NIHDA-2018-00446_SOW.pdf

STATEMENT OF WORK (SERVICES)

(SOW)

GENERAL INFORMATION

Title of Project:

FMRIF-7T Maintenance Agreement

Statement of Need and Purpose:

The purpose of this requirement is to provide a maintenance agreement for the Siemens Medical Solutions 7T MRI Scanner and 7T-830/AS magnet (FL #400-342363) owned by the National Institute of Mental Health (NIMH).

Background Information and Objective:

The functional MRI Facility (FMRIF) is a core resource serving the intramural research program.

It was initiated in 1999 primarily by the National Institute of Mental Health (NIMH) and the National Institute for Neurological Disorders and Stroke (NINDS). Its function is to serve as a resource by which all NIH institutes can perform Magnetic Resonance Imaging (MRI) studies that further the understanding of healthy and diseased brain anatomy, function and physiology.

The Facility provides a complete environment for stimulus presentation, monitoring and recording subject behavior and physiology while performing functional MRI (fMRI).

The Functional MRI Facility (FMRIF) at the National Institute of Mental Health (NIMH) operates a unique actively shielded Government-owned 7 Tesla Siemens Magnetic Resonance Imaging (MRI) system (FMRIF-7T Functional Location (FL)# 400-342363), located in Building 10 (Room B1D710), within the in-vivo NMR Center on behalf of the intramural research programs of NIMH and NINDS. This acquisition is in support of this magnet and its operation as research system for NIMH and NINDS. NIMH requires a maintenance agreement for the 7T MRI scanner, which was originally manufactured by Siemens Medical Solutions.

This system is a unique resource within the NIH as the only operational human 7 Tesla MRI system. It is especially valuable since the Original Equipment Manufacturer (OEM) of the 7T- 830/AS magnet, Agilent, (a critical element of the MRI system) is no longer producing magnets for MR imaging and there is no routine manufacturing at the present time of human 7T magnets.

Thus, the FMRIF 7T-830/AS magnet is, at present, truly irreplaceable and so it is critical that the magnet have a comprehensive service contract to avoid catastrophic delay in repairs required for incidental or routine maintenance. Loss of the 7T would cause irrevocable harm to the human imaging programs in both NINDS and NIMH.

Period of Performance:

The period of performance shall be 12 months from date of award, with the option to extend the term of the contract for four additional 12-month periods.

Place of Performance:

The place of performance shall be at the National Institutes of Health (NIH) Clinical Center at 10 Center Drive, NIH Building 10, NMR Center, B1D710, where the scanner is located.

SCOPE OF WORK

General Requirements:

Independently and not as an agent of the Government, the Contractor shall furnish all the necessary services, qualified personnel, material, equipment, and facilities, not otherwise provided by the Government as needed to perform the Statement of Work below.

The Contractor shall provide service and maintenance for all portions of the Siemens 7T MRI scanner in order to ensure operation of the scanner at maximum performance. This includes the scanner computer system, gradient and RF amplifiers, transmit and receiver subsystems, peripheral gating modules, shim power supplies, gradient and RF coils, magnet, cryogen monitoring and cryogen fills. Magnet coverage may be limited but will be included.

The service agreement will require OEM replacement parts, labor, service support, and system updates from OEM certified technicians of an OEM authorized service provider, qualified and experienced in servicing human 7 Tesla MRI systems and human 7 Tesla magnets. The FMRIF-7T Siemens system ID #400-342363 has a service agreement with Siemens Medical Systems that expires on September 5, 2018. This system is a unique resource within the NIH as the only operational human 7 Tesla MRI system.

Specific Requirements:

Under the direction of the Contracting Officer’s Representative (COR), the Contractor shall:

I. Supply all replacement parts as required on an exchange (good-as-new) or new part basis in order to maintain the equipment at OEM specifications.

II. Provide an OEM certified technician from an authorized service provider on-site from

12:00pm to 8:00PM, Monday through Friday to assure efficient service of the scanner. A qualified OEM certified technician will be available from 12:00pm to 10:00pm, M-F.

III. Standard Coverage: The Contractor shall provide on-site remedial service and maintenance during normal working hours (from 12:00 PM to 8:00 PM local prevailing time, Monday through Friday). On-call backup service support shall be provided when the on-site service OEM certified technician is not available (e.g. holidays, vacations, illness, and training periods). The on-call backup OEM certified technician shall be on the site within four hours of the NIH placing a telephone service request. An OEM certified technician will be available to respond during these hours but will not be located on-site.

IV. Off-hour Coverage: The Contractor shall provide remedial service and maintenance during off-hours (from 8:00PM to 12:00AM local prevailing time, Monday through Friday and from 8:00AM to 5:00PM local prevailing time, Saturday and Sunday). The on-call OEM certified technician shall be on the site within four hours of NIH placing a telephone service request.

