SOW for 9.4T MRI service contract.docx

STATEMENT OF WORK (SERVICES)

(SOW)

GENERAL INFORMATION

Title of Project:

Service Contract for Bruker Biospec 94/20 MRI Console, Cryocooler and Coils

Statement of Need and Purpose:

This requirement is for an extended service contract for our Biospec 94/20 MRI console, cryocooler and associated gradient, shim and radio-frequency coils, all located at the NIH Biomedical Research Center (BRC) in Baltimore, Maryland. Because this equipment is absolutely vital and central to NIA’s STARRRS project, which involves time-critical experiments on irreplaceable animals, it is essential that this instrument 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 this scanner will increase considerably in the near future and so it 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:

Base Year (9/01/2026 to 8/31/2027) Option year 1 (9/01/2027 to 8/31/2028) Option year 2 (9/01/2028 to 8/31/2029) Option year 3 (9/01/2029 to 8/31/2030)

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, E-mail and remote access (e.g. TeamViewer, Microsoft Teams) support for troubleshooting console and coil problems on the Biospec 94/20 MRI scanner (system ID 422057). The term “console” includes the Radio-frequency (RF)/Data, gradient amplifier and dual-loop heat exchanger (DLHE) racks, CCM cabinet, preamplifiers, and all components inside these racks.

2. The contractor shall provide telephone and E-mail support for troubleshooting the cryocooler system that supports the Biospec 94/20 USR magnet.

3. The contractor shall perform one preventive maintenance service visit per contract year. This service should include tests to ensure that all covered components (as defined above) meet manufacturer’s performance specifications, upgrades to software, hardware and firmware per manufacturer’s recommendations and a report to the owner summarizing the test results and preventive and remedial work done during the visit.

4. The contractor shall maintain an inventory of up-to-date console parts and replacement or loaner radio-frequency, gradient and shim coils for the Biospec 94/20 USR MRI scanner. All parts must contain the latest hardware configuration and firmware needed for compatibility with our scanner’s electronic and software systems.

5. In those situations where the 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.

6. 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.

7. The contractor shall provide the following preventive maintenance and remedial services to support the cryocooler system of the Biospec 94/20 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.

8. Contractor shall repair and return or provide replacements for defective radio-frequency, gradient and shim coils associated with the Biospec 94/20 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 94/20 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 Biospec 94/20 USR MRI scanner and its 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 94/20 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 the Biospec 94/20 MRI console, 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 Biospec 94/20 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.

Key Personnel:

n/a

Data Rights:

Section 508—Electronic and Information Technology Standards:

The work performed under the proposed contract will not involve the development of new electronic or IT hardware or software, so this section is not applicable.

Publications and Publicity:

No publications or publicity are anticipated to arise from the work performed under the proposed contract.

Confidentiality of Information:

ATTACHMENTS

1. Independent Government’s Cost Estimate (IGCE)

2. Market Research Document

3. HHS Acquisition Plan (unsigned)

CONTRACTING OFFICER'S REPRESENTATIVE (COR)

The following Contracting Officer's Representative (COR) will represent the Government for the purpose of this contract:

Kenneth Fishbein, Ph.D.

National Institute on Aging (NIA) Biomedical Research Center (BRC) 251 Bayview Blvd; Room 04B120 Baltimore, MD 21224 Phone: 410-558-8512 Email: fishbeink@mail.nih.gov

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