5-DHHS SOW Shimadzu redacted.docx
DOCX document 3 MB Posted
- Attached to
- MW27-101 Service agreement for Shimadzu "Total Organic Carbon Analyzers" (TOC-L/TNM-L instruments)
- Solicitation number
- MW27-101
- Issued by
- Utah
About this file
This Scope of Work document is issued by the Utah Department of Health and Human Services (DHHS) for a five-year equipment service agreement covering two Shimadzu TOC-LPN (Total Organic Carbon) analyzer systems with serial numbers H54315732086 and H54315732087. The contract requires the selected contractor to provide comprehensive preventive maintenance, calibration, repair, and technical support services. Service deliverables include annual on-site preventative maintenance visits featuring full system diagnostics, component cleaning and inspection, calibration using certified standard reference materials, priority response for unscheduled repairs with unlimited on-site field visits, and factory-certified technical personnel. The contractor must coordinate all routine maintenance visits at least 14 days in advance and provide complete written field service reports detailing work performed, parts replaced, and calibration results following each service event. Additional support includes technical phone and remote software assistance during standard business hours (8:00 A.M. to 5:00 P.M. MST) and coordination with the DHHS designee or program manager.
All necessary original equipment manufacturer (OEM) replacement parts, labor, and technician travel expenses are included at no additional cost to DHHS. The contractor must submit monthly invoices by the 20th day of the month following the billing month, with each invoice containing the contractor's name, payment address, phone number, contract number, invoice number, invoice date, and itemized service details including labor hours and parts utilized. All invoices for services performed by June 30th of a given fiscal year must be submitted no later than July 14th of the following fiscal year. Digital field service reports must be submitted immediately upon completion of any on-site visit or remote intervention to the designated DHHS contact via email, with detailed documentation of labor hours, OEM replacement parts with part numbers, instrument operational status, and calibration verification data.
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Text version
SCOPE OF WORK
Article 1
PURPOSE
1.1 Purpose. The purpose of this contract is to secure a 5-year equipment service agreement to provide comprehensive preventive maintenance, calibration, repair, and technical support for two Shimadzu TOC-LPN systems with Serial Numbers H54315732086 and H54315732087.
Article 2
SERVICE REQUIREMENTS
2.1 Services. The Contractor shall perform annual on-site Preventative Maintenance (“PM”) visits for each system which must include:
(1) full system diagnostics and operational validation;
(2) clean and inspect optical, fluids, and combustion components;
(3) calibrate system using certified standard reference materials;
(4) provide priority response for all unscheduled repair calls, offering unlimited on-site field repair visits with certified service personnel;
(5) all necessary original equipment manufacturer (OEM) replacement parts, labor, and technician travel expenses required to complete repairs and PMs at no additional cost;
(6) provide technical phone and remote software support during standard business hours (08:00 A.M. – 05:00 P.M. MST);
(7) maintaining factory-certified training and certifications for all service personnel assigned to work on the covered equipment;
(8) coordinating and scheduling all routine maintenance visits at least 14 days in advance with the DHHS designee or program manager; and
(9) provide complete, written Field Service Reports following each service event detailing all work performed, parts replaced, and calibration results.
Article 4
OUTCOMES
| 3.1 | Expected Outcomes. DHHS staff shall rely on operation covered equipment with minimal unexpected downtime, maintaining high data accuracy and analytical precision. Securing long-term maintenance ensures laboratory compliance with operational standards and project timelines. |
| 3.2 | Reporting Requirement. The Contractor shall submit service reports: |
| (1) | in standard digital field service report format immediately upon completion of any on-site visit or remote intervention; |
| (2) | to the designated DHHS contact via email; and |
| (3) | include detailed itemization of labor hours, OEM replacements parts ( with part numbers). Instrument operational status , and calibration verification data. |
Article 5
BILLING REQUIREMENTS
4.1 Billing. The Contractor shall:
(1) submit monthly invoices to the DHHS designee that include:
(A) Contractor’s name, payment address and phone number;
(B) contract number;
(C) invoice number;
(D) invoice date; and
(E) details of services billed including hours worked on this contract.
(2) submit invoices no later than the 20th day of the month following the billing month; and
(3) submit all invoices to _____ for services performed on or before June 30th of a given fiscal year no later than July 14th of the following fiscal year, regardless of the Contractor’s billing period or the expiration or termination date of this contract. The State of Utah’s fiscal year is from July 1st through June 30th.
File details come from the government source that posted it. Updated .