SOLICITATION NOTICE
65 -- Aquaria Maintenance
- Notice Date
- 2/5/2015
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 811219
— Other Electronic and Precision Equipment Repair and Maintenance
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, Clinical Center/Office of Purchasing & Contracts, 6707 Democracy Blvd, Suite 106, MSC 5480, Bethesda, Maryland, 20892-5480
- ZIP Code
- 20892-5480
- Solicitation Number
- NIH-CC-OPC-15-000004
- Archive Date
- 3/6/2015
- Point of Contact
- India A. Payne, Phone: 301-496-4848
- E-Mail Address
-
ipayne@nih.gov
(ipayne@nih.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- NIH-CC-OPC-15-000004 Aquarium Maintenance The National Institutes of Health Clinical Center 1. BACKGROUND INFORMATION: The following information describes the layout, structure and complexity of the hospital. This information is critical in developing an accurate plan for the care and maintenance of the fish on this contract. The Clinical Center Complex of the National Institutes of Health (NIH) is located in Bethesda, Maryland. The Clinical Center is the hospital of the NIH consisting of 234 inpatient beds, 76-day hospital stations, outpatient clinics, diagnostic and treatment areas, and public waiting areas. The complex consists of the Warren G. Magnuson Clinical Center (Magnuson Center) that covers 661,600 sq. ft. and the Mark O. Hatfield Clinical Research Center (Hatfield Center) that covers 698,263 sq. ft. The Magnuson Center is 61 years old and had a substantial addition completed in 1981 called the Ambulatory Care Research Facility (ACRF). The ACRF is a fourteen-floor structure that houses clinics and research laboratories on twelve floors. The first and second levels of the ACRF houses clinical services including diagnostic radiology, nuclear medicine and Positron Emission Tomography (PET), surgery, transfusion medicine and laboratory medicine. The Hatfield Center opened in 2005 and houses the inpatient units, day hospitals, additional clinics, admissions, pharmacy, social work, rehabilitation medicine departments, staff use areas, support areas and research laboratories. The Hatfield Center is a seven-story structure with a central large open atrium at the core of the building that connects four separate sectors that house occupants. Patients are housed on levels 1, 3, 5 and 7 on the southeast, southwest, northeast and northwest sectors of the facility. Levels 2, 4, and 6 are interstitial mechanical space except for small clusters of offices on the east and west elevator lobbies and atrium portions of the facility. Research laboratories are located on levels B3, B2, 1, 3 and 5. The laboratories lead to the southeast and southwest patient care units through distally placed elevator lobbies. Display aquaria for the Clinical Center are maintained throughout the Hatfield Center and the Magnuson Center in both outpatient and inpatient areas. 2. BACKGROUND The Clinical Center requires maintenance on fifteen (15) total aquaria of which three (3) saltwater and twelve (12) are freshwater aquaria. The aquaria are located throughout the NIH Campus. Seven are in outpatient clinics, and the remainder in the inpatient areas of the Hatfield building. The aquaria were installed for patients, guests and staff of the Clinical Center and are intended to provide a sense of comfort in a research hospital setting. The types of patients treated at the Clinical Center range from those who are incapacitated to those who are ambulatory. The aquaria play an important role in the patient's comfort and the contractor needs to be comfortable being surrounded by patients.. 3. SCOPE The contractor shall provide turnkey Aquarium services to include but are not limit to delivery of labor, supply, equipment, repair, and preventive maintenance services to maintain a healthy aquaria livelihood and environment of the fishes throughout the NIH Clinical Hospital as described in this Statement of Work. Oversight of the Aquarium program will be monitor by NIH Clinical Center's Animal Care Program. 3. NUMBER AND LOCATIONS OF AQUARIA The Aquaria tanks are located throughout the building on NIH Campus. Note access to water is available but not always located in close proximity to the tanks. This should be taken into account in the vendor's quotation. Outpatient Areas (7 locations) Aquarium Size (approx.) Location Type Water 1 280 gal Rectangular SW 1-5491 CRC- Admissions Waiting Saltwater 2 60 gal Hexagonal Surgery Waiting Room -2N516 Freshwater 3 90 gal Rectangular 1st floor Magnuson - Radiology Saltwater 4 90 gal Rectangular 1st floor pediatrics clinic Freshwater 5 200 gal Octagonal Magnuson - Phlebotomy-1st floor Freshwater 6 100 gal Rectangular ACRF - 8th floor Clinic Freshwater 7 180 gal Rectangular ACRF - 13th floor Oncology/Neurology Saltwater Inpatient Areas 8 locations) Aquarium Size Location Water Type 1 30 gal Hexagonal CRC NW 1-1645 Pediatrics Freshwater 2 30 gal Rectangular CRC SE 1-3428 Adult Behavior Freshwater 3 30 gal Bow front Rectangular CRC SE 1-3440 Adult Behavior Freshwater 4 15 gal Rectangular CRC SW 1-5673 Children's Playroom Freshwater 5 20 gal Rectangular CRC SE 5-5530 Day Room Freshwater 6 20 gal Rectangular CRC SE 7-3000 corridor Adult Behavioral Health community room Freshwater 7 30 gal Rectangular CRC SE 7-5429 Adult Behavioral Health Freshwater 8 40 gal Rectangular CRC SW 7-3618 Neurology/Sleep Lab Freshwater 4. TASKS