DRAFT_PWS.docx

PERFORMANCE WORK STATEMENT

Contents

PWS

PERFORMANCE WORK STATEMENT (PWS)

Title: Animal Husbandry Services

Requiring Activity Name: Walter Reed Army Institute of Research (WRAIR)

1. INTRODUCTION

The WRAIR aims to conduct biomedical research that is responsive to Department of Defense and US Army requirements and delivers life-saving products including knowledge, technology and medical material that sustain the combat effectiveness of the Warfighter.

With our headquarters dedicated to Senator Daniel E. Inouye and located in Silver Spring, Maryland, the Walter Reed Army Institute of Research is the largest biomedical research facility currently serving the Department of Defense. Established in 1893, our research and development now reaches around the world from Maryland to Germany, Thailand, and Kenya.

Our vision is to be the premier DoD biomedical research organization, constantly relevant, integrating basic research and advanced technology that protects, projects, and sustains the Warfighter today, invents global medical solutions for the future, and keeps the Warfighter on point for the Nation. We host two Centers of Excellence for Military Psychiatry and Neuroscience Research and for Military Infectious Disease Research, each center ranging from blast induced neurotrauma to malaria vaccine development.

2. PURPOSE AND BACKGROUND

The purpose of this Performance Work Statement (PWS) is to describe the requirements with clear, specific, and objective tasks that will result in a contract that provides animal husbandry, technical personnel, management, quality control, and operational functions required to support the Veterinary Services Program (VSP) at the Walter Reed Army Institute of Research/Naval Medical Research Center (WRAIR/NMRC). The non-personal support services include performance of animal husbandry, pathology and associated veterinary services within the WRAIR/NMRC at the Forest Glen Annex in Silver Spring, MD.

This is a renewal requirement for animal husbandry services for the WRAIR/NMRC. This new contract will require from the very outset, and at all times during the total performance term, a sufficient number of fully qualified personnel with experience to operate and maintain the WRAIR/NMRC facilities and animals to the outstanding levels as required by the accrediting agency.

The WRAIR/NRMC animal facilities are accredited by the Association for Assessment and Accreditation of Laboratory Animal Care International (AAALACi). Maintaining this accreditation without deficiency or comments during inspections and reviews is paramount to total quality performance.

3. SCOPE

This contract includes non-personal comprehensive services for animal husbandry, technical personnel, management, operational, pathology and veterinary services for the Veterinary Services Program (VSP), Walter Reed Army Institute of Research/Naval Medical Research Center (WRAIR/NMRC), located at Buildings 511 and 503. All services shall be performed in accordance with this performance work statement, Federal, state, and local regulations including Occupational Safety and Health Administration (OSHA), Environmental Protection Agency (EPA); Maryland regulations; Public Health Service (PHS); and US Army / WRAIR/NMRC guidelines, policies and procedures. (See Appendix 1 List of Regulatory Guides, Polices, and Procedures)

Both buildings are located inside the Post confines of the Forest Glenn Annex, Robert Grant Avenue, Silver Spring, MD. 20910. The two facilities are connected and comprise an estimated 115,000 Square Feet of floor space requiring Contractor service performance. This estimate can be further divided into 35,000 square feet of animal holding, 62,000 square feet of support space, and 11,000 of laboratory space. Approximately 4,000 square feet of this total are offices requiring custodial service.

Continuous animal care and pathology support is the contracted goal and shall be provided in strict compliance with federal, state and local regulations and other guidelines listed in Appendix 1. The experimental animals must be maintained under carefully controlled conditions to allow the accurate interpretation of research results. Consequently, it is essentia1 the animal colony be properly maintained to avoid any situation or condition such as inter-current diseases, animal identification problems, and escaped animals, which might adversely affect experiments or not comply with National Research Council (NRC) Guidelines.

4. PERIOD OF PERFORMANCE

The periods of performance for this contract are as follows:

5. WORK SCHEDULE AND LOCATION

5.1 Work Location

The work location is 503 Robert Grant Avenue, Silver Spring, MD 20910.

5.1.1. Telecommuting

The nature of the husbandry services for the care of the animals and the facility telecommuting is not authorized under this contract.

5.1.2. Working During Emergency Situations

Individual contingency operation plans shall be activated immediately after determining that an emergency has occurred, shall be operational within twelve (12) hours of activation, and shall be sustainable until the emergency situation is resolved and normal conditions are restored or the contract is terminated, whichever comes first. In case of a life threatening emergency, the COR will immediately make contact with the Contractor Managers to ascertain the status of any Contractor personnel who were located in Government controlled space affected by the emergency. When any disruption of normal, daily operations occur, including base closures, the Contractor Manager shall promptly open an effective means of communication with the COR to verify:

a. Key points of contact (Government and Contractor)

b. Temporary work locations (alternate office spaces, telework, virtual offices, etc.)

c. Means of communication available under the circumstances (e.g. email, webmail, telephone, FAX, courier, etc.)

d. Essential duty personnel for emergency and contingency operations

e. Essential work products expected to continue production by priority

The Contractor Manager, in coordination with the COR, shall make use of the resources and tools available to continue contracted functions to the maximum extent possible under emergency circumstances. The Contractor shall obtain approval from the COR and Contracting Officer prior to incurring costs over and above those allowed for under the terms of this contract. Regardless of contract type, and of work location, Contractors performing work in support of authorized tasks within the scope of their contract shall charge those hours accurately in accordance with the terms of this contract.

