Combined Synopsis-Solicitation.docx

Combined Synopsis/Solicitation

(i) Solicitation Number: 75F40125Q00444 This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR 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.

(ii) Solicitation Type: This solicitation is issued as a Request for Quotation (RFQ).

(iii) Solicitation Document & Provisions: The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC 2025-06) and Health and Human Services Acquisition Regulation (HHSAR).

(iv) NAICS / PSC:

· NAICS Code: 811210 – Electronic and Precision Equipment Repair and Maintenance

· PSC: J066 – Maintenance, Repair, and Rebuilding of Equipment: Instruments and Laboratory Equipment

(v) Set-Aside: This acquisition is conducted under FAR Part 13.106 procedures and is not set aside for small business due to brand name or equal requirements.

(vi) Contract Line Items (CLINs):

(vii) Description of Requirement:

The Food and Drug Administration (FDA), Office of Chief Scientist (OCS), Office of Analytical and Regulatory Laboratories (OARL), Tobacco Products Laboratory (TPL) requires a Preventive Maintenance Agreement, Qualification Service, and Service Calls for a LECO BT2D PEGASUS System with Agilent Gas Chromatograph (GC).

This procurement is a brand name or equal acquisition in accordance with FAR 11.104. Salient characteristics are detailed in the Statement of Work (SOW) [attached].

Services shall include:

· Annual Preventive Maintenance with OEM parts.

· Operational Qualification/Instrument Qualification (OQ/IQ).

· Unlimited service calls and technical support.

· On-site response within three (3) business days.

· Warranty of labor and parts as defined in the SOW.

Place of Performance:

FDA Tobacco Products Laboratory 1777 Hardee Avenue SW Atlanta, GA 30310 Period of Performance: One (1) base period plus four (4) one-year option periods. The Service Contract Agreement begins after installation and acceptance.

(viii) Delivery: Delivery shall be made no earlier than mid-January 2026.

(ix) Applicable Provisions and Clauses:

The following FAR provisions and clauses apply to this solicitation and are incorporated by reference:

· FAR 52.212-1 – Instructions to Offerors – Commercial Products and Commercial Services

· FAR 52.212-2 – Evaluation – Commercial Products and Commercial Services (Price and Technical acceptability)

· FAR 52.212-3 – Offeror Representations and Certifications

· FAR 52.212-4 – Contract Terms and Conditions – Commercial Products and Commercial Services

· FAR 52.212-5 – Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Products and Commercial Services

· FAR 52.217-5 – Evaluation of Options

· FAR 52.217-9 – Option to Extend the Term of the Contract

· FAR 52.232-40 – Providing Accelerated Payments to Small Business Subcontractors HHSAR Clauses:

· HHSAR 352.239-73 – Electronic and Information Technology Accessibility Notice

· HHSAR 352.223-70 – Safety and Health FAR Clause:

The following clause is incorporated by full text:

FDA Invoice Requirements:

The Contractor shall submit an invoice on a monthly basis. Invoices should be received by FDA no later than the 15th calendar day of the following month the work was performed.

FDA Electronic Invoicing and Payment Requirements - Invoice Processing Platform (IPP) (Jan 2022)

a. All Invoice submissions for goods and or services must be made electronically through the U.S. Department of Treasury's Invoice Processing Platform System (IPP). http://www.ipp.gov/vendors/index.htm

b. Invoice Submission for Payment means any request for contract financing payment or invoice payment by the Contractor. To constitute a proper invoice, the payment request must comply with the requirements identified in FAR 32.905(b), "Content of Invoices" and the applicable Payment clause included in this contract, or the clause 52.212-4 Contract Terms and Conditions -Commercial Items included in commercial items contracts. The IPP website address is: https://www.ipp.gov c.

1. The Agency will enroll the Contractors new to IPP. The Contractor must follow the IPP registration email instructions for enrollment to register the Collector Account for submitting invoice requests for payment. The Contractor Government Business Point of Contact (as listed in SAM) will receive Registration email from the Federal Reserve Bank of St. Louis (FRBSTL) within 3 - 5 business days of the contract award for new contracts or date of modification for existing contracts.