A. Fish Contractor shall supply the number and type of fish for all aquaria within the Clinical Center based on the mutual agreement of the government and the contractor. The contractor will maintain the inventory throughout the period of performance. This inventory will be provided to the government on a quarterly basis. Contractor shall supply food for all fish. Contractor is currently responsible for directly feeding the fish a minimum of three (3) days per week in all outpatient areas. Some designated tanks in the inpatient areas will be fed a minimum of three (3) days per week collaboratively by NIH personnel and patients with Contractor oversight. The feeding of the fish is an integral part of the patient therapy. In the unlikely event that a tank may not be used for patient therapy, the contractor will assume the responsibility for feeding the fish in that tank. Any tanks being fed by NIH staff must be labeled and have a feed log for staff to complete. Contractor shall promptly remove dead fish within twelve (12) hours of notification and within four (4) hours of weekly inspection. Contractor shall provide care and medicine for sick fish. Contractor must describe the disposition of any fish currently in aquaria that will be replaced. Describe where fish will be held when habitats are changed. This will be communicated through an email to the COR.. B. Water Changes Contractor shall assess tanks for the need to extract and replace water. While replacing water, contractor shall simultaneously "vacuum" the substrate (gravel, sand, etc.). Contractor to provide a description on maintaining stability of water quality as it pertains to inspection of water parameters and water chemistry. Contractor shall clean the aquarium walls every 7-10 days, removing any visible algae from walls. Contractor shall provide an optimal and steady temperature for aquarium water. C. Filtration Contractor shall maintain, inspect, rinse and/or replace filters, at minimum, monthly. This will be done to maintain the healthiest environment for the fish. D. Equipment The Contractor shall provide an inventory of equipment to the Project Officer quarterly. The government is responsible for providing the aquarium tanks. Contractor shall inspect tubing, connections, air stones, skimmers and other parts for proper operation no less than 1(one) time per week for all tanks. Contractor shall clean aquarium top three (3) days per week for all tanks. Contractor shall examine expiration dates printed on the boxes and bottles of the aquarium supplies used. Do not use after the imprinted date. Contractor shall provide tops (covers) for each of the aquaria, Contractor shall provide lighting fixtures and use appropriate lighting for each aquarium to meet needs of the set-up and inhabitants. Contractor shall inspect lighting fixtures and replace any blown bulbs, tubes or other light source. In addition, tube lighting shall be replaced every six (6) months. Contractor shall provide filters for all aquaria. Contractor shall supply water heaters and replace broken or worn out heaters. Contractor shall inspect water pumps and replace malfunctioning pumps. Contractor shall ensure aquaria have sufficient oxygen to support the fish. Contractor shall perform technical checks on aquaria to test for electrical or mechanical failure. Contractor to describe contingency plan for power failures. Contractor shall be on call for emergency services such as power outages twenty-four (24) hours a day, seven (7) days a week and on-site to provide emergency service within two (2) hours of notification. Contractor shall provide a plan for transition upon winning award. Because some equipment is owned by the contractor, there is a possibility the new vendor will start with only tanks and may have to restock the filters, tops, and heat pumps. 5. CONTRACTOR REQUIREMENTS A. Hours of Service: The maintenance services stated in section 4 shall be provided three (3) days per week for outpatient tanks and (1) day per week for inpatient areas; on-site emergency service will be provided within two (2) hours of notification; and on-call emergency service will be provided twenty-four (24) hours per day, seven (7) days per week, including holidays, and even during government closures, to service aquaria in an emergency such as malfunctioning equipment. B. Staffing: The Contractor shall provide sufficient staffing to service the aquaria in the Clinical Center. Staff must have substantial experience with providing aquarium maintenance in a hospital or other healthcare setting. Contractor will provide brief summary of staff resumes. C. Reporting Requirements: The Contractor shall be responsible for the following reporting requirements: 1. Feeding: The fish shall be fed a minimum of three times per week. The contractor must describe in its proposal how it will provide feeding during holiday weekends and government closures. The Contractor shall be required to create and maintain a legible log at any tank that is fed by NIH personnel. The log shall indicate the following: Date and time. Verification that the fish have been fed. 2. Maintenance: Submit to Project Officer a detailed report summarizing services performed at each location. Must include the following: Request/problem section for each tank. This will describe any ongoing issues with the tank and the resolution. Check off of all required maintenance as listed under section 4 of this Statement of Work. Detailed information stating what type of maintenance was performed at each location if other than what is listed under section 4 of this Statement of Work. Date maintenance was performed at each location. This report can be in spreadsheet format and provided via email. 