PWS - SPID 1612 - PacBio Equip Maint.pdf

Department of Defense (DoD)

Defense Health Agency (DHA)

Performance Work Statement (PWS)

Pacific Biosciences Vega Equipment Maintenance Support Services

Defense Center for Public Health – Aberdeen (DCPH-A)

Laboratory Sciences Directorate

6/30/2026

PART 1

1.0. GENERAL INFORMATION

1.1. This is a Non-Personal Services Contract to provide Maintenance and Service for the Pacific Biosciences Vega Laboratory Equipment on Aberdeen Proving Ground – South, Maryland.

1.2. Description of services/introduction: This is a non-personal service(s) contract to provide preventive maintenance and repair services for the Pacific Biosciences (PacBio) Vega laboratory equipment used at the Defense Centers for Public Health (DCPH) to support the mission of DCPH - Aberdeen (DCPH-A) Emerging Biological Threats Branch. The PacBio Vega long-read gene sequencer allows our scientists to test for illness-causing bacteria and antimicrobial resistance.

1.3. Background: The DCPH-A, Laboratory Sciences (LAB) Directorate equipment maintenance services for PacBio’s Vega system ensures the system is operable and maintained in accordance with manufacturer specifications. In addition, the services confirm that the instrument performs in accordance with DCPH-A quality performance standards. The PacBio Vega gene sequencer relies on highly powerful, complex internal optics to measure real-time fluorescence at the single-molecule level inside millions of zero-mode waveguides. It is used to identify bacteria that cause illness. These illnesses impact our fighting forces at duty stations around the world. The PacBio Vega gene sequencer requires Original Equipment Manufacturer (OEM) trained service technicians with demonstrated technical competence.

1.4. Objectives:

1.4.1. Preventive Maintenance Service (PM): The Contractor shall perform one (1) preventive maintenance/recertification service per year for each instrument at the Government’s location.

1.4.2. Technical Support: The Contractor shall provide unlimited technical/analytical phone support for the instrument identified in this Order.

1.4.3. Software Support: The contractor shall provide software upgrades as they become available for the instrument identified in this Order.

1.4.4. Repair Services: The Contractor shall provide on-site repair service for the equipment identified in the requirement (if necessary).

1.4.5. Rental Services: The Contractor shall provide rental coverage for equipment listed as requested by DCPH-A.

1.5. Scope: The Contractor shall provide non-personal service(s) to troubleshoot, diagnose, and repair the PacBio Vega system. The Contractor shall provide all personnel, equipment, supplies, facilities, tools, materials, supervision, and other items necessary to perform services as described in the Performance Work Statement (PWS) and associated Order documents. The Contractor shall provide software support and updates as identified in the PWS. The Contractor shall perform to the standards and acceptable quality levels identified in this PWS and associated Order documents.

1.6. Period of Performance (PoP): Eight (8) Month Base Period with Four (4) 12-Month Option Periods, and the possibility of a 6-month extension in accordance with FAR 52.217-8, Option to Extend Services.

The Period of Performance is as follows:

Base period September 30, 2026 – May 31, 2027 Option Period ONE June 1, 2027 – May 31, 2028 Option Period TWO June 1, 2028 – May 31, 2029 Option Period THREE June 1, 2029 – May 31, 2030 Option Period FOUR June 1, 2030 – May 31, 2031 6-month extension (FAR 52.217-8) June 1, 2031– November 30, 2032

1.7. Administrative Specifications

1.7.1. Place of Performance: The Contractor shall be required to get a pass upon entering Aberdeen Proving Ground (APG) at the Visitor Center located at either Aberdeen South (Edgewood). Visitor Center information is available at www.home.army.mil/apg/index.php/about/visitor-information

1.7.2. The following buildings are included in this effort:

A. 8300 Ricketts Point Road, Building E-2850, Aberdeen Proving Ground, MD 21010-5403

1.7.3. Federal Holidays. Federal holidays are an exception to the regular duty hours. The Contractor shall not perform services on days designated as a Federal Holidays by Federal Status, Executive Order, Presidential Proclamation or Notice from the Installation Commander. Any of the holidays listed below falling on a Saturday will be observed on the preceding Friday; holidays falling on a Sunday will be observed on the following Monday. Any holidays that are declared by Presidential Executive Order shall be observed in the same manner as the holidays listed below. The following is a list of legal federal holidays that services shall not be performed:

