Attachment 2- Statement of Work.pdf

US Department of Agriculture (USDA)

Statement of Work

Contents Project General Information

1.0 Scope of Work

2.0 Background

Contractor Requirements

3.0 Technical Requirements / Tasks

4.0 Government Furnished

5.0 Deliverables / Schedule

6.0 Travel

7.0 Contractor’s Key Personnel

8.0 Security Requirements

9.0 Data Rights

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Project Biomek i7 Automated Liquid Handler Preventative Maintenance and Repair Services General Information

1.0 Scope of Work

The United States Department of Agriculture’s Systematic Entomology Laboratory (USDA-SEL) has a need to purchase a Protective Service Plan to provide comprehensive preventative maintenance and curative repair for one (1) Biomek i7 Automated Liquid Handler with enclosure and its associated components including. This contract will be a purchase order not to exceed two (2) years (Base Year + 1 Option Year).

2.0 Background

The Biomek i7 is used to facilitate rapid, reproducible and efficient sample processing and molecular genetic assays for genomics projects vital to the USDA’s new research and development priorities. To maintain proper equipment operations, the USDA-SEL requires the use of a contractor to provide Preventative Maintenance and Curative Repair services for one (1) automated liquid handler.

The selected contractor must have the experience and reliability to adequately maintain laboratory automated liquid handlers and must be able to quickly diagnose and repair the equipment to the individual equipment manufacturer(s), USDA and applicable ISO standards. This includes access to manufacturer parts, hardware, and software as needed to ensure functionality and availability of equipment as well as priority telephone and email technical support. Functional laboratory equipment is critical to ensure that ongoing research projects and deliverables are not subject to significant delays.

Contractor Requirements

3.0 Technical Requirements / Tasks

3.1. Objectives: The objective of this procurement is ensuring laboratory instrumentation is operational 100% of the time and able to produce accurate, reproducible results in support of the USDA mission priories and research directives.

3.2. Scope: Preventative Maintenance and Curative Repair: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform preventative maintenance and curative repair as defined in this Statement of Work (SOW) except for those items specified as Government furnished property and services. The contractor shall accomplish:

o 3.2.1. Protective Service includes annual preventative maintenance for the Biomek i7 Automated Liquid Handler and accompanying components (i.e., computer, software, hardware interfaces) to ensure unit is operationally functional and meets manufacturer’s specifications upon departure.

o 3.2.2. Comprehensive, unlimited repair services for all components. This includes prompt call back response to scheduled visits and a two-business day onsite repair response as well as telephone and email technical support to ensure instrument is available to continue daily sample processing and ongoing research projects in order to meet USDA-SEL mission requirements.

o 3.2.3. All costs for labor, travel costs, parts, and consumables are included under the comprehensive plan at a firm, fixed price annually.

3.3. Specific Tasks:

o 3.3.1. Scheduled Preventative Maintenance: The contractor shall perform scheduled Protective preventative maintenance on the Government Furnished Equipment (GFE) Biomek i7 Liquid Handler instrument and its associated components.

o Preventative maintenance will be performed in compliance with instrument manufacturer and applicable ISO standards, including the use of manufacturer recommended parts, hardware, and software as needed to ensure functionality and availability of equipment and includes all parts, labor, and required components.

o Scheduling and Reach-back: The contractor shall coordinate with the USDA-SEL technical staff at least one week in advance to schedule the preventive maintenance and recall services.

o 3.3.2. Comprehensive Curative Repair: The contractor shall perform Protective curative repair on the GFE Biomek i7 Liquid Handler instrument and associated components.

o Curative repair will be performed in compliance with equipment manufacturer and applicable ISO standards, including with manufacturer recommended parts, hardware, and software as needed to ensure functionality and availability of equipment.

o The contractor shall provide prompt call back response on notification of a problem or need for curative repair. All repairs shall be completed in one site visit unless approved by USDA-SEL technical staff. Onsite services shall include correcting any software issues as well as performing all required physical repairs and adjustments to return the instrumentation and accessories to proper working order. Curative repair for each component will allow the unit to be operationally functional without error or modifications upon completion of service.

o Extended Repair: If the contractor anticipates that a repair will take longer than two business days to respond, or one day of onsite service due to factors such as (but not limited to) complexity, intermittent nature of problem, or shortage of available parts, the USDA-SEL technical staff will be notified via email with a proposed path forward and proposed completion date.

o Parts and Consumables: The contractor is expected to arrive with the parts predicted to be needed for the repair. They shall provide all parts and labor for service calls including consumables and accessory components. All instrumentation is maintained/supplied per Original Equipment Manufacturer (OEM) Specs; no “after-market” parts accepted.

o Repaired items will be maintained, certified, and calibrated to the same standard as Scheduled items with preventative maintenance and certification/calibration documentation as noted in those sections.

o 3.3.3. Guidance: Equipment certification and calibration will be performed as recommended by manufacturer specific guidelines and checklists for each equipment model, plus any additional requirements specified by USDA-SEL in this SOW. The contractor is responsible for tracking instrument due dates and for documenting completion of calibration.

o 3.3.4. Reference: Maintenance required is specified by instrument model-specific guidelines and checklists available from the manufacturer(s). The contractor is responsible for tracking preventative maintenance due dates and for documenting completion of maintenance.

o 3.3.5. ISO 17025 (https://www.iso.org/ISO-IEC-17025-testing-and-calibration-laboratories.html) Preventative Maintenance and Repair activities must be performed by an accredited ISO 17025 organization.

o 3.3.6. Equipment Modification / Upgrades: The vendor shall notify the government of all available upgrades within 30 days of new software release. Installation will be coordinated with the USDA-SEL technical staff.

