Statement of Work.docx

US Department of Agriculture (USDA)

Statement of Work

Contents

Project

Annual Preventative Maintenance and Repair Service contract (3) Q Exactive and (1) Q Exactive Focus Mass Spectrometers Coupled with Liquid Chromatographs (LCs)

General Information Scope of Work

The objective of the Midwestern Laboratory (ML) is to procure preventative maintenance and repair service contract for one Thermo Q Exacitve Focus and three Thermo Q Exactive Basic instruments coupled with one Dionex UltiMate LC and three Thermo Vanquish LCs. The instruments details are listed in Table 1. This annual service contract will cover each one of the instrument units and will include onsite repair and preventative service visits as well as repair and preventative service parts during the contract period.

Table 1: ML Thermo Instruments Details

Background

The Food Safety and Inspection Service (FSIS), a public health regulatory agency of the U.S. Department of Agriculture (USDA), protects consumers by ensuring meat, poultry, catfish, and egg products are safe, wholesome, and accurately labeled. The FSIS Midwestern Laboratory (ML) specializes in analyzing meat, poultry, catfish, and egg products to ensure the American food supply is protected from adulteration. The ML performs testing for antibiotics and other veterinary drugs residue in food animal tissues. Thermo Q Exactive mass spectrometers, which are hybrid quadrupole – Orbitrap, coupled with LCs are utilized for these testing applications. These mass spectrometers allow the analysis of trace-level components in complex matrices, such as kidney, liver, and muscle animal tissues. Orbitrap technology provides high resolution/accurate mass (HR/AM) capabilities enabling the monitoring of the current targeted compounds and emerging non-targeted compounds. The ML is located at 7654 Natural Bridge Road, Saint Louis, Missouri 63121.

Contractor Requirements Technical Requirements / Tasks

· Factory certified parts, labor, and travel for remedial repair

· Two business days onsite response time for remedial repairs

· 1 preventative maintenance visit per instrument per contract year

· Hardware and application telephone support

· Priority access for technical support inquiries

· 25% discount on fixed price services

· Firmware and software updates

· E-Support technical resources containing software, application, and service bulletins

(a) Hours of Service:

Maintenance/repair services shall be provided during normal working hours, 8:00am to 6:00pm CST, Monday through Friday, excluding Federal Holidays.

(b) Unless otherwise stated, on-site response time will not be longer than 48-hours after a service call has been authorized. A representative may ask the analyst to try several troubleshooting techniques before opening a service call. The maximum telephone troubleshooting time is one full working day. On-site service calls and travel times are unlimited. On-site call maintenance to include all labor, travel and replacement parts that are not considered consumables. If the required part is not in stock or available, a representative will place an order with the supplier and authorize next business day delivery. Repairs shall be made in accordance with manufacturer specifications.

(c) The Contracting Officer Representative (COR) will act, on-site, as the technical point of contact for the Government, initiate service calls, and perform acceptance of equipment after maintenance and repairs. The COR’s authority is limited to technical issues and he/she is not authorized to make contractual decisions. The authority to resolve monetary issues and contractual interpretation is the responsibility of the Contracting Officer.

(d) The contractor will guarantee only their employees, sub- contractors, agents, or other authorized labor of the contractor, who are trained and certified to work on Q Exactive Focus and Q Exactive Basic systems, are to perform work on the equipment listed in this Statement of Work. The contractor shall demonstrate said training and certification by providing a recent (within 1 year) copy of training and/or certification documentation to the COR prior to commencing work. The COR may reject employees, subcontractors, agents, or other authorized labor of the contractor if they do not meet the training or certification documentation requirements

(e) The contractor shall perform preventative maintenance (PM) once (1) per contractual period. This will include consumables during a routine preventative maintenance visit. All preventive maintenance must be documented, and the documentation must be provided to the COR prior to leaving the site unless alternate arrangements have been made with COR.

(f) Parts and materials used for repairs/maintenance shall be new and meet manufacturer specifications. The contractor shall maintain an adequate inventory of spare parts to accommodate the repair of equipment within time limits specified in paragraph 4 above. The contractor shall pay charges to ship replacement or repaired equipment to the customer. The contractor shall also pay shipping charges for the return of equipment to the contractor.

