SOW_26-LGD-0059_Gerstel MPS_20260421 edits.docx
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Library of Congress
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This is a Performance Work Statement for comprehensive maintenance, service, and support of a Gerstel MPS automated sample handling system and associated components at the Library of Congress, Preservation Research and Testing Division. The contract covers one base year with four optional years, commencing August 15, 2026. The contractor must provide unlimited onsite repairs with a five business day response time and 21 calendar day completion deadline, remote troubleshooting support via phone and email with one business day response time, factory-certified replacement parts with 12-month warranties, software and firmware updates, and one annual preventative maintenance visit scheduled within six months of each contract period start date. All authorized engineers must be factory-certified, and parts must include unconditional 12-month warranties from installation and acceptance.
The place of performance is located at 101 Independence Ave SE - LM G52, Washington DC, 20540-4560. The contractor assumes all costs including shipping, labor, travel, and parts (excluding consumables beyond standard preventative maintenance kits), with a single annual invoice per contract period. The contractor must comply with Library of Congress and U.S. Capitol Police physical security protocols and operate between 8:30 AM and 5:00 PM Monday through Friday, excluding Federal holidays and government-directed facility closures. The Contracting Officer Representative is Eric Monroe, Head of Scientific Laboratory Section, PRTD, reachable at 202-707-5608 or emon@loc.gov. This is a sole-source acquisition, with the related federal contract opportunity indicating the Library intends to award to a single specified vendor with no competitive solicitation.
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| File | Type | Posted |
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| JA_26-LGD-0059_Gerstel Inc_Redacted.pdf |
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C. PERFORMANCE WORK STATEMENT
C.1. OVERVIEW / BACKGROUND
The Library of Congress (Library) requires comprehensive maintenance, service, and support for the Gerstel MPS and associated components (filtration, thermal desorption, dynamic headspace modules). The Gerstel MPS is an automated sample handling robotic solution capable of handling and running liquid, headspace, and thermal desorption experiments and interfaces with a gas chromatography mass spectrometer. The Gerstel MPS system was acquired in FY20 and following the completion of the initial warranty period, the equipment was covered for regular service and maintenance under a five-year contract beginning in FY21. This contract shall continue the maintenance, service, and support of the Gerstel MPS system for one base year and up to four option years. This includes onsite annual preventative maintenance, parts replacement and warranty, and remote assistance.
C.2. SCOPE
The Preservation Research and Testing Division (PRTD) requires comprehensive maintenance, service, and support for the Gerstel MPS (serial number 527591) and installed and/or associated modules and components (including thermal desorption (TDU 3.5), filtration, dynamic headspace, and cooled inlet systems/modules) in addition to all associated sample handling, control, and power equipment. The contractor shall provide unlimited on-site repairs, parts for repairs and maintenance (excluding consumables not part of standard preventative maintenance kits), labor, travel, telephone and email support, and one annual preventative maintenance visit.
C.3. REQUIREMENTS
The maintenance, service, and support for the Gerstel MPS system and associated modules shall include the following. All onsite needs will be coordinated between the COR, or PRTD personnel designated by the COR, and the contractor so schedule a mutually agreeable and sufficient date, time, and duration. All shipping, labor, travel, parts, and other direct costs required to perform must be included in the overall price of this contract in Section B.
3.1 Unlimited Repairs, Support, and Updates
The contractor shall provide system repairs, support (remote and in person), and upgrades for the Gerstel MPS system and associated modules that include the below.
| 3.1.1 | Unlimited onsite repairs for covered equipment. All repairs shall be made onsite or with a replacement unit within five (5) business days of the company being notified of the need for repair of the instrument by the COR. If this is not possible due to engineer unavailability or need to order parts, the vendor shall notify the COR within three (3) business days of notification from COR. All repairs shall be completed within 21 calendar days of the date the repair need was reported to the vendor. |
| 3.1.2 | Authorized engineers must be provided for onsite performance and troubleshooting assistance. |
| 3.1.3 | Troubleshooting via phone and/or email upon notification of an issue by the COR. Contractor response time must be within one (1) business day. |
| 3.1.4 | Factory-certified replacement parts must be provided with an unconditional, 12-month warranty from installation and acceptance by the COR. |
| 3.1.5 | Software and firmware problems resolution and updates. |
| 3.2. | Annual Preventative Maintenance |
The contractor shall provide one preventative maintenance service visit for the Gerstel MPS system and associated modules covered under this contract. Preventative maintenance visits must include the below.
| 3.2.1 | Preventative maintenance service visits must be schedule within six (6) months of the period of performance start date for the base year and any option year exercised by signed contract modification from the Contracting Officer. |
| 3.2.2 | Authorized engineer labor must be provided for performance. |
| 3.2.3 | Factory-certified replacement or repaired parts must be provided with an unconditional, 12-month warranty from installation and acceptance by the COR. |
| 3.2.5 | Preventative maintenance visit may be co-scheduled with non-preventative maintenance onsite repair needs. |
| 3.3 | Safety |
Contractor responsible for their own safety and will advise Library staff of any additional safety requirements. Normal laboratory safety procedures will be followed.
3.4 Security
The contractor must adhere to all Library of Congress and U.S. Capitol Police physical security protocols and offsite screening procedures. These requirements may change during the course of the contract and it is the responsibility of the contractor to stay in compliance with current regulations.
| 4. | CONTRACT PERFORMANCE |
| Paragraph reference | |
| Description of Event/Deliverable | |
| Due date/Payment schedule |
| 3.1 |
| Unlimited onsite repairs, support, and updates |
| Scheduled and performed within five (5) business days of being notified and throughout period of performance |
| 3.2 |
| Annual Preventive Maintenance Visit |
| Within first 6 months of the contract period of performance start date. |
| 4.2. | QUALITY CONTROL. The contractor will provide a one-year warranty for parts and labor to replace or repair defective parts, valid for one year from the date of installation. |
| 5. | ADDITIONAL INFORMATION |
| 5.1. | PLACE OF PERFORMANCE. The work to be performed under the contract will be performed at Library of Congress, Preservation Research and Testing Division, 101 Independence Ave SE – LM G52, Washington DC, 20540-4560. |
| 5.2. | HOURS OF OPERATION. The contractor is responsible for conducting business between the hours of 8:30 AM and 5:00 PM Mondays through Fridays, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. |
| 5.3. | Government furnished property. Contractor may use consumables available in the lab that are compatible with the covered equipment. |
| 6. | OTHER. Contractor is responsible for all shipping costs to/from the Library for any parts and for all travel and/or labor costs for contractor personnel. |
(End of Performance Work Statement / Statement of Work) Notes to the CO / Other Considerations (Use this section to provide additional information to the contracting officer pertinent to the requirement but not to be included in the PWS)
1. COR Name: Eric Monroe Head, Scientific Laboratory Section, PRTD office: 202-707-5608 email: emon@loc.gov
| 2. | PERIOD OF PERFORMANCE. The period of performance shall be for twelve (12) months starting 8/15/2026 with additional four option years pending funding and adequate performance. |
| 3. | Funding profile (e.g. 1-time annual, by task order, etc.) 1-time invoice for each contract period. |
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