D_SOW.pdf

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

STATEMENT OF WORK (SERVICES)

(SOW)

GENERAL INFORMATION

Title of Project:

Service maintenance and support for Philips Ingenia 3T MRI Scanner and associated chiller and uninterruptable power supply (UPS)

Statement of Need and Purpose:

The goal of this procurement is to obtain a comprehensive service contract covering preventive maintenance, routine upgrades and remedial service for the National Institute on Aging (NIA) Philips 3T Ingenia MRI scanner and its associated system chiller and UPS, located at Medstar Harbor Hospital in Baltimore, MD. This is existing government-owned laboratory equipment previously purchased from Philips Healthcare. The service agreement shall be carried out by authorized Original Equipment Manufacturer (OEM) certified factory-trained technicians.

Background Information and Objective:

The Laboratory of Clinical Investigation at the NIA operates the Clinical Unit at Harbor Hospital using a Philips 3T Ingenia MRI scanner to conduct studies on human subjects under NIA Clinical Trial protocols.

As a Food and Drug Administration (FDA)-certified clinical diagnostic device, there are strict maintenance and quality control requirements for the continued operation of this scanner. Due to the restricted availability of replacement and upgrade parts, software, diagnostic tools and factory-trained technicians, this maintenance must be carried out by Philips-certified personnel.

In addition to providing comprehensive support for the scanner itself, including the MRI magnet, gradient and shim coils, console electronics and radio-frequency coils, the contract will need to cover the KKT cBoxX 100 chiller that provides cooling water to the magnet’s cold head refrigeration system, gradient coil and gradient amplifier and the Toshiba G8000 UPS that provides electrical power to run all system components without interruption by power outages. Maintenance on this ancillary equipment is subcontracted by the scanner manufacturer to OEM factory-trained technicians, but must meet Philips’ specifications since the combination of the scanner, chiller and UPS must maintain certification for continued clinical use.

Period of Performance:

The period of performance is:

Base Year: February 27, 2022 to February 26, 2023 Option Year: February 27, 2023 to February 26, 2024

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 Statement of Work below:

Specific Requirements:

The contractor shall furnish all the necessary services, qualified personnel, materials, equipment, and facilities not otherwise provided by the Government as needed to perform preventative maintenance and remedial repair for the Philips Ingenia 3T MRI scanner (site #89433630) and its associated KKT cBoxX100 chiller and Toshiba G8000 UPS.

The contractor shall provide on-site maintenance and repair service at Harbor Hospital in Baltimore, MD that includes the following provisions:

(1) planned preventive maintenance inspection, which involves equipment inspection, problem troubleshooting, installation of software updates or enhancements as necessary, and training government staff, as needed;

(2) Emergency or per-call repair services;

(3) Testing instruments and supplies;

(4) Original Equipment Manufacturer (OEM) certified factory-trained technicians, and

(5) all labor, replacement parts, and travel expenses. The MRI scanner and UPS are in the Gruehn Building (attached to the Harbor Hospital Building), Room Number GNM 32, while the chiller is on the Hospital grounds just outside the 3T MRI Building.

Specifically, the Contractor shall perform planned Preventive Maintenance (PM) visits for equipment maintenance services during standard hours of coverage and scheduled at a mutually agreeable time with the designated Contracting Officer’s Representative (COR) or a COR-delegated official. Onsite preventive maintenance on the 3T MRI will include support on the chiller and 151-300 kVA UPS from 8:00 am - 9:00 pm Eastern Monday through Friday.

The contractor shall provide Remote Proactive Monitoring (RPM) of the instrumentation via an authorized Philips Remote Services network. RPM includes assessing magnet life support conditions (cryogen levels, cold head operation) so that service personnel and the NIA point of contact (POC) can be notified remotely prior to any degradation in magnet performance.

The contractor must have access to parts and test instrumentation for effective repair in case of malfunction. Technical performance requirements include system coverage on the subject equipment by Original Equipment Manufacturer (OEM) factory-trained, authorized technicians. In addition, providers of any required parts and software or proprietary diagnostic tools and software enhancements must be OEM certified and compatible with the subject equipment.

Service shall include labor and parts coverage, extended coverage hours as noted in the paragraphs above, on-site labor response, technical telephone response (call-back to schedule), and planned maintenance, extended planned maintenance coverage hours, diagnostic software license and service documentation, user training, and preferred labor rate.

Important: Due to the heavy workload and need to maintain certification for scanning human subjects, the contractor must ensure the following:

1) The contractor must have either an adequate supply of parts in stock and readily available to the service technicians or be able to obtain any required part(s) within 24 hours of the service technician’s request.

2) The service technicians must be Philips (OEM) trained and certified.

3) All service must be warranted for 6 months and any replacement part must have at least a 12 month warranty.

LEVEL OF EFFORT:

The contractor shall provide 24X7 telephone and/or internet access to technical support personnel to report problems requiring diagnosis and a possible service visit. On-site preventive and remedial service for the scanner and chiller and clinical application support shall be provided between 8 AM and 9 PM Eastern Monday through Friday, excluding holidays. On-site preventive and remedial service for the UPS shall be provided between 8 AM and 5 PM Monday through Friday, excluding holidays.

GOVERNMENT RESPONSIBILITIES

The government POC will make all necessary service calls as agreed to by the Government and the contractor. The POC will ensure that the service technicians have access to the site of the covered equipment as required.

Place of Performance:

National Institutes of Health (NIH), NIA Intramural Research Program (IRP) Harbor Hospital NIA Clinical Unit 3001 South Hanover Street Baltimore, MD 21225

DELIVERY OR DELIVERABLES

The contractor shall deliver OEM-certified replacement parts, service equipment, software upgrades and diagnostic tools to the place of performance specified above, as needed, for preventive and remedial maintenance of the MRI scanner, chiller and UPS. Shipment of these items shall be arranged by the contractor at the contractor’s expense. The Government POC or delegated representative will coordinate with the contractor to ensure proper delivery to the instrument site.

REPORTING REQUIREMENTS

The service technician is to present a service ticket that briefly details the work performed during the service visit to the NIA POC for signature and a copy of the ticket is to be left with the POC. Electronic delivery and signature of this documentation is acceptable.

A detailed written report of any service and\or preventative maintenance is to be submitted to the COR within 1 week of service being performed.

OTHER CONSIDERATIONS

Travel:

All arrangements and expenses for travel by the contractor’s technicians and training staff needed to support the covered equipment shall be provided by the contractor.

Key Personnel:

1. Not applicable.

Information System Security Plan:

Not applicable.

Data Rights:

Work performed under the proposed service contract is not anticipated to produce new intellectual property. This work will provide parts, software and diagnostic tools to the contractor’s technicians and will by necessity allow technicians to see data collected by NIA on human subjects, as described above.

These data and intellectual property must be protected from being divulged to a third party without proper approval in advance.

Section 508—Electronic and Information Technology Standards:

Publications and Publicity:

Confidentiality of Information:

In the course of maintaining the MRI scanner, the contractor’s service technicians will have access to identifiable data on study participants (Personally Identifiable Information (PII)/ Precision Medicine Initiative (PMI). Service activities must avoid disclosure, alteration or loss of these data. When necessary for repair or replacement of the scanner workstation or its components or for major software modifications and upgrades, the contractor must back up these data to a secure location prior to erasing or wiring over any records.