SOW - Ultra-Low Temperature Freezer - Marion.pdf

STATEMENT OF WORK (SOW)

Ultra-Low Temperature Freezer

1. BACKGROUND

The Marion VA Medical Center Pathology & Laboratory Medicine Service (P&LMS) requires an Ultra-Low Temperature (ULT) upright freezer capable of reliably maintaining temperatures to -86°C for the storage of laboratory specimens, reagents, and other temperature-sensitive materials critical to patient care and diagnostic operations.

2. SCOPE OF WORK

The Contractor shall deliver and provide warranty for one (1) Ultra-Low Temperature Upright Freezer, in accordance with the technical requirements in Section 3 and the requirements of this SOW, to the Marion VAMC Warehouse. This is a one-time delivery and warranty support requirement.

3. TECHNICAL REQUIREMENTS / SALIENT CHARACTERISTICS

Category Minimum Requirement Type Upright, natural refrigerant, ultra-low temperature freezer Capacity Minimum 29.8 cu. ft. (845 L) Temperature Range -50°C to -86°C, adjustable in 1° increments

Controller Microprocessor-based, color LCD touchscreen, password-protected, glove-operable

Data Logging Integrated data logging with USB download capability; temperature mapping and event log functions

Refrigeration System

Variable-speed cascade system using natural refrigerants (e.g., R- 290/R-170 or equivalent)

Insulation Vacuum insulated panel (VIP) plus rigid polyurethane foam, minimum

3.1 in. (78 mm) total thickness

Inner Doors Minimum two (2) insulated inner doors with positive latching

Outer Door Key-locking outer door with EZ-latch or equivalent one-hand secure opening/closing mechanism

Shelving Minimum three (3) adjustable shelves, minimum 110 lbs (50 kg) load rating per shelf

Alarms Visual, audible, and remote alarm capability for power failure, high/low temperature, and sensor failure; visual and audible alarm for door-open condition

Vacuum Relief Manual vacuum relief port for rapid re-entry after door closure Electrical 115V, 1-phase, NEMA 5-20P plug configuration Noise Level 52 dB(A) or quieter at 3 ft Mobility Minimum four (4) casters with front leveling feet

4. BRAND NAME OR EQUAL REQUIREMENT

The requirement for this acquisition is based on the VIP ECO Ultra-Low Upright Freezer (Large Volume, -86°C, with Natural Refrigerants, 29.8 cu. ft./845L) manufactured by PHCbi. The brand listed above is not specifically required, but serves as example to illustrate types of equipment that meet the required salient characteristics for this acquisition. Products considered “equal” must meet the salient physical, functional, or performance characteristics specified in this statement of work. The contractor is responsible for submitting sufficient documentation for the Government to evaluate “equal” items.

5. DELIVERY

The Contractor shall deliver the freezer fully assembled in its shipping configuration.

Delivery shall be inside delivery to the warehouse floor (not curbside- or dock-only) unless otherwise agreed in writing by the VA POC.

At the time of delivery, the Contractor shall support a Government visual inspection of the unit for shipping damage and conformance to the packing list/order. The Contractor shall provide the Government a delivery receipt or bill of lading for signature confirming date, condition upon arrival, and item(s) received. If the delivered unit is found damaged in transit or fails to conform to the specifications or quantity ordered, the Contractor shall repair or replace the unit at no additional cost to the Government within [10] business days of Government notification.

The Government will not furnish tools, rigging equipment, or delivery/unloading labor beyond receiving staff; unloading to the warehouse floor is the Contractor's responsibility as part of inside delivery.

Movement of the unit from the warehouse to its final operating location, installation, assembly, and connection to power are the responsibility of the Government.

No recurring or scheduled preventive maintenance services are to be included.

6. PRODUCT DOCUMENTATION

The Contractor shall provide, at time of delivery:

• Manufacturer's operation and maintenance manual;

• Manufacturer's manual for the control panel;

• Warranty documentation, including terms, duration, and contact information for warranty service;

• Certificate of calibration/factory test results. If the manufacturer does not issue such a certificate as standard practice, the Contractor shall state this in writing to the VA POC prior to delivery.

7. WARRANTY

Minimum TWO (2) years from date of Government acceptance, covering parts, labor, and compressor/refrigeration system per manufacturer's standard warranty terms.

Offerors shall clearly state warranty duration and coverage terms in their proposal.