Attachment 2 Performance Work Statement - Tissue Tek.pdf

PERFORMANCE WORK STATEMENT (PWS)

Title: Tissue-Tek Maintenance

Requiring Activity Name: USUHS Comparative Pathology

1. INTRODUCTION

The Comparative Pathology Department at the Uniformed Services University of the Health Sciences (USUHS) is committed to advancing veterinary medicine through thorough research and education. This department specializes in clinical and histopathology, with a focus on understanding disease processes that affect animal health. It aims to enhance knowledge related to improving animal health outcomes through various radiological studies for both baseline and follow-up assessments. The department supports the broader mission of USUHS and the Military Health System (MHS) Research by ensuring readiness and operational preparedness to maintain resilience and strength in the event of a nuclear weapons deployment.

2. PURPOSE AND BACKGROUND

The Comparative Pathology Department is seeking a maintenance contract for the following equipment:

- Tissue-Tek SmartWrite® Cassette Printer

- Tissue-Tek TEC™ 6 Embedding Module

- Tissue-Tek Prisma Plus Automated Slide Stainer

- Tissue-Tek VIP® 6 AI Vacuum Infiltration Processor

- Tissue-Tek TEC™ 6 Cryo Module

- Tissue-Tek Glas Automated Cover Slipper

- Tissue-Tek SmartWrite® Slide Printer

Regular maintenance of these instruments is crucial for conducting histological pathology analyses related to animal studies.

Keeping this equipment in optimal working condition is essential for compliance with Good Laboratory Practice (GLP) standards. Adhering to GLP is vital for reliable evaluations of disease mechanisms, comparative studies, and educational purposes. Histological research is fundamental in advancing our understanding of biology and medicine.

3. SCOPE

USUHS requires the contractor to perform the following services: Preventive Maintenance, Emergency Maintenance, Replacement Parts, Operational and Safety Improvements, Instrument Integration, Peripherals, Telephone support, and Estimates between the hours of 8:30 am – 4:30 pm, Monday through Friday except Federal holidays or when the government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

4. PERIOD OF PERFORMANCE

The period of performance for this contract are as follows:

**Start Date:** June 30, 2025 **End Date:** June 29, 2030

For this multi-year contract, the periods of performance will be divided into budget periods of 12 months, beginning on the start date. Each budget period will allow for the allocation and expenditure of funds in alignment with the contract goals. All activities must be completed, and obligations incurred from June 30, 2025, to 29 June, 2026. The grantee or contractor is accountable for adhering to these timelines to ensure compliance with funding requirements.

Base period 30 June 2025 – 29 June 2026 Option period 1 30 June 2026 – 29 June 2027 Option period 2 30 June 2027 – 29 June 2028 Option Period 3 30 June 2028 – 29 June 2029 Option Period 4 30 June 2029 – 29 June 2030

5. WORK SCHEDULE AND LOCATION

The work will be conducted in the Armed Forces Radiobiology Research Institute (AFRRI) building 43, specifically in room 43221, which is located on the 2nd floor.

The work will be conducted in the Armed Forces Radiobiology Research Institute (AFRRI) building, specifically in room 43221 on the 2nd floor. The contractor must obtain access to the military base, which includes securing the necessary permissions and clearing any security protocols. Additionally, they need to ensure they can enter the AFRRI facility within the base to effectively perform their tasks. This process may involve coordinating with base personnel and adhering to specific guidelines to ensure compliance with safety and security measures. An escort from the Technical Service Branch or Comparative Pathology may be required.

6. PERFORMANCE REQUIREMENTS

6.1. Objectives

Objective 1– Objective 1– Preventive Maintenance. (Deliverable 1) The Contractor shall provide one preventive maintenance visit to USUHS per year in order to perform alignments and verify equipment meets operations specifications of the manufacturer. Contracted services are to be performed on a date mutually agreed by and the Contractor. This service must take place during normal duty hours (Monday through Friday 8:30 am- 4:30 pm).

Objective 2 – Emergency Maintenance. (Deliverable 2 and 4) The Contractor shall provide unlimited emergency visits to USUHS. Contractor is required to respond within 48 hours during normal duty hours.

a. The Contractor shall report in person or telephonically notify the end user prior to commencing services during normal duty hours (8:30 am until 4:30 pm). The Contractor shall not report or attempt service during non-duty hours.

b. After completing the Verification/Certification services, the Contractor shall affix and/or update DD Form 2163 (Medical Equipment Verification/Certification) or attach their certification form indicating that a preventive maintenance (PM) check was conducted on that date. Additionally, the Contractor shall provide a field service report detailing the work performed and any recommendations upon completion of the repair. This report should be submitted to the Technical Service Branch and Comparative Pathology to ensure accountability of records and maintenance tracking.

Objective 3 – Replacement Parts. The Contractor shall furnish non-consumable replacement parts, including those discovered during the Preventive Maintenance visit that fail due to fair wear and tear.