o 3.3.7. Firm Fixed Price Rate. The contractor shall provide the firm fixed price per item in the proposal under the following Contract Line-Item Number (CLIN) structure as tabulated below:

CLIN Description Serial Number Item Code Quantity Unit Price Total 0001 BASE YEAR Protective Full

Risk Biomek i7 Hybrid with enclosure Service Contract

B8758521B02 C04085

1 $ $

0002 OPTION YEAR Protective Full Risk Biomek i7 Hybrid with enclosure Service Contract

B8758521B02 C04085

1 $ $

Total Contract Value https://www.iso.org/ISO-IEC-17025-testing-and-calibration-laboratories.html

4.0 Government Furnished

4.1. Facilities: USDA-SEL will provide access to the facility and instrumentation covered under the contract.

o 4.1.1. Hours of Operation: The contractor is responsible for conducting business, between the hours of 0900 - 1700 Monday through Friday except Federal holidays or when then the Smithsonian National Museum of Natural History is closed due to local or national emergencies and administrative closings.

Work outside of this schedule must be approved in advance by the USDA-SEL technical staff and the contractor.

4.2. Materials: USDA-SEL will provide operating manuals for the Beckman Coulter Biomek i7 instrument. The manufacturer retains rights to distribute repair and troubleshooting manuals.

4.3. Equipment: The Government will provide access to one (1) Beckman Coulter Biomek i7 automated liquid handler and its associated components. Instrument serial numbers are listed below:

o Model and Serial Number: Biomek i7 (MC + Span-8) with Enclosure B8758521B021

5.0 Deliverables / Schedule

5.1. Certificate of Calibration/Certification. The contractor shall provide documentation of all calibration and certification services performed, including electronic and hard copy versions of final reports, for on and off-site work. Calibration and certification paperwork must meet ISO 17025 standards and must contain “as found” and “as left” data, and calculated measurements of uncertainty. Reports will detail all required elements stipulated in ISO 17025 (i.e., data detailing as found, as completed, date of calibration, method used, traceability references, conditions references, technician performing calibration or certification, date of service, pass or fail certification or calibration). Copies of reports shall be emailed to the USDA-SEL technical staff within 48 hours of work completion.

5.2. Technical Support: The contractor shall provide priority telephone and email access to technical support, as needed, at no charge.

5.3. End of Call Briefing: Upon completion of each service call, the contractor shall conduct a closing brief for the USDA-SEL technical staff to summarize the status of the day’s effort, found problems and corrective actions taken, equipment requiring repair, and any recommendations for future repairs/modifications.

5.4. Service Reports: The contractor shall submit a service report detailing services performed (preventative maintenance or curative repair), serial number and system ID, items replaced, before and after conditions for each piece of equipment, individual performing the service, date of service, and any findings and recommendations for additional work to ensure improvement. The report is to be submitted to USDA-SEL technical staff within 48 hours of work completion. If an item is unable to be maintained, repaired, or replaced, the contractor shall provide a report regarding measures taken to attempt the maintenance and/or repair and the contractor’s assessment of the problem to the USDA-SEL technical staff within 48 hours of work completion.

5.5. Preventative Maintenance Documentation: The contractor shall provide an electronic preventative maintenance report for all instrumentation maintained by the contractor detailing date of preventative maintenance, next due preventative maintenance date, and technician and company performing preventative maintenance as required by ISO 17025 guidelines.

5.6. Condition Report: In addition to the Certificate of Calibration/Certification, the contractor shall provide condition reports to identify any items that cannot be maintained, repaired, certified, or calibrated. Condition reports shall be emailed to the USDA-SEL technical staff within 48 hours of work completion. The report shall include the contractor's recommended repair with time estimate.

6.0 Travel

6.1. Contractor Travel: Contractor will be required to travel to Smithsonian National Museum of Natural History (NMNH) within the National Capital Region (NCR) during the performance of this contract to perform preventative maintenance and curative repair of Biomek i7 and associated components. There shall be a minimum of one (1) planned service event per year for scheduled PM and an indefinite number of visits for repairs. The number of days for each visit will depend upon the availability of laboratory equipment, the state of repair of the equipment, and the complexity of equipment requiring service at the time of the visit. Travel costs will be included in the annual service agreement cost and are not added to any agreement costs.

7.0 Contractor’s Key Personnel

7.1.Qualified Staff: The contractor shall provide qualified staff (referred to as service engineers/technicians) that are trained and company-certified to perform preventative maintenance and curative repairs on Beckman-Coulter instrumentation.

o Qualified personnel shall be trained, and company certified to perform preventative maintenance and curative repairs.

o The contractor shall provide all personnel, materials, parts, and equipment to accomplish the work specified herein. All work shall be performed by qualified technicians who have completed manufacturer certified unit specific training and have been certified by the manufacturer to receive delivery of all applicable manuals, materials, parts, and components to maintain and repair the instrumentation. Upon request from the USDA-SEL technical staff, the contractor shall provide training and certification records for assigned service technicians to demonstrate acceptable training in the calibration, certification, and repair of covered instrumentation.

8.0 Security Requirements

8.1. Physical Security: The contractor shall be responsible for safeguarding all Government equipment, information and property provided for contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured.

8.2. Controlled Access Facilities / Information Systems Security: None of the services required by this contract shall be subcontracted to or performed by persons other than the contractor or the contractor's employees without the prior written consent of the USDA-SEL technical staff.

9.0 Data Rights

9.1. Data Rights: (Not applicable): The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose.

10.0 Section 508 – Electronic and Information Technology Standards