Statement of Work pk-7-10.pdf

US Department of Agriculture (USDA)

Statement of Work

Contents Project General Information

1.0 Scope of Work

2.0 Background

Contractor Requirements

3.0 Technical Requirements / Tasks

4.0 Government Furnished

5.0 Deliverables / Schedule

6.0 Travel

7.0 Contractor’s Key Personnel

8.0 Security Requirements

9.0 Data Rights

10.0 Section 508 – Electronic and Information Technology Standards Attachment

Project Scanning Electron Microscope purchase

General Information

1.0 Scope of Work

Provide a brief statement of the overall project, including goals and objectives.

The US Forest Products Laboratory (FPL) needs a conventional Scanning Electron Microscope (SEM) to support the work and the mission of the research scientists of the Lab.

2.0 Background

Provide a general description of the requirement, describing the acquisition history (if applicable), the current environment, and the vision of the future of the requirement. If information technology is a factor, provide pertinent technical facts.

The existing Zeiss Leo-evo SEM instrument at FPL is 21 years old and can only work at less than 20% of its original capacity. The company does not support this model; therefore, repairs are costly, and the spare parts supply is not guaranteed. The microscope was last serviced by the company in 2022, when two essential modules could not be repaired, namely the backscatter electron detector (BSE) and the low vacuum imaging (LV) detector. The secondary electron (SE) mode of operation was recovered, but high magnification and resolution imaging could not be achieved because of a defect in the alignment of the column. In this condition, the Leo-evo 40 microscope cannot meet the needs of the FPL scientists.

As outlined above, a complete repair of our Leo-evo 40 is not possible, and a continuous operation of the instrument cannot be guaranteed because of aging electronic parts and interfaces.

Contractor Requirements

3.0 Technical Requirements / Tasks

Describe the specific tasks or work the contractor must perform. Provide direction on any specific methodologies.

• The description of task requirements will depend on the approach that is selected to describe the required effort.

o For a level-of-effort SOW, identify all tasks that must be performed and the hours to be devoted to each task.

o For a detailed statement of work, describe how the service must be accomplished. It may include precise measurements, tolerances, materials, quality control requirements, and other government requirements that control the processes of the contractor.

• Describe the requirements in a way that permits the contractor personnel to perform the service without direct government supervision. Contractor personnel must not be subject to the supervision and control usually prevailing between the government and its employees. For example, a SOW may permit the government to approve key personnel but must not permit the government to approve all personnel performing the service. The SOW should also not include words (e.g., “use methods directed by the Contracting Officer’s Representative (COR)") that appear to indicate the government is managing day-to-day operations. Other items to consider:

o Specify requirements clearly so all readers can understand the content.

o Reference only the absolute minimum applicable specifications and standards needed.

o Tailor specifications and other documents.

o Separate general information from direction.

More than 90% of the microscopy projects in FPL have requirements within the following specifications:

o Magnification range 50x – 60,000x o SE and BSE electronic detectors o variable pressure range o variable accelerating voltages o minimum sample size 50 mm x 50 mm (diameter x height)

The following requirements for the new SEM microscope are also very essential.

o Must be easily upgradable with an Energy Dispersive Spectrometry (EDS) system.

o Must include or be easily upgradable with a Stage Navigation System.

o The sample stage must accommodate relatively large samples (desired height 50 mm or more).

o Service by the company should be easily available for Madison in Wisconsin.

o Must be robust to endure continuous operation by multiple users.

4.0 Government Furnished

List any government-furnished support, data, property or facilities. Describe government responsibility for reviewing and approving reports and final products generated under the contract. If the contractor will require access to government facilities, identify the facility location and specific area. Identify any federal holidays or other times when access may be restricted.

Contractor will require access to Building 1, 33, and 34 of the Forest Products Laboratory during installation and service of the microscope. The contractor will be required to check in at the front desk of Building 1 at the beginning of each day of service for security purposes. The contractor will be accompanied by FPL personnel and will not require additional security clearance or access badges. Labs will be closed on scheduled government holidays. The lab is open from 8:00am-4:30pm M-F. Additional times may be used with proper security clearance ahead of time.

