Final Agilent SOW.pdf

1 | P a g e

STATEMENT OF WORK

Title: Repair and Maintenance Services for Agilent Equipment and Accessories

I. BACKGROUND INFORMATION

The National Institute of Standards and Technology (NIST), Material Measurement Laboratory (MML), Biomolecular Measurement Division (BMD) in Gaithersburg, Maryland is responsible for the development of standard reference data and materials for laboratories, both within NIST and to the worldwide scientific community, as well as of NIST/NIH/EPA mass spectral and peptide tandem mass spectral libraries (http://www.nist.gov/srd/nist1a.cfm and http://www.nist.gov/mml/bmd/data/peplibdatareport.cfm). The BMD’s ongoing work requires sensitive instrumentation which can accurately separate and measure properties of analytes.

Preventative maintenance and service contracts are required for the ‘Agilent Technologies’ instruments listed in Appendix I.

II. PURPOSE

The purpose of this procurement is to ensure the Agilent Technologies instruments, as described in

Appendix I: ‘List of instruments” are operating effectively to ensure BMD is able to acquire mass-spectral and chromatography data on correctly operating GC-MS, LC-MS and MS-MS instruments.

SCOPE

The Contractor shall provide comprehensive maintenance and repair for each Agilent Technology instrument identified in Appendix I: ‘List of instruments and serial numbers’ to manufacturer’s specifications to include:

• unlimited emergency visits during regular business hours

• scheduled preventive maintenance visits.

• expenses shall include all parts (excluding consumable items), labor, travel, and per diem.

PLACE OF PERFORMANCE

The performance will take place at the NIST campuses located at 100 Bureau Dr, Gaithersburg, MD

20899 and 9600 Gudelsky Dr, Rockville, MD 20850 except when mutually agreed upon by both parties.

Performance other than at NIST Gaithersburg shall be coordinated with the Contracting Officer

Representative (COR) and the Subject Matter Expert (SME).

Regular Business Hours

Regular business hours are Monday through Friday, 8:30 a.m. to 5:00 p.m. Eastern Time, excluding

Federal holidays and NIST closures. In the event of an unplanned closure, the Contractor shall not report to the NIST campus. The Contractor is responsible to review the site operation status at the NIST website at www.nist.gov to ascertain the Gaithersburg, MD site operating status. Information is also available by telephone at (301)-975-8986 or 800-579-5383.

PERIOD OF PERFORMANCE

The base period of performance will be September9, 2025, to September 7, 2026, plus four (4) one-year option periods as follows:

Option Period 1: September 8, 2026, to September 7, 2027

Option Period 2: September 8, 2027, to September 7, 2028

Option Period 3: September 8, 2028, to September 7, 2029

Option Period 4: September 8, 2029, to September 7, 2030

III. SPECIFIC REQUIREMENTS

2 | P a g e

1. The Contractor shall maintain accurate records of maintenance and repair activities.

2. The Contractor shall initiate and coordinate a preventive maintenance schedule with the NIST

Contracting Officer’s Representative (COR) and Subject Matter Expert (SME).

3. The Contractor shall perform the tasks in support of the scope of work listed in this statement of work

(SOW).

4. The Contractor shall submit a service ticket prior to departure from NIST on any service call for maintenance or repairs.

5. The Contractor shall perform support, preventive service, repairs, and system enhancements for

‘Agilent Technology’ instruments identified in Appendix I and meet the requirements outlined below.

Task 1. Repair

1. The Contractor shall repair and provide preventative maintenance that is equivalent to the

“Agilent CrossLab Silver Service plan” [ https://www.agilent.com/en/service/laboratory-services/maintenance-repair/service-plans/crosslab-service-plans-comparison-chart ] that includes

(1) contract level preferred response, (2) virtual tech support (hardware and software), (3) same day remote repair (when possible), (4) on site repair visits (travel and labor), (5) Genuine Agilent parts required for repair, (6) Agilent consumable parts required for repair, (7) Annual onsite preventive maintenance (travel and labor), (8) Genuine Agilent parts required for preventive maintenance.

