18-223-SOL-00070.pdf

COMBINED SYNOPSIS/SOLICITATION FOR HARDWARE UPGRADE FOR

TEMPERATURE MONITORING SYSTEMS

SOLICITATION NUMBER: 18-223-SOL-00070

i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the Federal Acquisition Regulation (FAR) format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. In accordance with FAR 13.106-1(b) this is a sole source requirement.

ii) The solicitation number is 18-223-SOL-00070.

iii) The solicitation documented and incorporated provisions and clauses in effect through the Federal Acquisition Circular (FAC) FAC 2005-97, Effective 24 Jan 2018

iv) The associated North American Industry Classification System (NAICS) Code is 334519 Other Measuring and Controlling Device Manufacturing; Small Business Size Standard is 500 employees.

v) The US Food & Drug Administration (FDA) intends to issue a Commercial Item Firm Fixed-Price purchase order that meets the following specifications below. Please submit all quotes to be valid until September 30, 2018.

CLIN Description Qty Unit of Issue Unit Price

Total Line Price

0001 Singles 134 EA $ $ 0002 Duals 26 EA $ $ 0003 Ultra-Lows 25 EA $ $ 0004 Room Temp (Air) 16 EA $ $

0005 WAP 6 EA $ $

0006 Differential Pressure 3 EA $ $ 0007 25 Ft Cable 5 EA $ $ 0008 50 Ft Cable 1 EA $ $

Total Amount $

vi) Description

STATEMENT OF WORK (SOW) Hardware Upgrade for Temperature Monitoring Systems

Background/Purpose:

The Food and Drug Administration’s (FDA) Kansas City, Pacific Northwest and San Francisco Laboratories need new hardware on existing lab monitoring systems. These systems simultaneously measure, transmit, centrally collect and analyze the temperature data from multiple instruments in a floor laboratory facility. Existing systems have reached the final year of the current service contract. The current systems (Checkpoint and Tempsys) which include repeaters, probes and sensors were installed in and around 2014 in each of the 3 laboratories vary in age and condition and will no longer be serviced

SOLICITATION NUMBER: 18-223-SOL-00070

by the current vendor as current hardware is or has reached its end of life date. The size of the system varies from lab to lab based upon need.

Scope:

The Contractor shall provide wireless temperature monitoring hardware that meets or exceeds the specifications below to the Kansas City, Pacific Northwest and San Francisco Laboratories.

Minimum Technical Requirements

Probe Requirements:

•Temperature range to be monitored:

Probes that must be capable of monitoring temperatures associated with Ultra low freezers to ovens. (- 70ºC to 100ºC). All wireless temperature probes must be of sufficient specificity/sensitivity to calibrate to ±0.2ºC of the specified set temperature monitoring value.

•All wireless temperature sensing probes must be capable of continuous monitoring with on board memory to prevent data loss. All wireless probes must be capable of two-way signal transmission at 900 MHz.

•Calibration requirements for all temperature sensing devices must be supportable by the vendor with regard to calibration standards to cover the requirements outlined in A2LA and ISO 17025 using the AOAC guidelines. Additionally, the vendor must provide documentation of full traceability for all wireless temperature sensing probes utilized in this system to the level of NIST.

General Requirements:

•The vendor must provide full installation, setup, and optimization of the new hardware to meet laboratory needs.

II. Trade & Service Specs

•Instruments and/or accessories must be new, not used, refurbished or previously used for demonstration.

•The Government must be able to expect routine customer service and technical support to be available from the vendor during its lifecycle (assumed 10 years).

•Hardware must be warranted for parts and labor for 12 months from the date of formal government acceptance. The vendor must also be capable of servicing the hardware through the covered warranty period. They must include at least a one (1) year warranty and shall include at a minimum: coverage on all non-consumable items and parts supplied factory-certified replacement parts, engineer labor and travel costs.

•Items to be delivered no later than 30 days after issuance of deliver order.

SOLICITATION NUMBER: 18-223-SOL-00070

•Delivery must be performed during normal business hours of Monday through Friday, excluding federal holidays, between 8 am and 4 pm Pacific Time. Contractor shall provide a 48-hour advance notice of delivery.

Records and Reports

The Contractor shall, upon completion of each service call (inclusive of warranty service), provide the end-user of the equipment with a copy of a field service report/ticket identifying the equipment name, manufacturer, model number, and serial number of the equipment being serviced/repaired and detailing the reason for the service call, a detailed description of the work performed, the test instruments or other equipment used to affect the repair or otherwise perform the service, the name(s) and contact information of the technician who performed the repair/service, and for information purposes, the on-site hours expended and parts/components replaced.

