Attachment-Statement of Work.docx

STATEMENT OF WORK (SERVICES)

(SOW)

GENERAL INFORMATION

Title of Project:

Service Contract for Bruker AV3/400 NMR and Biospec 70/30 MRI Consoles, Cryocooler and Coils

Statement of Need and Purpose:

This purchase request covers an extended service contract for the MRI Section’s Bruker AV3/400 NMR and Biospec 70/30 MRI consoles, cryocooler and associated gradient, shim and radio-frequency coils. Because these instruments are absolutely vital and central to both the MRI Section’s ongoing research and that of several NIA IRP laboratories and academic collaborators, and because much of this research involves time-critical experiments on irreplaceable animals and in vitro samples, it is essential that these instruments be kept fully functional at all times. For these reasons, we wish to purchase an extended service contract for this equipment.

Background Information and Objective:

Since the MRI Section’s facility manager has the ability to provide troubleshooting and maintenance of NMR spectrometers and MRI scanners, a comprehensive on-site service contract is not required. However, support of these instruments requires ready access to replacement parts, especially circuit boards and power supply modules, which have historically been the most frequent components to fail. These parts are frequently very expensive to buy on an as-needed basis and the delays associated with procurement of these items would likely result in considerable down-time following the failure of a spectrometer component. A service contract is the most cost-effective and reliable means of ensuring the functionality of the MRI Section’s spectrometers. The contract described in the enclosed quotation would cover all such board replacements as well as innumerable other replacement parts in addition to routine service and repairs on the Biospec 70/30 MRI’s cryocooler.

The cryocooler cools the infrared radiation shield inside the MRI scanner’s superconducting magnet in lieu of a liquid nitrogen bath and must be maintained in working condition 24 hours a day. Failure of this equipment will cause the magnet to rapidly lose liquid helium and will result in a sudden, catastrophic loss of superconductivity and magnetic field strength known as a “quench”. To recommission a MRI magnet after a quench, if possible, requires months of down time and service charges on the order of $50K-$100K. Thus, purchasing a service contract to keep the magnet’s cryocooler hardware running is also very worthwhile.

Because replacement parts for the cryocooler are in short supply, Bruker gives priority to supplying them to sites with an active cryocooler service contract. Thus, sites without a contract may experience long delays in obtaining service for their Cryomech hardware, leading to the necessity of frequent liquid helium refills (at a cost of $12/liter X 400 liters per week) to prevent a quench. Purchasing a service contract that includes coverage of the cryo-cooler avoids these unexpected costs and minimizes down-time. Moreover, the cold head and compressor need a major overhaul every two years. In the past, this has cost $35,000 per overhaul. If the cryocooler is placed under the proposed service contract, then this overhaul would be performed at no additional cost.

Period of Performance:

6/1/2021 to 5/31/2022

SCOPE OF WORK

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 Specific Requirements below:

Specific Requirements:

1. The contractor shall provide telephone and E-mail support for troubleshooting console and coil problems on the AV3/400 NMR spectrometer and Biospec 70/30 MRI.

2. The contractor shall provide telephone and E-mail support for troubleshooting the cryocooler system that supports the Biospec 70/30 USR magnet.

3. The contractor shall maintain an inventory of console parts and replacement or loaner radio-frequency, gradient and shim coils for both the 400 MHz AV3 NMR spectrometer and Biospec 70/30 USR MRI scanner.

4. In those situations where the NMR spectrometer or MRI scanner is not operational, the contractor shall use overnight carrier services to ship repair parts and service equipment to NIA’s preclinical MRI facility. After repairs are complete, the contractor shall pay for the return of service equipment and defective components to its facility.

5. The contractor shall maintain a probe and coil repair facility and repair those NMR and MRI probes, resonators and coils specified in the contract that become defective.

6. The contractor shall provide the following services to maintain the cryocooler in the Biospec 70/30 USR magnet:

a. Monitor the cryogen levels.

b. Refill the cryostat with liquid helium at intervals defined by the manufacturer’s recommendations.

c. Supply the necessary refill cryogens.

d. Maintain the liquid helium transfer lines.

e. Maintain the cold head.

f. Maintain the cryocooler’s helium compressor and service as required

g. Maintain the secondary water cooling system and service as required.

h. Service the secondary cooling system filters

i. Refill cooling water (maximum once per year)

j. Repair leakage as required

k. Repair and replace components related to the water cooling system

l. Generate regular reports of service activity.

LEVEL OF EFFORT:

1. The contractor shall provide unlimited technical support via phone and E-mail.

2. Based on troubleshooting and diagnosis over phone or by E-mail, contractor shall provide replacement parts from inventory in exchange for defective parts and will pay associated shipping costs.

3. When covered equipment must be returned to contractor for repair, contractor shall perform needed repairs at contractor’s facility and ship repaired or replacement equipment to Government facility at contractor’s expense.

4. The contractor shall monitor the performance of the cryocooler components supporting the Biospec 70/30 USR magnet and provide on-site service as needed to keep this equipment performing to manufacturer’s specifications.

5. The contractor shall refurbish or replace the cold head and helium compressor based on the number of hours of operation of each unit and the manufacturer’s recommendations.

6. All liquid helium, ultra-pure helium gas and service equipment necessary to provide this service shall be supplied by the contractor.

GOVERNMENT RESPONSIBILITIES

1. Government will provide access to the AV3/400 NMR spectrometer, Biospec 70/30 USR MRI scanner and their associated radio-frequency, gradient and shim coils.

2. Government will provide access to Biospec 70/30 USR MRI magnet, cold head, cryocooler, heat exchanger and transfer lines.

3. Government will communicate with contractor to diagnose problems via phone and/or E-mail.

4. Government will communicate with contractor to provide weekly updates on cryocooler performance and to diagnose problems via phone and/or E-mail.

5. Government will coordinate shipment of service equipment, replacement parts and coils to and from contractor’s facility at contractor’s expense.

DELIVERY OR DELIVERABLES

1. Contractor shall provide replacement parts from contractor’s inventory for AV3/400 NMR spectrometer and Biospec 70/30 USR MRI consoles as needed in response to troubleshooting and diagnosis of scanner malfunctions.

2. Contractor shall repair and return or provide replacements for defective radio-frequency, gradient and shim coils associated with the AV3/400 NMR spectrometer and Biospec 70/30 USR MRI, with associated shipping at contractor’s expense.

3. Contractor shall provide and install replacement parts from contractor’s inventory for the Biospec 70/30 USR magnet’s cryocooler system as needed based on the number of hours of operation of the cold head and helium compressor and in response to troubleshooting and diagnosis of cryocooler malfunctions.

REPORTING REQUIREMENTS

Contractor shall provide a written report on any service performed by contractor on NMR or MRI consoles, cryocooler system components or radio-frequency, gradient or shim coils, whether on-site or at the contractor’s facility.

OTHER CONSIDERATIONS

Travel:

When performing routine or remedial maintenance to the AV3/400 NMR spectrometer or associated coils or to the Biospec 70/30 USR MRI console, coils or cryocooler, Contractor’s technicians will travel to and from Government’s work site (BRC, Baltimore, MD) as needed at the Contractor’s expense.

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