SOW_Rat_IVC_Racks CD edit 7.17.26.docx

DVR Rat Ventilated Rack System Replacement for Animal Welfare, Operational Efficiency, and Modernization

Purpose The Division of Veterinary Resources (DVR), National Institutes of Health (NIH), requires the acquisition, delivery, installation, commissioning, and training associated with the Individually Ventilated Cage (IVC) rack system for rats, to replace existing rat housing equipment that has exceeded 20 years of continuous service and has surpassed its useful operational life.

Background DVR supports critical biomedical research programs requiring reliable, high-capacity rat housing systems. The existing legacy rat IVC rack system has exceeded 20 years in service, well beyond the manufacturer-rated and industry-standard service life for IVC equipment of 15 years. This extended service life has resulted in:

1. Increased frequency and cost of maintenance and repairs.

1. Reduced system reliability and an elevated risk of unplanned ventilation, filtration, or containment failure.

1. Diminished availability of OEM replacement parts and discontinued vendor support for legacy components.

1. Outdated, latch-dependent cage-top design that increases staff repetitive-motion and strain injury risk relative to current industry’s best practice.

1. Inconsistent environmental control (airflow distribution, pressure differential) relative to current-generation IVC performance standards.

Because the legacy system directly supports active rat colonies used in ongoing biomedical research, its continued degradation constitutes a mission-critical risk: any unplanned failure could result in loss of animals, interruption of active protocols, and noncompliance with animal welfare and biocontainment regulations. Replacement is required to protect animal welfare, preserve research continuity, and avoid the substantially higher cost and risk of a reactive, failure-driven replacement performed under emergency conditions.

In addition to replacing aging infrastructure, DVR requires increased rat housing density to accommodate current and future research demands without expanding facility square footage. DVR also seeks to gain measurable operational efficiencies, reduced labor, reduced consumable and energy costs, and simplified husbandry workflows, through the mechanical and ergonomic design of the replacement system itself.

Scope of Work The Contractor shall provide all labor, materials, equipment, transportation, installation, startup, testing, training, and documentation necessary to furnish a complete and operational rat IVC rack system and shall coordinate removal and decommissioning of the legacy equipment being replaced.

The system shall include:

1. Individually ventilated rat cages

1. ERGO and/or HD rack assemblies, in single-sided and double-sided configurations as required.

1. Air Handling Unit (as applicable to facility requirements).

1. External water bottle delivery components.

1. Required accessories and support equipment (card holders, quick-disconnecting magnetic joints, flexible hoses, as needed).

1. Installation and commissioning services.

1. User and maintenance manuals.

1. User and maintenance training.

Performance Requirements

4.1 Housing Density and Capacity

The proposed system shall support DVR's current and projected rat housing requirements across Bethesda campus facilities. The Contractor shall provide rack configurations and system designs that maximize housing density, optimize utilization of existing room footprints, and support future expansion without requiring additional facility space.

The rack system shall:

· Provide sufficient rack and cage capacity to house a minimum total population of 900 rats across the delivered system, with configuration and quantities proposed to meet this requirement within DVR's available facility footprint.

1. Be available in ERGO (7-row) and HD (8-row) configurations, each in 3-, 4-, and 5-column widths, to optimize cage capacity within the facility's available footprint.

1. Provide single-sided rack capacities ranging from 21 to 40 cages and double-sided rack capacities ranging from 42 to 80 cages, depending on configuration.

1. Allow increased cage density within existing DVR rat housing rooms without requiring additional floor space.

1. Account for existing facility constraints, including ceiling height, doorway width, and aisle clearance, when proposing rack configurations to maximize achievable density within current rooms.

1. Provide a quantitative comparison of cages-per-square-foot achievable with the proposed system relative to DVR's existing legacy rat rack system, by room and by facility, to demonstrate footprint optimization.

1. Optimize the number of AHUs required per group of racks through multi-linking capability, reducing equipment count, maintenance burden, and operating cost.

