SOLICITATION NOTICE
J -- Maintenance Support Services for Research Laboratory Imaging Equipment
- Notice Date
- 4/12/2017
- Notice Type
- Presolicitation
- NAICS
- #811310
— Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) 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-17-254
- Archive Date
- 5/6/2017
- 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 Research Laboratory Imaging Equipment Pre-Solicitation Notice of Intent to Sole Source HHS-NIH-NIDA-SSSA-NOI-17-254 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-17-254 and the solicitation is issued as a PRE-SOLICITATION, NOTICE OF INTENT, to award a contract on a noncompetitive basis to Bruker Biospin Corp located at 15 Fortune Drive Billerica, MA 01821. 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 811310 with size standard of $7.5 million. 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 Bruker BioSpin Corp can provide the necessary support services. Specifically, Bruker BioSpin Corp is the original equipment manufacturer (OEM) of the instruments requiring service and the instruments are proprietary to this company. As such, only Bruker BioSpin Corp 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 Institute of Neurological Disorders and Stroke. Accordingly, only Bruker BioSpin Corp can provide 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 NIH Mouse Imaging Facility (MIF) is a shared, intramural resource for preclinical animal imaging studies. The MIF provides the NIH intramural research community access to modern radiological imaging equipment optimized for rodents and other laboratory animals for noninvasive imaging studies. The MIF provides intellectual, technical and material support for NIH investigators, and resources include: magnetic resonance imaging, micro-computed tomography, high frequency ultrasound with photoacoustic imaging, bioluminescence and fluorescence imaging. The MIF provides state-of-the-art anatomical, functional and molecular medical imaging capabilities for animal models of human disease. Purpose and Objectives Independently and not as an agent of the Government, the Contractor shall furnish all the necessary services, qualified personnel, professional liability insurance, material, equipment and facilities, not otherwise provided by the Government as needed to perform the below stated requirements. 1.The Contractor shall provide the following support for one (1) Bruker In-Vivo Xtreme 4MP Imager (Serial No. CUX00030, NIH Decal No. 01942157) and all its associated system parts and software: a.One (1) preventative maintenance and system calibration visit. The contractor will communicate and visit during scheduled working hours (8am to 6pm EST Monday through Friday). During this visit all costs for labor, software upgrades and materials will be free of charge. This visit will include the following: i.Functional tests that include: camera cooling, calibration test, preview, Ex/Em filter check, focus, zoom/elevator, AMC screen, dark field test, light leak test and others as listed on the In-vivo Xtreme PM Report ii.Alignment and testing of all components in the optical path for every mode iii.Co-registration of x-ray and optical modes iv.X-Ray performance checks shall include: door switch alignment, all interlock switches, correct display panel illumination and others as listed on the In-vivo Xtreme PM Report v.Component inspection to identify missing components/accessories or any loose or broken parts vi.Radiation survey (X-ray leakage test) in multiple locations listed on the In-vivo Xtreme PM Report vii.Cleaning of all necessary parts viii.All software updated ix.Answer customer questions on the operation of the Bruker Xtreme x.Unlimited repairs of instrument xi.All repairs performed on-site by Bruker trained and certified field technicians. b.Response time for service visits shall be within 3 days of determining that a visit is necessary. The service contract will include all parts and labor. The contractor will maintain an inventory of parts for use in service. In those situations, where the system console is not operational, repair parts to will be shipped to the MIF using overnight carrier services. After repairs are completed, defective components will be shipped back at the expense of the contractor. c.All labor shall be included and all non-consumable parts of the imaging system will be replaced (as needed) free of charge. Replacement parts include x-ray source components and camera. Replacement parts must be factory reconditioned or new from the original equipment manufacturer. Consumables such as bulbs, reagents, and samples shall not be covered by this plan. d.If replacement parts are required, they will be provided readily without delay on an exchange (refurbished) or new part basis. All parts will be warranted for a reasonable time period after installation. Additional materials necessary for engineering changes that are developed and mutually determined to be appropriate for the scanner will be available also. The contractor will be liable for delays in repair due to employee and or administrative issues that will directly or indirectly affect the performance of the MIF Bruker Xtreme 4MP Optical scanner. However, this does not include delays due to limited supply of parts. e.Unlimited remote access tech support shall be provided Monday through Friday 8am to 6pm EST. This includes phone support for technical issues on data acquisition and reconstruction, analysis, or any other technical question. f.All available software upgrades will be provided as soon as released, and free of charge. Software defects or other significant problems will be corrected as soon as possible though effective, mutual, communication regarding the steps taken or plan to repair instrument. g.Contractor will support the system in its original configuration unless those changes are made or directed by a Bruker Biospin Corporation representative. h.An Operator's Manual shall be provided for all hardware and software updates with documentation of changes. 