ATTACHMENT_I_-_SOW.pdf

STATEMENT OF WORK

PREVENTIVE MAINTENANCE AND REPAIR OF GOVERNMENT-OWNED

SORVALL EQUIPMENT

NATIONAL INSTITUTE OF ENVIRONMENTAL HEALTH SCIENCES

RESEARCH TRIANGLE PARK, NORTH CAROLINA

1. Introduction and Background: The National Institute of Environmental Health Sciences (NIEHS), located in the Research Triangle Park, North Carolina is one of the 27 Institutes and Centers composing the

National Institutes of Health. The NIEHS has approximately 61 Government-owned pieces of Sorvall

Equipment that are used to support the intramural research program. The instruments to be covered by this contract have been under continuous maintenance following the expiration of their respective warranties.

The instruments are currently at an acceptable level of upkeep to the Government.

2. Objective: The Contractor shall provide services at the appropriate training and experience level to perform preventive maintenance, emergency and routine repairs, and relocation of Sorvall Equipment as required at the National Institute of Environmental Health Sciences (NIEHS).

3. General Requirements: The Contractor shall:

a) Furnish all necessary personnel, labor, facilities, equipment, parts, materials, and supplies to provide the required technical support and expertise for preventive maintenance, inspection, repair, and relocation of Government-owned Sorvall Equipment located at NIEHS facilities.

b) Provide preventive maintenance and repair service in accordance to acceptable Commercial

Industry Performance Standards.

c) Replace, purchase, and dispose of radioactive sources as necessary.

d) Remove all trash, discarded parts, dunnage and other material from areas immediately after completion of preventive maintenance or repair. Government-owned dumpsters may be used for disposal for this waste material.

e) Attempt to notify the NIEHS users at least forty-eight hours in advance of making preventive maintenance inspections, and shall confirm that the scheduled work will be performed at a time convenient to the user.

f) Notify the Contracting Officer’s Representative (COR) when equipment is to be removed from the

Government facilities for repairs. NIEHS procedures for removal of Government-owned equipment shall be followed. The COR will provide the contractor with these procedures and appropriate forms.

g) Follow the NIEHS Lock-Out/Tag-Out Program requirements as required, depending on the type of repair of preventative maintenance to be performed. The contractor must notify the COR, who will in turn consult with the NIEHS Health and Safety Branch (HSB).

h) Provide the following services:

a. Preventive Maintenance –The Contractor shall provide regular preventive maintenance inspections in accordance with acceptable industry standards on all instruments except all

Microfuges, which will not receive any preventive maintenance. Preventive maintenance shall be provided to the units as necessary to continue proper performance. An annual preventive maintenance schedule shall be developed by the contractor and provided to the

COR no later than 30 days after execution of award and exercising of option periods.

Preventive maintenance shall be performed on all equipment listed in Attachment I to this document. Preventive maintenance of ultracentrifuges shall include an annual boroscopic inspection of all rotors for cracks and other defects. A written report outlining any defects, and their effect on safe operation, shall be provided to the user. Replacement of damaged rotors is the responsibility of the Government.

b. Emergency Repair – The Contractor shall, when notified by the COR or Alternate COR, provide emergency service by responding on-site and begin repairs within 24 hours of the call and exert best efforts to complete the repair within 48 hours. The contractor shall be capable of providing this service 365 days of the year, on a 24 hour-a-day basis, including weekends and holidays.

c. Routine Repair – The Contractor shall perform all repairs as may be required to restore the instruments to optimum operating capacity. The COR, Alternate COR, or designated laboratory personnel may place calls for repairs; the caller will indicate the equipment in need of repair and its location. This contact with the Contractor will be done by the most convenient means, normally by direct telephone contact or email. The Contractor shall inspect and complete routine onsite repairs to the instruments specified by this contract within forty-eight hours (two work days) after the call has been placed by the NIEHS designated official. However, in the event repair parts have to be ordered the equipment shall not be out of service for more than five workdays, unless approved by the COR.

The Contractor shall be required to furnish repair parts that meet or exceed manufacturer standards. Repair parts used by the Contractor must be warranted against defects in materials and workmanship for one year. Equipment shall be maintained by the

Contractor to 100% of equipment’s original specifications and technical updates.

d. Relocations – the Contractor, at the request of the COR or Alternate COR, shall prepare equipment for relocation, and reinstall equipment once it has been moved and assure the

NIEHS designated official that the instrument is operating at optimum capacity. The instrument should be moved within 24 hours of the request or on the date specified.

Whenever possible, the Contractor shall combine the preventive maintenance inspection with the installation of the instruments following relocation. Arrangements for transportation of the instrument will be the responsibility of the Government.

4. Adding and Deleting Instruments: The items listed in Attachment I shall require preventive maintenance and may require repairs and emergency repair services. The quantity of items shown represent the Government’s current best estimate of the level of service that will be required during the contract period and are intended for price evaluation and funding purposes only. It is conceivable that these quantities may increase or decrease by 25% over the life of the contract. As needed, instruments may be added or deleted from the contract. In each instance the cost to the Government shall be calculated based on the contract unit price, and pro-rated from the time the instrument is added/deleted.