2. Registration emails are sent via email from ipp.noreply@mail.eroc.twai.gov. Contractor assistance with enrollment can be obtained by contacting the IPP Production Helpdesk via email to IPPCustomerSupport@fiscal.treasury.gov or phone (866) 973-3131.

3. The Contractor POC will receive two emails from IPP Customer Support, the first email contains the initial administrative IPP User ID. The second email, sent within 24 hours of receipt of the first email, contains a temporary password. You must log in with the temporary password within 30 days.

4. If your company is already registered to use IPP, you will not be required to re-register.

5. If the Contractor is unable to comply with the requirement to use IPP for submitting invoices for payment as authorized by HHSAR 332.7002, a written request must be submitted to the Contracting Officer to explain the circumstances that require the authorization of alternate payment procedures.

d. Invoices that include time and materials or labor hours Line Items must include supporting documentation to (1) substantiate the number of labor hours invoiced for each labor category, and (2) substantiate material costs incurred (when applicable).

e. Invoices that include cost-reimbursement Line Items must be submitted in a format showing expenditures for that month, as well as contract cumulative amounts. At a minimum the following cost information shall be included, in addition to supporting documentation to substantiate costs incurred.

1. Direct Labor - include all persons, listing the person's name, title, number of hours worked, hourly rate, the total cost per person and a total amount for this category;

2. Indirect Costs (i.e., Fringe Benefits, Overhead, General and Administrative, Other Indirects)- show rate, base and total amount;

3. Consultants (if applicable) - include the name, number of days or hours worked, daily or hourly rate, and a total amount per consultant;

4. Travel - include for each airplane or train trip taken the name of the traveler, date of travel, destination, the transportation costs including ground transportation shown separately and the per diem costs. Other travel costs shall also be listed;

5. Subcontractors (if applicable) - include, for each subcontractor, the same data as required for the prime Contractor;

6. Other Direct Costs - include a listing of all other direct charges to the contract, i.e., office supplies, telephone, duplication, postage; and

7. Fee - amount as allowable in accordance with the Schedule and FAR 52.216-8 if applicable.

f. 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:

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

(i) invoice number, amount, & date submitted

(ii) corresponding payment amount & date received

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

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

g. Payment of invoices will be made based upon acceptance by the Government of the entire task or the tangible product deliverable(s) invoiced. Payments shall be based on the Government certifying that satisfactory services were provided, and the Contractor has certified that labor charges are accurate.

h. If the services are rejected for failure to conform to the technical requirements of the task order, or any other contractually legitimate reason, the Contractor shall not be paid, or shall be paid an amount negotiated by the CO.

i. Payment to the Contractor will not be made for temporary work stoppage due to circumstances beyond the control of U.S. Food and Drug Administration such as acts of God, inclement weather, power outages, and results thereof, or temporary closings of facilities at which Contractor personnel are performing. This may, however, be justification for excusable delays.

j. The Contractor agrees that the submission of an invoice to the Government for payment is a certification that the services for which the Government is being billed, have been delivered in accordance with the hours shown on the invoices, and the services are of the quality required for timely and successful completion of the effort.

k. Questions regarding invoice payments that cannot be resolved by the IPP Helpdesk should be directed to the FDA 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.

(END OF CLAUSE)

(x) Instructions to Offerors:

Offerors shall submit a quotation including:

1. Technical capability statement demonstrating compliance with salient characteristics.

2. Past performance information for similar maintenance agreements.

3. Price proposal with base and option years separately identified.

4. Completed FAR 52.212-3 reps and certs (or confirm current SAM registration).

(xi) Evaluation Criteria (FAR 52.212-2):

Award will be made to the responsible offeror whose quotation is:

1. Technically acceptable (meets salient characteristics),

2. Lowest Price (after determining technical acceptability).

(xii) Submission:

Quotes must be submitted electronically to Jennifer.mun@fda.hhs.gov no later than 09/17/2025 at 4:00 PM ET.