Contractor shall provide essential tasks services on those days the Government or installation is closed due to safety conditions, inclement weather conditions, national emergencies, energy conservation or by direction of the Installation Commander for any other reason. Essential tasks include the following:

· timed/scheduled animal dosing and/or treatments

· feeding

· watering

· environmental parameter checks

· daily observations

5.2 Federal Holidays

5.2.

5.3.

5.2.1 The contractor shall perform services on days designated as a Federal Holiday by Federal Status, Executive Order, Presidential Proclamation or Installation Commander

5.2.2 Federal holidays are an exception to the regular duty hours. Any of the holidays listed below falling on a Saturday will be observed on the preceding Friday; holidays falling on a Sunday will be observed on the following Monday. The following is a list of legal federal holidays that services shall be performed

The following are Federal Holidays:

· New Year’s Day

· Birthday of Martin Luther King, Jr.

· Washington’s Birthday

· Memorial Day

· Independence Day

· Labor Day

· Columbus Day

· Veterans Day

· Thanksgiving Day

· Christmas Day

5.3 Work Schedule

A Fail Safe procedure will be included in the Contractors Quality Control Plan to ensure adequately staffed crews are available every day of the year to provide essential animal husbandry services and non-interrupted animal protocol support. The contractor shall provide support from 0700 to 1600 Eastern Time during normal business days and 0700 – 1200 on weekends, holidays, and closures. Continuous service shall be provided during the core hours based on staggered start times not to exceed a normal 8.5 to 9 hour workday (which must include 0.5 (one half) to 1 (one) hour for lunch) for each contract employee.

6 PERFORMANCE REQUIREMENTS

6.1 Objectives

The objective of this requirement is to provide continuous and humane Animal Husbandry and Pathology Services at the WRAIR. See below for specific tasks and Areas of service.

6.2 Specific Tasks / Requirements

6.2.1 Operational Functions for Animal Care and Husbandry:

6.2.1.1 Full-time Service (Deliverable 1)

The Contractor shall provide all required services on a full-time basis to meet the contract work quality standards and requirements of the VSP. Caretaker services shall be provided 7 days a week, the Contractor will provide an initial organizational chart and subsequently by the 8th day of each month with name, title, and position of each contractor associated with this contract.

The Contractor shall designate all on-site animal care personnel and management personnel as "essential employees" and shall require staff to report for duty during periods of inclement and severe weather, or other adverse working conditions, including situations where WRAIR/NMRC facilities have been temporarily closed. Pathology contract personnel shall not be designated as “essential”.

6.2.1.2 Animal Usage: Different species of animals, including, but not limited to rodents, rabbits, dogs, small ruminants, pigs, and new and old world non-human primates (NHP) will be used in a wide variety of experiments and regulatory testing that will include microbiological and biohazard procedures. WRAIR/NMRC traditionally conducts scientific investigations in three main areas: (i) biologically active substances, (ii) high energy and trauma, and (iii) stress and performance. The historic emphasis has been researched against naturally occurring infectious agents encountered in military training or operations that depend on the use of laboratory animals. It is essential that the care and use of these animals conform to all applicable rules and regulations and meet acceptable humane standards. Aquatics or other species of animals may be housed from time to time if needed to meet the requirements of the Institute. The historical data and projected estimated quantities of laboratory animals listed below in 6.2.1.3

6.2.1.3 Veterinary Program Support:

Animal care and Pathology at the WRAIR/NMRC is under the VSP, who is specifically concerned with the care of all animals maintained in the Institute. The Contractor shall furnish the necessary on-site management and personnel for the performance of animal husbandry, pathology, professional veterinary care, the duties associated with related to animal husbandry and research technical support services.

The services provided shall include, but are not limited to:

· management and administrative support;

· routine animal care (husbandry, nutrition, enrichment, hygiene and record keeping); animal handling, restraint, standard laboratory animal procedures, technical support, veterinary support, and program support of animal health surveillance, as required by the contract directives;

· placing facility and equipment work requests;

· cage washing, sanitation and cleaning of all equipment, animal facilities, and animal support facilities;

· provide training to WRAIR/NMRC animal users;

· maintenance of all related equipment and minor facility repairs;

· development and use of a contractor quality control program to ensure contractor compliance with all performance objectives, requirements and thresholds;

· provide BSL1- BSL3 support to include management, caretaker and laboratory animal technician.

· maintaining breeding programs, quarantine areas and specialized animal holding areas;

· diagnostic pathology, imaging and clinical pathology and histopathology support

6.2.1.4 Receipt of Laboratory Animals (Deliverable 2)

The Contractor shall be responsible for receiving, examination, verification and caging of all incoming laboratory animals. Incoming animals will be documented and notifications made as set forth in the Standard Operating Procedures (SOPs). The contractor shall provide animal census reports at contract start and weekly thereafter to the Contracting Officer Representative (COR) and designated personnel.

The Contractor will retrieve the animal due in report (animals due to arrive and be received at the loading dock) from the government furnished Animal Management System (AMS). The contractor shall prepare for all necessary logistical support required, including animal caging and space requirements. The Contractor shall determine locations where animals will be housed, caging requirements, perform physical inspection of incoming animals for food/water source, heat prostration, cold injuries, dehydration, traumatic injuries, abnormal discharges, character of hair coat, posture, birth during transit, and report abnormal conditions to the section veterinarian.

Room designations and acclimation/quarantine of animals will be strictly adhered to in accordance with the SOPs. The contractor shall also ensure the transfer of animals to the designated rooms after acclimation/quarantine requirements have been met. Place animals in Government provided caging, assuring the appropriate housing of animals in accordance with the WRAIR/NMRC, NRC Guidelines and SOP requirements. No deviations from the specified caging requirements may be made without the approval of the COR or section veterinarian. Monitor animals twice daily unless otherwise specified and report any SOP deviation to the COR.

6.2.1.5 Feeding and Watering of Animals:

The Contractor will provide daily feeding, watering (or Government provided diets as indicated in protocol or as coordinated with COR) and twice daily observation of all animals held in the WRAIR/NMRC facilities unless otherwise specified. This is a 7 day a week function. Strict compliance with protocol requirements and/or SOPs is required for food and water unless notified otherwise. Have water available at all times; assure all automatic watering systems are working properly daily. Allow no bottle interchange from one cage to another and keep feeding and watering devices clean and uncontaminated, or provide clean devices daily.

6.2.1.6 Handling and Restraint of Laboratory Animals:

The Contractor shall have personnel available for re-capture, handling and restraint of all animals as needed. Contractor shall: properly capture and restrain animals, without causing pain or injury, handle and restrain animals for experimentation and / or treatment by a veterinarian or animal technician or investigator, and capture and handle all animals for the purpose of cage changing.

6.2.1.7 Cleaning, Sanitation and Sterilization of Animal Caging Equipment and Facilities:

The contractor shall maintain all furnished vivarium facility space in a neat, clean, orderly, and sanitary condition. All areas shall be subject to fire, safety, and health inspections at any time. The contractor shall correct cited violations within the current shift or the next shift as coordinated with the COR. Serious issues that include health, welfare, and safety violations shall result in a call back to work until corrected. Areas requiring significant work to become compliant will be completed in 24 hours or one workday as coordinated with the COR.

The Contractor shall keep animal facilities clean and free of contaminants through an appropriate schedule of bedding changes, washing, sanitizing cages, autoclaving equipment, feed, bedding, water and other materials and supplies as indicated by the contract requirements. Comply with SOPs.

The Contractor shall use appropriate cleaning agents, disinfectants and logistical materials (mops, brooms, scrubbers, etc) to clean and keep all areas covered by the contract, free of dirt, debris and contamination. Sanitation of animal rooms, laboratories, procedure rooms and interior corridors shall be coordinated / scheduled to minimize interference with research projects. More frequent mopping or sweeping may be necessary if the areas become soiled. On occasion, special cleanings will be required. Animal rooms and laboratories are to be cleaned daily and as needed on holidays and weekends; a detailed schedule for all cleaning and sanitation will be developed as part of the Contractors QCP and Program as prescribed in this PWS. The schedule will cover at least the following areas: cage washing rooms, sinks, corridors, refrigerators, walk in coolers and freezers, storage areas assigned for Contractor use, lunch rooms, locker rooms and rest rooms, elevators, autoclave rooms, and bedding storage areas. Maintain a same day cage washing service. All equipment received up to 2:00 PM must be cleaned and not held over for cleaning the next day.

Personnel working on the dirty side of the cage wash area are prohibited from working on the clean side of the cage wash area, unless they shower and change uniforms. Personnel working on the clean side of the cage wash area are prohibited from working on the dirty side of the cage wash area, if intending to return to the clean side that day.

Medical pathological waste from the animal rooms will be delivered along with all animal waste and carcasses to the designated area for disposal. Animal carcasses, general, medical, pathological, chemical and radioactive wastes will be disposed of in accordance with the WRAIR/NMRC Safety Manual and documented as required. Hazardous waste will be rendered safe by autoclaving, containment or other appropriate means before removal from the animal facility.

