Statement of Objectives - Attachment A.docx

Research and Support Unit Thermo Electron Multi-Instrument Support and Maintenance Services For the Laboratory Division

Statement of Objectives February 16, 2024

FEDERAL BUREAU OF INVESTIGATION

FINANCE AND FACILITIES DIVISION | PROCUREMENT SECTION

STATEMENT OF OBJECTIVES

FEDERAL BUREAU OF INVESTIGATION

FINANCE AND FACILITIES DIVISION | PROCUREMENT SECTION

STATEMENT OF OBJECTIVES

1 Scope This is a contract to provide instrument maintenance and support services for six (6) Thermo Electron instruments utilized in the Research and Support Unit (RSU) of the Federal Bureau of Investigation (FBI) Laboratory Division (LD).

This is a non-personal services contract. The Government shall not exercise any supervision or control over contractor employees performing the services herein. Such contract service providers shall be accountable solely to the contractor who, in turn is responsible to the Government.

2 Description of Services/Introduction RSU provides technical leadership and advancement of forensic sciences for the FBI, as well as for federal, state, local, and international agencies through applied research and development. RSU’s research focuses on three primary goals: the development of new capabilities; the improvement of existing capabilities; and the defensibility of current and future capabilities. RSU accomplishes these goals through the use of cutting-edge instrumentation to tackle forensically relevant issues deemed critical by the various case-working units with the Laboratory Division.

This requirement provides annual instrument service and annual preventative maintenance on the following Thermo Electron instruments utilized by RSU in the performance of the unit’s mission: an iCAP RQ Quadrupole ICP-MS Spectrometer, an Element 2 ICP-MS spectrometer, a DELTA V PLUS with UC-3, a Q Exactive Plus mass spectrometer, an Orbitrap IQ-X Tribrid mass spectrometer, and an Orbitrap ID-X Tribrid mass spectrometer.

The offeror shall ensure maintenance upgrades, substitutions, and replacements to equipment and software pursuant to this contract do not reduce the original level of conformance with the applicable Revised 508 Standards at the time of contract award.

3 Background The work to be performed includes annual instrument service and annual preventative maintenance to Thermo Electron scientific instrumentation. The various instruments to be covered under this agreement in the past have suffered from breakdown of internal and/or external parts that have caused the instruments to be non-functional. Some instruments have experienced such issues multiple times within the same year, whereas other instruments experience no such issues in the same time period. When these issues arise, any broken part(s) will need to be replaced to restore the instrument to full operating status. In addition, the lack of annual preventative maintenance has historically caused instrument failure due to the failure of system components.

Annual instrument service and support, as well as routine instrument maintenance, is required to ensure laboratory instrumentation remains operational. If proper service and maintenance isn’t performed, it can cause inaccurate measurements that force the division to exclude the equipment from availability until the issue has been resolved. This can lead to delays in reporting results, which can act to decrease confidence in the laboratory.

These services are required in order to be compliant with accreditation and FBI Quality Assurance Standards.

4 List of Equipment

5 Requirements

5.1 iCAP RQ Quadrupole ICP-MS Spectrometer, Q Exactive Plus mass spectrometer, Orbitrap IQ-X Tribrid mass spectrometer, and Orbitrap ID-X Tribrid mass spectrometer The contractor will perform instrument service and repairs at such time that the systems become inoperable due to hardware or software problems. The contractor shall perform to the following:

· Unlimited on-site repairs with a 3-business day response window after notification by the FBI Technical Point of Contact (TPOC) or their designee;

· Priority technical telephone support to help isolate and resolve instrument issues;

· On-site hardware troubleshooting and repair: Includes diagnosis and correction of product malfunctions and failures, and

· One (1) scheduled annual standard Preventive Maintenance visit; and

· Software and firmware updates, upon request.

5.2 Element 2 ICP-MS spectrometer and DELTA V PLUS with UC-3

The contractor will perform instrument service and repairs at such time that the systems become inoperable due to hardware or software problems. The contractor shall perform the following:

· One (1) on-site repair with a 5-business day response window after notification by the FBI Technical Point of Contact (TPOC) or their designee;

· Priority technical telephone support to help isolate and resolve instrument issues;

· On-site hardware troubleshooting and repair: Includes diagnosis and correction of product malfunctions and failures, and

· One (1) scheduled annual standard Preventive Maintenance visit.

5.3 Computer Software

For the purpose of this document, “Computer Software” means:

· Computer programs that comprise a series of instructions, rules, routines, or statement, regardless of the media in which recorded, that allow or cause a computer to perform a specific operation or series of operations; and

· Recorded information comprising source code listings, design details, algorithms, processes, flow charts, formulas, and related material that would enable the computer program to be produced, created, or compiled.

Requirements for Computer Software:

· The contractor shall ensure IT applications designed and developed for end users run in standard user context without requiring elevated administrative privileges.

· The contractor shall ensure the computer software is fully functional and operates correctly on systems configured with Government policy and federal configuration standards.

· The contractor shall test applicable products and versions with all relevant and current updates and patches updated prior to installing in the FBI environment.

5.4 Accreditation Qualifications

The Contractor shall provide the Government with copies of their third-party accredited Scope of Competency and ISO Certification.

5.5 General

· The contractor shall coordinate with the FBI Technical Point of Contact (TPOC) to ensure access to the equipment to be serviced, no later than four business days before a scheduled service.

· The contractor shall establish and maintain a quality program in compliance with requirements of manufacturer specifications for all lab equipment listed above. The contractor shall provide maintenance service and documentation.

· The contractor shall provide the necessary equipment, resources, management, and labor by qualified personnel to perform the maintenance to the manufacturer specification.

· The contractor shall perform maintenance service on equipment manufactured under this contract and verify that the equipment meets the original warranted manufacturer’s specification.

6 Personnel Availability Service visit shall be between 8A and 4P Monday through Friday. Flexibility within the normal workday shall be coordinated with the COR.

The contractor shall also be available for unlimited telephone and email support through a technical customer support type center, which would have operational capability from at least 8:00AM to 8:00 PM, Eastern Standard Time.

7 Personnel Qualifications

· Technicians shall be factory trained and have a minimum of two years of experience working on the equipment listed herein.

· Technicians shall receive formal training presented by the original equipment manufacturer or similar to the make and model of equipment listed herein within the last 24 months.

· The contractor shall provide only technically qualified technicians who are formally trained by the manufacturer on the above equipment.

· Technicians shall have repair experience on the equipment listed herein within last 12 months.

8 Security The technicians shall provide information for RSU to submit a Visitor Notification Form (VNF) at least 72 hours in advance of visit.

Visitor Access Requests (VARs) are incoming Clearance Passage requests from companies.

They are used when personnel with clearances held by an entity other than the FBI, are contracted to the FBI and will be consistently working on tasks in the FBI space.

Companies are otherwise required to certify their clearances with the FBI for longer than 4 days.

A VAR triggers a vetting process that confirms that the visitor's information is up to date and that they are suitable for duty in FBI facilities.

VARs cannot exceed 1 year. If the visitor needs to remain in FBI space longer than a single year, their company or agency security team is required to submit a new VAR no more than 90 days before the end of their current VAR.

The contractor shall contact Government’s TPOC to start VAR process.

VARs must contain the following information on Company or Agency letterhead, signed by security personnel:

· Full Legal Name

· Full Social Security Number

· Date of Birth

· Place of Birth (city, state/country)

· Brief purpose of visit

· Time frame of visit (beginning and ending dates)

9 Place of Performance The primary place of performance will be at the FBI Academy complex located in Quantico, VA.

10 Period of Performance

11 Deliverables The contractor shall be responsible for providing the following deliverables:

The status report, at the minimum will include:

· Date of service/repair

· Name of service engineer

· Instrument that was serviced/repaired.

· Description of the issue(s)

· Cause of the issue(s), if known

· Resolution of the issue(s), to include any recommendations on user actions to prevent recurrence of the issue(s)

· Parts list for any parts replaced or repaired, including part number.

· Due date of next service

· Recommended remedial actions

· Government employee signature (obtained before contractor departure)

· All data required to certify the equipment will perform within the original equipment warranted by the manufacturer’s specified limits Report of Repairs must be signed by a Government employee before departure.

· Contractor must provide a Report of Repair and seek authorization from the TPOC and COR before repairing equipment against contract. The contractor must provide a quote for each piece of equipment being serviced.

· Once repair work has been authorized by the CO, the contractor shall provide all replacements of worn and/or defective parts necessary to restore the equipment to 100% operational condition.

12 Government Furnished Equipment or Information There is no Government Furnished Equipment or Information in this effort.

13 Post Award Conference The contractor shall attend a Post Award Conference with the Contracting Officer, Project Manager, and the COR no later than 15 business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract and review the contractor's draft project plan. The Post Award Conference will be held at the Government’s facility, located at the FBI or via teleconference.

14 Travel and Other Direct Costs Travel must be conducted in accordance with Federal Travel Regulations. contractor personnel must receive authorization from the Government CO/COR before traveling. All proposed travel costs for lodging, meals and incidental expenses must be pre-approved in writing and in accordance with Federal Acquisition Regulations Subpart 31.205-46 Travel Costs. Local travel will not be reimbursed. Local travel is defined within 50 miles of assigned duty station at the request of the Government. Travel to work and home does not constitute reimbursable travel. Airfare in excess of the lowest price airfare available must be substantiated by one of the exceptions listed in FAR 31.205-46(b). If not flying via commercial airline, to facilitate approval, travelers shall include the criteria identified in FAR 31.205-46(c) and identify the cost differences associated the travel request. CORs and program officials will still be able to approve coach class travel, but all business and first-class travel will require Procurement Section approval. Travel requests will also include the number of travelers/number of trips, destinations, and purpose of travel.

image1.jpeg image2.png