5-Attachment B Scope-of-Work- Foss BacSomatic PM.docx

Scope of Work #NC26-55 Foss Bacsomatic Maintenance Attachment: B

1. Introduction

The intent of this procurement is to establish a service agreement with a vendor for the maintenance for our FOSS BacSomaticTM instrument. The Utah Department of Agriculture and Food, Division of Laboratory Services requires our FOSS BacSomatic instrument maintain maintenance for a 5 year term; the current service agreement will expire in March, 2026. The Utah Department of Agriculture & Food (UDAF), Division of Laboratory Services is seeking a new service agreement to avoid a lapse in service.

2. Background

The Utah Department of Agriculture and Food (UDAF), Division of Laboratory Services, tests dairy products under the jurisdiction of the Division of Regulatory Services. This critical program ensures the safety and quality of the Grade-A milk supply for consumers throughout the state of Utah. One of the prescribed tests is enumerating somatic cells in milk, a prescribed test that must be performed using methods and instrumentation approved under National Conference on Interstate Milk Shipments (NCIMS) standards.

The UDAF Lab currently operates a FOSS BacSomaticTM instrument in accordance with NCIMS forms 2400a–10 and 2400. The primary purpose of the service agreement is to guarantee regular preventative maintenance, including calibrations, cleaning, part replacements, and minor repairs. Consistent servicing is essential to prevent costly equipment failures and extend the functional lifespan of this critical diagnostic tool.

3. Scope of Work

The contractor is responsible for performing all preventative services required to ensure the continuous, NCIMS-compliant operation of the FOSS BacSomaticTM instrument. All services must be performed during standard UDAF business hours.

This includes, but is not limited to:

· Preventative maintenance: Performing all necessary scheduled on-site maintenance to keep the instrument in good working condition. This includes instrument and software maintenance and necessary cleaning and must occur during business hours, at least annually, with all travel and part costs included.

· Technical support & Repair: All services must be performed by factory-trained, certified technicians specialized with the FOSS BacSomatic™instrument.

· Responsiveness: The Contractor must provide a guaranteed response to requests for technical support or on-site repair within three (3) business days, and on an as-needed basis.

· Compliance: Ensuring all servicing, parts, and reagents are applied according to manufacturer specifications and NCIMS form 2400a-10 standards.

· Equipment Guarantee: The Contractor shall provide a "fix-or-replace" guarantee. In the event the instrument cannot be restored to full NCIMS-compliant operational status through standard repair, the Contractor shall be responsible for the repair or replacement of the unit to ensure no lapse in state testing capabilities.

4. Requirements

The contractor must provide all materials, parts, and tools for the preventative maintenance. This includes software, instrument licensing required to properly service the instrument, and repairs to NCIMS standards..

The UDAF Lab is responsible for providing safe and unrestricted access to the FOSS BacSomaticTM instrument during business hours. In addition to the necessary facility utilities (electrical power and water), required during any on-site service. A designated point of contact (Laboratory Manager) will be assigned for coordination service schedules and provide necessary laboratory information to the technician.

5. Compliance

The Laboratory Manager will oversee scheduling of the service, review service reports, and monitor the working condition of the instrument post-service. The manager will facilitate technical support as needed and ensure that deliverables meet contractual requirements.

6. Project Deliverables

The deliverables of the service contract should include:

· At least 1 onsite service maintenance visit per year, including all parts and travel costs necessary for the visit.

· Installation of any software or firmware released by the manufacturer during the agreement period, typically performed during the annual maintenance visit.

· Technical support or dispatch of a certified service technician to the instrument site within 3 business days of request by the UDAF Lab.

· A detailed service report after each service event outlining work performed, parts replaced, and final instrument working condition.

7. Project Timeline

The initial contract term is for (5) years. The agreement shall be effective upon expiration of the current contract. The first onsite maintenance visit should be scheduled within 30 days of entering the agreement and occur before January 1st, 2027. All preventative maintenance visits must occur at least once per agreement year, and within 1 calendar year of the preceding visit. Technical support service will be provided on an as needed basis within 72-hours of the request.

8. Project Budget

The total cost of the service agreement should not exceed $50,000 for 5 years. Depending on budget constraints, the contract may be for only (1) year, in which case the service agreement should not exceed $10,000 for 1 year. The budget includes all costs associated with the project deliverables. The service agreement budget is firm and cannot be exceeded. Anyone who submits costs over this budget will be disqualified.

If funding is not acquired for additional years, the contract will end once funding is gone.