MRI_SiemensService_SOW_Jan_2026_cb_v2.doc

STATEMENT OF WORK

(SOW)

GENERAL INFORMATION

Title of Project:

Service Agreement for PRISMA 3T MRI Scanner Project Purpose or Objectives:

The NIDA IRP Neuroimaging Research Branch (NRB) owns a Siemens PRISMA 3T MRI scanner to perform imaging studies for clinical research purposes. The purpose of this acquisition is to acquire a service contract to support the continued operation of this scanner. This service is required to ensure continued high-quality imaging performance of the scanner to support research in drug addiction.

Background Information:

The Intramural Research Program (IRP) of the National Institute on Drug Abuse (NIDA) is located on the campus of Johns Hopkins Bayview Medical Center (JHBMC) in Baltimore, Maryland. Within the Neuroimaging Research Branch (NRB) of the NIDA IRP is the NeuroImaging Core (NIC). The NIC provides neuroimaging services to all 3 branches at the NIDA IRP that perform clinical experiments. Broadly, the goal of those experiments is to better understand the neurobiological mechanisms of drug addiction, the neural consequences of short and long-term drug use and the potential reversibility of these neuroadaptations. The major paradigm employed toward this goal is the development and application of novel neuroimaging tools, predominantly magnetic resonance imaging (MRI). The NIC PRISMA scanner is under a service agreement (Contract 75N95022P00403) that will expire on August 14, 2026. We therefore require a service maintenance agreement for the scanner after this date, without interruption in service, to ensure continued high imaging performance to support research of neurobiological mechanisms of drug addiction in those three branches.

Period of Performance:

The required period of performance is one base year with four optional years.

Base Year: 8/15/2026 - 8/14/2027

Option Year 1: 8/15/2027 - 8/14/2028

Option Year 2: 8/15/2028 - 8/14/2029 Option Year 3: 8/15/2029 - 8/14/2030

Option Year 4: 8/15/2030 - 8/14/2031

SCOPE OF WORK

General Requirements:

The Contractor shall provide preventative maintenance (PM) and repair services for the PRISMA 3T MRI Scanner (NIH No. 02066840). Requirements include:

· At least 95% guaranteed up time, with next day delivery of genuine Siemens ISO 9001 certified replacement parts and repair during normal business hours with no longer than an 8 hour response window.

· Telephone access to a technician within 60 minutes or less. The technicians need to be able to address both technical and applications issues. Telephone support should be available 24 hours per day, 7 days per week. Further, the technician needs to be able to connect to our Siemens Imaging Console and provide us with direct real time support in order to solve most problems with negligible down time, maximizing our data integrity.

· Periodic preventative maintenance visits. This should include tracking and scheduling of required maintenance tasks, exchange of wear and tear parts according to the maintenance plan, care measures, adjustments to factory specifications, verification of specified performance and functionality, documentation and detailed protocols of system condition. Furthermore, wherever possible, the system needs to be maintained at its current specifications (which may be more stringent than factory specifications). Our group has many longitudinal experiments, where participants are followed over time. We need any signal changes over time to be due to changes in the participant due to our experimental manipulation, and NOT due to changes in scanner performance.

· Regular helium refills and maintenance of magnet ancillary components and magnet performance. Coverage of parts associated with maintaining the magnet and refrigeration components must be provided. Coverage should include burst disc, vent kit, valves, MSUP, ERDU, helium compressor, high pressure gas lines and cold head. Remote monitoring of helium levels must be included.

· All travel time to and from our site needs to be covered in the contract.

· Provide advanced reports with system-specific usage data, which is collected from our system. This detailed data will enable us to leverage our system's full potential and maximize workflow and productivity.

· Provide software updates, modifications or reliability enhancements to the system. Includes two types: Mandatory (safety and performance-related update instructions) and Non-mandatory (reliability-related service instructions).

· Training for our scanner operator in the latest techniques as MRI is a dynamic field, such that we stay on the cutting edge of the field. Thus, we will require access to at least 24 Continuing Education (CE) credits of online training. These credits need to be recognized by the American Registry of Radiologic Technologists (ARRT).

· During the base period, an upgrade of the operating platform to the Evolve AdvanceNow platform (syngo MR XA60A or better). This shall include the necessary hardware and software to transition to that platform. Further, it shall include the upgraded MARS reconstruction system and physiologging (logging of time-stamped physiological data during fMRI acquisition). All contract periods shall include software updates as they become available.