2. Repairs must be accomplished by trained personnel who are fluent in the operation of the covered equipment

3. Trained technicians must meet the requirements outlined in the Section titled Contractor’s

Minimum Qualifications.

4. Repairs shall be rendered on-site at the NIST campus Gaithersburg, unless otherwise agreed by the parties.

5. If a part or the equipment needs to be repaired off-site, the Contractor shall be responsible for all packaging, shipping, and transportation costs, as well as, liability for the shipment from and to

NIST.

6. All parts shall meet manufacturers specifications for use with Agilent Instruments.

7. The Contractor shall only employ tools, instruments, software, test apparatus, methodologies, techniques, and practices approved for use with the instruments by the manufacturer.

8. The service protocols and instrument specifications shall be adhered to always.

Task 2. Preventive Maintenance:

1. The Contractor shall provide One (1) preventive visit per year per instrument to be scheduled at least 30 days in advance with the SME and COR.

2. The Contractor shall test, clean, repair if needed, and calibrate the instruments.

3. The Contractor shall be responsible for removing equipment from NIST site for repair if needed and is liable for shipments from and to NIST.

4. The Contractor shall guarantee full repair of the instruments meet manufacturers specifications upon completion of repairs.

5. Travel, labor and factory-certified replacement parts shall be included; the old parts shall be removed from the NIST site by the Contractor at the time repairs are completed.

6. All high-wear parts, detector labs, and solvent pathway components (in LCs) must be proactively replaced regardless of condition, as suggested by Agilent Technologies.

(http://www.chem.agilent.com/en-US/products-services/Services/Analytical-Instrument-

Services/Preventive-Maintenance/Pages/default.aspx).

7. Scheduling of the visits shall be consistent with the maintenance requirements of the instrument, as detailed in the service and use manuals for the equipment.

http://www.chem.agilent.com/en-US/products-services/Services/Analytical-Instrument-Services/Preventive-Maintenance/Pages/default.aspx http://www.chem.agilent.com/en-US/products-services/Services/Analytical-Instrument-Services/Preventive-Maintenance/Pages/default.aspx

3 | P a g e

8. Preventative maintenance visits may be made at the same time as an unscheduled visit for corrective or other action, if such a visit occurs within one month before a scheduled preventive maintenance visit.

Task 3 Service Calls:

1. The contractor shall respond to an unlimited number of service call requests in the event of instrument failure which require immediate repair.

2. The contractor shall provide travel, labor, and any factory-certified parts that require replacement.

3. The contractor shall respond to service calls Monday through Friday, during regular business hours only.

4. A service technician shall provide on-site service at NIST within a 48-hour maximum response time after the call is placed. No weekend or Federal Holiday service visits will be required. If the contractor cannot resolve the problem during the service call, the contractor shall expedite a solution for NIST.

5. The contractor shall obtain all parts required for all repairs and maintenance.

6. The contractor shall make every effort to secure parts within 24 hours after identifying the need for a replacement part for the covered equipment. All repairs must result in the instruments meeting manufacturer’s specifications. Any parts or components removed for replacement shall become the property of the Contractor unless otherwise agreed to by the parties.

7. The Contractor shall remove the parts from the NIST campus at the time of the service call or provide shipping instructions and return shipping information that NIST may return the parts to the

Contractor within 3 days after the service visit is completed.

Task 4. Service Conditions:

1. All services provided under this agreement must be performed by personnel who are fully trained in the operation of the equipment and meet the requirements outlined in the section titled Contractor

Minimum Qualifications.

2. The contractor shall render services on-site at the NIST campus unless otherwise agreed by the parties.

3. Preventative maintenance and repair must be performed as outlined in the sections on preventative maintenance and service calls. If a part needs to be repaired off-site, the Contractor shall be responsible for all packaging, shipping and transportation costs as well as liability for the shipment to and from NIST.

4. The Contractor shall be responsible for providing a “Return Authorization Number” or other information authorizing return of the shipment to their facility prior to the shipment. All parts shall be authorized to use with the instrument by Agilent.

5. The Contractor shall only employ tools, instruments, software, test apparatus, methodologies, techniques, and practices approved for use with the instrument by the manufacturer. The service protocols and instrument specifications shall be adhered to always.

