Statement of Work.docx

STATEMENT OF WORK

Title: Preventative maintenance and service contract for cell sorter Requesting Lab: Physical Measurement Lab

I. BACKGROUND INFORMATION

The Biophysics and Biomedical Measurement Group within the Microsystems and Nanotechnologies Division of the Physical Measurement Laboratory conducts research on miniaturized, “lab on a chip” (LOC) technologies with embedded sensors. The Group is developing microfluidic devices and measurement techniques to improve the accuracy of flow cytometry measurements. The group owns a Becton Dickinson (BD) Fluorescence Activated Cell Sorter (FACS) Melody cell sorter and requires putting the instrument on a service contact for 1 year to maintain quality and reproducibility of sorted samples.

Purpose/Objective: The purpose of this work is to restore and maintain performance of sorting cytometer to maintain quality and reproducibility of sorted samples.

II. SCOPE OF WORK

The Contractor shall provide a service contract to maintain performance of BD FACSMelody cell sorter serial number R6538850038, inclusive of each laser, and option line items.

DESCRIPTION

All items must be new. Used or remanufactured equipment will not be considered for award. Experimental, or prototype will not be considered. The use of “gray market” components not authorized for sale in the U.S. by the proposer is not acceptable. All line items shall be shipped in the original manufacturer’s packaging and include all original documentation and software, when applicable.

III. GENERAL REQUIREMENTS:

Briefly, we require preventative maintenance and service visits to keep instrument performing within the range of acceptable coefficient of variation of all lasers using manufacturer-recommended calibration particles.

The contract must meet the following requirements:

1. 5 DAY COVERAGE (Monday through Friday 8:00 AM to 5:00 PM Customer Time)

2. All repairs and maintenance must be performed by OEM-certified personnel

a. Greater preference will be given to Contractors that guarantee service visits will be performed by OEM certified technicians that have access to proprietary parts, software, training, etc.

3. Agreement must cover the FACS Melody with OEM-supported lasers and parts (excluding consumable items), travel expenses, and include the following:

a. One (1) Preventive Maintenance Inspection to be performed and one PM Kit will be provided during a twelve-month period.

b. Greater preference will be given to contractors that guarantee only OEM replacement parts will be provided.

4. Service contract for each laser listed in table above shall include:

· Software Revisions that are released during the Agreement term.

· Unlimited service visits during the term of this Agreement, Monday through Friday, excluding company or federal holidays, to bring instrument back into specification.

a. Greater preference will be given to contractors who provide unlimited service visits performed by OEM certified technicians, with OEM parts, without a dollar value limit.

· 48-hour guaranteed response to a request for emergency on-site service (Monday through Friday, excluding company and/or federal holidays at no additional charge.

· Unlimited telephone support for instruments, reagents and applications at no additional charge.

· Service to include maintaining performance specifications for 3 lasers and their associated detectors: violet (405nm), blue (488 nm), and red (640 nm).

IV. SPECIAL REQUIREMENTS:

Each laser (independently) is expected to maintain specification for at least one consecutive 4-month period.

V. GOVERNMENT RESPONSIBILITIES

The government will allow contractor on site to access equipment during normal business hours, Monday through Friday, 8am to 5pm, excluding holidays. The government will provide access to ultrapure water and plastic culture ware such as vials and dishes.

VI. TASKS

a. Task 1 – Service for performance failures and system upgrades Task requirement 1 – Service contract shall include

· Software Revisions that are released during the Agreement term.

· Unlimited service visits during the term of this Agreement, Monday through Friday, excluding company or federal holidays, to bring instrument back into specification.

· 48-hour guaranteed response to a request for emergency on-site service (Monday through Friday, excluding company and/or federal holidays)

· Unlimited telephone support for instruments, reagents and applications at no additional charge.

· Service to include maintaining performance specifications for 3 lasers and their associated detectors: violet (405nm), blue (488 nm), and red (640 nm).

VII. GOVERNMENT FURNISHED PROPERTY

The government owns the BD FACS Melody cell sorter and associated computer system that is to be serviced.

All property, data and information provided by the Government in the performance of this task remains the property of the Government and shall be surrendered to the government upon completion or termination of this requirement. Likewise, all deliverables generated under this requirement remain the property of the Government.

The property listed in this section (below) is property that is incidental o the place of performance due to the task order requiring the contractor personnel to be located on a Government site and the property used by the Contractor within the location remains accountable to the Government. Per FAR Part 45.000(5) items considered to be incidental to the place of performance include office space, desk, chair, telephone computer and fax machine.

Incidental Property Provided: The government will provide access to ultrapure water and plastic culture ware such as vials and dishes.

Upon award of this requirement, the Government will provide the Contractor with all access to all equipment and resources needed in the performance of this requirement.

