Updated_SOW_Maintenance_JEOL_JEM-2100.docx

STATEMENT OF WORK (SOW)

Service Contract for the JEM-2100 Electron Microscope, Manufactured by JEOL

SCOPE

The JEOL technician will conduct up to biennial routine and preventative maintenance visits to check the functions of the JEM 2100 electron microscope and its accompanying equipment. The specialist will also make necessary repairs to the microscope and replace worn consumable parts. The technician will also perform emergency repairs to the microscope and other parts as necessary.

ORGANIZATION

Advanced Imaging Core (AIC) National Institute of Deafness and Other Communication Disorders (NIDCD) National Institutes of Health (NIH) 35A Convent Drive, Rm. 1E614 Bethesda, MD 20892

Mission:

The Advanced Imaging Core maintains the JEOL JEM-2100 electron microscope for use researchers in NIDCD/NIH, and provides services associated with electron microscopy to research laboratories in the NIDCD/NIH. This preventative maintenance service contract renewal is to sustain the ongoing function of JEM-2100 electron microscope for the Advanced Imaging Core. Electron microscopes and their accompanying equipment have been an essential part of research in NIDCD since its inception. The staff uses them daily to collect scientific images and data related to their research on deafness. Because of this frequent use, the lab needs the JEOL technician to conduct routine maintenance on the instrument up to twice a year. This includes replacing worn parts and running operation checks to ensure optimal performance. The specialist also performs emergency repairs when necessary.

TASKS/ SERVICES. The contractor shall:

Subtask 1 - Routine and Preventative Maintenance JEOL will provide a maximum of two routine and preventative maintenance per year. During the visit, work will be performed on the instrument at JEOL's discretion to assure long-term performance and reliability. Malfunctioning systems will receive corrective service at this time. Replacement of components is at the discretion of JEOL. Scheduling of routine visits should be initiated by the customer (NIDCD lab staff scientist).

Subtask 2 - Emergency Service The JEOL technician will make the appropriate repairs during JEOL's regularly scheduled business hours, at no charge to the customer whenever the microscope becomes inoperable or fails to perform to specifications due to a failure associated with the microscope.

Subtask 3 - Parts Replacement All components determined by JEOL to be defective will be replaced without charge with the following exceptions, where applicable: filaments, movable and fixed apertures, fluorescent screens, detectors, lead glass, burnt CRTs, Wehnelt assemblies, consumables, specimen exchange tools, and specimen holders (unless specified).

JEOL reserves the right to use refurbished and/or rebuilt parts and materials at its sole discretion in the repair and maintenance of the JEOL instrument.

Quality Assurance The contractor must develop its own Quality Assurance Surveillance Plan (QASP) as part of its proposal for a performance-based effort. The contractor’s QASP must be meet the minimum criteria established below. The contractor must strive to meet past performance levels that were acceptable and improve on those that were less than optimal.

**Contractor cannot accept liabilities for delays that are beyond its control such as force majeure, traffic incidents or other delays beyond its control.

***Down time excludes time for routine preventative maintenance. If contractor’s time in this facility for emergency maintenance exceeds 25 days per year, contractor will apply its quality repair guarantee and apply a credit toward the next years’ service agreement price.

THIRD PARTY ITEMS (GATAN CAMERA) DO NOT OFFER TURN AROUND, COMPLETION OR GUARANTEED FUNCTIONALITY

Call dispatch is the amount of phone calls placed to the service department. Call turn-around time is the time between placing the call and the completion of the work by the technician. Technician arrival time is the time the technician arrives at the facility. Call completion time is the time taken from the arrival of the technician until completion of the work. Instrument down time is the amount of time that the instrument will be out of service. Amount of repairs is the amount of repairs covered in the contract that are necessary for completion of the service call, plus the amount of repairs covered should the instrument malfunction within 30 days of the repair. Instrument function is how well the instrument works after the completion of the service call. The instrument function must be guaranteed for the entire covered period. Documentation from the contractor must give at least the date work was completed and whether or not the call was a service or PM call. If a service call, what was the problem and how was it corrected.

CERTIFICATIONS, LICENSE, PHYSICAL REQUIREMENTS OR OTHER EXPERTISE REQUIRED.

The contractor must have:

· Experience working within an NIH research laboratory

· Training directly from JEOL for electron microscopes

· Current certification and authority from JEOL to work on the JEM-2100

PERIOD OF PERFORMANCE.

Base period of 1 year, and four 1 year option periods.

PLACE OF PERFORMANCE.

The work will be performed in the NIH-NIDCD-AIC, located on the NIH campus in Building 35, Room BBC120, Bethesda, MD 20892

OPERATIONAL HOURS.

Work will be performed up to 40 hours per week during normal business hours, Monday-Friday, excluding Federal and public holidays. Occasionally after-hours emergency work might be required.

SAFETY ISSUES.

The contractor is required to adhere to all rules governing laboratory safety at the NIH, understanding chemical hazard labels and Safety Data Sheets (SDS).

