Statement_of_Work.docx

STATEMENT OF WORK (SOW)

MASS SPECTROMETER MAINTENANCE

BACKGROUND

The National Institute of Standards and Technology, Chemical Sciences Division (CSD) develops measurements and standards to support clinical, environmental, food/supplement and forensic activities in industry and government using a variety of analytical methods. The Division’s ongoing work in all areas requires sensitive instrumentation which can accurately separate and measure trace analytes in complex matrices. Preventative maintenance and services are required for this instrumentation.

PURPOSE

Ensure the Sciex 6500+ QTRAP Mass Spectrometer (SN: CG23471705) and Sciex SelexION Differential Ion Mobility Device (SN:CH21181703) are operating effectively and provide CSD with advanced analytical methods and measurement capabilities for targeted analytes in supporting the clinical, environmental, food/supplement, forensic, and homeland security programs.

SCOPE OF WORK

The Contractor shall perform routine/ preventative maintenance, and repairs to the Sciex 6500+ Mass Spectrometer and Sciex SelexION Differential Ion Mobility Device to include consumables and spare parts to full system performance, according to manufacturer’s specifications. The Contractor shall provide annual comprehensive service and maintenance for the Sciex instruments for one year. Service and maintenance shall include unlimited emergency visits performed during regular business hours in addition to scheduled preventive maintenance visits. Covered expenses shall include all parts (including consumable items), labor, travel, and per diem.

SPECIFIC TASKS

The Contractor is responsible for maintaining accurate records of maintenance and repair activities. The Contractor is responsible for initiating and coordinating a preventive maintenance schedule with the NIST Technical Point of Contact (TPOC). The Contractor shall perform the following tasks in support of the scope of work listed in this SOW. The Contractor shall submit a service ticket prior to departure from NIST on any given service call for maintenance or repairs.

Repair

· The Contractor shall repair the Sciex instruments in accordance with the manufacturer’s specifications.

· Repairs must be accomplished by trained personnel who are competent in the operation of the covered equipment and will meet the requirements outlined in the Section titled Contractor’s Minimum Qualifications.

· Repairs shall be performed on-site at the NIST campus Gaithersburg, MD unless otherwise agreed by the parties.

· If a part or the equipment needs to be repaired off-site, the Contractor shall be responsible for all packaging, shipping and transportation costs as well as liability for the shipment from and to NIST.

· All parts shall meet manufacturers specifications for use with Sciex instruments.

· The Contractor shall only employ tools, instruments, software, test apparatus, methodologies, techniques, and practices approved for use with the instrument by the manufacturer.

· The service protocols and instrument specifications shall be adhered to always.

Preventive Maintenance:

· The Contractor shall provide one preventive maintenance visit per instrument per year.

· Travel, labor and factory certified replacement parts shall be included; old parts shall be removed from NIST by the Contractor at the time repairs are complete.

· All high-wear parts and solvent pathway components must be proactively replaced regardless of condition.

· Scheduling of the visits shall be consistent with the maintenance requirements of the instrument as detailed in the service and use manuals for the equipment.

· Preventive maintenance visits shall occur during NIST’s regular business hours as specified and will be scheduled at least 30 days in advance with the NIST Technical Point of Contact (TPOC).

· The scheduled maintenance visits may be made at the same time as an unscheduled visit for corrective or other action if such a visit occurs within one month before a scheduled preventive maintenance visit.

System Enhancements:

· The Contractor shall install all software repair patches and firmware upgrades for the purposes of instrument optimization no later than 60 days after any such upgrade is released.

· Prior to completion of the installation, the Contractor shall test the equipment, review the equipment’s performance, and take steps necessary to ensure the equipment is functioning in accordance with the manufacturers’ specifications as outlined in the individual instrument modules user manuals.

Service Calls:

· The Contractor shall respond to an unlimited number of requests for services in the event of instrument failure which requires immediate repair.

· The Contractor shall provide travel, labor, and any factory-certified parts that require replacement.

· The Contractor shall respond to service calls Monday through Friday, during regular business hours of 8:00 AM to 5:00 PM Monday through Friday.

