SOW.pdf

STATEMENT OF WORK

1.0 TITLE

Maintenance Services for one (1) Bruker Preclinical MRI System

2.0 BACKGROUND

The National Cancer Institute (NCI), Center for Cancer Research (CCR), Radiation Biology Branch (RBB) activities are focused on pre-clinical basic science research aimed at identifying and incorporating novel approaches to cancer treatment, evaluation, and prevention. The rapid uncontrolled growth of cancer cells requires a different metabolism than the steady, controlled growth of normal cells. Detecting this abnormal metabolism provides both a way to improve cancer diagnosis and a new potential avenue for treatment.

The RBB has initiated several studies using a multinuclear MRI system with a cryogen-free 3.0 Tesla magnet obtained from Bruker in 2019. This government-owned system is heavily used and regular maintenance services are necessary. This purchase order will enable site visits for regular maintenance and incidental repairs. This will allow researchers in the RBB to conduct preclinical studies with consistent performance.

3.0 SCOPE

The Contractor shall provide all labor, material and equipment necessary to maintain one (1) Government-owned Bruker Preclinical MRI system. This system is used for various collaborative research projects on metabolic MRI with a wide variety of branches within NCI and NIH. The details for this system are as follows:

Model Name: BioSpec 3T Model No: 1P MRT 30/18 Serial No: S 10279443

All maintenance services shall be performed on-site in accordance with the this Statement of Work and the manufacturer’s standard commercial maintenance practices.

4.0 SPECIAL ORDER REQUIREMENTS

4.1 PREVENTATIVE MAINTENANCE

The Contractor shall perform one (1) planned preventive maintenance during each 12-month performance period (e.g. Base Period, Option Period 1). Technically qualified factory-trained personnel shall perform preventative maintenance services. This service shall consist of a thorough cleaning, calibration, adjustment, inspection, and testing of all equipment in accordance with the manufacturer’s latest established service procedures.

All equipment shall be operationally tested through at least one (1) complete operating cycle at the end of each preventive maintenance inspection to assure optimum and efficient performance. All maintenance services shall be performed by original equipment manufacturer (OEM)-certified personnel.

4.2 EMERGENCY SERVICE

The Contractor shall perform on-site, emergency repair service visits related to hardware failure during each 12-month performance period at no additional cost to the Government. All labor and travel shall be included in the fixed-price value of this order.

The Contractor shall provide an on-site response including a qualified factory-trained service representative to inspect the equipment and perform all repairs and adjustments necessary to restore the equipment to normal and efficient operating condition within seventy two (72) hours after receipt of notice that any part of the equipment is not functioning properly. Emergency service calls shall not replace the necessity for planned preventative maintenance.

Emergency services shall be provided Monday – Friday, 9:00 a.m. – 5:00 p.m. EST/EDT, excluding Federal public holidays as defined by 5 U.S.C. 6103. Information on observed holidays may be located on the OPM website located at:

https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/

4.3 REPLACEMENT PARTS

The Contractor shall furnish all required replacement parts at no additional cost to the Government, with the exception of consumables. Parts shall be new or remanufactured to OEM- specifications.

Parts shall be shipped “Overnight” to be delivered the earliest next business day after receipt of notice that any part of the equipment is not functioning properly.

4.4 SOFTWARE UPDATES/SERVICE

The Contractor shall provide software service and updates in accordance with the manufacturer’s latest established service procedures. The Contractor shall also provide telephone access to technical support for use of program software and troubleshooting of the operating systems, at no additional cost to the Government. The Contractor shall receive advance approval from the TPOC for the installation of all software updates and revisions from the Government. Defective software shall be replaced/reinstalled at no additional cost to the Government.

The Contractor shall provide unlimited technical telephone support for troubleshooting for the instrument and application support (Monday-Friday 8:00am -9:00pm EST), excluding Federal holidays.

4.5 SERVICE EXCLUSIONS

The Contractor shall not be responsible for any repairs necessitated by abuse, neglect, vandalism, Acts of God, fire or water. These repairs shall be the subject of a separate purchase order and shall not be performed under this purchase order.

https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/

4.6 PERSONNEL QUALIFICATIONS

Technically qualified factory-trained personnel shall perform service to the Bruker 3T MRI system. All primary service personnel shall have at least one backup support person with at least the same level of expertise on the equipment covered by this purchase order.

4.7 SECTION 508 COMPLIANCE

Regardless of format, all digital content or communications materials produced as a deliverable under this contract, shall conform to applicable Section 508 Standards to allow Federal employees and members of the public with disabilities to have access to and use of information and data that is comparable to the access to and use of information and data by Federal employees or by members of the public who are not individuals with disabilities. Remediation of any materials that do not comply with the applicable Section 508 requirements as set forth below, shall be the responsibility of the Contractor.

HHS guidance regarding accessibility of documents can be found at https://www.hhs.gov/web/section-508/making-files-accessible/create-accessible-pdfs/index.html.

Federal government-wide guidance regarding accessibility of documents can be found at https://www.section508.gov/, including the documents describing the preferred method of authoring and testing documents produced in Microsoft Word 2013 or later, Microsoft Excel, and files formatted as PDF.

5.0 TYPE OF ORDER

This is a firm fixed-price purchase order.

The services acquired under this order are severable services. Funds are only available for use for the contract line item number (CLIN) to which they are obligated. Unused funds from one CLIN or order period may not rollover for use in other periods or CLINs.

6.0 PERIOD OF PERFORMANCE

The base period of performance shall be for twelve (12) months from the effective date, with four (4), 12-month option periods.

The anticipated period of performance is:

Base Period: 04/20/2021 – 04/19/2022 Option Period 1: 04/20/2022 – 04/19/2023 Option Period 2: 04/20/2023 – 04/19/2024 Option Period 3: 04/20/2024 – 04/19/2025 Option Period 4: 04/20/2025 – 04/19/2026

7.0 PLACE OF PERFORMANCE

https://www.hhs.gov/web/section-508/making-files-accessible/create-accessible-pdfs/index.html https://www.hhs.gov/web/section-508/making-files-accessible/create-accessible-pdfs/index.html https://www.section508.gov/

Remote support services shall be provided at the Contractor’s facilities or facilities authorized by the Contractor.

Onsite services shall be performed at the following location:

NIH, NCI,

10 Center Dr Bethesda, MD 20892

8.0 DELIVERY AND ACCEPTANCE

8.1 GENERAL

Pursuant to FAR clause 52.212-4, all work described in the statement of work (SOW) and delivered under this purchase order is subject to final inspection and acceptance by an authorized representative of the Government.

8.2 SPECIAL CONSIDERATIONS REGARDING DELIVERIES & SERVICES

PERFORMED DURING COVID-19 PANDEMIC

Services outlined in the Statement of Work may be delayed due to conditions related to SARS- CoV-19 (COVID-19). If services provided under this purchase order are impacted by COVID- 19, the Contractor shall provide all services at a different time and date at no additional cost to the Government.

The Contractor shall direct all courier and delivery services – including those not operated by the Contractor (e.g. FedEx, USPS, UPS) – to follow the instructions in this section.

All companies delivering to the NIH main campus must comply with Commercial Vehicle Inspection Facility (CVIF) access procedures. Upon arrival, the CVIF will provide a list of buildings and loading docks to delivery personnel.

Deliveries will be logged in at the loading dock, and the loading dock contractor or Government personnel will attempt to contact the TPOC listed on the package. If the TPOC is unable to accept the package, the delivery shall not be left at the loading dock station. The delivery must be returned to the Contractor, and the Contractor must coordinate with the TPOC to deliver on another date at no additional cost.

Deliveries can only be made between 6:00 a.m. and 4:00 p.m. EST, Monday – Friday, excluding federal holidays.

NOTE: This purchase order includes deliveries and services to NIH Building 10. Personnel entering Building 10 will be required to complete additional steps that include brief medical screening before unloading and/or entering Building 10 to make deliveries or perform services.

These steps are necessary to protect patients and staff. Personnel may be asked a series of questions related to recent travels and if any physical symptoms relevant to COVID 19.

9.0 PAYMENT

Payment shall be made monthly in arrears. Payment authorization requires submission and approval of invoices to the COR and NIH OFM, in accordance with the payment provisions listed below:

The following clause is applicable to all Purchase Orders, Task or Delivery Orders, and Blanket Purchase Agreement (BPA) Calls: Prompt Payment (Jan 2017) FAR 52.232-25. Highlights of this clause and NIH implementation requirements follow:

I. Invoice Requirements

A. An invoice is the Contractor's bill or written request for payment under the contract for supplies delivered or services performed. A proper invoice is an "Original" which must include the items listed in subdivisions 1 through 12, below, in addition to the requirements of FAR 32.9. If the invoice does not comply with these requirements, the Contractor will be notified of the defect within 7 days after the date the designated billing office received the invoice (3 days for meat, meat food products, or fish, and 5 days for perishable agricultural commodities, dairy products, edible fats or oils) with a statement of the reasons why it is not a proper invoice. (See exceptions under II., below.) Untimely notification will be taken into account in the computation of any interest penalty owed the Contractor.

1. Vendor/Contractor: Name, Address, Point of Contact for the invoice (Name, title, telephone number, e-mail and mailing address of point of contact).

2. Remit-to address (Name and complete mailing address to send payment).

3. Remittance name must match exactly with name on original order/contract. If the Remittance name differs from the Legal Business Name, then both names must appear on the invoice.

4. Invoice date.

5. Unique invoice #s for all invoices per vendor regardless of site.

6. NBS document number formats must be included for awards created in the NBS:

Contract Number; Purchase Order Number; Task or Delivery Order Number and Source Award Number (e.g., Indefinite Delivery Contract number; General Services Administration number); or, BPA Call Number and BPA Parent Award Number.

