75N91022Q00027_Special Notice.pdf

Title: Maintenance Service for BD Biosciences FACSymphony A5 Flow Cytometer and its Associated Instrumentation

Document Type: Special Notice of Intent to Sole Source Solicitation Number: 75N91022Q00027 Posted Date: 2/9/2022 Response Date: 2/18/2022

Classification Code: J066 – Maintenance, Repair, and Rebuilding of Equipment –

Instruments and Laboratory Equipment

NAICS Code: 811219 – Other Electronic and Precision Equipment Repair and

Maintenance

Contracting Office Address:

Department of Health and Human Services, National Institutes of Health, National Cancer Institute, Office of Acquisitions, 9609 Medical Center Drive, Room 1E136, Rockville, MD

20850, UNITED STATES.

Description:

The Vaccine Branch Cytometry Core within the Center for Cancer Research (CCR) at the National Cancer Institute (NCI) of the National Institutes of Health (NIH) requires preventative maintenance and emergency services for its BD Biosciences FACSymphony A5 Flow Cytometer and associated instrumentation used for translational studies.

The Office of Acquisitions (OA) plans to procure, on a sole source basis, maintenance services for this specialized confocal microscope from Becton, Dickinson and Company (2350 Qume Drive San Jose, CA 95131).

The response close date of this notice for this requirement is in accordance with FAR 5.203(a)(1). This acquisition will be processed under FAR Part 12 – Acquisition for Commercial Items and will be made pursuant to the authority in FAR 13.106-1(b)(1) using simplified acquisition procedures for commercial acquisitions. The North American Industry Classification System code is 811219 – Other Electronic and Precision Equipment Repair and Maintenance.

One award will be issued under this solicitation. This will be awarded as a firm fixed price purchase order.

1.0 BACKGROUND

The Vaccine Branch Cytometry Core uses a BD Biosciences FACSymphony A5 Flow Cytometer and its associated instrumentation for research. The equipment supports translational studies related to HIV, SIV and cancer, and basic areas of research such as HIV and HTLV-1 pathogenesis, mechanisms of translocations and alternative splicing in cancer, and functional outcomes of receptor-ligand interactions. The equipment is integral to the work of the Vaccine Branch Cytometry Core and is utilized extensively. As such, a comprehensive preventative maintenance and repair contract is essential for continued operation.

2.0 SCOPE

The Contractor shall provide all labor, material and equipment necessary to provide preventive maintenance and emergency service for the following government-owned equipment:

• one (1) BD Biosciences FACSymphony A5 Flow Cytometer, inclusive of the following lasers:

Sapphire 488-400 Blue, MPB 628-200 Red, OBIS 405-200 LX Violet, G4 355-60 UV, and Sapphire 532-200 Green.

Model Number: 660964 Serial Number: H66096400111

• one (1) BD Biosciences High Throughput Sampler Model Number: 33865909 Serial Number: U64770160949

• one (1) BD Biosciences FACS Flow Supply System Model Number: 349277 Serial Number: N3492775718

3.0 PURCHASE ORDER REQUIREMENTS AND PERSONNEL QUALIFICATIONS

PREVENTATIVE MAINTENANCE

The Contractor shall perform two (2) preventative maintenance inspections (PMIs) on the FACSymphony A5 and one (1) preventative maintenance inspection on the High Throughput Sampler during each 12-month performance period. Services shall be performed by technically qualified BD Biosciences factory-trained personnel or service providers authorized by BD Biosciences. Service shall consist of a thorough cleaning, calibration, adjusting, inspection, and testing of all equipment in accordance with the manufacturer’s latest established service procedures. All equipment shall be operationally tested through at least one (1) complete operating cycle at the end of the preventive maintenance inspection to assure optimum and efficient performance. Fees for labor, travel and preventative maintenance kits shall be included at no additional cost to the Government. Reports indicating the work performed shall be issued to the NCI Technical Point of Contact (TPOC) within five (5) business days of service in an electronic format, such as Word or as a PDF.

EMERGENCY SERVICES

On-site, emergency repair service visit shall be provided on an unlimited basis during each 12-month performance period at no additional cost to the government. Emergency service shall be provided by BD Biosciences factory-trained personnel or service providers authorized by BD Biosciences during normal working hours, 8:00AM to 5:00PM EST, Monday through Friday excluding Federal Holidays. Emergency service requests shall be made via telephone to Technical Support. Emergency service calls shall not replace the necessity for planned preventative maintenance. Costs for labor, travel, and OEM parts shall be included. Reports indicating the work performed shall be issued to the TPOC within five (5) business days of service in an electronic format, such as Word or as a PDF.

