Statement_of_Work_AMENDMENT.docx

Repair and Maintenance Services for Philips Gemini TF 16-slice PET-CT Scanner

Statement of Work

BACKGROUND INFORMATION

NIST conducts a program aimed at developing standards for quantitative nuclear medicine imaging. One of the cornerstones of this program is a Philips Gemini TF 16-slice PET-CT scanner that was purchased with funds from the American Recovery and Reinvestment Act (ARRA) in 2009. The scanner and its associated components are used in the development of National standards and have been thoroughly studied and characterized for this purpose. The system requires an exceptionally high degree of reliability to continue in this capacity.

The system suffered a catastrophic failure of the x-ray tube and heat exchanger system in September 2016 and requires replacement of both components.

The system was under a comprehensive preventative maintenance and repair plan from the time of installation until April 2015. The Government wishes to once again place the system under a maintenance and repair plan following the repairs to the components identified above.

PURPOSE AND OBJECTIVES OF THE PROCUREMENT

The purpose this procurement is to repair the PET-CT scanner and return it to previous, normal operating status, and obtain annual maintenance services for the PET-CT scanner installed at NIST to ensure its continued operation.

SCOPE OF WORK

The Contractor shall provide repair and maintenance services for a NIST owned Philips PET-CT Scanner:

Name: Philips PET-CT Scanner Serial Number: System R224 Model: Gemini TF 16-slice PET-CT NIST Property: N100647 Value: $1.5 M

CONTRACTOR REQUIREMENTS

The Contractor shall provide a firm fixed price quotation for each of the following Contract Line Item Numbers (CLINS):

The Contractor shall provide a service agreement for the service and maintenance for the Philips Gemini PET CT Scanner. This effort shall include uninterrupted performance within manufacturers’ specifications on a scheduled and as-needed basis. The Contractor shall guarantee the full system performance of these instruments.

Service and maintenance shall include emergency repair visits, as identified below, during regular business hours in addition to scheduled preventive maintenance visits for one year. Covered expenses shall include all parts, labor, travel, and per diem.

If the Contractor determines that additional repair work OR COST beyond those identified in the purchase order are necessary during the performance of the contract, the Contractor shall notify the Contract Specialist and Contracting Officer immediately. No repair work beyond that specified in the purchase order are authorized. Any effort by the Contractor beyond that specified in the purchase order, without prior written approval of the Contracting Officer, shall not be authorized for payment and shall become the responsibility of the Contractor.

CLIN 0001, 0ne (1) Year Annual Maintenance Services of the Existing Philips Gemini TF 16 Slice, PET-CT Scanner, in accordance with the following requirements, at a minimum:

1. Priority scheduling for service calls and access to spare parts inventory.

2. All labor and travel during standard hours of coverage - Mon-Fri 8am - 5pm Eastern time zone, excluding holidays, up to a cap of 140 hours for repairs only.

3. All labor and travel associated with preventive maintenance included in plan and are not applied to 140-hour cap.

4. Maximum of one-hour initial response with next on-site response.

5. Replacement and inclusive of all parts that fail during normal use. (Excluding consumables).

6. Next Day Parts Delivery

7. The Contractor shall respond to service calls and maintenance services, Monday through Friday, during regular business hours only. The Contractor shall provide a service technician/engineer on-site at NIST Gaithersburg, MD, within 48 hours after the service call is placed by the Government, subject to the constraints given in Point 2. No weekend service visits shall be required.

8. Preventive maintenance visits shall occur during NIST’s regular business hours as specified in this SOW. The NIST COR shall contact the Contractor 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 COR.

9. Proprietary operating system software enhancements without hardware changes (excludes software upgrades).

10. The Contractor shall only employ tools, parts, 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.

11. 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. This statement of work assumes that the Contractor will take the component(s) with them at the time of the service call, and that no shipping charges will be incurred under this contract. The Contractor shall assume liability for all parts removed from the NIST campus.

12. Unlimited Technical Services (24x7) & Clinical Applications Telephone Support (Mon-Fri 8am - 5pm local time)

13. The standard manufacturer’s warranty for parts and labor shall apply to all work performed.

14. All parts must be new and supplied by the original scanner manufacturer (Philips) and installed by Philips engineers.

15. All service engineers must be Philips employees in order for the Government to comply with nondisclosure and system access control requirements.

16. All Field Service Engineers sent to NIST for service calls must be US citizens or green card holders in order to access the NIST site.

17. All Field Service Engineers sent to NIST must agree to obey all NIST safety and security regulations, especially as related to ionizing radiation.

