SOW FOR RFQ.pdf

Request for Quotation Number 1333ND24QNB640679

Statement of Work

BACKGROUND

The Office of Reference Materials, the Biosystems and Biomaterials Division, the Biomolecular Measurement

Division, and the Chemical Sciences Division, part of the National Institute of Standards and Technology’s

(NIST's) Material Measurement Laboratory (MML), provides customers with Standard Reference Materials

(SRMs), calibration services and Standard Reference Data.

NIST supports accurate and comparable measurements by certifying and providing over 1,300 of the highest quality and metrological value Standard Reference Materials to industry, academia, and government. These materials can be used to perform instrument calibrations, as part of overall quality assurance programs, to verify the accuracy of specific measurements, and to support the development of new measurement methods. In order to produce SRMs, MML must ensure that they are stored properly. NIST owns several cold storage units which house the SRMs.

Preventative maintenance services are required to minimize or eliminate breakdowns of all cold storage units. In addition, the Government requires diagnostic services and repairs for two walk-in freezers.

SCOPE OF WORK

The Contractor shall provide preventive maintenance services for 86 cold storage units on a scheduled basis.

Additionally, diagnostic visits and repair services shall be provided, on an as needed basis, for two walk-in units in accordance with this statement of work and, upon approval of the Contracting Officer.

All equipment is currently functioning to manufacturer’s specifications.

GENERAL REQUIREMENTS

a. Preventive maintenance (PM) service shall be provided on the equipment identified on the attached list.

No other equipment shall be serviced. Diagnostic visits and repair services shall be performed for the two walk-in freezers identified on the attached list only. During the period of performance, additional or different units may be added via a bilateral modification to the contract.

b. All parts utilized for the PM services must be approved for use with the cold storage units by the original equipment manufacturer. The Contractor shall only employ tools, instruments, test apparatus, methodologies, techniques, and practices approved for use with the cold storage units by the original equipment manufacturer. The service protocols and cold storage specifications shall be adhered to at all times.

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 PM, or walk-in repair service, and/or pack the parts for shipment, provide shipping instructions and return shipping information that NIST may return the parts to the Contractor within three days after the PM/repair service is completed. The Contractor shall assume all charges and liability for all shipments.

c. NIST will empty the contents of freezers prior to the Contractor’s arrival. The Contractor shall not be responsible for the relocation or movement of any NIST-owned samples, equipment, materials, etc.

d. Due to timeliness associated with clearance of non-US citizens, personnel performing services must be

US citizens or have a valid green card.

http://www.nist.gov/ http://www.nist.gov/mml/index.cfm

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

f. All equipment is located at the NIST site in Gaithersburg, MD. Regular business hours are Monday through Friday, 8:00 am to 5:00 pm Eastern Time.

g. Identification Badges: The Contractor shall comply with NIST identification and access requirements.

Each Contractor employee shall wear a visible identification badge provided by the NIST Security Office.

These identification badges may be temporary badges issued for specified days, or Contractor site badges for longer durations. The NIST identification badges shall be used for work under this agreement only and for no other purposes.

h. 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 or 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.

i. The Contractor shall provide the Contracting Officer’s Representative (COR) with a point of contact, including name, telephone and email, for non-business hours’ contact. ONLY the COR can authorize non-business hours access to the NIST site.

OPTION PERIODS

This requirement includes a base period of one year line item (Line Item 0001) for preventive maintenance of covered NIST-owned cold storage units, and four one year option periods (Line Items 0003, 0004, 0005, and

0006) for preventive maintenance of NIST-owned cold storage units. All work shall be completed in accordance with this statement of work.

Line Item 0002 provides a not-to-exceed amount of $30,000, for diagnostic visits and repairs for the two walk-in freezers identified in the equipment list. This line item will remain valid for a period of five years from the date of award, or until the not-to-exceed amount of $30,000 is fully accrued, whichever comes first.

The Government will award base line items 0001 and 0002 at the time of award. The Government may exercise option periods, at its discretion, at any time prior to the expiration of the period of performance of Line Item

0001, or the period of performance of any option period.