A. New Year’s Day, January 1st

B. Martin Luther King’s Birthday, 3rd Monday in January

C. President’s Day, 3rd Monday in February

D. Memorial Day, Last Monday in May

E. Juneteenth Day, June 19th

F. Independence Day, July 4th

G. Labor Day, 1st Monday in September

H. Columbus Day, 2nd Monday in October

I. Veteran’s Day, November 11th

J. Thanksgiving Day, 4th Tuesday in November

K. Christmas Day, December 25th http://www.home.army.mil/apg/index.php/about/visitor-information

1.7.4. Hours of Operation: The Contractor is responsible for conducting business Monday through Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

1.7.4.1. Core business hours are from 0730 - 1600 (Monday through Friday).

1.7.5. Emergency Services: On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours.

1.8. Contractor Travel: Travel to and from the work location for PM services shall be included in the Order price.

1.9. Other Direct Costs (ODC’s): Parts and labor costs are included in the Preventive Maintenance (PM) Service and repair services.

1.10. Quality Assurance (QA): The Government will evaluate the Contractor’s performance under this Order in accordance with the Quality Assurance Surveillance Plan (QASP). This plan provides a systematic method for the Government to evaluate performance and to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.11. Physical Security: The Contractor shall be responsible for safeguarding all Government equipment, information and property provided for Contractor use.

1.12. Government’s Contracting Officer Representative (COR): The COR monitors all technical aspects of the Order and assists in Order administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the Order; perform inspections necessary in connection with Order performance; maintain written and oral communications with the Contractor concerning technical aspects of the Order; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notifies both the Contracting Officer (CO) and Contractor of any deficiencies; coordinate availability of Government furnished property; and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting Order.

1.13. Contractor Identification: Contractor personnel performing services in a Contractor capacity in a Government facility are required to possess and wear an identification badge that displays his or her name and the name of their company.

1.13.1. Contractor personnel, while performing in a Contractor capacity, are prohibited from using their retired or reserve component military rank or title in any written or verbal communications associated with the Order in which they provide services.

1.14 Installation Access: Access to U.S. installations, buildings and controlled areas is limited to personnel who meet security criteria and are authorized. Failure to submit required information/data and obtain required documentation or clearances will be grounds for denying access to U.S. installations, buildings and controlled areas. The Contractor shall ensure that any subcontractors used in performance of this contract complies with these requirements and that all employees, of both the Contractor and any subcontractor utilized by the Contractor, are made aware of and comply with these requirements.

The Contractor shall be aware of and comply with the requirements associated with Installation Access Control. The Government is not liable for any costs associated with performance delays due solely to a firm’s failure to comply with Installation Access Control System (IACS) processing requirements.

The Contractor shall return installation passes to the issuing IACS office when the contract is completed or when a Contractor employee no longer requires access.

1.15. Building Access with LIDS 602 (Deliverable #1): To gain access to the Laboratory, the Contractor Technician shall present a driver’s license (or equivalent) and sign the visitor log to obtain an “Escort Only” badge at the E2850 Front Desk. The Contractor shall have an escort when entering a laboratory space and at all times while present in the building. The Escort will provide a LIDS 602 (LAB Equipment Maintenance Service Ticket) to the Contractor Technician for review.

1.15.1. The LIDS 602 will list the scheduled and approved service(s) to be performed that day. The Contractor Technician will initial the LIDS 602 acknowledging awareness of the planned and approved service(s) to be performed prior to beginning work. Upon completion of work for the day, the Contractor will briefly summarize the service provided, indicate whether the work is complete or if additional work is required, and will sign to confirm the information noted is accurate. The completed LIDS 602 form will be retrieved from the Contractor Technician and will then be reviewed and signed by the Government’s Technical Point of Contact (TPOC) prior to the Contractor’s departure to confirm agreement with the documented service performed, and whether additional service is required.

PART 2

2.0. GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

The Requiring Activity Authority has assessed the need for Government Furnished Property, Equipment, and Services and has determined:

2.1. Services: The Government: WILL NOT provide Government Furnished Services in support of this contract/task order. As a result, this paragraph is Not Applicable.

