75N91023Q00035_DRAFT SOW.pdf

DRAFT STATEMENT OF WORK

Pre-solicitation Reference# 75N91023Q00035 1

1.0 TITLE

Follow-on Maintenance Service for Nikon CSU-W1 SoRa Spinning Disk Confocal Microscope and Associated Instrumentation

2.0 BACKGROUND

The Laboratory of Cancer Biology and Genetics (LCBG), Microscopy Core within the Center for Cancer Research (CCR) at the National Cancer Institute (NCI) of the National Institutes of Health (NIH) uses one (1) Nikon CSU-W1 SoRa Spinning Disk confocal microscope and its associated instrumentation for research. The instrument is used by NCI researchers for live cell and super-resolution imaging of cancer cell lines and organoids. The equipment is integral to the work of the LCBG Microscopy Core and is utilized extensively. As such, continuation of the comprehensive preventative maintenance and repair contract is essential for continued operation.

3.0 SCOPE

The Contractor shall provide all labor, material and equipment necessary to provide preventive maintenance and emergency service for the following government-owned equipment:

• One (1) Nikon CSU-W1 SoRa Spinning Disk Microscope including Ti2-E microscope stand Serial Number: 95V50006

• One (1) LUNF Lasers Unit

Serial Number: 405

Serial Number: 445

Serial Number: 488

Serial Number: 514

Serial Number: 561

Serial Number: 594

Serial Number: 640

All maintenance services shall be performed on-site in accordance with the manufacturer’s standard commercial maintenance practices. Service shall be provided during normal working hours (9AM to 5PM EST), Monday through Friday excluding Federal Holidays. The Contractor shall cover service calls, travel time, labor, and any OEM parts (consumable parts excluded).

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4.0 PURCHASE ORDER REQUIREMENTS AND PERSONNEL QUALIFICATIONS

4.1 PREVENTATIVE MAINTENANCE

The Contractor shall perform one (1) annual preventive maintenance inspection (PMI) during each period of performance. Services shall be performed by technically qualified, factory-trained personnel. Service shall consist of a thorough cleaning, calibration, adjusting, inspection, and testing of all equipment in accordance with the manufacturer’s latest established service procedures. All equipment shall be operationally tested through at least one (1) complete operating cycle at the end of the preventive maintenance inspection to assure optimum and efficient performance. Fees for labor, travel, and preventative maintenance replacement components shall be included at no additional cost to the Government. Reports indicating the work performed shall be issued to the NCI Technical Point of Contact (TPOC) within five (5) business days of service in an electronic format, such as Word or as a PDF.

4.2 EMERGENCY SERVICES

On-site, emergency repair service visits shall be provided on an unlimited basis at no additional cost to the government. Emergency service shall be provided by factory-trained personnel during normal working hours, 9AM to 5PM EST, Monday through Friday excluding Federal Holidays.

Emergency service requests shall be made via telephone to Technical Support. Emergency service calls shall not replace the necessity for planned preventative maintenance. Costs for labor, travel, and OEM parts shall be included. Reports indicating the work performed shall be issued to the TPOC within five (5) business days of service in an electronic format, such as Word or as a PDF.

4.3 SUPPORT

The Contractor shall have the capability to provide remote, online/telephone support. During standard business hours, the Contractor shall provide telephone, email, and web-access technical support for troubleshooting the equipment, at no additional cost to the Government. Upon receipt of notice that any part of the equipment is not functioning properly, the Contractor shall provide same-day telephone support within normal working hours to resolve the issue. If the issue cannot be resolved over the phone then qualified factory-trained personnel shall be dispatched to arrive onsite within two (2) business days of notice to inspect the equipment and perform all repairs and adjustments, or order parts, necessary to restore the equipment to normal and efficient operating condition. If the factory-trained personnel cannot resolve the issue onsite, then the instrument shall be sent to the Nikon Instruments New York Repair Facility. The contractor will make every effort to provide a loaner instrument during the off-site repair and to return the government-owned instrument within 30 business days. Fees for labor, travel, shipping and repair shall be included at no additional cost to the Government.

4.4 REPLACEMENT PARTS

The Contractor shall furnish all required replacement parts, with the exception of consumable parts, at no additional cost to the Government. Parts shall be certified OEM parts that are new or remanufactured to original equipment manufacturer specifications. Parts shall be delivered within 24 hours, or the next business day should the request fall on a Friday or a day preceding a Federal Holiday. If parts will take longer than 24 hours to be delivered for any reason, the

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Contractor must provide the TPOC with a notification stating the reason and estimated delivery timeframe immediately upon identification of delivery delay.

4.5 SOFTWARE AND FIRMWARE UPDATES/SERVICE

When Nikon NIS Elements OEM software updates are available, the Contractor shall provide Software Service and all critical/non-critical firmware upgrade/updates/maintenance releases in accordance with the manufacturer’s latest established service procedures, to include remote access (email and telephone) to technical support for use of program software and troubleshooting of the operating systems, at no additional cost to the Government. The Contractor shall receive advance approval for the installation of all software updates and revisions from the Government. Defective software shall be replaced/re-installed at no additional cost to the government. The contractor shall provide instrument component firmware updates, as needed, in accordance with the manufacturer’s latest established service procedures.

