Statement of Work_SEM_PMA_DRAFT 11 June 2025.pdf

STATEMENT OF WORK

Calibration/Preventative Maintenance Service Agreement for EVO MA Scanning Electron Microscope (SEM) systems and Consumables.

June 11, 2025

1.0 BACKGROUND: The Aerospace Fuels Laboratory (AFPET/PTPLA) has a requirement for a calibration/preventative maintenance (PM) service agreement for (1) EVO MA Scanning Electron Microscope (SEM) System (SN: 1713) and consumables with service to be performed at Wright-Patterson AFB, OH.

2.0 MINIMUM PERFORMANCE REQUIREMENTS: The Contractor shall provide the minimum performance requirements as listed below:

2.1 The Contractor will supply all necessary maintenance including but not limited to, labor, maintenance supplies, tools, test equipment, transportation, and other related services to keep the system in good operating condition as determined by the original manufacturer’s specifications. The Contractor shall not be liable for repairs necessitated by abuse, misuse, unauthorized modifications, neglect, accidents, improper operation, or any external causes including, but not limited to, fire, water, power failures, explosions, and acts of God. For the causes listed above, the Contractor shall submit in writing to the Government a description of work required to repair the system and request the consent of the Government to restore the equipment to the good operating condition for which payment will be made under a separate contract. Maintenance service shall not include electrical work external to the equipment or the plumbing of water or gas supplies.

2.2 The Contractor shall provide one PM service visit per year up to a maximum of five days, which shall include but not limited to the following:

2.2.1 Inspection, adjustment, and calibration of system for proper operation.

2.2.2 Replacement of parts as indicated by the Contractor after inspection of the equipment covered under this maintenance agreement.

2.2.3 Unlimited technical telephone support. This visit will be scheduled after notification by the AFPET lab chief.

2.3 The calibration/PM service shall be one (1) year.

2.4 The calibration/PM service place of performance:

Aerospace Fuels Laboratory

AFPET/PTPL (FP2070)

2430 C Street, Building 70, Area B Wright Patterson AFB OH 45433-7632

2.5 The Contractor shall provide unlimited emergency visits and repair service during regular business hours 0800-1600 hours (as specified by the time zone at WPAFB) Monday through Friday to meet published performance specifications for service other than operator function, damage by third party, acts of nature, etc. as required upon equipment failure. The monitoring Government representative will provide the contractor a detailed description, via telephone, of problems encountered. The repair service will include labor, travel, living expense, and major parts coverage.

Consumable parts will not be included in this contract.

2.6 MAINTENANCE: The Contractor shall provide on-call, on-site maintenance service during the principal period of maintenance (PPM) of 1 year from the date of the contract. All maintenance will be done according to the OEM specification and standards.

2.6.1 Principal Period of Maintenance (PPM): The PPM for the listed equipment shall be 0800-1600 hours (as specified by the time zone at WPAFB) Monday through Friday, excluding Government holidays (New Years, Martin Luther King Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving, and Christmas).

2.6.2 Preventative Maintenance (PM): At least one PM visit up to a maximum of five days, which will include but not be limited to the following:

2.6.2.1 Inspection, adjustment, and calibration of system for proper operation.

2.6.2.2 Replacement of parts as indicated by the Contractor after inspection of the equipment covered under this maintenance agreement.

2.6.2.3 Unlimited technical telephone support. This visit will be scheduled after notification by the lab chief.

2.6.3 The Contractor shall provide unlimited emergency visits and repair service during regular business hours to meet published performance specifications for service other than operator function, damage by third party, acts of nature, etc, as required upon equipment failure. The monitoring Government representative will provide the contractor a detailed description, via telephone, of problems encountered. The repair service will include labor, travel living expense, and major parts coverage. Consumable parts will not be included in these contracts. These include: x-ray tubes, detectors, filaments, laser, sample holders, sample changer trays or magazines, crystals and flow counter windows accessories. Third party items are not covered unless specified.

2.6.4 The contractor, in a report indicating the time the service was requested as well as the time service was completed, will document all maintenance. The report shall also contain the type of service that was requested, with a brief description of the repair action. This report will be provided to AF personnel upon completion of the requested service.