2.2. Facilities: The Government: WILL provide Facilities in support of this contract/task orders. The Government provided Facilities are described below:

3.2.1. Laboratory Space in the following building:

A. 8300 Ricketts Point Road, Building E-2850, Aberdeen Proving Ground, MD 21010-5403

2.3. Utilities: The Government: WILL NOT provide Utilities in support of this contract/task order. As a result, this paragraph is Not Applicable.

2.4. Equipment: The Government: WILL provide Equipment in support of this contract/task orders.

The Government provided Equipment is described below:

ECN Vendor Nomenclature Serial No. Model No. Manufacturer 119952 Vega Sequencing System 21141 103-525-500 PacBio

2.5. Materials: The Government: WILL NOT provide Materials in support of this contract/task order.

As a result, this paragraph is Not Applicable.

PART 3

3.0. CONTRACTOR FURNISHED ITEMS AND SERVICES

3.1. Services: The Contractor: WILL provide Contractor Furnished Services as required in support of this Order.

3.2. General: The Contractor: The Contractor shall furnish all supplies, equipment, and services required to perform work listed under Section 5 of this PWS.

3.3. Materials: The Contractor: The Contractor shall furnish materials, supplies, and equipment necessary to meet the requirements under this PWS.

PART 4

4.0. SECURITY AND TRAINING

4.1. Anti-Terrorism (AT) Level I Training (Deliverable #2). All Contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level I Awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The Contractor shall submit confirmation of completion for each affected Contractor employee and subcontractor employee, to the COR or to the CO, if a COR is not assigned, within 30 calendar days after completion of training by all employees and subcontractor personnel. AT level I Awareness training is available at the following website: http://jko.jten.mil.

4.2. iWATCH Training (Deliverable #3). The Contractor and all associated sub‐contractors shall brief all employees on the local iWATCH Army program (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 calendar days of contract award and within 5 calendar days of new employees commencing performance with the results reported to the COR no later than 30 calendar days after contract award, training slides can be found at: https://www.youtube.com/embed/vlzYhQp7fPw.

http://jko.jten.mil/ https://www.youtube.com/embed/vlzYhQp7fPw

PART 5

5.0. SPECIFIC TASKS

5.1. All Contractor personnel performing services or maintenance under this Order must be Contractor trained and certified to maintain the Pacific Biosciences Lab Equipment before the effective date of this Order.

5.1.1. TASK #1 – Driver’s License: The Contractor shall present a driver’s license (or equivalent) to sign the visitor log and obtain an “Escort Only” badge at the E2850 Front Desk to gain access to the Laboratory. The Escort badge and presence of an Escort is required while on site.

5.1.2. TASK #2 – Review of LIDS 602: The Contractor must perform a review LIDS 602 upon arrival to confirm approved work planned and prior to departure to summarize work done/future needs.

5.1.3. TASK #3 – Escorted Access: The Contractor shall await an escort in the reception area before entering the laboratory space and remain with an escort while on the premises.

5.1.4. TASK #4 – Preventive Maintenance: The Contractor shall perform One (1) annual Preventive Maintenance (PM) service on each piece of equipment identified in this Order. PM’s shall be coordinated with the COR.

5.1.4.1. The Contractor shall inspect the equipment at each service and make any necessary adjustments and repairs (i.e. leaks).

5.1.4.2. Timely Notification and Cost Estimate (Deliverable #4). The Contractor shall inform the COR of issues (unrelated to the PM service) that may affect equipment performance within eight

(8) hours of identifying those issues. The Contractor POC shall follow-up and provide the COR with written recommendations and a cost estimate for any additional work noted that is needed for the system but not related to the purpose of that day’s visit. This notice and cost estimate is due within five (5) business days of service completion. No additional work shall be performed without approval of the COR.

5.1.5. TASK #5 – Repair Services: All equipment will be serviced at the Government Place of Performance.

5.1.2.1. For STANDARD repair services, the DCPH-A COR will contact the Contractor with the equipment specifications (type, serial number) needed for service. The Contractor shall respond directly to the COR’s request by phone or email within One to Two (1-2) Business Days. If the repair will require parts purchase and/or labor and travel fees, the Contractor must provide a quote and receive an approval notification from the COR prior to initiation of service. The Contractor shall coordinate with the DCPH-A COR a date/time for the on-site repair to occur no more than eight (8) business days from the initial contact requesting on-site support.

