1N Request for Quote_Liquid Handling Robot.pdf

RFQLHR2025

Liquid Handling Robot

United States Department of Agriculture (USDA) Agricultural Research Service (ARS)

Appalachian Fruit Research Station (AFRS)

Solicitation Contents:

Section 1: Solicitation Information, Dates, and Deadlines Section 2: Overview of Solicitation Section 3: Submission Instructions

Section 4: Award Criteria

Section 5: Attachments

Section 1: Solicitation Information, Dates, and Deadlines

1.1 Solicitation Amendment History

Amendment Action Date 0 Solicitation Issued 9/23/2025

1.2 Point(s) of Contact / Contract Administration

Points of Contact: The following points of contact are to be used to communicate with the Government during the solicitation duration. During solicitation through award, the Contracting Officer shall be the primary point of contact:

Contracting Officer (CO):

Shannon Robbie Email: shannon.robbie@usda.gov

1.3 Solicitation Due Date and Delivery

Quotes must be submitted on or prior to 9/25/2025 at 12:00pm noon EST. USDA will not accept quotes received by fax or mail. Offerors are to submit quotes electronically via email to the CO.

Due to urgency and funds expiring, this RFQ has a quick turnaround.

Research Location Delivery Address:

Appalachian Fruit Research Station 2217 Wiltshire Road

Keaneysville, WV 25430

1.4 Questions

Questions are due via email by 9/24/2025 at 12:00pm noon EST.

Section 2: Overview of Solicitation

2.1 Acquisition Details / Type of Contract

This is a FAR Subpart 12 competitive acquisition.

This is a Total Small Business Set Aside.

This is a brand name or equal procurement.

This acquisition will result in a single award firm fixed priced contract.

2.2 Period of Performance

Delivery by December 1, 2025.

2.3 Incurring Costs

This solicitation does not commit the Government to pay any cost incurred in the submission of the quote or in making necessary studies of designs for the preparation thereof, nor to contract for services or supplies. The Contracting Officer is the only person who can legally obligate USDA for the expenditure of public funds in connection with this procurement.

Section 3: Quote Submittal Instructions This RFQ is for the United States Dept. of Agriculture (USDA)’s liquid handling robot, per the attached Specifications.

This acquisition will be awarded using Lowest Priced Technically Acceptable (LPTA) methodology. The following information required:

Technical Requirements:

This robot must be compatible with magnetic bead-based protocols and facilitate customizable programing. The Eppendorf epMotion 5075t NGS implementation (Product number 2231001003) meets the required specifications. The customizable program is a requirement to facilitate development of new protocols to run on the robotic platform to extend its life and usefulness.

Additionally, the robot must contain the following specific accessories to meet our needs for use with 96-well plates, magnetic protocols, and thermocycle abilities:

5075000964 - Enhanced Feature Set 1 5075757508 - Thermal Module (on C2)

960001010 - TS 50

960001028 - TS 300

960001044 - TM 50

960001052 - TM 300

960002270 - Gripper with Holder 5075751666 - Thermoblock PCR 96 OC 960002199 - Thermoadapter for PCR 96 (quantity 2) 960002148 - Reservoir Rack 5075751747 - Rack ILMN tubes 5075751836 - Magnum FLX Magnet Furthermore, the robot must fit within the following dimensions: 110cm x 65cm x 90 cm

Testing and Verification The robot needs to come with a certified testing and verification on components that transport or move liquid to ensure they have accurate and precise operation.

Data Requirements Manuals must be provided with the robot.

Packaging and Shipping The robot should be packaged appropriately to arrive safely at its destination. Shipped FOB Destination required.

Quote submittal instructions Offerors shall submit the following:

1) Price Quote (please include your UEI and business size with your quote).

2) Unless already completed electronically in Sam.gov, Offeror shall submit the completed Representations and Certifications at FAR 52.212-3 Offeror Representations and Certifications— Commercial Products and Commercial Services (May 2024) (DEVIATION FEB 2025)

To aid in the evaluation process, quotes shall be complete, comprehensive, and clearly presented.

Incomplete submissions will not be accepted or evaluated. Additionally, products must clearly identify how it meets the product specifications included in Attachment 1.

See attached Specifications. Brand Name Solutions will be evaluated at lowest price technically acceptable. When providing an "equal" product the burden of proof of being equal shall be on the vendor. Solutions varying from the Brand Name will have a technical evaluation and assessed a risk factor based on compatibility and any transition plan needed. All transition costs to an "equal” product shall be included in the pricing as a separate CLIN. The risk factor and price will both be evaluated with equal weight. If necessary, a comparative evaluation will be completed between brand name products and offers with equal products to determine the best value for the Government.

Brand Name or Equal Vendor Instructions: If the vendor quotes a solution different from what is listed on the Government Product Listing, the vendor has the burden of proof to clearly demonstrate how their solution meets or exceed Government requirements in a meaningful way. These Betterment statements will be incorporated with the vendor’s quote in any award and the vendor will be held to the promises made within. Vendors who quote solutions other than what is listed on the Government Product Listing and fail to provide sufficient supporting documentation, will not be considered for award.

Per FAR 52.211-6 and FAR 52.214-21 clauses, if a vendor is providing a quote with brand name equal products, the vendor shall submit supporting documentation with product literature or a similar spreadsheet that contains the supply part no, description, price, instrumentation name, model no, and any information that describes the quoted instrument package that demonstrates how the equal product meets the salient characteristics listed within the solicitation.

Betterment Promises: The quoting vendor shall provide information clearly explaining their proposed solution or promises of betterment and the betterment’s value to the Government in a separate section of your response. For each betterment promise, the quoter shall identify (1) the specific requirement in the specific product list line-item or statement of work section; (2) the quoter’s betterment promise for that specific product, component, and/or task; and (3) an explanation of the value to the Government provided by this promise. Vague statements will not be helpful, such as vague faster and bigger.

Established Original Equipment Manufacturer (OEM) is required to meet accepted industry standards (i.e., as Government-Industry Data Exchange Program (GIDEP)). The use of non-OEM parts could open of the Government to the risk of counterfeit parts (see FAR 52.246-26) and the potential for malicious code, therefore is not safe for Government use.

Section 4: Award Criteria Quotes will be evaluated utilizing the LPTA methodology. Vendors will be arranged by price from the lowest to the highest. The evaluator(s) will begin technical evaluation of the lowest priced quote utilizing a Technically Acceptable rating of “Go” and “No Go” based on solicitation’s Quote Submittal Instructions. Vendor(s) determined to be Technically Unacceptable or “No Go” for any requirement will automatically be removed from the competition and the evaluation team will move to evaluation of the next lowest priced quote. Only quotes that are technically acceptable are eligible for award.

Award will be made to first vendor that is Technically Acceptable or “Go” with the lowest price.

Vendors with prices higher than the award will not be technically evaluated.

In order to be considered Technically Acceptable:

1) Offeror must be a registered and active Small Business under NAICS 334516

Analytical Laboratory Instrument Manufacturing.

2) Offeror must be an approved reseller. Please include a current letter of authenticity with your quote that you are an authorized reseller from the OEM.

3) Offeror must provide a complete quote with prices provided for all items requested. No partial quotes will be accepted.

The Government will award one (1) purchase order from this solicitation.

Section 5: Attachments Attachment 1: Product Specifications Attachment 2: Commercial Clauses

This RFQ is for the United States Dept. of Agriculture (USDA)’s liquid handling robot, per the attached Specifications.