NB643100-25-02017 Statement of Work.pdf

1 | P a g e

STATEMENT OF WORK

Title: Thermal Analysis Instrumentation Service

NB643100-25-02017

I. BACKGROUND INFORMATION

The Material Measurement Laboratory, Materials Measurement Science Division, Security Technologies Group relies on the proper and calibrated operation of thermal analysis instrumentation, specifically a thermogravimetric analyzer and a differential scanning calorimeter, both manufactured by TA Instruments. These instruments have been used, and will continue to be used, to characterize the thermomechanical properties of high-strength polymeric materials that are used in protective systems. More recently, the same instruments have been used to support research in the curing process of polymers that are used in electronics packaging in support of the CHIPS program.

II. PURPOSE

The contractor shall provide maintenance and calibration service for NIST-owned TA Instruments differential scanning calorimeter, model DSC2500 (SN DSC2A-02055, NIST N132921) which includes a Refrigerated Cooling System- serial number RCS91- 6721; and maintenance for the TA Instruments thermogravimetric analyzer, model TGA550 (SN 0550-

1786, NIST N132919).

This will be a service agreement. The contract shall provide unlimited service visits PLUS one preventative maintenance visit to include all required repair parts, on-site labor, and travel.

PLACE OF PERFORMANCE

• To the maximum extent practicable, service shall be performed at the NIST Gaithersburg campus, located at 100 Bureau Drive, Gaithersburg, MD. The specific location at the NIST campus is Room A212 of Building 220.

• If a part needs to be repaired off-site, the Contractor shall be responsible for all packaging, shipping, and transportation costs as well as liability for the shipment to and from NIST Gaithersburg.

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

Regular Business Hours Regular business hours are Monday through Friday, 8:00 am to 5:00 pm Eastern Time, excluding Federal holidays and NIST closures.

III. PERIOD OF PERFORMANCE

The Period of Performance is 12 months.

IV. SPECIFIC TASKS

A. PREVENTIVE MAINTENANCE REQUIREMENTS: The Contractor shall provide one (1) on-site preventive maintenance visit during each one-year term of the service agreement for the TA Instruments DSC2500 to include:

a. updating the firmware and software for the instrument,

b. cleaning, inspection, and calibration of the hardware – Transducer, servo motors, and air bearings

c. replacing non-consumable parts and wear items

d. performing manufacturer recommended calibrations

B. PREVENTIVE MAINTENANCE REQUIREMENTS: The Contractor shall provide one (1) on-site preventive maintenance visit during each one-year term of the service agreement for the TA Instruments TGA550 to include:

2 | P a g e

a. updating the firmware and software for the instrument,

b. cleaning, inspection, and calibration of the hardware – Transducer, servo motors, and air bearings

c. replacing non-consumable parts and wear items

d. performing manufacturer recommended calibrations

C. SCHEDULING: Scheduling of the visits shall be consistent with the maintenance requirements of the instrument in accordance with the most recent service practice and maintenance protocols. Should the service practice and maintenance protocols be updated to implement less rigorous procedures than the previous version, approval of those revised protocols is at the sole discretion of the Government; requests for such revisions shall be submitted to the Contracting Officer in writing.

1. 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.

2. All visits must be scheduled in advance with the Contracting Officer Representative (COR).

3. The Contractor shall install all available commercial software/firmware upgrades for the purposes of instrument optimization on-site, at the time of the preventive maintenance visit.

3.1. If a new version of software is updated, a document describing the new features of the software shall be provided within 72 hours of completion of the software upgrade.

4. The Contractor shall test the equipment, review the equipment’s performance, and take whatever steps are necessary to ensure the equipment is functioning in accordance with the manufacturer’s specifications, prior to completion of the installation.