Specific Requirements:

Due to the critical nature of the Prisma 3T MRI Scanner, the Contractor shall ensure the following:

1. Maintenance and repair of the cryocooler, which includes:

· Monitoring the cryogen levels

· Refill the cryostat with liquid helium at intervals defined by the manufacturer’s recommendation

· Supply and refill cryogen as needed or requested

· Maintain customer transfer lines, cold head, secondary water cooling system

2. Maintenance and repair services for all other parts of the equipment, which includes the following:

· The contractor must have either an adequate supply of parts in stock and readily available to the service technicians or be able to obtain any required part within 24 hours of the service technician assessment

· The service technicians need to be factory certified

· All service is to be warranted for 6 months and any replacement part must have at least a 12 month warranty Contractor shall have access to proprietary parts and test instrumentation for effective repair in case of malfunction. Technical performance requirements include system coverage on the subject equipment by Original Equipment Manufacturer (OEM) factory-trained, authorized technicians and providers of any required parts and software or proprietary diagnostic software and software enhancements must be OEM certified (new or like-new) and compatible with the subject equipment.

Contractor shall be required to provide written progress reports in achieving this statement of work during the period of performance. The original documentation shall be provided by the vendor to show they completed service on the instrument and should document technical progress with the POC.

Service shall include labor and parts coverage, , on-site labor response, technical telephone response (call-back to schedule), and planned maintenance, diagnostics software license and service documentation, customer engineer training, and preferred labor rate.

Level of Effort:

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

GOVERNMENT RESPONSIBILITIES

The government owns the scientific instrumentation. The field service technician will be required to notify the POC from the NIDA/IRP for access to the Neuroimaging Research Branch.

The unit is housed at NIDA-IRP, located at the Biomedical Research Center (BRC) at 251 Bayview Boulevard, Suite 200, Baltimore, Maryland 21224.

DELIVERY OR DELIVERABLES

Documentation shall be provided by the vendor to show they completed the preventive service on the equipment and left with the COR or POC. The service 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.

A detailed written report of any service and\or preventative maintenance is to be submitted to the Contracting Officer’s Representative, or a delegated entity, within 24 hours of service being performed.

TRAVEL

N/A – All travel time should be included within the provided service agreement quote.

KEY PERSONNEL

Original Equipment Manufacturer (OEM) factory-trained, authorized technicians.

OTHER CONSIDERATIONS

Information System Security Plan:

Not Applicable.

Data Rights:

Not Applicable.

Section 508—Electronic and Information Technology Standards:

Section 508 of the Rehabilitation Act of 1973 requires that Federal agencies’ electronic and information technology (EIT) is accessible to people with disabilities. The Federal Acquisition Regulations (FAR) Final Rule for Section 508 (EIT Accessibility) can be found at Section508.gov and at the Access Board’s Web site at Access-board.gov.

Unless it is an “undue burden” or compliant products or services do not exist, the products must conform to Section 508. The contractor should state that they will comply with the requirements of Section 508 or cite a justifiable reason for an exception. If any additional costs for compliance are anticipated, these should be identified. Also, if significant difficulty or expense is involved, a commercial non-availability is declared.

The contractor must ensure that all EIT products that are less than fully compliant are offered pursuant to extensive market research which ensures that they are the most compliant products and services available. For every EIT product that does not comply with 36 CFR Part 1194, the contractor shall on 30 days’ notice, make every effort to replace or upgrade it with a compliant equivalent product or service, if commercially available and cost neutral.

For existing systems, the contractor may not be able to identify all costs for compliance if the contractor did not develop that system, but should state that any development performed during the course of this DO will be compliant. If significant difficulty or expense is involved, a commercial non-availability is declared. Within 30 days of task award, the contractor should provide a plan for compliance for the system as a whole, including any costs associated with compliance.

Contracting Officer’s Representative:

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

Name: Christie Brannock, COR II National Institute on Drug Abuse, Intramural Research Program

Neuroimaging Research Branch

251 Bayview Boulevard

Baltimore, MD 21224

Email: cbrann@nih.gov

2. 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.

3. 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. Any signed agreement shall be incorporated by reference in Section K of the contract

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

Confidentiality of Information: