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MAINTENANCE AND REPAIR SERVICE OF STERILIZERS AND CAGE AND RACK WASHERS

(contract last updated 08/03/2012)

SCOPE: Contract for maintenance and repair service of sterilizers, cage and rack washers for Laboratory Animal Care Facilities on the University of Wisconsin Madison campus or satellite facilities. The University may add equipment to lots as needed or add additional lots to this contract by amendment.


CONTRACT # DESCRIPTION
12-5935 MAINTENANCE AND REPAIR SERVICE OF STERILIZERS AND CAGE AND RACK WASHERS
CONTRACT ORIGIN: ADDITIONAL INFORMATION:
UW-Madison
Purchasing Services
21 N Park St, Ste 6101
Madison, WI 53715-1218
UW-Madison users contact:
Jeff Whitman
(608) 262-6120 FAX (608) 262-4467
jwhitman@bussvc.wisc.edu
COOPERATIVE PURCHASING: YES
  Non-UW-Madison users contact: Vendor Representative
CONTRACT TERM: July 1, 2012 through June 30, 2015, with automatic renewal extensions to June 30, 2017, unless amended, cancelled or rebid.

Vendor(s)
(JOINT AWARD – LOT 8)
129405
Biotech Services Inc
409 S Main St
Edgerton  WI 53534
     
Sales Representative: PHONE # FAX #
Erik Thompson 608-220-6253 608-884-7591
E-mail biotechservices@frontier.com
  PHONE # FAX #
Ordering/Expediting: 608-220-6253 608-884-7591
Invoice Information: 608-220-6253 608-884-7591
Returns: 608-220-6253 608-884-7591
Supplier Diversity Reporting: 608-220-6253 608-884-7591
Website:www.biotechservicesinc.com
Commodity Code 938-63
938-90
Federal Employee ID # (FEIN) 20-5667758
F.O.B. “V” F.O.B. SERVICE/MAINTENANCE
Delivery:  
Invoicing: Invoices shall reflect contract pricing.
Warranty: Manufacturer’s standard warranty
Back Orders: Will notify ordering department within one (1) working day of order/release
Pricing Information:
Contact purchasing agent at (608) 262-6120 or jwhitman@bussvc.wisc.edu for pricing.

Vendor(s)
(JOINT AWARD – LOT 8)
124234
Eagle Technical Services Inc
S78 W35254 May Forest Rd
Eagle  WI  53119
     
Sales Representative: PHONE # FAX #
Raef Warzynski 262-594-2989 262-594-2818
E-mail raef@eagletechnical.net
  PHONE # FAX #
Ordering/Expediting: 262-594-2989 262-594-2818
Invoice Information: 262-594-2989 262-594-2818
Returns: 262-594-2989 262-594-2818
Supplier Diversity Reporting: 262-594-2989 262-594-2818
Website:www.eagletechnical.net
Commodity Code 938-63
938-90
Federal Employee ID # (FEIN) 39-2040523
F.O.B. “V” F.O.B. SERVICE/MAINTENANCE
Delivery: 1 day ARO
Invoicing: Invoices shall reflect contract pricing.
Warranty: 30 days non-electronic items
Back Orders: Will notify ordering department within one (1) working day of order/release
Pricing Information:
Contact purchasing agent at (608) 262-6120 or jwhitman@bussvc.wisc.edu for pricing.

Vendor(s)
(JOINT AWARD – LOT 8)
007533
Midwest Biomedical & Scientific Svc Inc
6378 Copps Ave
Madison  WI  53716
     
Sales Representative: PHONE # FAX #
Gary Haefer 608-712-5740  
E-mail garyh@mbssinc.com
  PHONE # FAX #
Ordering/Expediting: 608-221-8995 608-221-8667
Invoice Information: 608-221-8995 608-221-8667
Returns: 608-221-8995 608-221-8667
Supplier Diversity Reporting: 608-221-8995 608-221-8667
Website:www.mbssinc.com/
Commodity Code 938-63
938-90
Federal Employee ID # (FEIN) 43-2118882
F.O.B. “V” F.O.B. SERVICE/MAINTENANCE
Delivery: Service within 24 hours; parts: 1-2 days
Invoicing: Invoices shall reflect contract pricing.
Warranty: 90 days
Back Orders: Will notify ordering department within one (1) working day of order/release
Pricing Information:
Contact purchasing agent at (608) 262-6120 or jwhitman@bussvc.wisc.edu for pricing.