Change cages with absorbent/bedding to keep animals clean and dry and to minimize odors. Ventilated caging shall be changed every 10 -14 days based on cage population and/or protocol requirements. Spot changing shall be performed as needed. Non-ventilated caging shall be changed no less than one time per week based on SOP, animal, and protocol requirements. Non-human primate racks shall be changed no less than every two weeks. All other species shall be changed in accordance with industry standards and SOPs. Contractor and COR will jointly designate change days or periods not specified in the SOPs. Ensure management procedures within the animal rooms, storage and other areas do not encourage the harborage of vermin. Log all vermin in pest control logs located in building 503 and 511.

Maintain records of the temperatures for each washer and autoclave load, using the summary read-out heat tapes for all autoclave and cage wash equipment cycles. Temperature and pressure of the autoclaves will be documented in the daily log. This log for each machine will also contain the heat tapes used in the cage wash as temperature indicators.

6.2.1.8 Animal Health Surveillance and Environmental Monitoring:

Contractor shall, twice daily (a.m. and p.m.) on normal business days and once daily (a.m.) on weekends, holidays, and closures perform observations of animal health and notify the WRAIR/NMRC veterinary staff of any animal health or disease problems. Monitor the effectiveness of cage, rack and equipment sanitation procedures, identify and correct possible sources of spontaneous diseases, assist in the health-monitoring program for rodents, follow sentinel surveillance procedures in the SOPs. Establish and follow a sanitation-monitoring program to ensure that adequate sanitation procedures of the equipment and physical plant are being accomplished. During the course of animal care, check cages at least twice daily for animals which may be moribund, dead or have conditions such as tumors, sneezing, nasal discharge, diarrhea, weight loss, hemorrhage, cataracts or similar maladies. Record conditions as required and notify the responsible veterinarian and the Principal Investigator of all unexpected deaths or illness as set forth in SOPs. Dead animals must all be properly recorded and processed. When requested by the veterinarian, administer drugs and routine treatments, such as adding antibiotics to drinking water. A veterinarian in coordination with the investigator shall prescribe such functions.

Contractor shall assist the government with the Quality Assurance disease surveillance program. Assistance may include the collection, packaging, and submission of samples to internal and external testing laboratories. Contractor shall be responsible for payment when samples are sent to external laboratories.

6.2.1.9 Equipment Maintenance:

Contractor shall be responsible for routine user-level preventative maintenance of equipment and for notifying the Government COR when repair beyond the contract requirement is needed. The Contractor shall perform routine operator/user maintenance and repair carts, rodent racks, etc., including periodic lubrication of casters. The Government shall provide repair parts and supplies. As needed, the contractor shall submit purchase requests with quotes to the COR for all equipment parts required or needed for repairs and for parts to maintain a bench stock. Maintain and provide minor repairs to the automatic watering and flushing systems; replace valves and broken sections of supply tubing as specified in the operations manual. Unpack, wash and assemble new caging, equipment and accessories as needed.

The area in total contains four rack washers, one tunnel washers, and six autoclaves. Perform daily user-level maintenance on rack/tunnel washers, autoclaves. Maintain records to document all equipment repairs and changes of equipment in compliance with SOPs. Monitor and maintain records of preventative and general maintenance and repairs performed on large equipment. For repairs beyond the contract scope, process work order requests directly to WRAIR/NMRC Facilities/Medical Maintenance. Maintain cage washing equipment in good working condition by proper cleaning. Clean all rack / tunnel washers and autoclaves as necessary. Clean catch screens and all jets as needed to prevent buildup of deposits. Report malfunctions of cage washing equipment immediately to alleviate long downtimes.

6.2.1.10 Veterinary/Technical/Laboratory Animal Services:

Provide professional veterinary support to work collaboratively with the research investigators and staff, facility personnel, the IACUC, and others to maintain a quality program. The contract veterinarian shall work with section veterinarians to provide veterinary care and support for animals approved for use by the IACUC; teaching and training of residents and WRAIR/NMRC research staff; provide periodic training to investigators and their research personnel; and advise investigators regarding animal model selection and proposed procedures. The contract veterinarian shall have sufficient responsibility, authority, and the organizational freedom to identify and evaluate programmatic problems and to initiate recommendations, and provide solutions. The contract research veterinarian shall assist and advise VSP staff on vivarium management practices and animal care as requested.

Provide veterinary technical services to individual investigators or VSP personnel as coordinated through the COR or designated representative. Veterinary technicians provided by the Contractor shall be capable of performing standard veterinary procedures including, but not limited to; administering medications or other substances by injection, orally, or topically, anesthetizing, monitoring, euthanasia, assisting and/or performing radiographic and surgical procedures, collecting blood and other samples, making entries in medical records, conducting health checks, and handling and restraining animals. Perform daily health checks and environmental enrichment to include socialization of compatible animals as determined by veterinary staff and the SOPs. Provide quality control, health and environmental monitoring and documentation.