7. Data Universal Numbering System (DUNS) or DUNS + 4 as registered in the Central Contractor Registration (CCR).

8. Federal Taxpayer Identification Number (TIN). In those exceptional cases where a contractor does not have a DUNS number or TIN, a Vendor Identification Number (VIN) must be referenced on the invoice. The VIN is the number that appears after the contractor’s name on the face page of the award document.

9. Identify that payment is to be made using a three-way match.

10. Description of supplies/services that match the description on the award, by line billed.*

11. Freight or delivery charge must be billed as shown on the award. If it is included in the item price do not bill it separately. If identified in the award as a separate line item, it must be billed separately.

12. Quantity, Unit of Measure, Unit Price, Extended Price of supplies delivered or services performed, as applicable, and that match the line items specified in the award.*

NOTE: If your invoice must differ from the line items on the award, please contact the Contracting Officer before submitting the invoice. A modification to the order or contract may be needed before the invoice can be submitted and paid.

B. Shipping costs will be reimbursed only if authorized by the Contract/Purchase Order. If authorized, shipping costs must be itemized. Where shipping costs exceed $100, the invoice must be supported by a bill of lading or a paid carrier's receipt.

C. The Contractor shall submit invoice to the National Institutes of Health (NIH)/Office of Financial Management (OFM) via email at invoicing@nih.gov with a copy to the approving official, as directed below. The Contractor must follow step-by-step instructions as stated in the NIH/OFM Electronic Invoicing Instructions for NIH Contractors/Vendors, which is included as an attachment on the website at https://oamp.od.nih.gov/DGS/DGS-workform-information/attachment-files. The invoice shall be transmitted as an attachment via email to the address listed above in one of the following formats: Word, or Adobe Portable Document Format (PDF). The Contractor must submit only one invoice per email. Do not submit supporting documentation (e.g., receipts, time sheets, vendor invoices, etc.) with your invoice unless specified elsewhere in the contract or requested by the Contracting Officer.

The Contractor shall submit a copy of the electronic invoice to the following Contracting Officer’s Representative/ Technical Point of Contact (TPOC):

NOTE: TPOC/COR shall be provided at time of award.

For inquiries regarding the status of invoices, contact OFM Customer Service via email at ofm_customer_service@incontactemail.com or via phone at 301-496-6088. To send your inquiries via other available communication methods refer to the OFM Customer Service website at https://ofm.od.nih.gov/Pages/Customer-Service.aspx.

Note: The OFM Customer Service is open Eastern Standard Time Monday – Friday from 8:30 a.m. to 5:00 p.m. and is closed between 12:00 p.m. to 1:00 p.m.

https://ofm.od.nih.gov/Pages/Home.aspx https://ofm.od.nih.gov/Pages/Home.aspx mailto:invoicing@nih.gov https://oamp.od.nih.gov/DGS/DGS-workform-information/attachment-files https://oamp.od.nih.gov/DGS/DGS-workform-information/attachment-files https://oamp.od.nih.gov/DGS/DGS-workform-information/attachment-files mailto:OFM%20Customer%20Service mailto:ofm_customer_service@incontactemail.com https://ofm.od.nih.gov/Pages/Customer-Service.aspx

II. Invoice Payment

A. Except as indicated in paragraph B., below, the due date for making invoice payments by the designated payment office shall be the later of the following two events:

a. The 30th day after the designated billing office has received a proper invoice.

b. The 30th day after Government acceptance of supplies delivered or services performed.

B. The due date for making invoice payments for meat and meat food products, perishable agricultural commodities, dairy products, and edible fats or oils, shall be in accordance with the Prompt Payment Act, as amended.

III. Interest Penalties

A. An interest penalty shall be paid automatically, if payment is not made by the due date and the conditions listed below are met, if applicable.

a. A proper invoice was received by the designated billing office.

b. A receiving report or other Government documentation authorizing payment was processed and there was no disagreement over quantity, quality, or contractor compliance with a term or condition.

c. In the case of a final invoice for any balance of funds due the contractor for supplies delivered or services performed, the amount was not subject to further settlement actions between the Government and the Contractor.

B. Determination of interest and penalties due will be made in accordance with the provisions of the Prompt Payment Act, as amended, the Contract Disputes Act, and regulations issued by the Office of Management and Budget.

IV. PROVIDING ACCELERATED PAYMENT TO SMALL BUSINESS

SUBCONTRACTORS, FAR 52.232-40 (December 2013)

a) Upon receipt of accelerated payments from the Government, the Contractor shall make accelerated payments to its small business subcontractors under this contract, to the maximum extent practicable and prior to when such payment is otherwise required under the applicable contract or subcontract, after receipt of a proper invoice and all other required documentation from the small business subcontractor.

b) The acceleration of payments under this clause does not provide any new rights under the prompt Payment Act.

Include the substance of this clause, include this paragraph c, in all subcontracts with small business concerns, including subcontracts with small business concerns for the acquisition of commercial items