SOW.docx

STATEMENT OF WORK- (GF-AAS )

Scope: The Industrial Hygiene (IH) Department at the Navy Environmental and Preventive Medicine Unit (NEPMU) FIVE provide analytical services in the areas of chemistry for the analysis of toxic products and performance of toxicological testing to evaluate workers exposure to hazardous materials. The department analyzes thousands of blood and urine samples annually for brace metals. The lack of instrumentation will create delay work production due to lack instrumentation ultimately generating a backlog and increased turn-around-times for the customers.

Purpose: To ensure required instrumentation is available for high quality technical perfo1mance in the analysis of biological (blood and urine samples for trace metals. Technical capabilities must meet specifications as required by OSHA methods.

Requirements: The requirements are to provide the new PerkinElmer Graphite Furnace Atomic Absorption Spectrometry (GF-AAS) as specified below in a timely manner.

I. The following requirements shall be delivered.

a. Ability to delive1y of specified instrumentation within 30 days from date of awarded contract.

b. Proper installation of instrumentation within 30 days of delive1y.

c. Service(s) as needed for installation of the instruments and software familiarization for optimal pe1formance.

d. Prompt customer suppo1t via email or phone call as needed or required after installation.

e. Instrument parts (not to include consumables) to install instruments for optimal conditions.

2. Routine or as needed service as stated above, shall be acknowledged and scheduled within a forty-eight hour

(48) Hour period after notification for a twelve (12) month period from complete installation.

3. Notification to contractor will be pe1formed via email for routine and emergency needs/requirements of service(s).

4. Emergency or unexpected needs of services will be notified to contractor via email and response shall be within a twenty-four (24) hour period where accommodation shaku be, when possible, achieved in a seventy two (72) hour period.

5. Inoperable, duty, and inadequate parts provided by contractor will be rectified or replaced immediately within the same day or by the next business day before noon.

6. All services or parts necessary for instrumentation optimal conditions shall be of high quality and meet above suitable pe1formance requirements.

7. Department shall be notified of servicing schedules in a timely manner via email. All services shall be delivered during regular working hours of 0700 to 1600 for which time a department personnel shall be available for all services. No services shall be done outside regular working hours and without the presence of department personnel.

8. The contractor shall make the necessary a1nngements to enter the facility independently. In the event that the contractor is unable to enter the premises independently, the contractor shall notify the depa1tment personnel in advance via email in order to escort the contractor to the laborat01y.

Contract Length: The contract agreement will include a warranty period of twelve (12 months) from the date installation was completed and instrument is operating at optimum capacity.

Contractor Responsibilities: The contractor shall be responsible for the scheduling of services to accommodate the needs of department and optimum conditions of all parts used to provide installation and other services as needed. The contractor shall be responsible to provide accessories that shall be required for the use of installation or any service noted above. The contractor shall not assume possession or control of any instrument, patent or license owned by the Government and shall provide replacement in the event of loss and/or damage.

Contractor -shall provide installation, maintenance and repair services for all items listed in the Schedule. Services shall include on-site corrective repairs during normal working hour coverage from (8:00 AM. to 4:30 P.M. Monday through Friday excluding Federal holidays), 24-houi· emergency service, installation of software or engineering updates (if required) PerkinElmer installation, preventive maintenance services or repairs as recommended by the ORIGINAL EQUIPMENT MANUFACTURER (OEM), PerkinElmer test and maintain the equipment and/or system in accordance OEM operating standards as specified in the schedule. Installation, maintenance and repair services shall include all systems, subsystem components, and assemblies, the contractor shall be responsible for total maintenance and warranty of the entire system. All maintenance provisions, and/or services shall apply to. hardware, firmware, and software, as appropriate, unless otherwise stated. All replaceme11t a11d/or repair parts shal1 be OEM certified replacement parts. Substituted replacement al1 repair' parts ARE NOT acceptable.

I. General

1. l. The Contractor shall comply with Federal, State, and Local Laws, plus any Federal Regulations as applicable to the performance of this contract.

1.2. The Contractor shall not accept any instructions issued by any person employed by the U. S., Government, other than the Contracting Officer (KO) or designated representative acting within the limits of their authority.

1.3. The Contractor's technician shall be fully qualified in the repair of all equipment listed in Section B. Contractor's technician shall maintain current qualifications throughout the entire contract period of performance. Qualification includes the certification of all repair technicians and repair facilities by the OEM, training on the equipment specified in Section B, continuous hands-on repair experience with the equipment specified in Section B.

2. Scope of Work

2.1. The Contractor shall provide trained, experienced, personnel, labor, tools, diagnostic equipment, software, test phantoms, material, supplies, transportation, parts and equipment necessary to perform Preventive Maintenance (PM), Calibration (CAL), Safety testing (ST) and corrective maintenance.

2.2. The Contractor shall provide telephonic communications with the Government to discuss technical matters relating to the performance of this contract. A systems operator will be made available to answer technical questions regarding system operations and applications.

