Final SOW .pdf

Statement of Work

FLOW CYTOMETER MAINTENANCE

SERVICES

I. BACKGROUND INFORMATION

The Biomaterials Group acquired a CytoFLEX LX flow cytometer from Beckman Coulter to detect and quantify small particles in support of mission critical activities within the Biosystems and Biomaterials Division pertinent to microbial measurements. These activities include microbiome and biofilm measurements, development of synthetic microbial communities, cell enumeration, measuring antimicrobial resistance, and synthetic biology. The flow cytometer is used to develop novel measurement methods to quantify properties of living microbial cell samples, including cell concentration, cell viability, and cell genomic content. It is also being used to characterize a new set of candidate NIST Reference Materials consisting of living microbial cells. The flow cytometer also supports Interagency Agreements that

NIST has with other Federal Agencies that include time-sensitive deliverables to those agencies. The experiments required to support all of these efforts often involve longitudinal studies monitoring microbial samples and cultures over time including stability studies of Reference Materials with pre-determined timepoints to collect data over the course of months.

For the instrument to continue providing routine, high-quality measurements, annual maintenance is crucial for its analytical performance. Moreover, it requires timely repairs in the event of emergency service calls. If the flow cytometer is not operating properly, all studies must be immediately halted until the instrument is correctly operating.

Due to the primary samples measured on this instrument are living microbial cells, they typically cannot be set aside or stored while waiting for the instrument to be fixed because they will change their properties. Without a prompt repair of the instrument, many of the ongoing studies would need to be restarted and some datapoints would be lost in critical longitudinal studies. This loss of experiments would result in increased cost and time, which would significantly delay the delivery of mission critical measurement methods and Reference Materials to NIST stakeholders and customers, as well as prevent NIST from meeting deliverable due dates to Federal Agency partners.

The instrument (SN: BC35106) has five excitation lasers, 375 nm (near-UV), 405 nm (violet), 488 nm (blue), 561 and (yellow) 638 nm (red) with an option to implement an infra-red (IR) laser resulting in 19 fluorescent channels in addition to two scattering channels, side and forward on a total of 21 channels.

II. SCOPE OF WORK

The Contractor shall deliver flow cytometer maintenance services meeting the specifications outlined below:

1. One scheduled annual preventative maintenance visit shall be provided and shall include cleaning, inspecting, adjustments, and calibration to manufacturer specifications.

a. All consumables, supplies, and parts required for the maintenance visit shall be provided and shall be new OEM manufactured parts.

b. Supplemental training for the instrument operator shall be provided as needed during the regular maintenance visit to account for OEM changes in operating or maintenance procedures.

2. Technical phone support shall be provided during normal business hours, between 8:30 am and 5:00 pm Eastern Time, Monday through Friday except Federal Holidays, when minor issues occur on the instrument.

3. Priority on-site emergency service (repair) support shall be provided within three business days of the initial request for service when the flow cytometer is not operating correctly.

a. All on-site labor, travel, and parts required for emergency service visits to return the equipment to manufacturer specifications shall be included with no additional charges.

4. Maintenance and service visits shall occur during normal business hours as determined above.

5. The service engineer shall be aware of and have access to hardware enhancements and technical updates available from the OEM and shall include available engineering modifications during maintenance visits without charge to increase longevity and performance of the instrument.

III. SERVICE REPORT

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

1. Model number.

2. Serial number.

3. Date and time of arrival to NIST.

4. Description of service performed.

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

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

7. Date and time of departure from NIST.

8. Diagnostic test results or narrative summary demonstrating that the instrument is meeting the performance standards.

9. Any additional comments or recommendations.

10. Printed name and signature of service technician. Signature block for NIST personnel accepting the services rendered.

IV. QUALIFICATIONS OF PERSONNEL

The Contractor shall provide the following:

1. Certification of the OEM’s authorized training on the CytoFlex LX from Beckman Coulter.

2. The contractor must provide documentation to the NIST TPOC prior to any work performed that confirms that the Contractor has been servicing Beckman Coulter flow cytometers including the Cytoflex LX for at least the past two (2) years

V. PLACE OF PERFORMANCE

All work shall be accomplished at the NIST facility in Gaithersburg, MD.

VI. PERIOD OF PERFORMANCE

Period of performance shall begin upon award, with 4 one-year options if renewed.

VII. PERFORMANCE EXPECTATIONS

Required Outcome

Expectation

Government Monitoring Method

The cytometer is shall remain operational.

In the event of system failure, the

Contractor shall be onsite for repair within 3 business days of notification.

The NIST TPOC will confirm operational status of the CytoFLEX LX flow cytometer meeting the manufacturer specifications under the service period.

Telephone support shall be provided by the Contractor as described above.

Calls will be answered per the

OEM standards.

The NIST TPOC will confirm this telephone support is provided.

VIII. DELIVERABLES

Any onsite maintenance and repairs, the Contractor shall provide a service report as described above to the NIST TPOC.

IX. GOVERNMENT ACCEPTANCE

Acceptance will occur after the Government Technical Point of Contact has confirmed that all requirements in this document have been met.

X. GENERAL INFORMATION

Safety: The Contractor employee shall be responsible for knowing and complying with all installation safety prevention regulations including NIST COVID-19 mitigation protocol. 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 shall comply with NIST identification and access requirements. The Contractor employee is responsible for absences due to expired identification and access documents. Each Contractor employee shall wear a visible identification badge provided by the NIST Security Office. The badge must show the full name, title, and if required by NIST, the words “Contractor” in front. The Contractor employee shall turn in the NIST identification badge and vehicle pass to the TPOC, COR, or Contracting Officer (CO) upon termination of their services under this contract.

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 must 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.

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