NB686000-24-00718 Statement of Work.pdf

STATEMENT OF WORK

HELIUM LIQUEFACTION SYSTEM MAINTENANCE SERVICE AGREEMENT

I. BACKGROUND INFORMATION

The NIST-Boulder Helium Liquefaction Facility provides helium gas recovery and liquefaction for a large portion of the NIST-Boulder research community. The facility provides 15,000-20,000 liters of liquid helium per year. This system consists of a 4000 cf helium gas recovery bag, a Bauer recovery compressor, a Linde model RS compressor, a Linde model 1410 liquefier, and a Linde model 500A purifier. The system was purchased as part of the construction of the Precision Measurement Laboratory in Boulder, CO.

For both safety and operational reasons, the equipment that comprises this system requires routine preventive maintenance service at varying intervals. In addition, should the system experience any problems, it must be repaired as quickly as possible, since any "downtime" will significantly impact the work in several Boulder laboratories.

Therefore, NIST requires a standard Post Warranty Extended Service Contract on this tool, to cover routine maintenance, emergency repairs, and any associated parts to make said repairs that occur due to unforeseen breakdowns or as upgrades become necessary to keep the system compliant with NIST and industry standards.

II. SCOPE OF WORK:

1. PREVENTATIVE MAINTENANCE:

a. Contractor shall provide one (1) annual preventative maintenance service visit for the base year and any exercised options, hereout referred to as contract periods.

b. Contractor shall perform all recommended service and maintenance on system components to keep the system compliant with NIST and industry standards.

c. The annual service shall include all service packs, software updates, and software enhancements available at the time of service.

d. All services associated with the preventative maintenance visit shall be firm fixed priced to include materials, labor, and all travel expenses associated with the service visit.

e. Scheduling for services covered by the preventative maintenance visit shall be coordinated with the Contracting Officer Representative (COR) identified in the contract.

2. SERVICE CALLS:

a. Contractor shall provide service calls at the specific request of the Government. Service calls are any services rendered that are beyond the scope of the preventative maintenance visits.

b. The total cost of necessary parts, upgrades, labor, and travel expenses associated with service calls shall not exceed (NTE) the amount obligated under CLIN 0002 per contract period. All service call costs must be allowable to the extent prescribed in the contract and the Statement of Work (SOW).

Statement of Work NB686000-24-00718 2

c. Following the Government’s initial request for service, the Contractor shall respond and begin work within the contractual timelines specified below.

Emergency* NLT 14 calendar days after notification Routine NLT 30 calendar days after notification

* As determined by the end user(s) and/or COR. The mission-critical system is stopped or so severely impacted that the USG cannot reasonably continue work. All other conditions warrant a “routine” response.

d. The standard hours of operation for providing routine (non-emergency) services are 8:00 a.m. to

5:00 p.m. (local) Monday through Friday, except for Federal holidays. Responses to emergency calls for service shall be coordinated with the COR.

e. Service calls shall only allow for five (5) days of expenses, which includes all travel expenses

(rental car, meals, hotels, air travel, etc.), and only one round-trip shall be paid by the Government.

Any expenses beyond these restrictions shall be at the expense of the Contractor unless otherwise authorized by written agreement.

3. PARTS AND SUPPLIES:

a. Contractor shall provide all preventative maintenance checks, labor, material, and equipment to perform all repairs, replacements, and upgrades necessary to keep the system compliant with NIST and industry standards.

b. Contractor shall have parts and consumable supplies in sufficient quantities to service NIST equipment and have a delivery system capable of delivering the necessary parts and supplies to complete service calls within the respective time requirements above. Contractor-owned loaner equipment may be used to provide continuity of operations for NIST’s mission.

4. OTHER REQUIREMENTS:

a. Contractor shall have sufficient management, certified and qualified technicians, and delivery personnel to service and support all of the requirements in the SOW for the duration of the contract.

b. Contractor shall provide up to ten (10) hours of remote customer/technical support per contract period.

c. All work performed by the Contractor must be authorized in advance by the COR prior to any work being performed. Any changes or deviations shall only be approved in writing by the Contracting Officer (CO). Any services that are provided on holidays, weekends, or overtime shall be approved by the COR and/or CO prior to execution of said work.

d. Note: Repair and maintenance services to the Bauer recovery compressor are not covered by this contract.