Vendor(s)
(JOINT AWARD – LOT 8)
137625
Scientific Services Plus
PO Box 154
Williams Bay  WI  53191
     
Sales Representative: PHONE # FAX #
Moe Saavedra 262-245-5481 262-245-1500
E-mail Moe@SS-Plus.com
  PHONE # FAX #
Ordering/Expediting: 262-245-5481 262-245-1500
Invoice Information: 262-245-5481 262-245-1500
Returns: 262-245-5481 262-245-1500
Supplier Diversity Reporting: 262-245-5481 262-245-1500
Website:www.SS-Plus.com
Commodity Code 938-63
938-90
Federal Employee ID # (FEIN) 26-4812661
F.O.B. “V” F.O.B. SERVICE/MAINTENANCE
Delivery:  
Invoicing: Invoices shall reflect contract pricing.
Warranty: Each product has its own warranty.  Warranty information will be given at the time of purchase
Back Orders: Will notify ordering department within one (1) working day of order/release
Pricing Information:
Contact purchasing agent at (608) 262-6120 or jwhitman@bussvc.wisc.edu for pricing.

Vendor(s)
(JOINT AWARD – LOT 8)
126819
Washer Solutions Inc
760A Canning Pkwy
Victor NY 14564
     
Sales Representative: PHONE # FAX #
Marcus Fields 585-742-6388 585-486-1155
E-mail marcus.fields@washersolutions.com
  PHONE # FAX #
Ordering/Expediting: 585-742-6388 585-486-1155
Invoice Information: 585-742-6388 585-486-1155
Returns: 585-742-6388 585-486-1155
Supplier Diversity Reporting: 585-742-6388 585-486-1155
Website:www.washersolutions.com
Commodity Code 938-63
938-90
Federal Employee ID # (FEIN) 16-1606915
F.O.B. “V” F.O.B. SERVICE/MAINTENANCE
Delivery:  
Invoicing: Invoices shall reflect contract pricing.
Warranty: Manufacturer’s standard warranty
Back Orders: Will notify ordering department within one (1) working day of order/release
Pricing Information:
Contact purchasing agent at (608) 262-6120 or jwhitman@bussvc.wisc.edu for pricing.

SPECIFICATIONS FOR MAINTENANCE AND REPAIR SERVICE OF STERILIZERS, CAGE AND RACK WASHERS 

Coverage A – (1) Preventative Maintenance Inspections to include inspection, adjustments, lubrication, calibrations, installation of replacement parts, (2) repairs during normal business hours (3) parts, labor and travel.

Coverage B – (1) Preventative Maintenance Inspections to include inspection, adjustments, lubrication, calibrations, installation of replacement parts, (2) repairs during normal business hours (3) labor and travel.
Parts not covered

LOT 1 - Equipment located in the Biochemistry Facility
LOT 2 - Equipment located in the Medical School Research Facilities (Lab/Animal Resources [LAR])
LOT 3 - Equipment located in the Waisman Center
LOT 4 - Equipment located in the Primate Lab
LOT 5 - Equipment located in the Wisconsin Institute for Discovery
LOT 6 - Equipment located in the Veterinary Medicine
LOT 7 - Equipment located in the Biotron
LOT 8 - Hourly rate for service not covered under above coverage, after hours during the week, and weekends

  
A. Preventative Maintenance Procedures

A.1

Cage and Rack Washers - Contractor agrees to perform the following procedures:

