XRD MAINT SoR v4.pdf

STATEMENT OF REQUIREMENTS

Maintenance of X-Ray Diffraction Systems

I. BACKGROUND

The National Institute of Standards and Technology (NIST), Materials Measurement Science Division (MMSD) and Materials Science & Engineering Division (MSED) have a requirement for maintenance of X-ray diffraction equipment used on a routine basis by approximately 10 researchers in the Material Measurement Laboratory (MML).

The equipment is used for routine screening, analysis, and identification of crystalline solids which is a critical component of at least six research activities in the MML. The equipment is more than 25 years old and includes instruments supplied by different manufacturers. Most of the instruments have been extensively customized by NIST staff to enhance their measurement capability.

II. PURPOSE

Maintain a suite of X-ray diffraction (XRD) instruments to ensure each remains operational and available for measurements.

III. SCOPE

The Contractor shall provide a performance-based onsite maintenance agreement that includes labor and travel for the purpose of servicing an X-ray diffraction (XRD) system that includes:

a/Norelco Phillips Goniometers/Diffractometers (customized by NIST staff):

Model No S/N

42273 1 PPHC

42271 0 60-261 42267 0 51-123 42270 0 57-263 b/Norelco Phillips Goniometers/Diffractometers Accessory Components:

Spellman Generators:

Model No. Df60n3x2803 - S/N’s: C24392-002, C23917-001, C16613-037 Model No. Dxr3000 - S/N C009575 c/Norelco Detector Measuring Electronics (e.g., multicomponent electronic circuitry) - S/N’s: Hn511170, Hn101387, S20609, S206100 d/Maxwell Electronics Stepper Motor Controllers- S/N’s: 851113, 851039 e/RADIX Databox Interfaces - S/Ns: 83030, 83032, 83033, 83031, 83032a, 83075

NOTE: electronic boards, power supplies, mechanical gears, X-ray tubes, external computers and water chillers are excluded from coverage

IV. REQUIREMENTS

A. PREVENTIVE MAINTENANCE (PM) SERVICE

A field service technician trained in high-voltage X-ray diffraction equipment shall take action necessary to ensure that all instruments covered under the maintenance agreement are functioning properly and shall inspect, clean, make minor adjustments, verify operation, and perform general system tests during one (1) annual preventive maintenance (PM) visit to ensure long-term performance and reliability of the XRD system.

The Contractor is responsible for initiating and scheduling the PM visit during NIST’s regular business hours. The scheduled PM visit may be made at the same time as an unscheduled visit for corrective or other action if such a visit occurs within one (1) mo. before a scheduled PM.

Operator training on instrument care and routine maintenance procedures shall be provided during PM service instances.

Prior to completion of the PM, the Contractor shall test the XRD system instruments, review the XRD system’s performance, and take whatever corrective action is necessary to ensure the system is fully operational and meets OEM specifications.

B. EMERGENCY SERVICE CALLS

The Contractor shall respond to an unlimited number of emergency service calls in the event of instrument failure which may require immediate repair.

A trained field service technician shall be dispatched to the NIST Gaithersburg MD campus within three (3) business days from the date and time a service call is placed.

No weekend onsite service visits will be required. Onsite service calls shall be conducted Mon.-Fri. during regular business hours.

Unlimited emergency repair service shall be provided on an unscheduled basis when notified by NIST that the XRD system instrument is inoperable.

The Contractor shall source any parts required for each repair instance.

NIST will order and pay for any parts that require replacement.

At no time is the Contractor to remove any XRD system instrument from the NIST facility without the written authorization of a NIST representative.

SERVICE TICKET: For each PM and unscheduled emergency repair service call, the Contractor shall submit a service ticket to the NIST XRD system Subject Matter Expert (SME) in-person prior to departure from NIST or by e-mail after departure from NIST.

The service ticket shall include:

1) Date and time of arrival to NIST

2) Description of service(s) performed

3) Name and quantity of any non-operational parts that were repaired

4) Name and quantity of any non-operational parts that were replaced

5) Date and time of departure from NIST

6) Diagnostic test results or narrative summary demonstrating that the

XRD system and/or accessories are meeting OEM performance standards

7) Any comments or recommendations

8) Signature of Contractor’s field service technician

9) Signature block for NIST acceptance of services rendered

In the event the Contractor is unable to resolve the problem during a service call, the Contractor shall provide telephone support and on-site support as needed to expedite a resolution for NIST within a 2-week period.

