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FBO DAILY ISSUE OF NOVEMBER 26, 2009 FBO #2924
SOLICITATION NOTICE

99 -- Aquarium Maintenance

Notice Date

11/24/2009
 

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

168588
 

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

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 fifty years old and had a substantial addition completed in 1981 which is called the Ambulatory Care Research Facility (ACRF). The ACRF is a fourteen-floor structure which 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. 2. SCOPE OF WORK The types of patients treated at the Clinical Center range from those who are incapacitated to those who are ambulatory. 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. Maintenance agreements on aquaria have been in place in the Clinical Center since September 2000. 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 seventeen (17) aquaria, seven in outpatient clinics in the ACRF, and the remainder in the inpatient areas of the Hatfield building. 3. DESCRIPTION OF AQUARIA MAINTENANCE A. Fish •Contractor shall supply the number and type of fish for 3 salt water aquaria and 14 freshwater aquaria based on the mutual agreement of the government and the contractor. The contractor will maintain the inventory throughout the period of performance. •Contractor shall supply food for fish •Contractor shall be responsible for feeding the fish a minimum of three (3) days per week. Contractor shall promptly remove and replace any dead fish within 12 hours of notification and within four (4) hours of weekly inspection •Contractor shall provide care and medicine for sick fish B. Water Changes •Contractor shall extract 10-15% of tanks volume of water and replace every two (2) weeks for all tanks •While replacing water, simultaneously “vacuum” the substrate (gravel, sand, etc.) •Contractor shall inspect water parameters (chorine, chloramines, phosphates, silicate, silicid 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 •Filter inserts shall be exchanged every two (2) weeks for aquarium sizes (140 – 300 gallons) and every four (4) weeks for aquarium sizes (60 -100 gallons) •Contractor shall rinse filter inserts every two (2) weeks with the extracted water •The filter shall be cleaned once a month using the water extracted from the tank during the water change 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 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 aquariums 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 24 hours a day, seven days a week and on-site to provide emergency service within two (2) hours of notification E. Location of Aquaria Outpatient Aquarium Size (approximate)LocationType Water 280 gal RectangularCRC- AdmissionsSaltwater 60 gal HexagonalICU – 2nd Floor, Room 2N262Freshwater 90 gal RectangularMagnuson – RadiologySaltwater 90 gal RectangularMagnuson – RadiologyFreshwater 200 gal OctagonalMagnuson - PhlebotomyFreshwater 100 gal RectangularACRF – 8th FloorFreshwater 180 gal RectangularACRF – 13th Floor Oncology/NeurologySaltwater TOTAL= 7 Inpatient Areas Aquarium SizeLocationType Water 30 gal HexagonalCRC NW 1-1645 PediatricsFreshwater 30 gal RectangularCRC SE 1-3428 Adult BehaviorFreshwater 30 gal Bow front rectangularCRC SE 1-3440 Adult BehaviorFreshwater 15 gal RectangularCRC SW 1-5673 Children’s PlayroomFreshwater 30 gal HexagonalCRC NE 3-2340 Activity RoomFreshwater 20 gal RectangularCRC SE 5-5530 Day RoomFreshwater 30 gal HexagonalCRC SE 5-5530 Day RoomFreshwater 20 gal Rectangular CRC SE 7-3429 Adult Behavioral HealthFreshwater 30 gal RectangularCRC SE 7-5429 Adult Behavioral HealthFreshwater 40 gal RectangularCRC SW 7-3618 Neurology/Sleep LabFreshwater TOTAL= 10 4. 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. The Contractor shall be required to create and maintain a legible log at each location to record feeding. The log shall indicate the following: •Date and time contractor arrived •Verification that the fish have been fed 2.Maintenance: Submit to Project Officer 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 weekly reports for the previous week are due by Monday of the current week. 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. 5. 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: EquipmentServices Equipment: •Seventeen (17) 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 6. PERIOD OF PERFORMANCE This requirement covers the base year period of January 1, 2010 through December 31, 2011 with two (2) Option years Option Year 1 (January 1, 2011 through December 31, 2012) Option Year 2 (January 1, 2012 through December 31, 2013) 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 7. 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 8. QUALITY CONTROL AND MONITORING Quality Control will be monitored by conducting and reviewing periodic customer satisfaction, surveys, review of weekly 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. 9. 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 out service 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.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/HHS/NIH/CCOPC/168588/listing.html)
 

Place of Performance

Address: National Institutes Of Health, 9000 Rockville Pike, Bethesda, Maryland, 20892, United States

Zip Code: 20892
 

Record

SN02010671-W 20091126/091124235351-8644cf687a66563fded1b0322075dfa6 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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