4.1.1 Cage Technical Requirements

The individually ventilated rat cage shall provide:

1. A minimum usable floor area of 1,062 cm² (164.61 in²), sized to maximize space for natural rat behavior during experiments while keeping external cage volume to a minimum, per the cage data table below.

1. A patented cage sealing design consisting of a soft radial silicone gasket that protrudes around the rim of the cage base, achieving a complete seal through radial (rather than vertical, latch-dependent) compression between the gasket and cage top, eliminating the need for latches to achieve containment.

1. An integrated, in-bedded locking system that secures the top to the base when closed to prevent accidental opening, without buttons, latches, or other hardware that would obstruct visibility into the cage.

1. Cage body and top constructed of H-TEMP (Polysulfone), and a raised lid constructed of high-quality certified AISI 304 Stainless Steel, providing an internal cage height of 20 cm (7.87 in) to support natural rat behaviors and ease of access to cage occupants.

1. A latch-free top design providing unobstructed, unrivaled visibility into the cage for efficient daily health and welfare checks.

1. An ergonomic top design that reduces twisting of the operator's wrists and arms during cage-changing procedures, minimizes the risk of cage contamination, and reduces the footprint occupied under the laminar flow cabinet during cage changes.

1. Pocket-shaped cage runners with built-in handles for comfortable, secure carrying and handling.

1. A single large microbiological filter with a certified average Virus Filtration Efficiency (VFE) of at least 99.97 percent and Bacteria Filtration Efficiency (BFE) of at least 99.99 percent, independently certified by a third-party microbiological laboratory, and demonstrated to maintain a protective pressure differential and life support in the event of a power failure.

1. Air inlet and outlet valves located at the top of the cage, away from animal level, protected by silicone O-rings, to prevent direct air draft on the animals and reduce the risk of stress and heat loss; non-invasive rack supply and exhaust nozzles external to the cage to prevent cross-contamination while maintaining operator protection.

1. An external water bottle with a self-centering bottle depression design allowing bottle replacement without removing the cage from the rack; bottle cap must be cone-shaped in order to maximize water availability and manufactured from welding-free AISI 316 Stainless Steel. Bottle must have a silicone gasket around the neck and a silicone O-ring on the sipper stem to prevent leaks and provide an easy recapping process.

1. A universal, autoclavable plastic card holder compatible with standard facility cage cards of any size, designed with a shape that also unlocks the filter retainer for microbiological filter replacement.

1. Manufacturer documentation demonstrates successful completion of dimensional, functional, washing, sterilization, and durability validation testing for all major cage components.

4.1.2 Rack Technical Requirements

1. Rack frame constructed of high-quality AISI 304 Stainless Steel, with polyamide runners for cage accommodation.

1. Available in 7-row (ERGO) and 8-row (HD) configurations, in 3-, 4-, and 5-column widths, to balance ergonomic accessibility against cage density.

1. Vertically oriented exhaust plenums that allow particles (food, bedding, debris) to fall by gravity into a removable horizontal exhaust plenum, preventing plenum clogging and debris accumulation.

1. Tool-free removal of horizontal supply and exhaust plenums, performable by a single operator, to facilitate routine cleaning, sanitation, and maintenance.

1. An automatic visual docking indicator providing immediate, clear confirmation of correct/incorrect cage docking without additional operator action.

1. Castors constructed Polyphenylsulfone (X-TEMP) for long lifespan and resistance to repeated autoclave cycles, with low-force brake engagement and disengagement for ergonomic operation.

1. Rack-to-AHU and rack-to-rack connections via silicone flexible connections with autoclavable plastic components; optional quick-disconnecting magnetic joints shall be available.

4.1.3 Air Handling Unit (AHU) Requirements

1. AHU(s) shall be microprocessor-driven, providing automatic constant flow rate regulation and filter-load compensation.

1. AHU(s) shall be equipped with DC Electronically Commuted Motors (ECM), providing at least 50 percent less power consumption and 90 percent less heat loss than legacy AHU technology, reducing operating costs and extending equipment lifespan.

1. Multi-linking capability to connect multiple racks to a single AHU, reducing the number of standalone units required and minimizing maintenance and consumables costs.

1. Supply and exhaust air filtered by two G4 pre-filters and two H14 HEPA filters (one supply, one exhaust), with certified filtration efficiency of at least 99.995 percent at the most penetrating particle size, DOP-tested following installation in the machine.

1. Tool-free pre-filter replacement to minimize maintenance time and operational disruption.

1. Standalone unit construction to minimize vibration transfer to housing equipment; noise emissions not to exceed 50 dBA under normal operating conditions.

1. A basic, non-AI performance-monitoring and control interface is acceptable and encouraged to support operational efficiency.

1. A safe filter-replacement system, including bag-out capability or equivalent containment, mounted on mobile casters equipped with locking brakes.

1. Manufacturer-provided HEPA filter certification, airflow validation reports, and factory performance testing documentation for all AHUs supplied under this contract.

4.1.4 Certifications and Sustainability Requirements

1. Manufacturer shall maintain a certified Quality Management System compliant with ISO 9001:2015 and an Environmental Management System compliant with ISO 14001:2015, or equivalent internationally recognized standards.

1. Ecodesign certification per ISO 14006:2020.

1. Product-level Life Cycle Assessment (LCA) per ISO 14040 and ISO 14044, Carbon Footprint assessment, and an Environmental Data Sheet / Environmental Product Declaration per ISO 14025.

4.2 Ergonomics and Staff Efficiency (Operational Efficiency)

Operational efficiency gains for animal care staff shall be achieved entirely through ergonomic mechanical design and workflow simplification. Required ergonomic features shall include:

1. Latch-free cage sealing (radial silicone gasket), eliminating repetitive latch-opening and closing motions and reducing cage-change time.

1. Ergonomic, patented lid design that reduces wrist and arm twisting during routine cage-changing procedures.

1. Built-in handles within pocket-shaped cage runners for secure, comfortable carrying.

1. Self-centering external water bottle replacement without removing the cage from the rack, reducing handling time, labor, and animal disturbance.

1. Tool-free removal of rack supply and exhaust plenums by a single operator for cleaning and maintenance.

1. Automatic visual docking indicators that eliminate the need for manual verification of cage seating.

1. Low-force caster brake engagement for ease of rack movement.

1. Latch-free, unobstructed visibility into the cage to speed daily health and welfare checks.

1. Tool-free AHU pre-filter replacement.

1. Card holder design simultaneously serves as the filter-retainer release, reducing the number of separate tools or steps needed during filter changes.

4.3 Animal Welfare and Environmental Control

The system shall provide a highly standardized microenvironment for research animals. The cage and rack system shall:

1. Provide increased usable floor area per cage relative to the legacy system, supporting expression of natural rat behavior during experiments while keeping external cage volume to a minimum.

1. Provide individually ventilated housing with air inlet and outlet valves located away from animal level, to minimize direct drafts, stress, and heat loss.

1. Provide high-efficiency microbiological filtration (VFE ≥ 99.97%, BFE ≥ 99.99%) for animal and operator protection, demonstrated to maintain containment and life support during a temporary loss of mechanical ventilation.