  • Perform an operational checkout of the device.  Run at least one cycle each of both Dry and Liquid cycles.  Confirm proper operation of each.
  • Externally clean the unit if necessary.
  • Lubricate if applicable.
  • Perform any adjustments or minor repairs as needed.
  • Check condition of controls and indicators.
  • Check steam traps operation.
  • Check drain strainer for foreign objects or broken glass.
  • Check wash arms to be free and clean.
  • Inspect mechanical integrity of unit.
  • Check for any rust or corrosion inside of unit.
  • Check all seals and hose connections for leaks.
  • Check door seals and replace as necessary.
  • Check for proper door operation.
  • Check operation of all solenoids or relays.
  • Check condition of acid and detergent pumps, tubing, and sensors.
  • Cycle unit and test for proper operation.
  • Inspect drain filters, clean if necessary.
  • Inspect condition of air filter if applicable.
  • Verify temperature accuracy.  (recommend within 2 degrees)
  • Verify conductivity accuracy if applicable.
  • Confirm proper slow exhaust function.
  • Test the overpressure relief valve to confirm operation and confirm that it reseats properly.  Replace if defective.

A.2

Sterilizers - Contractor agrees to perform the following procedures:

  • Inspect and clean chamber.  Wash chamber with a Calgonite solution.  Never use steel wool, picks, or scrapers.  Use only hot water and mild detergents.  Us a soft bristle brush and vacuum cleaner if necessary.
  • Clean chamber drain strainer.  Flush drain with a hot solution of Trisodium Phosphate in one quart hot water.  Pour in chamber drain.  After 5 minutes flush with hot water.
  • Place a few drops of oil on hinge pins and work in by opening and closing the door several times.  Wipe off excess oil.  Grease the door with Jet Lube Ap-1w or the equivalent high temperature, white grease.  The blue button at the center of the hand wheel on all models can be removed to reveal grease fitting for this purpose.
  • Check the door to make sure if closes properly.  Adjust if necessary.  Inspect and replace door gasket if necessary.
  • Check air filter element and replace if needed.  Recommend replacement annually. 
  • Open all traps and strainers and clean out all sediment.  Allow thermostatic traps to cool to room temperature before removing cover.
  • Operate all safety valves to be sure they are functioning properly. The valves may be triggered manually or by over-pressure.  Replace if defective.
  • Check all water and steam plumbing and valves as required.
  • Inspect all gauges and instruments.  Replace or repair damaged or malfunctioning instruments.  Replace cracked or broken glass, lamps, or buttons.
  • Inspect recorder as necessary.
  • Verify proper operating temperature with temperature date logger or with maximum registering thermometer.  If using data logger, print out a graph of sterilize cycle.
  • Run at least one complete cycle to verify proper operation.

 

A.3

Contractor must provide, at Contractor’s expense, tools of the trade, materials, supplies and equipment required to perform the work to University specifications.

 

A.4

Contract must replace or repair parts necessary to keep the equipment working as intended by the manufacturer.

 