GOVERNMENT- FURNISHED EQUIPMENT, BADGE, KEYS AND/OR FACILITIES PROVIDED.

The lab provides a land-line phone for the service technician to make calls related to the repair or PM and any reagents or consumables needed to run the instrument. The lab will also make sure that there are no safety related hazards posted during the visit and will provide the technician with disposable nitrile gloves and a lab coat to use during the visit if he or she requests.

SECURITY CLEARANCE/ POLICE CHECK/ DRIVING RECORD CHECK.

Work under this task order is __x_ UNCLASSIFIED

____ SCREET

____ TOP SECRET

The contractor shall comply with all applicable Department of Health and Human Services (DHHS) security regulations and procedures during the performance of this task order. The contractor shall safeguard any data files that are on the instrument.

NON-PERSONAL SERVICE STATEMENT.

Contractor employees performing services under this order will be controlled, directed and supervised at all times by management personnel of the contractor. Contractor employees will perform independent of and without the supervision of any Government official. Actions of contractor employees may not be interpreted or implemented in any manner that results in any contractor employee creating or modifying Federal policy, obligating the appropriated funds of the U.S. Government overseeing the work of Federal employees, providing direct personnel services to any Federal employee or otherwise violating the prohibitions set forth in Parts 7 .5 and 37 .1 of the Federal Acquisitions Regulations (FAR). The Government will control access to the facility and will perform the inspection and acceptance of the completed work.

BASIS FOR AWARD

The government intends to award on a best-value basis, using the Lowest-Priced Technically Acceptable (LPTA). An offeror who passes all of the technical criteria, and has acceptable past performance, will be available for award. At that point, the lowest priced offeror would be awarded the contract. In this case, JEOL is the only acceptable offeror since the JEM-2100 has unique features designed by JEOL and only can be serviced properly by JEOL.

EVALUATION CRITERIA

1. Technical Criteria

The minimum technical standards for this maintenance contract are listed below. Each one will be evaluated on a pass/fail basis. Failure to demonstrate within the offeror’s proposal that there is capability to meet the standard will result in a failing grade for that criterion. Failure in one criterion below will lead the offeror to be considered technically unacceptable, and will make the offeror unavailable for award. The contractor must be able to fulfill all (A-H) of these requirements.

A. Use engineers who are certified annually, trained directly by and work for the manufacturer of the instrument. Only manufacturer-trained and authorized technicians are permitted to work on the machine.

B. Provide unlimited - at no extra cost— diagnostic and repair service visits, labor, travel, hotfixes for both software and firmware, any necessary training on software, safety and performance updates to any part of the instrument, and removal of old parts. Contractor shall not be responsible for the removal of any materials or parts that are considered “HAZMAT”, including but not limited to used RP Oil and other solvents or any part that may be contaminated or a biohazard.

C. Guarantee a technician to be on-site within the times listed in the QASP, except under exceptional circumstances. Parts not available at the time of service will be shipped next day, at no extra cost to the government when available. Be able to have the instrument functioning to the manufacturer’s specifications.

D. Perform bi-annual PM services as needed, consisting of cleaning, magnification measurement, inspection, adjustments and a function test of the instrument.

E. Provide unlimited remote support, along with unlimited applications and technical phone support.

F. Provide unlimited coverage on all components and subcomponents of the electron microscope, except for expendable parts.

G. Meet the minimum standards of the government’s Quality Assurance Surveillance Plan (QASP) provided above. Additionally, the QASP must demonstrate discounts to the government for failure to meet the standards provided.

After the routine maintenance or emergency repair work is completed, the technician consults with the staff scientist to show that the work has been completed and demonstrate the microscope's full operation. The staff scientist inspects the work and accepts it by signing the technician's invoice.

2. Past performance Past performance is a major factor in determining how well the contractor will perform in the current period of time—if a contractor failed in the past on any of the below criteria, it is assumed that it will do so again. Likewise, if a contractor was able to meet the criteria below in the past, it is assumed that it will do so again. Past performance is the most important evaluation criteria. Past performance criteria include:

a. Contractor normally must have been able to get the instrument up and running to a functioning level within the times listed in the QASP--including obtaining replacement parts, fixing the instrument, and generating a service report.

b. The contractor must have acted honestly with the customer in the past for each repair—using only certified parts, ensuring that instrument performance is within manufacturer specifications, adhering to copyright and intellectual property regulations, adhering to all laws regarding contracting with the Federal Government, doing all that is stated in the contract, charging only what was agreed upon in the contract, not adding extra charges to the service call, and using certified technicians to perform the work.

The customer has the right to inquire about past performance of a contractor with other customers who used that contractor in the past to perform repair work on their lab equipment and use this information to determine the suitability of the contractor. The contractor shall submit references for past performance where allowed by law or by contract.

3. Price

The vendor, JEOL, states in the price quote that: “These are best user prices and are not in excess of prices submitted to other users of this type and age of equipment for similar payment schedules.” There is no alternative acceptable vendor.