Task 5. Telephone Support: The contractor shall provide telephone support for initial and prolonged diagnostics of the equipment during regular business hours.

Task 6. Warranty: All labor, replacement parts and components (excluding consumables) provided by the

Contractor must be guaranteed for a minimum period of 90 days from the service visit completion date.

Options: The contractor shall perform the work described in this SOW for the base period and each one-year option period. Prior to exercising the option year, additions or subtractions from Appendix I may be made via bilateral agreement

4 | P a g e

IV. GENERAL REQUIREMENTS

Government Furnished Property

All property, data and information provided by the Government in the performance of this task remains the property of the Government and shall be surrendered to the government upon completion or termination of this requirement, with the exception of parts being replaced. Likewise, all deliverables generated under this requirement remain the property of the Government.

Upon award of this requirement, the Government will provide the Contractor with all access to all equipment and resources needed in the performance of this requirement.

Inspection & Acceptance

The COR shall review all the deliverables and respond with an acceptance or request for revision email to the Contractor Point of Contact (POC) within 10 days of receipt of deliverable.

CONTRACTOR’S MINIMUM QUALIFICATIONS: The contractor shall provide original instrument manufacturer certified engineers or technicians during the performance of this requirement. Contractor personnel shall have at least two (2) years of experience regarding each specific instrument to be serviced and/or maintained by that person, see Appendix I. Certifications and authorizations must be active and current. Contractor must have access to Agilent parts, up-to-date training, up- to-date software, firmware, and service notes and up-to-date technical expertise for all the Agilent instrumentation identified in

Appendix I.

Safety: The Contractor employee must be responsible for knowing and complying with all installation safety prevention regulations. Such regulations include, but are not limited to, general safety, fire prevention, and waste disposal.

Security: NIST is a restricted campus. An identification badge is required for access for entry into buildings and is shown to the armed Security Police when entering the campus.

Identification Badges: Contractor employees must comply with NIST identification and access requirements. Each Contractor employee must wear a visible identification badge provided by the NIST

Security Office.

Contractor Registration: The contractor will provide the name and citizenship information of the on-site technician(s) to the NIST COR and SME prior to arrival. The COR and SME will submit the name(s) and citizenship information to the NIST Office of Security in order for a given Contractor employee to enter the NIST campus to perform on-site preventive maintenance or repairs of the instruments.

Vehicle Registration: All Contractor employees must register their vehicles with the NIST Security

Office to gain access to the campus. A valid driver’s license, Government-furnished civilian ID, proof of insurance and current registration must be presented to the NIST Security Office, at which time a NIST vehicle pass will be issued. The pass shall be displayed on the vehicle’s rear-view mirror in accordance with instructions. The Contractor employee shall follow NIST procedures for removal and turn-in of the vehicle pass upon termination of services under this contract.

5 | P a g e

V. SCHEDULE OF DELIVERABLES

The Contractor shall submit a service ticket prior to departure from NIST on any given service call for maintenance or repairs. The service ticket shall include the following:

a. Date and time of arrival to NIST.

b. Description of service performed.

c. Name and quantity of any parts that were repaired.

d. Name and quantity of any parts that were replaced.

e. Date and time of departure from NIST.

f. Diagnostic test results or narrative summary demonstrating that the instrument and/or accessories are meeting the performance standards.

g. Any comments or recommendations.

h. Signature of Contractor’s service person

i. Signature block for COR accepting the services rendered.

V.ATTACHMENTS

Appendix I: List of Equipment, Serial Numbers, Software and Firmware

6 | P a g e

Appendix I: ‘List of instruments and serial numbers’

Model Model and Description Serial # Notes

Group A

1D-LC 6545/6546 LC/QTOF System w/Enh Features

G7114B 1290 Infinity II VWD

DEBAU00773

G7120A 1290 Infinity II High Speed Pump DEBA202768

G7121B 1260 Infinity II FLD Spectra DEAEG00233

6545XT WtyTkg Only-6545XT

AdvanceBio

LC/Q-TOF

SG1836M001

G7116B 1290 Infinity II Multicolumn

Thermostat

DEBA403895

G7167B 1290 Infinity II Multisampler DEBAS01749

2D-LC Infinity II 1290 LC Extended System, including multiple heart cutting valve (p/n G4242-64000)