C. TROUBLESHOOTING ASSISTANCE

The Contractor shall provide telephone/e-mail support for the covered XRD system during regular business hours M-F 8:30AM-5PM EST.

Telephone/e-mail support shall include responses to questions about operating practices, application use, and service issues that can be diagnosed and resolved by telephone/e-mail.

V. TRAVEL

Travel to the NIST, Gaithersburg MD campus is required for all PMs and onsite unscheduled emergency repair service calls. All travel expenses are the responsibility of the Contractor.

VI. WARRANTY

All repairs performed by the Contractor shall be guaranteed for a minimum period of ninety (90) days from the service visit completion date.

VII. GOVERNMENT-FURNISHED PROPERTY, DATA AND/OR INFORMATION

NIST will provide visitor’s access to the NIST Gaithersburg MD facility during the performance periods associated with the onsite maintenance agreement.

NIST will provide access to the X-ray diffraction system for the purpose of conducting a PM or an unscheduled emergency service call.

VIII. CONTRACTOR MINIMUM QUALIFICATIONS

The Contractor shall dispatch trained field service engineers or technicians that are fluent in the operation of the XRD system instruments. Any field service personnel shall have at least two (2) years of experience on high voltage X-ray diffraction equipment similar to that described in Section II.

The XRD System requires repair parts that sometimes are available new but are often no longer manufactured or were supplied by companies that no longer exist; therefore, the Contractor must have prompt access to the used-equipment market to source used repair parts in a timely manner to keep the XRD system functional.

IX. PERFORMANCE STANDARDS

The XRD system shall function according to manufacturer specifications and applicable controlling standards at all times during the maintenance period, unless maintenance or repairs are being performed. The response time for unscheduled emergency repairs shall not exceed three (3) business days. Field service reporting shall be applicable for documenting any on-site PM or unscheduled emergency repair service visit; each service ticket shall be prepared according to Section IV/Subsection B.

A. ACCEPTABLE QUALITY LEVEL

1) Functional XRD system performing during the service period in accordance with generally accepted standards prevailing in the instrument maintenance/repair industry applicable.

2) Adequate response time not to exceed three (3) business days.

3) A properly completed field service ticket submitted to the NIST SME in-person prior to departure or e-mailed to the NIST SME immediately after departure for any PM/unscheduled emergency repair service performed.

B. QUALITY CONTROL PLAN

All remedial and planned maintenance service provided shall be performed efficiently and effectively by factory-trained and certified field service engineer or technician according to Contractor’s established periodic maintenance procedures for the XRD system instruments as recorded in the instruments field service manuals, to ensure optimal performance of the XRD system, and help maintain maximum uptime.

C. MONITORING METHOD

The NIST SME will be the designated Government representative monitoring the level of service, response time, and reporting provided during the term of the onsite maintenance agreement.

The above performance standards, quality control plan, acceptable quality levels, and monitoring method will apply to the base period and all option years.

X. INSPECTION AND ACCEPTANCE

NIST will conduct an inspection after a scheduled PM has concluded and after an unscheduled repair instance has concluded and verify the various XRD system instruments are functioning to OEM specifications.

The service rendered will be accepted if NIST determines all instruments in the XRD system are fully operational and performing to OEM specifications.

XI. OPTIONS

The Contractor shall perform the work described in Section III of this SoW for one (1) 12-mo. base period and up to four (4) 1-year option periods.

XII. PERIOD OF PERFORMANCE

Base Period: 13 Sep 2023 through 12 Sep 2024 Option Year 1: 13 Sep 2024 through 12 Sep 2025 Option Year 2: 13 Sep 2025 through 12 Sep 2026 Option Year 3: 13 Sep 2026 through 12 Sep 2027 Option Year 4: 13 Sep 2027 through 12 Sep 2028

XIII. PLACE OF PERFORMANCE

PMs and unscheduled emergency repair calls shall be conducted at the NIST facility located at 100 Bureau Dr., Gaithersburg, MD.

The XRD system resides in Building 223, Rooms B221 and B215.

XIV. INVOICING

Advance payment is not authorized. Partial payments are authorized, provided the period being invoiced has passed. The Contractor shall submit a proper invoice on a quarterly in arrears basis.

XV. GENERAL INFORMATION

Safety: The Contractor shall 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 must also be shown to the armed Security Police when entering the campus. The Contractor shall provide all information necessary for the SME to authorize entrance to the NIST campus IAW NIST Security Policy and Procedures.

Identification Badges: The Contractor shall comply with NIST identification and access requirements and shall wear a visible identification badge provided by the NIST Security Office.