Objective 4 – Operational and Safety Improvements. The Contractor shall provide updates of software and/or equipment upgrades including Technical Updates recommended by the manufacturer.

Objective 5 – Instrument Integration. The Contractor shall provide Calibration and verification of any newly installed items of equipment.

Objective 6 – Peripherals. The Contractor shall provide update or replacement of peripheral equipment, to include but not limited to printers, monitors, and keyboards.

Objective 7 – Telephone support. The Contractor shall provide unlimited live telephone technical support, 24 hours/day, 7 days/week.

6.2. Specific Tasks / Requirements

6.2.1. Objective 1: Key Task 1 – Contractor shall return the unit to factory specifications and provide warranty on all electrical and mechanical part (non-consumables).

6.2.2. Objective 1: Key Task 2 – Contract shall enter building AFRRI via the main entrance in front of building 46 and sign in at the receptionist area prior to beginning any work. The Contractor/Technician will be checked into the building and issued a temporary security badge by the TSB or designee before beginning work in the building.

6.2.3. Objective 1: Key Task 3 – Contractor shall have a Government escort at all times while in the building.

6.2.4. Objective 2: Key Task 3 – Contractor shall comply with the Office of Safety and Health Administration lockout/tag-out standards while performing maintenance on equipment.

6.2.5. Objective 2: Key Task 4 – Contractor shall affix and/or update DD Form 2163 (Medical Equipment Verification/Certification) after performing Verification/Certification services or attach their certification form indicating that a preventive maintenance (PM) check was conducted on that date.

6.2.6. Objective 2: Key Task 5 – Contractor shall be factory trained and have a minimum of two years of experience working on the contracted equipment. (Recommended/Optional)

6.2.7. Objective 2: Key Task 6 - Contractor shall use only new or OEM refurbished repair parts.

6.2.8. Objective 2 Key Task 7 – Contractor shall return to the COR to provide an out brief prior to signing out upon completion of the work for the day. If the work is complete, the contractor must summarize the work performed and shall provide a field service report detailing the work performed and any recommendations upon completion of the repair. This report should be submitted to the Technical Service Branch and Comparative Pathology to ensure accountability of records and maintenance tracking.

6.2.9. Objective 2: Key Task 8 – (Deliverable 3) Contractor shall provide a field service report detailing the work performed and any recommendations, upon completion of the repair.

6.3. Equipment Table

The following equipment is identified for service under this contract and operate as a combined unit:

Tissue-Tek SmartWrite® Cassette Printer

ECN: 021908

SN: 90220635-0423

Tissue-Tek TEC™ 6 Embedding Module

ECN: 021913

SN: 51081016-0523

Tissue-Tek Prisma plus Automated Slide Stainer

ECN: 021905

SN: 61700812-0923

Tissue-Tek VIP® 6 AI Vacuum Infiltration Processor

ECN: 021907

SN: 60401292

Tissue-Tek TEC™ 6 Cryo Module

ECN: 021912

SN: 51091005-0423

Tissue-Tek Glas Automated Cover Slipper

ECN: 021907

SN: 65000674-0423

Tissue-Tek SmartWrite® Slide Printer

ECN: 021909

SN: 90210731-0623

7. DELIVERABLES

The contractor shall complete and submit deliverables in accordance with the “Deliverables Table” below. Unless specified in the PWS within the description of the deliverable, all deliverables will be made to the end user electronically.

DELIVERABLES TABLE

PWS Ref. Number Title/Description Due

6.1

Preventive Maintenance (PM) Service

Within 12 months of the previous preventive maintenance service date.

Onsite Repair Service

When repair is required and reported by Technical Service Branch to the Contractor.

6.2.9

Field Service Report - detailing all work related to the provided support. The report shall include a detailed list of all hours worked and workload accomplished, to include but not limited to, a list of equipment serviced and writing assignments in support of all tasks.

Due to the COR within 5 business days of work completion.

Emergency Repairs/Replacement Parts

When repair is required and reported by Technical Service Branch to the Contractor.

7.1. Reports and Documents

Reports and documents delivered by the contractor in the performance of this contract shall be considered Technical Data. All documentation shall reflect the latest version of the work product or activity, unless specifically directed otherwise by the Government. All documentation shall be prepared in accordance with (IAW) standard industry practices, ensuring electronically produced documents which reflect logical flow of material, tables of contents indexes and page numbering. Where applicable, the contractor’s attention is called to the availability of commercial, industry, federal, and military guides, instructions, and standards for many of the topics addressed in this PWS and under this contract.

7.2. Inspection and Acceptance

The end user delegated oversight of specific technical, functional and oversight responsibilities is responsible for inspection and acceptance of all services, incoming shipments, documents, and services.

Certification by the Government of satisfactory services provided is contingent upon the Contractor performing in accordance with the performance standards contained in the Performance Work Statement and all terms and conditions of this order, including all modifications.