SPECIFIC TASKS

Preventive Maintenance Services

a. The Contractor shall provide two (2) preventive maintenance visits for each unit during each one-year period of the contract. Each preventive maintenance visit shall include, at a minimum, checking the battery, checking the fluids and filter(s) and replacing the batteries, fluids, and filter(s) as needed. The cost of parts and materials for preventive maintenance shall be included in the firm fixed price of each preventive maintenance visit.

b. Scheduling of the preventive maintenance visits shall be consistent with the maintenance requirements of the equipment as detailed in the service and use manuals for the cold storage units. NIST has, on file, service and use manuals for most of the cold storage units. These manuals can be provided to the Contractor for reference when working on-site. The Contractor must maintain access to online manuals posted by the manufacturer. NIST will not be responsible for delays or deficiencies associated with the Contractor not having access to the manual for any freezer.

c. The Contractor shall contact the NIST Subject Matter Expert (SME), via the Contracting Officer’s

Representative (COR), to schedule a mutually acceptable date and time for the preventive maintenance visits.

All visits must be scheduled in advance with the COR and SME.

d. A Contractor provided inspection sticker(s) shall be affixed to each cold storage unit at the time of each preventive maintenance visit. The inspection sticker shall identify all of the following, at a minimum:

-Company Name

-Date of inspection

-Model and Serial number of the equipment.

e. Upon completion of each preventive maintenance visit, equipment serviced must, at a minimum, meet all specifications the equipment was meeting immediately prior to the PM service.

f. The Contractor shall submit a service ticket in accordance with the requirements identified herein for service tickets.

g. If the Contractor notices that a repair is necessary when performing preventive maintenance, the contractor shall not perform the repair but rather note the necessary repair as a recommendation on the service ticket.

Diagnostic Visits for Two Walk-in Units

Diagnostic visits shall be provided for two walk-in freezers on an as-needed basis. Diagnostic visits shall NOT be provided for any other equipment.

In the event of a failure, the Contractor will be contacted via phone, by the COR, and advised of the failure. The

Contractor shall provide a single on-site visit to diagnose the problem and provide a quotation for a repair including all parts, labor and travel. The Contractor shall arrive on-site at NIST not more than 24 hours from the date and time the Contractor is contacted..

During the visit, the Contractor shall diagnose the problem. The Contractor shall provide a quotation to repair the equipment inclusive of all required parts, labor and travel, at a minimum. Parts, labor and travel shall be priced separately. A parts list must be included in the quotation. The complete quotation shall be provided by the Contractor to the COR not later than two business days after the diagnostic visit is completed. The

Government will review the quotation and determine the appropriate path forward for the repair.

Repair Services-Two Walk-in Units

Upon notification by the Government for a covered walk-in freezer repair, the Contractor shall be notified by the COR or the Contracting Officer. If the Contractor performs a walk-in freezer repair on a freezer not covered under this contract and/or based upon the authorization of any other party, the Contractor shall not be paid for that repair.

Repair services will be based upon the quotation submitted by the Contractor and must be completed on a firm fixed price basis.

Repairs must result in the equipment meeting the original equipment manufacturer’s specifications.

It is anticipated that all repair work will be performed on-site at NIST. If it becomes necessary for the

Contractor to perform the repair work off-site, this must be included in the quotation for the repair in question.

The Contractor shall NOT remove any equipment from the NIST site without the prior written approval of the

Contracting Officer.

Warranty

All labor, replacement parts and components (excluding consumables) provided by the Contractor shall be guaranteed for a period of ninety (90) days from completion date of the service .

SERVICE TICKET

The Contractor shall submit a service ticket to the NIST Contracting Officer’s Representative, via email, not later than two business days after completion of each service.

The service ticket shall include all the following, at a minimum:

a. Model number.

b. Serial Number.

c. Date and time of arrival to NIST.

d. Description of service performed.

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

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

g. Date and time of departure from NIST.

h. A list of applicable credits applied from parts or services.

i. Diagnostic test results (if performed) or narrative summary demonstrating that the cold storage unit and/or accessories are meeting the performance standards.

j. Any comments or recommendations.

k. Signature of Contractor’s service person

l. Signature block for NIST personnel receiving the services rendered.

m. If applicable, required repairs identified during PM services.

PERIOD OF PERFORMANCE

The period of performance for preventive maintenance shall a base period of one year with four one-year option periods.

The period of performance for diagnostic services and repair services for the two walk-in freezers, shall be five years from the date of award.

QUALIFICATION REQUIREMENTS FOR SERVICE PERSONNEL

All service provided under this agreement must be provided by trained personnel that are certified as low temperature HVAC engineers and technicians and are fluent in the operation of the covered cold storage units.

For the purpose of this statement of work, low temperature certified and qualified refers to performing repairs on freezers that range from -20 degrees C down to and including -80 degrees C.

The certified engineers and technicians shall have at least two (2) years of experience on one or more of the cold storage units in this requirement. After award, NIST reserves the right, at any time, to request/review documentation that verifies this requirement, for any Contractor employee provided to perform services.