Statement_of_Work.pdf

STATEMENT OF WORK (SOW)

Preventive Maintenance Services – 3M Steri-Vac Ethylene Oxide Sterilizers and Abator

Division of Veterinary Resources (DVR) National Institutes of Health (NIH)

1.0 Background

The Division of Veterinary Resources (DVR) within the National Institute of Health (NIH), provides centralized veterinary surgery and imaging services in support of the NIH Intramural Research Program.

DVR maintains fully operational surgical suites that require daily sterilization of surgical instruments, implantable devices, and temperature-sensitive medical supplies to ensure aseptic technique and compliance with NIH, Association for Assessment and Accreditation of Laboratory Animal Care (AAALAC), United State Department of Agriculture (USDA), and institutional safety standards.

DVR utilizes 3M Steri-Vac Ethylene Oxide (EO) Sterilizers and associated Abator systems. These units provide low-temperature sterilization using a closed gas cartridge system, which has been identified by the NIH Division of Safety as the safest method of EO sterilization, minimizing the risk of toxic ethylene oxide exposure. Historical acquisition and justification documentation confirm that the GS5 Steri-Vac sterilizers were selected for compatibility, infrastructure efficiency, and safety advantages.

2.0 Scope of Work

The Contractor shall provide comprehensive Preventive Maintenance (PM) services for the following equipment:

Bethesda Campus – Building 14E, Room 119A

Sterilizer GS5, Serial No. AA000025 Sterilizer GS5, Serial No. AB000345 Abator 50A, Serial No. 301090

Poolesville Campus – Building 102

Sterilizer GS5, Serial No. AA000027

Associated Consumables/Components:

7100044555 – 4-100 ETO Cartridge (U.S. Only) Quantity 30 cases on as needed basis.

The Contractor shall perform all services necessary to maintain the equipment in a safe, compliant, and fully operational condition in accordance with the manufacturer's specifications.

3.0 Required Services

Contractor shall provide on-site preventive maintenance as scheduled based on equipment requirements.

Each unit shall receive semi-annual scheduled inspections, including cleaning, calibration, adjustment, inspection of critical components, and replacement of susceptible parts to prevent failure.

The agreement shall include:

All labor and replacement parts necessary to maintain the equipment in proper working condition.

Unlimited interim service calls during normal business hours during the contract year.

Certified factory-trained service personnel.

Documentation of all inspections and services performed.

Engineering updates applicable to the specific production lot of the machines.

Installation labor for catalytic bed replacement (if required); however, the catalytic bed itself is excluded from Preventative Maintenance Agreement coverage.

Supply of manufacturer-approved ethylene oxide sterilization cartridges required for operation of the Steri-Vac units, including Part No. 7100044555 (4-100 ETO Cartridge), as needed.

The Contractor shall provide service documentation suitable for compliance review and accreditation inspections.

4.0 Period of Performance

The Period of Performance shall be as follows:

Base Year: June 1, 2026 through May 31, 2027 Option Year One: June 1, 2027 through May 31, 2028 Option Year Two: June 1, 2028 through May 31, 2029 Option Year Three: June 1, 2029 through May 31, 2030 Option Year Four: June 1, 2030 through May 31, 2031

Billing shall be quarterly in arrear and submitted through the Invoice Processing Platform (www.ipp.gov).

5.0 Equipment Importance and Operational Impact

These EO sterilizers are mission-critical for DVR surgical services. Failure of sterilization capability would immediately impact experimental surgery, clinical procedures, and research continuity across multiple NIH Institutes and Centers. The GS5 Steri-Vac system provides:

Closed gas cartridge system eliminating external EO tanks Direct compatibility with existing infrastructure (electrical, air, exhaust) Minimal operator retraining Reduced risk of EO leakage Efficient sterilization cycles allowing adequate aeration time

Preventive maintenance is required to reduce downtime, prevent costly emergency repairs, ensure regulatory compliance, and protect staff from exposure to EOs.

6.0 Place of Performance

Services shall be performed at the following locations:

NIH Building 14E, Room 119A, Bethesda, MD NIH Animal Center, Building 102, Poolesville, MD

7.0 Contractor Qualifications

The Contractor must be the Original Equipment Manufacturer (OEM) or OEM-authorized service provider with factory-trained technicians specifically trained on 3M/Steri-Vac EO sterilization systems.

Maintenance performed by unauthorized personnel voids the manufacturer's warranty and may compromise system safety and compliance.