(g) The equipment shall be fully operational according to laboratory methodology and serviceable after completion of maintenance and repairs. Prior to leaving the area, the contractor shall demonstrate to the COR or designated representative that the equipment is operational. The COR or designated representative will certify the equipment is performing satisfactorily.

(h) The contractor will support any equipment listed in the solicitation that becomes legacy equipment and out-of-support instruments on a best effort basis.

Government Furnished

Government Furnished Information or Other Resources: None

LEGAL HOLIDAYS (JUN 2021)

(a) The Federal Government observes the following days as holidays:

*If the date falls on a Saturday, the Government holiday is the preceding Friday. If the date falls on a Sunday, the Government holiday is the following Monday.

(b) In addition to the days designated above as holidays, the Government may observe additional days in accordance with 5 USC 6103.

Deliverables / Schedule The service contract will be for a base period of 1 year, with 4 option years, for all systems. All work is to be performed at the following address:

USDA-FSIS-OPHS Midwestern Laboratory 7654 Natural Bridge Road Saint Louis, MO 63121

scheduled maintenance.

Within 5 business days after completion of each PM visit.

"essential physical characteristics" of parts replaced.

Within 3 business days of the instrument being returned to service.

Contractor’s Key Personnel

The contractor will guarantee only employees, sub-contractors, agents or other authorized labor of the contractor, who are trained and certified to work on Q Exactive Focus and Q Exactive Basic systems, are to perform work on the equipment listed in this Statement of Work.

Security Requirements Facility Access and Identification

(a) Access Requirements : Contractor personnel requiring access to Government facilities to perform services under this contract shall comply with all facility access control procedures, security regulations, and identification requirements established by the Government.

(b) Identity Verification : Prior to facility access, Contractor personnel must complete identity proofing and registration as required by the facility. This may include presentation of government-issued identification and completion of visitor registration procedures.

(c) Badging : Contractor personnel shall display facility-issued identification badges or visitor passes at all times while on Government premises.

(d) Escort Requirements : Contractor personnel shall be escorted by Government personnel at all times while on Government premises, unless the Contracting Officer's Representative (COR) determines that unescorted access is appropriate and grants such authorization in writing.

(e) Access Restrictions : Facility access is limited to those Contractor personnel with a legitimate business need to perform services under this contract. The Contractor shall provide the COR with a list of personnel requiring facility access at least five (5) business days prior to the scheduled service date.

Background Investigations

(a) Contractor personnel may be subject to background screening as determined by facility security requirements. The level of investigation, if any, will be specified by the COR based on the facility's security posture and the nature of access required.

(b) If background investigations are required, the Contractor shall ensure all personnel complete the necessary forms and provide required documentation within the timeframe specified by the Government.

(c) Personnel who do not successfully complete required background investigations shall not be granted facility access and may not perform services under this contract.

Physical Security of Equipment and Government Property

(a) Safeguarding Government Property : The Contractor shall safeguard all Government-owned laboratory equipment, instruments, supplies, and property from theft, damage, unauthorized use, or disclosure.

(b) Securing Work Areas : When performing maintenance or service activities, the Contractor shall secure all work areas, tools, equipment, and materials when unattended. Laboratory equipment shall be left in a secure and safe operational state.

(c) Tool and Equipment Control : The Contractor shall maintain accountability of all tools, parts, and equipment brought onto Government premises. Upon completion of services, the Contractor shall remove all personal tools and equipment and provide documentation upon request.

(d) Incident Reporting : The Contractor shall immediately report to the COR any security incidents, including but not limited to: theft, damage to Government property, unauthorized access attempts, safety hazards, or suspected tampering with laboratory equipment.

Protection of Sensitive Information

(a) Data Generated by Equipment : Laboratory equipment serviced under this contract may generate, store, or process sensitive scientific data, test results, research information, or other information that is not intended for public release. The Contractor shall protect such information from unauthorized access or disclosure.

(b) Confidentiality : Contractor personnel shall not disclose, discuss, or share any information observed, accessed, or obtained during the performance of services under this contract, except as necessary to perform the contracted services or as authorized in writing by the COR.

(c) Need-to-Know : Access to sensitive information shall be limited to Contractor employees with a legitimate need-to-know to perform their assigned duties.

