Sources Sought Animal Bedding.docx

Animal Bedding Sources Sought Notice # PCA-NIEHS-10698

Contracting Office Address Department of Health and Human Services, National Institutes of Health, Office of Acquisitions, OA Office of the Director, OD 6701 Rockledge Drive, Bethesda, MD, 20892.

Introduction This is a notice issued on behalf of the National Institutes of Health (NIH), Office of Acquisitions, OA Office of the Director, OD, DHHS, UNITED STATES. This is a Small Business Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this Sources Sought is to seek the availability and capability of small business concerns, including 8(a) small business and/or small qualified small business concerns [including Small Disadvantaged Businesses (SDB), Woman-owned Small Businesses (WOSB), Historically Underutilized Business Zone (HUBZone) Small Businesses, Veteran-Owned Small Businesses (VOSB) and Service-Disabled Veteran-owned Small Businesses (SDVOSB] that are interested in and capable of performing the work described in the statement of work. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible.

1.0 BACKGROUND

The National Institute of Environmental Health Sciences (NIEHS), located in Research Triangle Park, North Carolina, is one (1) of the 27 Institutes and Centers composing the National Institutes of Health. The mission of NIEHS is to discover how the environment affects people in order to promote healthier lives. NIEHS research uses state-of-the-art science and technology to investigate the interplay between environmental exposures, human biology, genetics, and common diseases to help prevent disease and improve human health. This research includes the use of laboratory animals. The NIEHS Animal Care and Use Program is accredited by the Association for the Assessment and Accreditation of Laboratory Animal Care (AAALAC), Int. and overseen by the Comparative Medicine Branch.

The purpose of this contract is for the acquisition and delivery of standard, commercial laboratory animal bedding to NIEHS. Laboratory animal bedding is required to maintain the health and well-being of the NIEHS research animal population. This acquisition is a continuation of a previous five-year contract. A contract consisting of one base year plus 4 ordering periods is sought.

2.0 OBJECTIVES

This contract will ensure a continuous, uninterrupted supply of laboratory animal bedding for the NIEHS located in Research Triangle Park, NC. Laboratory animal bedding orders shall be placed according to the requirements of the Government. Each order will consist of one (1) truckload of approximately 1,300 bags of 2.2-2.5 ft3 finished bedding product. Each bag should contain approximately 25 lbs. of finished bedding product and be delivered on pallets of 25 bags/pallet or 52 pallets/truckload. The estimated delivery frequency will be every 8-10 weeks, as needed. This bedding shall meet the quality standard requirements established by the NIEHS and set out in section 3.0.

3.0 REQUIREMENTS

3.1 MANUFACTURING PLANT AND STORAGE FACILITY: Plant premises, manufacturing and storage areas shall be clean and free of dirt, trash and other foreign material that could contaminate bedding being processed, packaged and/or stored. No domestic or wild animals, birds, rodents, or vermin of any type shall be confined in or have entry to the plant premises, manufacturing, and storage areas. An Integrated Pest Management (IPM) program shall be in place ensuring the plant premises, manufacturing and storage areas are free of insects, pests, rodents, and birds.

Optimally, this IPM program would be provided by an independent, licensed pest management company with inspections of the plant premises, manufacturing, and storage areas performed on a routine basis. Bagged, finished bedding product shall be stored to permit inspection of floor-wall junctures in all storage areas. There shall be no evidence of rodent or pest-damaged bags containing the finished bedding products.

Facilities and manufacturing apparatuses used for preparing the laboratory hardwood bedding shall not be used for manufacturing or storing any products containing fertilizers, hormones, antibiotics, rodenticides, insecticides, germicides, bactericides, fungicides, or fumigants.

3.2 RAW MATERIALS: The finished hardwood bedding product produced under this contract shall originate from raw Beech, Birch or Maple wood or any mixture thereof. No other species of wood shall be permitted, and the product shall contain no additives of any kind. Decayed raw materials or raw materials that have been used for other purposes (e.g., used lumber) shall not be used in products covered by this contract. The raw material to be processed for animal bedding shall be free of bark, foreign materials and contain no additives of any kind. The product shall not be altered in any manner without prior approval from the contracting officer’s representative (COR) of the NIEHS.

3.3 FINISHED BEDDING PRODUCT: The finished, hardwood bedding product shall be a cube cut free of splinters and shavings and contain less than 0.1% dust by weight. Dust is defined as particles less than 300 μm that pass through a #50 standard sieve. After a representative sample has been shaken in a Ro-Tap Sieve Shaker for 3 minutes, the particle size of the finished product should pass through a #8 standard sieve (<2.36 mm in size), and not more than 5% by weight shall pass through a #20 standard sieve within an error range of ± 0.05% [American Society for Testing and Materials (ASTM) Specifications], and less than 0.1% dust by weight within an error range of ± 0.05 shall pass through a #50 sieve. The finished product shall not exceed 12% moisture.

3.4 MAXIMUM ACCEPTABLE LEVEL OF CHEMICAL OR MICROBIAL CONTAMINANTS

IN FINISHED BEDDING PRODUCT: Prior to delivery of each order of finished bedding product, the contractor will provide certification via email to NIEHS that the concentrations of the contaminating chemicals and microorganisms listed in this section do not exceed the listed maximum concentration levels (MCL). Slight increases above the listed MCL for a few of the contaminating chemicals may be allowed (see section 3.4.1 below); however, NIEHS shall review and approve any increases prior to approval of delivery. No increases in contaminating microorganisms will be accepted.

The chemical contaminant testing will be performed at the contractor’s expense by an independent testing laboratory chosen by the contractor. This testing laboratory must be certified to perform the required testing using currently acceptable industry standards for chemical testing. The contractor will pay all costs associated with shipping samples of bedding (2.0 lbs. testing sample recommended) for overnight delivery to the independent testing laboratory and NIEHS. Samples for testing should be clearly labeled with the product name, mill date and lot number.

The COR will notify the contractor when bedding meets the contract specifications.

MYCOTOXINS (ppb)

HEAVY METALS (ppm):

CHLORINATED HYDROCARBONS (ppm)

ORGANOPHOSPHATES (ppm)

MICROBIOLOGICAL CONTAMINANTS

3.4.1 A flexible scoring system as described by Rao and Knapka (1987) will be the basis for the review performed by the COR for any chemical contaminant concentrations that exceed the MCL listed above. A lot of a finished hardwood bedding product with concentrations of contaminants equal to or less than the MCL listed above will be graded with a total score of 100 points and approved for delivery. Concentrations of aflatoxins above the MCL of 20.0 ppb will not be accepted. If any other chemical contaminant exceeds the MCL, points will be deducted for levels above the MCL of each contaminant. One point will be deducted for each 0.20 ppm above the MCL level for arsenic, lead and malathion. Deduction of one point for each 0.02 ppm above the MCL for cadmium, mercury, PCBs, and pentachlorophenol. For all other pesticides listed, points will be deducted based on the ratio of the measured concentration/MCL. For example, if the measured Diazinon concentration is 0.15 ppm, 1 x (0.15/0.10) or 1.5 points will be deducted. If any contaminant tests above the listed specification, the government may request confirmatory retesting at the contractor’s expense.

If the final score is 95.0 or above, the COR will approve delivery of the finished product. The approved lot of bedding can be shipped once NIEHS submits a Purchase Order for each truckload of 1,300 bags. Lots of finished product with scores between 91.0 and 94.9 points may be approved as partial delivery in a volume of the COR’s discretion. The government will only be charged for the bags delivered. If the score is 90.0 or below, the lot of bedding will be rejected by NIEHS and a new batch will need to be manufactured and tested.

3.5 PACKAGING: The finished bedding product shall be packaged in new paper bags which shall be suitable for domestic shipments, handling, palletizing and covered storage. Paper bags shall be of at least two (2) wall construction with each wall fabricated of autoclavable paper having a thickness of at least .006 inch. Bags shall be a square or box type construction and the overall size shall be commensurate with the maximum content specified. When the product is packaged, room must be left to allow expansion during the autoclaving process. The bottom or factory closed end will be glued in such a manner that the square or box type construction is maintained. The adhesive used in securing any pasted ends and/or sides shall be such that it will prevent accidental opening when handled, autoclaved, or transported. The use of a corrosive staples or adhesive tape will not be acceptable. Bags may be factory closed on top and provided with a filling valve or tuck-in sleeve. The top closure method shall provide a securely held positive closure against sifting or spilling.

The adhesive used in the fabrication of the bags shall have no adverse or toxic effect on the contents of the bag prior to or when subjected to steam sterilization. The contractor may be required to furnish a certificate stating that the adhesive used contains no known toxic material. The adhesive bond shall resist a maximum temperature of 270˚F for a minimum period of one hour when the bag and contents are subjected to sterilization by autoclaving.

Each bag of finished bedding product shall be identified or marked (via stamp or tag) with the name of manufacturer, the name of the product, the manufacture or mill date (month, day, and year), and the lot number under which it was processed. No coding of these items shall be allowed.

Each bag will contain approximately 25 lbs. of finished bedding product and be stacked on pallets of 25 bags/pallet. The laboratory animal bedding shall not be stored or shipped on pallets that are dirty, broken, contaminated with chemical compounds, pest feces, or infested with or harbor insects. Bags should be stacked on pallets in an orderly fashion to avoid sliding or tipping during transit and/or storage. All pallets will be individually shrink-wrapped in plastic to facilitate safe movement and mitigate damage to bags.

3.6 TRANSPORTATION: All transportation vehicles (e.g., front end loaders, forklifts, tractor-trailers, etc.) used to transport laboratory animal bedding shall be clean and free of pests and objects or materials that could puncture, contaminate, or soil the paper bedding bags. The laboratory animal bedding shall not be stored or shipped on pallets that are dirty, broken, contaminated with chemical compounds, pest feces, or infested with or harbor insects and tractor trailers shall be watertight and constructed to prevent entrance of vermin.

3.7 DELIVERY: Each order of finished bedding product will consist of one (1) truckload of approximately 1,300 bags of 2.2-2.5 ft3 finished bedding product. Each bag will contain approximately 25 lbs. of finished bedding product and be delivered on evenly stacked pallets of 25 bags/pallet or 52 pallets/truckload. All pallets will be individually shrink-wrapped in plastic to facilitate safe movement and mitigate damage to bags. All pallets should be positioned with the pallet lift entry points facing to the rear of the truck for simplified removal at NIEHS.

The contractor shall make every effort to secure reliable truck drivers and/or a responsible trucking company to ensure NIEHS gets bedding deliveries on time. This can include having back-up drivers and trucks at the ready in the event of delays including but not limited to natural disasters, inclement weather, driver, truck or fuel shortages, breakdowns, traffic incidents or road closures/construction. Delivery shall be “FOB Destination” within the Consignee’s premises to the NIEHS at the following location:

Attachment 1

National Institute of Environmental Health Sciences (NIEHS) WAREHOUSE, Bldg. 104, South Campus, 111 TW Alexander Drive Research Triangle Park, NC 27709

The term “FOB” Destination within the Consignee’s Premises means delivered free of expense to the Government. The price of the finished bedding product is the price delivered. No fuel or other surcharges should be added to the cost. Reference FAR Clause 52.247-35, entitled “FOB Destination, Within Consignee’s Premises” (April 1984), which is incorporated herein by reference with the same force and effect as if given in full text. Upon request, the Contracting Officer will make the full text available.

Deliveries shall be made Monday through Friday (excluding Federal Holidays) between 7:30 am and 2:00 pm. Trucks arriving after 2:00 pm will not be allowed to remain overnight at NIEHS and must return the following day for unloading. Supplies scheduled for delivery on a Federal holiday shall be made the following workday. The contractor shall provide delivery to the site designated above. Government personnel will offload and deliver the product inside the facility.

The contractor and/or trucking company shall notify NIEHS Delivery Scheduling Official and Warehouse Manager of the exact delivery date and time 24 hours prior to delivery. No delivery schedule shall be specified until the Contractor has been notified of acceptability of the representative test products and approval for shipment by the COR.

4.0 MANUFACTURING SPECIFICATIONS

The contract specifies that an individual order consists of one (1) truckload of approximately 1,300 bags of 2.2-2.5 ft3 of finished bedding product. Each bag will contain approximately 25 lbs. of finished bedding product and be delivered on shrink-wrapped pallets of 25 bags/pallet or 52 pallets/truckload. The contractor shall manufacture three (3) tractor-trailer loads of bedding (3,900 bags or 2,860 cu ft. of product) in one production run (termed batches “A”, “B” & “C”). The same lot number and manufacture or mill date shall be assigned to all bedding bags produced in a single production run. All bags shall be stored by the contractor at their expense in a vermin-free warehouse or other vermin-free facility until the bedding is cleared for shipment and ordered by NIEHS.

