CEFAS24-83 RFQ for onsite pipette clinic for Maintenance, Calibration & Repair

Tender description

Request for Quotation for Onsite pipette clinic for the preventative maintenance, calibration service and repair of all makes of pipettes held at the Cefas Weymouth Laboratory, to UKAS standards where required. 1. Background The Cefas Weymouth laboratory has some 250+ pipettes that require annual and/or two yearly preventative maintenance, service, calibration, and repair. We have various brands, including:- Eppendorf, Gilson, Sartorius, Rainin (Mettler Toledo), Biohit, HTL, Thermo Electron, Labsystems and Fisherbrand. As an example, in molecular, virology and tissue culture areas, pipettes are used for the detection, isolation, and identification of aquatic diseases. This ranges from handling tissue homogenates, extracted DNA/RNA, to simply aliquoting out reagents precisely. There is similar usage in our other laboratory areas. The Cefas labs currently undertake testing work to ISO/IEC 17025. Therefore, the supplier must also be accredited to ISO17025 to undertake the calibration work. 2. Requirements 2.1. Pipette Clinic Cefas require the Supplier to: 2.1.1. Provide the services via an annual onsite clinic at the Weymouth laboratory. To be run over 3 to 4 weeks, Ideally in the January of each year, with preferred start dates for January 2025 being week of 6th or week of 13th. 2.1.2. Provide the services for ~250 pipettes. Note that numbers of pipettes may vary, so onsite technicians must be able to respond dynamically. 2.1.3. Provide a variety of levels of service, repair, and calibration, dependant on the requirements of the pipette owner, and might vary depending on e.g. the type of work the pipette is used for (accredited testing or research) and the calibration schedule of the pipette. Some pipettes are ‘variable volume’, ‘multichannel variable volume’, or ‘repeater’ pipettes, as well as single volume. 2.1.4. For some pipettes, provide these services to UKAS level certification (see 2.1.3). Any supplier must be accredited to ISO 17025 to perform the calibration work. 2.1.5. Seals/ O ring replacements to be included as standard as part of the maintenance. 2.1.6. Use original manufacturer's parts for replacements when necessary or the user requests this. 2.1.7. Use balances of a high quality, which are certified regularly, and are appropriate for the volume of the pipette being tested or calibrated (e.g., the smaller the volume, the greater the sensitivity required). 2.1.8. Provide different calibration plans and different specification levels including ISO 8655-2, and manufacturer’s specifications (more stringent) where required. See Table 1 and Table 2 below for full details. 2.1.9. Ensure all certificates and relevant paperwork are provided to Cefas in electronic format via email. 2.1.10. Where repairs are not possible at the onsite clinic, options for pipettes to be sent away as required should be provided by the Supplier. 2.1.11. Deliver the services via technicians who are trained and certified to work to UKAS level (see 2.1.3, 2.1.4 and 2.1.8). Table 1 – Calibration Levels 1 x 10 Ten readings at one volume. 2 x 2 Two readings at two volumes. 2 x 4 Four readings at two volumes. 3 x 4 Four readings at three volumes 3 x 5 Five readings at three volumes 3 x 10 Ten readings at three volumes. Table 2 – Service Levels As Found calibration - A calibration that takes place when the technician receives the pipettes from Cefas. These are not cleaned or serviced. This is an ‘As Found’ calibration. Preventative Maintenance, As Returned calibration - Preventative Maintenance occurs, changing the sealing system, cleaning and servicing the pipette. After this process, the pipette is calibrated as an ‘As Returned’ calibration. As Found calibration, Preventative Maintenance, As Returned calibration A calibration that takes place when the technician receives the pipettes from Cefas. This is an ‘As Found’ calibration. After this, Preventative Maintenance occurs, changing the sealing system, cleaning and servicing the pipette. After this process, the pipette is calibrated as an ‘As Returned’ calibration. As Found calibration (but if pipette fails then Preventative Maintenance and As Returned calibration will be performed) - A calibration that takes place when the technician receives the pipettes from Cefas. This is an ‘As Found’ calibration. If the pipette passes calibration no further action will take place; a certificate is produced. If the pipette fails calibration preventative maintenance occurs, changing the sealing system, cleaning and servicing the pipette. After this process, the pipette is calibrated as an ‘As Returned’ calibration. 2.2. Training / Support for Cefas Laboratory Staff In addition to the pipette services, Cefas require the Supplier to: 2.2.1. provide onsite workshops/training in calibration requirements, including how to identify the different types, the limitations of the workings of pipettes and how to select correct calibration and service levels needed. Also to explain difference between manufacturers and standard ISO level calibration and how it relates to usage. 2.2.2. provide onsite pipette handling and care workshops. Cefas expect these may be a one day workshop with one or two different dates available to ensure all key staff can attend. 3. Sustainability Suppliers should consider Sustainability in delivery of the required services with the aim to minimise Carbon Footprint in regard to: 3.1. Minimising single use plastics where possible for any required consumables and parts, as well as packaging. 3.2. Reuse, recycle, disposal of end of life consumables and parts, and of packaging. 3.3. Shipping of pipettes, and/or parts and consumables where off site servicing is required. 3.4. Travel requirements for delivering the onsite clinics. 4. Deliverables 4.1. Provide training/support as per above Specification a. To be delivered ideally in September / October, to allow staff to select correct calibration and service levels prior to the clinic. 4.2. Complete onsite pipette clinic for ~250 pipettes as per above Specification a. Clinic to be delivered in January 2025 ideally week of 6th or week of 13th. 4.3. Provide off site services for pipettes as required where this cannot be managed onsite a. To be delivered as required throughout Contract duration Location for Services to be provided: Cefas, Barrack Rd, The Nothe, Weymouth, DT4 8UB