Agilent Statement of Work.doc

STATEMENT OF WORK

Maintenance Services for Agilent Equipment and Accessories

I. BACKGROUND

The National Institute of Standards and Technology (NIST), Material Measurement Laboratory (MML), Biomolecular Measurement Division (BMD) is responsible for the development of NIST/NIH/EPA mass spectral and peptide tandem mass spectral libraries (http://www.nist.gov/srd/nist1a.cfm and http://www.nist.gov/mml/bmd/data/peplibdatareport.cfm) and for the development of peptide and protein reference materials. BMD’s ongoing work requires sensitive instrumentation which can accurately separate and measure properties of analytes.

II. SCOPE OF WORK

Ensure the NIST owned Agilent Technology instruments, as described in Appendix I: ‘List of instruments and serial numbers’ are operating to the manufacturer’s original specifications, permitting BMD to acquire mass-spectral and chromatography data on correctly operating GC-MS, LC-MS and MS-MS instruments.

The Contractor shall provide comprehensive maintenance and repair to manufacturers specifications for each Agilent Technology instrument identified in Appendix I: ‘List of instruments and serial numbers’ to include:

· unlimited emergency visits during regular business hours

· scheduled preventive maintenance visits.

· expenses shall include all parts (excluding consumable items), labor, travel, and per diem.

If there is an obsolescence or end-of-life issue for any covered equipment, the government shall be notified as soon as possible.

III. SPECIFIC REQUIREMENTS:

1. The Contractor shall maintain accurate records of maintenance and repair activities.

2. The Contractor shall initiate and coordinate a preventive maintenance schedule with the NIST Contracting Officer’s Representative (COR) or Technical Point of Contact (TPOC).

3. The Contractor shall perform the tasks in support of the scope of work listed in this statement of work (SOW).

4. The Contractor shall submit a service ticket prior to departure from NIST on any service call for maintenance or repairs.

5. The Contractor shall perform support, preventive service, repairs, and system enhancements for ‘Agilent Technology’ instruments identified in Appendix I and meet the requirements outlined below.

Repair

1. The Contractor shall repair the equipment according to the protocol by “Agilent CrossLab Silver” for comprehensive coverage for dependable laboratory operations (https://www.agilent.com/en/services/crosslab-instrument-services/service-repair/support-plans/crosslab-silver; see Attachment A) or equivalent services. For any repair that is not covered, an estimate has to be submitted to the Contracting Officer (CO) and funded by a modification prior to beginning work. If work is performed prior to CO’s approval, the Contractor is doing so at their own risk.

2. Repairs must be completed by trained personnel who are fully competent in the operation of the equipment.

3. Trained technicians must meet the requirements outlined in the Section titled Contractor’s Minimum Qualifications.

4. Repairs shall be rendered on-site at the NIST campus Gaithersburg, unless otherwise agreed by the parties.

5. If a part or the equipment needs to be repaired off-site, the Contractor shall be responsible for all packaging, shipping, and transportation costs, as well as, liability for the shipment from and to NIST.

6. All parts shall meet manufacturers specifications for use with Agilent Instruments.

7. The Contractor shall only employ tools, instruments, software, test apparatus, methodologies, techniques, and practices approved for use with the instruments by the manufacturer.

8. The service protocols and instrument specifications shall be adhered to always.

Preventive Maintenance:

1. The Contractor shall provide One (1) preventive visit per year per instrument to be scheduled at least 30 days in advance with the TPOC) or COR.

2. The Contractor shall test, clean, repair if needed, and calibrate the instruments.

3. The contractor shall be responsible for removing equipment from NIST site for repair if needed and is liable for shipments from and to NIST.

4. The Contractor shall guarantee full repair of the instruments meet manufacturers specifications upon completion of repairs.

5. Travel, labor and factory-certified replacement parts shall be included; the old parts shall be removed from the NIST site by the contractor at the time repairs are completed.

6. All high-wear parts, detector lamps, and solvent pathway components (in LCs) must be proactively replaced regardless of condition, as suggested by Agilent Technologies.

7. Scheduling of the visits shall be consistent with the maintenance requirements of the instrument, as detailed in the service and use manuals for the equipment.

8. Scheduled maintenance visits may be made at the same time as an unscheduled visit for corrective or other action, if such a visit occurs within one month before a scheduled preventive maintenance visit.

System Enhancements:

· The Contractor shall install all software repair patches and firmware upgrades for the purposes of instrument optimization no later than 60 days after any such upgrade is released.

· Prior to completion of the installation, the Contractor shall test the equipment, review the equipment’s performance, and take steps necessary to ensure the equipment is functioning in accordance with the manufacturers’ specifications, as outlined in the individual instrument modules user manuals maintained at www.Agilent.com Service Calls:

· The contractor shall respond to an unlimited number of service call requests in the event of instrument failure which require immediate repair.

· The Contractor shall provide travel, labor, and factory-certified parts that require replacement.

· The Contractor shall respond to service calls Monday through Friday, during regular business hours only.

· A service technician shall provide on-site service at NIST within a 48-hour maximum response time after the call is placed. No weekend or Federal Holiday service visits will be required.

