Statement of Work.pdf

STATEMENT OF WORK

Maintenance for PerkinElmer Spectrophotometer

BACKGROUND

The National Institute of Standard and Technology (NIST), Sensor Science Division (SSD) requires proper and reliable operation of a commercial spectrophotometer to meet the research and calibration needs of the Division. Purchasing a service contract will save money and shorten down in event of equipment failure. Additionally, the preventive maintenance visit will enable the instrument to be serviced and replacement of parts prior to failure. Advanced scheduling of the preventive maintenance visit will minimize downtime. If failure occurs, the service contract will enable the repair to occur without the delays that would occur if the repair needed to be procured separately at an unknown cost.

SCOPE

The Contractor shall perform the following services for twelve (12) months for the NIST owned PerkinElmer Spectrophotometer in Service and maintenance shall include unlimited emergency visits during regular business hours in addition to one scheduled preventive maintenance visit per year during the period of performance. Covered expenses shall include repair service parts, labor, travel, and per diem. The Contractor shall repair/replace parts required for the operation of the PerkinElmer Spectrophotometer. The Contractor shall submit a field service ticket prior to departure from NIST on any given service call for maintenance or repairs.

The scope of work for this order is a service/maintenance contract for NIST owned PerkinElmer Spectrophotometer at the NIST facility in Gaithersburg, MD.

Description of Equipment Being Maintained:

Table 1: PerkinElmer Spectrophotometer

Model number Serial Number NIST property number Lambda950 950N6030802 627106

SPECIFIC TASKS:

The Contractor shall provide a one-year service contract that includes the following:

1. Service Conditions and Repairs:

1.1. All services provided under this agreement must be provided by personnel authorized by PerkinElmer and fully competent in the operation of the covered instrument.

Stronger consideration will be given to Contractors who guarantee service visits will be performed by OEM certified technicians that have priority access to proprietary parts, training, etc.

1.2. All parts shall be approved for use with the instrument by PerkinElmer. The

Contractor shall only employ tools, parts, instruments, 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.

1.3. The standard manufacturer’s warranty for parts and labor shall apply to all work performed.

1.4. The Contractor shall respond to an unlimited number of requests for service calls in the event of instrument failure which requires immediate repair. Stronger consideration will be given to Contractors who provide unlimited service visits performed by OEM certified technicians, with OEM parts, without a dollar value limit.

1.5. The Contractor shall respond to service calls Monday through Friday, during regular business hours only. The Contractor shall provide a service technician/engineer on-site at NIST Gaithersburg. MD within five (5) business days after the service call is placed by the Government. No weekend service visits shall be required.

1.6. 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 expedite a solution for NIST.

1.7. The Contractor is responsible to obtain all parts required for all repairs and maintenance. The Contractor shall make a commercially reasonable effort to secure parts within 1 week after identifying the need for a replacement part for the covered equipment.

1.8. Replacement parts provided under this agreement may be either new or remanufactured as long as they are authorized by the OEM for use with these instruments and the Contractor may exchange and/or repair existing components. The exchange or repair of existing non-consumable components must be provided at no additional cost to the Government. These existing components shall include but is not limited to the Polarization drive.

1.9. All repairs must result in the instruments meeting manufacturer's specifications as specified in the most recent version of the operation and maintenance manual for the instrument.

1.10. 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. This statement of work assumes that the Contractor will take the component(s) with them at the time of the service call, and that no shipping charges will be incurred under this contract. The Contractor shall assume liability for all parts removed from the NIST campus.

2. Preventive Maintenance:

2.1. Provide one (1) preventive maintenance visit per year of the service agreement as specified in the manufacturer's operations and maintenance manual for the instrument. The Contractor shall utilize the most recent operation and maintenance manual available for each instrument. Stronger consideration will be given to Contractors who guarantee all service visits will be performed by OEM certified technicians.

2.2. Scheduling of the visits shall be consistent with the maintenance requirements of the instrument as detailed in the most recent operation and maintenance manual for each piece of equipment.

2.3. Preventive maintenance visits shall occur during NIST's regular business hours as specified in this SOW. The NIST Technical Point of Contact (TPOC) shall contact the Contractor to schedule a mutually acceptable date and time for the preventive maintenance visit. The scheduled maintenance visit 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. All visits must be scheduled, in advance with the NIST TPOC.

2.4. Provide consumable lamps for the preventive maintenance visit. The Contractor shall provide one of each lamp (P/N B0114620 and L6022728).

2.5. 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. This statement of work assumes that the Contractor will take the component(s) with them at the time of the service call, and that no shipping charges will be incurred under this contract. The Contractor shall assume liability for all parts removed from the NIST campus.

3. Telephone Support

Provide telephone support for the covered equipment during regular business hours.

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

4. Compliance with NIST Rules and Regulations

4.1.While on the NIST campus, the Contractor's representative(s) shall abide by all NIST rules and regulations pertaining to visitors.

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

In the case of preventive maintenance visits, the Contractor shall provide at least thirty

(30) days' notice to the COR.

DELIVERABLES AND DELIVERABLE DUE DATES

Service Ticket to include the following:

1. Model number.

2. Serial number.

3. Date and time of arrival to NIST.

4. Description of service performed.

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

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

7. Date and time of departure from NIST.

8. Diagnostic test results or narrative summary demonstrating that the instrument is meeting the performance standards.

9. Any additional comments or recommendations.

10. Printed name and signature of PerkinElmer service person.

11. Signature block for NIST personnel accepting services rendered.

PERIOD OF PERFORMANCE AND PLACE OF PERFORMANCE

Period of performance shall be:

• Base Period – August 26, 2024 to August 25, 2025

• Option Period 1 – August 26, 2025 to August 25, 2026

• Option Period 2 – August 26, 2026 to August 25, 2027

Place of Performance shall be at NIST, 100 Bureau Drive, Bldg. 220, Gaithersburg, MD

ACCEPTANCE/INSPECTION BY THE GOVERNMENT

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.

Measurement assurance scans of check standards as specified in Optical Properties of Materials Quality Management System.

The Government will test, inspect, and accept the equipment onsite within 5 business days of the receipt of the completion date of a maintenance or repair visit. 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 completion date of a maintenance or repair visit due to defects and/or nonconformance.

RISK ASSESSMENT: LOW

All work will be performed at the Government’s site.

CONTRACTOR’S MINIMUM QUALIFICATIONS

The Contractor shall provide engineers or technicians that are fluent and authorized by the OEM in the operation of the covered equipment throughout the period of performance of this requirement.

SECURITY

NIST is a restricted campus. An identification badge is required for access for entry into buildings and also is shown to the armed Security Police when entering the campus. Contractor personnel must wear the identification badge issued by NIST Security while working at any NIST campus.

REGULAR BUSINESS HOURS

Regular business hours are Monday through Friday, 8:00 am to 5:00 pm local time.

PERFORMANCE REQUIREMENT SUMMARY

Desired Output Required Service Performance

Standard Monitoring Method

Maintenance performed on Spectrophotometer

Perform maintenance and repairs set forth in this Statement of Work

Meets all original Manufacturer performance requirements.

Equipment will be tested by COR after maintenance or a repair is performed.

Documentation of maintenance

Documentation includes performance of equipment

Meets original manufacturer’s specifications (based on NIST specifications in original order)

Reviewed by COR