Deliverables

Table 1. Deliverables / Schedule

Item Quantity Description

SANFL 80 Singles

SANFL 6 Ultra-Lows

SANFL 3 Room Temp (Air)

SANFL 1 WAP

SANFL 3 Differential Pressure

PNL 38 Singles

PNL 22 Duals

PNL 6 Ultra-Lows

PNL 13 Room Temp (Air)

PNL 5 WAP

PNL 5 25 Ft Cable

PNL 1 50 Ft Cable

KCL 16 Singles

KCL 4 Duals

KCL 13 Ultra-Lows

SOLICITATION NUMBER: 18-223-SOL-00070

vii) Shipping Address:

SANFL

San Francisco Laboratory Attn: To be identified at time of award 1431 Harbor Bay Parkway Alameda, CA 94502

PNL

Pacific Northwest Laboratory Attn: To be identified at time of award 22201 23rd Drive SE Bothell, WA 98021-4421

KCL

Kansas City Laboratory Attn: To be identified at time of award 11510 W. 80th Street Lenexa KS, 66214

Delivery and services must be during regular business hours (Monday – Friday) between the times of 8:00 AM – 4:00 PM, excluding holidays as follows:

New Year’s Day Martin Luther King, Jr. Day Presidents Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

When vendor representatives arrive on site to deliver / install equipment, they will need to provide proper U.S.

photo identification to check-in with the Federal Protective Service (FPS) Security Guards in order to enter the building. The vendor representatives will receive an “Escort Required” temporary badge, which must be worn at all times in the building and will remain escorted by lab personnel during their visit. If vendors need to enter into the laboratory, safety glasses must be worn. When their work is complete, the vendor representatives will provide the lab personnel a work order or service receipt detailing the requirements of the visit. The vendor representatives will check-out with the same FPS Security Guards, turning in their temporary badge. Tobacco, of any form, and e-cigarettes are not permitted on Federal Property, in Federal Buildings or parking lots.

Packing, Marking and Shipping

All deliverables required under this contract shall be packaged, marked and shipped in accordance with Government specifications. At a minimum, all deliverables shall be marked with the contract number and contractor name. The contractor shall guarantee that all required materials shall be delivered in immediate usable and acceptable condition.

SOLICITATION NUMBER: 18-223-SOL-00070

Inspection and Acceptance

The Project Officer will perform inspection and acceptance of equipment, installation and services to be provided. The Project Officer – to be determined upon contract award - is the authorized representative of the Contracting Officer.

viii) The provision at 52.212-1, Instructions to Offerors—Commercial Items (Jan 2017), applies to this acquisition with the following addenda to the provision.

Period for Acceptance of Offers: The offeror agrees to hold the prices firm through September 30, 2018.

ix) The provision at 52.212-2, Evaluation—Commercial Items (Oct 2014), is applicable to this requirement. 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 solicitation to the responsible offeror whose proposal meets the specifications listed under v) and vi) 3 of this solicitation and is the lowest priced proposal received in response to this solicitation. Therefore, award will be made to offeror whose proposal is determined to be Lowest Price Technically Acceptable.

A written notice of award or acceptance of an offer mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party.

Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

x) The Provision at FAR 52.212-3, Offeror Representations and Certifications-Commercial Items (Nov 2017), applies to this acquisition. The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal.

xi) The clause at 52.212-4, Contract Terms and Conditions—Commercial Items (Jan 2017), applies to this acquisition with the following addenda:

Invoice Submission:

FDA Three-Way Match Invoicing Procedures

A. The contractor shall submit all invoices to:

U.S. FOOD AND DRUG ADMINISTRATION

Attn: Vendor Payments Division of Payment Services 10903 New Hampshire Ave WO32 - Second Floor

MAIL HUB 2145

Silver Spring, MD 20993-0002 301-827-3742 FDAVendorPaymentsTeam@fda.hhs.gov

*** Acceptable methods of delivery include: E-mail (preferred) and Standard Mail. Provide a copy marked courtesy to the Technical Point of Contact (TPOC). The TPOC is identified above.

https://www.sam.gov/portal

SOLICITATION NUMBER: 18-223-SOL-00070

B. Invoices submitted under this contract must comply with the requirements set forth in FAR Clauses 52.232- 25 (Prompt Payment) and 52.232-33 (Payment by Electronic Funds Transfer - System for Award Management) and/or other applicable FAR clauses specified herein. To constitute a proper invoice, the invoice must be submitted on company letterhead and include each of the following:

