SOW_NOI.pdf

STATEMENT OF WORK

1.0 TITLE

Preventive Maintenance Services for One (1) MRS*PET/CT Imaging Scanner.

2.0 BACKGROUND

The Molecular Imaging Branch (MIB) at the National Institutes of Health (NIH), National

Cancer Institute (NCI), Center for Cancer Research (CCR), requires preventive maintenance services and support for the MRS*PET/CT Imaging Scanner system. This system consists of two key components: one (1) MR Solutions Micro Positron Emission Tomography (PET) 1203 and one (1) Computed Tomography (CT) 120. The MIB focuses on the clinical translation of targeted imaging agents for cancer imaging. To advance the CCR/MIB’s research efforts, the

MIB recently acquired a MRS*PET/CT Imaging Scanner from another division for preclinical research imaging. The service contract for the MRS*PET/CT Imaging Scanner expired during the transfer, necessitating a one-time recertification to ensure proper functionality. This scanner system is critical to MIB’s preclinical research studies and must be accurately calibrated and maintained according to the manufacturer’s specifications. Any deviations from these requirements could impair diagnostic accuracy and compromise the integrity of data for ongoing studies.

3.0 SCOPE

The Contractor shall provide all labor, material and equipment necessary to maintain and provide preventive maintenance for the following MRS*PET/CT Imaging Scanner system:

• One (1) MR Solutions microPET 1203, S/N: 3200.0009.2690.1128

• One (1) MR Solutions microCT Powerscan 120, S/N: C1001

All maintenance services shall be performed on-site in accordance with the Original Equipment

Manufacturer’s (OEM) most current standard commercial maintenance practices. Onsite and emergency services shall be provided during standard business hours (defined as 8:00 am – 5:00 pm EST, Monday through Friday, excluding Federal Holidays found at www.opm.gov/policy-data-oversight/pay-leave/federal-holidays and extended hours (5:00 pm – 9:00pm EST, Monday through Friday) for any issues not able to be resolved remotely, or during normal business hours.

Software updates/services may be provided remotely as applicable. All travel, labor, materials, and related charges shall be included in the purchase order price.

4.0 SPECIAL ORDER REQUIREMENTS

The Contractor shall provide all labor, materials, and equipment required to perform the following tasks:

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

4.1 RECERTIFICATION

Within two (2) weeks of award, the Contractor shall dispatch a technically qualified, factory-trained, Original Equipment Manufacturer (OEM)-certified field technician to audit, perform necessary repairs, calibrate, and recertify the MRS*PET/CT Imaging Scanner System. The recertification shall ensure that the equipment continues to meet original OEM requirements. All parts determined to be defective per system performance audit shall be replaced with OEM-certified part, and provided at no additional cost to the Government.

Within five (5) business days of completion, the Contractor shall provide a Recertification

Report in electronic format (Word or PDF file) to NCI’s Technical Point of Contact (TPOC), indicating initial audit findings, the work performed, and resulting system performance.

4.2 PREVENTIVE MAINTENANCE

The Contractor shall perform one (1) planned preventive maintenance visit during each contract period. Technically qualified factory-trained personnel shall perform this service. The service shall consist of a thorough cleaning, calibration, adjusting, 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 the preventive maintenance inspection to assure optimum and efficient performance.

A report indicating the work performed shall be provided to NCI’s Technical Point of Contact

(TPOC) within three (3) business days of completion. The report shall be provided in electronic format (Word or PDF file).

4.3 REMOTE MONITORING SERVICES

The Contractor shall provide the OEM’s remote monitoring software for routine diagnostic testing and for correcting any error conditions that have been detected in these tests or to which the Contractor has been alerted by local users of the MRS*PET/CT image scanning system.

4.4 EMERGENCY SERVICE

Unlimited on-site, emergency repair service visit shall be provided during the term of this contract at no additional cost to the Government. Emergency service shall be provided during normal working hours, Monday through Friday excluding Federal Holidays (see Section 3.0).

Upon receipt of notice that any part of the equipment is not functioning properly, the Contractor shall provide an initial response within eight (8) business hours, and an on-site response within seventy-two (72) hours 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. Emergency service calls shall not replace the necessity for planned preventative maintenance. All labor, travel, and OEM parts shall be included.

Within three (3) business days of the completion of any emergency repair services performed, the Contractor shall provide a brief emergency service report to the TPOC stating the equipment malfunction that occurred, the repair efforts, and the duration that was required to restore the equipment to operation. The emergency service report shall be provided in electronic format

(Word or PDF file).

4.5 REPLACEMENT PARTS

The Contractor shall furnish all required replacement parts, including consumables required for repair, at no additional cost to the Government. All parts shall meet original equipment manufacturer (OEM) specifications. Upon identification of required parts, they shall be delivered within 24 hours, or the following business day should the request fall on a Friday, or preceding a

Federal Holiday. If parts will take longer than 24 hours to be delivered for any reason, the

Contractor must provide the TPOC with a notification stating the reason and estimated delivery timeframe immediately upon identification of delivery delay.

If parts will take longer than 24 hours to be delivered for any reason, the Contractor must provide the TPOC with a notification stating the reason and estimated delivery timeframe immediately upon identification of delivery delay.

4.6 SOFTWARE UPDATES/SERVICE

The Contractor shall provide Software Service and updates in accordance with the manufacturer’s latest established service procedures, to include 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 for the installation of all software updates and revisions from the Government. Software service shall include all major software versions, upgrades, updates and Mandatory Safety Releases, installing the most recent version of the covered software. Software service shall include all maintenance release/service pack updates. Defective software shall be replaced at no additional cost to the

Government.

The Contractor shall provide an electronic report to the TPOC within three (3) business days after successful performance of software updates. This report shall also include the reason for the release, and any effect it may have on the operation of the MRS*PET/CT Imaging Scanner system.

4.7 TECHNICAL SUPPORT SERVICES

The Contractor shall provide at no additional cost to the Government unlimited technical support for troubleshooting for the instrument and application support twenty-four (24) hours a day, seven (7) days a week.Support services on software and hardware for the MRS*PET/CT Imaging

Scanner system shall be provided through telephone, email, and real-time remote virtual assistance. Technical support services shall be provided by certified service engineers or technically qualified factory-trained personnel.

4.8 SERVICE EXCLUSIONS

The Contractor shall not be responsible for any repairs necessitated by abuse, neglect, vandalism, Acts of God, fire or water. Should damage occur as a result of the aforementioned events, the

Government reserves the right to obtain repairs needed as a result of such events via a modification to the purchase order, under a separate purchase order, or any other method deemed appropriate and in accordance with Federal Acquisition Regulations.

4.9 PERSONNEL QUALIFICATIONS

Only technically qualified factory-trained personnel shall perform service on MR solutions

MRS*PET/CT Imaging Scanner at NIH, as covered by this purchase order. All primary service personnel shall have at least one backup support person with at least the same level of expertise on the equipment covered under this purchase order.

5.0 TYPE OF ORDER

This shall be a firm fixed-price purchase order for severable services.

6.0 PERIOD OF PERFORMANCE

The Period of Performance shall consist of one (1) 12-month base period and two (2) 12-month option periods as follows:

Base Period April 1, 2025 – March 31, 2026

Option Period 1 April 1, 2026 – March 31, 2027

Option Period 2 April 1, 2027 – March 31, 2028

7.0 PLACE OF PERFORMANCE

Onsite services shall be performed at the following location:

NIH, NCI, Molecular Imaging Branch

10 Center Dr, Bldg 10, Room B3B25

Bethesda, MD 20892

8.0 INSPECTION AND ACCEPTANCE

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

Contact (POC) who is responsible for inspection and acceptance of all services, materials, or supplies to be provided by the Contractor.

Regardless of format, all digital content or communications materials produced as a deliverable under this purchase order, 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-accessiblepdfs/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.

9.0 TECHNICAL POINT OF CONTACT

The Technical Point of Contact (TPOC) is responsible for inspection and acceptance of all work in relation to this requirement, and will serve as the Governments primary point of contact throughout the duration of the requirement. All efforts must be coordinated with this individual.

The TPOC for this requirement is: TBD

Note: The TPOC has limited authority as defined within this Statement of Work. They do not have the authority to commit or obligate Government funds, or make changes to the terms and conditions of the purchase order. As such, any changes to the purchase order must be performed by a warranted Government Contracting Officer with appropriate delegated authority to do so.

10.0 DELIVERABLES AND DELIVERY SCHEDULE

Section Deliverable Due Date

4.2 Preventive Maintenance Service Report; electronic

report or email to be provided to the TPOC

Within three (3) business days after successful performance

4.1 Recertification Report

Within five (5) business days after completion

4.2 Preventive Maintenance Service Report; electronic

report or email to be provided to the TPOC

Within three (3) business days after successful performance

4.4 Emergency Maintenance Service Report; electronic

report or email to be provided to the TPOC

Within three (3) business days after successful performance

4.5 Delayed Delivery Notification; electronic report or

email to be provided to the TPOC

Immediately upon identification of delivery delay

4.6 Software Updates/Services Report; electronic

report or email to be provided to the TPOC

Within three (3) business days after successful performance

11.0 PAYMENT

Payment shall be made quarterly in arrears. Payment authorization requires submission and approval of invoices to the TPOC 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 (JUL 2013) 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. Unique Entity ID (UEID) as registered in the System for Award Management

(SAM.gov).

8. Federal Taxpayer Identification Number (TIN). In those exceptional cases where a contractor does not have a UEID 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 payment requests electronically using the Department of

Treasury Invoice Processing Platform (IPP) or successor system. Information regarding IPP, including IPP Customer Support contact information, is available at www.ipp.gov or any successor site.

The Contractor may submit payment requests using other than IPP only when the

Contracting Officer authorizes alternate procedures in writing in accordance with

HHS procedures. If alternate payment procedures are authorized, the Contractor shall include a copy of the Contracting Officer’s written authorization with each payment request.

As an alternate payment procedure, the Contractor may submit invoices 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 Technical Point of Contact.

The Contractor shall submit a copy of the electronic invoice to the following

Approving Official (Technical Point of Contact):

TBD

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.

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:

http://www.ipp.gov/ 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

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

2. 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.

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

2. 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.

3. 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 (March 2023)

(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.

(c) Include the substance of this clause, including this paragraph (c), in all subcontracts with small business concerns, including subcontracts with small business concerns for the acquisition of commercial products or commercial services.

V. HHSAR 352.232-71 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(FEB 2022)

(a) Definitions. As used in this clause—

Payment request means a bill, voucher, invoice, or request for contract financing payment with associated supporting documentation. The payment request must comply with the requirements identified in FAR 32.905(b), ‘‘Content of Invoices’’ and the applicable Payment clause included in this contract.

(b) Except as provided in paragraph (c) of this clause, the Contractor shall submit payment requests electronically using the Department of Treasury Invoice Processing

Platform (IPP) or successor system. Information regarding IPP, including IPP Customer

Support contact information, is available at www.ipp.gov or any successor site.

(c) The Contractor may submit payment requests using other than IPP only when the

Contracting Officer authorizes alternate procedures in writing in accordance with HHS procedures.

(d) If alternate payment procedures are authorized, the Contractor shall include a copy of the Contracting Officer’s written authorization with each payment request.

http://www.ipp.gov/