SOW_THERMO_EQUIPMENT.pdf

Attachment 1: Statement of Work

Statement of Work

Project Title: Service and Maintenance of Government-owned Mass Spectrometers and UPLC

1. Introduction and Background

The National Institute of Environmental Health Sciences (NIEHS), located in the Research Triangle Park, North Carolina, is one of the 27 Institutes and Centers composing the National Institutes of Health. The mission of NIEHS is dedicated to reducing the burden of diseases and dysfunctions associated with the environment. This mission is accomplished by conducting basic and applied research into the effects of environmental exposures on biological systems and human health, on the identification of susceptible human sub populations and on the interaction between the environment, genetics and age.

The Thermo Government Owned Equipment is used by the mass spectrometry research and support group in the Division of Intramural Research (DIR). The MS analyses of molecules is essential to the research mission of the Division of Intramural Research (DIR). To ensure that the instrumentation provides reliable and consistent results with minimum downtime, it is necessary to obtain periodic preventive maintenance, repair service by field service engineers with specific technical expertise, manufacturer-certified replacement parts, and the latest software updates and version upgrades.

2. Objective

This service agreement shall provide qualified personnel to perform a comprehensive preventive maintenance plan including inspection, preventive maintenance, repair service, and software maintenance as required by the Division of Intramural Research (DIR) at the National Institute of Environmental Health Sciences (NIEHS), Research Triangle Park, North Carolina.

3. General Requirements

The services/work that the Contractor shall provide specifically includes those described or specified herein. However, the performance as described and specified shall not be deemed to constitute a detailed specification having the effect of excluding other needed work not specifically mentioned that will be necessary for the successful completion of this project as generally described. The Contractor is required to furnish all service necessary to successfully fulfill the overall objectives set forth in the contract.

Complete mechanical and electrical preventive maintenance, including necessary repair service, shall be provided by the Contractor for Government-owned Thermo Equipment contained in Attachment 1.

The Contractor shall maintain a current list of instruments covered by this contract and shall provide an updated list to the Project Officer on a quarterly basis. This list must include the following information for each covered instrument; description, model number, serial number, NIEHS property number (if applicable), location of instrument (room number), principal investigator, and responsible contact. Only listed instruments shall be covered by the terms of this contract.

Contractor personnel shall check-in with the NIEHS receptionist/guard before beginning any work. At South Campus, the receptionist is located in the lobby of building 101.

The Contractor shall remove all trash, discarded parts, dunnage, and other material from areas immediately after completion of preventive maintenance and/or emergency repair. Government-owned dumpsters may be used for disposal of this waste material. The general area shall be left in a clean and orderly condition free of any foreign material caused by the preventive maintenance or repair activities.

The contractor shall provide a minimum of one (1) preventive maintenance visit per year for all equipment listed in Attachment I and repair service (as needed) for all listed Government-owned instruments consistent with standards for workmanship and materials prevailing in the trade. The contractor must guarantee minimum of 96 hours on-site response time from the notification of needed repair. The contractor shall furnish all necessary tools, consumables, software and test equipment to pursue the fulfillment of work performed under this statement of work.

4. Contractor Personnel Requirements

The Contractor shall provide trained personnel with experience in repair and maintenance of the equipment types listed herein. Personnel must be qualified to perform the required preventive maintenance services and repairs for all listed equipment, and to properly install relocated instruments. In the event the service representative is unable to rectify the situation, the Contractor shall provide a senior service engineer, or like, to resolve any problems. All workmanship performed by the Contractor shall be of acceptable industry standard quality and shall be immediately rectified at no additional cost to the Government upon notification of non-acceptability by the Government.

5. Contractor Requirements

The Contractor shall provide all needed supplies, parts, materials, equipment, and tools that are necessary for the performance of the contract requirements. The Contractor shall be held responsible for the cost of any repairs cause by negligence and abuse on his/her part. The Contractor shall be responsible for the cost for safeguarding all Government property that will be serviced under this contract. If applicable, the Contractor shall be responsible for replacing, purchasing, and disposing of radioactive sources, and shall consider such services a regular part of this contract.

6. Specific Requirements and Tasks

The Contractor shall provide the following services:

a. Preventive Maintenance

The instruments shall be inspected and all necessary adjustments made at the time of inspection or call. To continue proper performance, the units shall be checked completely for parts that may need to be replaced, reassembled, adjusted, and thoroughly tested. Inspections by the Contractor are to be made in accordance with model specific preventive maintenance checklists to assure maintenance in accordance with original factory specification. A copy of preventive maintenance checklists shall be provided to the Government as part of the Contractor’s technical proposal.

The Contractor shall furnish all necessary personnel, labor, facilities, equipment, parts, materials, and supplies to provide the required technical support and expertise for preventive maintenance, inspection, repair, and relocation of Government-owned Thermo equipment listed.

The items listed in Attachment 1 shall require preventive maintenance and repairs, for the basic contract year and any option years, if exercised. The quantities shown for each item represent the Government’s current best estimate of which service will be required during the contract periods and are intended for price evaluation and funding purposes only. It is conceivable that these quantities may increase or decrease by 25% over the life of the contract, including the addition of newly released models by the manufacturer.

Each piece of equipment to be maintained has been identified by the manufacturer serial number.

Prior to the removal of the equipment, advance approval must be given by the Project Officer or Alternate Project Officer. If the equipment is to be temporarily removed or temporarily replaced by the Contractor for the purpose of repair, it shall be the responsibility of the Contractor to contact the Project Officer or Alternate Project Officer. The Contractor must identify all information on the replacement equipment, such as generic name of item, manufacturer, type/model, serial number, etc. to the Project Officer.

The Contractor must complete the PM’s and submit the paper work to the Project Officer or Alternate Project Officer for instruments scheduled to receive service by the last day of the month following the end of the quarter. The Contractor shall perform preventive maintenance procedures as described in checklists that are provided to the Government as part of the Contractor’s technical proposal. The Contractor shall provide the lab representative with a Preventive Maintenance Service Report upon completion of the preventive maintenance.

The Contractor shall notify the NIEHS users at least forty eight hours in advance of making preventive maintenance inspections, and shall confirm that the schedule work will be performed at a time convenient to the user.

b. Repair Service

The Contractor shall perform all repairs as may be required to restore instruments to optimum operating capacity. The Contractor shall provide only qualified and trained personnel with adequate experience in repairing the particular type of unit in question. In the event field service engineers cannot effectively repair the instrument(s), the Contractor shall have senior service engineers available to effectively repair the instrument(s). The Project Officer, Alternate Project Officer, or authorized lab representative may place calls for repairs; the caller will indicate the equipment in need of repair and its location. This contact with the Contractor will be done by the most convenient means, normally by direct telephone contact. As a part of services provided under this contract, the Contractor shall, at no additional cost to the Government, perform all repairs necessary to prevent a breakdown or failure of Government-owned equipment covered by this contract.

c. Emergency Maintenance

The Contractor shall provide essential services to critical/ broken equipment. Work shall start within 96 hours and shall be completed as soon as possible.

d. Replacement Parts and Supplies

All necessary repair parts, materials, removal, and disposal of radioactive materials (if applicable) for maintenance of the instruments listed herein shall be furnished at no additional cost to the Government.

e. Reporting Requirement and Deliverables

1. Service Reports – Delivery Tickets: The Contractor shall instruct its service representatives to obtain a signature from the NIEHS official responsible for the equipment on a service report upon completion of each service call. A copy of the signed service report shall be left with the NIEHS official responsible for the instrument under repair. The Contractor shall also forward copies of the Preventive Maintenance, Repair Service, and Relocation Service Reports to the Project Officer, MD F0-03, by the last day of the month following the end of the quarter. However, Emergency Maintenance Service Reports shall be forwarded to the Project Officer within 10 working days after completion of the service. At a minimum, Service Reports should include the following:

A. The Model Number, Serial Number, NIH Property Decal Number (if applicable), Principal Scientist, Responsible User Name, Location, Date of Service, and a description of the service performed (i.e. calibration, parts replaced, etc.) for each instrument.