Statement of Work NB686000-24-00718 3

III. PERIOD OF PERFORMANCE

Base award (1 year) plus four (4) one-year options:

Base Contract: 10/01/2024 – 09/30/2025 Option Year I: 10/01/2025 – 09/30/2026 Option Year II: 10/01/2026 – 09/30/2027 Option Year III: 10/01/2027 – 09/30/2028 Option Year IV: 10/01/2028 – 09/30/2029

IV. PLACE OF PERFORMANCE

NIST

325 Broadway Boulder, CO 80305

V. TRAVEL

The contractor shall provide onsite services as required to include preventative maintenance service checks and other maintenance/repair services that go above and beyond the routine preventative maintenance services.

All travel expenses (air, meals, lodging, mileage, etc.) associated with onsite preventative maintenance visits shall be included in the total firm fixed price CLIN.

All travel expenses (air, meals, lodging, mileage, etc.) associated with service calls beyond the terms and conditions of the routine preventative maintenance visits shall be paid on a firm fixed price basis not to exceed the amount obligated under CLIN 0002. The Contractor shall submit itemized documentation for any travel costs as part of their invoice and all travel required for onsite services shall be reimbursed in accordance with the Federal Travel Regulations (www.gsa.gov/ftr).

Any components needing to be shipped to NIST ahead of installation, shall be shipped FOB Destination.

FOB Destination means the contractor shall pack and mark the shipment in conformance with carrier requirements, deliver the shipment in good order and condition to the point of delivery specified in the contract, be responsible for any loss of and/or damage to the goods occurring before receipt and acceptance of the shipment by the consignee at the delivery point specified in the purchase order; and pay all charges to the specified point of delivery. All items shall be delivered to the place of performance noted above.

VI. DELIVERABLES

The contractor shall provide necessary reports summarizing tests and findings of any preventative maintenance and repair results. At the conclusion of each service call, the Contractor shall deliver a site visit report to the COR that includes, at a minimum:

- A log of all maintenance activities including any changes made to the current configuration,

- Details of how the system performance was affected by:

o Local Windows errors, o Windows Network Operating System Configurations, o Computer Hardware Configurations, o Network Hardware, o SQL Server Configurations, or o Other Software Configurations.

- Any recommendations for system performance improvements, and, http://www.gsa.gov/ftr

Statement of Work NB686000-24-00718 4

- A forecast of future software/hardware requirements.

All reports shall be electronically delivered to the COR no later than ten (10) calendar days following completion of the service visit.

VII. INSPECTION & ACCEPTANCE

In addition to the inspection and acceptance terms articulated in FAR clause 52.212-4, the Government reserves the right to perform such performance tests and evaluations as defined below to verify specified system performance. Such tests and evaluations, if performed, shall be conducted within the environment that the system is to be operated. The Contractor has the right to be present during the tests and evaluations, if performed, at the Contractor’s expense.

NIST may choose at its discretion to forego this part of acceptance testing.

The Government will test, inspect, and accept or reject the equipment within seven (7) business days following receipt of the equipment. A visual inspection of the equipment will be performed by NIST subject matter experts to identify surface defects or any form of indication that any equipment was damaged during installation or during transport to NIST, if applicable. The Government shall have sole discretion to require the repair or replacement of damaged and/or nonconforming supplies at no cost to the Government. The Government at any time prior to acceptance shall reject the equipment due to defects and/or non-conformance. The vendor is responsible for latent defects discovered at any time after the final inspection. However, the extent of its liability shall be prorated over the useful life of the equipment.

VIII. SECURITY

The COR will assist the Contractor in obtaining entry into secure areas and inform the Contractor of security procedures. The Contractor shall comply with all NIST security procedures in place during the time services are rendered.

IX. PAYMENT SCHEDULE

Advanced and interim payments are not authorized. The Contractor shall be paid, in accordance with Net 30-day payment terms, upon receipt and acceptance of a proper invoice, in accordance with the following schedule:

1. 100% after receipt, inspection, and acceptance by NIST, AND

2. After receiving an invoice submitted properly, IAW the purchase order terms and conditions.

NOTE: Partial shipments and partial invoices will not be accepted unless otherwise requested and accepted by the Contracting Officer via written agreement. Proposed payment schedules shall be submitted with the vendor’s response to the RFQ for consideration.