SOW_for_RFQ.docx

Request for Quotation Number SB1341-17-RQ-0422 Statement of Work

BACKGROUND

The Office of Reference Materials, the Biosystems and Biomaterials Division, the Biomolecular Measurement Division, and the Chemical Sciences Division, part of the National Institute of Standards and Technology’s (NIST's) Material Measurement Laboratory (MML), provides customers with Standard Reference Materials (SRMs), calibration services and Standard Reference Data. NIST supports accurate and comparable measurements by certifying and providing over 1,300 of the highest quality and metrological value Standard Reference Materials to industry, academia, and government. These materials can be used to perform instrument calibrations, as part of overall quality assurance programs, to verify the accuracy of specific measurements, and to support the development of new measurement methods. In order to produce SRMs, MML needs to ensure that they are stored properly. Consequently, MML requires Contractor support services to maintain and perform repairs on cold storage units.

NIST SRMs typically take three years to produce. Cold storage unit failures can cause degradation of the stored SRMs within hours. Thus, the consequences of cold storage unit failure to SRM availability are potentially very long-lasting both to SRM customers and to the NIST manpower that would be required to replace a lost SRM. NIST maintains many cold storage units with specific, different capabilities and cannot afford downtime of any significant number. An established monitoring system alerts NIST personnel when operating parameters stray outside prescribed limits. The required timelines for repairs and maintenance in this contract are for the express purpose of reducing the consequential risk to the government of cold storage unit failure.

SCOPE OF WORK

The Contractor shall provide maintenance and repair services for all of the following cold storage units to ensure uninterrupted performance within manufacturers’ specifications on a scheduled and as-needed basis. During the period of performance, additional or different units may be added via a bilateral modification to the Blanket Purchase Agreement.

All equipment is currently functioning to manufacturer’s specifications.

No Probe No.

Temp (°C)

-80

-80

-80

-20

-20

-20

GENERAL REQUIREMENTS

a. For repairs performed on a time and materials basis, the Contractor shall exert their best effort to ensure that all repairs of all equipment result in the equipment meeting the original equipment manufacturer’s specifications.

For preventive maintenance and repairs performed on a firm fixed price basis, the Contractor shall ensure that all repairs of all equipment result in the equipment meeting the original equipment manufacturer’s specifications.

b. All parts must be approved for use with the cold storage units by the original equipment manufacturer. The Contractor shall only employ tools, instruments, test apparatus, methodologies, techniques, and practices approved for use with the cold storage units by the original equipment manufacturer. The service protocols and cold storage specifications shall be adhered to at all times.

c. 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 pack the parts for shipment, provide shipping instructions and return shipping information that NIST may return the parts to the Contractor within three days after the service call is completed. The Contractor shall assume all charges and liability for all shipments.

d. It is anticipated that all repair work will be performed on-site at NIST. If it becomes necessary for the Contractor to perform the repair work off-site, this must be included in the quotation for the repair in question. Once a call order is issued for a repair, the terms of that call order can only be changed via a bi-lateral modification. The Contractor shall NOT remove any equipment from the NIST site without the prior written approval of the Contracting Officer.

e. The Contractor shall submit a service ticket to the NIST Contracting Officer’s Representative (COR), Technical Point of Contact (TPOC) or other authorized NIST personnel, prior to departure from NIST on ALL work performed on any given freezer(s). Reference the section titled Service Ticket for service ticket requirements. It is preferred that the Contractor submit the service ticket via email, or other electronic means.

f. If the repair visit is required after NIST business hours, or on a holiday or weekend, the COR or TPOC shall contact the Contractor for service. The COR or TPOC will declare the request as an emergency diagnostic visit and/or repair when contacting the Contractor. The COR, TPOC or other authorized NIST personnel, shall be available on-site to clear the Contractor through Security and escort the Contractor to the site where the freezer in question is located. The NIST escort will remain with the Contractor at all times.

g. NIST will empty the contents of the freezer prior to the Contractor’s arrival. The Contractor shall not be responsible for the relocation or movement of any NIST-owned samples, equipment, materials, etc.

h. Due to timeliness associated with clearance of non-US citizens, personnel performing services must be US citizens.

i. Safety: The Contractor shall be responsible for knowing and complying with all relevant safety regulations. Such regulations include, but are not limited to, general safety, fire prevention, and waste disposal.

j. Security: NIST is a restricted campus. An identification badge is required for access and entry into buildings and is shown to the armed Security Police when entering the campus. This work does not involve confidential or proprietary data.

k. Regular Business Hours. Regular business hours are Monday through Friday, 8:00 am to 5:00 pm Eastern Time.

l. Identification Badges: The Contractor shall comply with NIST identification and access requirements. Each Contractor employee shall wear a visible identification badge provided by the NIST Security Office. These identification badges may be temporary badges issued for specified days, or Contractor site badges for longer durations. The NIST identification badges shall be used for work under this agreement only and for no other purposes.

