1- SOW Revision.pdf

NIH/OD/OLAO/OA

Statement of Work (SOW)

(Template)

Office of Acquisitions

Statement of Work (Template)

TABLE OF CONTENTS

1.0 Introduction 2

1.1 Background 2

1.2 Scope 2

1.3 Objectives 2

2.0 Requirements 3

2.1 Tasks 3

2.2 Deliverables 3

2.3 Schedule 4

2.4 Assumptions 4

3.0 Government Furnished Property 4

4.0 Security Requirements 4

1.0 INTRODUCTION/OVERVIEW

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 NIEHS is dedicated to reducing the burden of diseases and dysfunctions associated with the environment. This mission is accomplished by conducting basic and applied research into the effects of environmental exposures on biological systems and human health, on the identification of susceptible human sub populations and on the interaction between the environment, genetics and age.

1.1 BACKGROUND

The Government Owned Shimadzu LC-40D X3 ultra-high performance liquid chromatograph (Shimadzu Scientific Instruments) and SCIEX 7500 QTRAP Ready mass spectrometer (SCIEX) are used by the Metabolomics Core Facility in the Division of

Intramural Research (DIR). The analysis of chemicals using the hyphenated UHPLC-MS assay 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, OEM or manufacturer-certified replacement parts, and the latest software updates and version upgrades.

1.2 SCOPE

This service agreement shall provide to perform a comprehensive maintenance plan including inspection, preventative 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.

1.3 OBJECTIVES

This service agreement shall provide a comprehensive maintenance plan including approved, trained personnel and all parts needed for the inspection, preventative maintenance, repair service, and software maintenance. Assessment will be performed based on the operational status of the instrumentation and the timeliness in providing the maintenance plan.

2.0 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, including necessary repair service, shall be provided by the Contractor for Government-owned Shimadzu LC-40D

X3 ultra-high performance liquid chromatograph (Shimadzu Scientific Instruments) and

SCIEX 7500 QTRAP Ready mass spectrometer (SCIEX).

The Shimadzu LC-40D X3 is comprised of the following modules:

LC-40D X3: SN#L22436152007 US

LC-40D X3: SN#L22436152008 US

SIL-40C X3: SN#L22466151237 US

SLC-40: SN#L22106151801

DGU-405 SN#L22176155096

CTO-40C SN#L22246152821

The SCIEX 7500 QTRAP Spectrometer system is comprised of the following:

Triple Quad 7500 QTR SN# FA223082207

Line Item Description Quantity

Unit

Unit Price

Total Price

CL001 model:DGU-405 Contract:

FSP_1PM_48

1 EA

CL002 model:QTRAP 7500 Contract:

FSP_2PM_48

1 EA

CL003 model:SIL-40C X3 Contract:

FSP_1PM_48

1 EA

CL004 model:LC-40D X3 Contract:

FSP_1PM_48

1 EA

CL005 model:LC-40D X3 Contract:

FSP_1PM_48

1 EA

CL006 model:CTO-40C Contract:

FSP_1PM_48

1 EA

Cl007 model:SCL-40 Contract:

FSP_1PM_48FSP_1PM_48

1 EA

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

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 101.

The Contractor shall provide all needed supplies, parts, materials, equipment, and tools that are necessary for the performance of the contract requirements. OEM or manufacturer-certified are required for repair. 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 materials, and shall consider such services a regular part 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 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 trained personnel with experience in repair and maintenance of the equipment types listed herein (or similar ultra-high performance liquid chromatography – mass spectrometry systems). 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 in repairing the listed equipment (or similar ultra-high performance liquid chromatography – mass spectrometry systems). 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.

The contractor shall provide a minimum of one (1) preventive maintenance visit per year 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.

2.1 TASKS

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 proposal.

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

UHPLC and Mass Spectrometer. OEM or manufacturer-certified parts are required for repair.

The instrument shall require preventive maintenance and repairs, for the basic contract year and any option years, 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 proposal. The Contractor shall provide the lab representative with a Preventive Maintenance Service Report upon completion of the preventive maintenance or emailed within 24 hours of completion.

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 listed equipment (or similar ultra-high performance liquid chromatography – mass spectrometry systems). 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 materials (if applicable) for maintenance of the instruments listed herein shall be furnished at no additional cost to the

Government. OEM or manufacturer-certified parts are required for repair.

e. 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.

2.2 DELIVERABLES

Instrument Status

The Contractor shall ensure that the instrument is in working condition and ensure that

OEM specified factory installation requirements are met or exceeded during any inspection, maintenance, or repair. All parts and personnel required to meet this condition are a specified deliverable.

Service Reports

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 or emailed within 24 hours after completion of the service. 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:

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.).

2.3 SCHEDULE

The period of performance will correspond with contract award with the initial period corresponding to the base contract year. Further periods of performance will correspond to any option years, if exercised.

Base Period: 08-01-2024 to 07-31-2025

Option 1*: 08-01-2025 to 07-31-2026

Option 2*: 08-01-2026 to 07-31-2027

Option 3*: 08-01-2027 to 07-31-2028

Option 4*: 08-01-2028 to 07-31-2029

2.4 ASSUMPTIONS

3.0 GOVERNMENT FURNISHED PROPERTY

No government-furnished property will be provided.

4.0 SECURITY REQUIREMENTS

Any computer connected to the instrument must remain off the internet. Software updates can be conducted via the internet within specific timeframes in which IT provides external, monitored connections to any computer connected to the instrument.

Contractor personnel shall check-in with the NIEHS receptionist/guard before beginning any work.