EQUIPMENT PREVENTIVE MAINTENANCE CONTRACT REQUIREMENTS & SCOPE OF WORK

  • Contractor shall furnish all necessary tools, travel, equipment, labor and expertise to provide a Preventive Maintenance Contract to University which includes inspections, cleaning, repairing, calibrating and testing of all equipment contained in the EquipmentLlist.  Contractor shall include all labor and travel necessary for both unscheduled callbacks due to equipment failures and scheduled preventive maintenance visits.
  • Contractor shall include four (4) scheduled Preventive Maintenance inspections on all of the equipment.  Preventive Maintenance inspections to be completed quarterly throughout the life of the contract.  Specific dates of this work will be scheduled at a convenient time for the University.
  • Contractor’s service technician shall perform all required adjustments, cleanings, inspections, calibrations and repairs in accordance with manufacturer and University requirements. Contractor shall perform the specific tasks listed below for the equipment identified in the “Equipment List”. Preventive maintenance visits shall consist of technical inspections, cleaning, oiling, adjusting, calibrating and replacing parts as to maintain the equipment in first-class operating condition in accordance with the manufacturer’s maintenance specifications.  Preventive maintenance inspections and repairs shall be in accordance with manufacturer’s written recommendations, practices, and specifications.  All parts replaced and/or repaired on the equipment shall display a tag indicating the date of repair or replacement for visual inspection by the University.
  • Contractor shall calibrate the pressure transducer and temperature RTD(s) of all sterilization equipment on an annual basis using National Institutes of Standards and Technology (NIST) traceable equipment.  The Contractor shall provide the University or designee with a copy of the calibration certification for all test equipment used that is traceable back to the National Institutes of Standards and Technology.  Detailed calibration reports are to be provided by Contractor to University or designee following the completion of the annual calibration service.  In addition, each piece of sterilization equipment is to be labeled with NIST calibration identification and the date calibration was completed.
  • Contractor shall provide replacement parts required to maintain proper equipment operation throughout the life of the contract at no additional cost to the University.  Parts required to be replaced and/or rebuilt on an annual basis have been included in the PM checklist below.  All replacement parts shall be new and recommended by the equipment manufacturer.  Contractor shall document all part exclusions not included in the contract price supplied to the University.  If Contractor fails to document any part exclusions, then it will be assumed that all parts that may be required to maintain the equipment have been included in the contract and will be provided at no additional cost to the University.  All shipping and handling costs required for the delivery of replacement parts shall be included in the contract and provided to the University at no additional cost.
  • Service Response Time Requirements:
    • The Contractor shall respond with a phone call or email confirmation within two (2) hours after initial service request from the University or designee.
    • Emergency on-site service shall occur within four (4) hours after initial contact from the University or designee.  Equipment downtime is to be limited to no more than 24 hours after initial contact.  Emergency service is defined as equipment that is non-operational and deemed out of service.
    • Regular service shall occur within 24-48 hours after initial contact from the University or designee.  All regular (non-urgent) service requests must be responded to on-site no longer than 48 hours from the initial service request.  Regular service is defined as repairs required to restore equipment to manufacturer’s specifications when equipment is operational.  Equipment downtime is to be limited to no more than 72 hours after initial contact.
    • Contractor service technician’s primary office shall be located no more than 70 miles from the University.
  • Contractor shall have the ability to provide emergency service replacement parts to the University within 24 hours of initial service request.
  • Contractor shall provide a detailed description of the work completed for each service visit electronically via email within 24 hours of the completed service.  It is the desire of the University to reduce paper and utilize an efficient and traceable electronic system for service reports.  Email recipients of service reports to be identified by University and may vary based on department and equipment location.  In addition, all service reports shall be stored and made available electronically via a web-based portal for 24/7 access by the University and designees.
  • Service reports shall include the date and time when the request was received, a detailed description of the work completed, including all tests performed and the results, along with any additional work recommended by the Contractor.  Service reports shall identify the equipment being serviced by equipment ID number, which is to be present on the equipment.
  • Unscheduled and scheduled repairs shall be performed between the hours of 8:00 a.m. and 5:00 p.m., Monday thru Friday, excluding holidays.
  • Contractor shall provide a 24/7 toll-free phone number for service requests and telephone technical support.  Contractor shall provide unlimited technical phone support for University at no additional cost.  In addition, Contractor shall provide an online electronic form for the submission of web-based service requests by University or designee.
  • Contractor shall provide employee training on proper equipment operation and routine maintenance to be completed by operators at no additional cost to the University.
  • Contractor shall have the ability to supply and/or manufacture obsolete parts that may be required by the University to maintain the equipment identified.
  • Contractor field service technicians must have a minimum of five (5) years industry experience providing comparable preventive maintenance and repair services on equipment similar to that identified in the “Equipment List.”
  • Contractor shall provide University and assigned designees with 24/7 access to a web-based portal displaying service reports, detailed service history by equipment, and upcoming scheduled service visits.  Service reports shall be made available online within 24 hours of service completed.  Scheduled service visits must be visible online within two (2) hours of initial service request.
  • Contractor shall provide a minimum of three (3) current customer references to the University.  References must be from customers currently being serviced by Contractor and include similar equipment and services to that being requested by the University.  References must include contact name, address, phone number and email address.  If Contractor is currently or has performed similar services within the past two (2) years at the University, then Contractor must provide the name and contact information of University employees receiving service from Contractor.
  • Contractor shall provide a list of significant accounts that the Contractor has lost during the past three (3) years.  "Significant" for this purpose shall be construed to mean accounts representing billings by the Contractor in the range of $20,000 or more each year.  A lost account can be defined when the Contractor has been terminated on a job because of performance or default. Contact names and telephone numbers of affected companies must be provided.
  • Contractor shall provide a brief company overview that includes organizational capabilities.  In addition, Contractor shall provide documentation on the past experience, training and certifications of field technicians that will be responsible for servicing the University.
  • The University shall have the right to terminate the contract with the Contractor without penalty after the University’s thirty (30) days written notice of termination to the Contractor under the following circumstances:
    • Default of Contractor

