Requirements Document - 75N98026Q00148 final.pdf

75N98026Q00148

Requirements Document

1.0 Introduction/Overview

Title: Preventive Maintenance and Service for Two Incucyte S3 HD/2CLR Instruments

1.1 Background

The Incucyte S3 HD/2CLR live-cell imaging system is a critical instrument used by the National Cancer Institute (NCI), Center for Cancer Research (CCR), to support cell-based assays and drug dosing experiments. The system enables real-time monitoring of tumorspheres, organoids, and cellular processes such as proliferation, apoptosis, cytotoxicity, and morphological changes.

Due to its continuous use in ongoing cancer research studies, the instrument requires routine preventive maintenance, timely repairs, and software support to ensure reliable performance, minimize downtime, and maintain the integrity of research data.

1.2 Scope

The Contractor shall provide preventive maintenance, emergency repair services, OEM replacement parts (excluding consumables), and software support for tow Incucyte S3 HD/2CLR live-cell imaging systems located at the National Cancer Institute (NCI). Services shall include scheduled onsite maintenance, troubleshooting, diagnostics, and technical support to ensure continuous, reliable system performance in accordance with manufacturer standards.

1.3 Objectives

The objectives of this effort are to:

• Maintain the Incucyte systems in optimal operating condition to support ongoing research activities.

• Minimize instrument downtime through timely preventive maintenance and rapid repair response.

• Ensure data integrity and system reliability through use of OEM-certified service and components.

1.4 Type of Contract

This is a firm-fixed-price purchase order.

1.5 Consideration and Payment

In consideration of satisfactory performance of the work as described throughout this contract, the Contractor shall be paid a monthly fixed price for the services identified below. Payment shall be made monthly in arrears upon the delivery and acceptance of the services required.

Item Year Description Quantity Price

1 Base Period Service Agreement (including parts, labor and travel)

2 $TBD

2 Option Year 1 Service Agreement (including parts, labor and travel)

2 $TBD

3 Option Year 2 Service Agreement (including parts, labor and travel)

2 $TBD

4 Option Year 3 Service Agreement (including parts, labor and travel)

2 $TBD

5 Option Year 4 Service Agreement (including parts, labor and travel)

2 $TBD

Total $TBD

2.0 Requirements

The Contractor shall provide all labor, materials, and equipment required to perform the following tasks:

2.1 PREVENTIVE MAINTENANCE

The Contractor shall perform planned preventive maintenance during the contract period. All maintenance services shall be performed on-site by the Original Equipment

Manufacturer (OEM) in accordance with the OEM’s most current standard commercial maintenance practices. Onsite and emergency services shall be provided during standard business hours (defined as 8:00 am – 5:00 pm EST, Monday through Friday, excluding Federal Holidays found at www.opm.gov/policy-data-oversight/pay-leave/federal-holidays and extended hours (5:00 pm – 9:00pm EST, Monday through

Friday) for any issues not able to be resolved remotely, or during normal business hours.

Software updates/services may be provided remotely as applicable. All travel, labor, materials, and related charges shall be included in the purchase order price.

2.2 EMERGENCY SERVICE

On-site, emergency repair service visits shall be provided during the term of this contract at no additional cost to the government. Emergency services shall be provided during normal working hours, Monday through Friday excluding Federal Holidays. Upon notification that any part of the equipment is not functioning properly, the Contractor shall provide an initial response within one (1) hour. A qualified, OEM service representative shall be onsite within four (4) hours to inspect the equipment and perform all necessary repairs and adjustments to restore the equipment to normal, safe, and efficient operating condition. Emergency service calls shall not replace the necessity for planned preventative maintenance. All labor and travel will be included.

2.3 REPLACEMENT PARTS

The Contractor shall furnish all required replacement parts at no additional cost to the

Government, with the exception of consumables. All replacement parts shall be original equipment manufacturer (OEM) parts. Upon identification of required parts, they shall be delivered within 24 hours, or the following business day should the request fall on a

Friday, or preceding a Federal Holiday.