V. Regular scheduled maintenance inspections and adjustments shall be performed as specified by the manufacturer for all subsystems of the scanner. Scheduled maintenance shall be performed at a mutually agreed upon time (usually 5:00 PM through 12:00 AM local prevailing time, Monday through Friday).

VI. Technical support and remote diagnostics shall be provided by the Contractor 24 hours per day, 7 days per week. This telephone support shall be available within one hour of the NIH placing a service request.

VII. The Contractor shall provide upgrade services for the scanner and accessories on an as needed basis. The upgrades shall be subject to the Changes Clause, FAR 52.243-1, Alternate II. Upgrade services include but are not limited to: delivery/installation of hardware or software, and reconfiguration of the system. The Contractor shall provide all hardware and software necessary for requested upgrades. The Contractor shall continue to provide maintenance of the system as upgraded. Exception: to FAR 52.243-1 alt II.

This is a commercial acquisition therefore the changes clause at 52-212-4(c) Changes controls.

VIII. Contractor Responsibilities: The Contractor shall provide all necessary documentation, repair parts, spare parts, accessories, maintenance supplies, all special tools, test and support equipment, travel and transportation, personnel skill requirements, and other related services required in performance of maintenance tasks to keep the equipment in good operating condition, except for costs of repairs occasioned by fault or negligence of the Government or its agent.

IX. Interchangeability of parts is required, (NRCC Wash C8) (Oct 1992). All replacement/spare parts and supplies to be furnished by the Contractor under this contract shall be guaranteed to be equal in all respects (including performance, interchangeability, durability, and quality) to parts specified by the OEM.

X. This contract will allow the flexibility to procure hardware and software upgrades as deemed necessary for the system to function at the highest quality of performance.

When available, the Contractor shall offer upgrade services for the scanner and accessories on an as-needed basis. Upgrade services included but are not limited to:

delivery/installation of hardware or software, and reconfiguration of the system. When available, the Contractor shall offer all hardware and software necessary for requested upgrades. The Contractor shall continue to provide maintenance of the system as upgraded. The Contractor shall provide updates as a deliverable with the service agreement. Ideally, updates will be installed on the system remotely with minimal impact on patient care.

LEVEL OF EFFORT:

One maintenance Service Plan at fixed pricing is anticipated on an annual basis.

GOVERNMENT RESPONSIBILITIES

For the purposes of this requirement, the Government will provide the Contractor access to the NIH Clinical Center at 10 Center Drive, NIH Building 10, NMR Center, B1D710, where the scanner is located.

DELIVERY OR DELIVERABLES

Documentation shall be provided by the Contractor to show they completed the service on the equipment and left with the COR or POC. The OEM certified technician is to present a service ticket that briefly details the work performed during the service visit to the POC for signature and a copy of the ticket is to be left with the POC.

1. Reporting Requirements

A detailed written report of any service and\or preventative maintenance is to be submitted to the COR or POC, within 24 hours of service being performed.

OTHER CONSIDERATIONS

Travel:

N/A

Key Personnel:

OEM certified technicians of an OEM authorized service provider qualified and experienced in servicing the Siemens 7T Magnetom.

Information System Security Plan:

Contractor personnel performing work under this contract will not have access to NIH computer systems. All costs associated with obtaining clearances for Contractor-provided personnel will be the responsibility of the Contractor.

Data Rights:

N/A

Section 508—Electronic and Information Technology Standards:

Section 508 is not applicable under this requirement.

Publications and Publicity:

No publications are expected as a result of this requirement.

Confidentiality of Information:

The Government will not provide to the Contractor any information or data of a personal nature about individual(s) or proprietary information or data pertaining to an institution or organization which is confidential. Whenever the Contractor is uncertain with regard to the confidentiality of or a property interest in information under this contract, the Contractor should consult with the Contracting Officer prior to any release, disclosure, dissemination, or publication.

Contracting Officer’s Representative (COR) The following Contracting Officer's Representative (COR) will represent the Government for the purpose of this contract:

Name:

National Institute of Mental Health Address:

Telephone Number:

E-mail address:

The COR is responsible for: (1) monitoring the Contractor's technical progress, including the surveillance and assessment of performance and recommending to the Contracting Officer changes in requirements; (2) interpreting the statement of work and any other technical performance requirements; (3) performing technical evaluation as required; (4) performing technical inspections and acceptances required by this contract; and (5) assisting in the resolution of technical problems encountered during performance.

The Contracting Officer is the only person with authority to act as agent of the Government under this contract. Only the Contracting Officer has authority to: (1) direct or negotiate any changes in the statement of work; (2) modify or extend the period of performance; (3) change the delivery schedule; (4) authorize reimbursement to the Contractor for any costs incurred during the performance of this contract; (5) otherwise change any terms and conditions of this contract; or (6) sign written licensing agreements.

The Government may unilaterally change the COR designation for this contract.