Statement_of_Work.docx

Statement of Work Specifications for Maintenance & Repair Services

BACKGROUND

The USDA, APHIS, National Veterinary Services Laboratories (NVSL) and Center for Veterinary Biologics (CVB) have a requirement for full maintenance support for specific laboratory equipment located in the various laboratories at the National Centers for Animal Health Campus at 1920 Dayton Avenue, Ames, IA 50010. The USDA APHIS intends to award a firm-fixed price contract with one base year and 4 option years.

GENERAL VENDOR REQUIREMENTS

· Detailed knowledge of the listed laboratory equipment, and methods used to operate these units.

· Support immediately upon award of contract.

· Maintenance & repair services during normal working hour coverage (8:00 A.M. to 4:30 P.M.) Monday through Friday AND 24-hour emergency service.

· Full maintenance & repair support, calibration, preventative and corrective maintenance, and all support items/components for the units listed in the Statement of Work.

· One annual Preventive Maintenance Visit to service each listed item.

STATEMENT OF WORK

This SOW describes the preventive maintenance and repair services required to be performed for the various pieces of scientific laboratory equipment listed below. Work will consist of furnishing all labor, maintenance equipment/tools, parts/supplies and protective equipment required to perform the following services:

1. Geographic Locations of the Units: all units covered under this contract are located at the USDA, NVSL and CVB Laboratories, 1920 Dayton Avenue, Ames, IA 50010. Equipment needing maintenance and repair are listed below:

PL Tech Equipment for Service Contract

2. Repair and Maintenance of Equipment:

· The Contractor is responsible under this contract to maintain the equipment identified in the SOW. The contractor shall keep the equipment in good operating condition and shall always be responsive to the maintenance requirements of Ames, IA where the equipment is located.

· The Contractor shall be qualified and authorized by the Original Equipment Manufacturer · (OEM) in the repair of all equipment listed within this contract. Qualification includes but not limited to the certification of all repair persons and repair facilities by the OEM as being trained and qualified to perform required repairs.

· The Contractor shall provide trained, and experienced personnel, labor, tools, diagnostic equipment, software, material, supplies, transportation, parts and equipment necessary to perform Preventive Maintenance (PM), Calibration (CAL), and corrective maintenance.

· Equipment listed in this contract will be maintained to meet the OEM's specifications.

Equipment listed in this contract will be located in laboratories with specific Biosafety Level 2 or stricter Biosafety Level 3 safety and security requirements. Note: Contractor shall have representatives capable of servicing validated equipment within laboratories with either level of safety and security requirements. Certified trained engineers will have to be available to cover the Biosafety Level 3 Labs if needed. If contractor does not have Technicians with Biosafety Level 2 or Biosafety Level 3, key personnel’s must be willing to receive training prior to working on the equipment.

· The Contractor shall provide in writing the name and telephone number of a primary and alternate individual to act as their representative for the scheduling and coordination of service calls with each site, and to be responsible for the coordination of the contract with the Government after notification of award.

3. Software Revisions & Updates The Contractor must include software revisions and updates as part of the contract at no additional cost to the Government. Updates shall be performed as soon as possible after release, but no later than the first scheduled Preventive Maintenance Inspection after release. For any updates that have been identified as critical, or required for the proper operation of equipment by the OEM, contractor shall provide installation within 30 days of release regardless of Preventive Maintenance Schedules.

4. Non-Emergency and Emergency Repair Services The Contractor is responsible under this contract to provide Non-Emergency and Emergency repairs for the equipment at the various locations identified in the SOW. The contractor shall keep the equipment in good operating condition.

Non-Emergency Repair and Maintenance Service Coverage shall be Monday through Friday, 8:00 A.M. to 4:30 P.M. A Contractor Service Tech shall respond via telephone Within 3 hours after receipt of trouble call, and provide guaranteed on-site service within 2 business days from receipt of trouble call. The Contractor shall use its best efforts to restore the equipment to fully operational status within 2 business days from receipt of the trouble call.

Emergency Repair Services: The Contractor agrees to institute emergency repair coverage within 24 hours from receipt of notice by USDA. Emergency repair services will only be offered in the event of a suspected disease outbreak and will be limited to the duration of the emergency. In the event emergency repair coverage is required by the Government, the Contractor is expected to provide emergency repair services on a 24 hour/5 days a week basis, excluding weekends, state, and federal holidays. For emergency repair coverage, an on call Contractor Service Technician shall respond via telephone within 12 hours after receipt of emergency repair coverage notification and provide on-site service no later than the next business day after receipt of the trouble call. The Contractor shall use its best efforts to restore the equipment to fully operational status within 48 hours from receipt of the trouble call. The emergency repair coverage will be in effect until such time as USDA notifies the Contractor that emergency repair coverage is no longer required.

