J.1 Maintenance Nitrogen Determinator SOW_05162025.pdf

US Department of Agriculture (USDA)

Statement of Work

Contents Project General Information

1.0 Scope of Work

2.0 Background

Contractor Requirements

3.0 Technical Requirements / Tasks

4.0 Government Furnished

5.0 Deliverables / Schedule

6.0 Travel

7.0 Contractor’s Key Personnel

8.0 Security Requirements

9.0 Data Rights

10.0 Section 508 – Electronic and Information Technology Standards Attachment

Project Preventative Maintenance Agreement for Nitrogen Determinators for the Eastern Lab (EL)

General Information

1.0 Scope of Work

The contractor shall furnish all labor, parts, software upgrades, and materials necessary to perform a preventative maintenance service on any nitrogen determinators/analyzers located at Athens, GA. The maintenance contract shall also include emergency service calls that need to be made on the equipment/instrument and access to remote diagnostic services.

2.0 Background

The Food Safety and Inspection Service (FSIS), a public health regulatory agency of the U.S. Department of Agriculture (USDA), protects consumers by ensuring that meat, poultry, and egg products are safe, wholesome, and accurately labeled. The Eastern Laboratory (EL), part of the Office of Public Health Safety (OPHS), is a regulatory laboratory analyzing meat, poultry and egg products, to ensure that the food supply is protected from adulteration. Nitrogen determinators/analyzers are used for nitrogen analysis in food samples to determine protein content. Preventive maintenance is needed on these instruments every year to validate they are continuously operational.

Maintenance for these instruments shall be performed at USDA, FSIS, OPHS EL is located at 950 College Station Road, Athens, GA.

Contractor Requirements

3.0 Technical Requirements / Tasks

3.1 The contractor shall perform one (1) preventative maintenance (PM) yearly on each instrument upon calibration or before PM expiration. This means PM scheduling is managed by internal counters and logs for sample runs, calibration, and maintenance intervals maintained by the system, which can be manually checked by the analyst. The maintenance also has to be done before the expiration due date listed on the device. If the due passes the device has to be retired until service is performed. This is a requirement of ISO 17025 (an internal standard for laboratory competency for testing and collaboration). The contractor shall provide a tentative preventive maintenance schedule to the Contracting Officer or Contracting Officer's Representative (COR) within fifteen (15) days after contract award. Work performed shall include, but not be limited to, both on-site and off-site consultation, cleaning, adjusting, aligning of each electronic and mechanical component, and replacing parts where needed to maintain the instrument in good operating condition.

a. All preventive maintenance must be documented, and the documentation must be provided to the COR prior to leaving the site unless alternate arrangements have been made with COR. Scheduling of PM services should be coordinated with the COR or lab representative 30 days in advance to PM expiration. Further details can be found in Deliverable 3, Repair Completion Report.

3.2 The contractor shall provide a minimum of two (2) emergency service visits per contractual period. In addition, access to remote troubleshooting/diagnostic services must be included.

3.3 The contractor shall perform PM on the following equipment/instruments:

Instrument ILN Serial Number LECO TruMac Model No. 630-300-300

ILN:7630

N2A_E07630 4266

LECO TruMac Model No. 630-300-300

ILN:7517

N2A_E07517 4203

NOTE: Limited changes could be made each year to the listing of equipment/instruments that needs to be maintained.

These limited changes may include quantity (no more than 5 instruments at a time to be serviced), brand, and/or model.

Each instrument will always fall under the category of nitrogen determinator or nitrogen analyzer. In addition, some pieces of equipment/instrument may be removed from the list each year depending on whether they are obsolete or no longer in use. If changes need to occur, the Government will contact the contractor and discuss pricing for the new equipment/instrument maintenance or removal of listed equipment.

3.4 Hours of Service:

Maintenance/repair services shall be provided during normal working hours, 8:00am to 6:00pm EST, Monday through Friday, excluding Federal Holidays. After hours and weekend support may be needed. A minimum of 24 hours’ notice will be provided for any after-hour or weekend support.

3.5 Unless otherwise stated, on-site response time will not be longer than 48-hours after a service call has been authorized. A representative may ask the analyst to try several troubleshooting techniques before opening a service call. The maximum telephone troubleshooting time is one full working day. On-site call maintenance shall include all labor, travel, and expenses. If the required part is not in stock or available, a representative will place an order with the supplier and authorize next business day delivery. Repairs shall be made in accordance with manufacturer specifications.

3.6 The COR will act, on-site, as the technical point of contact for the Government, initiate service calls, and perform acceptance of equipment after maintenance and repairs. The COR’s authority is limited to technical issues, and he/she is not authorized to make contractual decisions. The authority to resolve monetary issues and contractual interpretation is the responsibility of the Contracting Officer (CO).

3.7 The contractor will guarantee only trained and certified employees, sub- contractors, agents, or other authorized labor of the contractor are to perform work on the equipment listed in this Statement of Work (SOW). The contractor shall demonstrate said training and certification by providing a recent (within 1 year) copy of training and/or certification documentation to the COR prior to commencing work. The COR may reject employees, subcontractors, agents, or other authorized labor of the contractor if they do not meet the training or certification documentation requirement. Training and certification must be in accordance with any brand of nitrogen determinator/analyzer in need of maintenance. The brand and model will be provided to the contractor prior to any maintenance.