(d) No Removal of Information : Contractor personnel shall not remove, copy, photograph, or otherwise reproduce any Government information, data, documents, or materials without prior written authorization from the COR.

Compliance with Government Policies and Procedures

(a) The Contractor shall comply with all applicable USDA and FSIS security policies, procedures, and directives while performing services under this contract.

(b) Contractor personnel shall complete any required facility-specific security briefings or training prior to commencing work.

(c) The Contractor shall ensure all personnel are familiar with and comply with facility emergency procedures, including evacuation routes and emergency contact information.

Violations and Sanctions

(a) Violation of security requirements may result in immediate removal of Contractor personnel from the facility, termination of facility access privileges, and potential termination of the contract for cause.

(b) The Contractor is responsible for the actions of its employees and shall take appropriate corrective action for any security violations, including removal of personnel who violate security requirements.

Contractor personnel shall not associate (wireless) or otherwise connect any non-Government approved devices to a Government network.

Contractor personnel shall not disconnect a network-connected Government IT device or connect a Government IT device to a Government network, if not already connected, without explicit approval from laboratory IT support staff.

Before connecting any external storage devices or media (e.g., DVD, CD, flash drives, external USB drives, etc.) to a Government computing device (e.g., laboratory instrument controller PC or instrument with embedded computer), whether Government owned or leased, contractor personnel shall present the storage device or media to local IT support staff for malware scanning. Only devices/media determined by the Government to be malware free may be connected to Government computing devices.

Contractor personnel, as applicable and as determined by the COR, shall sign a non-disclosure agreement.

Section 508 - Accessibility of Information and Communications Technology This contract vehicle is subject to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 749d) as amended by the Workforce Investment Act of 1998 (P.L. 105-220). The Revised Section 508 Standards, which consist of 508 Chapters 1 and 2 (Appendix A), along with Chapters 3 through 7 (Appendix C), contain scoping and technical requirements for information and communication technology (ICT) to ensure accessibility and usability by individuals with disabilities. Compliance with these standards is mandatory for Federal agencies subject to Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d).

Each ICT product or service furnished under this contract shall comply with the Revised Section 508 ICT Accessibility Standards at a minimum, as specified in the contract. If any furnished product or service is determined to be noncompliant, the Contracting Officer will notify the Contractor in writing. The Contractor shall, without charge to the Government, remediate or replace the noncompliant products or services within a specified timeframe as determined by the Government in writing. If such remediation or replacement is not completed within the time specified, the Government shall have the following recourses:

1) Cancellation of the contract, delivery, task order, purchase, or line item without termination liabilities; or

2) In the case of custom ICT being developed by a contractor for the Government, the Government shall have the right to have any necessary changes made or repairs performed by itself or by another firm for the noncompliant ICT, with the contractor liable for reimbursement to the Government for any expenses incurred thereby.

The contractor must ensure all noncompliant ICT products and services are provided pursuant to extensive market research and exhibit the highest level of compliance while satisfying the contract requirements.

For every ICT product or service accepted under this contract by the Government that does not comply with the Revised Section 508 Accessibility Standards, the contractor shall, at the discretion of the Government, remediate or upgrade the item with a compliant equivalent product or service, if commercially available and cost neutral, on either a contract specified refresh cycle for the product or service, or on a contract effective option/renewal date, whichever shall occur first.

Section 508 Compliance Vendors, contractors, and their respective ICT products and services shall comply with the following standards, policies, and procedures. In the event of conflicts between the referenced documents and this contract vehicle, the contract vehicle shall take precedence.

1) Revised Section 508 ICT Accessibility Standards

2) Section 508 of the Rehabilitation Act as amended (29 U.S.C. 794d)

3) Federal Acquisition Regulation (FAR) Subpart 39.2

4) USDA Section 508 Departmental Regulation Additionally, all contract deliverables are subject to these standards.

All ICT products and services, regardless of format, must conform to the applicable Section 508 standards to allow Federal employees and members of the public with disabilities equivalent access to and use of information and data provided to those without disabilities.

All contractors, sub-contractors, and consultants are responsible for preparing or posting content must comply with the applicable Section 508 accessibility standards and, where applicable, those set forth in the referenced policy or standards document. Remediation of any noncompliant ICT or materials as set forth in this contract vehicle shall be the responsibility of the contractor, sub-contractor, or consultant.

