SOW FOR RFQ.pdf

Request for Quotation Number 1333ND22QNB640540

Statement of Work

BACKGROUND INFORMATION

The Inorganic Chemical Metrology Group (ICMG) in the Chemical Services Division, of the National Institute of Standards and Technology’s Material Measurement Laboratory (NIST/MML), serves as the Nation's reference laboratory for chemical measurements and standards to enhance U.S. industry's productivity and competitiveness, assure equity in trade, and provide quality assurance for chemical measurements used for assessing and improving public health, safety, and the environment. The Chemical Sciences Division is responsible for the development and characterization of Standard Reference Materials (SRMs) and Reference

Materials (RMs) to enhance chemical measurement comparability within the U.S. and to provide a basis for measurement comparability with other nations.

Preventive maintenance and service contracts are needed for three Thermo Scientific X Series Inductively

Coupled Plasma Mass Spectrometers (ICP-MS) that are used to support clinical, food, environmental, nanotechnological, fuel, metal alloy, cement, and advanced materials analyses. Work with these instruments supports collaborations with other operating units as well as the Food and Drug Administration.

Current research focus areas involving these instruments include (but are not limited to) the development of mercury metrology measurements essential for assigning certified mercury values for several RMs and SRMs, single particle ICP-MS measurements of gold, silver, platinum, and metal oxide nanoparticles in commercial nanomaterials and food additive materials, and the development of isotope dilution ICP-MS methods that are currently being employed for the certification of standards such as human serum and soil.

PURPOSE

The Contractor shall provide recertification, preventive maintenance and repair on a scheduled and as-needed basis for the three Thermo Scientific X Series ICP-MS instruments.

PREVENTIVE MAINTENANCE VISIT & RECERTIFICATION

The equipment intended to be covered has not been covered by a service contract for approximately three (3) years. If necessary, the Contractor shall provide all required parts and labor required to complete all repairs and recertify the following Thermo X Series ICP-MS instruments:

(1) Serial Number SN01583C located in Gaithersburg, MD;

(2) Serial Number X0372, located in Gaithersburg, MD; and

(3) Serial Number 0109C, located in Charleston, SC at the Hollings Marine Laboratory.

The Contractor must schedule the visit(s) for preventive maintenance and recertification, in advance, with the

NIST Technical Point of Contact (TPOC). Funding for this action is not covered under this contract. Payment will be made by the Program Office a Government Purchase Card. The Contractor shall notify the TPOC and the Contracting Officer of the date when the service contract can commence.

All work must be accomplished by trained personnel who are fluent in the operation of the covered equipment.

Personnel must meet requirements identified herein.

Preventive maintenance and recertification must be rendered on-site at the NIST Gaithersburg and NIST

Charleston campuses.

In the event that a part or the equipment needs to be repaired off-site, the Contractor shall prepare and package the equipment for shipment and retain responsibility for the cost and liability for shipments to and from the

NIST site.

All parts shall be approved for use with the instrument by Thermo Scientific. The Contractor shall only employ tools, instruments, software, test apparatus, methodologies, techniques, and practices approved for use with the instrument by the manufacturer. The service protocols and instrument specifications shall be adhered to at all times.

SERVICE CONTRACT

The service contract shall include preventive maintenance, service calls, system enhancements, and telephone support in accordance with the following requirements.

Preventive Maintenance

The Contractor shall provide one (1) preventive maintenance visit for each piece of equipment, during each one-year term of the service contract.

Preventative maintenance shall include routine maintenance actions recommend by the Original Equipment

Manufacturer (OEM) to ensure optimum instrument performance. Preventative maintenance must ensure the instrument is operating to OEM’s specifications, taking all action necessary to ensure optimum instrument operation until the next scheduled visit.

Scheduling of the visits shall be consistent with the maintenance requirements of the instrument as detailed in the service and use manuals for the equipment.

Preventive maintenance visits shall occur during NIST’s regular business hours, Monday through Friday, between 8:30 a.m. and 5:00 p.m. Eastern Time, with the exception of Federal Holidays. Visits must be scheduled at least 30 days in advance with the NIST Technical Point of Contact.

The scheduled maintenance visits may be made at the same time as an unscheduled visit for corrective or other action if such a visit occurs within one month before a scheduled preventive maintenance visit.

System Enhancements

The Contractor shall install or make available for installation by the TPOC (with Contractor instruction), all software updates released during the period of performance of the service contract. Updates must be provided to the Government not later than 60 days after any update is released. Updates shall not compromise system performance.

If Contractor installation is necessary to ensure proper performance, prior to completion of the installation, the

Contractor shall test the equipment, review the equipment’s performance, and take whatever steps are necessary to ensure the equipment is functioning in accordance with the manufacturers’ specifications.

The Contractor shall also back up any saved methods and instrument parameters before installation of any updates.

Service Calls

The Contractor shall respond to an unlimited number of requests for service calls for the Thermo X2 ICP-MS instruments in the event of instrument(s) failure which requires immediate repair. The Contractor shall provide travel, labor, and any factory-certified parts that require replacement.

Respond to service calls during regular NIST business hours only - Monday through Friday, between 8:30 a.m.

and 5:00 p.m. Eastern Time with the exception of Federal Holidays. A service technician must provide on-site service at NIST Gaithersburg within a maximum 72-hour response time after the service request is placed. No weekend service visits are required.