Provide task-specific technical, husbandry and administrative training to WRAIR/NMRC animal users. Utilizing didactic and hands-on technical training methods, provide initial and refresher training to maintain and enhance employee skills and capabilities related to laboratory animal techniques. Works with government staff to formulate teaching outline and determine instructional methods such as individual training, group instruction, or demonstrations to attain task proficiency. Make suggestions on improving technical procedures in the animal facilities. Maintain accurate and complete database for training records.

6.2.1.11 Regulatory Compliance Support

The contractor shall assist with the oversight and management of animal related regulatory compliance requirements. Contractor shall assist in the collection of animal care and use data for DoD mandated reporting. Contractor shall assist in the development of VSP SOPs and ensure they are revised and updated annually or as necessary. The contractor shall assist with the organization, collection, and preparation of documents for Program and Institutional site visits and inspections. The contractor shall collect and maintain documentation on testing to include, but not limited to; feed, water, lighting, sentinel, and other required testing data. The contractor shall assist with the function and maintenance of the post-approval monitoring (PAM) program to include: conducting personal visits to animal use areas to ensure consistency with IACUC-approved animal activities and applicable regulations; preparing PAM reports of evaluated protocols; and ensure deficiencies noted during facility inspections or post approval monitoring visits are addressed

6.2.1.12 Transportation:

A vehicle operator is required eight hours per day (normal shift) Monday through Friday except holidays. The driver duties will entail operation of large and small Government furnished trucks (less than 5 tons), vans, automobiles and handcarts for intra facility deliveries. Off post trips will not involve overnights and will be within a one hundred fifty (150) mile radius of the WRAIR/NMRC. Transport will include live animals, lab specimens, food supplies, equipment, cages and miscellaneous data, reports and materials. Transport may be external to WRAIR/NMRC facilities or within the Forest Glen Annex. Government furnished vehicles are provided as needed and shall only be used for official Government purposes. All normal operator maintenance, minor repairs, servicing and reporting as required by U.S. Army and WRAIR/NMRC directives are a Contractor driver requirement. Completion of required forms and vehicle record maintenance is required for all Government vehicles each time used. The driver will report all vehicle repairs or maintenance required beyond operator responsibility to the COR or designee. All other Contractor personnel operating Government-owned, privately-owned or Contractor-owned vehicles on this contract shall have a valid driver’s license for the category of vehicle being operated. The Contractor shall be liable for damage to property and vehicles if their personnel are determined to be at fault. The Contractor shall inspect vehicles for damage and deficiencies at start of contract and as driven thereafter. Contractor shall immediately report damage to the COR and complete required documents detailing the incident and/or finding.

6.2.2 Operational Functions for Pathology Support:

Historical Data:

6.2.2.1 Pathology Management and Oversight

Contractor shall provide services to ensure pathology operations meet the Institute needs for performance of all pathology services including necropsy, histology, immunohistochemistry, electron microscopy, clinical pathology, and imaging requirements. This position will act as a liaison between the pathology laboratories, study pathologists, and study researchers to ensure research needs are met with regard to overall pathology support. This position will maintain electronic daily laboratory workflow calendars, provide management and oversight of contractor assigned pathology personnel, and aid in their training and daily work assignments as necessary.

6.2.2.2 Necropsy Support:

Contractor shall provide necropsy technical support to perform necropsies of laboratory animals and/or assist Military Necropsy Technician’s and Veterinary Pathologists during performance of necropsy procedures. Necropsy Technicians provided by the Contractor shall be capable of the following: necropsy laboratory setup; accessioning of submitted cases using pathology software database; formalin perfusion of large and small laboratory animal species; dissection of laboratory animals; collection, labeling, and fixation of tissue specimens; collection of diagnostic specimens; recording gross findings/lesions; preparing gross images with digital camera; trimming fixed tissues for histologic processing; and disposing of animal carcasses. The Necropsy Technician may, on occasion and after cross-training, perform routine and special histological procedures involving specimen trim-in, processing, embedding, sectioning, staining, and archival of completed case materials. Animal carcasses, general, chemical, and pathological wastes will be disposed of in accordance with SOPS and WRAIR/NMRC Safety Manual.

Provision of Necropsy Technician services will generally be Monday-Friday, however, overtime may be required at times to support the research mission.

6.2.2.3 Histopathology Support:

Contractor shall provide histopathology technical support to perform histology and immunohistochemistry procedures. Histology Technicians provided by the Contractor shall work alongside Military and Government civilian technicians and be capable of the following: accessioning of submitted cases using pathology software database; trimming of specimens; processing specimens; embedding specimens; staining of specimens (including routine, special histochemical, and immunohistochemical stains); cryosectioning; and archival of completed case materials. The histology technician may, on occasion and after cross-training, assist pathologists during performance of necropsy procedures. Animal carcasses, general, chemical, and pathological wastes will be disposed of in accordance with SOPs and WRAIR/NMRC Safety Manual.

