75N91022Q00056_Special Notice.pdf

Title: Maintenance Service for 3i Lattice Light Sheet Microscope System

Document Type: Special Notice of Intent to Sole Source Solicitation Number: 75N91022Q00056 Posted Date: 5/16/2022 Response Date: 5/20/2022

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 Laboratory of Receptor Biology and Gene Expression (LRBGE), Optical Microscopy 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 3i Lattice Light Sheet microscope system used for high-resolution fluorescence imaging data.

The Office of Acquisitions (OA) plans to procure, on a sole source basis, maintenance services for this specialized microscope from Intelligent Imaging Innovations, Inc. (3575 Ringsby Court, Denver, CO 80216).

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 Laboratory of Receptor Biology and Gene Expression (LRBGE), Optical Microscopy Core within the Center for Cancer Research (CCR) at the National Cancer Institute (NCI) of the National Institutes of Health (NIH) uses one (1) 3i Lattice Light Sheet microscope system for research. LRBGE scientists use this system for the fast, simultaneous two-color imaging in 3D and 4D of the live samples of cancer cells and tissues, producing large volumes of high-resolution fluorescence imaging data, with low photo-toxicity. This specialized microscope is used for high-end non-confocal imaging of cancer cell and tissues. The equipment is integral to the work of the LRBGE Optical Microscopy 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) 3i Lattice Light Sheet microscope system Model Number: V2 Serial Number: 4211

3.0 PURCHASE ORDER REQUIREMENTS AND PERSONNEL QUALIFICATIONS

PREVENTATIVE MAINTENANCE

The Contractor shall perform one (1) annual preventive maintenance inspection (PMI) during each 12-month performance period. Services shall be performed by technically qualified, factory-trained personnel. 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 replacement components 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 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. Upon receipt of notice that the equipment requires emergency services the Contractor shall provide, within one (1) hour, an initial telephone response with a four (4) hour on-site response a qualified factory-trained service representative to inspect the equipment and perform all repairs and adjustments necessary to restore the equipment to normal and efficient operating condition. 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 factory-trained personnel shall be dispatched to arrive onsite within 72 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

When 3i SlideBook 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. The contractor shall provide instrument component firmware updates, as needed, in accordance with the manufacturer’s latest established service procedures.

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 the 3i Lattice Light Sheet microscope system along with up-to-date factory-training. Technically qualified, factory-trained personnel shall perform service to the Lattice Light Sheet microscope system 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.

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 September 1, 2022 – August 31, 2023 Option Period 1 September 1, 2023 – August 31, 2024 Option Period 2 September 1, 2024 – August 31, 2025 Option Period 3 September 1, 2025 – August 31, 2026 Option Period 4 September 1, 2026 – August 31, 2027

6.0 PLACE OF PERFORMANCE

Onsite services shall be performed at the following location:

NIH, NCI, Laboratory of Receptor Biology and Gene Expression 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.

The 3i Lattice Light Sheet microscope is a delicate and complicated system designed and configured by Intelligent Imaging Innovations (3i). It is a state-of-the-art instrument that requires custom care and professional maintenance. The Lattice Light Sheet microscope system is an extremely complex, rare instrument requiring precise alignment and function of multiple parts. The internal components, mechanisms and software of this microscope system are proprietary to 3i. As the manufacturer, 3i holds multiple patents on the instrument and it is a sole source for the replacement parts and software. To NCI’s knowledge, 3i is the only maintenance service provider for their Lattice Light Sheet microscopes. This instrument is used daily in the LRBGE Optical Microscopy Core and cannot be out of service for any length of time. It is critical to the smooth operation and research of the NCI/CCR/LRBGE that the equipment in NCI Optical Microscopy Core continues to be calibrated accurately and maintained according to the manufacturer’s specifications. Any deviation from the specifications could jeopardize the use of the aforementioned system and delay the Core Facilities throughput. Intelligent Imaging Innovations (3i) is the only known vendor that can provide the required specialized maintenance services, including access to the proprietary parts and software that 3i uses on its Lattice Light Sheet microscope system. Due to the complex nature of the equipment, 3i is 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 4:00PM EST, May 20, 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: 75N91022Q00056 on all correspondence.

mailto:lena.lee@nih.gov