If parts will take longer than 24 hours to be delivered for any reason, the Contractor must provide the TPOC with a written notification stating the reason and estimated delivery timeframe immediately upon identification of delivery delay.

2.4 SOFTWARE UPDATES/SERVICE

The Contractor shall provide Software Service and updates in accordance with the manufacturer’s latest established service procedures, to include telephone access to technical support for use of program software and troubleshooting of the operating systems, at no additional cost to the Government. The contractor shall receive advance approval for the installation of all software updates and revisions from the Government.

Defective software shall be replaced at no additional cost to the government.

The Contractor shall provide unlimited clinical technical telephone support 24hrs/day, 7 days/week) for trouble-shooting for the instrument and clinical application support (M-F

8am-9pm), excluding Federal holidays.

2.5 SERVICE EXCLUSIONS

The Contractor shall not be responsible for any repairs necessitated by abuse, neglect, vandalism, Acts of God, fire or water. These repairs shall be the subject of a separate purchase order and shall not be performed under this contract.

2.6 PERSONNEL QUALIFICATIONS

Technically qualified OEM personnel shall perform service to the instrument and location of the equipment at CRC/10 Room 1W-5881, as covered by this contract. All primary service personnel shall have at least one backup support person with at least the same level of expertise on the equipment covered by this contract.

3.0 Deliverables

DELIVERABLE REQUIRED FORMAT DUE DATE

Preventive Maintenance Service Report (Section 4.1)

Electronic, Word or PDF format

3 business days after completion of service

Emergency Maintenance Service Report (Section 4.2)

Electronic, Word or PDF format

3 business days after completion of service

Software Updates/Revisions (Section 4.4)

Electronic, Word or PDF format

1 business days after completion of service

Delayed Delivery Notification (Section 4.3)

Electronic, Word or PDF format

Immediately upon identification of delayed deliveries

4.0 Period of Performance

The base period of performance shall consist of one twelve (12) month base period followed by four (4), twelve (12) month option periods.

Base Period: May 29, 2026 – May 28, 2027 Option Year 1: May 29, 2027 – May 28, 2028 Option Year 2: May 29, 2028 – May 28, 2029 Option Year 3: May 29, 2029 – May 28, 2030 Option Year 4: May 29, 2030 – May 28, 2031

5.0 Place of Performance

Onsite service shall be performed at the following location:

National Cancer Institute 10 Center Dr Building 10, CRC, Room 1W-5881 Bethesda, MD 20892

6.0 INSPECTION AND ACCEPTANCE CRITERIA

The Government will consider this effort acceptable upon receipt of documentation confirming that the Alfresco Content Services Business licenses have been successfully procured and are valid for the full period of performance.

Pursuant to FAR clause 52.212-4, all work described in the SOW to be delivered under this contract is subject to final inspection and acceptance by an authorized representative of the Government. The authorized representative of the Government is the Technical Point of Contract, who is responsible for inspection and acceptance of all services

7.0 PAYMENT

Payment shall be made quarterly. Payment authorization requires submission and approval of invoices to the COR and NIH OFM, in accordance with the payment provisions listed below:

The following clause is applicable to all Purchase Orders, Task or Delivery Orders, and Blanket Purchase Agreement (BPA) Calls: PROMPT PAYMENT (JUL 2013) FAR 52.232-25. Highlights of this clause and NIH implementation requirements follow:

I INVOICE REQUIREMENTS

A. An invoice is the Contractor's bill or written request for payment under the contract for supplies delivered or services performed. A proper invoice is an "Original" which must include the items listed in subdivisions 1 through 12, below, in addition to the requirements of FAR

32.9. If the invoice does not comply with these requirements, the Contractor will be notified of the defect within 7 days after the date the designated billing office received the invoice (3 days for meat, meat food products, or fish, and 5 days for perishable agricultural commodities, dairy products, edible fats or oils) with a statement of the reasons why it is not a proper invoice. (See exceptions under II., below.) Untimely notification will be taken into account in the computation of any interest penalty owed the Contractor.

1. Vendor/Contractor: Name, Address, Point of Contact for the invoice (Name, title, telephone number, e-mail and mailing address of point of contact).