6.2.2.4 Diagnostic Pathology Imaging and Clinical Pathology Support:

Contractor shall provide technical support to perform diagnostic pathology imaging and clinical pathology procedures to include, but not limited to: performing conventional, confocal, and fluorescent microscopic imaging studies; and utilizing pathology software for case accessioning, workload reporting and tracking, enhancing pathology reporting, and pathology imaging. In addition, Contractor shall perform histochemical and immunohistochemical techniques; assist with electron microscopy procedures; perform clinical pathology procedures; perform microbiology testing for submitted samples (including diagnostic, protocol support, and environmental samples); and assist with laboratory animal necropsies.

6.2.3 Program Support Requirements:

6.2.3.1 Report Generation/Preparation:

Contractor shall report and document the following problems to the COR or section veterinarian as required by the Contractors Quality Control Plan and / or the SOPs when encountered at the start of or during the workday. Deaths or sickness of animals, environmental system not working properly, cage washers and autoclaves not working properly, lighting system not working, problems with automatic watering systems, or any other environmental, health, equipment, delivery, food and bedding, and animal problems requiring attention or evaluation before the completion of the workday.

6.2.3.2 Emergency Services (Deliverable 3)

The Contractor shall be on-call 24 hours per day, 7 days a week. At all times, the Contractor shall be responsible for maintaining the care and health of the laboratory animals as required by the terms and conditions of this contract. The Contractor shall maintain an emergency phone roster to mobilize 50% of routine animal care and husbandry personnel to report on-site within two hours of notification by the Government. In addition to the 50% mobilization listing, provide a full alert roster notification list by the 8th day of each month showing all employees and their contact phone number.

6.2.3.3 Training of Personnel (Deliverable 4)

Contractor will establish and maintain a training plan to ensure that personnel skills are current on all SOP’s, occupational health, safety and other regulatory guidance as it relates to the execution of services for the animal husbandry.

Contractor employees shall not be allowed to perform duties in the animal facility until training has been performed on all Safety and job-related SOPs. Contractor employee performance of hands-on tasks shall require the visual observation. A Supervisor and/or Contract Trainer shall verify successful accomplishment of hands-on tasks prior to employee performance.

Contractor staff will be allowed time to complete mandatory Government training, as identified by the COR. Weekly training, other than contractor mandated, will be based on subjects related to their profession and to maintain currency with changes in animal care, safety, use and maintenance of new equipment, new procedures and other topics germane to this Veterinary Support Contract.

All training will be documented and records maintained or distributed as required by the Contract Quality Control Plan and SOPs. In conjunction with a documentation file, the contractor will maintain a matrix of all personnel to include training received and date of training. The contractor shall prepare, maintain and submit quarterly proposed training plans to reflect the proposed training schedules. It is desirable that contract employees below the management and supervision levels be AALAS certified or working towards attaining certification.

6.2.3.4 General Cleaning and Sanitation Services (Vivarium):

The contractor shall provide all management, and labor necessary to ensure that custodial services are performed in the Bldg. 503 and 511 VSP vivarium areas in a manner that will maintain a satisfactory sanitary facility and present a clean, neat and professional appearance. The contractor shall accomplish all cleaning tasks in accordance with the best commercial practices to meet the levels of sanitation and cleanliness requirements of this PWS, the SOPs, and/or industry standards.

Respond to all customer comment notices received and take appropriate action to correct issues validated as deficiencies. The cleaning frequency is daily, as necessary, or as otherwise established by SOPs and/or the COR to maintain the facility at the contract standards.

The following is a general list of custodial duties:

· Maintain Floors. All floors, except carpeted areas, shall be swept, dust mopped, damp mopped, wet mopped, dry buffed, spray buffed or processed with the floor maintenance cleaners as needed to ensure they have a uniform, glossy appearance, maintain sanitary conditions, and are free of dirt, debris, dust, and other foreign matter.

· Remove Trash. All trash containers shall be emptied daily and returned to their initial location. The trash shall be deposited in the nearest outside trash collection container. Trash receptacles shall be clean, and free of odors. Ensure plastic trash liners are in good condition.

· Soiled Caging and Equipment. All soiled caging and equipment will be removed from the facility as needed throughout the day. No soiled caging or equipment will be left in the corridor or animal rooms at the end of the day.

· Clean Interior Glass/Mirrors. Clean all interior glass, including glass in doors, partitions, walls, display cases, and directory boards, weekly and as needed.

· Clean Water Dispenser and Sinks. Clean and disinfect all porcelain and polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountains and sinks, daily.

· Clean and Sanitize Stairways, Elevators and Elevator Entry Areas. All floor surfaces shall be cleaned in accordance with appropriate commercial requirements for the floor covering. Grease and grime shall be removed from stair guards, handrails and baseboards. Elevators will be cleaned daily and immediately after animal transport. Stairwells will be cleaned weekly.

· General Spot Cleaning. Perform spot cleaning on a continual basis in accordance with the best commercial practices.

· General Dusting. All horizontal surfaces shall be cleaned weekly to eliminate dust.

· Basic restrooms/locker rooms (within VSP assigned areas) cleaning services. Outline of daily responsibilities: restrooms and locker rooms are cleaned, sanitized, free of scale, disinfected and free of dirt; showers are disinfected and free of soap films, scum and other deposits; toilets, lavatories, dispensers, plumbing fixtures, partitions, doors, walls, metal grates and guards and urinals are disinfected and free of scale, stains, scum and other deposits; floors are free of litter, dirt, dust and debris; supplies are adequate until next service including soap for the soap dispensers; supplies shall be stored in designated areas. No overstocking shall be allowed.

6.2.3.5 Provide daily Use Supplies

Unless otherwise directed, the contractor shall purchase the feed, bedding, vivarium-use personal protective equipment (PPE), feed enrichment and cleaning supplies to support the animal research mission. The Contractor shall be provided a list of approved supplies and authorized vendors at start of contract. The Contractor is encouraged to recommend changes to the list through the COR for like items of better value if in the best interest of the Government and/or the animal care program. The Contractor shall be responsible for maintaining a sufficient inventory of supplies to maintain the Program requirements. The Contractor shall develop a purchasing and inventory plan to minimize excessive storage of on-hand supplies and waste due to expiration. The Government shall retain the right to edit/change the list of authorized daily use supplies, means of procurement, and/or purchasing responsibility of the Contractor.

The following is a general description of supplies to be purchased by the Contractor:

1. Animal feed and bedding for all animals housed within WRAIR/NMRC;

1. Feed and non-feed enrichment for non-human primates, other animals as required by protocol, as directed by SOPs;

1. Personal protective equipment to be used in the vivarium such as gloves, masks, respirators, bonnets, coveralls, booties, lab coats, hearing and eye protection;

1. Daily use supplies to provide for sanitation and cleaning within the vivarium

6.2.4 Management and Administration

6.2.4.1 Provide Administrative Information

When requested, the Contractor shall collect and provide, to the COR, various types of available information concerning the contract and contract performance. This data will be used to assist in accomplishing administrative, financial and staff work responsibilities.

6.2.4.2 Contract Reporting (Deliverable 5)

Contractor shall report and document the following problems to the COR or section veterinarian as required by the Contractors Quality Control Plan and / or the SOPs when encountered at the start of or during the workday. Deaths or sickness of animals, environmental system not working properly, cage washers and autoclaves not working properly, lighting system not working, problems with automatic watering systems, or any other environmental, health, equipment, delivery, food and bedding, and animal problems requiring attention or evaluation before the completion of the workday

6.2.4.3 Summary Report (Deliverable 6)

The Contractor shall submit a summary report electronically via e-mail in Microsoft Word format to the COR and designated personnel by the close of each business week (COB) and a monthly roll-up of the weekly reports and contract information no later than the eighth (8th) calendar day of each month during the life of this contract. The report content is subject to change upon request of COR and/or VSP Director.

At a minimum, contractor reports shall include:

· Weekly Report:

1. facility, equipment, safety, security, and animal issues, animal census

· Monthly Reports

1. roll-up of weekly facility, equipment, safety, security, and animal issues with resolution or plan-of-action details;

1. new personnel, employee movement within contract, and certification attained;

1. employee pet report and contact information;

1. organizational chart;

1. vivarium room use and available space report;

1. prior and current month training

· Quarterly Report

1. training schedule for next three months

· Annual

1. Transition-out plan;

1. manpower report 1.

6.2.4.4 Mishap and Injury Incident Reports (Deliverable 7)

Immediately upon the occurrence of a job-related injury, the contractor shall prepare a Mishap Report and forward the original through the COR to the Installation Safety Officer, within one work day of the occurrence or per changes in the WRAIR/NMRC Safety guidelines. The Contractor shall investigate the circumstances of the mishap and develop a mitigation plan to prevent further occurrence of similar mishaps. The Contractor shall provide documentation of the findings, mitigation plan, training plans, and any recommended changes to procedures to the COR within five business days.

Should a third party assert a claim against the contractor as a result of an accident that occurs in connection with contract performance, the contractor shall submit, in writing, within twenty-four hours of notification, a full report of the claim to the Contracting Officer.

6.2.4.5 Contractor Manpower Reporting (Deliverable 8)

The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the contractor will report ALL contractor manpower (including sub-contractor manpower) required for performance of this contract. The contractor is required to completely fill in all the information in the format using the following web address: https://cmra.army.mil. The report period shall cover the prior fiscal year (1 Oct – 30 Sep). This report shall be submitted in the CMR data base within thirty (30) days after end of current fiscal year.

The contractor shall register under the "All Other Defense Components" module. The WRAIR Unit Identification Code (UIC) is W03KAA.

6.2.4.6 General Security

The Contractor shall assist WRAIR/NMRC security personnel in maintaining security for all animal facilities by reporting security concerns and violations. The Contractor shall follow WRAIR/NMRC Security requirements. The Contractor shall immediately report suspicious, unusual and/ or out-of-the-ordinary occurrences to Military personnel, Security personnel, and/or the COR. Contractors shall not allow personnel to follow them into the vivarium “piggybacking” without first “badging” in.

6.2.4.7 Contractor Quality Control (QC) and Quality Assurance (QA) (Deliverable 9) The contractor shall establish a quality control plan that encompasses all performance aspects of the contract. The Contractor shall ensure the Government’s interests are protected through this function. The Contractor shall have sufficient, well-defined responsibility, authority, and the organizational freedom to identify and evaluate quality problems and to initiate recommendations, and provide solutions. The contractor shall implement the quality program in accordance with the Contractors Quality Control Plan. The Contractor will provide a QA inspection at least once monthly. The inspection team leader shall be administered by contract personnel not assigned to the on-site contract. The COR will be provided the finding and corrective actions by the fifteenth (15th) of every month.

At a minimum, the Plan shall include:

· Management Involvement: Personnel performing management functions shall have distinct, well-defined, duties and responsibilities within the quality program.

· Contractor QA Function: Ensure that timely and effective corrective actions are obtained for all deficiencies identified by the Program and the Government. The Government will evaluate the contractor’s performance under this contract. When an observation indicates defective performance, the COR will inform the contract manager, or contractor’s designated representative, at the site. All deficiency responses shall include identification of the cause of the deficiency to preclude recurrence and an analysis of the quality program’s effectiveness in the area of the deficiency. Develop and maintain a training program designed to ensure all contractor personnel are clearly aware of the contractual requirements and are current from the time of contract start and remain current on any changes throughout the life of the contract. Inspection, auditing, and testing shall be prescribed by clear, complete, and current instructions. The inspection instructions shall include the specific criteria for approval and rejection of services that shall be used in each inspection or audit. Checklists may be used for this purpose. The Contractor's inspection instructions shall be documented and shall be available for review, on line, by the COR, throughout the life of the contract. The Contractor shall notify the on-site COR in writing of any changes to Contractor’s inspection instructions. Conduct special item inspections at the KO, COR, VSP Director, or Institute Commander’s written request. Results of the inspection or audit shall be provided, in writing, to the COR in a timeframe as determined by the COR and contract Program Manager.

· Quality Control (QC): The QC inspection system shall satisfy the requirements in the QASP of the Contract. It shall be designed to keep the Contractor's management informed of all issues affecting quality. The QC records of inspections shall indicate the nature and number of observations made, number and type of deficiencies found, and the nature of corrective action taken as appropriate. Records will be available to the COR on line and shall be maintained during the contract life. The COR and/or designated Government representative shall determine the corrective actions for findings requiring additional resources beyond the scope of the contractor. The contractor shall recommend SOP changes to the COR and/or section veterinarian for deficiencies that can be corrected through the adjustment of work practices.

6.2.4.8 Safety Program and Safety Training

The contractor shall follow a plan that meets the Army, WRAIR/NMRC, AAALAC and OSHA safety program standards. The plan will be a part of the Contractor’s Quality Control Plan and also address Material Safety Data Sheet use for required items when introduced to the WRAIR/NMRC facility. The contractor shall submit a copy of the safety program to the COR for approval prior to performance start. The plan will be updated as changes are made.

6.2.4.9 Administrative and Clerical Support

As applicable by position requirements, the contractor must be proficient with Microsoft Office® programs (Word, Excel, and PowerPoint). Contractor may be required to become proficient with Government-owned commercially procured Animal Management software, a FileMaker-based Pathology database and other DOD approved software and hardware. Occasional software changes should be anticipated. Government shall provide necessary instruction and/or make training available for Government provided software other than Microsoft Office.

6.2.4.10 Logistics Support (Receipt, Stocking, Inventory, and Maintenance) (Deliverable 10) The Contractor shall provide logistical support for the animal facilities as set forth in the contract requirements or as may be requested by the COR to maintain animal care. The Contractor, with respect to purchase request processing and ship times, shall maintain adequate stocks of logistical support items, including animal feed, bedding, daily use personal protective equipment and sanitation supplies. Inventories shall be managed to maintain a thirty day supply of common use items. With respect to a lead time, Contractor shall provide purchase request to the COR and VSP purchasing agents for enrichment items, animal housing items, pathology supplies and equipment required for VSP operation. An inventory of animal caging by vendor and characteristics (ventilated, grommeted, static, hanging, quad, etc) shall be performed within 30 days of contract start and submitted annually with the Outgoing Transition plan. Inventory shall include all animal caging and component parts, e.g., cage bottom, water bottles, lids, wire bars, etc. The Contractor shall maintain inventory listings on the shared VSP intranet drive in Excel spreadsheet format and will be used to develop stock inventories. A listing of approved purchase items shall be provided to the Contractor at time of award. The Contractor can request changes to the list if in the best interest of the Veterinary Program and/or the Government.

The Contractor shall receive and visually inspect each shipment.