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02 Service Contract SOW Final.docx

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Contract Opportunity
Date Originally Posted
Sept. 6, 2022, 8:43 a.m.
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STATEMENT OF WORK

TITLE: SERVICE AGREEMENT FOR HAMILTON STARLET AUTOMATED LIQUID HANDLER

BACKRGROUND

The National Institute of Standards and Technology’s Biosystems and Biomaterials Division (BBD) is focused on developing methods that will assure reliability and confidence in the measurements that underpin research and applications in genomic measurements, biomaterials, protein therapeutics and cell therapies, cancer diagnostics, nanoparticle safety, and microbial identification and quantification. BBD carries out this work through fundamental research in measurement science and the development of reference materials, reference data, and protocols.

To meet mission requirements, a service agreement for maintenance and repair for a Hamilton STARLET Automated Liquid Handler is needed. The maintenance agreement(s) will ensure that the measurements carried out by BBD using the Hamilton STARLET Automated Liquid Handler are reliable, reproducible, and of high enough quality to meet the needs of BBD’s stakeholders.

SCOPE OF WORKThe contractor shall provide a one-year service agreement for maintenance and repair and four one-year option periods for a Hamilton STARLET Automated Liquid Handler (serial number: D901) which includes eight 1-mL channels, one iSWAP, one MPE, two Hamilton Heater-Coolers, and two Hamilton Heater-Shakers.

SPECIFIC REQUIREMENTS

The service agreement includes the following:

One preventative maintenance service call per year to ensure long-term performance and reliability of the instrument. Preventative maintenance service shall include:

lubrication, adjustments and replacement of service parts, all as deemed necessary by the Contractor;

volume verification for the eight 1-mL channels.

heater, cooler, and shaker verification (amplitude, frequency, and temperature);

X, Y, Z position verification for eight 1-mL channels

door lock verification.

Dispatch of a technician for emergency service when the instrument becomes inoperable or fails to perform to specifications due to a failure in the instrument. Emergency service shall meet the following specifications:

a target response time of 24 hours for a down instrument;

a guaranteed response time of 48 hours for a down instrument;

a guaranteed call back time of 4 hours.

Replacement of defective parts with certified replacement parts.

Travel and labor costs for the preventative and emergency service visits.

The first preventative maintenance may be scheduled within 30 days from start date of the service contract.

Preventive maintenance and emergency service visits shall occur during regular business hours. Regular business hours are Monday through Friday, 8:30 a.m. to 5:00 p.m. Eastern Time except for Federal holidays and weekends. Preventive maintenance visits shall be scheduled at least 30 days in advance with the Technical Point of Contact (TPOC). The TPOC will contact the Contractor to schedule a mutually acceptable date and time for the preventive maintenance visits.

SERVICE CALLS

The Contractor shall respond to an unlimited number of requests for service calls in the event of instrument failure, which require immediate repair. The Contractor shall provide travel, labor, and any factory-certified parts that require replacement.The Contractor shall respond to service calls during regular business hours only. The Contractor shall provide service with a response time of 48 hours or less for a down instrument. No weekend service visits shall be required.The Contractor shall be responsible for obtaining all parts required for all repairs and maintenance. The Contractor shall make a reasonable effort to secure parts within 24 hours after identifying the need for a replacement part for the covered equipment.All repairs must result in the instruments meeting the performance specifications as set forth by the manufacturer.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 or provide shipping instructions and return shipping information that NIST may return the parts to the Contractor within 3 days after the service visit is completed. The Contractor shall assume all charges and liability for all shipments.

SERVICE CONDITIONS

The Contractor shall provide original equipment manufacturer certified engineers and/or technicians during the performance period for each service agreement.

To the maximum extent practicable, service shall be rendered on-site at the NIST Gaithersburg, MD campus for the instruments.

In the event that a part needs to be repaired off-site, the Contractor shall be responsible for all packaging, shipping, and transportation costs. The Contractor shall assume all charges and liability for shipments to and from NIST Gaithersburg. The Contractor shall be responsible for providing NIST Gaithersburg with packaging instructions, a shipping account number, and a Return Authorization Number authorizing return of the shipment to their facility prior to the shipment.

OPTIONS

Scope and requirements identified in base year are also required in each option period if exercised.

PERIOD OF PERFORMANCE

Service Contracts will run for the following terms:

Base Period: 10/01/2022 to 09/30/2023

Option Year 1: 10/01/2023 to 09/30/2024

Option Year 2: 10/01/2024 to 09/30/2025

Option Year 3: 10/01/2025 to 09/30/2026

Option Year 4: 10/01/2026 to 09/30/2027

PLACE OF PERFORMANCE

Performance shall take place at NIST, 100 Bureau Drive, Gaithersburg, MD unless agreed otherwise by both parties.

CONTRACTOR’S MINIMUM QUALIFICATIONS

The Contractor shall provide original equipment manufacturer certified engineers and/or service technicians during the performance of the base award and each option period. Contractor personnel shall have experience on the instrument and accessories for which the service is being rendered.

DELIVERABLES

DESCRIPTION

FREQUENCY/QTY

DUE DATES

Service Agreement Base Year: to include one preventative service visit, one volume verification service (for 8-channel head), and service calls

One Annual Routine Service and unlimited service calls as needed.

10/01/2022 to 09/30/2023

Optional Year 1: Service

Agreement

One Annual Routine Service and unlimited service calls as needed.

10/01/2023 to 09/30/2024

Optional Year 2: Service

Agreement

One Annual Routine Service and unlimited service calls as needed.

10/01/2024 to 09/30/2025

Optional Year 3: Service

Agreement

One Annual Routine Service and unlimited service calls as needed.

10/01/2025 to 09/30/2026

Optional Year 4: Service

Agreement

One Annual Routine Service and unlimited service calls as needed.

10/01/2026 to 09/30/2027

The Contractor shall submit a service ticket prior to departure from NIST on any given service call for maintenance or repairs. The service ticket shall include the following for the STAR Automated Liquid Handler:

Serial number.

Date and time of arrival to NIST.

Description of service performed.

Name and quantity of any parts that were repaired.

Name and quantity of any parts that were replaced.

Date and time of departure from NIST.

Diagnostic test results or narrative summary demonstrating that the Automated Liquid Handler is meeting the manufacturer’s specifications.

Any comments or recommendations.

Signature of Contractor service person.

Signature block for NIST personnel accepting the services rendered.

PERFORMANCE REQUIREMENT SUMMARY

DESIRED OUTPUT

PERFORMANCE STANDARD

MONITORING METHOD

Onsite response to an unlimited number of requests for service calls in the event of

instrument failure.

All parts shall be approved for use with the instrument.

The Contractor shall only employ tools, instruments,

software, 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 while maintaining the equipment operate at manufacturer specifications.

Acceptance by NIST

Technical point of contact

Provide one (1) preventive maintenance visit during each one-year term of the service

agreement.

Same as above

Acceptance by NIST

Technical point of contact

ACCEPTANCE CRITERIA AND PAYMENT

After maintenance or repair of the instrument, NIST shall demonstrate that all minimum requirements have been met. The demonstration of specifications may occur during acceptance testing. Final acceptance by the Government will be given after demonstration of instrumentation specifications.