3.8 Parts and materials used for repairs and maintenance shall be new and meet manufacturer specifications. The contractor shall maintain an adequate inventory of spare parts to accommodate the repair of equipment within time limits specified in paragraph 3.5 above. The contractor shall pay shipping charges to and from customer to replace or repair equipment. The contractor shall also pay shipping charges for the return of equipment to the contractor.

3.9 The instrument shall be fully operational according to laboratory methodology and serviceable after completion of maintenance and repairs. Prior to leaving the area, the contractor shall demonstrate to the COR or designated representative that the equipment is operational through an in-person walkthrough of the equipment operations. The COR or designated representative will certify the equipment is performing satisfactorily.

3.10 The contractor will provide maintenance on any nitrogen determinator/analyzer at EL that becomes legacy equipment and out-of-support instruments on a best effort basis.

4.0 Government Furnished

4.1 Government Facility:

USDA FSIS OPHS Eastern Laboratory 950 College Station Road Athens, GA 30605

4.2 Location of Instrument:

Chemistry Section of the Eastern Laboratory located in the ARS Building, Athens GA, 6th floor.

4.3 Closure of Government Facilities:

The Federal Government observes the following days as holidays and Government facilities will be closed.

LEGAL HOLIDAYS (SEPT 2021)

(a)The Federal Government observes the following days as holidays.

New Year’s Day January 1st*

Martin Luther King’s Birthday Third Monday in January Presidents’ Day Third Monday in February Memorial Day Last Monday in May Juneteenth National Independence Day

June 19th*

Independence Day July 4th* Labor Day First Monday in September Columbus Day Second Monday in October Veterans’ Day November 11th Thanksgiving Day Fourth Thursday in November Christmas Day December 25th*

*If the date falls on a Saturday, the Government holiday is the preceding Friday. If the date falls on a Sunday, the Government holiday is the following Monday.

(b) In addition to the days designated above as holidays, the Government may observe additional days in accordance with 5 USC 6103.

[End of text]

5.0 Deliverables / Schedule

5.1 Key Deliverables

Item Deliverable Name / Item Title

Description Due Date No. of Copies Format Addressee

1 Annual Maintenance Report

All preventive maintenance must be documented, and the documentation must be provided to the COR prior to leaving the site unless alternate arrangements have been made with COR.

Upon completion of PM

1 per year Email/PDF e-document or Report (Hardcopy)

Lab Representative(s)

2 Emergency Service Report

The contractor shall provide on-site emergency service to include all labor, travel, and expenses.

Repairs shall be made in accordance with manufacturer specifications.

On-site response –

(48) hours after notification of repair call

1 Email/PDF e-document or Report (Hardcopy)

Lab Representative(s)

3 Repair Completion Report

The contractor shall be responsible for assuring repair is accomplished.

Within eight (8) working hours of the on-site service visit.

1 Email/PDF e-document or Report (Hardcopy)

Lab Representative(s)

4 Preventive Maintenance Schedule

The contractor shall provide a tentative preventive maintenance schedule to the COR within fifteen (15) days after contract award.

(15) days after contract awarded

1 Email Lab Representative(s)

5 Certification of Personal

A recent copy of training and/or certification documentation (within 1 year)

At least 2 days prior to work

1 per technician

Email/PDF e-document or Hardcopy

COR

5.2 Acceptance:

The Government will review 100 percent of the deliverables.

Written Acceptance or Rejection of Deliverables by the Government: The Contracting Officer or Contracting Officer's Representative (COR) will provide written notice of acceptance or rejection to the Contractor within 30 days upon receipt of the deliverable.

5.3 Certification of Personal

A recent copy of training and/or certification documentation (within 1 year) must be submitted to the COR at 2 days prior to work. Technicians called out on emergency calls are not except from this requirement. The required documentation may be submitted at the beginning of the contract period for approval and readiness prior to an emergency service call to concur with this Deliverable.

6.0 Travel

6.1 Travel Cost:

Travel costs of the service personnel for annual visits and emergency calls to the USDA-FSIS-OPHS Eastern Laboratory shall be included in the service contract. Emergency calls must first be cleared through the Contracting Officer Representative (COR). Additional cost outside of the contractual agreement will not be reimbursed by the Government.

6.2 Travel Location:

USDA FSIS OPHS Eastern Laboratory 950 College Station Road Athens, GA 30605

7.0 Contractor’s Key Personnel

7.1 Contractor Employees Qualifications

a. Must provide a recent certification document (within 1 year) showing they are trained and certified to perform the work (maintenance) as directed by the manufacture for each instrument.

8.0 Security Requirements

The contractor shall provide the COR with information on the names of all employees who will require access to the facility to perform work on equipment, including approximate dates and time of arrival. This should be provided at least 24 hours in advance of work being performed. All employees provided by contractor must have valid picture identification (State or Federally issued) before being allowed onto the Eastern Laboratory premises.

9.0 Data Rights

Not Applicable

10.0 Section 508 – Electronic and Information Technology Standards Not Applicable

Attachment Not Applicable