1. Eliminate latch-dependent handling, reducing animal disturbance and stress during cage changes.

1. Maintain consistent airflow distribution and pressure differential across all cage positions on the rack.

1. Operate at low noise levels (AHU noise ≤ 50 dBA) to minimize animal stress.

1. Support environmental enrichment options integrated within the cage and lid design.

4.4 Air Handling Units

The air handling system shall:

1. Utilize HEPA-filtered (H14) supply and exhaust air with G4 pre-filtration.

1. Provide automatic airflow regulation and filter-load compensation.

1. Support multi-linked connection of multiple racks to a single air handling unit.

1. Include basic, performance-monitoring capabilities, alarm notification, and status indication.

1. Support remote monitoring and environmental data collection.

1. Operate at low noise levels suitable for animal housing environments.

1. Allow tool-free pre-filter replacement.

1. Be provided with pre-loaded user manuals and instructions for safe operation.

4.5 Operational Efficiency

The proposed system shall improve operational efficiency, achieved through mechanical, ergonomic, and digital monitoring/control design by:

1. Reducing cage-change time and the number of procedure steps through latch-free sealing and ergonomic top design.

1. Reducing labor associated with bottle changes via self-centering bottle access that does not require cage removal from the rack.

1. Reducing maintenance time through tool-free plenum removal and tool-free AHU pre-filter replacement.

1. Reducing energy and consumable operating costs through ECM-driven AHUs (50% less power consumption, 90% less heat loss) and multi-linking of multiple racks to a single AHU.

1. Reducing facility footprint per cage through high-density ERGO/HD rack configurations (up to 80 cages on a single double-sided HD rack).

1. Reducing unplanned downtime and maintenance costs relative to the legacy system through modern, currently supported components and assured OEM parts availability.

1. Improving staff safety and ergonomics, reducing repetitive-motion injury risk and associated lost-time costs relative to the legacy latch-based system.

1. Simplifying sanitation and rack processing and maintaining compatibility with existing cage wash and sterilization workflows.

4.6 Sustainability

The system shall support NIH sustainability goals by:

1. Operating with high energy efficiency through ECM motor technology (50% less power consumption, 90% less heat loss than legacy AHU technology).

1. Using durable, autoclavable materials (Polysulfone, AISI 304/316 Stainless Steel, Polyphenylsulfone castors) capable of withstanding repeated washing and sterilization cycles without degradation.

1. Holding applicable environmental certifications (ISO 9001, ISO 14001, ISO 14006, ISO 14040/14044, ISO 14025) and demonstrating favorable lifecycle and carbon footprint considerations, including potential contributions toward LEED-related goals.

Installation and Commissioning The Contractor shall:

1. Deliver all equipment to designated DVR facilities.

1. Assemble and install all components.

1. Perform startup and operational testing.

1. Verify proper airflow, pressure differential, and overall system functionality.

1. Correct any deficiencies identified during acceptance testing.

1. Provide all operation and maintenance documentation.

1. Provide the opportunity to perform Factory Acceptance Testing (FAT) and Site Acceptance Testing (SAT).

1. Coordinate the decommissioning and removal of the legacy rat housing equipment being replaced under this contract.

Training The Contractor shall provide on-site training for DVR personnel covering:

1. System operation.

1. Animal housing procedures specific to the cage and rack system.

1. Routine maintenance, including filter replacement, plenum removal and sanitation, and bottle servicing.

1. Troubleshooting.

1. Cleaning and sanitation procedures, including autoclave compatibility.

1. Use of remote monitoring and control interfaces where provided.

Acceptance Criteria Equipment shall be considered accepted when:

1. All components are delivered and installed.

1. Operational testing, including FAT/SAT where applicable, is successfully completed.

1. Required documentation, including filter certifications (VFE/BFE) and AHU airflow/DOP validation reports, is provided.

1. Training is completed.

1. Equipment performs in accordance with all specified requirements and the legacy rat housing system has been decommissioned.

Period of Performance Delivery, installation, testing, and training shall be completed within the timeframe specified in the resulting contract. Given the mission-critical nature of this replacement, driven by the legacy system's age of more than 20 years and the associated risk of failure, the Contractor shall propose the earliest feasible delivery and installation schedule.

Warranty The Contractor shall provide the manufacturer's standard warranty of a minimum of 24 months on all equipment and components and shall identify available extended support and service options.