1-FusionServiceContract_StatementofWork-REV1.pdf

Attachment 1: Statement of Work

Project Title: Service and Maintenance of Government-owned Thermo Vanquish UHPLC Chromatograph and Thermo Orbitrap Tribrid Fusion Mass Spectrometer

1. Introduction and Background

The Government Owned Thermo Vanquish UHPLC Chromatograph and Thermo Orbitrap Tribrid Fusion Mass Spectrometer is used by the Metabolomics and Lipidomics Core Facility in the Division of Intramural Research (DIR). The MS analyses of molecules are essential to the research mission of the Division of Intramural Research (DIR). To ensure that the instrumentation provides reliable and consistent results with minimum downtime, it is necessary to obtain periodic preventive maintenance, repair service by field service engineers with specific technical expertise, manufacturer-certified replacement parts, and the latest software updates and version upgrades.

2. Objective

This service agreement shall provide qualified personnel to perform a comprehensive maintenance plan including inspection, preventive maintenance, repair service, and software maintenance as required by the Division of Intramural Research (DIR) at the National Institute of Environmental Health Sciences (NIEHS), Research Triangle Park, North Carolina.

3. General Requirements

The purchase order period of performance is:

1. Base Year: May 1, 2021 through April 30, 2022

2. Option Period 1: May 1, 2022 through April 30,2023

3. Option Period 2: May 1, 2023 through April 30,2024

4. Option Period 3: May 1, 2024 through April 30,2025

5. Option Period 4: May 1, 2025through April 30,2026

The services/work that the Contractor shall provide specifically includes those described or specified herein. However, the performance as described and specified shall not be deemed to constitute a detailed specification having the effect of excluding other needed work not specifically mentioned that will be necessary for the successful completion of this project as generally described. The Contractor is required to furnish all service necessary to successfully fulfill the overall objectives set forth in the contract.

Complete mechanical and electrical preventive maintenance, including necessary repair service, shall be provided by the Contractor for Government-owned Thermo Vanquish UHPLC Chromatograph (referred to a Vanquish UHPLC from here on is comprised of 3 separate modules: Vanquish Binary Pump H VH-P10-A (Serial Number 8312740), Vanquish Split

Sampler HT VH-A10-A (Serial Number 8312715), Vanquish Column Compartment H VH-C10- A (Serial Number 6503592)) and Thermo Orbitrap Tribrid Fusion Mass Spectrometer (Serial Number FSN10507 and from here on referred to as Fusion Mass Spectrometer).

Only listed instruments shall be covered by the terms of this contract.

Place of Performance Address: 111 TW Alezander Dr, RTP, NC, 27709

Contractor personnel shall check-in with the NIEHS receptionist/guard before beginning any work. At South Campus, the receptionist is located in the lobby of building 10

The Contractor shall remove all trash, discarded parts, dunnage, and other material from areas immediately after completion of preventive maintenance and/or emergency repair. Government-owned dumpsters may be used for disposal of this waste material. The general area shall be left in a clean and orderly condition free of any foreign material caused by the preventive maintenance or repair activities.

The contractor shall provide a minimum of one (1) preventive maintenance visit per year for the Vanquish UHPLC and Fusion Mass Spectrometer and repair service (as needed) consistent with standards for workmanship and materials prevailing in the trade. The contractor must guarantee minimum of 72 hours on-site response time from the notification of needed repair. The contractor shall furnish all necessary tools, consumables, software and test equipment to pursue the fulfillment of work performed under this statement of work.

4. Contractor Personnel Requirements

The Contractor shall provide trained personnel with experience in repair and maintenance of the equipment types listed herein. Personnel must be qualified to perform the required preventive maintenance services and repairs for all listed equipment, and to properly install relocated instruments including training by the OEM and at least 5 years of experience maintaining Vanquish UHPLC chromatographs and Fusion Mass Spectrometers. The Contractor shall provide a resume or copy of certification as evidence of training. All workmanship performed by the Contractor shall be of acceptable industry standard quality and shall be immediately rectified at no additional cost to the Government upon notification of non-acceptability by the Government.