In the event that the Contractor is unable to resolve the problem during the service call, the Contractor shall provide telephone support and on-site support as needed to ascertain a solution.

The Contractor is responsible to obtain all parts required for all repairs and maintenance. The Contractor shall make a reasonable effort to secure parts within 24 hours after identifying the need for a replacement part for the covered equipment.

All repairs must result in the instruments meeting manufacturer’s specifications.

Any parts or components removed for replacement shall become the property of the Contractor unless otherwise agreed to by the parties. The Contractor shall remove the parts from the NIST campus at the time of the service call or provide shipping instructions and return shipping information that NIST may return the parts to the

Contractor within 3 days after the service visit is completed. The Contractor shall assume all charges and liability for all shipments.

Clarification: Should a part need to be replaced and that part is determined by NIST to be contaminated, NIST will dispose of the item and the Contractor shall order a replacement at US list price. No core rebates will be provided for items deemed to be contaminated.

Service Conditions

Repairs must be accomplished by trained personnel who are fluent in the operation of the covered equipment.

Personnel must meet requirements identified herein.

Service must be rendered on-site at the NIST Gaithersburg or NIST Charleston campuses unless otherwise agreed by the TPOC, the Contracting Officer and the Contractor.

In the event that a part needs to be repaired off-site, the Contractor shall be responsible for all packaging, shipping, and transportation costs as well as liability for the shipment to and from NIST Gaithersburg. The

Contractor shall be responsible for providing a “Return Authorization Number” or other information authorizing return of the shipment to their facility prior to the shipment.

All parts shall be approved for use with the instrument by Thermo Electron. The Contractor shall only employ tools, instruments, software, test apparatus, methodologies, techniques, and practices approved for use with the instrument by the manufacturer. The service protocols and instrument specifications shall be adhered to at all times.

Telephone Support

The Contractor shall provide telephone support for the covered equipment during regular business hours.

Telephone support must include response to questions about operating practices, application use, and service issues that can be diagnosed and resolved over the telephone.

Service Tickets

The Contractor provide the TPOC a service ticket from NIST for each service call. The service ticket shall include the following:

a. Date and time of arrival to NIST.

b. Description of service performed.

c. Name and quantity of any parts that were repaired.

d. Name and quantity of any parts that were replaced.

e. Date and time of departure from NIST.

f. Diagnostic test results or narrative summary demonstrating that the instrument and/or accessories are meeting the performance standards.

g. Any comments or recommendations.

h. Signature of Contractor’s service person

i. Signature block for NIST personnel accepting the services rendered.

The service ticket shall be provided prior to departure from the NIST site.

Warranty

All labor, replacement parts and components (excluding consumables) provided by the Contractor must be guaranteed for a period of ninety (90) days from the service visit completion date.

The Contractor shall provide all information necessary for the COR or TPOC to authorize entrance to the NIST campus in accordance with NIST Security Policy and Procedures. The Contractor shall conform to all NIST

Safety protocols including COVID-19 considerations.

PERIOD OF PERFORMANCE

The service agreement shall commence immediately upon recertification of each instrument for a one year period.

The Contracting Officer will modify the contract to clearly identify the base period and each one year option period for the service agreement.

PLACE OF PERFORMANCE

Performance will be at NIST, 100 Bureau Dr, Gaithersburg, MD 20899, and Hollings Marine Laboratory, 331 Fort

Johnson Road, Charleston, SC 29412.

GOVERNMENT FURNISHED PROPERTY

Any property, data and/or information provided by the Government in the performance of this contract shall remain the property of the Government, shall be used soley for the successful completion of work under this contract, and shall be surrendered to the government upon completion or termination of this requirement.

Likewise, all deliverables generated under this requirement shall remain the property of the Government.

If a given hand tool is available, the Government will provide such tools during the performance of any given on-site service call.

TRAVEL

Travel to the NIST, Gaithersburg or Hollings Marine Laboratory, Charleston SC is required. All travel expenses must be included in the price of the service agreement.

CONTRACTOR’S MINIMUM QUALIFICATIONS

Contractor personnel performing work under this contract must have a fluent understanding of the covered equipment as well as the repairs and parts required for the Thermo XSeries ICP-MS instruments.

Contractor personnel shall have at least two (2) years of experience with field servicing Thermo XSeries ICP-MS instruments.

Due to security requirements, Contractor personnel must be US citizens to access the NIST, Gaithersburg and Hollings

Marine Laboratory, Charleston campuses.

GENERAL INFORMATION

Safety: The Contractor employee shall be responsible for knowing and complying with all service safety prevention regulations. Such regulations include, but are not limited to, general safety, COVID-19, fire prevention, and waste disposal.

Security: NIST Gaithersburg and Hollings Marine Laboratory are restricted campuses. An identification badge is required for access for entry into buildings and also is shown to the armed Security Police when entering either campus.

Identification Badges: Contractor employees shall comply with NIST identification and access requirements. Each

Contractor employee shall wear a visible identification badge provided by the NIST Security Office. The Contractor shall provide all information necessary for the TPOC to authorize entrance to the NIST campus in accordance with NIST

Security Policy and Procedures.