Statement of Work.docx

STATEMENT OF WORK

Hamilton NGS-Star Automated Liquid Handler Service Agreement

I. BACKGROUND

The National Institute of Standards and Technology’s (NIST) Biosystems and Biomaterials Division (BBD) is focused on developing methods that will assure reliability and confidence in the measurements that underpin research and applications in genomic measurements, biomaterials, protein therapeutics and cell therapies, cancer diagnostics, nanoparticle safety, and microbial identification and quantification. BBD carries out this work through fundamental research in measurement science and the development of reference materials, reference data, and protocols.

II. SCOPE OF WORK

The contractor shall provide a service agreement for maintenance and repair for a Hamilton NGS-STAR Automated Liquid Handler (serial number: D281) which includes eight 1-mL channels, one Hamilton CPAC, one ODTC, one iSWAP, one HEPA Hood, and five Hamilton Heater-Shakers.

III. SPECIFIC REQUIREMENTS

Preventative Maintenance

1. The Contractor shall provide one preventative maintenance visit per year to ensure long-term performance and reliability of the instrument. Preventative maintenance service shall be scheduled at least 30 days in advance to include:

a. lubrication, adjustments and replacement of service parts, all as deemed necessary by the Contractor;

b. volume verification for the eight 1-mL channels;

c. heater/shaker verification (amplitude, frequency, and temperature);

d. X, Y, Z position verification for eight 1-mL channels;

e. door lock verification.

2. Travel, labor, and factory-certified replacement parts shall be included; old parts shall be removed from NIST site by the Contractor at the time service is complete.

Repair

· The Contractor shall only use original equipment manufacturers (OEM) certified parts.

· The Contractor shall provide unlimited parts, labor, and travel.

· Repairs shall be completed by trained personnel who are fully competent in the operation of the Hamilton Liquid Handler.

· Repairs shall be rendered on-site NIST Gaithersburg, unless otherwise agreed upon by both parties.

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

· All parts shall be compliant with manufacturers specifications.

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

Service Calls

· The Contractor shall respond to an unlimited number of requests for service calls in the event of instrument failure, which require immediate repair.

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

· The Contractor shall respond to service calls during regular business hours of 8:30 AM to 5:00 PM Monday through Friday.

· The Contractor shall provide service at NIST within a maximum response time of 48-hours or less for a down instrument. 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 five (5) business days.

· The Contractor shall be responsible for obtaining 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 the performance specifications as set forth by the manufacturer.

· 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.

Service Conditions

· Services shall be completed by trained personnel who are proficient in the operation of the liquid handler and will meet the requirements outlined in the section titled Contractor’s Minimum Qualifications.

· Services must be rendered on-site at the NIST Gaithersburg campus, unless otherwise agreed by the parties.

· If a part needs to be repaired off-site, the Contractor shall be responsible for all packaging, shipping, and transportation costs to and from Gaithersburg.

· The Contractor shall be responsible for providing NIST Gaithersburg with packaging instructions, a shipping account number, and a Return Authorization Number authorizing return of the shipment to their facility prior to the shipment.

Emergency Repair

· The Contractor shall dispatch a technician for emergency service when the instrument becomes inoperable or fails to perform to specifications due to system failure.

· The Contractor shall meet a target response time of 24 hours for a down instrument;

· The Contractor shall guarantee a response time of 48 hours for a down instrument;

· The Contractor shall guarantee a four hour call back response time after receipt of a service call.

· The Contractor shall submit a work ticket to the Technical Point of Contact (TPOC) prior to departure from NIST.

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 and 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.

IV. PERIOD OF PERFORMANCE

The period of performance for one base year and three one-year options shall be as follows:

· Base Period: April 9, 2020 – April 8, 2021

· Option Period I: April 9, 2021 – April 8, 2022

· Option Period II: April 9, 2022 – April 8, 2023

· Option Period III: April 9, 2023 – April 8, 2024

V. OPTION LINE ITEMS

Line items 0002 - 0004 are option line item (CLINs). Prices for the CLINs shall remain valid in accordance with the following schedule. All specifications identified in the SOW shall be required throughout the duration of the option periods.

VI. PLACE OF PERFORMANCE

Performance shall be at NIST, 100 Bureau Drive, Gaithersburg, MD, unless agreed otherwise by both parties.

VII. TRAVEL

Travel to the NIST, Gaithersburg is required. All travel expenses shall be included in the price of the service agreement.

VIII. CONTRACTOR’S MINIMUM QUALIFICATIONS

The Contractor shall provide original equipment manufacturer certified engineers and/or service technicians during the performance of the base award and each option period. Contractor personnel shall have at least two-years’ experience on the Hamilton Liquid Handler and accessories.

IX. DELIVERABLES

X. PERFORMANCE REQUIREMENT SUMMARY

Response time for downed instrument is 48 hours or less. Provide replacement parts within 24 hours after identifying the need.

Acceptance by Technical Point of Contact (TPOC)

XI. ACCEPTANCE CRITERIA

After maintenance or repair of the instrument, the Contractor shall demonstrate that all minimum requirements are met. The demonstration of specifications may occur during acceptance testing. Acceptance testing shall occur not later than 10 business days from the date of the service.

Final acceptance by the Government will be given after completed services, and demonstration of instrumentation specifications.

XII. GENERAL INFORMATION

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

Security: NIST is a restricted campus. An identification badge is required for access for entry into buildings and also is shown to the armed Security Police when entering the campus.

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.

Media Inquiries: The Contractor employee shall not respond to any media inquiries. Any inquiries from the media shall be immediately relayed to the TPOC and/or CO. There shall be no interviews, comments, or any other response without the knowledge and approval of the NIST Director.