5. Reporting Requirements and Deliverables: The Contractor must provide the following deliverables and reports to the COR, all submissions shall be Section 508 compliant:

a) Service Reports – The Contractor shall obtain a signature from the responsible user for the instrument on a preventive maintenance and/or service report upon completion of each service call. A copy of the signed preventive maintenance and/or service report shall be left with the responsible user for the instrument. The Contractor shall provide the COR with copies of all preventive maintenance and/or service reports performed within a quarter by the last day of the month following the service. At minimum, each report shall include the following – model number, serial number, NIH decal number (if applicable), location, scientist name, responsible user name, date of service, and cost of service.

b) Quarterly Summary Report –The quarterly report shall include a summary of the number and types of requests (preventive maintenance, emergency repairs, routine repairs, and relocations) received, and completed. This summary shall be broken down for each type of service and grouped according to the type of service performed. The report should include: model number, serial number, NIH decal number (if applicable), location, scientist name, responsible user name, and date of service.

c) Servicing Stickers – The Contractor Service Representative shall affix a sticker to each instrument each time that service is performed on the instrument. The sticker shall have the following information – Contractor name and contract number, instrument serial number, service representative name and phone number, and date of service.

d) History File – The Contractor shall maintain a history file on all PMs/repairs/inspections conducted and must indicate any corrective action taken. The history file shall be 1) reviewed yearly by the COR, 2) the property of the Government and 3) maintained by the Contractor and turned over to the COR upon completion of the contract.

e) Inventory – During the transition of the contract, the Contractor shall account for all instruments and equipment with the COR and transfer the property. The Contractor shall maintain a complete inventory of all instruments and equipment with 100% accuracy. At the end of the contract’s final performance period, the Contractor shall return all property and equipment to the COR. The

Contractor shall perform a quarterly inventory of all equipment covered on the contract.

f) Invoicing – Contract ODCs will be tracked monthly. Contractor shall include a breakout showing actual monthly costs for only the parts, supplies and travel. This shall be submitted, electronically, only to the COR and CO when invoicing occurs.

6. Inspection and Acceptance Criteria: The COR and/or the Alternate COR will monitor the

Contractor’s activities and accomplishments and will indicate acceptance or non-acceptance of the deliverables. Acceptance is defined as meeting all tasking elements as stated in section 5 above. Each deliverable identified in section 5 will be inspected and either approved or rejected by the COR and/or the

Alternate COR. These inspections will occur within 5 working days upon receipt of deliverable.

7. Quality Assurance System: The Contractor’s Quality Assurance System (QAS) is an everyday tool to insure that the Government’s performance standards are being met and should be consistent with

Commercial Industry Performance Standards. The system may include, but is not limited to, a written set of self-inspection check lists which comprehensively detects variations from the contract requirements;

recording of work data; problem analysis; feedback and control systems for correcting deficiencies; and the necessary documentation to record findings. The contractor shall provide, no later than 30 days after award, documentation to support that the QAS adequately meets the Government’s requirement.

The adequate and efficient management of contractor staff can impact the quality performance of the contract and the Government’s quality assurance surveillance of performance. It is for this reason that contractors are encouraged to incorporate industry or commercial standards that are available into their

QAS. Further, the Contractor must ensure that their QAS is comprehensive and appropriate for the complexity and criticality of the contracted services.

8. Hours of Operation: The Contractor shall be responsible for providing routine services between the hours of 7:00 AM – 5:00 PM Monday through Friday, except federal holidays or when the government facility is closed due to local or national emergencies, administrative closings or similar government directed facility closings. Some functions within the SOW require emergency on-call support services.

Some issues are critical and the personnel must be capable of working the issue until closure. The

Contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this SOW when the government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

No overtime (OT) or compensatory time (CT) is authorized under this contract. The contract price will not be increased to cover these regularly scheduled or emergency requirements.

The National Institutes of Environmental Health Sciences observes the following holidays:

New Year’s Day Labor Day

Martin Luther King’s Birthday Columbus Day

Presidents Day Veteran’s Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

9. Place of Performance: The geographical scope includes the NIEHS main campus (111 T. W.

Alexander Drive, Durham, NC) and surrounding NIEHS support campuses (See Attachment II for a detailed list of equipment locations).

10. Period of Performance: The period of performance shall include a twelve (12) month base period and four (4) 1-year option periods.

11. Safety and Health: The Contractor shall comply with all Federal, North Carolina State, Occupational

Safety and Health Administration (OSHA) standards and local laws and regulations concerning the environmental, occupational safety and health, and hazardous material. The Contractor shall ensure employees have all required training and certifications related to OSHA requirements. The documentation shall be readily available for the Contracting Officer to review at any time during the life of the contract.