VIII. DELIVERABLES – Complete the table providing the information for all the tasks identified above. Add/delete cells as needed

Quantity

Standards of Acceptance: The NIST COR shall review repairs and respond with an acceptance or request for revision email to the Contractor Point of Contact (POC) within 30 days/weeks of receipt of deliverable. This section applies to deliverables which must be reviewed and approved for acceptances (draft plans, drawings, etc.)

IX. PERFORMANCE REQUIREMENT SUMMARY

X. PLACE OF PERFORMANCE/PERIOD OF PERFORMANCE/LEAD TIME

Place of performance is NIST Gaithersburg Laboratory in Building 225.

Period of Performance is 1 year

XI. DELIVERY TERMS (Only applicable if items will be physically delivered to NIST as part of the required services) Delivery shall be F.O.B Destination and shall occur in accordance with the delivery due dates provided in the above table.

FOB Destination means: The contractor shall pack and mark the shipment in conformance with carrier requirements, deliver the shipment in good order and condition to the point of delivery specified in the purchase order, be responsible for any loss of and/or damage to the goods occurring before receipt and acceptance of the shipment by the consignee at the delivery point specified in the purchase order; and pay all charges to the specified point of delivery. The contractor shall deliver all Line Items to:

The National Institute of Standards and Technology 100 Bureau Drive, Building 301 (C/O Greg Cooksey Building 225 Room B306) Gaithersburg, MD 20899-1640

***Due to ongoing limited site access of the NIST facilities, the Awardee SHALL confirm with the Designated Government Official and the Contracting Officer prior to ANY shipment to NIST***

XII. INSPECTION & ACCEPTANCE

In addition to the inspection and acceptance terms articulated in 52.212-4, the Government reserves the right to perform such performance tests and evaluations as defined below to verify specified system performance. Such tests and evaluations, if performed, shall be conducted within the environment that the system is to be operated. The Contractor has the right to be present during the tests and evaluations, if performed, at the Contractor’s expense.

Performance Tests:

1. Manufacturer recommended reference particles will be regularly utilized and tested for compliance with manufacturer specified metrics of performance (e.g. “pass QC” during normal instrument start up).

NIST may choose at its discretion to forego this part of acceptance testing.

A visual inspection of the equipment will be performed by the NIST COR to identify surface defects or any form of indication that any equipment was damaged during transport to NIST. The Government shall have sole discretion to require repair or replacement of damaged and/or nonconforming supplies at no cost to the Government. The Government at any time prior to acceptance shall reject the equipment due to defects and/or nonconformance. The vendor is responsible for latent defects discovered any time after final inspection. However, the extent of its liability shall be prorated over the useful life of the equipment.

Ownership of the equipment shall transfer to NIST upon acceptance by the Government.

The Government will test, inspect, and accept or reject the equipment within 10 days of the receipt of the equipment unless otherwise indicated above. The Government reserves the right to conduct quality assurance testing to confirm that a given instrument(s) meets the manufacturer’s and/or the Government’s performance specifications. It is anticipated that the equipment will meet all manufacturer’s specifications and/or the Government’s performance specifications identified in the most recent operations and maintenance manual for each piece of equipment and/or in this document.

XIII. WARRANTY

The contractor shall warranty the entire system for a period of a minimum of 1 year after receipt of the equipment and shall be in accordance with terms in FAR 52.212-4. Warranty shall commence upon acceptance of the system by the Government and at a minimum shall include the following:

XIV. PAYMENT SCHEDULE (This section to be revised as needed) Advance payment is not authorized. The Contractor must invoice in the arrears according to the payment schedule. The Contractor shall be paid, in accordance with Net 30-day payment terms, upon receipt and acceptance of a proper invoice, in accordance with the following schedule:

1. 100% after installation and acceptance by the POC of fully installed system, AND

1. After the successful completion of the testing requirements set forth in this document under section set forth in this document, AND

1. After successful demonstration by the instrumentation that it performs IAW the technical requirements set forth in this document AND

1. After receiving an invoice submitted properly, IAW the purchase order terms and conditions.

NOTE: Partial shipments and partial invoices will not be accepted, unless otherwise requested and accepted by the Contracting Officer prior to award offer. Proposed payment schedules shall be submitted with vendor’s response to the RFQ for consideration.

XV. MISCELLANEOUS INFORMATION

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

Security: NIST is a restricted campus. An identification badge is required for access for entry into buildings and is shown to the armed Security Police when entering the campus.

Regular Business Hours. Regular business hours are Monday through Friday, (revise as applicable 8:00 am to 5:00 pm) Eastern Time, excluding Federal holidays and NIST closures.

Identification Badges: Contractor employees must comply with NIST identification and access requirements. Each Contractor employee must wear a visible identification badge provided by the NIST Security Office.

Vehicle Registration: All Contractor employees must register their vehicles with the NIST Security Office to gain access to the campus. A valid driver’s license, Government-furnished civilian ID, proof of insurance and current registration must be presented to the NIST Security Office, at which time a NIST vehicle pass will be issued. The pass must be displayed on the vehicle in accordance with NIST Security Office instructions.