SOW cattle contract fy21 (1).docx

Statement of Work – Holstein Cattle

1.0 INTRODUCTION:

The United States Department of Agriculture/Agricultural Research Service/Plum Island Animal Disease Center (USDA/ARS/PIADC) in Orient Point, NY anticipates the need for a maximum of 300 cattle (Holstein) over a period of 3 years.

2.0 CONTRACTOR REQUIREMENTS:

• Cattle suppliers must have an Association for Assessment and Accreditation of Laboratory Animal Care, (AAALAC) certification of a facility or certification of a site visit by the Department of Homeland Security (DHS) veterinarian and approval of an acceptable cattle supplier.

· Contractors shall hold Class A or B licenses in order to ensure the contractor is liable for the cattle provided. These contractors shall only provide animals which they breed and raise. Animals that come from brokers or non-breeders tend to require long acclimation periods and medication for respiratory diseases prior to initiation of studies, all of which cost the government in husbandry and in delay of time and as a result are not acceptable.

• The Contractor shall be regularly engaged in the breeding, raising, and shipping of the animals described.

• The transportation, care, and use of animals should be in accordance with the Animal Welfare Act (7 U.S.C. 2131 et. seq.) and other applicable Federal laws, guidelines, and policies. For guidance refer to The Care and Use of Laboratory Animals (page 57) prepared by the Institute for Laboratory Animal Research, National Academy of Science.

• Proximity of the Contractor to PIADC is required to minimize animal stress during transportation in accordance with the Animal Welfare Act. Travel duration shall be a factor in determining a contractor’s availability to provide research animals. Transit time shall be determined by the vendors address using Mapquest.

O Contractors traveling more than 350 miles will not be considered.

• Provide order confirmation by fax or email to the purchasing agent within 2 business days after the order is placed.

3.0 CATTLE REQUIREMENTS:

Cattle (Breed - HOLSTEIN, unless specified otherwise) Items a. – l. below should be considered requisite by default; however, additions and /or omissions may be indicated for specific orders.

a. Cattle should come from a homogeneous source without having co-mingled with other cattle. Any exception to this requirement must be documented and explained.

b. Cattle will be Holstein, (castrated males) unless specified otherwise.

c. Cattle are to be healthy with no overt signs of disease and free of active lameness, respiratory disease, papillomas (warts), parapox infection (sore mouth) or ringworm.

d. Vendor will provide evidence that cattle tested negative for bovine viral diarrhea virus (BVDV) infection by ear notch test.

e. Cattle must be polled or dehorned, tolerate being haltered, be of tractable temperament and be free of behavioral vices such as charging and kicking.

f. Cattle must have un-pigmented (PINK) tongues.

g. Cattle must be free of external parasites and have been treated for internal parasites within the last 3 months with Ivermectin or other avermectin product.

h. Cattle must receive fungicidal medications (griseofulvin or other) for the prevention of ringworm.

i. Hooves shall be trimmed prior to shipment, if necessary.

j. Ears shall be tagged; numbers will be provided to vendor upon ordering.

k. Cattle must receive vaccination for infectious bovine rhinotracheitis (IBR; bovine herpesvirus-1 [BHV-1]), bovine respiratory syncytial virus (BRSV), parainfluenza type 3 (PI3), and BVDV types 1 & 2 (example Bovishield™ Gold 5) with boosters as indicated per vaccine manufacturer's product use guidelines. Date(s) of vaccination must be indicated in the record of vaccinations and/or treatments for each animal.

l. Cattle must receive long-acting antibiotics (Micotil, LA-200, other Pastuerella – effective medication) prior to shipping to prevent shipping fever.

4.0 ACCEPTANCE/REJECTION OF ANIMALS:

· Seller’s responsibility: Provide the animals in accordance with each specification and the required documentation with delivery. If it is medically determined that illness or death of an animal is caused by a condition present prior to delivery, required replacement of cattle shall be at the vendor’s expense including shipment credit issued in lieu of replacement within 48 hours. ARS shall make this unilateral decision.

