SOW - Carl Zeiss Elyra PS.1 Microscope - MSA - 1 YR.pdf

STATEMENT OF WORK

1. BACKGROUND AND OBJECTIVES

The primary objective of this project is to provide maintenance and repair services for a Carl Zeiss Elyra PS.1 confocal microscope located in the NCI Optical Microscopy Core of the NIH/NCI/CCR/LRBGE. The instrument is used for fixed and live cell imaging of cancer cells and tissues in 3D to further cancer research. A one-year Protect Premium Service Agreement with Carl Zeiss Microscopy, LLC is required to ensure continuous operation, preventive maintenance, and timely repairs by factory-trained engineers using proprietary parts and diagnostics. Lack of service continuity would increase the risk of extended instrument downtime, delay repairs, result in loss of data quality, and disrupt multiple research projects, representing an inefficient use of NIH resources.

2. SCOPE

The Contractor shall provide all labor, material, and equipment necessary to provide preventive maintenance and repair of a Government-owned Carl Zeiss Elyra PS.1 Microscope (Serial Number: 2560000238) under the Carl Zeiss Protect Premium Service Agreement. All maintenance and repair services shall be performed in accordance with the manufacturer's standard commercial practices and latest established service procedures.

Coverage under the Protect Premium Service Agreement includes:

• All labor and travel charges associated with any service visit, including but not limited to the planned preventive maintenance (PM) visit, as may be required during the contract period

• All covered replacement parts

• 10% discount on consumable purchases

• 10% discount on instrument upgrades

• Scheduled and emergency service performed between the hours of 8:00 AM and 5:00

PM, Monday through Friday, excluding Carl Zeiss Microscopy, LLC holidays

• Factory-trained Field Service Engineers

3. SPECIAL ORDER REQUIREMENTS

3.1 PREVENTIVE MAINTENANCE (PM)

The Contractor shall perform planned preventive maintenance (PM) on the Carl Zeiss Elyra PS.1 Microscope during the contract period. PM will include all actions that the Contractor deems necessary to ensure the equipment performs properly, in accordance with the manufacturer's latest established service procedures. All equipment shall be operationally tested at the end of the PM inspection to confirm optimum and efficient performance. PM may be provided concurrently with a remedial maintenance visit.

3.2 EMERGENCY / CORRECTIVE SERVICE

On-site emergency repair service shall be provided during the term of this contract at no additional cost to the Government. Emergency service shall be provided during normal working hours, 8:00 AM to 5:00 PM local time, Monday through Friday, excluding Carl Zeiss Microscopy, LLC recognized holidays. Upon receipt of notice that any part of the equipment is not functioning properly, the Contractor shall respond and work to restore the equipment to normal and efficient operating condition. Emergency service calls shall not replace the necessity for planned preventive maintenance. All labor and travel are included.

The Contractor shall provide phone and remote support to troubleshoot the instrument and its applications during normal working hours, Monday through Friday, excluding holidays. All technical support personnel shall be Carl Zeiss-authorized and factory-trained Field Service Engineers.

3.3 REPLACEMENT PARTS

The Contractor shall furnish all covered replacement parts required to perform services under this agreement at no additional cost to the Government. Covered ZEISS hardware includes, but is not limited to: Microscope body; Scan Module(s); Spectral Detector; NDDs; Laser Module(s);

Electronics Controller; Scanning Stage; Incubation Equipment; Definite Focus; AxioCam; and System Table.

Parts may be new or rebuilt at the Contractor's discretion but will always meet original equipment specifications. The following are excluded from parts coverage unless specifically stated: third-party OEM items (e.g., water chillers, compressors, CCD cameras not purchased from ZEISS); consumable items with a limited life (e.g., light bulbs, batteries, emitters, BSD diodes); lasers not purchased from ZEISS (unless specified); and accessories, attachments, or devices not furnished by ZEISS.

3.4 SOFTWARE UPDATES/SERVICE

The Contractor shall provide Software Maintenance Agreement (SMA) coverage, including regular upgrades to the newest software version (at least annually), new software features and functionalities, uncompromised compatibility, IT security, and full ZEISS product support.

Software upgrade installations will be performed remotely or during the next on-site preventive or corrective service visit, at no additional cost to the Government. The Contractor shall receive advance written approval from the Government prior to the installation of all software updates and revisions.

Standard time and material rates will apply for the installation of third-party software and software upgrades to all off-line workstations, which are not covered under this agreement.

3.5 SYSTEM WORKSTATION COVERAGE

Workstation coverage is limited to the restoration of system functionality and does not include the recovery of lost data or non-ZEISS software. ZEISS workstations are fully covered up to replacement with a new workstation as long as the existing workstation model is still available in ZEISS's current product portfolio. ZEISS will attempt to repair older workstations as part of the contract coverage. Stand-alone workstation and storage PCs are not covered. The Government (customer) is responsible for routine maintenance, including data backup and removal of data from the hard drive to prevent overfill, which may cause system malfunctions.

3.6 SERVICE EXCLUSIONS

The Contractor shall not be responsible for any repairs necessitated by:

• Customer's (employees, agents, invitees) intentional acts or negligence

• Service performed by anyone other than ZEISS's authorized personnel

• Customer peripherals not provided by ZEISS

• Misuse of the equipment, including use for any application or function for which it was not designed

• Electrical work external to the equipment

• Damage caused by customer relocating the equipment

• Force Majeure events (Acts of God, floods, earthquakes, war, public health emergencies, etc.)

• Problems caused by customer intervention (e.g., deleted system files, failures due to unauthorized hardware changes)

Such repairs shall be the subject of a separate purchase order and shall not be performed under this contract.

3.7 PERSONNEL QUALIFICATIONS

Technically qualified, factory-trained, and Carl Zeiss-authorized Field Service Engineers shall perform all service on the listed Government-owned Carl Zeiss Elyra PS.1 Microscope (SN:

2560000238). All primary service personnel shall have at least one (1) backup support person with at least the same level of expertise on the equipment covered by this contract.

4. TYPE OF ORDER

This shall be issued as a Firm Fixed-Price Purchase Order. Payment shall be made with a purchase card and shall not exceed the Micro Purchase Threshold.

5. PERIOD OF PERFORMANCE

The base period of performance shall be for twelve (12) months.

Base Period: May 1, 2026 to April 30, 2027

6. PLACE OF PERFORMANCE

On-site services shall be performed at the following location:

NCI Optical Microscopy Core

NIH/NCI/CCR/LRBGE

41 Medlars Drive Bldg. 41, Room C615 Bethesda, MD 20892

Point of Contact (POC): Tatiana Karpova Ph: 240-760-6637 Email: karpovat@mail.nih.gov

7. CONTRACTOR INFORMATION

Carl Zeiss Microscopy, LLC One North Broadway White Plains, NY 10601 Phone: (800) 233-2343 Fax: (800) 488-6351 F.E.I.N: 13-4186423 D.U.N.S: 03-837-6674

UEI#: H41JAKKNEXY1

Commercial Contact:

Audrey Bice | audrey.bice@zeiss.com | +1 (800) 233-2343

Technical Contact:

Brian Crooks | brian.crooks@zeiss.com | +1 (800) 233-2343 mailto:karpovat@mail.nih.gov

8. PAYMENT

Payment shall be made with a purchase card. The payment shall not exceed the Micro Purchase Threshold. Invoices shall be submitted and paid within thirty (30) days of invoice in accordance with applicable Federal prompt payment requirements (FAR 52.232-25, Prompt Payment, Jan 2017).