SOW.docx

San Francisco VA Medical Center 4150 Clement St.

San Francisco, CA 94121

SCHEDULE OF WORK/SPECIFICATIONS FOR MAINTENANCE SERVICE

1. Background

This service order is for a one-year maintenance contract, with two additional option years with no increase in the annual cost, for the BD FACS Aria Fusion Flow Cytometer located at the San Francisco VA Flow Cytometry Core Facility. This instrument is critical to ongoing VA research, as it is frequently utilized by investigators from multiple departments to support a wide range of VA-funded research projects. During the last contract period 16 different principal investigator labs, and even more scientists, with the majority being clinical research labs, specifically used the BD FACS Aria Fusion instrument.

The BD FACS Aria Fusion is a complex, high-performance, highly specialized instrument that requires highly-skilled routine preventive maintenance, timely replacement of worn or damaged components, and access to expert technical and repair support to ensure uninterrupted operation. Regular servicing is essential to maintain data accuracy, instrument reliability, and compliance with research protocols.

Failure to properly maintain the system would result in downtime, delayed research, and potential loss of valuable experimental data—negatively impacting VA research progress and outcomes.

2. Project Scope The San Francisco VA Medical Center seeks to establish a new service contract for the BD FACS Aria Fusion Flow Cytometer, covering one base year with two option years. This contract is essential to ensure the continued reliability and functionality of this critical research instrument.

The scope of the service contract includes the following:

· Two preventive maintenance inspections per year

· Unlimited on-site service visits, with a guaranteed 48-hour response time for service requests

· Unlimited technical phone support for troubleshooting and user assistance

· Installation of software and firmware updates as released by the manufacturer

· User training as needed to ensure proper operation of the system

· Replacement of covered broken or worn parts at no additional cost

· All labor and travel expenses for BD-certified service technicians included in the contract

This comprehensive service plan ensures that the BD FACS Aria Fusion will continue to operate within manufacturer specifications, minimizing instrument downtime and supporting uninterrupted research activities at the VA.

3. Specifications The BD service contract for the BD FACS Aria Fusion Flow Cytometer, covering one year with two option years, includes the following comprehensive maintenance and support services to ensure optimal system performance:

Maintenance and Support Services:

· Unlimited on-site service visits (Monday–Friday) with guaranteed 48-hour response for emergency service requests

· Unlimited telephone technical support for instrumentation-related issues

· Two preventive maintenance (PM) inspections per 12-month period, including:

· Coordination with customer to schedule PM visits

· Two PM kits included

· Inspection and discussion with equipment operators regarding performance and satisfaction

· Software and System Review:

· Verify BD FACSDiva software and operating system versions for compliance with current specifications

· Install applicable software updates released during the contract term

· Provide user training related to updates or changes

· Repair and Calibration Services:

· Provide all necessary replacement parts for repairs covered under the contract (excluding consumables and vendor-stated exclusions)

· Optical alignment verification to ensure system precision

· Laser voltage verification and adjustment

· Inspect and verify fluidics system integrity, pressure consistency, and absence of leaks

· Validate that IP and fluorescent shading metrics are within reference values

· Confirm laser output values for all laser units

· Inspect filter modules and confirm that all fluorescent filters are installed and functional

· Replace and install new filters, if necessary

· Test overall system operation and software performance

· Ensure cooling fan functionality to prevent overheating of lasers and core components

Labor and Technical Support Inclusions:

· Labor and travel for scheduled preventive maintenance

· Labor, parts, and travel for remedial (unscheduled) repairs

· Priority telephone and email access to:

· Instrument technical support

· Application technical support

· Provision of detailed service documentation following each visit or intervention

4. Delivery Location:

San Francisco VAHCS 4150 Clement Street San Francisco, CA 94121

5. Delivery Requirements:

The vendor will schedule two preventative maintenance services with trained BD service technician on site per year. Further on-site visits and technical service will be administered as required.