5. Contractor Requirements

The Contractor shall provide all needed supplies, parts, materials, equipment, and tools that are necessary for the performance of the contract requirements. The Contractor shall be held responsible for the cost of any repairs cause by negligence and abuse on his/her part. The Contractor shall be responsible for the cost for safeguarding all Government property that will be serviced under this contract. If applicable, the Contractor shall be responsible for replacing, purchasing, and disposing of radioactive sources, and shall consider such services a regular part of this contract.

6. Specific Requirements and Tasks

The Contractor shall provide the following services:

a. Preventive Maintenance

The instruments shall be inspected, and all necessary adjustments made at the time of inspection or call. To continue proper performance, the units shall be checked completely for parts that may need to be replaced, reassembled, adjusted, and thoroughly tested. Inspections by the Contractor are to be made in accordance with model specific preventive maintenance checklists to assure maintenance in accordance with original factory specification. The preventative maintenance checklists used should follow the OEM suggestions. A copy of preventive maintenance checklists shall be provided to the Government as part of the Contractor’s technical quote.

The Contractor shall furnish all necessary personnel, labor, facilities, equipment, parts, materials, and supplies to provide the required technical support and expertise for preventive maintenance, inspection, repair, and relocation of the Government-owned Vanquish UHPLC and Fusion Mass Spectrometer.

The instrument shall require preventive maintenance and repairs, for the basic base period and four (4) option periods, if exercised.

The mass spectrometer to be maintained has been identified by the manufacturer serial number.

In the unlikely event that it is needed, prior to the removal or replacement of the equipment, advance approval must be given by the Project Officer or Alternate Project Officer. If the equipment is to be temporarily removed or temporarily replaced by the Contractor for the purpose of repair, it shall be the responsibility of the Contractor to contact the Project Officer or Alternate Project Officer. The Contractor must identify all information on the replacement equipment, such as generic name of item, manufacturer, type/model, serial number, etc. to the Project Officer.

The Contractor must complete the PM’s and submit the PM Service Report to the Project Officer or Alternate Project Officer for instruments scheduled to receive service by the last day of the month following the end of the quarter. The Contractor shall perform preventive maintenance procedures as described in checklists that are provided to the Government as part of the Contractor’s technical quote. The Contractor shall provide the lab representative with a Preventive Maintenance Service Report upon completion of the preventive maintenance.

The Contractor shall notify the NIEHS users at least forty-eight hours in advance of making preventive maintenance inspections, and shall confirm that the schedule work will be performed at a time convenient to the user.

b. Repair Service

The Contractor shall perform all repairs as may be required to restore the instrument to its optimum operating capacity. The Contractor shall provide only qualified and trained personnel with adequate experience in repairing the particular type of unit in question. In the event field service engineers cannot effectively repair the instrument(s), the Contractor shall have senior service engineers available to effectively repair the instrument(s). The Project Officer, Alternate Project Officer, or authorized lab representative may place calls for repairs; the caller will indicate the equipment in need of repair and its location. This contact with the Contractor will be done by the most convenient means, normally by email. As a part of services provided under this contract, the Contractor shall, at no additional cost to the Government, perform all repairs necessary to prevent a breakdown or failure of Government-owned equipment covered by this contract.

c. Emergency Maintenance

The Contractor shall provide essential services to critical/ broken equipment. Work shall start within 72 hours of notification of failure and shall be completed as soon as possible, but completion shall be within five (5) working days unless otherwise authorized by the Project Officer.

d. Replacement Parts and Supplies

All necessary repair parts, materials, removal, and disposal of radioactive materials (if applicable) for maintenance of the instruments listed herein shall be furnished at no additional cost to the Government.

e. Relocations

The Contractor, at the request of the Project Officer or Alternate Project Officer, shall provide the necessary services to relocate instruments covered by this contract. The Contractor shall uninstall, relocate, and reinstall such instruments at the new location and assure the researcher that the instrument is operating at optimum capacity. Whenever possible, the Contractor shall combine the preventive maintenance inspection with the installation of the instruments following relocation.

