1 - SOW Incubators - 2022.pdf

Statement of Work

Preventive Maintenance and Repair of Government-Incubators and Shakers

Period of Performance Base Year June 1, 2022 – May 31, 2023 Option Year 1 June 1, 2023 – May 31, 2024 Option Year 2 June 1, 2024 – May 31, 2025 Option Year 3 June 1, 2025 – May 31, 2026 Option Year 4 June 1, 2026 – May 31, 2027

PART I

1. Introduction and Background

The National Institute of Environmental Health Sciences (NIEHS), located in the Research Triangle Park, North Carolina, is one of the 27 Institutes and centers composing the National Institutes of Health. The mission of the NIEHS is dedicated to reducing the burden of disease and dysfunctions associated with the environment. This mission is accomplished by conducting basic and applied research into the effect of environmental exposure on biological systems and human health, on the identification of susceptible human subpopulations and on the interaction between the environment genetics and age.

The instruments specified herein are required and used to conduct the stated basic and applied research. NIEHS would like to continue preventive maintenance service on the instruments needed to accomplish these research efforts.

2. Objective

This contract shall provide for preventive maintenance, emergency repair, repair, and relocation of approximately 338 Government-owned Incubators and Shakers as required at NIEHS. The incubators and shakers to be covered by this contract have been under continuous maintenance following the expiration of their manufacturer warranties. The instruments are therefore considered to be in optimum mechanical operating order with performance that is in accordance with the manufacturer’s design specifications.

3. General Requirements

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 and emergency maintenance response, including necessary repair service, shall be provided by the Contractor for Government-owned Incubators and Shakers as listed in Attachment 1. The COR or Alternate COR will request emergency maintenance or repair service when determined to be necessary to maintain the equipment in optimum mechanical operating order so that desired performance will be in accordance with design specification.

The Contractor shall be held responsible for the cost of any repairs caused 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.

The Contractor shall maintain a current list of all instruments covered by this contract and shall provide an updated list to the COR on a quarterly basis. This list must include the following information for each covered instrument; description, model number, serial number, NIEHS property number (if applicable), location of instrument (room number), principal investigator, and responsible contact. Only listed instruments shall be covered by the terms of this contract.

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 and recycling containers shall 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 items listed in Attachment 1 shall require preventative maintenance and may require repairs, emergency repair services and/or relocations. The quantity of items shown represents the Government’s current best estimate of the level of service that will be required during the contract period and are intended for price evaluation and funding purposes only. It is possible that these quantities may increase or decrease by 15% over the life of the contract. As needed, instruments may be added or deleted from the contract. In each instance the cost to the Government shall be calculated based on the contract unit price, and pro-rated from the time the instrument is added/deleted as applicable.

Each piece of equipment to be maintained has been identified by the manufacturer’s serial number. Prior to the removal or replacement of the equipment, advance approval must be given by the COR or Alternate COR. 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 COR or Alternate COR. The Contractor must identify all information on the replacement equipment, such as generic name of item, manufacturer, type/model, serial number, etc. to the COR. NIEHS procedures for removal of Government-owned equipment shall be followed. These procedures and the appropriate forms will be provided to the contractor by the responsible instrument user.

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 re-install relocated instruments.

The Contractor should demonstrate experience, qualifications, and availability of the proposed personnel to include detailed resumes, relevant proof of training, as well as descriptions of previous experience with projects of similar complexity. Personnel should be able to fulfill the administrative requirements for successful contract monitoring and reporting and have demonstrated ability to maintain the types of instruments and prepare service reports.

In the event the service representative is unable to rectify the situation, the Contractor shall provide a senior service engineer, or like, to resolve any problems. 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. Specific Requirements and Tasks

The Contractor shall furnish all necessary personnel, labor, facilities, equipment, parts, materials, and supplies to provide the required technical support and expertise for the following services:

a. Preventive Maintenance

The Contractor shall provide regular service that shall consist of a minimum of two preventive maintenance inspections a year, to be performed on a semi-annual basis not less than four months apart. The instruments shall be inspected, and all necessary adjustments made at the time of. To continue proper performance, the units shall be checked completely for parts that may need to be replaced, reassembled, adjusted, and the unit will be thoroughly tested.

Preventative maintenance by the Contractor is to be made in accordance with model specific preventive maintenance checklists to assure maintenance in accordance with original factory specification. A copy of the preventive maintenance checklists shall be provided to the Government as part of the Contractor’s technical proposal. An annual preventative maintenance schedule shall be developed by the Contractor and provided to the COR for approval.

The Contractor must complete the PM’s and submit the paperwork to the Project Officer or Alternate Project Officer for instruments scheduled to receive service by the last day of the month following the scheduled PMs. The Contractor shall perform preventive maintenance procedures as described in checklists that are provided to the Government as part of the Contractor’s technical proposal. 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. Emergency Repair

The Contractor shall, when notified by the COR or Alternate COR, provide emergency service by responding on-site within 24 hours and shall evaluate and initiate the necessary steps to make repairs to the equipment within a time frame, as agreed to by the end user, not to exceed 48 hours after the Contractor has been notified. The Contractor shall provide service 365 days of the year on a 24 hour-a-day basis, including weekends and holidays.

