Maintenance Agreement for Hitachi Spectrophotometers

STATEMENT OF WORK Title of Project: Maintenance Agreement for Hitachi Spectrophotometers Background and Need – The Lipid Reference Laboratory (LRL)/DLS/NCEH operates (2) spectrophotometers that provides spectrophotometric measurements for samples prepared for the CDC Lipid Project. A service contract is necessary to keep the spectrophotometers in optimal running condition and to assure operation compliant to CLIA guidelines and CDC policies and procedures. This maintenance agreement will assure instrument performance, reduced instrument breakdowns, accurate measurements and reliable throughput results. The Clinical Chemistry Branch must obtain a service contract that covers annual maintenance service, as well as needed repair services. Project Objective – The purpose of this procurement is to obtain a service agreement for preventative and remedial maintenance of the (2) Hitachi spectrophotometers which is urgently needed for the continuation of project activities within our constraints. The procurement of this maintenance agreement is required for each instrument to maintain continuous operation for critical research projects and ongoing studies (NHANES, etc.). Our customized methods depend on accurate and precise spectrophotometric measurements of analytes in clinical samples. A preventive maintenance agreement will serve to keep the instruments running 95% of the time with minimal project delays and eliminate costly repairs due to damaged or malfunctioning equipment. Scope of Work – The contractor shall agree to provide (1) Premier Agreement for required instrument checks with on-site maintenance, repair services to keep the covered instruments in acceptable working order throughout the Base contract year The Premier Agreement will provide quarterly billing or four payments per year for (1) Preventive Maintenance (PM) Service per year, per instrument. The contractor shall supply a Premier Agreement, which includes annual preventative service, calibration and support according to specific needs of the instrument as determined by the manufacturer to restore the instrument as herein described. Additionally, coverage shall include breakdown repair, adjustments and high quality replacement parts and labor, and provision of a loan unit with freight and travel charges discounted 100%. The service contract covers a preventive maintenance visit per year per instrument, service (clean, inspect, repair, maintain), onsite repairs, and execute Operational Qualification (OQ) post-preventive maintenance, OQ Certificate of equipment performance, hotline support, qualified service engineers and a general service standard response time of 48 hours. This agreement will cover all instruments as detailed on the spreadsheet. Technical Requirements – The contractor shall provide technical performance support according to equipment specifications as well as maintenance, both calibration and preventative. Description of tasks, phases, and documents of which the contractor shall perform/provide for each instrument: Service: Scheduled one (1) comprehensive preventive maintenance (PM), inspection and service visit per year for each instrument. Emergency Service: Unlimited priority on-site emergency service response. Hitachi Factory trained field Service Engineers. Unlimited Telephone Support. Hotline support with priority response times of within 24-hours. General Service call for standard response time of 48 hours. U-3900, S/N 2295-007, Barcode 243466, coverage for one (1) year and four (4) twelve (12) month option periods. U-3900, S/N 2561-009, Barcode 231596, coverage for one (1) year and four (4) twelve (12) month option periods. Dispatch of new certified parts to on-site premises. Parts: Repaired and replaced at no additional costs. Repair: Includes the use of high quality service parts as required for optimal performance. Includes all labor and travel costs for emergency service and qualification visits. Performs Operational Qualification (OQ) post-preventive maintenance. OQ Certificate of equipment performance and preventive maintenance visit designed to prevent instrument failures, maintain peak performance, and document regulatory compliance. Provide instrument user and the COR/technical monitor with a field service report detailing the work completed following remedial and preventative maintenance. Travel charges discounted 100%. Also, included are parts, supplies and labor. Quarterly billing as per cost of the agreement in arrears as payment is due after the services are performed, not before.