5.1.2.2. For EMERGENCY Repair Services, the DCPH-A COR will contact the Contractor with the equipment specifications (type, serial number) needed for service. The Contractor shall respond directly to the COR’s request by phone or email within Four (4) Hours. The Contractor shall coordinate with the DCPH-A COR a date/time for the on-site repair to occur no more than two (2) days from the initial contact requesting on-site support.

5.1.6. TASK #6 – Summary Report: The Contractor shall inform the COR of problems that might affect equipment performance within eight (8) hours of identifying those issues. The Contractor shall then provide a written summary of unresolved performance issues noted while on site within two (2) business days of site visit. This notice shall include an estimate for parts/repairs required.

5.1.7. TASK #7 – Field Service Report (Deliverable #5): The Contractor shall provide a written Field Service Report (FSR) for each piece of equipment serviced. The service report shall be written in sufficient detail documenting the cause of the equipment malfunction and corrective action taken. The FSR must be sent via email to the COR at dha.apg.pub-health-a.mbx.lab-equipment-maint-svcs@health.mil and Health Technology Management (HTM) dha.apg.Pub-Health-A.mbx.dcph-a-equipment-maintenance@health.mil within five (5) business days of the completion of all equipment maintenance, repairs, and calibrations.

mailto:dha.apg.pub-health-a.mbx.lab-equipment-maint-svcs@health.mil mailto:dha.apg.pub-health-a.mbx.lab-equipment-maint-svcs@health.mil mailto:dha.apg.Pub-Health-A.mbx.dcph-a-equipment-maintenance@health.mil mailto:dha.apg.Pub-Health-A.mbx.dcph-a-equipment-maintenance@health.mil

PART 6

PERFORMANCE REQUIREMENTS SUMMARY MATRIX (PRSM)

The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

PERFORMANCE OBJECTIVE

PWS

REF ACCEPTABLE QUALITY LEVEL (AQL)

METHOD OF

SURVEILLANCE

TASK #1 – Driver’s License 5.1.1.

The Contractor shall present a driver’s license (or equivalent) to sign the visitor log and obtain an “Escort Only” badge.

100% Inspection

TASK #2 – Review of LIDS 602 5.1.2.

The Contractor must perform a review of LIDS 602 upon arrival to confirm approved work planned and work completed prior to departure.

100% Inspection

TASK #3 – Escorted Access 5.1.3.

The Contractor shall await an escort in the reception area before entering the laboratory space and remain with an escort while on the premises.

100% Inspection

TASK #4 – Preventive Maintenance 5.1.4.

The Contractor shall perform One (1) annual Preventive Maintenance (PM) service on each piece of equipment identified in this Order. PM’s shall be coordinated with the COR.

100% Inspection

TASK #5 – Repair Services 5.1.5.

For all repair services, Contractor shall respond to COR service requests within four (4) hours—for emergencies, or within one to two (1-2) business days for standard repairs needed.

100% Inspection

TASK #6– Summary Report 5.1.6.

The Contractor shall provide same-day verbal notification and a written summary of unresolved performance issues noted while on site within two (2) business days of site visit.

100% Inspection

TASK #7 – Field Service Report 5.1.7.

The Contractor shall provide a written Field Service Report (FSR) for each piece of equipment serviced within five (5) business days of site visit.

100% Inspection

PART 7

DELIVERABLES SCHEDULE

DEL

# DELIVERABLE PWS

REF FREQUENCY MEDIUM / FORMAT SUBMIT

TO

1 Building Access with LIDS 602 1.15. Each Service Visit Hardcopy TPOC

2 Anti-Terrorism (AT) Level I Training (Confirmation) 4.1.

Once before the beginning of the Period of Performance (PoP)

Email or Written Notification One Time before PoP Start COR

3 iWATCH Training (Confirmation) 4.2.

Once before the beginning of the Period of Performance (PoP)

Email or Written Notification One Time before PoP Start COR

4 Cost Estimate 5.1.4.2. As Needed or Necessary Within Five (5) Business Days of Discovery COR

5 Field Service Report 5.1.7. At completion of service Within Five (5) Business Days of the completion of all services

COR