2.7 REPAIRS: The Contractor shall provide a 24-hour/seven days a week telephone point of contact for receiving service calls. Down time and response time clocks start when the Government makes contact at the single point of contact and will end when the equipment is returned in good operating condition.

2.7.1 Response time for emergency service for equipment covered under this contract shall be within 72 hour/best effort on-site service response after notification that on-site repair is needed. Response time is defined as arrival on-site.

2.7.2 Repairs shall be completed within not more than ten working days after notification. Repair time exceeding ten working days is subject to the “untimely repair” provision.

2.7.3. All repair/response times exclude days that occur on Saturday, Sunday, or the Government holidays (See 9.1).

2.7.4 Contractor failure to repair within a timely manner as established in paragraph

10.3 shall result in Contractor completion of necessary repair at no additional costs to the Government. Extenuating circumstances will be considered on case-by-case basis.

2.8 SPARE PARTS INVENTORY, TOOLS, AND INSTRUMENTS: The Contractor shall maintain, within one day delivery time to this site an inventory of spare parts of the type and quantities as recommended by the Original Equipment Manufacturer (OEM) for the number and type of units to be maintained. The Contractor shall maintain, within one day delivery time to each site an inventory of such tools and instruments as necessary to maintain the equipment properly and efficiently for the life of the contract. Only new standard parts shall be used in performing repairs.

2.9 CONDITION OF EQUIPMENT PRIOR TO END OF CONTRACT: Prior to termination or expiration of this contract or removal of any equipment from this contract, the Contractor shall certify in writing that the equipment covered is eligible for maintenance by the OEM. The equipment shall be subject to inspection by the manufacturer. If any equipment is not eligible or is not in good mechanical, electrical, or operating condition, the Contractor agrees to return the equipment to a level suitable for OEM maintenance, or reimburse the Air Force any charges including, but not limited to travel, parts, labor required to place equipment in good mechanical, electrical, and operating condition as specified by the OEM.

2.10 PROOF OF RESOURCE: Upon request by the Government, the Contractor shall show evidence of proper level or resources to perform tasks under this contract, such as ownership or licensing of spare parts, diagnostic and repair tools, documentation and employment of personnel.

3.0 COMPETENCY OF CONTRACTOR PERSONNEL: All service performed under this contract shall be performed by competent personnel, fully trained to perform the required maintenance in accordance with the best commercial practices without unnecessary delays or interference with the government functions. The maintenance personnel shall have completed applicable maintenance training specified by the original equipment manufacturer for the maintenance of the equipment involved.

4.0 SINGLE POINT OF CONTACT: The Contractor shall identify a 24-hour/seven day a week single point of contact (service facility and corresponding telephone number) for Government personnel requesting services to be performed under this contract. If the point of contact is not within the local WPAFB calling area, the contractor shall provide a toll-free number for such service. The Contractor shall make answering arrangements to enable its maintenance representative to receive notice of a service request or provide an answering service or other telephone coverage to permit the Government to make timely contact through all periods of coverage.

5.0 DAMAGED MATERIALS: The Contractor shall replace any Government-owned materials, which are damaged by malfunction of Contractor-maintained equipment, Contractor-provided equipment, or by Contractor fault, with material of equal or better quality.

6.0 DOCUMENTATION: All documentation, software manuals, repair manuals, and other aids recommended by the OEM which are needed to perform maintenance under this contract shall be obtained by the Contractor in whose property it will remain.

The Contractor shall acquire updated subscriptions for this documentation for the life of the contract. The Government, as a party of the contract, shall not be required to aid in the acquisition of such documentation. OEM diagnostic software or equivalent shall be employed in performing maintenance services.

7.0 GOVERNMENT REGULATIONS: All contractor personnel performing work under this contract shall comply with all applicable Air Force and local regulations. Of specific concern are regulations regarding security, wearing of badges, access lists, and safety.

7.1 SECURITY CLEARANCE: Requirement for security clearance is not anticipated. If, however, security clearance is determined to be necessary, the Contractor shall ensure that maintenance personnel complete all security forms (personal history, fingerprint card, and other applicable details) within 30 calendar days following notification of the requirement from the Government.

7.2 CONTRACTOR ACCESS: Subject to security regulations the Government shall permit the Contractor access to the equipment to be maintained.