2. Remit-to address (Name and complete mailing address to send payment).

3. Remittance name must match exactly with name on original order/contract. If the Remittance name differs from the Legal Business Name, then both names must appear on the invoice.

4. Invoice date.

5. Unique invoice #s for all invoices per vendor regardless of site.

6. NBS document number formats must be included for awards created in the NBS:

Contract Number; Purchase Order Number; Task or Delivery Order Number and Source Award Number (e.g., Indefinite Delivery Contract number; General Services Administration number);

or, BPA Call Number and BPA Parent Award Number.

7. Data Universal Numbering System (DUNS) or DUNS + 4 as registered in the Central Contractor Registration (CCR).

8. Federal Taxpayer Identification Number (TIN). In those exceptional cases where a contractor does not have a DUNS number or TIN, a Vendor Identification Number (VIN) must be referenced on the invoice. The VIN is the number that appears after the contractor’s name on the face page of the award document.

9. Identify that payment is to be made using a three-way match.

10. Description of supplies/services that match the description on the award, by line billed.*

11. Freight or delivery charge must be billed as shown on the award. If it is included in the item price do not bill it separately. If identified in the award as a separate line item, it must be billed separately.

12. Quantity, Unit of Measure, Unit Price, Extended Price of supplies delivered or services performed, as applicable, and that match the line items specified in the award.*

* NOTE: If your invoice must differ from the line items on the award, please contact the Contracting Officer before submitting the invoice. A modification to the order or contract may be needed before the invoice can be submitted and paid.

B. Shipping costs will be reimbursed only if authorized by the Contract/Purchase Order. If authorized, shipping costs must be itemized. Where shipping costs exceed $100, the invoice must be supported by a bill of lading or a paid carrier's receipt.

C. Mail an original and 1 copy of the itemized invoice to:

National Institutes of Health Office of Financial Management, Commercial Accounts 2115 East Jefferson Street, Room 4B-432, MSC 8500 Bethesda, MD 20892-8500

For inquiries regarding payment call: (301) 496-6088

In order to facilitate the prompt payment of invoices, it is recommended that the vendor submit a photocopy of the invoice to the “Consignee” designated for the acquisition in blocks 6A – 6E of the face page of the Order/Award document.

II. INVOICE PAYMENT

A. Except as indicated in paragraph B., below, the due date for making invoice payments by the designated payment office shall be the later of the following two events:

1. The 30th day after the designated billing office has received a proper invoice.

2. The 30th day after Government acceptance of supplies delivered or services performed.

B. The due date for making invoice payments for meat and meat food products, perishable agricultural commodities, dairy products, and edible fats or oils, shall be in accordance with the Prompt Payment Act, as amended.

III. INTEREST PENALTIES

A. An interest penalty shall be paid automatically, if payment is not made by the due date and the conditions listed below are met, if applicable.

1. A proper invoice was received by the designated billing office.

2. A receiving report or other Government documentation authorizing payment was processed and there was no disagreement over quantity, quality, or contractor compliance with a term or condition.

3. In the case of a final invoice for any balance of funds due the contractor for supplies delivered or services performed, the amount was not subject to further settlement actions between the Government and the Contractor.

B. Determination of interest and penalties due will be made in accordance with the provisions of the Prompt Payment Act, as amended, the Contract Disputes Act, and regulations issued by the Office of Management and Budget.

IV. PROVIDING ACCELERATED PAYMENT TO SMALL BUSINESS

SUBCONTRACTORS, FAR 52.232-40 (DEC 2013)

a) Upon receipt of accelerated payments from the Government, the Contractor shall make accelerated payments to its small business subcontractors under this contract, to the maximum extent practicable and prior to when such payment is otherwise required under the applicable contract or subcontract, after receipt of a proper invoice and all other required documentation from the small business subcontractor.

b) The acceleration of payments under this clause does not provide any new rights under the prompt Payment Act.

Include the substance of this clause, include this paragraph c, in all subcontracts with small business concerns, including subcontracts with small business concerns for the acquisition of commercial items.