Final Service Contract SOW.pdf

STATEMENT OF WORK

TITLE: Installation and Service Agreement for Echo 550 Liquid Handler

LAB REQUESTING SERVICE: Materials Measurement Laboratory, Biosystems, and

Biomaterials Division

I. BACKRGROUND

The National Institute of Standards and Technology’s Biosystems and Biomaterials Division

(BBD) is focused on developing cutting-edge capabilities in laboratory automation to enable measurement assurance for cell-free expression (CFE) systems towards biomanufacturing, rapid prototyping in engineering biology, and scale-up. The Labcyte Echo 550 Liquid Handler

(Serial# E5XX-18047, Instrument ID 67492005) was purchased under the NIST-JIMB collaboration and support NIST’s mission in Stanford, CA. Upon the conclusion of the NIST-

JIMB collaboration, the instrument was returned to Gaithersburg, MD in February 2023.

To meet NIST’s mission requirements, a service agreement for maintenance and repair of the

Labcyte Echo 550 Liquid Handler (Serial# E5XX-18047, Instrument ID 67492005) is needed.

The maintenance agreement(s) will ensure that the measurements carried out by BBD using the instrument are reliable, reproducible, and of high enough quality to meet the needs of BBD’s stakeholders.

II. SCOPE OF WORK

The contractor shall provide

i. Re-installation of Labcyte Echo 550 Liquid Handler (serial# E5XX-18047, Instrument ID# 67492005)

ii. A one-year service agreement for its maintenance and repair and

iii. Four one-year option periods.

III. SPECIFIC REQUIREMENTS

Re-installation

1. The contractor shall re-install the Labcyte Echo 550 Liquid Handler instrument at

NIST, Gaithersburg, MD. Installation shall include, at a minimum set-up and necessary connections for operation, hardware installation, basic functionality, instrument start-up, and demonstration of instrument performance with the manufacturer’s specifications.

Annual service agreement

1. One annual preventative maintenance service call to ensure long-term performance and reliability of the instrument. At the minimum, preventative maintenance service shall include:

• Checking power calibration, transducer focal length, destination gripper voltage and deionizer bar voltage.

• Cleaning of vacuum restrictor and fluidics system.

• Replacement of panel filter, source gripper springs, source stage wear pads, destination gripper high voltage cable, membrane vent, vacuum restrictor, vacuum filter element, bottle gasket, pump tubing and chiller tubing.

2. Dispatch of a technician for emergency service within 3 business days when the instrument becomes inoperable or fails to perform to manufacturer’s specifications.

3. Replacement of defective parts with certified replacement parts.

The re-installation and first preventative maintenance shall be scheduled within 60 days from the start date of the service contract. The Contracting Officer Representative (COR) will contact the Contractor to schedule a mutually acceptable date and time for the preventive maintenance visits. All service visits shall occur during regular business hours. Regular business hours are Monday through Friday, 8:30 a.m. to 5:00 p.m. Eastern Time except for

Federal holidays and weekends.

IV. SERVICE CALLS

The Contractor shall respond to an unlimited number of requests for service calls in the event of instrument failure, which require immediate repair. The Contractor shall provide travel, labor, and any factory-certified parts that require replacement.

The Contractor shall respond to service calls during regular business hours only. The Contractor shall provide service, within a response time of 3 business days, for a service request. No weekend service visits shall be required.

The Contractor shall be responsible for obtaining all parts required for all repairs and maintenance.

All repairs must result in the instrument meeting the performance specifications as set forth by the manufacturer.

Any parts or components removed for replacement shall become the property of the Contractor unless otherwise agreed to by the parties. 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. The Contractor shall assume all charges and liability for all shipments.

V. SERVICE CONDITIONS

The Contractor shall provide original equipment manufacturer certified engineers and/or technicians during the performance period for each service agreement.

To the maximum extent practicable, service shall be rendered on-site at the NIST Gaithersburg, MD campus for the instruments. In the event that a part needs to be repaired off-site, the

Contractor shall be responsible for all packaging, shipping, and transportation costs. The

Contractor shall assume all charges and liability for shipments to and from NIST Gaithersburg.

The Contractor shall be responsible for providing NIST Gaithersburg with packaging instructions, a shipping account number, and a Return Authorization Number authorizing return of the shipment to their facility prior to the shipment.

VI. PERIOD OF PERFORMANCE

Service Contracts will run for the following terms:

Base Period: 10/01/2023 to 09/30/2024

Option Year 1: 10/01/2024 to 09/30/2025

Option Year 2: 10/01/2025 to 09/30/2026

Option Year 3: 10/01/2026 to 09/30/2027

Option Year 4: 10/01/2027 to 09/30/2028

VII. PLACE OF PERFORMANCE

Performance shall take place at NIST, 100 Bureau Drive, Gaithersburg, MD unless agreed otherwise by both parties.

VIII. TRAVEL

Travel to the NIST, Gaithersburg campus is required. All travel expenses shall be included in the price of the service agreement.

IX. CONTRACTOR’S MINIMUM QUALIFICATIONS

The Contractor shall provide original equipment manufacturer certified engineers and/or service technicians during the entire period of performance.

X. PERFORMANCE REQUIREMENT SUMMARY

DESIRED OUTPUT PERFORMANCE

STANDARD

MONITORING

METHOD

Provide one (1) re-installation of the Labcyte Echo 550 Liquid

Handler.

Re-installation of the instrument results in the system functioning to OEM specifications.

The COR shall confirm that system is operatable at

OEM specifications using

NIST samples.

DESIRED OUTPUT PERFORMANCE

STANDARD

MONITORING

METHOD

Provide one (1) preventive maintenance visit during each one-year term of the service agreement.

Maintenance, repair, and replacement of defective components results in the system functioning to OEM specifications.

The COR shall confirm that defective parts (if any) are replaced with OEM certified replacement parts and the system is performing at OEM specifications.

Onsite response to an unlimited number of requests for service calls in the event of instrument failure.

OEM certified technician responds within 3 business days. Instrument meets manufacturer’s operating specifications 100% of the time.

The COR shall confirm that emergency services are rendered within timeframes stated in Section III.

SPECIFIC

REQUIREMENTS.

system is performing at

OEM specifications.

XI. ACCEPTANCE CRITERIA

Services (installation, PM, repair) rendered will be deemed acceptable if the system is performing at OEM specifications as confirmed by the COR.