· Agency’s responsibility: Designate one responsible individual as the point of contact. Schedule animal room reservations. Upon delivery, the agency will monitor the animal(s) in a quarantine area for 7 days. The agency veterinarian will inspect the animals to ensure conformity to contract requirements. If illness or injury is detected, the agency vet will complete an Animal Incident Form. The agency veterinarian will determine if the infected or injured animal(s) can be medically treated for continued use in the experiment. All Animal Incident Reports will be faxed by the agency to the company within 48 hours.

· Cattle will be evaluated after 7 days quarantine. In the event of illness after appropriate incubation time the government shall submit an Animal Incident Report by fax within 5 business days.

· In the event of death, an Animal Incident Report will be faxed to the vendor within 48 hours after death of the animal.

· Animals that show clinical signs of pre-existing illness may be treated or humanely destroyed if the illness has progressed to a point that the animals cannot meet their intended use, regardless of therapeutic intervention. A credit will be required from the contractor within 48 hours after receipt of the Animal Incident Report noting time of death. If it is medically determined that illness or death of an animal is caused by a condition present prior to delivery, replacement of cattle including shipment shall be required or credit issued at the agency’s choice within 24 hours of generation of Animal Incident Report.

ANIMALS CANNOT BE REMOVED ONCE THEY REACH THE ORIENT POINT

FACILITY IN ACCORDANCE WITH DHS AND ARS POLICY.

5.0 SCOPE OF WORK:

• The Contractor shall furnish and deliver (F.O.B. Origin) the animals within the negotiated time frame on each request and documentation to the USDA, ARS, NAA, PIADC, 40550 Rt. 25, Warehouse facility, Orient Point, NY 11957. Delivery shall be between the hours of 5:30 a.m. to 6:30 a.m., Tuesday thru Thursday, excluding Federal holidays.

• Orient Point facility access is through the east gate which is guarded by security

• The Contractor shall unload animals via a supplied wooden animal stockade ramp into the back of a government provided animal transport trailer.

• Contractor employee(s) must adhere to facility safety regulations. Animals may not be removed once they arrive at the Orient Point facility.

• Transportation of animals should be planned to:

o minimize transit time and the risk of zoonoses o protect against environmental extremes o avoid overcrowding o provide food and water when indicated o protect against physical trauma.

• The transportation, care, and use of animals should be in accordance with the Animal Welfare Act (7 U.S.C. 2131 et. seq.) and other applicable Federal laws, guidelines, and policies. For guidance refer to The Care and Use of Laboratory Animals (page 57) prepared by the Institute for Laboratory Animal Research, National Academy of Science

• Transporting devices shall be covered to provide protection for live animals when the outdoor air temperature falls below 10[deg] C. (50[deg] F.) and such live animals shall not be subjected to surrounding air temperatures which fall below 7.2[deg] C. (45[deg] F.), for a period of more than 45 minutes. Carriers and intermediate handlers holding any live animal in an animal holding area of a terminal facility or in transporting any live animal from the animal holding area of the terminal facility to the primary conveyance and from the primary conveyance to the animal holding area of the terminal facility, including loading and unloading procedures, shall provide the following:

o Shelter from sunlight. When sunlight is likely to cause overheating or discomfort, sufficient shade shall be provided to protect the live animals from the direct rays of the sun and such live animals shall not be subjected to surrounding air temperatures which exceed 29.5[deg] C. (85[deg]F.), for a period of more than 45 minutes.

o Shelter from rain or snow. Live animals shall be provided protection to allow them to remain dry during rain or snow.

• Animals that are injured due to transportation shall be humanely destroyed by the government. After receipt of the Animal Incident Report replacement of cattle including shipping shall be required or credit issued at the agency’s discretion within 48 hours.

• GOV shall provide ear tag numbers to the Contractor, as required

• GOV is responsible for providing the transportation of the animals from the Orient Point facility parking lot to the Plum Island building 101 laboratory.