In the event the Contractor does not respond to an emergency maintenance request by the Government in the time provided in the preceding paragraph, the Government reserves the right to perform the service in-house or solicit and procure the required services from another vendor. The total cost (labor and materials) to the Government for another vendor to perform the required emergency service shall be deducted from the monthly payment due to the initial Contractor. No warning that the response period has expired will be provided, and repeated failure to arrive on time shall be cause for termination for default.

The cost of any replacement parts and/or supplies required during the repair of equipment is the responsibility of the Contractor and shall be provided at no cost to the Government.

When equipment is to be removed from the Government facilities for repairs, the Project Officer shall be notified before any such action is taken, and NIEHS procedures for removal of Government-owned equipment shall be followed. These procedures and appropriate forms will be provided by the responsible instrument user. In addition, the Contractor shall inspect and initiate the necessary steps to make repairs to the equipment listed herein within a time frame, as agreed to by the end user not to exceed forty-eight hours after a call has been placed by the COR or Alternate COR.

c. Repair Service

The Contractor shall perform all repairs as may be required to restore instruments to optimum operating capacity. The COR, Alternate COR or designated laboratory personnel 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 direct telephone contact. The Contractor shall inspect and complete routine onsite repairs to the instruments listed herein within forty-eight hours (two workdays) after the call has been placed by the NIEHS designated official.

However, in the event repair parts have to be ordered the equipment shall not be out of service for more than five workdays, unless approved by the COR. The Contractor shall be required to furnish manufacturer approved repair parts. Repair parts used by the Contractor must be warranted against defects in materials and workmanship for one year.

Equipment shall be maintained by the Contractor to 100% of equipment’s original specifications (incubators and hybridization ovens) and technical updates.

The Contractor shall perform all repairs as may be required to restore instruments to optimum operating capacity. The COR, Alternate COR, or authorized lab representative may notify the Contractor for repairs; the initiator 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 direct telephone contact or email. The Contractor shall inspect and complete repairs to the instruments listed herein within 48 hours (two working days) after notification. However, in the event repair parts have to be ordered the equipment shall not be out of service for more than five workdays, unless approved by the COR.

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.

Equipment shall be maintained by the Contractor to be 100% of equipment’s original specifications and technical updates.

d. Replacement Parts and Supplies

All necessary repair parts and materials for maintenance of the instruments listed herein shall be furnished at no additional cost to the Government. The Contractor shall be required to furnish manufacturer approved repair parts. Repair parts used by the Contractor must be warranted against defects in materials and workmanship for one year.

e. Relocations

The Contractor, at the request of the COR or Alternate COR, 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 verify 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 COR, by the last day of the month following the end of the scheduled activity.

However, Emergency Maintenance Service Reports shall be forwarded to the COR 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 Username, Location, Date of Service, and a description of the service performed (i.e., calibration, parts replaced, etc.) for each instrument.

2. Monthly Report: The Contractor shall provide a typed monthly report to the

Project Officer or Alternate Project Officer not later than the last working day of the month following each scheduled activity. The monthly report should include the following:

A. A summary of the number and types of request (i.e., emergency repairs, service repairs, and relocation) received, and completed. This summary shall be broken down for each type of service and grouped according to the type of service performed. The report should include: The Model Number, Serial Number, NIH Decal Number (if applicable), Principal Scientist, Responsible Username, Location, and Date of Service.

3. Servicing Stickers: The Contractor shall affix a new sticker to each instrument each time that service is performed on the instrument, removing and discarding any previous stickers. The sticker should include the following information:

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

4. History File: The Contractor shall maintain a history file on all repairs, emergency repairs, preventative maintenance, and relocations and must indicate any corrective action taken. The history file shall be the property of the Government and be turned over to the COR upon completion of the contract.

h. Quality Assurance System

The Contractor's Quality Assurance System is an everyday tool to ensure the Government's performance standards are being met and should be consistent with Commercial Industry Performance Standards. The system may include, but is not limited to, a written set of self-inspection check lists developed by the Contractor which comprehensively detects variations from the contract requirements; recording of work data; problem analysis; feedback and control systems for correcting deficiencies; and the necessary documentation to record findings. The adequacy and efficient management by contractor personnel can have a great impact on both the performance of the contract and the Government's quality assurance surveillance of performance. For this reason, Contractors are encouraged to use any industry or commercial standards that are available in their Quality Assurance System. Further, the comprehensiveness of the contractor's Quality Assurance System must be commensurate with the complexities and criticality of the service being performed.

i. Inventory

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

6. Government Responsibilities

The COR 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.

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.

7. Inspection and Acceptance Criteria

The COR and/or Alternate COR 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 COR and/or Alternate COR. Such inspections will occur within five workdays after receipt of the deliverable.

8. Definitions

The definitions listed below are the special terms and phrases used in this Work Statement or elsewhere in the contract document. For 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. Emergency Maintenance and Repair Service – the restoration of failed or failing

Government-owned property to its intended capacity or use. Emergency Maintenance is deemed critical and can only be authorized by the COR or Alternate COR.

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

Statement of Work