Att1-SOW CCR 6-Incucyte-PM (P00003)...pdf

STATEMENT OF WORK

National Cancer Institute | RFQ # 75N91024Q00065 Amendment #P00003

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1.0 TITLE

Annual Maintenance Service Plan for Six (6) Sartorius Incucyte Instruments

2.0 BACKGROUND

The Center for Cancer Research (CCR), National Cancer Institute (NCI), National Institutes of Health (NIH), requires preventive maintenance services for six (6) Government-owned Sartorius Incucyte Instruments. The Laboratory of Pathology (LP) uses two (2) IncuCyte S3 SW/SVC instruments to monitor in real time biological changes in living cancer cells; the Urologic Oncology Branch (UOB) houses two (2) Incucyte S3 HD/2CLR instruments for a large variety of characterization and drug dosing experiments, and CCR’s Pediatric Oncology Branch (POB) has one (1) Incucyte SW/SVC and one (1) Incucyte SX5 HD/3CLR for the continuous monitoring and measurement of cells.

3.0 SCOPE

The Contractor shall provide all labor, material, and equipment necessary to maintain and provide preventive maintenance for the following equipment:

One (1) Incucyte S3 SW/SVC, Serial # IC50564

One (1) Incucyte S3 SW/SVC, Serial # IC51342

One (1) Incucyte S3 SW/SVC, Serial # IC50494

One (1) Incucyte S3 HD/2CLR, Serial # IC51817

One (1) Incucyte S3 HD/2CLR, Serial # IC50989

One (1) Incucyte SX5, Serial #IC70814

All maintenance services shall be performed on-site in accordance with the Original Equipment Manufacturers (OEM) most current standard commercial maintenance practices. Onsite and emergency services shall be provided during standard business hours (defined as 8:00 am – 5:00 pm EST, Monday through Friday, excluding Federal Holidays found at www.opm.gov/policy-data-oversight/pay-leave/federal-holidays and extended hours (5:00 pm – 9:00pm EST, Monday through Friday) for any issues not able to be resolved remotely, or during normal business hours.

Software updates/services may be provided remotely as applicable. All travel, labor, materials, and related charges shall be included in the purchase order price.

4.0 SPECIAL ORDER REQUIREMENTS

The Contractor shall provide all labor, materials, and equipment required to perform the following tasks:

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4.1 PREVENTIVE MAINTENANCE

The Contractor shall perform one (1) planned preventive maintenance visit during the contract period. Technically qualified factory-trained personnel shall perform this service. The service shall consist of 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.

A report indicating the work performed shall be provided via email to NCI’s Technical Point of Contact (TPOC) within three (3) business days of completion. The report shall be provided in electronic format (Word or PDF file).

4.2 EMERGENCY SERVICE

On-site, emergency repair service visits shall be provided during the term of this contract at no additional cost to the Government. Emergency services shall be provided during normal working hours, Monday through Friday excluding Federal Holidays (see Section 3.0 above). Upon receipt of notice that any part of the equipment is not functioning properly, the Contractor shall provide an initial response by a certified OEM service support technician within twenty-four (24) hours.

If the issue cannot be resolved via technical support, the contractor must schedule and provide for an on-site response by a qualified factory-trained service technician to inspect the equipment and perform all repairs and adjustments necessary to restore the equipment to normal and efficient operating condition. NCI shall be given priority scheduling for on-site responses, with a target of no later than two (2) business days after identification of the need for the on-site response. Emergency service calls shall not replace the necessity for planned preventative maintenance. All labor, travel, and OEM parts shall be included at no additional cost to the Government.

Within three (3) days of the completion of any emergency repair services performed, the contractor shall provide a brief report via email to the TPOC stating the equipment malfunction that occurred, the repair efforts, and the duration that was required to restore the equipment to operation. The report shall be provided in electronic format (Word or PDF file).

4.3 REPLACEMENT PARTS

The Contractor shall furnish all required replacement parts at no additional cost to the Government, with the exception of consumables. All parts shall be genuine original equipment manufacturer (OEM) parts that are new or remanufactured to meet OEM specifications.

Upon identification of required parts, they shall be delivered within 24 hours, or the following business day should the request fall on a Friday or preceding a Federal Holiday. If parts take longer than 24 hours to be delivered for any reason, the Contractor must provide the TPOC with a notification stating the reason and estimated delivery timeframe immediately upon identification of delivery delay.

Amendment #P00003

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4.4 SOFTWARE UPDATES/SERVICE

The Contractor shall provide Software Service, including proprietary software, and updates in accordance with the manufacturer’s latest established service procedures. The Contractor shall receive advance approval for the installation of all software updates and revisions from the Government. Defective software shall be replaced at no additional cost to the Government.