SUPPORT

The Contractor shall have the capability to provide remote, online/telephone support. During standard business hours and extended hours, the Contractor shall provide telephone, email, and web-access technical support for troubleshooting the equipment, at no additional cost to the Government. Upon receipt of notice that any part of the equipment is not functioning properly, the Contractor shall provide same-day telephone support within normal working hours to resolve the issue. If the issue cannot be resolved over the phone then qualified BD Biosciences factory-trained personnel or service providers authorized by BD Biosciences shall be dispatched to arrive onsite within 48 hours of notice to inspect the equipment and perform all repairs and adjustments, or order parts, necessary to restore the equipment to normal and efficient operating condition.

REPLACEMENT PARTS

The Contractor shall furnish all required replacement parts, with the exception of consumable parts, at no additional cost to the Government. Parts shall be certified OEM parts that are new or remanufactured to original equipment manufacturer specifications. Parts shall be delivered within 24 hours, or the next business day should the request fall on a Friday or a day preceding a Federal Holiday.

SOFTWARE AND FIRMWARE UPDATES/SERVICE

In the event that OEM software updates are available, the Contractor shall provide Software Service and all critical/non-critical firmware upgrade/updates/maintenance releases in accordance with the manufacturer’s latest established service procedures, to include remote access (email and telephone) to technical support for use of program software and trouble shooting of the operating systems, at no additional cost to the Government. The Contractor shall receive advance approval for the installation of all software updates and revisions from the Government. Defective software shall be replaced/re-installed at no additional cost to the government.

SERVICE EXCLUSIONS

The Contractor shall not be responsible for any repairs necessitated by abuse, neglect, vandalism, Acts of God, fire or water.

PERSONNEL QUALIFIATIONS

Personnel shall have a minimum of three (3) years in the field experience with BD Bioscience multi-laser flow cytometers along with up-to-date manufacturer’s qualified BD Biosciences factory-training or documented authorization by BD Biosciences manufacturer factory training.

Technically qualified, factory-trained personnel shall perform service to the BD Biosciences FACSymphony A5 flow cytometer and its associated instrumentation, listed in this purchase order. All primary service personnel shall have at least one backup support person with at least the same level of expertise on the equipment covered by this purchase order. Upon request, the Contractor shall provide a copy of the certificate of service personnel that will be performing the work.

4.0 TYPE OF ORDER

This will be issued as a firm fixed-price purchase order for severable services.

5.0 PERIOD OF PERFORMANCE

The period of performance shall be for a 12-month base period with four (4) 12-month option periods, as follows:

Base Period April 1, 2022 – March 31, 2023 Option Period 1 April 1, 2023 – March 31, 2024 Option Period 2 April 1, 2024 – March 31, 2025 Option Period 3 April 1, 2025 – March 31, 2026 Option Period 4 April 1, 2026 – March 31, 2027

6.0 PLACE OF PERFORMANCE

Onsite services shall be performed at the following location:

NIH, NCI, Vaccine Branch 9000 Rockville Pike Bethesda, MD 20892

7.0 PAYMENT

Payment shall be made quarterly in arrears. Payment authorization requires submission and approval of invoices to the COR and NIH OFM.

To NCI’s knowledge, BD Biosciences is the only maintenance service provider for their flow cytometers, such as the FACSymphony A5 Flow Cytometer. This instrument is used daily in the Vaccine Branch FACS Core facility to analyze samples from various animal vaccine studies. It cannot be out of service for any length of time. BD Biosciences is the only known vendor that can provide the required specialized maintenance services, including access to the proprietary parts that BD uses on its instruments, or the ability to respond to a service call within 24 hours.

The hardware and software is proprietary to BD, which makes it the only company capable of providing the specialized maintenance services.

This notice is not a request for competitive quotation. However, if any interested party, especially small businesses, believes it can meet the above requirement, it may submit a capability statement, proposal, or quotation, which shall be considered by the agency. The statement of capabilities and any other information furnished must be in writing and must contain material in sufficient detail to allow the NCI to determine if the party can perform the requirement. Responses must be received no later than 12:00PM EST, February 18, 2022. All responses and questions must be in writing and emailed to Lena Lee, Contract Specialist, via electronic mail at lena.lee@nih.gov. A determination by the Government not to compete this proposed requirement based upon responses to this notice is solely within the discretion of the Government. Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement. No collect calls will be accepted. In order to receive an award, Contractors must be registered and have valid, current Entity Record, including current Representations and Certifications, in the System for Award Management (SAM) through SAM.gov. Reference: 75N91022Q00027 on all correspondence.

mailto:lena.lee@nih.gov