EDF_SOW_Microlab_Star.docx

STATEMENT OF WORK

I. SCOPE OF WORK

The contractor shall provide on-site repair and maintenance services for a Hamilton Robotics, Microlab Star automated liquid handling system located at the National Institute of Standards and Technology (NIST), Building 227, Room B143, 100 Bureau Drive, Gaithersburg, MD 20899. Serial # B236.

The services shall include unlimited repair inclusive of travel, parts and labor. The services include repair and maintenance of the accessories including the MPE2 positive pressure SPE module, (2) HHS heater/shaker, chilled water module and VacuBrand vacuum pump and controller and all updates to instrument software and firmware. All services shall be provided by factory trained personnel

The contractor is not responsible for PC service. The Government will be responsible to obtain PC service. However, if PC service does occur, reinstallation of Hamilton Robotics provided software and PC re-configuration is covered by this agreement.

II. SPECIFIC TASKS

The Contractor shall perform the following tasks in support of the scope of work detailed above.

Preventive Maintenance:

a. Provide two (2) preventive maintenance (PM) visits during each one-year term of the service agreement.

b. Due to a lapse in coverage, the Contractor shall complete the first PM at the beginning of the contract period to ensure that instruments are in good working condition. If any problems are found at that time, the Contractor shall notify the NIST Technical Point of Contact (TPOC). The Government will be responsible for the initial repairs and replacements.

c. Field verification of performance consisting of the following:

1. independent channel volume verification for 1 mL channels

2. heater/shaker verification for amplitude, frequency and temperature

3. X,Y,Z position verification of 1 mL channels

4. door lock verification

5. formal report of verification pass or fail

d. Scheduling of the visits shall be consistent with the maintenance requirements of the instrument as detailed in the service and user manuals for the equipment.

e. Preventive maintenance visits shall occur during NIST’s regular business hours. Regular business hours are 8:30 a.m. to 5 p.m. EST, Monday through Friday, excluding federal holidays. The contractor shall contact the TPOC to schedule a mutually acceptable date and time for the preventive maintenance visit. The scheduled maintenance visit may be made at the same time as an unscheduled visit for corrective or other action if such a visit occurs within one month before a scheduled preventive maintenance visit. All visits must be scheduled in advance with the NIST TPOC.

Service Calls:

f. Respond to an unlimited number of requests for service calls in the event of instrument failure which requires immediate repair. The required response time must be within 2 business days of notification to the Contractor.

g. Respond to service calls Monday through Friday, during regular business hours. A service technician will provide on-site service at NIST Gaithersburg, MD during regular business hours within 48 hours after the call is placed. No visits outside of regular business hours shall be required.

h. In the event that the Contractor is unable to resolve the problem during the service call, the Contractor shall provide telephone support and on-site support as needed to expedite a solution for NIST.

i. The contractor shall be responsible to obtain all parts and software updates required for all repairs and maintenance. (“Parts” do not include consumables, such as syringes, tubing, and valves.) The Contractor shall make a commercially reasonable effort to secure parts and software updates within 72 hours after identifying the need.

j. Replacement parts provided under this agreement must be OEM Certified and may be either new or remanufactured. The Contractor may exchange and/or repair existing components of the instrument.

k. All repairs must result in the equipment meeting manufacturer’s specifications. Comment by Garrity, Grace (Fed): Missing. Need to be included. If unavailable, it needs to be a quote submission requirement.

l. Any parts or components removed for replacement shall become the property of the Contractor unless otherwise agreed to by the parties. The Contractor shall remove the parts from the NIST campus at the time of the service call, or provide shipping instructions and return shipping information that NIST may return the parts to the Contractor within 3 days after the service visit is completed. The Contractor shall assume all charges and liability for all shipments.

Service Conditions

m. All service provided under this agreement must be provided by factory trained and certified personnel who are fluent in the operation of the covered equipment.

n. Service must be rendered on-site at NIST Gaithersburg, MD, unless the NIST TPOC authorizes an off-site repair.

o. In the event that a part needs to be repaired off-site, the Contractor shall be responsible for all packaging, shipping and transportation costs as well as liability for the shipment to and from NIST Gaithersburg. The Contractor shall be responsible for providing a “Return Authorization Number” or other information authorizing return of the shipment to their facility prior to the shipment.

p. All parts shall be certified for use with the instrument by Hamilton Robotics. The Contractor shall only employ tools, instruments, test apparatus, methodologies, techniques, and practices approved for use with the instrument by the manufacturer. The service protocols and instrument specifications shall be adhered to at all times.

Service Report

q. The Contractor shall submit a service ticket to the designated TPOC for each instrument prior to departure from NIST on any given service call for maintenance and repairs. The service ticket shall include the following for all instrument repairs and maintenance:

Date and time of arrival to NIST.

Description of service performed.

Name and quantity of any parts that were repaired.

Name and quantity of any parts that were replaced.

Date and time of departure from NIST.

Diagnostic test results or narrative summary demonstrating that the instrument is meeting the performance standards.

Any additional comments or recommendations.

Printed name and signature of service technician.

Signature block for NIST personnel accepting the services rendered.

Telephone Support

r. Provide telephone support for the covered equipment during regular business hours.

s. Telephone support must include response to questions about operating practices, application use, and service issues that can be diagnosed and resolved over the telephone.

Warranty

t. All labor, replacement parts and components (excluding consumables) provided by the Contractor are guaranteed for a period of ninety (90) days from the service visit completion date.

III. PERIOD OF PERFORMANCE

The period of performance is for a 12-month base period and four 12-month option periods.

IV. GENERAL INFORMATION

Safety: The Contractor employee shall be responsible for knowing and complying with NIST safety regulations as set forth in the NIST Laboratory Safety Manual, which will be provided by the COR to the Contractor within two weeks of the date of the award of this acquisition.

Regular Business Hours: Regular business hours are 8:30 a.m. to 5 p.m. EST, Monday through Friday, excluding federal holidays.

Access Requirements and Identification Documents: The Contractor shall provide all information necessary for the TPOC to authorize entrance to the NIST campus in accordance with NIST Security Policy and Procedures. Contractor employees shall comply with NIST identification and access requirements. The Contractor employee is responsible for absences and delays due to expired identification and access documents.

All visitors to the NIST campus must have the following items available before entering the Visitor's Center: Photo I.D. (Federally approved state issued driver's license,* Federal ID or original passport) and Vehicle Registration card. Foreign nationals must have either their original passport or a permanent resident identification card to enter. *PLEASE NOTE: Effective July 21, 2014, under the REAL ID Act of 2005, agencies, including NIST, can only accept a state-issued driver's license or identification card for access to federal facilities if issued by states that are REAL ID compliant or have an extension.

Each contractor employee shall wear a visible identification badge or visitor’s pass provided by the NIST Security Office or Visitor’s Center.