Preventative Maintenance and Service Agreement

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

This document outlines the Quality Assurance Surveillance Plan (QASP) for a contract, aiming to ensure systematic quality assurance methods are used in administering Performance Based Service Contracts (PBSC). The goal is to ensure the contractor performs according to contract metrics, the Government receives the quality of services specified, and payment is only for acceptable services.

• The PWS establishes outcomes for contractor performance requirements regarding quality and completeness within contract timeframes.

• The Contracting Officer Representative (COR) is responsible for ensuring the contractor performs acceptably.

• The contractor is responsible for their own management and quality control actions.

• This QASP provides Government surveillance oversight of the contractor's quality control efforts.

• The QASP Matrix details performance elements, requirements, surveillance methods, frequency, and acceptable quality levels.

• Key performance areas include Contract Deliverables, Qualified Personnel, Overall Contract Performance, and Invoicing.

• Acceptable Quality Levels include:

  • 95% of deliverables submitted timely and without rework.
  • 98% of personnel fully qualified.
  • Satisfactory rating in the COR's annual report.
  • 100% accuracy for invoicing.

• Not explicitly detailed in this document, but it refers to the PWS for timeframes.

• Contractors must submit a management/quality control plan.

• Contractors must provide written proof of compliance for security requirements and other necessary documentation.

• Data Deliverables include quarterly reports of contractor personnel on site in Excel format, including total personnel, employee names (TBD), and quarterly metrics reports.

• The COR will maintain a Quality Assurance Surveillance file.

• Contract Discrepancy Reports (CDRs) may be issued for items not meeting acceptable levels, requiring a written reply from the contractor within five days.

• Analysis of contractor performance will be conducted monthly.

• Failure to achieve satisfactory performance may result in contract termination and loss of future Government contracts.

Solicitation / RFP / RFQ

This solicitation is for a Preventative Maintenance and Service Contract for PerkinElmer ICP-OESS and ICP-MS equipment located at the Mid-Atlantic Regional Materials Test Laboratory in Portsmouth, VA. The objective is to acquire prompt, technically accurate, and high-quality preventative maintenance (PM) services for a period of three years (base year plus two option years) to optimize equipment performance, ensure result consistency, and minimize instrument downtime.

• One (1) scheduled Preventive Maintenance (PM) visit per year for the specified instruments and accessories.

• Unlimited break-down site visits and priority repair services, including non-consumable parts, labor, and travel.

• Troubleshooting assistance during regular support hours (0900-1700 EST), with a response no later than 24 hours after call.

• On-site repair dispatch within five (5) business days if remote resolution is not possible.

• Technicians must possess necessary OEM level training, certification, or authorization.

• Contract Type: Firm Fixed Price

• Period of Performance: Base Year (05 May 2026 - 04 May 2027), Option Year 1 (05 May 2027 - 04 May 2028), Option Year 2 (05 May 2028 - 04 May 2029).

• Offers must be submitted via email as a single Adobe Acrobat .pdf attachment by the deadline listed in Block 08 (24 March 2026, 10:00 AM).

• Offerors must submit a completed SF1449 with unit prices, executed amendments (if any), FAR 52.212-3 Representations and Certifications, Technical Capability information (Management Plan and Technical Capability Statement), Past Performance information, and Price.

• Evaluation will be based on Technical Capability, Past Performance, and Price. An award will be made to the responsible offeror with an acceptable rating in technical and past performance and the lowest evaluated price.

• Questions regarding solicitation requirements must be submitted to Jordan Moore via email by 16 March 2026.

• The acquisition is listed as UNRESTRICTED.

• Includes Notice of Price Evaluation Preference for HUBZone Small Business Concerns.

• Security requirements for NNSY access include obtaining a DBIDS card.

• Specific instructions for packaging, marking, inspection, acceptance, and invoicing via Wide Area WorkFlow (WAWF) are provided.

Statement of Work (SOW)

To acquire prompt, technically accurate, and high-quality preventative maintenance (PM) service for PerkinElmer equipment and accessories for a period of three (3) years (Base + 2 Option Years) to optimize equipment performance, ensure consistency in results, and prevent instrument downtime.

• Preventative maintenance (PM) and service for specific PerkinElmer equipment and accessories.

• Includes unlimited break-down site visits and priority repair service.

• Covers non-consumable parts, labor, and travel for PM and repair services.

• Software utilized to operate the instrumentation is included.

