agency, in the sole discretion of the head of such State Agency, due to extenuating circumstances. Such electronic payment shall be made in accordance with OSC's procedures and practices to authorize electronic payments.

B. Contractor Liability:

In the event the Contractor fails to provide services as stated in the Scope of Work within the time frames specified, and OPWDD is required to procure services from another vendor, the Contractor may be held liable for any costs over and above the contractual price for the products and services involved. In such a situation, the additional cost for these services will be billed to the Contractor, or payment will be reduced for the additional costs incurred.