5.0 Deliverables / Schedule

All written deliverables shall be phrased in layperson language.

• The final deliverables are due at the time when the installation and testing of all SEM equipment is accomplished, and not later than 12 months after the purchase order is accepted.

• A written report is due upon completion of installation, testing, and training. The report must detail the work completed and any issues that arose during services, along with solutions to those issues. The final summary report is due withing 10 business days of completion of services.

• Tasks and Associated Deliverables: All deliverables shall be prepared and submitted according to format, content, and schedule described in the SOW. The service engineer will be required to install the microscope and test that the entire system is working. The service engineer will be required to provide a one-day training for operation and basic servicing of the microscope.

• Reporting Requirements: The contractor is required to provide written progress reports once for the period of work (estimated 2 business day). The original and 2 copies are required. Reports are to be submitted within 10 business days upon completion of contract services. The progress report shall cover all work completed during the specified period, including any problems encountered and solutions to those problems during service period. If additional time is needed to fulfill the contract requirements, a supplementary progress report will be provided following each subsequent visit to render services. This report shall also identify any problems that arose and a statement explaining how the problem was resolved. This report shall also identify any problems that have arisen but have not been completely resolved and provide an explanation.

Example Key Deliverables

Item No. Deliverable Objective Due 1 Install the microscope Check technical and safety requirements for the designated space, install vacuum pump and microscope

At the time of service

2 Test equipment Run calibrations and tests to make sure the equipment is properly installed and operational

At the time of service

3 Training Train FPL microscopist in operation and basic servicing of the equipment

At the time of service

4 Summary Service Report

Create a written summary of the work completed.

Include any issues that arose and solutions to those issues.

Within 10 business days of completion of services

6.0 Travel

Identify any travel requirements, locations involved, number of trips (if known), and duration of anticipated travel. Specify responsibility for travel reimbursement, e.g., the contractor or the Government. If the travel will be reimbursed by the Government, discuss the method of reimbursement, e.g., in accordance with Federal/agency travel regulations. State the Government official authorized to approve contractor travel, e.g., the Contracting Officer or Contracting Officer Representative.

The service engineer will need to travel one (1) time to the Forest Products Laboratory to install the new equipment, to ensure the new equipment is operating correctly, and that FPL employees have received training in operation and maintenance of the new equipment. Estimated service time required for this contract is two (2) business days at the

Forest Products Laboratory in Madison, WI. The contractor is responsible for reimbursing all costs, including travel expenses, for the installation of the equipment, testing, and training, as agreed upon in the purchasing agreement.

7.0 Contractor’s Key Personnel

Describe positions which are considered key to successful performance of the contract and the information required to support key personnel qualifications, e.g., experience which correlates to SOW requirements, education, and past performance on similar projects. Specify if resumes are required and provide resume format if appropriate.

Contractor’s key personnel include a service engineer who can install the new equipment, and make sure the new equipment runs properly. A resume is not required to fill this role if the personnel is a service engineer employed by the vendor.

8.0 Security Requirements

Specify security requirements that apply to the contract performance. Specify the level of clearances required and identify positions that are applicable.

There are no additional security requirements for this contract beyond chaperoned access to buildings 1, 33, and 34 at the Forest Products Laboratory with FPL personnel present (sign in and sign out at the front security desk in B1 at the beginning of each day of work on site).

9.0 Data Rights

If data is to be produced, furnished, acquired, or used in meeting contract requirements, delineate the respective rights and obligations of the government and the contractor regarding the use, production, and disclosure of that data.

Insert Data Rights Here

10.0 Section 508 – Electronic and Information Technology Standards When information technology is to be acquired, include language describing Section 508 requirements.

Not applicable.

Attachment Not applicable.