18. Arrangements for access to the NIST site for performance of the work shall be coordinated with the NIST COR.

OPTION LINE ITEMS:

THE FOLLOWING SERVICES ARE OPTION LINE ITEMS. PRICES QUOTED SHALL BE EFFECTIVE FOR A PERIOD OF FIVE YEARS FROM THE DATE OF AWARD. AWARD OF OPTION LINE ITEMS IS AT THE SOLE DISCRETION OF THE GOVERNMENT IN ACCORDANCE WITH FAR 52.217-9.

CLIN 0006, Initial repair of Existing Philips Gemini TF 16 Slice, PET-CT Scanner, in accordance with the following requirements:

1. The repair work shall be completed prior to the start of the maintenance program and shall consist of, at minimum, diagnosing, replacing, and testing the x-ray tube, heat exchanger, and associated components on the PET-CT scanner.

2. Must include alll labor and travel during standard hours of coverage - Mon-Fri 8am - 5pm Eastern time zone, excluding holidays.

3. The Contractor shall guarantee the full system performance of this instrument in accordance with the original manufacturers specifications.

4. 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. This statement of work assumes that the Contractor will take the component(s) with them at the time of the service call, and that no shipping charges will be incurred under this contract. The Contractor shall assume liability for all parts removed from the NIST campus.

CLIN 0007, INITIAL ASSESSMENT OF INSTRUMENT FOR CLIN 0006: The Contractor shall provide all a firm fixed price for parts, labor, material, services, and travel to assess the instrumentation and provide a worse case cost estimate for the repair to the Contracting Officer, Contract Specialist, and Technical Point of Contact.

PERIOD OF PERFORMANCE:

The period of performance for the initial assessment shall not later than 4 weeks from receipt of award.

The period of performance for the repairs shall be 4 weeks from receipt and approval of cost estimate to repair after initial assessment.

The period of performance for the base year maintenance agreement shall be one year from the completion of the repairs, plus 4-1-year option periods.

PLACE OF PERFORMANCE:

Performance for CLINS shall take place at the Government’s facility. Performance shall be at:

National Institute of Standards and Technology (NIST) 100 Bureau Drive Gaithersburg, MD 20899

GOVERNMENT RESPONSIBILITIES

The Government will escort to service engineers when access to restricted access (i.e., Radiation Control Areas) is needed. Only NIST personnel are authorized to handle radioactive materials on site, therefore the Government will provide the appropriate personnel to manipulate radioactive sources as needed.

INSPECTION AND ACCEPTANCE BY THE GOVERNMENT

Any repair or service work that is performed will be accepted only upon passing the system built-in Daily PET QC and CT QC protocols upon completion. If any new PET calibrations or normalizations are performed, acceptance is based on passing the built-in SUV validation protocol.

The testing will be done in the presence of the COR or his designee upon completion of work and the test reports will be saved on the system for review.

Approval will be made by the COR upon review of the test reports. Passing criteria are documented in the prescribed protocols, as well as the reports that are automatically generated.

DELIVERABLES AND DELIVERABLE DUE DATES

The Contractor shall submit a field service ticket prior to departure from NIST on any given service call for maintenance or repairs. The service ticket shall include the following:

1. Model number.

2. Serial number.

3. Date and time of arrival to NIST.

4. Description of service performed.

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

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

7. Date and time of departure from NIST.

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

9. Any additional comments or recommendations.

10. Printed name and signature of PerkinElmer service person

11. Signature block for NIST personnel accepting the services rendered.

PERIOD OF PERFORMANCE AND PLACE OF PERFORMANCE

Maintenance Services:

The period of performance shall be for a one-year base period with four one-year option periods.

Performance shall be at NIST, 100 Bureau Drive, Gaithersburg, MD

Repair:

The period of performance shall be not later than 4 weeks after receipt of order.

Performance shall be at NIST, 100 Bureau Drive, Gaithersburg, MD

GOVERNMENT-FURNISHED PROPERTY, DATA AND/OR INFORMATION

The Government will provide visitor’s access and an escort to the NIST facilities during the performance of this contract.

CONTRACTOR’S MINIMUM QUALIFICATIONS

The Contractor shall provide engineers or technicians that are fluent and authorized in the operation of the covered equipment throughout the period of performance of this requirement.

SECURITY

NIST is a restricted campus. An identification badge is required for access for entry into buildings and also is shown to the armed Security Police when entering the campus. Contractor personnel must wear the identification badge issued by NIST Security while working at any NIST campus.

REGULAR BUSINESS HOURS

Regular business hours are Monday through Friday, 8:00 am to 5:00 pm local time.

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.