J.1 SOW for MicroPlate Washers 08012025.pdf

US Department of Agriculture (USDA)

Statement of Work

Date: 22 August 2025

Contents Project General Information

1.0 Scope of Work

2.0 Background

Contractor Requirements

3.0 Technical Requirements / Tasks

4.0 Government Furnished

5.0 Deliverables / Schedule

6.0 Travel

7.0 Contractor’s Key Personnel

8.0 Security Requirements

9.0 Data Rights

10.0 Section 508 – Electronic and Information Technology Standards Attachment

Project Maintenance Agreement for Microplate Washers for Eastern Lab

General Information

1.0 Scope of Work

The contractor shall furnish all labor, parts, software upgrades, and materials necessary to perform yearly preventative maintenance service on Agilent 405TS Sonic QCLS Plate Washer systems located at United States Department of Agriculture (USDA), Food Safety and Inspection Service (FSIS), Office of Public Health Science (OPHS), Eastern Laboratory (EL). The maintenance contract shall also include emergency service calls that need to be made on the equipment listed and access to a remote diagnostic service.

2.0 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 that meat, poultry, and egg products are safe, wholesome, and accurately labeled. As part of FSIS, Eastern Laboratory (EL) is a regulatory laboratory analyzing meat, poultry, and egg products, to ensure that the food supply is protected from adulteration. Microplate Washers are an automated instrument used to remove unbound material and unreacted reagent from various microplate formats and types of assays to improve the accuracy and reproducibility of results in high-throughput labs. Preventive maintenance is needed on these instruments every year to validate they are continuously operational.

Maintenance for these instruments shall be performed at USDA, FSIS, OPHS EL is located at 950 College Station Road, Athens, GA.

Contractor Requirements

3.0 Technical Requirements / Tasks

3.1 The contractor shall perform one (1) preventative maintenance (PM) yearly on each instrument upon calibration or before PM expiration. This means PM scheduling is managed by internal counters and logs for sample runs, calibration, and maintenance intervals maintained by the system, which can be manually checked by the analyst. The maintenance also has to be done before the expiration due date listed on the device. If the due passes the device has to be retired until service is performed. This is a requirement of ISO 17025 (an internal standard for laboratory competency for testing and collaboration). The contractor shall provide a tentative preventive maintenance schedule to the Contracting Officer or Contracting Officer's Representative (COR) within fifteen (15) days after contract award. Work performed shall include, but not be limited to, both on-site and off-site consultation, cleaning, adjusting, aligning of each electronic and mechanical component, and replacing parts where needed to maintain the instrument in good operating condition.

a. 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. Scheduling of PM services should be coordinated with the COR or lab representative 30 days in advance to PM expiration. Further details can be found in Deliverable 3, Repair Completion Report.

3.2 The contractor shall provide a minimum of two (2) emergency service visits per contractual period. In addition, access to remote troubleshooting/diagnostic services must be included.

3.3 The contractor shall perform PM on the following equipment/instruments:

Instrument Serial Number Agilent 405TS Sonic QCLS Plate Washer

2303142C

Agilent 405TS Sonic QCLS Plate Washer

2305250E

NOTE: Limited changes could be made each year to the listing of equipment that needs to be maintained. If changes need to occur, the Government will contact the contractor and discuss pricing for the new equipment. In addition, some pieces of equipment may be removed from the list each year depending on whether they are obsolete or no longer in use.

3.4 Hours of Service:

Maintenance/repair services shall be provided during normal working hours, 8:00am to 6:00pm EST, Monday through Friday, excluding Federal Holidays. After hours and weekend support may be needed. A minimum of 24 hours’ notice will be provided for any after-hour or weekend support.

3.5 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 call maintenance shall include all labor, travel, and expenses. 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.

3.6 The 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 (CO).

3.7 The contractor will guarantee only trained and certified employees, sub- contractors, agents, or other authorized labor of the contractor are to perform work on the equipment listed in this Statement of Work (SOW). The contractor shall demonstrate said training and certification by providing a recent (within one 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 requirement. Training and certification must be in accordance with any brand of Microplate Washer in need of maintenance. The brand and model will be provided to the contractor prior to any maintenance.

3.8 Parts and materials used for repairs and 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 3.5 above. The contractor shall pay shipping charges to and from customer to replace or repair equipment. The contractor shall also pay shipping charges for the return of equipment to the contractor.

3.9 The instrument 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 through an in-person walkthrough of the equipment operations. The COR or designated representative will certify the equipment is performing satisfactorily.

3.10 The contractor will provide maintenance on any Microplate Washer at EL that becomes legacy equipment and out-of-support instruments on a best effort basis.

4.0 Government Furnished

4.1 Government Facility:

USDA FSIS OPHS Eastern Laboratory 950 College Station Road Athens, GA 30605

4.2 Location of Instrument:

Chemistry Section of the Eastern Laboratory located in the Richard Russell Center, 950 College Station Rd., Athens GA, basement.

4.3 Closure of Government Facilities:

The Federal Government observes the following days as holidays and Government facilities will be closed.

LEGAL HOLIDAYS (SEPT 2021)

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

New Year’s Day January 1st*

Martin Luther King’s Birthday Third Monday in January Presidents’ Day Third Monday in February Memorial Day Last Monday in May Juneteenth National Independence Day

June 19th*

Independence Day July 4th* Labor Day First Monday in September Columbus Day Second Monday in October Veterans’ Day November 11th Thanksgiving Day Fourth Thursday in November Christmas Day December 25th*

*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.

[End of text]

5.0 Deliverables / Schedule

5.1 Key Deliverables

Item Deliverable Name / Item Title

Description Due Date No. of Copies Format Addressee

1 Annual Maintenance Report

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.

Upon completion of PM

1 per year Email/PDF e-document or Report (Hardcopy)

Lab Representative(s)

2 Emergency Service Report

The contractor shall provide on-site emergency service to include all labor, travel, and expenses.

Repairs shall be made in accordance with manufacturer specifications.

On-site response –

(48) hours after notification of repair call

1 Email/PDF e-document or Report (Hardcopy)

Lab Representative(s)

Item Deliverable Name / Item Title

Description Due Date No. of Copies Format Addressee

3 Repair Completion Report

The contractor shall be responsible for assuring repair is accomplished.

Within eight (8) working hours of the on-site service visit.

1 Email/PDF e-document or Report (Hardcopy)

Lab Representative(s)

4 Preventive Maintenance Schedule

The contractor shall provide a tentative preventive maintenance schedule to the COR within fifteen (15) days after contract award.

(15) days after contract awarded

1 Email Lab Representative(s)

5 Certification of Personal

A recent copy of training and/or certification documentation (within 1 year)

At least 2 days prior to work

1 per technician

Email/PDF e-document or Hardcopy

COR

5.2 Acceptance:

The Government will review 100 percent of the deliverables.

Written Acceptance or Rejection of Deliverables by the Government: The Contracting Officer or Contracting Officer's Representative (COR) will provide written notice of acceptance or rejection to the Contractor within 30 days upon receipt of the deliverable.

5.3 Certification of Personal

A recent copy of training and/or certification documentation (within 1 year) must be submitted to the COR at 2 days prior to work. Technicians called out on emergency calls are not except from this requirement. The required documentation may be submitted at the beginning of the contract period for approval and readiness prior to an emergency service call to concur with this Deliverable.

6.0 Travel

6.1 Travel Cost:

Travel costs of the service personnel for annual visits and emergency calls to the USDA-FSIS-OPHS Eastern Laboratory shall be included in the service contract. Emergency calls must first be cleared through the Contracting Officer Representative (COR). Additional cost outside of the contractual agreement will not be reimbursed by the Government.

6.2 Travel Location:

USDA FSIS OPHS Eastern Laboratory 950 College Station Road Athens, GA 30605

7.0 Contractor’s Key Personnel

7.1 Contractor Employees Qualifications

a. Must provide a recent certification document (within 1 year) showing they are trained and certified to perform the work (maintenance) as directed by the manufacturer for each instrument.

8.0 Security Requirements

The contractor shall provide the COR with information on the names of all employees who will require access to the facility to perform work on equipment, including approximate dates and time of arrival. This should be provided at least 24 hours in advance of work being performed. All employees provided by contractor must have valid picture identification before being allowed onto the Eastern Laboratory premises.

9.0 Data Rights

ACCESS TO SENSITIVE INFORMATION

(a) As used in this clause, “sensitive information” refers to information that a contractor has developed at private expense, or that the Government has generated that qualifies for an exception to the Freedom of Information Act, which is not currently in the public domain, and which may embody trade secrets or commercial or financial information, and which may be sensitive or privileged.

(b) To assist the U. S. Department of Agriculture (USDA), Food Safety and Inspection Service (FSIS) in accomplishing management activities and administrative functions, the Contractor shall provide the services specified elsewhere in this contract.

(c) If performing this contract entails access to sensitive information, as defined above, the Contractor agrees to -

(1) Utilize any sensitive information coming into its possession only for the purposes of performing the services specified in this contract, and not to improve its own competitive position in another procurement action.

(2) Safeguard sensitive information coming into its possession from unauthorized use and disclosure.

(3) Allow access to sensitive information only to those employees that need it to perform services under this contract.

(4) Preclude access and disclosure of sensitive information to persons and entities outside of the

Contractor’s organization.

(5) Train employees who may require access to sensitive information about their obligations to utilize it only to perform the services specified in this contract and to safeguard it from unauthorized use and disclosure.

(6) Obtain a written affirmation from each employee that he/she has received and will comply with training on the authorized uses and mandatory protections of sensitive information needed in performing this contract.

(7) Administer a monitoring process to ensure that employees comply with all reasonable security procedures, report any breaches to the Contracting Officer, and implement any necessary corrective actions.

(d) The nature of the work on this contract may subject the Contractor and its employees to a variety of laws and regulations relating to ethics, conflicts of interest, corruption, and other criminal or civil matters relating to the award and administration of government contracts. Recognizing that this contract establishes a high standard of accountability and trust, the Government will carefully review the Contractor’s performance in relation to the mandates and restrictions found in these laws and regulations. Unauthorized uses or disclosures of sensitive information may result in termination of this contract for default, or in debarment of the Contractor for serious misconduct affecting present responsibility as a government contractor.

(e) The Contractor shall include the substance of this clause, including this paragraph (e); suitably modified to reflect the relationship of the parties, in all subcontracts that may involve access to sensitive information.

10.0 Section 508 – Electronic and Information Technology Standards 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.

https://www.access-board.gov/ict/#about-the-ict-accessibility-standards https://www.access-board.gov/law/ra.html#text-of-section-508-of-the-rehabilitation-act-of-1973-as-amended-29-usc-794d https://www.acquisition.gov/sites/default/files/current/far/html/Subpart%2039_2.html http://www.ocio.usda.gov/document/departmental-regulation-4030-001 https://www.access-board.gov/ict/#508-chapter-2-scoping-requirements https://www.access-board.gov/ict/#C202-functional-performance-criteria https://www.access-board.gov/ict/#C203-electronic-content https://www.access-board.gov/ict/#C204-hardware https://www.access-board.gov/ict/#C205-software https://www.access-board.gov/ict/#C206-documentation-services

• 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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Attachment Not Applicable https://www.section508.gov/sell/vpat http://www.itic.org/policy/accessibility