NIST will consider issuing Contractor site badges to personnel that are identified as requiring frequent access for preventive maintenance, diagnostics, and repair. The Contractor shall notify NIST if any personnel with a Contractor site badge no longer requires this access. The Contractor shall return the badge to the COR, TPOC or the Contracting Officer.

m. Vehicle Registration: All Contractor employees must register their vehicles with the NIST Security Office to gain access to the campus. A valid driver’s license, Government-furnished civilian ID, proof of insurance and current registration must be presented to the NIST Security Office, at which time a NIST vehicle pass will be issued. The pass shall be displayed on the vehicle in accordance with NIST Security Office instructions.

n. The Contractor shall provide the TPOC, COR and Contracting Officer with a point of contact, including name, telephone and email, for non-business hours contact.

SPECIFIC TASKS

Call orders shall be issued on a firm fixed price and/or a time and materials basis.

Preventive Maintenance Preventive maintenance service shall be performed on firm fixed price basis.

a. The Contractor shall provide two (2) preventive maintenance visits for each unit during each one-year term of the Blanket Purchase Agreement (BPA). At a minimum, each preventive maintenance visit shall include checking the battery, checking the fluids and filter(s) and replacing the batteries, fluids, and filter(s) as needed. The Government anticipates that the cost of parts for preventive maintenance shall be included within the firm fixed-price price of each preventive maintenance visit.

b. The Contractor shall submit a service ticket to the NIST COR, TPOC or other authorized NIST personnel, prior to departure from NIST.

c. An inspection sticker(s) shall be affixed to each cold storage unit at the time of each preventive maintenance visit. The inspection sticker shall identify all of the following, at a minimum:

-Company Name -Date of inspection;

-Model and Serial number of the equipment.

d. Scheduling of the preventive maintenance visits shall be consistent with the maintenance requirements of the equipment as detailed in the service and use manuals for the cold storage units. NIST has, on file, service and use manuals for most of the cold storage units. These manuals can be provided to the Contractor for reference when working on-site. However, it is recommended the Contractor maintain access to online manuals posted by the manufacturer. NIST will not be responsible for delays or deficiencies associated with the Contractor not having access to the manual for any freezer.

e. The Contractor shall contact the NIST Technical Point of Contact to schedule a mutually acceptable date and time for the preventive maintenance visits. The scheduled maintenance visits may be made at the same time as an unscheduled visit for a repair 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.

f. If the Contractor notices that a repair is necessary when performing preventive maintenance, the Contractor shall not perform the repair but rather note the necessary repair as a recommendation on the service ticket.

Diagnostic Visits Diagnostic visits shall be performed on a firm fixed price basis.

In the event of an instrument failure, the Contractor shall provide a single on-site visit to the NIST site where the freezer is housed, to diagnose the problem and provide an estimate for a repair, including all costs required to complete the repair. The Contractor shall arrive on-site at NIST not more than 24 hours from the date and time they are contacted about the request for service.

The Government will review the estimate, and, at the government's discretion, may authorize an immediate repair, may issue a separate fixed price call order to complete the repair, or may take no action. Immediate repairs may be authorized by the TPOC, COR or Contracting Officer based upon available funds and other circumstances detailed in the section "Immediate Repair following Diagnostic Visit". Only the Contracting Officer can issue a separate call order.

If an immediate repair is not authorized, the Contractor shall provide a firm fixed price quotation to repair the equipment inclusive of all required parts, labor, travel and any other costs required to complete the repair. All cost categories shall be listed separately. A parts list and the guaranteed delivery time for the repair must be included in the quotation. The complete quotation shall be provided by the Contractor to the TPOC, COR or other authorized NIST personnel not later than two business days after the diagnostic visit. It is preferred that the quotation be provided prior to the Contractor departing from the NIST site.

The Contractor shall submit a service ticket to the NIST COR, TPOC or other authorized NIST personnel, prior to departure from NIST.

Emergency Diagnostic Visit Emergency diagnostic visits shall be performed on a firm fixed price basis.

For the purpose of this Blanket Purchase Agreement, an emergency diagnostic visit is a visit that takes place outside of regular business hours and/or requires a same day response. Weekends, nights and holidays shall be included. The Contracting Officer, COR or TPOC will identify the need for an emergency diagnostic visit when the request is made to the Contractor.

In the event of an emergency diagnostic visit, the Contractor shall provide a single on-site visit to the NIST site where the freezer is housed, to diagnose the problem and provide an estimate for a repair, including all parts, labor and travel. The Contractor shall arrive on-site at NIST the same day and/or outside of regular business hours to provide the fastest response, including weekends, nights and holidays. Immediate repairs may be authorized by the TPOC, COR or Contracting Officer based upon available funds and other restrictions detailed in the section "Immediate Repair following Diagnostic Visit".