D. SUPPORT SERVICES REQUIREMENTS:

The Contractor shall provide support service during the one-year term of the service agreement for the TA Instruments DSC2500 and TA Instruments TGA550 to include:

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

2. The Contractor shall provide travel, labor, and any factory-certified parts that require replacement.

3. The Contractor shall provide a report that includes the following information upon completion of a service call that includes, but is not limited to the following information:

3.1. Date of completion

3.2. Service technician name

3.3. Instrument model and serial number

3.4. Description of service performed, e.g., preventative maintenance

3.5. If calibration is performed, a calibration certificate that states the calibration performed, and the relevant calibration values, if applicable.

4. The Contractor shall provide on-site service at NIST Gaithersburg no later than 10 business days from the date and time a service call is placed. Note: No weekend on-site service visits shall be required. On-site service visits shall take place Monday through Friday during regular business hours M-F 8:00 am – 5:00 pm.

5. The Contractor shall provide telephone and/or email support for the covered equipment during regular business hours of 8:30 am to 5:00 pm Eastern time, Monday through Friday.

6. Telephone and/or email support shall include response to questions about operating practices, application use, and service issues that can be diagnosed and resolved over the telephone or by email.

7. If the Contractor is unable to resolve the problem during the service call, the Contractor shall provide telephone and/or email support, and on-site support as needed to expedite a solution for NIST.

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

9. The Contractor shall provide an estimate of when parts can be made available within 72 hours after identifying the need for a replacement part for the covered equipment.

10. All repairs shall result in the system meeting manufacturer’s specifications.

3 | P a g e

11. Any parts or components removed for replacement shall become the property of the Contractor unless otherwise agreed to by the parties.

12. The Contractor shall remove the parts from the NIST campus at the time of the service call and provide all packaging materials, packaging services, and return shipping within 3 days after the service visit is completed.

13. The Contractor shall assume all charges and liability for all shipments.

14. All service provided under this agreement shall be provided by technicians certified by the manufacturer to perform service on the covered equipment.

15. All parts shall be approved for use with the instrument by the Original Equipment Manufacturer (OEM).

V. DELIVERABLES

The Contractor shall submit a service report to the COR within 3 business days from departure from NIST on any given service call for maintenance and repairs. The service report must include the following for all instrument repairs and maintenance:

a. Model number

b. Serial number

c. Date of arrival to NIST

d. Description of service performed

e. Name and quantity of any parts that were repaired

f. Name and quantity of any parts that were replaced

g. Date of departure from NIST

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

i. Any additional comments or recommendations

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

1. Additionally, the contractor shall submit copies of the service report performed within a billing cycle with the accompanying invoice.

VI. QUALITY ASSUARNCE PLAN

Required Service Performance Standard Acceptable

Quality Levels

Method of Surveillance

Incentive

Repair and recertification of instruments.

All parts shall be approved for use with the instrument by the original equipment manufacturer (OEM). The Contractor shall only employ tools, instruments, software, test apparatus, methodologies, techniques, and practices approved for use with the instrument by the OEM. The service protocols and instrument specifications shall be always adhered to.

100 % Acceptance by COR none

Onsite response to an unlimited number of requests for service

All parts shall be approved for use with the instrument by the original equipment manufacturer (OEM). The Contractor

100 % Acceptance by COR none

4 | P a g e

VII. GENERAL INFORMATION

Safety: The Contractor employee must 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 is shown to the armed Security Police when entering the campus.

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

Vehicle Registration:

All Contractors 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.

Required Service Performance Standard Acceptable

Quality Levels

Method of Surveillance

Incentive calls in the event of instrument failure.

shall only employ tools, instruments, software, test apparatus, methodologies, techniques, and practices approved for use with the instrument by the OEM. The service protocols and instrument specifications shall be always adhered to.

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

All parts shall be approved for use with the instrument by the original equipment manufacturer (OEM). The Contractor shall only employ tools, instruments, software, test apparatus, methodologies, techniques, and practices approved for use with the instrument by the OEM. The service protocols and instrument specifications shall be always adhered to.

100 % Acceptance by COR none

Telephone support Contractor responds to telephone support calls made during regular business hours 99% of the time.

100 % COR tracks and logs telephone support requests.

none