SOW - Halo.docx

Statement of Work

NIH/OD/OLAO/OA

Statement of Work (SOW) Office of Acquisitions 10/21/2021

TABLE OF CONTENTS

1.0 INTRODUCTION/OVERVIEW

This project seeks to initiate and retain maintenance service contract coverage for NIDCD’s TFS/FEI Titan Halo transmission electron microscope (TEM) system.

1.1 BACKGROUND

The Advanced Imaging Core (AIC) assists scientists in the NIDCD with basic biological research on hearing disorders and neuroscience. The focus is on electron microscopy work and training, services that are also offered to labs outside of the institute as availability permits. This acquisition is the start of a maintenance service contract for NIDCD’s TFS/FEI Titan Halo TEM and associated components. In order to keep this electron microscope operational and maintain it in peak performing condition, a maintenance contract that covers repair and routine maintenance is required. With over two million dollars invested in this advanced and intricate instrumentation, and considering the proprietary technology involved in both the hardware and software that controls it, the maintenance of our electron microscope requires a very specialized and experienced contractor. The purpose of the service contract agreement is to provide preventative maintenance and service as necessary in order to keep the instrument operating within the GLP standards, preventing problems and downtime, and minimizing the impact of a broken instrument for the researchers who rely on it. In order for the lab to remain competitive, the equipment used for experiments must be kept in top working condition so that data quality doesn’t erode over time and downtime from broken instrumentation is kept to a minimum. The research results are published in scientific journals and are subjected to strict peer review.

1.2 SCOPE and OBJECTIVES

Under this task order, the contractor will provide repair and preventative maintenance (PM) services to satisfy the overall operational objectives of the AIC, located in the NIH/NIDCD. The primary objective is to initiate and retain coverage under a maintenance service contract with PM service for NIDCD’s TFS/FEI Titan Halo TEM and associated components that includes parts/labor/materials, maximizes performance and uptime, and ensures acquisition of the highest quality data attainable.

2.0 REQUIREMENTS

The contractor must:

1. Actually maintain and repair scientific equipment, not just provide a mere “insurance policy” or serve as middlemen to the actual service providers.

2. Employ service engineers who are extensively trained directly by the original equipment manufacturer (Thermo Fisher Scientific/FEI) on how to maintain and repair the TEM. These engineers must have the necessary knowledge to service all aspects of the instrument, including hardware, software and proprietary components. The engineers must be extremely familiar with the operation of the electron microscope and related components as well as familiar with other equipment and software from the OEM and third-party electron microscopy component vendors which are embedded in or connected to the electron microscope. This would include such items as cameras, detectors, and image acquisition and processing software. All engineer training must be kept current and the engineers must have access to manufacturer technical bulletins, engineering notes and updates.

3. Use these engineers to conduct all of the service on the instrument and related components.

4. Have current certification and authorization from TFS/FEI to service their electron microscopes.

5. Have access to all instrument operation and repair information, including manuals, schematics and technical bulletins.

6. Have priority access to all replacement parts, including proprietary components.

7. Have an understanding of techniques used in the lab such as traditional electron microscopy, cryo-electron microscopy and cryo-electron tomography.

8. Have years of experience maintaining and repairing electron microscopes manufactured by TFS/FEI.

9. Be able to produce on request references from long term and satisfied customers whose laboratories undertake demanding and cutting-edge electron microscopy research similar to the current and intended work of the AIC.

2.1 TASKS

1. Provide a Maintenance Service Contract: The maintenance service contract includes labor, travel, living expenses and parts coverage (including system software and/or software updates that improve the functionality of previously purchased software capabilities). Service availability is Monday through Friday, during normal business hours, with a targeted response time of 48 hours.

2. Scheduled Maintenance: A minimum of one scheduled preventative maintenance visit shall be provided during the term of the contract. During the course of scheduled visits, ordinary repairs and adjustments arising from normal usage of the equipment shall be made. The contractor shall perform a compliance review of the equipment and shall clean and align the equipment, as necessary for full functionality. These visits shall be scheduled at reasonably spaced intervals and at a mutually agreed upon date and time.

3. Unscheduled Maintenance: The Government may place corrective unscheduled maintenance (repair) service calls to the contractor at no additional cost in the event of equipment failures requiring repair. The contractor shall respond to unscheduled maintenance calls within 48 hours of being notified of the need for repair by the Government. The Government shall have priority over service required by non-contract-holding customers for unscheduled field and factory service.

4. Telephone Support: The contractor shall provide unlimited telephone support for repair and maintenance of the equipment during normal business hours, excluding holidays. Telephone support shall include response to questions about operating practices, applications, use and service issues that can be diagnosed and resolved over the telephone.

5. Replacement Parts and Components: The contractor shall make reasonable commercial efforts to secure necessary replacement parts and components to perform all required service and maintenance. The contractor shall ship parts within twenty-four hours after identifying the need for a replacement part for the equipment, subject to availability. The contractor may supply reconditioned parts that meet the manufacturer’s specifications. The contractor shall obtain replacement parts from the original equipment manufacturer in order to maintain the high quality and performance of the instruments.

6. Requesting Service: The contractor shall supply a telephone number to their customer service center for use in requesting service or support regarding equipment.

7. Consumable Coverage and Exclusion: In the interest of reasonable cost, consumable items may be excluded from the agreement with the exception of the FEG source. At least one FEG source is to be covered and be replaced upon failure per contract year. Other system consumables can be excluded from coverage. The contractor shall otherwise repair/replace all parts required for the operation of the equipment.

8. Parts and Services Outside of the Contract: The Government may request services and/or parts beyond what is provided in this contract. The contractor shall provide a detailed quote listing an estimate of labor and materials that includes a 15% discount off the list price.

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

10. Compliance with Rules: The contractor shall comply with all NIH rules and regulations regarding safety and security. The NIH Project Officer will make a copy of NIH rules and regulations available upon request by the contractor. The contractor shall conform to applicable Federal and Maryland state laws.

11. Independent Contractor: The contractor shall be considered an independent contractor and not an agent of the Government.

12. Confidential Information: The contractor shall not disclose information the Government has deemed confidential.

2.2 SCHEDULE

Period of performance: One year plus five option years, 1/1/22 – 12/31/27:

Instrument Location:

Advanced Imaging Core (AIC) National Institute of Deafness and Other Communication Disorders (NIDCD) National Institutes of Health (NIH) 35 Convent Drive, Room BB-1215 Bethesda, MD 20892