If an immediate repair is not authorized, the Contractor shall provide a firm fixed price quotation to repair the equipment inclusive of all required parts, labor, travel and any other costs required to complete the repair. All cost categories shall be listed separately. A parts list and the guaranteed delivery time for the repair must be included in the quotation. The complete quotation shall be provided by the Contractor to the TPOC, COR or other authorized NIST personnel not later than two business days after the diagnostic visit. It is preferred that the quotation be provided prior to the Contractor departing from the NIST site.

The Contractor shall submit a service ticket to the NIST COR, TPOC or other authorized NIST personnel, prior to departure from NIST.

Immediate Repair following Diagnostic Visit Immediate repairs after a diagnostic visit or emergency diagnostic visit shall be performed on a time and materials basis.

It is not intended that the Contractor utilize the diagnostic visit or emergency diagnostic visit to repair the equipment or incur any cost outside of the cost of the diagnostic visit. However, an immediate repair may be authorized if all of the following circumstances exist:

-No parts are required OR Parts are required, AND the Contractor has parts with them that are available for purchase, AND the total cost of the parts is less than $3,500, AND the Contractor can accept a Government purchase card for the price of the parts;

-No travel costs will be charged;

-No other cost, outside of labor, will be charged.

The Contracting Officer, COR, TPOC or an authorized technical point of contact, in coordination with the Government Purchase Card Holder, may authorize that the repair be performed immediately following the diagnostic visit. This decision is at the Government’s discretion.

Upon award of the BPA, the Government will award a call order which includes a not-to-exceed amount of funds for labor hours for repairs. If an immediate repair is authorized, the Contractor shall complete the repair, and shall bill for the actual number of hours worked to complete the repair. Hours shall be billed at the appropriate labor category (ies), and rate(s), in accordance with the negotiated rates in the BPA, and the service provided. It is preferred that the Contractor waive the fee for a diagnostic visit and/or emergency diagnostic fee, if the repair can be completed immediately. The Contractor shall submit a service ticket to the NIST COR, TPOC or other authorized NIST personnel, prior to departure from NIST.

If an immediate repair is not authorized, a call order may be issued for a Fixed Price Repair.

Fixed Price Repair The Government may award a firm fixed price call order for repairs. The Government will review the quotation provided by the Contractor, and, at the Government's sole discretion, and subject to the availability of funds, may issue a firm fixed price call order to complete the repair. Only the Contracting Officer can issue a separate call order.

Upon completion of a fixed price repair, the Contractor shall guarantee the full system performance of the freezer.

The Contractor shall submit a service ticket to the NIST COR, TPOC or other authorized NIST personnel, prior to departure from NIST.

Service shall include visits during regular business hours.

Telephone Service Request for Service The Contractor shall have telephone service available 24 hours per day, 7 days per week, 365 days per year to request service. The Contractor shall provide the Contracting Officer, COR, the TPOC and other authorized NIST personnel with the appropriate contact information to request service. If the Contractor utilizes an answering service, the Contractor must respond to NIST personnel requesting service within one (1) hour of NIST personnel leaving a message with the answering service.

Technical Support The Contractor shall provide telephone support for the covered cold storage units during regular business hours. Telephone support shall include response to questions about operating practices, application use, and service issues that can be diagnosed and resolved over the telephone. The Government anticipates that telephone support shall be provided at no cost to the Government. If there is a cost associated with telephone support, the Contractor shall identify this cost and a call order will be issued for the required support.

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

SERVICE TICKETS

The Contractor shall submit a service ticket to the NIST COR, TPOC or other authorized NIST personnel, prior to departure from NIST on ALL work performed on all freezers. The service ticket shall include all of the following, at a minimum:

a. Model number.

b. Serial Number.

c. Date and time of arrival to NIST.

d. Description of service performed.

e. Name and quantity of any parts that were repaired.

f. Name and quantity of any parts that were replaced.

g. Date and time of departure from NIST.

h. A list of applicable credits applied from parts or services.

i. Diagnostic test results (if performed) or narrative summary demonstrating that the cold storage unit and/or accessories are meeting the performance standards.

j. Any comments or recommendations.

k. Signature of Contractor’s service person

l. Signature block for NIST personnel receiving the services rendered

PERIOD OF PERFORMANCE

The period of performance shall be for a period of one year with four one-year option periods. The anticipated period of performance is as follows, however, may be changed based upon the effective date of the agreement:

GOVERNMENT-FURNISHED PROPERTY, DATA AND/OR INFORMATION

The Government will provide access to the NIST facilities for the duration of required repairs only throughout the period of performance of the agreement.

PERFORMANCE REQUIREMENTS SUMMARY

QUALIFICATION REQUIREMENTS FOR SERVICE PERSONNEL

All service provided under this agreement must be provided by trained personnel that are certified as low temperature HVAC engineers and/or technicians and are fluent in the operation of the covered cold storage units.

The certified engineers and technicians shall have at least two (2) years of experience on one or more of the cold storage units in this requirement. NIST reserves the right, at any time, to request/review documentation that verifies this requirement, for any Contractor employee provided to perform services.