· If the Contractor cannot resolve the problem during the service call, the Contractor shall expedite a solution for NIST.

· The Contractor shall obtain all parts required for all repairs and maintenance.

· The Contractor shall make every effort to secure parts within 24 hours after identifying the need for a replacement part for the covered equipment. All repairs must result in the instruments meeting manufacturer’s specifications. 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 service call or provide shipping instructions and return shipping information that NIST may return the parts to the Contractor within 3 days after the service visit is completed.

· The Contractor shall assume all charges and liability for all shipments.

Service Conditions:

· All services provided under this agreement must be performed by personnel who are fully trained in the operation of the equipment and meet the requirements outlined in the section titled Contractor Minimum Qualifications.

· The contractor shall render services on-site at the NIST campus unless otherwise agreed by the parties.

· Preventative maintenance and repair must be performed as outlined in the sections on preventative maintenance and service calls. If a part needs to be repaired off-site, the Contractor shall be responsible for all packaging, shipping and transportation costs as well as liability for the shipment to and from NIST.

· The Contractor shall be responsible for providing a “Return Authorization Number” or other information authorizing return of the shipment to their facility prior to the shipment. All parts shall be authorized to use with the instrument by Agilent.

· The Contractor shall only employ tools, instruments, software, test apparatus, methodologies, techniques, and practices approved for use with the instrument by the manufacturer. The service protocols and instrument specifications shall be adhered to at all times.

Telephone Support:

· The contractor shall provide telephone support for initial and prolonged diagnostics of the equipment during normal business hours between 8am to 5pm.

IV. Warranty:

The contractor must guarantee labor, replacement parts and components (excluding consumables) for a minimum period of 90 days from the service visit completion date.

V. Computer Systems

The contractor shall provide six (6) computer systems: one (1) for LC-MS and five (5) for GC-MS instruments listed in Appendix I, in accordance with the following:

· Shall support Windows 10;

· All firmware upgrades shall be compatible with Agilent instruments;

· All inter-compatible software and patches for each instrument shall be installed;

· Shall support secure boot TPM 2.0 (https://en.wikipedia.org/wiki/Trusted_Platform_Module)

· One-time purchase.

Currently utilized firmware and software systems are listed in Appendix II.

Software Updates

The contractor shall provide software upgrades for LC-MS instruments listed in Appendix I, in accordance with the following:

· Shall be compatible with instrument computers currently in use;

· All firmware upgrades shall be compatible with Agilent instruments;

· All inter-compatible software and patches for each instrument shall be installed

· Shall be installed only when directed by the TPOC for the instrument.

Currently utilized software systems are listed in Appendix III.

IV. DELIVERABLES

The Contractor shall submit a service ticket prior to departure from NIST on any given service call for maintenance or repairs. The service ticket shall include the following:

a. Date and time of arrival to NIST.

b. Description of service performed.

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

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

e. Date and time of departure from NIST.

f. Diagnostic test results or narrative summary demonstrating that the instrument and/or accessories are meeting the performance standards.

g. Any comments or recommendations.

h. Signature of Contractor’s service person

i. Signature block for NIST COR/TPOC accepting the services rendered.

V. ATTACHMENTS

Appendix I, II, & III List of Equipment, Serial Numbers, Software and Firmware

VI. PERIOD OF PERFORMANCE

· The contractor shall perform the work described in this SOW for a 12-month base period and four 12 months option periods.

· Prior to exercising the option year, additions or subtractions from Appendix I may be made via a bilateral agreement,

· The cost of the instrument addition will be determined by the contractor and approved by the Contracting Officer, prior to exercising the option, if not listed in Appendix I.

VII. PLACE OF PERFORMANCE

The performance will take place at the NIST campuses located at 100 Bureau Dr, Gaithersburg, MD 20899, except when mutually agreed upon by both parties.

VIII. GOVERNMENT FURNISHED PROPERTY

All equipment presented for repair shall remain the property of the Government, with the exception of parts being replaced. If available, the Government will provide data or information to the Contractor, documenting the equipment malfunction. The Government will provide visitor’s access to the NIST facilities during the performance of this service contract.

TRAVEL

Travel to the NIST Gaithersburg, MD campus is required. All travel expenses must be included in the price of this agreement.

VII. CONTRACTOR’S MINIMUM QUALIFICATIONS

The contractor shall provide original instrument manufacturer certified field engineers or technicians during the performance of this requirement. Contractor personnel shall have at least two (2) years of field experience regarding each specific instrument to be serviced and/or maintained by that person, see Appendix I. Each key field engineer and field technician shall have instrument manufacturer issued certifications and authorizations obtained during past 3 years; and shall be available within 350 miles from NIST, Gaithersburg campus to ensure minimum service delays. The Contractor must have access to Agilent parts, up-to-date training, up-to-date software, firmware, service notes and up-to-date technical expertise for all the Agilent instrumentation identified in Appendix I.

VIII.

