P01-10X Xenium Recert and SV SOW 03032026.docx

Statement of Work for 10X Xenium Service Contract

FY26 Q3

A. GENERAL GUIDANCE

1. Title of Project: 10X Xenium Recertification and Preventative Maintenance Service Transaction Number: TBD

2. Scope of Work: 10X Genomics will perform recertification of the Xenium instrument and subsequently provide a three-year assurance plan for preventative maintenance and service as needed on the Xenium Analyzer in the PTSD Brain Bank lab. The Xenium instrument has fallen off of warranty since its purchase and needs to be recertified by 10X prior to being placed under a service contract. The assurance plan ensures that the investment in the 10X Genomics system is fully functional and provides reliable and consistent data for PTSD research. The 10X Genomics system is used to characterize human brain tissue for research distribution purposes

3. Background: The 10X Xenium was purchased by the PTSDBB in 2022. The system is used often in the PTSD BB lab and requires preventative maintenance and service to remain functional and provide reliable data.

4. Performance Period: The contract will cover three years of service beginning on 5/1/2026.

5. Type of Contract: This is a multiyear firm fixed price service contract.

B. CONTRACT AWARD MEETING

No “kick-off” meeting will be required.

C. GENERAL REQUIREMENTS

10X Genomics will provide an assurance plan for three years of service per the quote provided

D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

· Recertification of the Xenium Analyzer

· Software upgrades as officially released by 10x and as are applicable to the Xenium

· Respond to VA’s requests for technical support for the Xenium

· Provide technical support including, but not limited to, remote instruction via telephone, internet or e-mail, mailing replacement parts, components or test equipment, exchanging the Xenium with a loaner instrument while repairs are being made, and deploying service and/or support personnel to the VA site for on-site services.

· Inspection and diagnosis of the Xenium for unwarranted service

· Provide the VA with an estimate of the cost for performing such Unwarranted Service in accordance with 10x’s then current service rate schedule and parts pricing.

E. EVALUATED OPTIONAL FEATURES

N/A

F. SCHEDULE FOR DELIVERABLES

Recertification of the Xenium Analyzer will be scheduled as soon as possible when the contract is in place between PTSD Brain Bank lab staff and 10X personnel. Upgrades will be completed as they are released by 10X and support will be provided as needed.

G. CHANGES TO THE STATEMENT OF WORK

Changes to the SOW must be approved by Dr. Jonathan Cherry (SME), Olivia DeJoie (COR), and the Contracting Officer.

H. REPORTING REQUIREMENTS

N/A

I. TRAVEL

10X Genomics personnel will travel to the Jamaica Plain facility to perform recertification, preventative maintenance, and other services as needed.

J. GOVERNMENT RESPONSIBILITIES

N/A

K. CONTRACTOR EXPERIENCE REQUIREMENTS

Qualifications of Key Personnel Dr. Jonathan Cherry in the Boston Research Core will continue to oversee use and function of the Xenium Analyzer.

L. CONFIDENTIALITY AND NONDISCLOSURE

10X Genomics shall comply with all rules and regulations regarding this order.

CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

Contractor personnel will be badged and escorted when on site for recertification and maintenance. There is no involvement of PHI or sensitive information and the system is not connected to the VA network or contractor-owned IT devices.

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes VHA records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their VHA contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. VHA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHA or destroyed except in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to VHA control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy.

8. The Contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The VHA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

** VHA training for contractors is available in Talent Management System (TMS):

0 Records Management for Records Officers and Liaisons, Item #3873736

D. Flow down of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.