Attachment 1 - Statement of Work.pdf

Version 11-30-2016-1 FAR Part 11—Describing Agency Needs

STATEMENT OF WORK (SERVICES)

(SOW)

GENERAL INFORMATION

Title of Project:

Preventative Maintenance and Service Agreement for the Leica Cryostat CM3050S

Statement of Need and Purpose:

The Leica Cryostat CM3050S requires a preventative maintenance and service coverage. The current agreement expires on September 25, 2026. The contract is needed to continue to maintain the cryostat in operable condition.

Background Information and Objective:

The National Institute of Mental Health (NIMH)ntramural Research Program (IRP) has established a Systems Neuroscience Imaging Resource for the purpose of facilitating collection and analysis of systems level imaging data using advanced light microscopy techniques. Cutting brains into thin sections for subsequent imaging is a critical step in this process. One of the methods used for this is sectioning with a cryostat. The program currently owns a Leica Cryostat CM3050S that is used for this purpose. Additionally, the cryostat provides support to researchers in the NIH IRP studying a wide variety of neurological conditions including Multiple Sclerosis, Parkinson’s Disease, Stroke, Schizophrenia, Autism, and other development neurological disorders. To continue to ensure the availability of this instrument, the program would like to continue a service agreement in which preventative maintenance is performed, and any parts that fail are replaced without additional cost as part of the agreement.

Equipment #: 10273659 Serial #: 3459032003 Description: Leica Cryostat CM3050S configured

SILVER SERVICE PACKAGE - CM3050S

Period of Performance:

The period of performance is one 12-month base year with four 12-month option years.

Proposed Base Year- September 26, 2026 – September 25,2027 Proposed Option Year One- September 26, 2027 – September 25, 2028 Proposed Option Year Two- September 26, 2028 – September 25, 2029 Proposed Option Year Three- September 26, 2029 – September 25, 2030 Proposed Option Year Four- September 26, 2030 – September 25, 2031

SCOPE OF WORK

SILVER SERVICE PACKAGE – for Leica Cryostat CM3050S includes all repair parts, labor, and travel and one PM visit per agreement year.

General Requirements:

Independently and not as an agent of the Government, the Contractor shall furnish all the necessary services, qualified personnel, material, equipment, and facilities, not otherwise provided by the Government as needed to perform the Statement of Work below:

The National Institute of Mental Health (NIMH) Intramural Research Program (IRP) has established a Systems Neuroscience Imaging Resource (SNIR) for the purpose of facilitating collection and analysis of systems level imaging data using advanced light microscopy techniques. Cutting brains into thin sections for subsequent imaging is a critical step in this process. One of the methods used for this is sectioning with a cryostat. The program currently owns a Leica Cryostat CM3050S that is used for this purpose. The National Institute of Mental Health’s Systems Neuroscience Imaging Resource Facility requires an annual preventative maintenance and service agreement for our Leica Cryostat CM3050S which provides SNIR users the ability to cut brains into thin sections for subsequent imaging. The cryostat provides support to researchers in the NIH IRP studying a wide variety of neurological conditions including Multiple Sclerosis, Parkinson’s Disease, Stroke, Schizophrenia, Autism, and other development neurological disorders.

Specifically, the NIMH requires the following: SILVER SERVICE PACKAGE - CM3050S for Equipment #: 10273659, Serial #: 3459032003

• Calibration to maintain original manufacturer’s safety and performance specifications

• Annual preventative maintenance visit

• Provision of all necessary software updates for this equipment

• Onsite service by a factory trained Field Service Engineer qualified to work on this equipment

• Supply of proper and certified parts and tools to address any hardware deficiencies

• Online, phone, or in-person support for emergent issues

• Contractor shall perform not less than one (1) preventive maintenance inspection during the contract base period and four option years.

• Priority on-site service support and technical phone, email, and Web support

• Service shall be performed by a manufacturer trained Field Service representative.

• 100% service labor and travel

• Service shall consist of, but not limited to, inspection, examination of all functioning parts, thorough cleaning, proper lubrication, replacement, or repair of worn or unserviceable parts, adjustment and calibration made with the expressed intent of maintaining the instrument to the manufacturer’s original specifications. When necessary, this includes complete dismantling, parts replacement, reassembly, and thorough testing and adjusting.

• The contractor shall furnish all required replacement parts at no additional cost to the Government, with the exception of consumable parts. Parts shall be new or remanufactured to original equipment specifications.

• 100% Certified OEM Replacement repair parts included

• Priority service scheduling

• Planned maintenance inspections

• Reliability Updates

Capable Vendors must demonstrate their experience and ability to provide services described above for Leica Cryostat CM3050S which includes all repair parts, labor, and travel and one preventive maintenance (PM) visit per agreement year. Personnel must be factory trained and certified and have experience in servicing Leica instrumentation. All primary service personnel shall have at least one backup Field Service representative with at least the same level of expertise on the equipment covered by this contract.EMERGENCY SERVICE:

Emergency repair service shall be provided on an unlimited basis during the term of this contract at no additional cost to the Government. Emergency service shall be provided between 8 am and 5 pm Monday through Friday excluding weekends and Federal holidays. Upon receipt of notice that any part of the equipment is not functionally properly, the Contractor shall furnish a factory-trained service representative to inspect the equipment and perform all repairs and adjustments necessary to restore the equipment to normal and efficient operating condition.

Service Documentation: For completed emergency service calls, the Contractor shall immediately submit to the COR or their designee documentation (either electronically or in hard copy form) that describes the work it performed, the part(s) it replaced, and the operating status of each machine it serviced. For completed PM service visits, the Contractor shall, within 24 hours of the visit, submit to the COR or their designee all relevant service documentation (either electronically or in hard copy form). The Contractor must submit all service reports in a format that is both legible and, if submitted electronically, acceptable to the Government (i.e., Excel, Acrobat, or other format agreed upon after contract award).

Specific Requirements:

Leica Service Includes:

• Technical Support - Phone, Email, and Web

• 100% Service labor and travel included

• 100% Certified OEM Replacement repair parts included

• Priority service scheduling

• Planned maintenance inspections

• Reliability Updates

Critical Spare Parts: The Government broadly defines a critical spare part as either a part that will make a machine inoperable or unsafe if it is damaged or missing, or a part that it can reasonably expect to wear-out or fail within the six (6) month PM service interval.

Replacement Parts: The contractor shall furnish all required replacement parts at no additional cost to the Government, with the exception of consumable parts. Parts shall be new or remanufactured to original equipment specifications.

Tools: The Contractor must ensure that its qualified service technicians have at their immediate disposal the tools necessary to repair, adjust, and calibrate the equipment. The Government expects that the Contractor will not experience delays in repairing this equipment due to a technician not having immediate access to the proper tools, calibration, or diagnostic instruments.

Operating Environment: Normal Hours of Operation: Contractor employees shall perform all work between the hours of 7:30 AM and 6:00 PM ET, Monday through Friday (except Federal holidays). As previously stated, the Government will not reimburse the Contractor for any work it performs outside of these hours or for any overtime.

Federal Holidays: Contractor employees shall not perform any work at the Government’s facility during Federal holidays or other non-workdays without prior written approval from the Contracting Officer.

LEVEL OF EFFORT:

Contractor shall have access to proprietary parts and test instrumentation for effective repair in case of malfunction. Technical performance requirements include system coverage on the subject equipment by a certified, manufacturer trained service professional and providers of any required parts.

GOVERNMENT RESPONSIBILITIES

The government owns the subject scientific instrumentations. The field service technician will be required to notify the Point of Contact (POC) from the NIMH/IRP facility for access to the lab.

The subject equipment is contained in the following federally operated facility:

49 Convent Drive, Building 49, Room 3A07

BUILDING/ROOM LOCATION – 49/3A07

Bethesda, MD 20852.

DELIVERY OR DELIVERABLES

Documentation shall be provided by the vendor to show they completed the preventive or repair service on the equipment. The service technician is to present a service ticket that briefly details the work performed during the service visit to the POC for signature and a copy of the ticket is to be left with the POC.

REPORTING REQUIREMENTS

A detailed written report of any service and\or preventative maintenance is to be submitted to the POC after each service being performed.

OTHER CONSIDERATIONS

Leica Biosystems and its Exclusive Regional Dealers (ERD) are the only source for certified, factory trained service professionals on Leica Biosystems Division (BSD) equipment. Only Leica and its ERD's have access to the latest service and support information. The vendor needs to be FDA and Health Canada compliant to service and repair Leica equipment and exclusively utilize OEM certified parts.

Travel:

Service shall be performed at 49 Convent Drive, Building 49, Room 3A07, Bethesda, MD 20852.

Key Personnel:

Personnel shall be factory trained and have experience in servicing Leica instrumentation. All primary service personnel shall have at least one backup Field Service representative with at least the same level of expertise on the equipment covered by this contract.