FINAL_SOW.docx

STATEMENT OF WORK

TITLE: Maintenance of X-Ray Diffraction Systems LAB REQUESTING SERVICE: Materials Measurement Laboratory

BACKGROUND

The National Institute of Standards and Technology (NIST), Materials Measurement Science and Materials Science & Engineering Division has a requirement for maintenance of X-ray diffraction equipment used on a routine basis by approximately 20 researchers in the Material Measurement Laboratory (MML). The equipment is used for routine screening, analysis, and identification of crystalline solids which is a critical component of at least six research activities in the MML. The equipment is more than 25 years old and includes instruments supplied by different manufacturers. Most of the instruments have been extensively customized by NIST staff to enhance their measurement capability.

SCOPE OF WORK

The objective of this requirement is to maintain a suite of X-Ray diffraction instruments to ensure instruments remain operational and available for measurements. Projects often cannot process to the next step until materials and products are identified. A maintenance agreement will prevent delays in completing project goals. The equipment requires repair parts that sometimes are available new, but are often no longer manufactured or were supplied by companies that no longer exist; therefore, the Contractor must have prompt access to the used-equipment market to obtain used repair parts in a timely manner and keep the equipment functional.

The Contractor shall provide a performance-based service maintenance agreement for an X-ray diffraction system that includes:

Siemens D-500 diffractometer (S/N T05-1145) including K710H generator, NIM measuring system, sample changer, DACO-MP interface Four (4) Norelco Phillips goniometers/diffractometers (customized by NIST staff)

The following accessory equipment for the Phillips goniometers/diffractometers mentioned above units:

Four (4) Spellman Generators:

Model No. Df60n3x2803, S/N’s: C24392-002, C23917-001, C16613-037 Model No. Dxr3000, S/N C009575 Four (4) Norelco Detector Measuring Electronics S/Ns: Hn511170, Hn101387, S20609, S206100 Two (2) Maxwell Electronics Stepper Motor Controllers S/Ns: 851113, 851039Six (6) RADIX Databox Interfaces S/Ns: 83030, 83032, 83033, 83031, 83032a, 83075 NOTE: Parts, including the electronic boards, power supplies, mechanical gears, X-Ray tubes, external computers and water chillers are not included in the preventative and maintenance agreement.

Contractor shall provide on-site service support and technical telephone support.

Operator training on instrument care and routine maintenance shall be provided during the service visit.

Service and maintenance for a base period of twelve months from the date of award to include four twelve-month optional periods.

SPECIFIC TASKS

ROUTINE SERVICE

A trained specialist in high-voltage X-ray diffraction equipment shall take action necessary to ensure that equipment covered under the agreement is functioning properly and shall inspect, clean, make minor adjustments, verify operation, and perform general system tests for one annual routine visit. The contractor is responsible for initiating the scheduling of the preventive maintenance visit with the NIST Technical Point of Contact. The scheduled 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.

All repairs must result in the instruments meeting manufacturer’s specifications detailed in Section II.

SERVICE CALLS

The contractor shall respond to an unlimited number of requests for service calls in the event of instrument failure which requires immediate repair.

The contractor shall respond to service calls during regular business hours only apart from Federal Holidays and NIST closures. A service technician shall provide on-site service at NIST Gaithersburg within three business days after a service call is placed. No weekend service visits shall be required.

Unlimited emergency services shall be provided on an unscheduled basis when notified by NIST that the equipment is inoperable. Response time for emergency repairs shall not exceed 72 hours (3 business days).

SERVICE TICKET: The Contractor shall submit a service ticket to the NIST Technical Point of Contact (TPOC) prior to departure from NIST on any given service call for maintenance or repairs. The service ticket should include the following:

1) Date and time of arrival to NIST.

2) Description of service performed.

3) Name and quantity of any parts that were repaired.

4) Name and quantity of any parts that were replaced.

5) Date and time of departure from NIST.

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

7) Any comments or recommendations.

8) Signature of Contractor’s service person

9) Signature block for NIST personnel accepting the services rendered.

In the event that the Contractor is unable to resolve the problem during the service call, the Contractor shall provide telephone support and on-site support as needed to expedite a solution for NIST within a 2-week period.

