Statement of Work - FEI - NOI SS.docx

STATEMENT OF WORK (SOW)

1.0 TITLE

Preventive Maintenance, Emergency Service, Support, and Coverage for one (1) Government-Owned Titan Krios High Resolution Electron Microscope

2.0 BACKGROUND

The Department of Health and Human Services (DHHS), National Institutes of Health (NIH), National Cancer Institute (NCI), Center for Cancer Research (CCR), Laboratory of Cell Biology (LCB) requires preventive maintenance, emergency service, support, and coverage for one (1) Government-Owned Titan Krios high resolution electron microscope (S/N D3211) and Vitrobot (S/N 190700784). This microscope acquires high-quality images of biological specimens including cells, viruses, and protein complexes at high resolution. High-quality electron micrographs are being computationally processed to generate 3D density maps, which provide significant insights in biological mechanism, cancer development, and vaccine research.

3.0 SCOPE

The Contractor shall provide all labor, material, and equipment necessary to maintain and provide preventive maintenance, emergency service, support, and coverage for one (1) Government-Owned Titan Krios high resolution electron microscope (S/N D3211) and Vitrobot (S/N 190700784) during the period of performance identified in section 6.0 below. All equipment maintenance shall be performed onsite and in accordance with the Original Equipment Manufacturer’s (OEM) most current standard commercial maintenance practices. Onsite emergency service shall be provided during standard business hours (defined as 8:00 A.M. – 5:00 P.M. ET, Monday through Friday, excluding Federal Holidays found at http://www.opm.gov/operating_status_schedules), Contractor Company Holidays, and extended hours (5:00 P.M. – 9:00 P.M. ET, Monday through Friday) in accordance with the OEM standard, commercial practices. All travel, labor and related charges shall be included. Software updates and support services shall be provided as indicated in section 4.0 below.

4.0 SPECIAL ORDER REQUIREMENTS

4.1 PREVENTIVE MAINTENANCE

The Contractor shall schedule and perform preventive maintenance on the microscope once during each period of performance identified in section 6.0 below. Technically qualified factory-trained personnel shall perform inspections/services. 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. The equipment shall be tested through at least one (1) complete operating cycle at the end of the preventive maintenance inspection to assure optimum performance.

4.2 EMERGENCY SERVICE

Unlimited, on-site, emergency repair service shall be provided during each performance period at no additional cost to the Government. Upon receipt of notice that any part of the equipment is malfunctioning the Contractor shall provide a targeted four (4) hour telephone response and then dispatch an OEM qualified factory trained service representative within a targeted forty-eight (48) hours to inspect the malfunctioning equipment and perform all repairs and adjustments necessary to restore the equipment to normal operating condition. Emergency service calls shall not replace the necessity for planned preventative maintenance. All labor and travel shall be included.

4.3 REPLACEMENT PARTS

The Contractor shall furnish all required replacement parts at no additional cost to the Government, except for consumables, such as apertures, water chiller, and camera related issues (covered by Gatan, Inc.). The parts shall be genuine OEM parts and shall be delivered at the earliest next business day.

4.4 SOFTWARE UPDATES/SERVICE

The Contractor shall provide software service and required updates for the instrument in accordance with the manufacturer’s latest established service procedures. These services shall include unlimited toll-free telephone, email, and online/chat access to OEM-trained technical support personnel for the use of program software troubleshooting of the operating system, 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. Defective software shall be replaced at no additional cost to the Government. The Contractor shall provide factory approved software updates remotely to the greatest extent possible when necessary.

4.5 PERSONNEL QUALIFICATIONS

Technically qualified OEM factory-trained personnel shall perform the service to the Titan Krios (S/N D3211) and Vitrobot (S/N 190700784) 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 by this purchase order.

4.6 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.

5.0 TYPE OF ORDER

This shall be a firm fixed-price purchase order.

6.0 PERIOD OF PERFORMANCE

The period of performance shall be for twelve (12) months from September 1, 2024 to August 31, 2025.

7.0 PLACE OF PERFORMANCE

Onsite services shall be performed at the following location:

Titan Krios (S/N D3211)

NIH, NCI, CCR, LCB

Bethesda, MD 20892

Vitrobot (S/N 190700784)

NIH, NCI, CCR, LCB

Bethesda, MD 20892

Technical Point of Contact (TPOC): TBD

8.0 PAYMENT

Payment shall be made quarterly, in arrears. Payment shall be made in its entirety upon completion and acceptance of all deliverables. The following clause is applicable to all Purchase Orders, Task or Delivery Orders, and Blanket Purchase Agreement (BPA) Calls: Prompt Payment (Jan 2017) 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 considered 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 Identifier (UEI) which is in the System for Award Management (SAM) and replaces the Dun & Bradstreet Data Universal Numbering System (DUNS) number.

8. Federal Taxpayer Identification Number (TIN). In those rare cases where a contractor does not have a UEI 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.

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.

B. The Contractor shall submit invoices to the Department of Treasury’s Invoice Processing Platform (IPP) at https://www.ipp.gov with a copy to the approving official as directed below.

The Contractor shall submit a copy of the electronic invoice to the following Approving Official (Purchasing Agent) and Technical Point of Contact:

Approving Official: Purchasing Agent

TBD: Name Email

Technical Point of Contact

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.

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 (November 2021)

(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.

(End of Clause)

V. HHSAR 352.232-71 Electronic Submission of Payment Requests (February 2, 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.

(End of Clause)