· The Contractor shall provide the NVSL and CVB representative with a designated point of contact and will initiate the repairs.

· Contractor's response to requests for repair services may include telephone consultation with the equipment user/operator and a Contractor Representative. Telephone consultation shall:

1. Provide instruction in determining operator error

2. Determine the most likely cause of the problem

3. Determine if resolution of the problem requires the dispatch of a Contract Representative

4. Identify replacement parts likely to be required in order to return the equipment to 100% operational condition as specified by the OEM.

· Whenever the repair of equipment cannot be performed at the site as determined by the Contractor, the Contractor shall notify the Contracting Officer who will make arrangements for the Contractor to remove the item to the Contractors designated site. The Contractor may be required to sign a Government form accepting responsibility for the Government equipment. The Contractor shall provide a detailed description of removed items, include as a minimum manufacturers serial numbers and equipment control number (ECN) of all equipment I items removed.

· All charges resulting from a Contractor determined requirement to transport Government owned property, covered by this contract, to and from an alternate repair location shall be the responsibility of the Contractor

5. Contractor Report Requirements

· The Contractor shall provide a full service report within three (3) business days after completion of all service performed. The service report shall include, but not be limited to: contract number, equipment description (model, serial number, equipment control number) contractors log number, detailed description of the service(s) performed, replacement part(s) information (part number, part value, nomenclature, unit price, manufacturer, if not OEM, and whether the part is new/used/reconditioned), the completion date and time, man-hours expended, model and serial numbers, and the name of the Contractor Representative performing the service.

· Contractor will be required to affix a tag on equipment upon the completion of a preventative maintenance inspection. Tag may either be a sticker or hanging tag. As a minimum the tag shall contain: the name of the contractor, technician performing inspection and date of inspection legibly printed.

6. Contractor Furnished Property and Material

· The Contractor shall provide all service literature, reference publications, laptop computers and diagnostic software to be used by the contractor service technicians and as required for the completion of the services in accordance with this contract.

· All test equipment used in the performance of this contract must be calibrated (if required/as required by manufacture of test equipment) and shall be in compliance with OEM standards as required.

· The Contractor shall have his/her own service manuals, specifications, schematic diagrams, and parts lists to assist in the evaluation/repair of all equipment included in this contract.

· The Government will not be responsible for the damage or loss due to fire, theft, accident, or other disaster of Contractor supplies, materials, or for the personal belongings brought onto Government property by Contractor's personnel.

· The Contractor shall replace all worn or defective parts at no additional cost to Government to necessary to restore the equipment to 1 00% operational condition as specified by the OEM.

· The Contractor shall have ready access to unique and/or high mortality replacement parts. All parts supplied shall be compatible with the existing system and meet OEM specs. In the event that replacements parts are required to be shipped, shipping shall be performed in the fastest reasonable means possible (i.e., next day air) at no additional cost to the Government.

· Freight, postage, and storage charges associated with shipment and receipt of replacement parts, and the return of parts shall be the responsibility of the Contractor.

· Contractor installed replacement parts shall become the property of the Government and the replaced malfunctioning part shall become the property of the Contractor. Replaced items shall be properly disposed of at no additional cost to the Government.

· All replacement parts shall be new and certified as OEM replacement parts. In the event that new parts are not available, rebuilt parts and sub-assemblies are allowed provided that they are warranted to be free of defects for a period of time that meets or exceeds warranties of similar replacement parts. The contractor shall specifically annotate on the final Field Service report the use and identification of rebuilt parts and the period of warranty. When discrepancies occur, the Government will make the final determination on whether a replacement part is of equal or better quality.

· The Contractor shall only incorporate OEM specified modifications, alterations and upgrades.

· The Contractor shall be responsible for the repair/replacement of damaged Government owned equipment and property due to the negligence of the Contractor or his representatives and shall be at the Contractors expense.

7. All the above work will be accomplished within the time frames indicated and in a quality that meets with USDA-APHIS-NVSL/CVB & OEM standards.

8. Technical Point of Contact

US DEPT OF AGRICULTURE

ATTN: Sherry Lund USDA, National Veterinary Services Laboratories 1920 Dayton Avenue Ames, IA 50010

PH: 515-337-7906

Fax: 515-337-7527

9. Invoice Instructions:

Invoice instructions: The Contractor shall submit invoices to the Treasury's Invoice Processing Platform (IPP) at http://www.ipp.gov. Please reference the contract number on each invoice.

10. Period of Performance:

The period of performance is the date of award through May 31st, 2019 plus four option years if exercised.

11. Exercising Option Years:

When exercising option years, the government shall specify which option items will exercised. All or some equipment may be exercised for option years. Equipment can be removed by modifying the contract. Funding will be added in accordance to the agreed upon firm-fixed price for each equipment for a particular option year.