SAMDaily.us | PRESOL | 66 | Aquaria Maintenance

SAMDAILY.US - ISSUE OF FEBRUARY 21, 2020 SAM #6658
SOLICITATION NOTICE

66 -- Aquaria Maintenance

Notice Date: 2/19/2020 6:38:18 AM
Notice Type: Combined Synopsis/Solicitation
NAICS: 811219 — Other Electronic and Precision Equipment Repair and Maintenance
Contracting Office: NATIONAL INSTITUTES OF HEALTH - CC BETHESDA MD 20892 USA
ZIP Code: 20892
Solicitation Number: NIH-CC-OPC-CSS-20-004435
Response Due: 2/28/2020 7:00:00 AM
Archive Date: 03/13/2020
Point of Contact: India Payne, Phone: 301-496-4848, Fax: 301-594-5920
E-Mail Address: ipayne@nih.gov
(ipayne@nih.gov)
Small Business Set-Aside: SBA Total Small Business Set-Aside (FAR 19.5)
Description: This is a Combined Synopsis/Solicitation for commercial supplies/services prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. Aquarium Maintenance For 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 200 inpatient beds, 93-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 870,000 sq. ft.� The Magnuson Center is 66 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.� SCOPE OF WORK All proposals must provide an accurate assessment and reflect the cost of the statement of work below. Only vendors willing to attend the site visit can submit a proposal for this contract.� The responsibility of the contractor is to arrange healthy aquaria and maintain the livelihood and environment of the fish that inhabit the aquaria with oversight by the Clinical Center�s Animal Program. Currently, the Clinical Center requires maintenance on twelve (12) total aquaria of which four (4) are saltwater and eight (8) freshwater aquaria.� The aquaria are located in various locations in the buildings; 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 ambulatory to those who are incapacitated. The aquaria play an important role in the patient�s comfort and the contractor needs to be willing and comfortable to engage patients as appropriate. 3.� LOCATION OF AQUARIA (water sources will be made available, but may or may not be in the proximity of the tank). Tanks are located throughout the building.� Access to water is available but not always located in close proximity to the tanks. Transportation of water should be taken into account in the vendor�s proposal. Outpatient Areas (7 locations) Aquarium Size (approx.) Location Type Water 1 300 gal Rectangular SW CRC- Admissions Waiting Saltwater 2 � 60 gal Hexagonal Surgery Waiting Room �2N262 Freshwater 3 140 gal Rectangular 1st floor Magnuson � Radiology Saltwater 4 ��75 gal Rectangular 1st floor pediatrics clinic Saltwater 5 180 gal Octagonal Magnuson - Phlebotomy�1st floor Freshwater 6 ��90 gal Rectangular ACRF � 8th floor Clinic Freshwater 7 �180 gal� Rectangular ACRF � 13th floor Oncology/Neurology Saltwater Inpatient Areas (5 locations) Aquarium Size Location Water Type 1 �46 gal Bowfront CRC SE 1-3428 Adult Behavior Freshwater 2 �30 gal Rectangular CRC SW 1-5673 Children�s Playroom Freshwater 3 �65 gal Rectangular CRC SE 7-3618 Freshwater 4 �30 gal Rectangular CRC SE 7-5429 Adult Behavioral Health Freshwater 5 �25 gal Rectangular CRC SW�� 7-3429 Neurology/Sleep Lab Freshwater 4. DESCRIPTION OF AQUARIA MAINTENANCE 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 Project Officer.� 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 or more frequently if needed, 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 on a regular basis.� 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 (3) 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: � � Equipment Services Equipment: Twelve (12) Aquaria Service: Cost associated with aquarium relocation Cost associated with damage to aquaria caused by the government or general public Cost associated with purchase of new aquaria 7.� PERIOD OF PERFORMANCE This requirement covers May 1, 2020 through April 30, 2021 with four (4) Option years �� Base Year�� (May 1, 2020 through April 30, 2021) �� Option Year 1 (May 1, 2021 through April 30, 2022) �� Option Year 2 (May 1, 2022 through April 30, 2023) �� Option Year 3 (May 1, 2023 through April 30, 2024) Option Year 4 (May 1, 2024 through April 30, 2025) FAR Clause 52-217-9 Option to Extend the Term of the Contract � In accordance with this clause to extend the term of the Purchase Order the following terms will apply: a.��The Government may extend the term of this contract by written notice to the contractor within 60 days; provided that the Government gives the contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires.� The preliminary notice does not commit the Government to an extension. b.��If the Government exercises this option, the extended contract shall be considered to include this option clause. 8.� CUSTOMER SERVICE Evidence of excellent interaction with government personnel and the general public is critical to the mission of NIH. The contractor shall provide customer service that: Promotes respect for all customers through use of verbal courtesies. Acknowledges and clarifies verbal messages to ensure mutual understanding. Treats customers with dignity and respect to better understand needs and requests. 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. 10. INVOICE INSTRUCTIONS Requirements shall include: Invoice must include Data Universal Numbering System (DUNS) number and Tax ID number Physical address Purchase order number One invoice per month (itemized) for all services contracted at the Clinical Center List all services performed within the month Dates worked Exact hours worked Bill Rate per Hour Subtotal for each service Total for entire invoice Invoices shall be submitted concurrently according to the invoicing instructions attached to this statement of work.� Failure to comply with these instructions will result in payment delays: � An original to the following designated payment office. � National Institutes of Health Division of Financial Management Chief, Accounts Payable Section 2115 East Jefferson St. Room 4B32 Bethesda, Maryland 20892-8500 � One copy to the Project Officer at: � �� National Institutes of Health �� Clinical Center�� Attn:� Monica Bur �� Via email: mbur@mail.nih.gov � Inquiries regarding payment of the invoices should be directed to the designated payment office, attention:� Chief, Accounts Payable Branch, (301) 496-6088. � All Interested�vendors please submitt your bid by the closing date of 2/28/2020 10:00am to India Payne� email ipayne@nih.gov or mail to:6707 Democracy Blvd., Bethesda, MD 20892-suite 106 � �
Web Link: SAM.gov Permalink
(https://beta.sam.gov/opp/514bc79daabc4c37adb16bfe42f3f0ec/view)
Place of Performance: Address: MD 20892, USA; Zip Code: 20892; Country: USA
Record: SN05565868-F 20200221/200219230144 (samdaily.us)
Source: SAM.gov Link to This Notice
(may not be valid after Archive Date)

| FSG Index | This Issue's Index | Today's SAM Daily Index Page |

Loren Data's SAM Daily™

66 -- Aquaria Maintenance