• Hazardous Weather Alert. The Contractor shall be required to contact the PIADC weather announcement line at 631-323-3323 prior to shipment due to potential marine weather conditions which will restrict completion of the deliveries. Contractor is liable for all costs if delivery is delayed due to hazardous weather.

• Due to the unique nature of the requirement and the isolated location a significant factor for the evaluation of this requirement is the Delivery Cost. Delivery Cost shall be assessed at the time of delivery. It is recognized that shipping small lots of cows are not as cost effective as ordering large lots of cows. It is the Governments intention to maximize multiple orders placed by various agencies on the Island using the graduated delivery program in the schedule B. Example if the ARS ordering person orders 4 cows and DHS orders six cow and APHIS orders 4 cows the delivery charge shall be allocated evenly as 1/3, 1/3, 1/3 of CLIN 003 per each agency as long as the animals arrive in the same vehicle.

6.0 ADDITIONAL REQUIREMENTS:

• Section 508 Accessibility Compliance Clause - Does Not Apply

• WARRANTY – Not Applicable

• DOCUMENTATION – The Contractor shall provide the following:

o Prior to shipment to PIADC, a veterinary examination and issuance of the interstate/intrastate health certificate for shipment shall be provided with delivery. The health certificate shall include at a minimum, general information identifying the animal by number/ID; the departure date of transport to the Plum Island Orient Point Warehouse Facility; Breed; Gender; Age or Birth Date Range; Dehorned; Weaned; Castrated (if applicable); the dates and dosages of vaccines and anti-parasitic, anti-fungal, antibiotic drugs; any other tests and corresponding results; and any other relevant information.

o Veterinarian certification of recent medical history and treatments given to animals with delivery.

o Contact information for attending veterinarian for means of evaluating the vendor’s animal care history.

• Freight - FOB Origin. Flat rate based on size of the animal transport trailer for the required number of animals per shipment.

• Delivery Time is determined by the Vendor’s availability of the product. Normally, they can schedule within 7-10 days after approval of the Animal Request Form from the DHS ARU.

• Performance - The Contractor shall furnish and deliver the animals in accordance with the specifications by the due date as requested on each order.

7.0 ORDERING:

• Items will be ordered orally and confirmed by issuance of a Delivery Order.

• A delivery ticket must accompany each order (allowing for a signature of person making the delivery and signature of Government personnel receiving the delivery).

• Signed delivery/pick-up tickets will validate the quantity of the items being delivered.

8.0 GOVERNMENT RESPONSIBILITY:

Upon delivery the agency will monitor the animal(s) in a quarantine area for seven days. The agency veterinarian will inspect the animals to ensure conformity to contract requirements. If illness or injury is detected, the agency vet will complete an Animal Incident Form. The agency veterinarian will determine if the infected or injured animal(s) can be medically treated for continued use in the experiment. All Animal Incident Reports will be faxed by the agency to the company within 48 hours.

9.0 GOVERNMENT FACILITY CONTRACTOR:

The Plum Island Animal Disease Center (PIADC) operations and maintenance contractor shall be responsible for transportation of the animals from the Orient Point facility parking lot to Laboratory 101.

1. Verify quantity of animals and required health papers are received upon delivery.

10.0 SPECIFICATION REQUIREMENTS:

1. The contractor must confirm in writing with their offer that they are providing animals that were bred and raised by the Contractor as a Class A or B licensee.

The Contractor shall provide the following information for animals to be delivered: animal identification numbers, preliminary animal health records including date of birth, sex, and all treatments and procedures performed to date.

2. Prior to shipment to PIADC, all agricultural animals require a veterinary examination with issuance of a health certificate for interstate shipment even if shipped intrastate.

3. The Supplier shall submit a document with the recent medical history and record of vaccinations and/or treatments for each animal. Treatment records must be organized such that specific medication/vaccination administration dates may be tracked to specific animal identification numbers. This report shall include, at a minimum, general information identifying the animal by number/ID; the departure date of transport to Orient Point/Plum Island; breed; gender; age or birth date range; (de)horned; weaned; castrated (if applicable); the dates and dosages for vaccines and anti-parasitic, anti-fungal, antibiotic drugs; any other tests and corresponding results; and any other interesting and important information.