2. Quarterly Report: The Contractor shall provide a typed quarterly report to the Project

Officer or Alternate Project Officer not later than the last working day of the month following each quarter. The quarterly report should include the following:

A. A summary of the number and types of request (i.e. emergency repairs, service repairs, and relocation) received, and completed. This summary shall be broken down for each type of service and grouped according to the type of service performed. The report should include: The Model Number, Serial Number, NIH Decal Number (if applicable), Principal Scientist, Responsible User Name, Location, and Date of Service.

f. Licenses

If applicable, The Contractor shall possess the necessary Nuclear Regulatory Commission licenses in accordance with the Code of Federal Regulations, Titles 10, Part 20, to replace, purchase, and dispose of radioactive sources, and shall consider such services a regular part of this contract.

g. Inspection

The Contractor shall establish an inspection system covering the equipment stated in this Statement of Work. This system must include a method for identifying deficiencies in the quality of service performed, before the level of service become unacceptable, as well as specify the areas to be inspected on a scheduled and unscheduled basis. The Contractor shall maintain a history file on all repairs/ inspections conducted and must indicate any corrective action taken.

The history file shall be the property of the Government and shall be maintained by the Contractor and turned over the Project Officer upon completion of the contract.

h. Quality Assurance

The Government will monitor the Contractor’s performance under this contract and shall retain the right to perform unscheduled inspections, as it deems necessary. Furthermore, the Government retains all rights provided by the FAR (Federal Acquisition Regulations) clause entitled “Inspection of Services – Fixed Price” and any other inspection clause, which may be specified in the contract.

i. Safety Precautions/ Radiation Safety

All system, either mechanical or electrical that must be deactivated before servicing shall be rendered by whatever disconnect or shut-off means are provided. Each deactivated system shall be properly “tagged-out” to prevent accidental reactivation. The NIEHS Health and Safety Branch will furnish “tag-out” procedures and tags. The Government shall be responsible for removing the contents of any equipment and ensuring it is biologically safe. If applicable, the Contractor shall notify the Health and Safety Branch before removing any radioactive material.

If applicable, the Contractor is responsible for removing and disposing of all radioactive materials/sources.

j. Servicing Stickers

The Contractor Service Representative shall affix a sticker to each instrument each time that service is performed on the instrument. The sticker shall have the following information:

Contractor Name & Contract Number, Instrument Serial Number, Service Representative Name/Telephone Number, and Date of Service.

7. Government Responsibilities

The Project Officer will ensure that the service personnel have government issued badges to gain access to the NIEHS facility and any equipment or instrument to be serviced.

8. Instrument Condition

The instruments to be covered by this contract have been under continuous maintenance following the expiration of the respective warranties. The instruments shall, therefore, be considered to be at an acceptable level of upkeep to the Government at the commencement of this contract.

9. Inspection and Acceptance Criteria

The Project Officer and/or Alternate Project Officer will monitor the Contractor’s activities and accomplishments and will indicate acceptance or non-acceptance of the deliverable. The deliverables identified above will be inspected and either approved or, if they are not acceptable, rejected by the Project Officer and/or Alternate Project Officer. Such inspections will occur within five workdays after the Project Officer or Alternate Project Officer receives the deliverable.

10. Definitions

The definitions listed below are the special terms and phrases used in this Work Statement or elsewhere in the contract document. The purpose of the contract, all definitions will apply throughout.

a. Preventive Maintenance (PM) – scheduled checks and services (to include adjustments, cleaning, calibration, inspection, parts replacement and equipment servicing) of installed equipment at intervals recommended by the manufacturer or standards within the industry to ensure proper and efficient operation with minimum breakdowns, deterioration, or other deficiencies.

b. Repair Service – the restoration of failed or failing Government-owned property to its intended capacity or use.

c. Relocations - the uninstall, relocation, and re-installation of moved instruments from its existing location to a new location and assurance that the instrument is operating at optimum capacity.

d. Quality Assurance Plan – the plan developed by the Government, specifically for this contract, to assure compliance with the contract.

Statement of Work