The Contractor shall provide an electronic report to the TPOC per the within one (1) day after successful performance of software updates. This report must also include the reason for the updates, and any effect it may have on equipment operation.

4.6 SERVICE EXCLUSIONS

The Contractor shall not be responsible for any repairs necessitated by abuse, neglect, vandalism, Acts of God, fire or water. These repairs shall be the subject of a separate purchase order and shall not be performed under this purchase order.

4.7 PERSONNEL QUALIFIATIONS

Personnel shall have a minimum of three (3) years in the field experience with the Nikon CSU- W1 SoRa Spinning Disk confocal microscope and associated instrumentation along with up-to-date factory-training. Technically qualified, factory-trained personnel shall perform service to the Nikon CSU-W1 SoRa Spinning Disk confocal microscope and associated instrumentation listed in this purchase order. All primary service personnel shall have at least one backup support person with at least the same level of expertise on the equipment covered by this purchase order.

5.0 TYPE OF ORDER

This shall be a firm fixed-price purchase order for severable services.

6.0 PERIOD OF PERFORMANCE

The period of performance shall be for one (1) 12-month base period and one (1) 12-month option period as follows:

Base Period March 1, 2023 – February 29, 2024 Option Period 1 March 1, 2024 – February 28, 2025

7.0 PLACE OF PERFORMANCE

Onsite services shall be performed at the following location:

NIH, NCI, Laboratory of Cancer Biology and Genetics 9000 Rockville Pike Bethesda, MD 20892

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Technical Point of Contact: [TBD - upon award]

Note that access to the NIH campus is restricted. As such all contractor personnel will be required to access campus via designated entrances where they are subject to security screening. Also, due to the current COVID-19 Pandemic there maybe additional access restrictions. Please refer to the NIH Security and Access site for more details: (www.nih.gov/about-nih/visitor-information/campus-access-security).

8.0 INSPECTION AND ACCEPTANCE

Pursuant to FAR clause 52.212-4, all work described in the SOW to be delivered under this purchase order is subject to final inspection and acceptance by an authorized representative of the Government. The authorized representative of the Government is the NCI Technical Point of Contact (POC) who is responsible for inspection and acceptance of all services, materials, or supplies to be provided by the Contractor.

Regardless of format, all digital content or communications materials produced as a deliverable under this purchase order, shall conform to applicable Section 508 Standards to allow Federal employees and members of the public with disabilities to have access to and use of information and data that is comparable to the access to and use of information and data by Federal employees or by members of the public who are not individuals with disabilities. Remediation of any materials that do not comply with the applicable Section 508 requirements as set forth below, shall be the responsibility of the Contractor.

Federal Government-wide guidance regarding accessibility of documents can be found at https://www.section508.gov/, including the documents describing the preferred method of authoring and testing documents produced in Microsoft Word 2013 or later, Microsoft Excel, and files formatted as PDF.

9.0 DELIVERABLES AND DELIVERY SCHEDULE

DELIVERABLE REQUIRED FORMAT DUE DATE

Preventive Maintenance Service Report (Section 4.1)

Electronic, Word or PDF format

5 business days after completion of service

Emergency Maintenance Service Report (Section 4.2)

Electronic, Word or PDF format

5 business days after completion of service

Software Updates/Revisions (Section 4.5)

Electronic, Word or PDF format

1 business days after completion of service

Delayed Delivery Notification (Section 4.4)

Electronic, Word or PDF format

Immediately upon identification of delayed deliveries

10.0 PAYMENT

Payment shall be made in quarterly in arrears. Payment authorization requires submission and approval of invoices to the Technical Point of Contact and NIH OFM, in accordance with the payment provisions listed below:

https://www.nih.gov/about-nih/visitor-information/campus-access-security

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The following clause is applicable to all Purchase Orders, Task or Delivery Orders, and Blanket Purchase Agreement (BPA) Calls: Prompt Payment (Jan 2017) FAR 52.232-25.

Highlights of this clause and NIH implementation requirements follow:

I. Invoice Requirements

A. An invoice is the Contractor's bill or written request for payment under the contract for supplies delivered or services performed. A proper invoice is an "Original" which must include the items listed in subdivisions 1 through 12, below, in addition to the requirements of FAR 32.9. If the invoice does not comply with these requirements, the Contractor will be notified of the defect within 7 days after the date the designated billing office received the invoice (3 days for meat, meat food products, or fish, and 5 days for perishable agricultural commodities, dairy products, edible fats, or oils) with a statement of the reasons why it is not a proper invoice. (See exceptions under II., below.) Untimely notification will be considered in the computation of any interest penalty owed the Contractor.

1. Vendor/Contractor: Name, Address, Point of Contact for the invoice (Name, title, telephone number, e-mail and mailing address of point of contact).

