SOW.docx

STATEMENT OF WORK (SERVICES)

(SOW)

GENERAL INFORMATION

Title of Project:

Service Contract for Bruker AV3/400 NMR and Biospec 70/30 MRI Consoles, Cryocooler and Coils

Statement of Need and Purpose:

This requirement is for an extended service contract for the MRI Section’s Bruker AV3/400 NMR and Biospec 70/30 MRI consoles, cryocooler and associated gradient, shim and radio-frequency coils, all located at the NIH Biomedical Research Center (BRC) in Baltimore, Maryland. Because these instruments are absolutely vital and central to both the MRI Section’s ongoing research and that of several National Institute on Aging (NIA) Intramural Research Program (IRP) laboratories and academic collaborators, and because much of this research involves time-critical experiments on irreplaceable animals and in vitro samples, it is essential that these instruments be kept fully functional at all times. For these reasons, NIA requires an extended service contract for this equipment. All on-site work shall be carried out by authorized Original Equipment Manufacturer (OEM) certified factory-trained technicians.

Background Information and Objective:

The cryocooler cools the infrared radiation shield inside the MRI scanner’s superconducting magnet in lieu of a liquid nitrogen bath and must be maintained in working condition 24 hours a day. Failure of this equipment will cause the magnet to rapidly lose liquid helium and will result in a sudden, catastrophic loss of superconductivity and magnetic field strength known as a “quench”. To recommission a MRI magnet after a quench, if possible, requires months of down time and expensive service charges. Thus, purchasing a service contract to keep the magnet’s cryocooler hardware running is very worthwhile.

Due to the restricted availability of replacement and upgrade parts, software, diagnostic tools and factory-trained technicians, all maintenance must be carried out by Bruker-certified personnel. NIA anticipates that the workload on these two scanners will increase considerably in the near future and so they must be kept in operation with minimal downtime. Thus, rapid availability of replacement parts and factory-trained technicians to perform preventive maintenance and to diagnose and remedy any functional problems is essential.

Period of Performance:

6/1/2022 to 5/31/2023

SCOPE OF WORK

General Requirements:

Independently and not as an agent of the Government, the Contractor shall furnish all the necessary services, qualified personnel, material, equipment, and facilities, not otherwise provided by the Government as needed to perform the Statement of Work below:

Specific Requirements:

1. The contractor shall provide telephone and E-mail support for troubleshooting console and coil problems on the AV3/400 NMR spectrometer (system ID BH07108) and Biospec 70/30 MRI (system ID 10244219)

2. The contractor shall provide telephone and E-mail support for troubleshooting the cryocooler system that supports the Biospec 70/30 USR magnet.

3. The contractor shall maintain an inventory of up-to-date console parts and replacement or loaner radio-frequency, gradient and shim coils for both the 400 MHz AV3 NMR spectrometer and Biospec 70/30 USR MRI scanner. All parts must contain the latest hardware configuration and firmware needed for compatibility with our scanners’ electronic and software systems.

4. In those situations where the NMR spectrometer or MRI scanner is not operational, the contractor shall use overnight carrier services to ship repair parts and service equipment to the Government’s work site (BRC, Baltimore MD). After repairs are complete, the contractor shall pay for the return of service equipment and defective components to its facility.

5. The contractor shall maintain a probe and coil repair facility and repair those NMR and MRI probes, resonators and coils specified in the contract that become defective.

6. The contractor shall provide the following preventive maintenance and remedial services to support the cryocooler system of the Biospec 70/30 USR magnet:

a. Monitor the cryogen levels.

b. Refill the cryostat with liquid helium at intervals defined by the manufacturer’s recommendations.

c. Supply the necessary refill cryogens.

d. Maintain the helium transfer lines.

e. Maintain the cold head.

f. Maintain the cryocooler’s helium compressor and service as required

g. Maintain the secondary water cooling system and service as required.

h. Service the secondary cooling system filters

i. Refill cooling water (maximum once per year)

j. Repair leakage as required

k. Repair and replace components related to the water cooling system

l. Generate regular reports of service activity.

This work must be performed by Original Equipment Manufacturer (OEM)-certified, factory-trained technicians with access to up-to-date replacement parts, test instruments and software. Contractor shall schedule Preventive Maintenance (PM) visits at a mutually agreeable time with the designated NIA Technical Point of Contact.

7. Contractor shall repair and return or provide replacements for defective radio-frequency, gradient and shim coils associated with the AV3/400 NMR spectrometer and Biospec 70/30 USR MRI, with associated shipping at contractor’s expense.

LEVEL OF EFFORT:

1. The contractor shall provide unlimited technical support via phone and E-mail.

2. Based on troubleshooting and diagnosis over phone or by E-mail, contractor shall provide replacement parts from inventory in exchange for defective parts and will pay associated shipping costs.

3. When covered equipment must be returned to contractor for repair, contractor shall perform needed repairs at contractor’s facility and ship repaired or replacement equipment to Government facility at contractor’s expense.

4. The contractor shall monitor the performance of the cryocooler components supporting the Biospec 70/30 USR magnet and provide on-site service as needed, both preventive and remedial, to keep this equipment performing to manufacturer’s specifications. This work must be performed by OEM-certified factory-trained technicians. The contractor shall supply all required parts, test instruments and diagnostic software needed for this work.

5. The contractor shall refurbish or replace the cold head and helium compressor based on the number of hours of operation of each unit and the manufacturer’s recommendations.

6. All liquid helium, ultra-pure helium gas and service equipment necessary to provide this service shall be supplied by the contractor.

GOVERNMENT RESPONSIBILITIES

1. Government will provide access to the AV3/400 NMR spectrometer, Biospec 70/30 USR MRI scanner and their associated radio-frequency, gradient and shim coils.

Place of Performance:

National Institutes of Health (NIH) National Institute on Aging (NIA) Intramural Research Program (IRP) 251 Bayview Blvd.

BRC Room 02B208 Baltimore, MD 21224

2. Government will provide access to Biospec 70/30 USR MRI magnet, cold head, cryocooler, heat exchanger and transfer lines.

3. Government will communicate with contractor to diagnose problems via phone and/or E-mail.

4. Government will communicate with contractor to provide weekly updates on cryocooler performance and to diagnose problems via phone and/or E-mail.

5. Government will coordinate shipment of service equipment, replacement parts and coils to and from contractor’s facility at contractor’s expense.

REPORTING REQUIREMENTS

Contractor shall provide a written report on any service performed by contractor on NMR or MRI consoles, cryocooler system components or radio-frequency, gradient or shim coils, whether on-site or at the contractor’s facility. Electronic delivery and signature of this documentation is acceptable.

OTHER CONSIDERATIONS

Travel:

When performing routine or remedial maintenance to the AV3/400 NMR spectrometer or associated coils or to the Biospec 70/30 USR MRI console, coils or cryocooler, Contractor’s technicians shall travel to and from Government’s work site (BRC, Baltimore, MD) as needed at the Contractor’s expense.

Version 11-30-2016-1 FAR Part 11—Describing Agency Needs