5.0 DELIVERABLES

5.1 Finished Bedding Product: The contractor must ensure a continuous, uninterrupted supply of laboratory animal bedding for the NIEHS located in Research Triangle Park, NC. Laboratory animal bedding orders shall be placed according to the requirements of the Government as stated in Section 3.0. Each order will consist of one (1) truckload of approximately 1,300 bags of 2.2-

2.5 ft3 finished bedding product. Each bag shall contain approximately 25 lbs. of finished bedding product and be delivered on shrink-wrapped pallets of 25 bags/pallet or 52 pallets/truckload. The approximate delivery frequency is estimated to be every 8-10 weeks, as needed. The contractor will provide the COR with an order acknowledgement and expected delivery date for each order via email.

5.2 Quality Assurance Sample of Finished Bedding Product for microbial testing by NIEHS: The contractor must provide a sample (approximately 2.0 lbs.) of the finished bedding product that represents a composite sample of the production run to the NIEHS Quality Assurance Laboratory (QAL) at the contractor’s expense, for microbial testing prior to approval for delivery of the finished bedding product to NIEHS. This sample will be sent to:

NIEHS Quality Assurance Laboratory 111 TW Alexander Dr.

Bldg.101/Room C126 Research Triangle Park, NC 27709

5.3 Chemical Contaminant Testing Results: The contractor must provide the required chemical contaminant testing results (see section 3.4) to the COR prior to approval for delivery of the finished bedding product to NIEHS.

5.4 Packing Slips: A packing slip or Bill of Lading containing the name of the product, date and quantity delivered shall be included with the shipment

6.0 PERFORMANCE PERIOD

The anticipated period of performance for this requirement is June 16, 2027-June 15, 2032. The first year will serve as the base year plus 4 additional ordering or pricing periods for a total period of performance of 5 years. Inclusion of the four optional ordering/pricing periods is in the best interest of the Government. The basis for establishing the periods is to allow for a continuity of services and the prevention of potential costs due to the disruption of services. Finally, the inclusion of ordering/pricing periods allows the Government to secure pricing that will not be affected by increasing market prices. In the event an extension is needed, in accordance with FAR 52.217-8 Option to Extend Services, the contract may be extended up to an additional six months.

Contract Period of Performance:

Period of Performance Breakdown

Ordering Period 1 Screened Hardwood Laboratory Animal Bedding Performance Period: June 16, 2027 – June 15, 2028

Ordering Period 2 Screened Hardwood Laboratory Animal Bedding Performance Period: June 16, 2028 – June 15, 2029

Ordering Period 3 Screened Hardwood Laboratory Animal Bedding Performance Period: June 16, 2029 – June 15, 2030

Ordering Period 4 Screened Hardwood Laboratory Animal Bedding Performance Period: June 16, 2030 – June 15, 2031

Ordering Period 5 Screened Hardwood Laboratory Animal Bedding Performance Period: June 16, 2031 – June 15, 2032

Capability Statement Small business concerns that believe they possess the capabilities necessary to undertake this work should submit complete documentation of their capabilities to the Contracting Officer. The capability statement should include 1)Name and address of the vendor, 2) Size and type of business, 3) Point of contact with the name, title, phone, fax, and email, 4) UEI number. 5) the professional qualifications of experts, and technical personnel as it relates to the above outlined requirements, any other information considered relevant to this service. The capability statement must not exceed 7 pages. Interested small business organizations are required to identify their size standards in accordance with the Small Business Administration. The government requests that no proprietary or confidential business data be submitted in a response to this notice. However, responses that indicate the information therein is proprietary will be properly safeguarded for Government use only. Capability statements must include the name and telephone numbers of a point of contact having authority and knowledge to discuss responses with Government representatives. Capability statements in response to this market survey that do not provide sufficient information for evaluation will be considered non-responsive. When submitting this information, please reference the solicitation notice number.

Point of Contact:

Lynda Cole, Contract Specialist, Office of the Director, OD, Lynda.cole@nih.gov.

Department of Health and Human Services, National Institutes of Health, Office of Acquisition, Office of the Director, 6701 Rockledge Dr., Bethesda, MD 20892, USA Submission Instructions:

Interested parties shall submit capability statements via email to Lynda Cole at Lynda.cole@nih.gov. Due Friday, November 6, 2026 @ 2:00 p.m. EST.

All responses must be received by the specified due date and time in order to be considered. Also, please include PCA-NIEHS-10698 on all emails for this notice.

This notice does not obligate the Government to award a contract or otherwise pay for the information provided in the response. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization’s qualifications to provide the item. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. However, responses to this notice will not be considered adequate responses to a solicitation.