2.3. Equipment listed in this contract will be maintained to meet and retain the original equipment manufacturer specifications / equipment certification.

2.4. Equipment and associated components shall be serviced as listed in section B.

2.5. The Contractor Point of Contact (POC). The Contractor shall provide in writing the name and telephone number of a primary and alternate individual to act as their representative for the scheduling and coordination of service calls, and to be responsible for the coordination of the contract _with the Government.

3. Government furnished property, Materials and Services.

3. t . The Contractor representative at each site is encouraged to request a pre-maintenance inspection prior to the onset of the contract. As all apparent discrepancies must be identified upon submittal of quote, any and all claims must be received within 30 days of contract award or prior to contract start date, whichever occurs first. All non-apparent/ hidden discrepancies must be identified no later than the first scheduled preventative maintenance cycle. Any claims resulting from hidden defects must be provided to the contracting officer within 30 days of inspection period. Any equipment found to be inoperable during this pre-maintenance inspection must be reported to the contracting officer and repair pricing negotiated with the contracting office and repaired under separate purchase order. The government ce1tifies that the equipment to be maintained under this contract will be in good operating condition on the effective date of this contract. For the purpose of this contract, the clause, "good operating condition" means the conditions necessary for the equipment to function as intended without corrective maintenance. The Contractor agrees to leave the equipment in good operating condition at the expiration of this contract. During the final week of this contract, the Government will make final inspection of the equipment. Any correction of deficiencies noted during this inspection shall be resolved prior to contract end. The Government reserves the right to request the repair (at no additional cost to the Government) of items identified with latten defects after contract termination, when it has been determined that defects either are a result of contractor's performance or should have been discovered during normal pe1fo1mance of work under this contract.

3.2. The government will be responsible for maintaining the proper environment, including utilities and site requirements necessary for the system to function properly as specified by the OEM.

3.3. The Government will operate the system in accordance with the instruction manual provided by the

OEM.·

3.4. The Government will not be responsible for the damage or loss due to fire, theft, accident, or other disaster of Contractor supplies, materials, or for the personal belongings brought onto Government prope1ty by Contractor's personnel.

4. Contractor Furnished Prope1ty and Material.

4.1. The Contractor shall provide all service literature, reference publications, laptop computers and diagnostic software to be used by the contractor service technicians and as required for the completion of the services in accordance with this contract.

5. Replacement Parts.

. 5.1. The Contractor shall have ready access to unique, obsolete and/or consumable replacement parts. All pa1ts supplied shall be compatible with the existing system. In the event that replacements parts are required to be shipped. Shipping shall be perf01med in the fastest traceable means possible (i.e., next day air) at no additional cost to the Government.

5.2. The Contractor shall, at their expense, replace all worn or defective parts necessary to restore the equipment to 100% operational condition as specified by the OEM.

5.3. Contractor installed replacement parts shall become the property of the Government. Replaced items shall be properly disposed of at no additional cost to the Government (contractor to pay all "environmental fees" where required).

5.4. Freight, postage, and storage charges associated with shipment and receipt of replacement parts, and the return of parts shall be the responsibility of the Contractor.

5.5. All replacement parts shall be new and certified as OEM replacement parts, In the event that new parts are not available, rebuilt parts and sub-assemblies are allowed provided that they are Warranted to be free of defects for a period of time that meets or exceeds warranties of similar replacement parts. The contractor shall specifically annotate on the Field Service Report the use and identification of rebuilt parts and the period of warranty. When discrepancies occur, the Government will make the final determination on whether a replacement pa1t is of equal or better quality.

5.6. The Contractor must include software revisions and upgrades (field service changes), which are required due to FDA, or manufacturer announced safety-hazard recall, to include FDA Year 2000 Compliance Directive, as part of the contract at no additional cost to the Government. Upgrades shall be performed as soon as possible after release, but no later than the first scheduled Preventative Maintenance Inspection after release. For any updates that have been identified as critical, or required for the proper operation of equipment by the OEM, contractor shall provide installation within 30 days of release regardless of Preventative Maintenance Schedules.

Specific Tasks.

6. Contractor Report Requirements.

7.

7.1. During normal duty hours, Contracted Field Service Technicians shall check-in with the authorized government's representative upon an-iva1 at the Government site and again prior to departure. The Contractor FSEs shall personally notify the contracting officer of problems that result in the equipment being left disabled upon their departure.

8. Contractor Responsibility.

8.1. Contractor shall perfo1m inspections, co11"ective maintenance, preventive maintenance, on-call maintenance, repairs and replacements according to the Original Equipment Manufacturer (OEM) manual on al1 instrumentation listed in this contract.

8.2. Contractor shall provide prompt customer support as needed where routine or as needed services shall be acknowledge within a 24 hour period and scheduled within a 48 hour period after notification. This is to include any emergency or unexpected needs of services.

