P09 - Statement of Work_v3.docx

Statement of Work

Stanford Mass Spectrometry Core Facility Services

1. Acronyms Some terminology that may appear in this document:

SUMS – Stanford University Mass Spectrometry Peptide – A short fragment of amino acids representing a part of a larger protein. (ex. A Protein may be degraded into multiple peptide fragments.)

Amino Acid – Individual molecules that make up the building blocks of proteins.

GFP - Government-Furnished Property

2. Place of Performance:

Place of Performance: Services shall be provided within 10 miles of VAPAHCS off site at the Contractor’s location.

3. Period of Performance and Schedule

a. Contract period of performance dates:

i. Base Period: 9/25/2026 – 9/24/2027

ii. Option Period I: 9/25/2027 – 9/24/2028

iii. Option Period II: 9/25/2028 – 9/24/2029

iv. Option Period III: 9/25/2029 – 9/24/2030

b. When will the services be performed: During business hours (8am to 4pm, Monday – Friday).

c. At what frequency will services be performed: Twice per month. The nature of services is highly dependent on the frequency of supplied samples by our team therefore there are no set dates. The VA research team will drop off samples when ready for analysis. There is no need to coordinate with the contractor.

d. Services will not be provided on Federal Holidays or other holidays that are implemented as a federal holiday.

4. Contractor Requirements

The SUMS will take prepared samples by our team that are considered “Mass Spec Ready” which can then be further prepared to be “Instrument Ready”. This involves taking samples in a small tube containing a peptide rich solution provided by our team and drying samples to then add the appropriate solution for loading into the Mass Spectrometer. Once final preparation is complete, the samples will then be loaded into the Mass Spectrometer and the analysis and data collection by the Mass Spectrometer instrument is automated from this point forward and monitored by a SUMS scientist. The raw data file generated by the Mass Spectrometry run (data collection) is then used for analysis to identify the protein or peptide contents of the sample. The SUMS will provide a basic level of analysis (amino acid sequence of each detectable protein or peptide, and the identified protein from which the peptide is from) in the form of a digital spreadsheet file that can be used by our team for further, more advanced analysis, using a number of different after-market software analysis programs. Government-Furnished Property (GFP) will not be provided.

The minimum requirement required by our team is:

1. Instrument ready processing of samples supplied by our team.

2. Data collection of instrument ready samples by Mass Spectrometry.

3. Basic analysis (peptide amino acid sequence) provided in the form of a digital spreadsheet file (ex. Microsoft Excel, PEAKS, Byonic, or other Mass Spectrometry analysis software).

Frequency of services are approximately twice per month. The nature of services is highly dependent on the frequency of supplied samples by our team.

The SUMS facility is located on the Stanford University main campus and is in close proximity to the VA Palo Alto. Samples will be transported and delivered personally by one of our team members directly to the SUMS facility and handed-off to a SUMS scientist. It is estimated to take approximately 15 minutes by car, or 20 minutes by Stanford shuttle, from the VA Palo Alto to the SUMS facility. Sample delivery is expected to occur approximately twice per month. Once delivered, no further travel is required. Data files can be delivered by secure electronic means.

a. Ensure consistency between deliverables, travel requirements, meetings, and specific tasks.

The specific tasks and deliverables will be the same for each performed effort by the SUMS.

d. The successful result of SUMS efforts will be the delivery to our team of a digital file containing the raw Mass Spectrometer data collection, and a digital file with a basic level of analysis containing a spreadsheet or some other organized data format with the amino acid sequences of identified peptides contained with the suppled experimental samples.

We declare there are no conflicts of interest.

5. Reporting Requirements

a. Invoice records.

b. Invoices will contain number of samples, date range of completed work.

c. No requirement for a final report.

6. Applicable Documents

a. In the performance of the tasks associated with this contract, the Contractor shall comply with the following requirements. Follow all requirements of the contract, submit all invoices accurately and in a timely manner.

b. 7c.. Per the FAR, these are the requirements for invoices:

(i) Name and address of the contractor.

(ii) Invoice date and invoice number. (Contractors should date invoices as close as possible to the date of mailing or transmission.)

(iii) Contract number or other authorization for supplies delivered or services performed (including order number and line item number).

(iv) Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed.

(v) Shipping and payment terms (e.g., shipment number and date of shipment, discount for prompt payment terms). Bill of lading number and weight of shipment will be shown for shipments on Government bills of lading.

(vi) Name and address of contractor official to whom payment is to be sent (must be the same as that in the contract or in a proper notice of assignment).

(vii) Name (where practicable), title, phone number, and mailing address of person to notify in the event of a defective invoice.

(viii) Taxpayer Identification Number (TIN). The contractor must include its TIN on the invoice only if required by agency procedures. (See 4.9 TIN requirements.)

(ix) Electronic funds transfer (EFT) banking information.

(A) The contractor must include EFT banking information on the invoice only if required by agency procedures.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the contractor must have submitted correct EFT banking information in accordance with the applicable solicitation provision (e.g., 52.232-38, Submission of Electronic Funds Transfer Information with Offer), contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer-System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer-Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(x) Any other information or documentation required by the contract (e.g., evidence of shipment).

7. General Requirements

a. It shall be understood that, throughout performance of the contract, the Contractor’s personnel, while on VA property, shall adhere to all requirements and regulations that govern the VA Health Care System and its property.

b. Among all other requirements, the VA Health Care System and its property is now entirely smoke-free.

8. National Archives and Records Administration (NARA) Records Management Language for Contracts

a. Citations to pertinent laws, codes and regulations such as 44 U.S.C. Chapter 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

b. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

c. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government ‘IT’ equipment and/or Government records.

d. 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 by the Freedom of Information Act.

e. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

f. The Government Agency owns the rights to all data/records produced as part of this contract.

g. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

h. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

i. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

j. 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 this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.