• Unlimited troubleshooting assistance during regular support hours (0900-1700 EST), with technical support provided within 24 hours by a certified Engineer/Specialist.

• Response time for scheduling repairs not resolvable remotely shall not exceed five (5) business days.

• On-site repair dispatch of qualified technicians if issues cannot be resolved remotely.

• PerkinElmer Nexion 2000 Model C ICP-MS

• PerkinElmer Avio 500 ICP-OESs (multiple units)

• Associated chillers and autosamplers (specific serial numbers listed in the document).

• Three (3) year period (Base + 2 Option Years).

• Location: Mid-Atlantic Regional Materials Test Laboratory, Building 184, Portsmouth, VA.

• Personnel requiring access to the installation will require a background check performed at least three (3) weeks prior to access.

• Contractors must obtain a DBIDS card for access to NNSY.

• Adherence to Federal and State OSHA requirements and Norfolk Naval Shipyard safety protocols.

• Compliance with Hazardous Energy Control (HEC) procedures.

• Restrictions on Portable Electronic Devices (PEDs) within controlled areas.

• Technical Point of Contact (TPOC) is TBD.

Form / Attachment / Pricing Sheet

This document is a "Technical Capabilities Statement" and "Technical Capability/Contractor Responsibility Certification" form. It requires vendors to certify that the equipment they are quoting meets the listed capabilities and that they can assume all stated contractor responsibilities. This form must be completed and submitted with the vendor quote to be considered for award.

• General Specification: For Preventative Maintenance and Service contract for C134 ICP-OESs and ICP-MS.
• Capabilities, Features, and Specifications:
  • One (1) scheduled Preventive Maintenance (PM) visit per the SOW.
  • Unlimited break-down site visits and priority repair service, including non-consumable parts, labor, and travel. Software for instrumentation is included.
  • All non-consumable parts, labor, and travel for PM and/or repair services are covered.
  • Unlimited troubleshooting support, with a response no later than 24 hours after the call.
  • On-site repair scheduling response time not to exceed five (5) business days from the initial request.
• Certification: Vendors must certify that their service meets or exceeds all specifications and responsibilities.
• Signature Block: Fields for Signature, Printed Name, Title, and Date.

This form is critical for bidders to confirm their understanding and ability to meet the technical requirements and service level agreements for the Preventative Maintenance and Service contract. Failure to complete and submit this form with the quote may result in disqualification.

Wage Determination

This document provides the official wage determination for various occupations under the Service Contract Act (SCA) for specific geographic areas, including North Carolina Counties of Currituck and Gates, and Virginia Counties of Chesapeake, Gloucester, Hampton, Isle of Wight, James City, Mathews, Newport News, Norfolk, Poquoson, Portsmouth, Suffolk, Virginia Beach, Williamsburg, and York.

• Occupational Wage Rates: Lists specific minimum hourly wage rates and fringe benefits for a wide range of occupations, from administrative support to technical and health occupations.
• Fringe Benefits: Mandates specific fringe benefits for all listed occupations, including Health & Welfare at $5.55 per hour (or $222.00 per week / $962.00 per month).
• Executive Order (EO) 13706 (Paid Sick Leave): Requires contractors to provide 1 hour of paid sick leave for every 30 hours worked, up to 56 hours annually, for employees on contracts awarded on or after January 1, 2017. This includes provisions for use related to domestic violence, sexual assault, or stalking.
• Executive Order 13658 (Minimum Wage): For contracts awarded between January 1, 2015, and January 29, 2022 (and not renewed/extended after January 30, 2022), contractors must pay covered workers at least $13.30 per hour (or the applicable wage rate if higher) in 2025. This rate is adjusted annually.
• Vacation and Holidays: Outlines requirements for paid vacation (2 weeks after 1 year, 3 weeks after 8 years, 4 weeks after 15 years) and a minimum of eleven paid holidays per year.
• Hazardous Pay Differential: Specifies an 8% differential for positions involving high hazard with ordnance/explosives and a 4% differential for positions with a low degree of hazard.
• Uniform Allowance: Details requirements for contractors to provide uniforms or reimburse employees for their cost, including cleaning and maintenance.
• Conformance Process: Explains the process for classifying and determining wage rates for occupations not explicitly listed in the wage determination.

This document is critical for understanding the minimum labor costs associated with performing services in the specified geographic areas. Bidders must ensure their proposed labor rates and benefits meet or exceed these requirements to be compliant.