4. Provide valid certification of recent medical history and treatments given to animals with delivery.

5. Contractors shall not deliver animals to the Orient Point receiving areas in the absence of a PIADC employee and are not permitted to leave animals unattended in a trailer overnight.

6. The Mainland Facility parking lot gates should be closed during transfer operations.

7. The Contractor shall unload animals into the facility animal trailer through a supplied wooden stockade ramp. Animals cannot be removed once they reach the Orient Point facility.

8. The Contractor’s vehicle will position up to the transfer platform with the PIADC transfer vehicle positioning up to the opposite side of the transfer platform.

9. The PIADC Attending Veterinarian and Biological Safety Officer must be notified immediately if ill or deceased animals are observed during the receiving or transfer operations, or if other questions arise concerning the health and safety of these animals

10. Live or dead animals and animal products, fluids, or any part thereof, may not be transferred back to the contractor once brought onto the Orient Point Facility

11. Inclement Weather Delays in Transportation of Research Animals to Plum Island occasionally occur. The Contractor shall be required to contact the Reception Desk at 631-323-3300 one day prior to shipment and the PIADC weather announcement line at 631-323-3323 the morning of delivery due to potential marine weather conditions which will restrict completion of the deliveries. The Government will not be responsible for costs associated with hazardous weather delays

11.0 REIMBURSEABLE ITEMS:

The USDA will not reimburse costs associated with “Local Travel” to/from the Contractor’s office to/from USDA or for parking. Neither will the USDA reimburse the Contractor for his “travel time”.

12.0. PRICING:

The cost of the animals, testing, certification and transportation costs are standard in the industry and are used to determine the overall price.

A. VETERINARIAN CONTACT INFORMATION

Contractor must provide contact information for attending veterinarian for means of evaluating the contractor’s animal care history.

NAME: ________________________________________

COMPANY: ____________________________________

PHONE: _______________________________________

FAX: _________________________________________________

EMAIL: ______________________________________

13.0 EVALUATION CRITERIA:

The government intends to make an award based on the best value to the government (inclusive of all line items) and other factors considered.

The following evaluation criteria shall be used: Technical Capability, Transportation, Past Performance and Price.

1) TECHNICAL CAPABILITY OF THE FIRM. 1. Provide the required documentation confirming in writing with their offer that they are providing animals which were bred and raised by the Contractor as a __ Class A or__ B licensee with AALAC accreditation. Includes delivery time frame and minimum 5 years animal livestock production, quality and quantity of animals.

2) TRANSPORTATION. Transportation is within 350 miles of delivery from Contractor facility to the Plum Island Orient Point facility determined by MapQuest. Includes Transit time for delivery, and environmental conditions for transport.

3) PAST PERFORMANCE. Past performance history may be based on the researchers’ knowledge of any previous purchases of this type of acquisition, animal incident reports, customer surveys, list of customers and references that have purchased within the previous year or any other verifiable information available to the Contracting Officer.

4) PRICE. Price includes all animals, testing services, ear tags, and inoculations as required, transportation, shipping costs and any discount terms.

14.0 SUBMISSION OF INVOICES

a) The Contractor shall submit an original monthly invoice to IPP at the website listed below:

"Submit Invoice-to" address for USDA orders is the US Department of Treasury's Invoice Processing Platform (IPP). All invoices are to be submitted online via the electronic Invoice Processing Platform. This is a mandatory requirement initiated by the US Department of Treasury and you can find more information at this website https://www.ipp.gov/index.htm. Your company must register at https://www.ipp.gov/vendors/enrollment-vendors.htm to establish an account to submit an invoice”.

b) The Contractor’s monthly invoice shall include: (a) the contract number (b) dates of performance and (c) Number of cows delivered.

c) Invoices will be processed for payment in accordance with the U.S. Prompt Payment Act.

-End of Statement of Work -