2.The Contractor shall provide the following support for one (1) Bruker Skyscan 1176 X-ray micro-CT scanner (Serial No. 14H08100, NIH Decal No. 01807169) and all its associated system parts and software: a.One (1) preventative maintenance and system calibration visit. Contractor will communicate and visit during our scheduled working hours (8am to 6pm EST Monday through Friday). During this PM visit all costs for labor, software upgrades and materials will be free of charge. This visit will include: i.Gantry alignment test at low magnification (35µm pixel size) ii.Gantry alignment test at high magnification (7 µm pixel size) iii.All calibrations checked and adjusted iv.Geometrical correction test v.Flat field correction test vi.X-ray leakage test vii.Cleaning of all necessary parts viii.All software updated ix.Check and control of mechanical parts x.Answer customer questions on the operation of the 1176 CT. xi.Unlimited repairs of instrument. xii.All repairs performed on-site by Bruker trained and certified field technicians. b.Response time for service visit shall be within 3 days of determining that a visit is necessary. The service contract will include parts and labor. The contractor will maintain an inventory of parts for use in service. In those situations, where the console is not operational, repair parts to will be shipped to the MIF using overnight carrier services. After repairs are completed, defective components will be shipped back at the expense of the contractor. c.All labor shall be included and all parts of the imaging system will be replaced (as needed) free of charge. Replacement parts include x-ray source components and camera. Replacement parts must be factory reconditioned or new from original equipment manufacturer. d.If replacement parts are required, they will be provided readily without delay on an exchange (refurbished) or new part basis. All parts will be warranted for a reasonable time period after installation. Additional materials necessary for engineering changes that are developed and mutually determined to be appropriate for the scanner will be available also. The contractor will be liable for delays in repair due to employee and or administrative issues that will directly or indirectly affect the performance of the MIF Skyscan 1176 X-ray micro-CT scanner. However, this does not include delays due to limited supply of parts. e.Unlimited remote access tech support Monday through Friday 8am to 6pm EST. This includes phone support for technical issues on data acquisition and reconstruction, analysis, 3D reconstructions or any other technical question. f.All available software upgrades will be provided as soon as released, and free of charge. Software defects or other significant problems will be corrected as soon as possible though effective, mutual, communication regarding the steps taken or plan to repair instrument. g.Contractor will support the system in its original configuration unless those changes are made or directed by a Bruker Biospin Corporation representative. h.An Operator's Manual shall be provided for all hardware and software updates with documentation of changes. Service Personnel The contractor will be responsible for ensuring that the personnel assigned for service have the technical competence required to complete the service within a reasonable time and maintain the equipment at peak factory performance. Service personnel need to be certified by the Original Equipment Manufacturer (OEM). Government Responsibilities The Government will provide Contractor personnel reasonable access to the Equipment for the required service repair. Government will cooperate with Contractor personnel so that Service can be performed efficiently and without interruption. Contractor shall be allowed use of Government equipment which Contractor personnel deem necessary to perform the Services. The Government will not be obligated to pay any federal, state, or local tax imposed upon or measured by contractor's net income. Applicable tax will be invoiced unless we receive a tax exemption certificate will be provided which acceptable to the taxing authorities. Delivery and Deliverables Contractor service technicians must be cleared at the NIH commercial vehicle inspection station located at 9000 Rockville Pike, Bethesda, MD to gain access to the premises. Service shall be performed at 10 Center Drive, Bldg 10, Room B1D200 Bethesda, MD 20892. Reporting Requirements Contractor shall provide a written report, submitted via email as a PDF or original paper hardcopy, upon completion of the annual preventative maintenance visit or any repair/service visit. The report shall summarize the visit and include a list of the hardware or software items checked, notations of any corrections made to bring each item into specifications, and any recommendations for maintaining the equipment within optimal specifications. This report shall be provided to the NIH before the service technician leaves the MIF (or within 24 hours). Anticipated Contract Type: A firm fixed price purchase order is anticipated. Period of Performance/Delivery Requirements: Base Year: May 1, 2017 - April 30, 2018 Option Year 1: May 1, 2018 - April 30, 2019 Option Year 2: May 1, 2019 - April 30, 2020 Place of Performance: The place of performance shall be at NIH in Bethesda, Maryland 20892. The contractor is required to work on-site. 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 who shall perform the maintenance support, verification of original equipment manufacturer (OEM) service technician certifications, replacement parts and software updates which shall be available for maintenance, and expected response times. Technical approach shall be evaluated for speed of response, brand of parts available, and certification of OEM 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 (October 2016), applies to this acquisition. 3.A completed copy of the provision at FAR clause 52.212-3, Offeror Representations and Certifications - Commercial Items (October 2016), 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 (May 2015) is applicable to this acquisition. 5.FAR Clause 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (November 2016) 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-17-254. 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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