PWS_PGC Chamber Service FY25.docx

C. STATEMENT OF WORK

C.1 OVERVIEW / BACKGROUND

The Library of Congress (Library) Preservation Research and Testing Division (PRTD) requires contract support for the service, maintenance, and repair of its Parameter Generation and Control (PGC) controlled environment chambers used for precisely controlled temperature and humidity conditions for sample testing.

These chambers are used for research and routine testing of the aging, degradation, and preservation properties of broad range of Library materials by precise setting and control of temperature and humidity conditions. Results obtained using this equipment allow PRTD staff to better understand and predict the long-term aging properties of materials relevant to Library collections and storage environments. This information is vital for understanding how better to preserve the Library’s collections and is used across a wide range of critical PRTD activities spanning quality assurance testing, analytical requests, and fundamental research.

The contracted services must include two preventative maintenance visits per year for covered walk-in units (including annual exchanges of calibrated sensors, consumable parts, labor and travel), emergency or ad hoc service and repair for all rooms on an as-needed basis, spare parts, software upgrades, and phone and technical support.

C.2 SCOPE

The contractor shall provide a comprehensive preventative maintenance agreement and emergency or ad hoc support and parts for two PGC-manufactured walk-in environmental conditioning rooms, Serial Numbers (SN): 0809031, 0809032, and four PGC-manufactured reach-in environmental conditioning chambers, (SNs: 1362-03, 1362-04, 1705-04, 1806222).

C.3 REQUIREMENTS

The maintenance agreement must include two preventive maintenance visits per year for the walk-in chambers, including all necessary consumable parts, annually calibrated sensors, labor, travel, shipping, software updates, telephone and email support. Each service visit, historically, takes 3 business days (approximately 24 hours) to complete.

The emergency or ad hoc repairs shall be available for all six units, as needed.

Parts installed under this contract must be covered by a 12-month warranty beginning from the time of written acceptance of the part and repair/replacement by the Contracting Officer’s Representative (COR).

3.1 COMPREHENSIVE PREVENTIVE MAINANENCE AGREEMENT

The contractor shall provide a comprehensive support agreement for two PGC-manufactured walk-in environmental conditioning rooms (SNs: 0809031, 0809032). This agreement shall include:

a. Two on-site, preventative maintenance (PM) inspections and service per year. This shall include any consumable parts, shipping, and labor to ensure the walk-in environmental conditioning rooms (SNs: 0809031, 0809032) are fully functioning as intended by the manufacturer.

b. Once annual provision of newly calibrated temperature and humidity sensors for walk-in chamber sensors (2x Rotronic HC2A-S sensors).

c. A report on the service visit must be provided within two (2) business days of the conclusion of the visit. This must include:

i. List of the inspection, service, parts, and equipment and its status and/or function.

ii. Start and stop times of all work performed each day.

iii. A summary of any findings, recommendations, or issues identified with the equipment.

iv. Confirmation of travel methods and distance.

v. The report must be reviewed and accepted as accurate by the COR. If the COR has questions or revisions, these will be provided within two (2) business days and the contractor will have an additional two (2) business days to provide a response and the final, revised report.

d. Unlimited and priority technical support for hardware and software by phone and email.

The comprehensive support agreement shall begin when a Task Order is issued by the Contracting Officer (CO) and comprises all the above requirements. No travel, parts purchase or charge, or work related to preventative visits shall occur until a Task Order is issued by the CO. The contractor shall schedule preventative maintenance services for the covered units in consultation with the COR. To the maximum extent practicable, the service visits will be co-scheduled with the contractor’s other onsite work and service visits for equipment outside of this contract.

3.2 EMERGENCY OR AD HOC REPAIRS AND PARTS

These services may be for any of the four PGC-manufactured reach-in environmental conditioning chambers (SNs: 1362-03, 1362-04, 1705-04, 1806222) and the two conditioning rooms (SNs: 0809031, 0809032).

If an issue or malfunction occurs outside of the annual visits that needs to be addressed before the next visit, the Library may issue a Task Order or utilize the government purchase card for onsite emergency or ad hoc service, maintenance, parts, and repairs. Task Orders or purchase card orders shall be established in amounts corresponding to the prices established in Section B and the level of effort and/or parts and travel required to complete each service. Repairs must be scheduled within ten (10) business days of receipt of the Task Order or purchase card order unless otherwise mutually agreed on by the contractor and COR. Repair scheduling may also be contingent upon the availability of replacement parts. If replacement parts are unavailable within ten (10) business days of repair identification and verification, repairs must be scheduled within ten (10) days of the part(s) availability.

No travel, parts purchase or charge, or work related to emergency or ad hoc repairs shall occur until a Task Order is issued by the CO or a purchase card acquisition is expressly authorized by the COR and/or CO. To the maximum extent practicable, emergency or ad hoc repairs will be co-schedule with the contractor’s other onsite work and service visits for equipment included in or outside of this contract.

On conclusion of the work, the contractor must provide a report on the visit and work that follows the requirements of above Section C.3.1.c.

3.3 ONSITE DIAGNOSIS

These services may be for any of the four PGC-manufactured reach-in environmental conditioning chambers (SNs: 1362-03, 1362-04, 1705-04, 1806222) and the two conditioning rooms (SNs: 0809031, 0809032).

If an issue and path to resolution cannot be identified via the included phone and email technical support of the annual agreement, the contractor shall perform an onsite diagnosis. This shall comprise an inspection and assessment of the equipment in question that shall take no more than 4 hours. The contractor must track their arrival and completion dates and times and provide this information to the COR for confirmation and approval.

No travel, parts purchase or charge, or work related to onsite diagnosis shall occur until a Task Order is issued by the CO or a purchase card acquisition is expressly authorized by the COR and/or CO. Task Orders or purchase card orders shall be established in amounts corresponding to the prices established in Section B and the level of effort and/or parts and travel required to complete each diagnosis. To the maximum extent practicable, emergency or ad hoc repairs will be co-schedule with the contractor’s other onsite work and service visits for equipment included in or outside of this contract.

On conclusion of the work, the contractor must provide a report on the visit and work that follows the requirements of above Section C.3.1.c.

3.4 PARTS

All parts used in repairs/service must be PGC certified parts. The contractor shall include an unconditional 12-month warranty on all parts used for service, repair, or replacement.

3.5 SAFETY

The contractor shall follow normal laboratory safety procedures made available to the contractor. The contractor is responsible for their own safety and will advise Library staff of any additional safety requirements beyond normal laboratory operations.

3.6 TRAVEL

The contractor must travel to the Library of Congress Capitol Hill Campus to fulfil the requirements of the contract. Travel pricing must abide by the General Services Administration Federal Travel Regulation rates which are available at this link: https://www.gsa.gov/travel#tab--pov-mileage.

The contractor must submit proof of actual travel costs to the Contracting Officer Representative (COR). Travel costs must be authorized in advance of issuing the task order or purchase card order by the COR. The contractor must identify their mode of transportation and mileage per round trip ahead of each Task Order so the Library may include the actual costs of travel in the Task Order.

Travel costs must not exceed those authorized in the Task Order. Travel shall not occur unless expressly authorized by the COR and included in the Task Order.

The second service visit must occur between five and seven months after the Task Order start date.

Unless otherwise stated, they must begin within 10 business days of verification of need and/or parts availability, unless otherwise agreed upon in writing by the COR.

C.5 PERSONNEL

All personnel performing under this contract must be trained and authorized by PGC to work on PGC-manufactured equipment.