Installation of any software/updates shall be performed by a factory trained technician.

4.5 TECHNICAL SUPPORT

The Contractor shall provide at no additional cost to the Government unlimited clinical technical telephone and email support during standard business hours for troubleshooting for the instrument and clinical application support (8am – 9pm Monday through Friday), excluding Federal holidays. Technical support shall be provided by a factory trained and qualified technical support representatives capable of assisting NCI staff with all questions or concerns regarding system operations and troubleshooting potential issues for the equipment types listed under Section 3.0 above.

4.6 SERVICE EXCLUSIONS

The Contractor shall not be responsible for any repairs necessitated by abuse, neglect, vandalism, Acts of God, fire, or water. Should damage occur as a result of the aforementioned events, the Government reserves the right to obtain repairs needed as a result of such events via a modification to the purchase order, under a separate purchase order, or any other method deemed appropriate and in accordance with Federal Acquisition Regulations.

4.7 PERSONNEL QUALIFICATIONS

Only technically qualified factory-trained personnel shall perform service on the Incucyte instrument (models S3 SW/SVC, HD/2CLR, and SX5) at NIH, as covered by 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 under this purchase order.

5.0 TYPE OF ORDER

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

5.1 SEVERABLE SERVICES

The services acquired under this purchase order are severable services. Funds are only available for use for the line item to which they are obligated. Unused funds from one period (line item) may not roll over for use in other periods.

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STATEMENT OF WORK

6.0 PERIOD OF PERFORMANCE

The estimated Period of Performance shall consist of one (1) 12-month base period and one (1) 12-month option periods as follows:

Base Period:

Incucyte S3 SW/SVC, S/N IC50564 and IC51342: May 1, 2024 – April 30, 2025 Incucyte S3 SW/SVC, S/N IC50494: May 27, 2024 – April 30, 2025 Incucyte SX5, S/N IC70814: July 29, 2024 – April 30, 2025 Incucyte S3 HD/2CLR, S/N IC51817 and IC50989: September 20, 2024 – April 30, 2025

Option Period One:

All Instruments: May 1, 2024 – April 30, 2025

7.0 PLACE OF PERFORMANCE

Onsite services shall be performed at the following locations:

For the S3 SW/SVC models S/N IC50564 and S/N IC51342 (NIH/NCI/CCR/LP):

Bldg. 10, Rm. 4A28 10 Center Dr., Bethesda, MD 20892

For the S3 model S/N IC50494 (NIH/NCI/CCR/POB):

Bld. 10, Rm. 1W3872 10 Center Dr., Bethesda, MD 20892

For the S3 HD/2CLR models S/N IC151817 and S/N IC50989 (NIH/NCI/CCR/UOB):

Bldg. 10, Rm. 1W5881 10 Center Dr., Bethesda, MD 20892

For the SX5 model S/N IC51817 (NIH/NCI/CCR/POB):

Bld. 10, Rm. 1W3816 10 Center Dr., Bethesda, MD 20892

Note: 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.

Additional access restrictions may also be in effect at any given time due to events on campus, weather, or other security concerns. 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

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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.

HHS guidance regarding accessibility of documents can be found at:

https://www.hhs.gov/web/section-508/making-files-accessible/create-accessiblepdfs/index.html.

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 TECHNICAL POINTS OF CONTACT

The Technical Points of Contact (TPOCs) are responsible for inspection and acceptance of all work in relation to this requirement and will serve as the Governments primary points of contact throughout the duration of the requirement. All efforts must be coordinated with these individuals. The TPOCs for this requirement are:

NIH/NCI/CCR/LP:

Main TPOC at LP:

Name: T.B. D Upon award Email:

Phone:

Alternate TPOC at LP:

Name: T.B. D Upon award Email:

Phone:

NIH/NCI/CCR/UOB:

Name: T.B. D Upon award Email:

Phone:

NIH/NCI/CCR/POB:

Name: T.B. D Upon award Email:

Phone:

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Note: The TPOCs have limited authority as defined within this Statement of Work (SOW). They do not have the authority to commit or obligate Government funds or make changes to the terms and conditions of the purchase order. As such, any changes to the purchase order must be performed by a warranted Government Contracting Officer with appropriate delegated authority to do so.

10.0 DELIVERABLES AND DELIVERY SCHEDULE

DELIVERABLE REQUIRED FORMAT DUE DATE

Preventive Maintenance

Service Report (Section 4.1) Electronic, Word or PDF format 3 business days after completion of service

Emergency Maintenance Service Report (Section 4.2)

Electronic, Word or PDF format

3 business days after completion of service

Delayed Delivery Notification (Section 4.3)

Electronic, Word or PDF format

Immediately upon identification of delayed deliveries