SOLICITATION NOTICE
99 -- Aquarium Maintenance
- Notice Date
- 7/14/2014
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 812910
— Pet Care (except Veterinary) Services
- 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
- HHSN-CCOPC-CSS-14-013072
- Archive Date
- 8/19/2014
- 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
- HSN-NIH-CCOPC-CSS-14-013072 Aquarium Maintenance For The National Institutes of Health Clinical Center 1. BACKGROUND INFORMATION : 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. Adjacent to the hospital facilities are research laboratories. 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 in both the Hatfield Center and the Magnuson Center. 2. SCOPE OF WORK 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 Care Program. Currently, the Clinical Center requires maintenance on fifteen (15) total aquaria of which 3 salt are water and twelve (12) freshwater aquaria. The aquaria are located in various locations in the buildings; seven are in outpatient clinics in the ACRF, and the remainder in the inpatient areas of the Hatfield building. Maintenance agreements on aquaria have been in place in the Clinical Center since September 2000. 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 willing and comfortable to engage patients as appropriate. Evaluation Criteria Past Performance (40) Point Offer or's must provide minimum of (2) written references including a contact person name/phone number and the address for current or previous jobs similar in app respect to the SOW. Technical Qualifications (35) Points Management - knowledge and skills to manage the full requirements in the SOW Cost (25) Points All evaluation factors other than cost and price, when combined, are significantly more important than cost. However, the Government reserves the right to make an award to the offeror whose proposal provides the best overall value to the Government. 3. LOCATION OF AQUARIA (water sources will be made available, but may or may not be in the proximity of the tank). 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 1C300X Magnuson - Radiology Saltwater 4 90 gal Rectangular 1C300X Magnuson - Radiology 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 7-3429 Adult Behavioral Health 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. DESCRIPTION OF AQUARIA MAINTENANCE A. Fish o 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. o Contractor shall supply food for all fish. o Contractor is currently responsible for directly feeding the fish a minimum of three (3) days per week in all outpatient areas. A minimum of three (3) days per week the fish in the inpatient tanks will be fed 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. o Contractor shall promptly remove dead fish within twelve (12) hours of notification and within four (4) hours of weekly inspection. o Contractor shall provide care and medicine for sick fish. o 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. 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 shall inspect water parameters (chorine, chloramines, phosphates, silicate, silicic acid) in tank and replacement water and administer water treatment if required before returning fish to aquaria. • The contractor shall examine water chemistry at the same time that the water exchange occurs. Maintain the stability of vital parameters (pH, nitrates, nitrites, carbon hardness or salinity). • Contractor shall clean the aquarium walls every two (2) weeks. • 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 government is responsible for providing the aquarium tanks. • Contractor shall inspect tubing, connections, air stones, skimmers and other parts for proper operation three (3) days 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 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. 5. CONTRACTOR REQUIREMENTS A. Hours of Service: The routine services shall be provided three (3) days per week; 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. 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 each location to record feeding by the Contractor or NIH personnel. The log shall indicate the following: • Date and time the Contractor arrived or NIH personnel signed off. • Verification that the fish have been fed. 2.Maintenance: Submit to Project Officer and APD a detailed report summarizing service performed at each location. Must include the following: • Review of request/problem section in that aquarium's logbook. • Check off of all required maintenance as listed under "Description of Aquaria Maintenance". • Detailed information stating what type of maintenance was performed at each location if other than what is listed under "Description of Aquaria Maintenance". • Date maintenance was performed at each location. • Time of completion for each maintenance activity. • Length of time to complete total service. • Signature of contractor. 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: • Seventeen (15) 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 October 1, 2014 through September 30, 2015 with four (4) Option years Option Year 1 (October 1, 2014 through September 30, 2015) Option Year 2 (October 1, 2015 through September 30, 2016) Option Year 3 (October 1, 2016 through September 30, 2017) Option Year 4 (October 1, 2017 through September 30, 2018) 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 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 (1) 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: a. 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 b. One copy to the Administrative Officer at: National Institutes of Health Clinical Center Attn: Nyna Konishi 10 Center Drive Building 10 (CRC), Room 7-2561 Bethesda, Maryland 20892 c. Inquiries regarding payment of the invoices should be directed to the designated payment office, attention: Chief, Accounts Payable Branch, (301) 496-6088. The Government shall consider all responses received prior to the close of this procurement on August 4, 2014 at 3:00pm Eastern Time. Small Businesses are encouraged to respond to this requirement. Written responses to this notice shall provide sufficient documentation in addressing all elements in this requirement. Please respond electronically or mail to India Payne, Contract Specialist at ipayne@nih.gov or mail: National Institutes of Health Office of Purchasing and Contracts 9000 Rockville Pike Bethesda, Maryland 20892 Bldg 10 Room 2C537C Site Visit Date: 7/23/14 Time- 10:00 AM Site visit will last approximately 2 hours Location : Meet in building 10 Atrium on the first floor Technical Personnel conducting site visit : Dr. Lisa Portnoy, Monica Bur Note: All interested parties shall obtain a visitor pass from the Visitors Center before entering Campus if you are coming by Metro. If driving all cars must enter the Visitors Center check point to obtain your visitors pass and park in Visitors Parking Only. This process can be timely so please arrive early to be at the site visit by 10:00 AM Questions: Please email questions to India Payne @ ipayne@nih.gov,by July, 25, 2014, 3:00pm Eastern Time Government will respond by modifying the solicitations with questions and answers by July 30,2014 - No phone calls please
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/HHS/NIH/CCOPC/HHSN-CCOPC-CSS-14-013072/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
- SN03423823-W 20140716/140714235449-8b9492562451b8b2da74e692755937b9 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |