annual maintenance services

1. Purpose

The purpose of this Contract is to engage in the annual validation, calibration, maintenance and support services of Environmental Monitoring System deployed at NARMU SOUTH in Lima by Rees Scientific Corporation, to ensure that the system is fully operational. This service provides vital protection of invaluable research and sample specimens collected from research studies being conducted by NAMRU SOUTH, as well of the vivarium environment for research studies. The work to maintain this system is required since its installation and deployment in 2017, and should be performed by the manufacturer, Rees Scientific Corporation (RSC), or an authorized company, to sustain the DOD Authorization to Operate (ATO) in the DOD unclassified networks.

2. Background

The procurement for a maintenance agreement ensures that the vendor makes annual scheduled checks of the system, performs validation and calibration protocols, & updates the computer system software as needed to maintain its Authorization-to-Operate (ATO) condition as required by DOD network regulations. It also provides 24/7/365 tech support, and issues a service technician should the system require repair.

3. Tasks

3.1. Task 1: Perform annual validation, calibration, and preventive maintenance of existing system setup (271 sensors), to include inputs, sensors, wireless devices and software/hardware of the system ONSITE. The contractor shall review and check all system panels and ports. Maintenance shall include software updates, annual measurements of system functionality and connection status. Provide alarm alerts and means of obtaining graphical reports and all other needs commonly associated with environmental management.

3.2. Task 2: Provide 24/7/365 technical support and part replacement of the equipment associated with the system and software. During an emergency, the RSC technician(s) will provide online phone support to correct the system. If an onsite visit is needed to return the system to fully operational state, vendor must quote for the site visit and get official approval in written, prior to make travel arrangements. No ONSITE visit is authorized for corrective maintenance as it is not included in this contract.

3.3. Task 3: Vendor shall perform an annual Installation Qualification/Operational Qualification test of the alarm system onsite, in NAMRU SOUTH Facilities in Callao, Lima, Peru. All system inputs will be verified and calibrated.

3.4. Task 4: Vendor will provide all necessary labor and materials for the complete maintenance service of the environmental monitoring system. Service includes at least one site visit to wire, install, program, configure, validate, and train users on the system.

3.5. Vendor will provide battery backups to the probes/sensors to ensure they continue monitoring all time.

4. Conditions

• Vendor must provide proof from Rees Scientific Corporation that it has legal access to RSC software ATO licenses and must be supplied during service and upgrades. Vendor must also supply only new hardware components/modules. Annual maintenance must also include the latest software release from RSC at the time of validation. “No exceptions will be accepted”.

• Services to include:

 Annual On-Site IQ/OQ Validation

 Current Software Validation Manual

 Software updates to current version

 Calibration of all temperature & humidity sensors with NIST traceable device

 On-Site training at the time of validation

 24/7/365 telephone technical support

 Onsite service that includes new parts and labor for annual preventive maintenance

 Does not include onsite service for corrective maintenance

• Vendor will only initiate travel to the site after receiving written (electronic-email) confirmation from a government representative at the facility that all access permissions have been granted and coordination has been made.

• Installation qualification and validation must be thoroughly performed by vendor in accordance with FDA and AABB validation requirements. Records must be made available for storage in Laboratory once system installed.

• Contract runs from the moment of acceptance of this contract, not from the moment of purchase of the system, nor the moment of expiration of any previous maintenance contract or warranty.

5. Qualifications of Vendor’s Personnel

All installation personnel shall be fully qualified by the manufacturer (Rees Scientific) to install or work on systems of this type, and must be either employees of the system manufacturer, or have completed a manufacturer administered training program. The contractor shall provide prove of this requirement.