GENERAL INFORMATION

Safety:

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

Security: NIST is a restricted campus. A NIST visitor’s pass is required for entry into buildings and is shown to the armed Security Police when entering the campus.

Contractor Registration: The contractor will provide the name and citizenship information of the on-site technician(s) to the NIST TPOC/COR prior to arrival. The TPOC/COR shall submit the name(s) and citizenship information to the NIST Office of Security in order for a given Contractor employee to enter the NIST campus to perform on-site preventive maintenance or repairs of the instruments.

Regular Business Hours: Regular business hours are Monday through Friday, 8:00 am to 5:00 pm Eastern Time.

Identification Badges: Contractor employees shall comply with NIST identification and access requirements. Each Contractor employee shall wear a visible identification badge provided by the NIST Security Office.

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, 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’s rear-view mirror in accordance with instructions. The Contractor employee shall follow NIST procedures for removal and turn-in of the vehicle pass upon termination of services under this contract.

Appendix I: ‘List of instruments and serial numbers’

Notes for NIST:

Currently covered with the existing service contract

Agilent GC-MS instruments

GCMS 5975C Turbo System: GCMS

SC# 5000557295

SB1341-14-SE-0337-P18001

SC# 5000557295

SB1341-14-SE-0337-P18001

GCMS Triple Quad System: QQQ 7000B

SC# 5000557295

SB1341-14-SE-0337-P18001

SC# 5000557295

SB1341-14-SE-0337-P18001

SC# 5000557295

SB1341-14-SE-0337-P18001

SC# 5000557295

SB1341-14-SE-0337-P18001

GCMS 5975C Turbo System

SC# 5000557295

SB1341-14-SE-0337-P18001

SC# 5000557295

SB1341-14-SE-0337-P18001

GCMS 5977A Turbo System

SC# 5000557295

SB1341-14-SE-0337-P18001

SC# 5000557295

SB1341-14-SE-0337-P18001

SC# 5000557295

SB1341-14-SE-0337-P18001

SC# 5000557295

SB1341-14-SE-0337-P18001

GCMS 5977B Turbo System

SB1341-16-SU-0289

SB1341-16-SU-0289

GERSTEL auto sample (mono rail system)

SC# 5000557295

SB1341-14-SE-0337-P18001

GERSTEL auto sample (stand-alone dual rail system)

MVS Direct Delivery Systems

SC# 5000557295

SB1341-14-SE-0337-P18001

MVS Direct Delivery Systems

SC# 5000557295

GERSTEL auto sample (mono rail system)

SB1341-16-SU-0289

GERSTEL auto sample (mono rail system)

N/A

Agilent LC-MS instruments

LC: HPLC 1290 systems: Quantity two (2)

SC# 5000557295

SB1341-14-SE-0337-P18001

SC# 5000557295

SB1341-14-SE-0337-P18001

SC# 5000557295

SB1341-14-SE-0337-P18001

SC# 5000557295

SB1341-14-SE-0337-P18001

SC# 5000557295

SB1341-14-SE-0337-P18001

SC# 5000557295

SB1341-14-SE-0337-P18001

SC# 5000557295

SB1341-14-SE-0337-P18001

SC# 5000557295

G4212A

SC# 5000557295

SB1341-14-SE-0337-P18001

LC/MS: NanoLC/Accurate Mass QTOF 6530

SC# 5000557295

SB1341-14-SE-0337-P18001

SC# 5000557295

SB1341-14-SE-0337-P18001

SC# 5000557295

SB1341-14-SE-0337-P18001

SC# 5000557295

SB1341-14-SE-0337-P18001

SC# 5000557295

SB1341-14-SE-0337-P18001

SC# 5000557295

SB1341-14-SE-0337-P18001

SC# 5000557295

SB1341-14-SE-0337-P18001

LC/MS: Agilent 6460 System

N/A

N/A

N/A

N/A

N/A

LC/MS: Agilent 6490 System

N/A

N/A

N/A

N/A

N/A

N/A

LC/MS: Agilent QTOF 6555 System

N/A

N/A

N/A

N/A

N/A

N/A

N/A

N/A

N/A

N/A

Appendix II: A list of software and firmware used for GC-MS instruments (5) and LC-MS instrument (1) that need new computers.

Agilent

G3172A

2. Gerstel Maestro

Version: 1.5.2.9/3.5

Agilent

G3440A

Version: 1.4.25.8/3.5

Mass Hunter GC/MS Acquisition: B.07.00 SP2.1654 (29-Aug-2013)

Agilent

G7039A

Agilent

G3440B

Agilent

G4513A

Agilent

G4520A

Agilent

G7078B

Version: 1.5.2.9/3.5

Agilent

G3442B

MassHunter-Acquisition: Version B.09.00, Build 9.0.9044.1 SP1 MassHunter-Qualitative: Version 10.0, Build 10.0.10305.0 MassHunter-Quantitative: Version 10.0, Build 10.0.707.0 PCDL Manager:

version B.08.00

Appendix III: A list of software used for LC-MS instruments.

Agilent HPLC 1290 Systems and Agilent QTOF 6555 System

Agilent 6460 System and Agilent 6490 System

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