2. Remit-to address (Name and complete mailing address to send payment).

3. Remittance name must match exactly with name on original order/contract. If the Remittance name differs from the Legal Business Name, then both names must appear on the invoice.

4. Invoice date.

5. Unique invoice #s for all invoices per vendor regardless of site.

6. NBS document number formats must be included for awards created in the

NBS: Contract Number; Purchase Order Number; Task or Delivery Order Number and Source Award Number (e.g., Indefinite Delivery Contract number; General Services Administration number); or, BPA Call Number and BPA Parent Award Number.

7. Unique Entity Identifier (UEI) which is in the System for Award Management (SAM) and replaces the Dun & Bradstreet Data Universal Numbering System (DUNS) number.

8. Federal Taxpayer Identification Number (TIN). In those rare cases where a contractor does not have a UEI number or TIN, a Vendor Identification Number (VIN) must be referenced on the invoice. The VIN is the number that appears after the contractor’s name on the face page of the award document.

9. Identify that payment is to be made using a three-way match.

10. Description of supplies/services that match the description on the award, by line billed.*

11. Freight or delivery charge must be billed as shown on the award. If it is included in the item price do not bill it separately. If identified in the award as a separate line item, it must be billed separately.

12. Quantity, Unit of Measure, Unit Price, Extended Price of supplies delivered or services performed, as applicable, and that match the line items specified in the award.*

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NOTE: If your invoice must differ from the line items on the award, please contact the Contracting Officer before submitting the invoice. A modification to the order or contract may be needed before the invoice can be submitted and paid.

Shipping costs will be reimbursed only if authorized by the Contract/Purchase Order. If authorized, shipping costs must be itemized.

Where shipping costs exceed $100, the invoice must be supported by a bill of lading or a paid carrier's receipt.

B. The Contractor shall submit invoices to the Department of Treasury’s Invoice

Processing Platform (IPP) at https://www.ipp.gov with a copy to the approving official, as directed below.

The Contractor shall submit a copy of the electronic invoice to the following Approving Official (Contracting Officer) and Contracting Officer’s Representative:

Approving Official: Contracting Officer Name- Email Address-

Contracting Officer’s Representative Name- Email Address-

II. Invoice Payment

A. Except as indicated in paragraph B., below, the due date for making invoice payments by the designated payment office shall be the later of the following two events:

1. The 30th day after the designated billing office has received a proper invoice.

2. The 30th day after Government acceptance of supplies delivered or services performed.

B. The due date for making invoice payments for meat and meat food products, perishable agricultural commodities, dairy products, and edible fats or oils, shall be in accordance with the Prompt Payment Act, as amended.

III. Interest Penalties

A. An interest penalty shall be paid automatically, if payment is not made by the due date and the conditions listed below are met, if applicable.

1. A proper invoice was received by the designated billing office.

2. A receiving report or other Government documentation authorizing payment was processed and there was no disagreement over quantity, quality, or contractor compliance with a term or condition.

3. In the case of a final invoice for any balance of funds due the contractor for supplies delivered or services performed, the amount was not subject https://www.ipp.gov/

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B. Determination of interest and penalties due will be made in accordance with the provisions of the Prompt Payment Act, as amended, the Contract Disputes Act, and regulations issued by the Office of Management and Budget.

IV. PROVIDING ACCELERATED PAYMENT TO SMALL BUSINESS

SUBCONTRACTORS, FAR 52.232-40 (November 2021)

(a) Upon receipt of accelerated payments from the Government, the Contractor shall make accelerated payments to its small business subcontractors under this contract, to the maximum extent practicable and prior to when such payment is otherwise required under the applicable contract or subcontract, after receipt of a proper invoice and all other required documentation from the small business subcontractor.

(b) The acceleration of payments under this clause does not provide any new rights under the Prompt Payment Act.

(c) Include the substance of this clause, including this paragraph (c), in all subcontracts with small business concerns, including subcontracts with small business concerns for the acquisition of commercial products or commercial services.

(End of Clause)

V. HHSAR 352.232-71 Electronic Submission of Payment Requests (February 2, 2022)

(a) Definitions. As used in this clause— Payment request means a bill, voucher, invoice, or request for contract financing payment with associated supporting documentation. The payment request must comply with the requirements identified in FAR 32.905(b), ‘‘Content of Invoices’’ and the applicable Payment clause included in this contract.

(b) Except as provided in paragraph (c) of this clause, the Contractor shall submit payment requests electronically using the Department of Treasury Invoice Processing Platform (IPP) or successor system. Information regarding IPP, including IPP Customer Support contact information, is available at www.ipp.gov or any successor site.

(c) The Contractor may submit payment requests using other than IPP only when the Contracting Officer authorizes alternate procedures in writing in accordance with HHS procedures.

(d) If alternate payment procedures are authorized, the Contractor shall include a copy of the Contracting Officer’s written authorization with each payment request.

(End of Clause) http://www.ipp.gov/