G1170A 1290 Infinity II Valve Drive

DEVAD03920

G1170A 1290 Infinity II Valve Drive DEVAD04258

G1170A 1290 Infinity II Valve Drive DEBAD03905

G1120A 1290 Infinity II High Speed Pump DEBAY02185

G1170A 1290 Infinity II Valve Drive DEBAD04289

G7116B 1290 Infinity II Multicolumn

Thermostat

DEBA403985

G7167B 1290 Infinity II Multisampler DEBAS01885

G7120A 1290 Infinity II High Speed Pump DEBA202717

G7114B 1290 Infinity II VWD DEBAU00807

7 | P a g e

G1170A 1290 Infinity II Valve Drive DEBAD04039

G7114B 1290 Infinity II VWD DEBAU00771

G1170A 1290 Infinity II Valve Drive DEBAD04267

G1170A 1290 Infinity II Valve Drive

DEBAD04330

Group B

LC/MS: Agilent 6460 System * (see, note below the Table: this PoP for this item shall be 09.08.2025 – 05.31.2026)

G4226A Infinity Sampler

DE93000308

G1330B 1290 Thermostat DEBAK01948

G1316C Infinity TCC DE93000280

G4220A Infinity Bin Pump DE92900294

G6460A 6460 MS System US94070295

LC/MS: Agilent 6490 System

G4226A 1290 Sampler

DEBAP01951

G1330B Thermostat DEBAK04795

G4212A 1290 DAD DEBAF01231

G1316C 1290 TCC DEBAC02544

G4220A 1290 Bin Pump DEBAA01593

G6490A 6490 MS System

SG1141A205

LC/MS: Agilent QTOF 6550 System

G4225A 1260 HiP Degasser

JPAAA03205

G1376A 1260 Cap Pump DEACL00393

G1316A 1260 TCC DEACN44093

G1377A 1260 HiP microALS DEACP00379

8 | P a g e

G1330B 1290 Thermostat DEBAK16748

G6550A 6550 MS System SG1340B002

Group C

Agilent 7000 (G7001B) GC/MS Triple Quad Mass Spectrometer

G7001B 7000 B GC/MS Triple Quad, US10386303

G4514A Agilent Technologies 7693

Autosampler

US10410133

G4513A Injector US10430313

G3440A GC:7890A GC System US10421045

Group D

#1. GCMS 5975C Turbo System: GCMS

G3172A 5975C inert XL MSD Perf Turbo EI Mnfr.

US92032859

G3440A 7890A Series GC US10927023

GERSTEL auto sample (mono rail system)

Robotic Pro Multi Purpose Sampler

377597

# 2. GCMS Triple Quad System: QQQ 7000B

G7001B 7000B EI/CI Mainframe Tracking Module US93940296

G3440A 7890A Series GC US10942031

G4513A 7693A Auto Injector CN13460265

G4520A 7693A Tray with Heater/Mixer/Bar Code CN92300356

# 3. GCMS 5975C Turbo System

G3172A 5975C inert XL MSD Perf Turbo EI Mnfr.

US12373A22

G3440A 7890A Series GC CN10933112

# 4. GCMS 5977A Turbo System

9 | P a g e

G7039A 5977A Agilent MSD

US1346M221

G3440B 7890B Series GC CN13463104

PAL3 RSI 120 Gerstel Robotic

Autosampler Bundle

629946

# 5. GCMS 5977B Turbo System

G7078B 5977B Agilent MSD US1628N001

G3442B 7890B Series GC CN16303032

GERSTEL auto sample (mono rail system)

Robotic Multi Purpose

Sampler 378661

# 6. GCMS

G7077C 5977C Agilent MSD

US2436MA17

G2540A 8890

GC

US2442A047

G4514A

7693A Agilent tray

R024157026

G4513A Autoinjector

R024325046

* PoP for this item shall be (09.08.2025 – 05.31.2026)