It shall be considered a default whenever the Contractor shall:

  • Disregard or violate material provisions of the contract documents or UNIVERSITY instructions, or fail to execute the work according to the agreed upon schedule of completion and/or time of completion specified, including extensions thereof, or fail to reach agreed upon performance results.
  • Declare bankruptcy, become insolvent, or assign company assets for the benefit of creditors.
  • Preventive Maintenance Tasks – Steam Sterilizers

Contractor shall perform the following tasks on the steam sterilizers:

    • Quarterly
      • Discuss equipment performance with operators, supervisor and/or designee.
      • Check printouts: Ink quality, paper take-up, paper supply.
      • Check overall unit appearance for leaks and visual damage.
      • Check overall operation of door(s).
      • Remove hand wheel and door cover. Service all moving parts.
      • Clean and inspect lock mechanism.
      • Lubricate and reassemble door assembly.
      • Power door units, service all moving parts.
      • Clean and inspect socket plate, including alignment pins.
      • Check door post for movement.
      • Check and adjust operation of door switches.
      • Check service settable values in control per factory setting.
      • Run vacuum leak test, record results and document on service report.
      • Run a Bowie-Dick test, record results, and document on service report.
      • Check hand valves for operation/leaks.
      • Check all piping for leaks and/or damage, replace as needed.
      • Test water sensors.
      • Clean all strainers, filters and screens.
      • Check control: date/time, settings, lamps/bulbs, battery, and touch screen.
      • Run test cycle, verify parameters restored.
      • Verify unit has proper labels.
      • Reinstall panels and clean area.
      • Clean area around sterilizer, discarding trash and old parts.
      • Clean the front of the unit and wipe down unit with polish.
      • Close-out meeting with equipment operator supervisor.
    • Annually
      • Rebuild and/or replace all solenoid valves.
      • Rebuild and/or replace all check valves.
      • Rebuild and/or replace PRV.
      • Replace air filter cartridge.
      • Replace safety valve.
      • Replace plug on heat exchanger
      • Rebuild jacket and chamber traps.
      • Install new door diaphragm and gasket.
      • Install new door seal gasket.
      • Calibrate the pressure transducer and temperature RTD(s) to NIST standards.  Label sterilizer with NIST calibration identification and date calibration was completed.
  • Preventive Maintenance Tasks – Washers / Disinfectors

Contractor shall perform the following tasks on the Washers / Disinfectors:

    • Quarterly
      • Discuss equipment performance with operators, supervisor and/or designee.
      • Inspect printouts for problems.
      • When necessary, shut off all building services and drain all lines.
      • Inspect for proper operation of printer.
      • Inspect for proper operation of touch panel(s).
      • Verify that proper date and time are displayed; correct if necessary.
      • Verify that paper take up is working properly.
      • Check printout for darkness, missing characters, etc.
      • Check that buzzer on control PC board is functioning properly.
      • Inspect door for ease of operation.
      • Inspect door cable and pulleys.  Replace if necessary.
      • Check condition and operation of door limit switch(es).
      • Inspect jet spray system assembly for free movement, and no clogged jets.
      • Clean all filters and screens.
      • Remove hard water deposits from interior of chamber.
      • Verify proper water level and temperature requirements.
      • Check piping system for leaks.  Repair and/or replace if necessary.
      • Inspect strainers for debris.  Clean as necessary.
      • Inspect and adjust detergent systems; replace if necessary.
      • Install any panel or cover that was removed during the inspection.
      • Using a temperature indicator, run a test cycle to verify temperatures are maintaining 180oF.
      • Record and document results on service report.
      • Test unit operation by running a complete test cycle.
      • Clean area around washer, discarding trash and old parts.
      • Clean the front of the unit and wipe down with polish.
      • Close-out meeting with equipment operator supervisor.
    • Annually
      • Rebuild and/or replace all solenoid valves.
      • Rebuild and/or replace all check valves.
      • Rebuild and/or replace PRV.

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