Sources Sought - Draft SOW - Autoclave Maintenance.pdf

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

ARTICLE C.I. STATEMENT OF WORK

C.1 OBJECTIVE

The Contractor shall furnish all the necessary trained and experienced personnel, labor, tools, supplies, materials, parts, and equipment required to provide routine preventive maintenance inspections, repairs and adjustments during inspections, call-back repair services and special repair service for all autoclaves and one (1) air compressor under this contract.

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 for four (4) option years for autoclaves, bulk sterilizers, and an air compressor. The equipment is located at the National Institutes of Health, Bethesda, Maryland Campus in the following Buildings:

14DNR, 14BS, 33, 50 and 4.

C.2 SCOPE

The scope of this effort includes preventive maintenance inspections and associated repairs, call-back repair, trouble shooting and special projects service for multiple autoclaves and an air compressor. In addition, this contract will cover one (1) full calibration per autoclave per year. All replacement parts and miscellaneous hardware on each autoclave and the air compressor are to be included in the cost of this contract.

C.2.1 Facility Classification and Entry Requirements:

Animal facility access is based on the pathogen status of the animals housed in each facility. The Contractor shall observe all restrictions and only enter facilities based on the entry foot pattern established and described in the standard operating procedures.

Consultation with the Facility Management teams prior to facility entrance when multiple facilities will need to be accessed in a single day is expected.

There are two Animal Biosafety Level 3 components and multiple Biosafety Level 3 components. Increased security background investigations at the Public Trust Level 5 is required to access these areas without an approved and qualified escort. Autoclaves in these areas have an “effluent” cycle and are noted with a “B” in their model numbers.

Note: Commonly used personal protective equipment (PPE) clothing includes, but is not limited to shoe covers, masks, hair bonnets, disposable lab coat and Tyvek suits.

ABSL3 and BSL3 components will require additional PPE to include scrubs and Powered Air Purifying Respirators. All required personal protective equipment will be provided by the Government.

C.2.2 Maintenance and Repair Service

C.2.2.1 Responsibility for Service Utilities:

The Contactor shall be responsible for inspections and service of utility connections to the autoclaves including but not limited to the following:

Electrical: The Contractor shall inspect, maintain, repair and/or replace all electrical wiring and components from the load side of the equipment service or utility disconnect to all autoclaves.

Steam: The Contractor shall maintain, repair and/or replace as needed, all steam regulators, piping, piping insulation, gauges and all steam components from the service or utility shut off valve feeding each autoclave. The Contractor shall maintain, repair and/or replace all pumps, piping, valves, strainers and steam traps on all steam condensate lines serving the autoclaves. The minimum steam supply is 55 psig. The Contractor shall notify the Facility Manager or his/her Alternate of any indication of low steam pressure effecting operation of the autoclaves within one hour upon identification of such.

Domestic hot water and city water: The Contractor shall inspect, maintain, repair and/or replace as needed, all piping, piping insulation, valves on the domestic water system from the utility or service shut off valve (including the solenoid valve) back to the autoclaves. The minimum domestic supply pressure is 40 psig. The Contractor shall notify the Facility Manager or his/her Alternate of any indication of low domestic water pressure within one hour upon identification of such.

Compressed air: The Contractor shall inspect, maintain, repair and/or replace as needed, all piping, piping insulation, valves on the compressed air system from the utility/service valve back to the autoclave. The minimum compressed air supply pressure is 100 psig. The Contractor shall notify the Facility Manager or his/her Alternate of any indication of low compressed air pressure within one hour upon identification of such.

C.2.2.2 Preventive Maintenance Services:

The Contractor shall perform preventive maintenance services that include but are not limited to the following:

Inspect all mechanical, electrical, and plumbing components of each unit listed on the equipment list. The term "inspection" used in this contract means to check and/or test for satisfactory manufacturers recommended operating condition and performance.

Perform all adjustments and repairs necessary to keep each autoclave in continuous optimum operating condition.

Operate each autoclave through all cycles and observe for proper operation of all components.

Inspect all tanks, chambers, manifolds, door gaskets, and related equipment on each autoclave for leaks or other malfunctions. Defects shall be corrected before equipment or parts are inoperable or become non-functional.

Inspect, clean, and lubricate all motors, pumps, gear boxes, chains, pulleys and other moving parts on each autoclave.

Correct any defects found with the autoclaves and/or install replacement parts as a result of any of the above inspections.

Perform other maintenance services as recommended by the appropriate

Original Equipment Manufactures literature.

Perform full calibration on each autoclave one (1) time per year to include temperature probes and pressure transducer.

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 Facility Manager or his/her Alternate. The first preventive maintenance inspection shall be performed on each autoclave within thirty (30) days after the award of this contract. The Contractor shall provide a written report to the Project Officer or his/her Alternate within five (5) working days of each inspection. This report shall include but not be limited to, a detailed description of what was inspected on each unit, the condition of each unit, any problems 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.

After the first preventive maintenance inspection, the remaining inspections shall be scheduled at 90-day intervals for the remainder of the contract period. At least four (4) preventive maintenance inspections shall be performed annually, and billing shall be submitted quarterly after the service is rendered.

All autoclaves will receive one (1) complete calibration per year, to include pressure transducer and all temperature probes. Certification paperwork is to be provided upon completion.

C.2.2.3 Call-back Repair Services:

In between scheduled inspections, if repairs are needed for the units, the Contractor shall provide unlimited call-back repair services for the equipment covered under this contract. At the time of the contract award, the Contractor shall furnish the Project Officer the name(s) and telephone number(s), email addresses, and/or URL address, of a person(s) to call when call-back service is needed.

The Contractor shall respond to initial service call within one (1) hour of initial notification by Facility Manager or his/her Alternate (excluding Federal holidays and weekends). The Facility Manager or his/her alternate shall provide the Contractor with a description of the problem, location of the autoclave, and type of autoclave when calling for service. The Contractor shall report on-site within twelve (12) hours. All minor repairs should be completed within 24-48 hours. All major repairs shall be completed within five (5) business days. The Contractor shall prearrange with the Facility Manager or his/her alternate for building access for work that shall be performed after normal working hours.

After the completion of the repair service, the Contractor shall provide the Facility Manager or his/her alternate a field service report signed by the Contractor and an authorized person (i.e. autoclave operator, Facility Manager or other personnel authorized by the Project Officer) that shall contain but is not limited to, 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 autoclave, 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. One (1) copy shall be left with the Facility Manager or alternate and one copy sent to the Project Officer.

All parts and labor incurred during the call-back repair service shall be included in the contract price.

C.2.3 Parts and Materials:

To keep service down time to a minimum, the Contractor shall maintain, or have access to, 24-hour delivery and installation, all replacement parts and materials for the repair of each autoclave covered under this contract. All replacement parts and materials shall be specifically designed for the autoclaves 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 include but are not limited to:

Safety Valves Door Gaskets Door and Door Hinge Assemblies Automatic Controls including all Boards Solenoid Valves Pneumatic Valves Exhaust Valves Steam Traps Steam, Water, and Operating Valves Thermometer and Gauges Probes Vacuum Pumps Associated Piping and Fittings Electrical Wiring and Connections Heater and Float

Heat Exchangers

C.2.4 Exclusions:

The contract does not include any labor or material for service lines and fittings, operating problems related to environmental conditions, e.g. electrical, steam, water, and/or ventilation that do not comply with equipment specifications.

This contract does not include routine equipment operator maintenance. This type of maintenance shall be the responsibility of the Government.

This contract does not include welding of ASME coded vessels or doorplates, and damage caused by Acts of God.

This contract does not include consumable parts such as charts, inks, and sterilization monitors.

C.2.5 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 to initial service call within one (1) hour, and report on-site within an agreed upon time frame but no more than twelve (12) hours after receiving a request for service from the Facility Manager or his/her Alternate.

All work performed under this contract shall be accomplished by skilled specialists who have previous training and experience on autoclave maintenance and repairs. All field service technicians shall factory trained and certified. In jurisdictions that require licensing for the work being performed under this contract all contractor personnel that are involved in such work must be appropriately licensed.

C.2.6 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 Contractor shall be responsible for the return of the equipment to the original location on NIH property.

C.2.7 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 301-496-0487.

C.3 Reporting Requirements:

Contractor contact information shall be provided within one day of contract award. Any changes to contractor contact information shall be communicated within one day of the change. The following reports shall be provided to the Project Officer or his/her Alternate at the specified times and quantities:

Report SOW Reference Quantity Time of Delivery *Preventive Maintenance Inspection Report

C.2.2.2. 2* Within five days of inspection visit

*Call Back Service Reports

C.2.2.3. 2* Same day of service visit

Autoclave Calibration Certification

C.2.2.2. 1 Annually, upon completion of calibration

*One report shall be sent to the Project Officer. One report shall be left with the facility receiving the service.

Reports shall be sent to the Project Officer at 33 North Drive, Bldg. 33, Room BN25A, Bethesda, MD, 20892.

A weekly running spreadsheet of the status of all units on this contract will be provided.

Suggested format of this spreadsheet will be presented as part of the solicitation and will be agreed upon between the successful offeror and the Government COR.