PWS - Calibration_PM for Agilent Instruments.pdf

DRAFT

PERFORMANCE WORK STATEMENT

FOR

CALIBRATION/PREVENTATIVE MAINTENANCE (PM) SERVICE FOR

AGILENT GC-MS AND AGILENT GC-FID INSTRUMENTS.

20 JUNE 2025

1.0 BACKGROUND: The Aerospace Fuels Laboratory (AFPET/PTPLA) at Wright

1.1 Patterson AFB, Ohio has a requirement for the Calibration/Preventative Maintenance

(PM) service of one (1) Agilent GC-MS Instrument and one (1) Agilent GC-FID Instrument.

2.0 MINIMUM PERFORMANCE REQUIREMENTS: The Contractor shall provide the minimum requirements as listed below:

2.1 The Contractor will supply all necessary maintenance including but not limited to, labor, maintenance supplies, tools, test equipment, transportation, and other related services to keep the system in good operating condition as determined by the original manufacturer’s specifications. The Contractor shall not be liable for repairs necessitated by abuse, misuse, unauthorized modifications, neglect, accidents, improper operation, or any external causes including, but not limited to, fire, water, power failures, explosions, and acts of God. For the causes listed above, the Contractor shall submit in writing to the Government a description of work required to repair the system and request the consent of the Government to restore the equipment to the good operating condition for which payment will be made under a separate contract. Maintenance service shall not include electrical work external to the equipment or the plumbing of water or gas supplies.

2.2 The Contractor shall include a period of performance of one (1) base year plus four (4) option years with one (1) Calibration/Preventative Maintenance service visit per year up to a maximum of five (5) days for one (1) Agilent GC-MS Instrument and one (1) Agilent GC-FID Instrument which shall include but not limited to the following:

2.2.1 Inspection, adjustment, and calibration of system for proper operation.

2.2.2 Replacement of parts as indicated by the Contractor after inspection of the equipment covered under this maintenance agreement.

2.2.3 Unlimited technical telephone support. This visit will be scheduled after notification by the AFPET lab chief.

2.2.4 The Calibration/PM service shall be performed between 0800-1600 hours (as specified by the time zone at WPAFB) Monday through Friday, excluding Government holidays (New Years, Martin Luther King Day, President’s Day, Memorial Day, Juneteenth, Independence

Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving, and Christmas).

2.2.5 The Contractor shall provide on-call, on-site calibration/PM service during the principal period of maintenance (PPM) and all maintenance will be done according to the OEM specification and standards.

2.2.6 The Contractor shall provide unlimited emergency visits and repair service during regular business hours to meet published performance specifications for service (other than operator function, damage by third party, acts of nature, etc,) as required upon equipment failure.

The monitoring Government representative will provide the contractor with a detailed description, via telephone, of problems encountered.

The repair service will include labor, travel living expenses, and major parts coverage. Consumable parts will not be included in these contracts. The contractor shall document and provide a report to Air Force personnel upon completion of the requested service. The report shall include the type of service requested, a brief description of the maintenance performed, and the service completion.

2.2.7 The Contractor shall provide a 24-hour/seven days a week telephone point of contact for receiving service calls. Down time and response time clocks start when the Government makes contact at the single point of contact and will end when the equipment is returned in good operating condition.

2.2.8 Response time for emergency service for equipment covered under this contract shall be within 72 hour/best effort on-site service response after notification that on-site repair is needed. Response time is defined as arrival on-site.

2.2.9 Repairs shall be completed within no more than ten (10) working days after notification. Repair time exceeding ten working days is subject to the “untimely repair” provision. All repair/response times exclude days that occur on Saturday, Sunday, or the Government holidays.

2.2.9.1 The Contractor shall maintain an inventory of spare parts of the type and quantities as recommended by the Original Equipment Manufacturer (OEM) for the number and type of units to be maintained. The Contractor shall deliver needed parts within 1 day to include tools and instruments necessary to maintain the equipment properly and efficiently for the life of the contract.

Only new standard parts shall be used in performing repairs.

2.2.9.2 UNTIMELY REPAIR: Contractor failure to repair within a timely manner shall result in Contractor completion of necessary repair at no additional costs to the Government. Extenuating circumstances will be considered on a case-by-case basis.

2.2.10 The Contractor shall replace any Government-owned materials, which are damaged by malfunction of Contractor-maintained equipment, Contractor-provided equipment, or by Contractor fault, with material of equal or better quality.

2.2.11 PROOF OF RESOURCE: Upon request by the Government, the Contractor shall show evidence of proper level or resources to perform tasks under this contract, such as ownership or licensing of spare parts, diagnostic and repair tools, documentation and employment of personnel.

2.2.12 DOCUMENTATION: All documentation recommended by the OEM to include software manuals, repair manuals, and other aids needed to perform maintenance under this contract shall be obtained by the Contractor. The Contractor shall acquire updated subscriptions for this documentation for the life of the contract. The Government shall not be required to aid in the acquisition of such documentation. OEM diagnostic software or equivalent shall be employed in performing maintenance services.

2.2.13 CONDITION OF EQUIPMENT PRIOR TO END OF CONTRACT:

Prior to termination or expiration of this contract or removal of any equipment from this contract, the Contractor shall certify in writing that the equipment covered is eligible for maintenance by the OEM.

The equipment shall be subject to inspection by the manufacturer. If any equipment is not eligible or is not in good mechanical, electrical, or operating condition, the Contractor agrees to return the equipment to a level suitable for OEM maintenance, or reimburse the Air Force any charges including, but not limited to travel, parts, labor required to place equipment in good mechanical, electrical, and operating condition as specified by the OEM.

2.4 COMPETENCY OF CONTRACTOR PERSONNEL: All services performed under this contract shall be performed by competent personnel, fully trained to perform the required maintenance in accordance with the best commercial practices without unnecessary delays or interference with the government functions. The maintenance personnel shall have completed applicable maintenance training specified by the original equipment manufacturer for the maintenance of the equipment involved.

2.5 GOVERNMENT REGULATIONS: All contractor personnel performing the work under this contract shall comply with all applicable Air Force and local regulations. Of specific concern are regulations regarding security, wearing badges, access lists, and safety.

2.6 SECURITY CLEARANCE: Requirement for security clearance is not anticipated. If, however, security clearance is determined to be necessary, the Contractor shall ensure that maintenance personnel complete all security forms (personal history, fingerprint card, and other applicable details) within 30 calendar days following notification of the requirement from the Government.

2.7 GOVERNMENT REGULATIONS: The Contractor is subject to security regulations and the Government shall provide the Contractor access to the equipment for the calibration/preventative maintenance service. All contractor personnel performing the work under this contract shall comply with all applicable Air Force and local regulations. Of specific concern are regulations regarding security, wearing badges, access lists, and safety.

2.8 SITE REQUIREMENTS: The Government shall maintain equipment site requirements (electrical, air-conditioning, and chilled water) in accordance with the environmental specifications furnished by the OEM.