3. Required Reporting Schedule All monthly reports for the previous month are due by the first Monday of the current month. 4. Complaint Resolutions: The Project Manager shall inform and work with the Project Officer on all complaints and/or issues that arise. When a complaint is presented to the contractor, a written response shall be sent to the Project Officer within three (3) business days. 5. Requests for System or Process Change: The Contractor shall receive approval from the Project Officer if he/she wishes to change any systems or processes under which they operate. This is to ensure that the change will meet adequate safeguards and is feasible. Advance notification shall be provided to the users of the service. 6. GOVERNMENT RESPONSIBILITIES: The Government will furnish the facilities where services are to be performed at the Clinical Center. In addition, the following equipment and services will be provided to the contractor for use in direct performance of the contract: 7. PERIOD AND PLACE OF PERFORMANCE This requirement covers May 1, 2015 through April 30, 2016 with four (4) Option years on-site at NIH Clinical Center located at Base Year May 1, 2015 through April 30, 2016 Option Year One May 1, 2016 through April 30, 2017 Option Year Two May 1, 2017 through April 30, 2018 Option Year Three May 1, 2018 through April 30, 2019 Option Year Four May 1, 2019 through April 30, 2020 9. QUALITY CONTROL AND MONITORING Quality Control will be monitored by conducting and reviewing periodic customer satisfaction, surveys, review of monthly contractor reports. The Contractor and the NIH Clinical Center will review performance of the maintenance services for timely reporting and meeting the terms and conditions of the contract. This will be accomplished through quarterly status/progress meetings between NIH Clinical Center personnel responsible for managing and administering this contract (Contracting Officer, Project Officer and Animal Program Director). At these meetings the Government will convey problems/difficulties reported by contract users and recommended solutions will be discussed and mutually agreed to between the Government and Contractor. The Contracting Officer will be kept fully informed by any contract performance problems so that appropriate action may be taken. Monitoring and Surveillance The Contractor and the Project Officer will review performance of the aquarium maintenance services for reporting and meeting customer service under the terms and conditions of the contract. This shall be accomplished through quarterly status/progress meetings between the NIH Clinical Center personnel responsible for managing and administering this contract (Contracting Officer, Project Officer and Animal Program Director). These meetings with the Government shall convey problems/difficulties reported by contract users and recommended solutions shall be discussed and mutually agreed to between the Government and the Contractor. The Contracting Officer shall be kept fully informed by any contract performance problems so that appropriate action may be taken. 8.0 DELIVERABLES End Result/Deliverable Schedule/Milestone 1 Quality Control Plan (QCP). Within one (1) week of contract award, the contractor shall submit a QCP to the CO. The QCP shall cover every aspect of the contractor's operation under the contract 1 week after award of contract 2 Quarterly Reports describing tasks completed NLT 5th day following the quarter 3 Transition Plan - Within one (1) week of contract award, the contractor will provide a Transition Plan to the CO. NLT 1 week 4 Maintain a Weekly Feeding Log for all fifteen (15) tanks Daily 5 Maintain Equipment and Supply Inventory Log Quarterly nth CLAUSES As stated under FAR subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, the following FAR clauses shall also be incorporated into this advertisement as well as award: 52.212-1 Instructions of Offerors-Commercial Items- April 2014 52-212-2 Evaluation-Commercial Items- October 2014 52-212-3 Offeror Representations and Certifications---Commercial Items -December 2014 52.212-4 Contract Terms and Conditions - Commercial Items 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items 52-232-25 Prompt Payment Comments to this announcement, referencing this posting number, may be submitted to the CC, Office of Purchasing and Contracts, prior to the closing date specified in this announcement, electronically or US mail to the attention of India Payne, Contract Specialist email ipayne@nih.gov by February 19, 2015 4:00pm. Eastern Time The North American Industry Classification System (NAICS) code is:811219 NO calls please
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/HHS/NIH/CCOPC/NIH-CC-OPC-15-000004/listing.html)
- Place of Performance
- Address: National Institutes of Health, 9000 Rockville Pike, Bldg 10 Room 10C127, Bethesda, Maryland, 20892, United States
- Zip Code: 20892
- Zip Code: 20892
- Record
- SN03634819-W 20150207/150205235851-93c4605a332faf8d43af11b1f6cb5da2 (fbodaily.com)
- Source
-
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