TELEPHONE SUPPORT

Provide telephone support for the covered equipment during regular business hours. Telephone support must include response to questions about operating practices, application use, and service issues that can be diagnosed and resolved over the telephone.

TRAVEL: Travel to the NIST, Gaithersburg is required for all preventative maintenance and onsite Service Calls. All travel expenses are the responsibility of the contractor.

WARRANTY: All repairs provided by the Contractor shall be guaranteed for a minimum period of ninety (90) days from the service visit completion date.

GOVERNMENT-FURNISHED PROPERTY, MATERIAL, EQUIPMENT, AND/OR INFORMATION (GFP, GFM, GFE, AND/OR GFI): NIST will provide access to the X-ray diffraction systems listed in the SOW. NIST will also order and pay for any parts that require replacement.

CONTRACTOR’S MINIMUM QUALIFICATIONS

The Contractor shall provide engineers or technicians that are fluent in the operation of the equipment in question throughout the period of performance of this requirement. Contractor personnel shall have at least two (2) years of experience on high voltage X-ray diffraction equipment similar to that described in Section II.

PERFORMANCE STANDARDS

The X-ray diffraction systems shall function according to manufacturer’s specifications and applicable controlling standards at all times during the maintenance period, unless maintenance or repairs are being performed. Response time for emergency repairs shall not exceed 72 hours (three business days). Field service reporting shall be applicable for documenting any on-site visit for maintenance/repair; each report shall include: name of service technician, date of service, description of service required, description of service performed, and time log.

ACCEPTABLE QUALITY LEVEL

Functional X-ray diffraction systems performing during the service period in accordance with generally accepted standards prevailing in the instrument maintenance/repair industry applicable.

Adequate response times not to exceed that stipulated under the above performance standard.

A properly completed field service report submitted to the NIST TPOC immediately after any maintenance/repair has been performed.

QUALITY CONTROL PLAN

All remedial and planned maintenance service provided shall be performed efficiently and effectively by factory-trained and certified technicians according to Contractor’s established periodic maintenance procedures for the equipment as recorded in the instruments field service manuals, to ensure optimal performance of the systems, and help maintain maximum uptime. A properly documented field service report shall be presented to the NIST TPOC upon completion of each service call.

MONITORING METHOD

The NIST COR will be the designated Government representative monitoring the level of service, response times, and reporting provided during the term of this service contract agreement. The NIST COR will coordinate with the TPOCs of the covered instruments.

At no time is the Contractor to remove any equipment from the NIST facility without the written authorization of a Government representative.

All Contractor representatives shall coordinate with the NIST TPOC before servicing any equipment.

The above performance standards, quality control plan, acceptable quality levels, and monitoring method will apply to the base period and all option years.

ACCEPTANCE/INSPECTION AND PAYMENT

The Government reserves the right to conduct quality assurance testing to confirm that a given instrument meets the manufacturer’s performance specifications. All Government testing will be completed within five (5) working days of the completion date of a maintenance or repair visit.

Advance payment is not authorized. Partial payments are authorized, provided the period being invoiced has passed. The contractor may bill monthly or quarterly in arrears.

OPTIONS

The Contractor shall perform the work described in Sections II and III of this SOW for one base period and up to four one-year option periods.

DELIVERABLES AND DELIVERABLE DUE DATES

PERIOD OF PERFORMANCE & PLACE OF PERFORMANCE

The period of performance shall be for a base period of one year from the date of award with four one-year option periods.

Base Period: July 31, 2018 through July 30, 2019 Option year 1: July 31, 2019 through July 30, 2020 Option year 2: July 31, 2020 through July 30, 2021 Option year 3: July 31, 2021 through July 30, 2022 Option year 4: July 31, 2022 through July 30, 2023

Performance will occur at the following locations:

· NIST, 100 Bureau Drive, Gaithersburg, MD. Equipment located in Building 223, Rooms B221 and B215. Services to be provided during regular business hours, excluding Federal holidays.

GENERAL INFORMATION

Regular Business Hours: Regular business hours are Monday through Friday, 8:00 am to 5:00 pm Eastern Time.

Safety: The Contractor employee shall 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 also is shown to the armed Security Police when entering the campus. The Contractor shall provide all information necessary for the COR or TPOC to authorize entrance to the NIST campus in accordance with NIST Security Policy and Procedures.

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

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 in accordance with NIST Security Office instructions.