8.3. Contractor shall ensure that the instrumentation do not remain unusable due to malfunction, through no fault or negligence of the Government for a period of 48 hours. Inoperable, dirty and inadequate pa1ts provided by contractor will be rectified or replaced immediately within the same day or by the next business day before noon.

8.4. An adequate inventory of parts, specifically to those with a history of high failure/replacement rates, must be maintained and located in a geographically location to pe.1mit a 24 to 72 hour service call response. Parts and supplies provided under the contract shall be guaranteed to be equal in all aspects, including performance, interchangeability, durability and quality to the OEM parts with new or as presently recommended by the manufacturer.

9. Preventive Maintenance Services.

9.1. In accordance with Naval Medical Logistics Command (NAVMEDLOGCOM) Risk Assessment Criteria, preventive maintenance shall be performed in accordance with the Original Equipment Manufacturers (OEM) recommendations.

9.2. Preventive maintenance visits shall be performed as specified in Section B or as mutually agreed upon between the Government and the Contractor. The Contractor shall schedule and complete preventive maintenance services prior to the 15th of the selected month.

10. Corrective Maintenance

10.1. Normal Working Hour Maintenance Coverage Maintenance Coverage will be Monday through Friday, between 8:00 A.M. to 4:30 P.M. A contractor Service Tech shall respond via telephone within 2 hours after receipt of trouble call, and provide on-site service no later than the close of business (4:30 pm) on the next business day. Equipment shall be operational within 48 hours.

10.2. In the event that emergency service outside the normal working hours are required by the Government, additional work shall be billable to the Government at published commercial rates, and negotiated and approved by a Contracting Officer prior to services rendered.

10.3. Government request for corrective maintenance will be placed by the government's representative to the Contractor's POC. Co11"ective Maintenance shall be completed during the hours specified in the contract.

10.4. The Contractor shall assign a unique Log/Reference Number to each Government request for corrective Maintenance.

10.5. Contractor's response to requests for service may include telephone consultation with the equipment user/operator and a Contractor Technician. Telephone consultation shall: 1) provide instruction in determining operator ) to determine the most likely cause of the problem; 3) to determine if resolution of the problem requires the dispatch of a Technician; and 4) to identify replacement pa1ts likely to be required in order to return the equipment to 100% operational condition as specified by the OEM.

10.6.

10.7. Contractor's pricing shall be inclusive of all cost including parts, labor, travel and shipping (of required parts), unless otherwise indicated. Any/all exclusions are listed as follows:

No Exclusions

10.8. The Contractor shall have his/her own service manuals, specifications, schematic diagrams, and parts lists to assist in the evaluation/repair of all equipment included in this contract.

11. Removal of Government Property t 0.1. Whenever the repair of equipment cannot be performed at the Government site as determined by the Contractor, the Contractor shall notify the government's representative who will make arrangements for the Contractor to move the item (i.e. obtain property pass for material) to the Contractor's designated site. The Contractor may be required to sign a Government form accepting responsibility for the Government equipment. The Contractor .shall provide a detailed description of removed items. For associated items / accessories, contractor to provide a detailed description and quantities of items to be removed. Description to include as a minimum manufacturers serial numbers and equipment control number (ECN) of all equipment / items removed. In the event that items I sub-assemblies / accessories are repaired via "Repair by Replacement'' a detailed description of replaced items is to be included upon return of repaired components, .

10.2. All charges resulting from a Contractor determined requirement to transport Government owned property, covered by this contract, to and fro an alternate repair location shall be the responsibility of the Contractor.

12. Equipment Modification Upgrades

12.1. The Contractor shall only incorporate OEM specified modifications, alterations and upgrades. Approval shall be obtained from BME prior to the Contractor installation of any modification, alteration, or upgrades.

12.2. The Contractor shall maintain contact with the OEM to determine the requirement for field modifications and to ensure accomplishment of these modifications in accordance with the time schedule set forth by the OEM. . .

12.3. The Government shall not alter the system without prior notification to the Contractor.

12.4. The contractor at no additional cost shall provide software upgrade to the Government. Installation of upgrades will be left to the discretion of the Government. All supplied software is to be warranted current and free of defects such as viruses.

13. Service Beyond the Scope of the Contract

12 . l. The Contractor shall immediately, but not later than 24 consecutive hours after discovery, notify the contracting officer, in writing, of the existence or the development of any defects in, _or repair required to the scheduled equipment, which the Contractor considers they are not responsible for under the terms of this contract.

12.2. At the same time of the notification, the Contractor shall furnish BME with written estimate of the cost to make the necessary repairs. Repairs considered by the Contracting Officer to be outside the scope of this contract shall not be covered under this contract, but shall be ordered under a separate purchase order.

The services shall be provided at the following location in the Industrial Hygiene Department, Navy Environmental and Preventive Medicine Unit FIVE, 3235 Albacore Alley, San Diego, CA 92136 Building Phone No. (619) 556-7070, Fax No. (619) 556-7071, Point of Contact: Georgina Talavera-Veloz, Phone No. 619-556-1427