Attachment 1_SOW_Olympus Multiphoton Microscope_FINAL.pdf

75N98026Q00044-RFQ, Attachment 1

STATEMENT OF WORK (SOW)

Maintenance Services for Olympus Multiphoton Microscope System

1.0 BACKGROUND

The Department of Health and Human Services (DHHS), National Institutes of Health (NIH), National Cancer Institute (NCI), Center for Cancer Research’s (CCR) uses an Olympus multiphoton microscope system for research that focuses on the basic mechanisms that regulate trafficking events in mammalian tissues, with a particular emphasis on membrane remodeling.

CCR has pioneered subcellular intravital microscopy to image these processes in live animals under physiological conditions, and to investigate their role during tumor progression, invasion, and metastasis. Subcellular intravital microscopy (IVM), a combination of light microscopy techniques, such as two-photon and confocal microscopy, enables the direct observation of the intracellular process in live animals. This has been complemented with the development of a series of pharmacological, molecular, and genetic tools that have made possible the investigation of membrane trafficking in vivo at a molecular level.

2.0 SCOPE / REQUIREMENTS

CCR requires continued maintenance for its Olympus multiphoton microscope system. The Contractor shall provide the following maintenance items:

Line No.

Part No. Quantity Description

1 EXW-RC-MPE-

RS

1 Fluoview FVMPE-RS; Extended Warranty/Gold Service Contract (1 year) renewal; includes on-site repair, parts, labor, travel. Excludes Preventive Maintenance, software programs, upgrade of software programs, and certain 3rd Party components. (S/N 5J43822)

2 SC-Y10-MPE-

RS

1 Fluoview FVMPE-RS; Year 10 Service Contract Age Fee item # UR126 "IX73S17P0033; IX3 nosepiece adapter kit for XL objectives." (S/N 5J43822)

3 SC-Customized 1 Service Plan (1 year) on Customized Items; limitation to a maximum of four (4) years immediately following the one (1) year Original Warranty. Age fee effective 3/6/2026 to 2/28/2027. (S/N 5J43822)

4 GSC-RC-

INSIGHT

1 Spectra Physics Insight Laser; Gold Service Contract (1 year) renewal; includes on-site repair, parts, labor, travel. Preventative Maintenance is excluded. (S/N 2299)

The maintenance service agreement shall include the following coverage options:

• FluoView Multiphoton excitation resonance scanner (FVMPE-RS) Single line ext.

warranty, includes warranty on the following items:

Simultaneous (SIM) Scanner extended. warranty on Resonance Scanner (RS) Visable (VIS) laser Comb. Ext. warranty on Resonance Scanner (RS) 458 nanometer Laser Diode Ext. on Resonance Scanner (RS), warranty 588 nanometer laser diode ext. warranty on Resonance Scanner (RS) 405 nanometer laser diode ext. warranty on Resonance Scanner (RS)

• Spectra physics insight extended warranty gold level Serial# 2299

PREVENTIVE MAINTENANCE

This purchase order does not include preventative maintenance.

EMERGENCY SERVICE

All maintenance service shall be performed on-site, in accordance with the manufacturer’s standard commercial maintenance practices, by an Original Equipment Manufacturer (OEM) authorized and trained Service Engineer. Repair services shall be provided on an unlimited basis during the term of this purchase order at no additional cost to the Government. Repair service shall be provided during normal working hours, (8AM to 5PM EST) Monday through Friday excluding Federal Holidays. Upon receipt of notice that any part of the equipment is not functioning properly the Contractor shall use its best efforts to respond to all service requests by telephone or e-mail within two (2) business days. The Contractor will use its best efforts to provide necessary on-site Services within five (5) business days. In all instances, service response time shall be subject to OEM technician availability, repair part availability, and vendor-observed holidays. These services shall only be provided by OEM authorized and factory-trained service engineers. All service calls and travel time, labor, and any necessary approved parts shall be included at no additional cost to the Government. All non-warranty repair or other service upon Government approval will be billed to customer at the prevailing rate established by OEM.

REPLACEMENT PARTS

The Contractor shall furnish all required replacement parts at no additional cost to the Government, with the exception of consumables (e.g., liquid light guides, halogen bulbs, etc.).

Parts shall be new to original equipment specifications. Parts will be delivered the earliest next day.

SOFTWARE UPDATES / SERVICE

The Contractor shall provide Firmware and Fluoview Software service and updates in accordance with the manufacturer’s latest established service procedures, to include telephone access 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 at no additional cost to the government.

The Contractor shall provide unlimited technical telephone support (24 hrs/day, 7 days/week) for troubleshooting for the instrument and clinical application support (M-F 8am-9pm), excluding Federal holidays. Firmware and Fluoview Software updates are provided under this purchase order.

SERVICE EXCLUSIONS

The Contractor shall not be responsible for any repairs necessitated by abuse, neglect, vandalism, Acts of God, fire or water.

PERSONNEL QUALIFICATIONS

OEM authorized and trained service engineers shall perform service to all components of the Olympus multiphoton microscope system listed in Section 2.0 above, located in the National Cancer Institute, Building 37, Room 2050A. All primary service personnel shall have at least one backup OEM authorized and trained service engineer with at least the same level of expertise and training on the equipment covered by this purchase order.

RESPONSE TIMES

Upon receipt of notice that emergency onsite service is required, the Contractor shall respond to the notice within twenty-four (24) hours of the Government’s service request by telephone or e-mail. The Contractor will make commercially reasonable efforts to provide necessary on-site Services within seventy-two (72) hours.

TECHNICAL SUPPORT

The Contractor shall provide unlimited remote technical support via phone or email, Monday through Friday 8:00 AM – Friday 5:00 PM EST) excluding Federal holidays. The Contractor shall provide on-site troubleshooting in accordance with the manufacturer’s latest established service procedures.

3.0 TYPE OF ORDER

This is a firm fixed-price purchase order.

4.0 PERIOD OF PERFORMANCE

The period of performance of this acquisition shall be March 6, 2026 to February 28, 2027.

5.0 PLACE OF PERFORMANCE

Onsite services shall be performed at the following location:

National Cancer Institute 37 Convent Dr.

Room 2050A Bethesda, MD 20852

6.0 REPORT(S) / DELIVERABLES AND DELIVERY SCHEDULE

A written service report will be submitted to the technical point of contact following every installed replacement part, emergency service, and software service/update stating that the instrument has been returned to an operational state.

Technical Point of Contact:

Weiye Wang weiye.wang@nih.gov Bldg37, Room 2050

7.0 INVOICING

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 mailto:weiye.wang@nih.gov

(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.*

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.

https://www.ipp.gov/

The Contractor shall submit a copy of the electronic invoice to the following Project Officer or Contracting Officer Representative (COR):

Name: Paul Kriebel Email Address: kriebelp@nih.gov

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 to further settlement actions between the Government and the Contractor.

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 (Mar 2023).

(a)

(1) In accordance with 31 U.S.C. 3903 https://www.govinfo.gov/link/uscode/31/3903 and 10 U.S.C. 3801 https://www.govinfo.gov/link/uscode/10/3801, within 15 days after receipt of accelerated payments from the Government, the Contractor shall mailto:kriebelp@nih.gov https://www.govinfo.gov/link/uscode/31/3903 https://www.govinfo.gov/link/uscode/10/3801 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.

(2) The Contractor agrees to make such payments to its small business subcontractors without any further consideration from or fees charged to the 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/