(i) Name and address of the contractor;

(ii) Invoice date and invoice number;

(iii) Contract/Order number (including a reference to any base award for Indefinite-Delivery/Indefinite- Quantity Contracts or Blanket Purchase Agreements);

(iv) Description, quantity, unit of measure, unit price, and extended price supplies delivered or services performed, including:

(a) period of performance for which costs are claimed;

(b) itemized travel costs, including origin and destination;

(c) any other supporting information necessary to clarify questionable expenditures;

(d) the contractor shall include the award item number for each description, quantity, unit of measure, unit price, and extended price supplies delivered or services performed;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on government bill of lading;

(vi) Terms of any discount for prompt payment offered (Prompt Payment terms other than NET 30);

(vii) Name and address of official to whom payment is to be sent (must be the same as that in the purchase order/award, or in a proper notice of assignment)

(viii) Name, title, and phone number of person to notify in event of defective invoice;

(ix) Taxpayer Identification Number (TIN);

(x) banking routing transit number of the financial institution receiving payment for Electronic funds transfer

(EFT);

(xi) Name and telephone number of the FDA Contracting Officer Representative (COR) or other Program Center/Office point of contact, as referenced on the award;

(xii) For all Inspections, Time-and-Materials and Labor-Hour Awards, Contractor is required to attach an invoice log addendum to each invoice which shall include, at a minimum, the following information for contract administration and reconciliation purposes:

(a) list of all invoices submitted to date under the subject award, including the following:

(1) invoice number, amount, & date submitted

(2) corresponding payment amount & date received

(b) total amount of all payments received to date under the subject contract or order

(c) and, for definitized contracts or orders only, total estimated amounts yet to be invoiced for the current, active period of performance;

(xiii) Any other information or documentation required by the award.

C. An electronic invoice is acceptable if submitted in adobe acrobat (PDF) format. All items listed in (i) through (xiii) of this clause must be included in the electronic invoice. Electronic invoices must be on company letterhead and must contain no ink changes and be legible for printing.

SOLICITATION NUMBER: 18-223-SOL-00070

D. Questions regarding invoice payments should be directed to the Employee Resource and Information Center (ERIC) Helpdesk at 301-827-ERIC (3742) or toll-free 866-807-ERIC (3742); or, by email at ERIC@fda.hhs.gov. Refer to the Call-in menu options and follow the phone prompts to dial the option that corresponds to the service that's needed. All ERIC Service Now Tickets will either be responded to or resolved within 48 hours (2 business days) of being received. When emailing, please be sure to include the contract number, invoice number and date of invoice, as well as your name, phone number, and a detailed description of the issue.

xii) The clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders—Commercial Items (Jan 2018), applies to this acquisition. The following additional FAR clauses cited in the clause are applicable to the acquisition:

• 52.219-06 Notice of Total Small Business Set-Aside (Nov 2011)

• 52.222-21 Prohibition of Segregated Facilities (Apr 2015)

• 52.222-26 Equal Opportunity (Sept 2016) (E.O. 11246)

• 52.222-35 Equal Opportunity for Veterans (Jul 2015) (38 U.S.C. 4212)

• 52.222-36 Equal Opportunity for Workers with Disabilities (Jul 2014) (29 U.S.C. 793)

• 52.222-50 Combating Trafficking in Person (Mar 2015)

• 52.223-18 Encouraging Contractor Policies to Ban Text Messaging while Driving (Aug 2011) (E.O. 13513)

• 52.232-33 Payment by Electronic Funds Transfer— System for Award Management (Jul 2013) (31 U.S.C.

3332)

xiii) Additional contract requirement(s) or terms and conditions

FAR 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (Dec 2013)

It is the offeror's responsibility to monitor the internet site for the release of an amendment to the combined synopsis/solicitation (if any).

Offerors that fail to complete the required representations and certifications, or reject the terms and conditions of the solicitation, may be excluded from consideration.

xiv) All responsible sources may submit a quote, which if timely received, shall be considered. The quote shall reference solicitation number 18-223-SOL-00070. The quotes are due by email to the point of contact listed below on or before August 14, 2018 by 3:00 pm ET.

xv) Point of Contact: Phillip Frame at (240) 402-7578 or email at Phillip.Frame@fda.hhs.gov .

mailto:Phillip.Frame@fda.hhs.gov

Table 1. Deliverables / Schedule