Gerstel Thermal Desorption Service - Library of Congress

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide comprehensive maintenance, service, and support for the Library of Congress's Gerstel MPS (automated sample handling robotic solution) and its associated components.

• Provide unlimited on-site repairs, parts for repairs and maintenance (excluding consumables not part of standard preventative maintenance kits), labor, travel, and remote assistance (phone/email).

• Perform one annual preventative maintenance visit.

• Cover the Gerstel MPS (serial number 527591) and associated modules (filtration, thermal desorption (TDU 3.5), dynamic headspace, cooled inlet systems).

• Ensure contractor response time for remote troubleshooting is within one (1) business day.

• Complete on-site repairs within five (5) business days of notification, or notify COR within three (3) business days if delays are expected. Repairs must be completed within 21 calendar days of the reported need.

• Provide factory-certified replacement parts with a 12-month warranty from installation and acceptance.

• Resolve software and firmware problems and provide updates.

• Repairs completed within 21 calendar days of the reported need.

• Onsite repairs initiated within five (5) business days of notification.

• Remote support response within one (1) business day.

• 12-month warranty on all replacement parts.

• Period of Performance: Base year starting 8/15/2026, with four (4) option years.

• Place of Performance: Library of Congress, Preservation Research and Testing Division, 101 Independence Ave SE – LM G52, Washington DC, 20540-4560.

• Hours of Operation: 8:30 AM to 5:00 PM, Mondays through Fridays, excluding Federal holidays.

• Authorized engineers must perform onsite performance and troubleshooting.

• Contractor is responsible for their own safety and must advise Library staff of any additional safety requirements.

• Contractor must adhere to Library of Congress and U.S. Capitol Police physical security protocols and offsite screening procedures.

• Contractor is responsible for all shipping costs and travel/labor costs.

Justification and Approval for Other Than Full and Open Competition

This document justifies and approves contracting without full and open competition for services related to the Gerstel MPS system and associated components. The Library of Congress requires ongoing service and maintenance for this specialized equipment, which is used for research and testing of collection materials, collection housing, and environmental monitoring.

• Comprehensive service agreement for the Gerstel MPS system and associated components.

• Onsite preventive maintenance, repairs, and parts replacements.

• The contract is for one base year with up to four optional years.

• Contractor: Gerstel, Inc.

• Period of Performance: August 15, 2026 – August 14, 2027 (with four optional years extending to August 14, 2031).

• The specific estimated value is not detailed in this document, but the justification covers actions over and under $250,000.

This document is a justification for sole-source procurement, not a solicitation. Therefore, there are no proposal submission instructions or evaluation criteria for bidders.

This action is justified for other than full and open competition because Gerstel, Inc. is the sole manufacturer and authorized service provider of the Gerstel MPS system. The Library has verified that only Gerstel engineers can service the system without jeopardizing its integrity or future manufacturer coverage. Market research has confirmed no other potential sources are available or authorized at this time.

• The justification is based on the unique capabilities of Gerstel, Inc. and the potential compromise of the system if serviced by unauthorized third parties.
• The Library will monitor the market to identify when third parties may be authorized to perform these services.
• The Contracting Officer has determined that Gerstel, Inc. is the only responsible and capable contractor for this requirement and that the price will be fair and reasonable.