f. Reporting Requirement and Deliverables

1. Service Reports – Delivery Tickets: The Contractor shall instruct its service representatives to obtain a signature from the NIEHS official responsible for the equipment on a service report upon completion of each service call. A copy of the signed service report shall be left with the NIEHS official responsible for the instrument under repair. The Contractor shall also forward copies of the Preventive Maintenance, Repair Service, and Relocation Service Reports to the Project Officer, MD F0-04, by the last day of the month following the end of the quarter. However, Emergency Maintenance Service Reports shall be forwarded to the Project Officer within 10 working days after completion of the service. At a minimum, Service Reports should include the following:

A. The Model Number, Serial Number, NIH Property Decal Number (if applicable), Principal Scientist, Responsible User Name, Location, Date of Service, and a description of the service performed (i.e. calibration, parts replaced, etc.).

g. Licenses

N/A

h. Inspection

The Contractor shall establish an inspection system covering the equipment stated in this Statement of Work. This system must include a method for identifying deficiencies in the quality of service performed, before the level of service become unacceptable, as well as specify the areas to be inspected on a scheduled and unscheduled basis. The Contractor shall maintain a history file on all repairs/ inspections conducted and must indicate any corrective action taken.

The history file shall be the property of the Government and shall be maintained by the Contractor and turned over the Project Officer upon completion of the contract.

i. Inventory

The Project Officer and the Contractor shall perform a quarterly inventory of all equipment covered on the contract.

j. Quality Assurance

The Government will monitor the Contractor’s performance under this contract and shall retain the right to perform unscheduled inspections, as it deems necessary. Furthermore, the Government retains all rights provided by the FAR (Federal Acquisition Regulations) clause entitled “Inspection of Services – Fixed Price” and any other inspection clause, which may be specified in the contract.

k. Safety Precautions/ Radiation Safety

All system, either mechanical or electrical that must be deactivated before servicing shall be rendered by whatever disconnect or shut-off means are provided. The Government shall be responsible for removing the contents of any equipment and ensuring it is biologically safe. If applicable, the Contractor shall notify the Health and Safety Branch before removing any radioactive material. If applicable, the Contractor is responsible for removing and disposing of all radioactive materials/sources.

l. Servicing Stickers

The Contractor Service Representative shall affix a sticker to each instrument each time that service is performed on the instrument. The sticker shall have the following information:

Contractor Name & Contract Number, Instrument Serial Number, Service Representative Name/Telephone Number, and Date of Service.

7. Government Responsibilities

The Project Officer will ensure that the service personnel have government issued badges to gain access to the NIEHS facility and any equipment or instrument to be serviced.

8. Instrument Condition

The instruments to be covered by this contract have been under continuous maintenance following the expiration of the respective warranties. The instruments shall, therefore, be considered to be at an acceptable level of upkeep to the Government at the commencement of this contract.

9. Inspection and Acceptance Criteria

The Project Officer and/or Alternate Project Officer will monitor the Contractor’s activities and accomplishments and will indicate acceptance or non-acceptance of the deliverable. The deliverables identified above will be inspected and either approved or, if they are not acceptable, rejected by the Project Officer and/or Alternate Project Officer. Such inspections will occur within five workdays after the Project Officer or Alternate Project Officer receives the deliverable.

10. Definitions

The definitions listed below are the special terms and phrases used in this Work Statement or elsewhere in the contract document. The purpose of the contract, all definitions will apply throughout.

a. Preventive Maintenance (PM) – scheduled checks and services (to include adjustments, cleaning, calibration, inspection, parts replacement and equipment servicing) of installed equipment at intervals recommended by the manufacturer or standards within the industry to ensure proper and efficient operation with minimum breakdowns, deterioration, or other deficiencies.

b. Repair Service – the restoration of failed or failing Government-owned property to its intended capacity or use.

c. Relocations - the uninstall, relocation, and re-installation of moved instruments from its existing location to a new location and assurance that the instrument is operating at optimum capacity.

d. Quality Assurance Plan – the plan developed by the Government, specifically for this contract, to assure compliance with the contract.

Attachment 1: Statement of Work