SOLICITATION NOTICE
J -- Maintenance Support Services for Biotage Equipment
- Notice Date
- 3/22/2017
- Notice Type
- Presolicitation
- NAICS
- 811219
— Other Electronic and Precision Equipment Repair and Maintenance
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, National Institute on Drug Abuse, 6001 Executive Boulevard, Room 3155, MSC 9593, Bethesda, Maryland, 20892, United States
- ZIP Code
- 20892
- Solicitation Number
- HHS-NIH-NIDA-SSSA-NOI-17-173
- Archive Date
- 4/12/2017
- Point of Contact
- Jermaine Duncan, Phone: 3018277515
- E-Mail Address
-
jermaine.duncan@nih.gov
(jermaine.duncan@nih.gov)
- Small Business Set-Aside
- N/A
- Description
- Maintenance Support Services for Biotage Equipment Pre-Solicitation Notice of Intent to Sole Source HHS-NIH-NIDA-SSSA-NOI-17-173 INTRODUCTION This is a combined synopsis/pre-solicitation for commercial items prepared in accordance with the format in Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This acquisition is being conducted in accordance with the procedures of FAR Part 13--Simplified Acquisition Procedures and FAR Part 12--Acquisition of Commercial Items. The solicitation number is HHS-NIH-NIDA-SSSA-NOI-17-173 and the solicitation is issued as a PRE-SOLICITATION, NOTICE OF INTENT, to award a contract on a noncompetitive basis to Biotage, LLC10430 Harris Oaks Blvd, Suite C, Charlotte, NC 28269. REGULATORY & STATUTORY AUTHORITY This acquisition is conducted under the authority of the Federal Acquisition Regulation (FAR) Part 13--Simplified Acquisition Procedures, Subpart 13.106-1, only one responsible source and no other supplies or services will satisfy agency requirements, and FAR Part 12--Acquisition of Commercial Items and is NOT expected to exceed the simplified acquisition threshold. Contracts awarded using FAR Part 13--Simplified Acquisition Procedures are exempt from the requirements of FAR Part 6--Competition Requirements. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-95, dated January 19, 2017. NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) CODE The associated NAICS code for this requirement is 811219 with size standard of $20.5 Million Dollars. CONTRACTING WITHOUT PROVIDING FOR FULL OR OPEN COMPETITION (INCLUDING BRAND-NAME) DETERMINATION The non-competitive determination is based upon the market research conducted as prescribed in FAR Part 10--Market Research, which indicates that only Biotage LLC is capable of providing the necessary support services. Specifically, Biotage is the original equipment manufacturer (OEM) of the instruments requiring service and the instruments are proprietary to this company. As such, only Biotage is authorized to provide service and parts for this equipment. Use of any other contractor would place equipment integrity in jeopardy which would then risk continuity of science; should the equipment not remain fully operational to original equipment manufacturer standards, standardization of longitudinal research study data would be jeopardized and any loss of this data would be to the serious detriment of the National Center for Advancing Translational Sciences mission. Accordingly, only Biotage is capable of providing the required maintenance support services. This synopsis is not a request for competitive proposals. However, interested parties may identify their interest and capability to respond to this notice. A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government. The information received will normally be considered solely for the purposes of determining whether to proceed on a non-competitive basis or to conduct a competitive procurement. DESCRIPTION OF REQUIREMENT Background The NCATS Chemistry group requires a maintenance agreement for our Biotage microwave systems. This agreement will cover any service situations that arise on this highly used and important equipment currently in use by the NCATS Chemistry area. This requested agreement will eliminate the amount of down time we will experience when there are any performance issues. The Biotage Initiator microwaves are integral pieces of equipment in the synthesis of small molecules as biological probes. Since, the system is automated, the experimentalist has the ability to multi-task. We are requesting that the manufacturer of this equipment provide this necessary service since they will have not only the technical expertise but the parts as well to minimize the down time during system failures. Biotage does not have any agreements with other vendors to provide the support or parts needed to repair Biotage units. Purpose and Objectives The purpose of this acquisition is to maintain service agreement for Biotage Microwave Systems. Project Description The National Center for Advancing Translational Sciences (NCATS) Chemistry Group requires annual preventative maintenance to service contract for the following vendor microwave systems in NCATS chemistry labs. •SN#11676 •SN#11402 •SN#10405 •SN#12427 •SN#12714 •SN#13020 Specifically, the NCATS requires the following: This "all-inclusive contract covers service parts, labor and travel to the quoted location(s). •Normal consumerable parts including but not limited to such items as columns, glassware, and TurboVap sensors (level sensor kit) are billable and not covered as a service part in this agreement. •This contract covers the system and all accessories purchased from vendor with each covered system (unless specifically noted otherwise). •Coverage does not include components that have been damaged, misused or neglected by the customer, nor does it include components that have been modified by the customer. •Any microwave chemistry vial rupture incident (often referred to as an explosion) and parts damaged due to incident are not covered when non-vendor vials have been utilized. In addition, it is considered misuse to run dangerous or unproven chemistry or to reuse vials. It is at vendor's discretion to cover parts, labor and travel on any microwave explosion. Response Time: •At the time of service request, vendor shall respond within three (3) working days of notification of the issue. •Vendor may provide parts to the customer for installation if this is a reasonable remedy, repair the system onsite, or ship components back to the factory for repair, whichever is deemed appropriate by a service manager. •In order to expedite the onsite service, if parts are required that are not covered under this service agreement (see exclusions above), vendor will provide a good faith estimate of parts required and will respond onsite as quickly as possible. Verbal approval may be accepted to complete the repair but a purchase order or credit authorization for non-covered items is required within 5 business days of the repair. Repair Parts: •Replacement parts will be sent to the customer if a repair can be accomplished without the presence of a service engineer. •The service engineer will supply all parts required for each visit to ensure quality of each repair. Preventative Maintenance (PM): •Under this contract vendor will provide an annual PM (Preventative Maintenance) visit to be scheduled by the customer at least 3 weeks in advance. •During the PM visit the systems performance will be verified to be within vendor system specifications. •PM visit inclusion is forfeited for instruments covered for less than 1 year duration Technical Support Functions: •Unlimited toll-free phone and electronic mail consultations are covered by this contract for its duration. •Technical Support Specialist Software •The customer will receive patches for bug fixed for the existing software version. •Unlimited software phone consultations for vendor software products are included for the term of this contract. •New software versions that add additional system capability are not covered under this contract. •No third party software upgrades are not covered under this agreement. Warranty Requirements: The Contractor shall provide a one (1) year warranty on all equipment from date of installation. All products shall be warranted to be free from material defects in workmanship or material under normal use and service for the warranty period. The Contractor shall provide an OEM technician to perform all repairs during the warranty period. Government Responsibilities: When the Contractor is on-site for maintenance and repair support provision, the Government will provide access to the systems when service is deemed necessary. Reporting Requirements: There are no reporting requirements Non-Personal Service Statement: In accordance with FAR 37.104, this requirement is for non-personal services and does not include any inherently governmental functions; functions that are closely associated with inherently governmental functions; unauthorized personal services; critical and/or core functions. Period of Performance The required period of performance is April 1, 2017 through March 31, 2018. Place of Performance: The place of performance shall be the National Center for Advancing Translational Sciences site located at 9800 Medical Center Drive Building B Room 2053E Rockville, MD 20850. Contract Type A Firm Fixed Price Purchase Order is contemplated. The order shall be sourced via the Open Market on a single-source basis and is not expected to exceed $150,000. RESPONSE INSTRUCTIONS Responses to this solicitation must include sufficient information to establish the interested parties' bona-fide capabilities of providing the product or service. Offerors must provide both 1) a technical response and 2) a separate price quote. The price quote shall include: unit price, list price, shipping and handling costs, delivery days after contract award, delivery terms, prompt payment discount terms, F.O.B. Point (Destination or Origin), product or catalog number(s); product description; and any other information or factors that may be considered in the award decision. Such factors may include: past performance; special features required for effective program performance; trade-in considerations; probable life of the item selected as compared with that of a comparable item; warranty considerations; and maintenance availability. PLEASE ENSURE THAT ALL EVALUATION CRITERIA ARE SPECIFICALLY ADDRESSED IN ANY RESPONSE(S) SUBMITTED. EVALUATION CRITERIA FAR clause 52.212-2, Evaluation - Commercial Items (October 2014) applies to this acquisition and the specific evaluation criteria to be included in paragraph (a) of that provision are as follows: The Government will award a contract resulting from this requirement on the basis of best value, technical factors and price considered. Technical factors together shall be considered more important than price and all technical evaluation factors are detailed below. Factor 1: Technical Approach The contractor shall detail in its technical proposal how it shall meet each of the project requirements. This shall include the maintenance provision approach, including discussion of whom shall perform the maintenance support, the replacement parts which shall be available, and expected response times. Technical approach shall be evaluated for speed of response, brand of parts available, and certification of service technicians. Factor 2: Past Performance The Contractor shall provide a list of two (2) contracts or purchase orders completed during the past five (5) years, similar in size and scope to the maintenance requirements outlined in this Statement of Work. Experience must be specific to provision of laboratory instrument maintenance and shall include the following information for each contract or purchase order listed: a.Name of Contracting Organization b.Total Contract Value c.Description of Requirement d. Contract Period of Performance Past Performance shall be evaluated for relevance to the current requirement. Technical proposals will be evaluated using a summary adjectival rating in accordance with the following scale: Excellent The proposal has exceptional merit and reflects an excellent approach which will clearly result in the superior attainment of all requirements and objectives. This clearly achievable approach includes several advantageous characteristics of substance, and very few disadvantages, which can be expected to result in outstanding performance. The risk of unsuccessful performance is very low as the proposal provides solutions which are unquestionably feasible and practical. These solutions are further considered very low risk in that they are exceptionally clear and precise, fully supported, and demonstrate a clear understanding of the requirements. Risk Level: Very Low Good The proposal demonstrates a sound approach which is expected to meet all requirements and objectives. This sound approach includes advantageous characteristics of substance, and few relatively minor disadvantages, which collectively can be expected to result in satisfactory performance. The risk of unsuccessful performance is low as the proposal contains solutions which are considered feasible and practical. These solutions are further considered to reflect low risk in that they are clear and precise, supported, and demonstrate an understanding of the requirements. Risk Level: Low Acceptable The proposal demonstrates an approach which is capable of meeting all requirements and objectives. The approach includes both advantageous and disadvantageous characteristics of substance, where the advantages are not outweighed by the disadvantages. Collectively, the advantages and disadvantages are likely to result in acceptable performance. The risk of unsuccessful performance is moderate, as the proposal solutions are generally feasible and practical. These solutions may also be considered to reflect moderate risk in that they may be somewhat clear and precise, partially supported, and/or demonstrate a general understanding of the requirements. Risk Level: Neutral Marginal The proposal demonstrates an approach which may not be capable of meeting all requirements and objectives. The approach has disadvantages of substance and advantages, which if they exist, are outweighed by the disadvantages. Collectively, the advantages and disadvantages present a low or questionable likelihood of resulting in satisfactory performance. The risk of unsuccessful performance is high as the proposal contains solutions which may not be feasible and practical. These solutions may also be considered to reflect high risk in that they lack clarity and precision, are generally unsupported, and/or do not demonstrate a complete understanding of the requirements. Risk Level: High Unacceptable The proposal demonstrates an approach which, based on a very high risk, will very likely not be capable of meeting all requirements and objectives. This approach has several disadvantages of substance, and advantages which, if they exist, are outweighed by disadvantages. Collectively, the advantages and disadvantages are unlikely to result in satisfactory performance. The risk of unsuccessful performance is very high as the proposal contains solutions which are not feasible and practical. The solutions may also be considered to reflect very high risk in that they lack any clarity or precision. Risk Level: Very High APPLICABLE TERMS AND CONDITIONS INCORPORATED BY REFERENCE The FAR clauses and provisions below shall apply to this solicitation. 1.All Offerors MUST be actively registered in the System for Award Management (SAM) www.sam.gov. 2.The provision at FAR clause 52.212-1, Instructions to Offerors - Commercial Items (JAN 2017), applies to this acquisition. 3.A completed copy of the provision at FAR clause 52.212-3, Offeror Representations and Certifications - Commercial Items (JAN 2017), is required with any offer submitted. This requirement may be met by completion of the provision in the System for Award Management. 4.FAR Clause 52.212-4, Contract Terms and Conditions - Commercial Items (JAN 2017) is applicable to this acquisition. 5.FAR Clause 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (JAN 2017) apply to this acquisition. The following clauses shall be checked/included in this clause: 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Oct 2015) 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Oct 2015) (31 U.S.C. 6101 note). 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (OCT 2014) (if the offeror elects to waive the preference, it shall so indicate in its offer) 52.219-28, Post Award Small Business Program Rerepresentation (Jul 2013) 52.222-3, Convict Labor (June 2003) 52.222-19, Child Labor-Cooperation with Authorities and Remedies (Feb 2016) 52.222-21, Prohibition of Segregated Facilities (Apr 2015). 52.222-26, Equal Opportunity (Sept 2016) 52.222-36, Equal Opportunity for Workers with Disabilities (Jul 2014) 52.222-50, Combating Trafficking in Persons (Mar 2015) 52.222-53, Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services-Requirements (May 2014) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) 52.225-13, Restrictions on Certain Foreign Purchases (June 2008) 52.232-33, Payment by Electronic Funds Transfer-System for Award Management (Jul 2013) 6.The Defense Priorities and Allocations System (DPAS) are not applicable to this requirement. In addition, the Dun & Bradstreet Number (DUNS), the Taxpayer Identification Number (TIN), and the certification of business size must be included in the response. CLOSING STATEMENT All responsible sources may submit a bid, proposal, or quotation which shall be considered by the agency. All responses must be received by the closing date of this announcement must reference solicitation number HHS-NIH-NIDA-SSSA-NOI-17-173. Responses shall be submitted electronically to jermaine.duncan@nih.gov. Fax responses will not be accepted. For information regarding this solicitation, contact Jermaine Duncan by email at jermaine.duncan@nih.gov or by phone at (301) 827-7515.
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