AMBIS 2258317 - RFQ-NIAID-25-2258317 - Statement of Work.pdf

STATEMENT OF WORK (SOW)

TITLE: MAINTENANCE AGREEMENT FOR LEICA MICROSCOPES AND LASERS

FOR THE DIVISION OF INTRAMURAL RESEARCH (DIR)

June 10, 2025

1.0 INTRODUCTION/OVERVIEW

The U.S. Department of Health and Human Services (HHS), National Institutes of Health (NIH), National Institute of Allergy and Infectious Diseases (NIAID) conducts and supports applied research to better understand, treat and ultimately prevent infectious, immunologic, and allergic diseases. NIAID has a unique mandate, which requires the Institute to respond to emerging public health threats. One of the major program areas within NIAID is the Division of Intramural Research (DIR). DIR’s mission is to make scientific discoveries that promote the development of new vaccines, diagnostics, and therapeutics that improve human health. DIR’s research goals encompass expanding knowledge of normal immune system components and functions, defining mechanisms responsible for abnormal immune function (immunodeficiency, allergy, and autoimmunity), understanding the biology of infectious agents (viruses, bacteria, fungi, and parasites) and the host response to infection, as well as developing strategies to prevent and treat immunologic, allergic, and infectious diseases.

2.0 BACKGROUND INFORMATION

The Research Technologies Branch (RTB) of DIR was established to provide researchers access to leading-edge technologies and specialized expertise through a tightly integrated, highly effective approach to study biological problems. RTB enables intramural NIAID investigators to use state-of-the-art microscopy in their research programs. The equipment that RTB houses needs to be updated periodically with its mechanical parts maintained and recalibrated to ensure optimal condition of and successful continuous operation of the instruments. Given that the microscopes and lasers are constantly in use throughout the day, it is essential to establish a service contract that includes a preventative maintenance visit and prompt services to mitigate downtime as there would be detrimental impacts to the research work of DIR’s investigators should the equipment malfunction or fail.

3.0 OBJECTIVE

The objective of this SOW is to procure a 12-months service contract for maintenance services for 12 instruments manufactured by Leica Microsystems that include various microscopes and lasers. These services are necessary to ensure the microscopy and imaging equipment are in optimal condition to ensure the successful, continuous operation of the instrumentation without failure as the instruments are widely used by DIR investigators. The instrument models consist of the following:

Equipment No. Serial No. Description 11367649 8100000262 SP8 AOBS HyD#81-262

11727770 8100000949 SP8 AOBS IR 81-949

12112550 8100001589 SP8AOBS_TAN 81-1589

12462622 8110002304 SP8 AOBS IR 811-2304

12462620 8110002280 SP8WLL2 SMD 811-2280

10781511 5100000844 WhiteLight Laser#844

12682989 504292 TIRF 504292

12651648 8110002638 SP8 WLL2 TAN

12916376 8300000270 83-270

12916376 8300000270 STELLARIS 405 83-270

12916376 8300000270 STELLARIS 638 83-270

12916376 8300000270 STELLARIS 8 83-270

4.0 SCOPE

The scope of this effort includes the resources necessary to perform preventative, remedial maintenance and repair services to maintain the equipment above in optimal operating condition in accordance with the equipment manufacturer’s specifications.

5.0 CONTRACTOR REQUIREMENTS

The Contractor shall provide a service agreement plan for the equipment that includes minimal downtime through responsive onsite service and preventative maintenance by factory trained field service engineers. The key features of this service plan shall include:

Full coverage for OEM replacement parts, labor, and travel. Coverage includes all fees associated with repairs (labor and replacement parts) for any service or repairs performed.

Priority scheduling and onsite response for all repairs during the period of performance.

Priority is defined as giving priority scheduling equal to a direct contract and guaranteeing the equivalent manufacturer’s priority onsite response. If you are a third-party service provider, the priority scheduling and/or response time, must be listed in your response. OEM Trained Certified Technicians required and must be available during normal business hours.

One (1) Preventive Maintenance Inspection to be performed during a twelve-month period to ensure the instruments are performing to factory specifications.

48-hour guaranteed priority response time after receipt of a service call.

Instrument control software and hardware proprietary updates (can occur during scheduled firmware updates upon request, and in conjunction with a scheduled Preventive Maintenance or Corrective Maintenance visit), including software revision.

Provide End User License Agreement (EULA) if applicable.

Unlimited service visits during normal business days and hours, excluding Federal holidays.

Unlimited telephone support for instruments and applications and Remote Technical Support during business hours.

Field service representative trained to provide service in biosafety level 2 (BSL-2).

6.0 CONTRACTOR SUPPLIED MATERIALS

The Contractor shall provide all necessary parts and equipment necessary to perform remedial repair and planned maintenance of the above equipment.

7.0 GOVERNMENT FURNISHED MATERIALS

No Government furnished materials are provided under the contract.

8.0 REPORTING REQUIREMENTS AND DELIVERABLES

Technical support, remedial repair (as needed), one (1) annual planned preventive maintenance, and reporting document of service after PMs and repairs are completed.

9.0 PERIOD OF PERFORMANCE

The anticipated period of performance is August 1, 2025 to July 31, 2026.

10.0 INSPECTION AND ACCEPTANCE

a) All work will be inspected and approved by the person designated by the lab chief of each lab at the completion of any repairs and at the completion of the annual maintenance.

b) All work will be completed in accordance with industry standards.