According to the Access Board’s Section 508 Scoping Requirements The following Section 508 provisions apply to the products and/or services identified in this contract vehicle:

· C202 Functional Performance Criteria: Where the requirements in Chapters 4 and 5 do not address one or more functions of telecommunications or customer premises equipment, the functions not addressed shall conform to the Functional Performance Criteria specified in Chapter 3.

· C203 Electronic Content: Electronic content that is integral to the use of telecommunications or customer premises equipment shall conform to the most current Web Content Accessibility Guidelines (WCAG) Level A and Level AA Success Criteria and Conformance Requirements.

· C204 Hardware: Where components of telecommunications equipment and customer premises equipment are hardware, and transmit information or have a user interface, those components shall conform to applicable requirements in Chapter 4.

· C205 Software: Where software is integral to the use of telecommunications functions of telecommunications equipment or customer premises equipment and has a user interface, such software shall conform to C205 and the applicable requirements in Chapter 5.

WCAG Conformance: User interface components, as well as the content of platforms and applications shall conform to the most current WCAG Level A and Level AA Success Criteria and Conformance Requirements.

· C206 Support Documentation and Services: Where support documentation and services and provided for telecommunications equipment and customer premises equipment, manufacturers shall ensure that such documentation and services conform to Chapter 6 and are made available upon request at no additional charge.

In addition, vendors and contractors shall comply with the standards, policies, and procedures below for all ICT pursuant to this contract:

· For Custom ICT Development Services, the vendor or contractor shall ensure the ICT fully conforms to the applicable Revised Section 508 standards prior to delivery and before final acceptance.

· For Installation, Configuration, and Integration Services, the vendor or contractor shall not install, configure, or integrate the equipment and software in a way that reduces the level of conformance with the applicable Revised Section 508 standards.

· For Maintenance, Upgrades, and Replacements, the vendor or contractor shall ensure maintenance upgrades, substitutions, and replacements do not reduce the original level of conformance with the applicable Revised Section 508 standards at the time of the contract award.

· Service Personnel are ensured by the vendor or contractor to possess the knowledge, skills, and ability necessary to address the applicable Revised Section 508 standards and shall provide supporting documentation upon request.

· When providing Hosting Services, the vendor or contractor shall not reduce the existing level of conformance of the electronic content with the applicable Revised Section 508 standards.

· When purchasing ICT where 1) Section 508 validation is not possible prior to award, 2) the ICT will be changed after the award, or 3) ICT will be hosted in a third-party environment, the vendor or contractor shall test and validate the ICT solution for conformance to the Revised Section 508 standards, in accordance with the required testing methods as defined by the agency.

· The vendor or contractor shall document and maintain information regarding the measures taken to ensure compliance with the applicable requirements. This documentation includes but is not limited to testing records, product demonstrations, and reported defects by end users and testers.

· Prior to acceptance, the vendor or contractor shall provide an Accessibility Conformance Report (ACR) for each ICT item that is developed, updated, and/or configured for the agency, and when product substitutions are offered. The ACR should be based on the latest version of the Voluntary Product Accessibility Template (VPAT) provided by the Information Technology Industry Council (ITI). To be considered for award, an ACR must be submitted for each ICT item, and must be completed according to the instructions provided by the ITI.

Note: A supplemental ACR may be required if the agency has additional or stricter accessibility requirements than what is outlined in the VPAT.

· Prior to acceptance, the agency reserves the right to require a full working demonstration of the completed ICT item to demonstrate conformance to the agency’s accessibility requirements in addition to independent testing to validate.

· In the case of non-compliance where the vendor or contractor claims its products and/or services satisfy the applicable Revised Section 508 standards specified in the contract vehicle, the contracting officer will promptly inform the vendor or contractor in writing of the non-compliance. The vendor or contractor shall, at no cost to the agency, repair or replace the non-compliant products or services within the period specified by the contracting officer.

All Information and Communications Technology (ICT) subject to the Revised Section 508 standards will be evaluated for Section 508 conformance and usability. The test must be administered by a Federal Section 508 Testing Center. All maintenance for ICT that requires upgrades, modifications, installations, repairs, and purchases shall adhere to the Revised Section 508 standards.

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