· A service technician shall provide on-site service at NIST within a maximum 48-hour response time after the call is placed. No weekend or Federal Holiday service visits shall be required.

· If the Contractor is unable to resolve the problem during the service call, the Contractor is to expedite a solution for NIST within 5 business days.

· The Contractor is responsible to obtain all parts required for all repairs and maintenance.

· The Contractor shall make a reasonable effort to secure parts within 24 hours after identifying the need for a replacement part for the covered equipment.

· All repairs must result in the instruments meeting manufacturer’s specifications.

· Any parts or components removed for replacement shall become the property of the Contractor unless otherwise agreed to by the parties.

· The Contractor shall remove the parts from the NIST campus at the time of the service call or provide shipping instructions and return shipping information that NIST may return the parts to the Contractor within 3 days after the service visit is completed.

· The Contractor shall assume all charges and liability for all shipments.

· Should a part need to be replaced and that part is determined to be contaminated, NIST will dispose of the item and the Contractor will order a replacement.

· The Contractor shall be responsible for providing a “Return Authorization Number” or other information authorizing return of the shipment to their facility prior to the shipment.

Telephone Support:

· The Contractor shall provide telephone support for the covered equipment during regular business hours.

Warranty:

· The Contractor shall guarantee all labor, replacement parts, components, and software for a minimum of 90 days from the service visit completion date.

Options: The contractor shall perform the work described in this SOW for the base period and four one-year option periods. Prior to exercising an option year, additions or subtractions of other parts of the specified instrumentation may be made via bilateral agreement. The cost of the instrument addition will be determined by negotiations prior to exercising the option year.

PERIOD OF PERFORMANCE

PLACE OF PERFORMANCE

Performance will be at the NIST campuses located at 100 Bureau Dr, Gaithersburg, MD 20899 except when mutually agreed upon by both parties. Normal business hours are Monday through Friday, 8:30 a.m. to 5:00 p.m. except for Federal holidays.

SERVICE TICKET

The Contractor shall submit a service ticket to the NIST TPOC prior to departure from NIST on any given service call for maintenance or repairs. The service ticket shall include the following:

a. Date and time of arrival to NIST.

b. Description of service performed.

c. Name and quantity of any parts that were repaired.

d. Name and quantity of any parts that were replaced.

e. Date and time of departure from NIST.

f. Diagnostic test results or narrative summary demonstrating that the instrument and/or accessories are meeting the performance standards.

g. Any comments or recommendations.

h. Signature of Contractor’s service person

i. Signature block for NIST personnel accepting the services rendered.

DELIVERABLES

CONTRACTOR’S MINIMUM QUALIFICATIONS

The contractor shall provide original instrument manufacturer certified engineers or technicians during the performance of this requirement. Contractor personnel shall have at least two (2) years of experience regarding each specific instrument to be serviced and/or maintained by that person. Certifications and authorizations must be active and current. In the absence of active and current certifications and authorizations the Contractor must be able to document that technicians have access to Sciex parts, up-to-date training, up- to-date software, firmware, service notes and up-to-date technical expertise for all the Sciex instrumentation identified in this statement of work.

GENERAL INFORMATION

Safety: The Contractor employee shall be responsible for knowing and complying with all safety regulations. Such regulations include, but are not limited to, general safety, fire prevention, and waste disposal.

Security: The NIST campus is restricted. An identification badge is required for access for entry into buildings and is shown to the armed Security Police when entering the campus. The Contractor shall provide all information necessary for the TPOC to authorize entrance to a NIST campus in accordance with NIST Security Policy and Procedures.

Regular Business Hours: Regular business hours are Monday through Friday, 8:00 am to 5:00 pm Eastern Time.

Identification Badges: Contractor employees shall comply with NIST identification and access requirements. Each Contractor employee shall wear a visible identification badge provided by the NIST Security Office.

Vehicle Registration: All Contractor employees must register their vehicles with the NIST Security Office to gain access to the campus. A valid driver’s license, Government- furnished civilian ID, proof of insurance and current registration must be presented to the NIST Security Office, at which time a NIST vehicle pass will be issued. The pass shall be displayed on the vehicle in accordance with NIST Security Office instructions.