75N94024Q00217.Combined Synopsis Solicitation.pdf

COMBINED SYNOPSIS / SOLICITATION WORKFORM

(1) Action Code: Combined Synopsis/Solicitation

(2) Date: 8/12/2024

(3) Year: 2024

(4) Contracting Office Zip Code: 20892

(5) Project Service Code: J066 – Maint/Repair/Rebuild of Equipment- Instruments And Laboratory

Equipment

(6) Contracting Office Address:

6710B Rockledge Drive Bethesda, MD 20892

(7) Subject/Title: Acquisition of a TecnaiF20/D526 Service Agreement

(8) Proposed Solicitation Number: 75N94024Q00217

(9) Closing Response Date: 8/26/2024

(10) Contact Point: Amber Harris

(11) Contract Award and Solicitation Number: TBD

(12) Contract Award Dollar Amount: TBD

(13) Contract Line Item Number(s): TBD

(14) Contractor Award Date: TBD

(15) Contractor Name: TBD

(16) Description: (Background)

(i) “This is a combined synopsis/solicitation for commercial items prepared in accordance with the 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.”

(ii) The solicitation number is 75N94024Q00217 and the solicitation is issued as a request for quote (RFQ).

(iii) The solicitation document, the incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2024-05 Effective May 22, 2024.

(iv) The associated NAICS code is 811210, Electronic and Precision Equipment Repair and

Maintenance, and the small business size standard is $34.0. The acquisition is being conducted in accordance with the procedures of FAR Part 12 and FAR Part 13.

(v) The Contractor Requirements are listed below:

1.0 PURCHASE ORDER TITLE

Acquisition of a TecnaiF20/D526 Service Agreement

2.0 BACKGROUND

The mission of the National Institute of Diabetes and Digestive and Kidney Diseases (NIDDK) is to conduct and support medical research and research training and to disseminate science-based information on diabetes and other endocrine and metabolic diseases; digestive diseases, nutritional disorders, and obesity; and kidney, urologic, and hematologic diseases, to improve people’s health and quality of life.

The NIDDK supports a wide range of medical research through grants to universities and other medical research institutions across the country. The Institute also supports government scientists who conduct basic, translational, and clinical research across a broad spectrum of research topics and serious, chronic diseases and conditions related to the Institute's mission. In addition, the NIDDK supports research training for students and scientists at various stages of their careers and a range of education and outreach programs to bring science-based information to patients and their families, health care professionals, and the public.

NIDDK’s Cryo-Electron Microscopy Facility is serving many NIDDK structural biology labs that use Cryo-EM single particle analysis to study the structures of proteins & macromolecules. It currently houses a TecnaiF20/D526 microscope equipped with a K2 camera.

The Cryo-EM Facility offers support in planning EM experiments, sample preparation and imaging, using equipment, and analyzing data. With the TecnaiF20/D526 electron microscope, users can screen the samples: by Cryo to check Cryo grids quality; and collect data to get preliminary structures. This sample screening is the key step of Cryo- EM sample preparation that eventually leads to high resolution structures. As such, the TecnaiF20/D526 electron microscope is essential for its optimized and continuous performance, and thus, the quality and productivity of the ongoing research at NIDDK. In order to continue this support, the TecnaiF20/D526 microscope requires a service agreement to keep the instrument functioning properly and providing accurate results.

The TecnaiF20/D526 microscope is located in Building 8, Room B2A18-24 on the NIH Bethesda Main Campus.

3.0 OBJECTIVE

The objective of this requirement is to procure a service agreement for the TecnaiF20/D526 electron microscope (including the phase plate), which requires optimized and continuous performance for the quality and productivity of the ongoing research at NIDDK. As the TecnaiF20/D526 microscope is very complex and delicate, Cryo-EM requires experienced and well-trained service engineer(s) to perform preventive maintenance, troubleshooting and prompt repairs when there are any issues. The purchase of the service agreement will ensure the high standard operation status of the microscope and its service to all Cryo-EM research projects at NIDDK.

4.0 SALIENT / REQUIRED FEATURES AND SPECIFICATIONS

The Contractor shall provide:

Telephone Support for Microscope Troubleshooting On-Site Service by an experienced service engineer within 48 hours after submittal of service request

• Unlimited Labor Hours (including travel time, expenses, and parts coverage) Telephone Support and On-site Service availability Monday through Friday during normal business hours, excluding holidays

• Software upgrades.

Replacement Parts Shipped within 24 Hours Annual preventative maintenance service Certified Manufacturer spare parts

FEI CO is part of Thermo Fisher Scientific, who is the manufacturer of the TecnaiF20/D526 electron microscope (including the phase plate) and offers the only factory-trained and authorized service organization on the East Coast that is qualified to service this product. Their maintenance representatives are trained and certified in Holland in order to maintain the distinctive hardware and software configurations for the microscope components. The manufacturer of the equipment does not authorize resellers, nor provide certifications to outside vendors authorizing them to service the TecnaiF20/D526 electron microscope. As the variety of software options is unique to this microscope, no other vendors are factory-authorized to provide the high level of specified maintenance and/or repairs needed to keep the microscope functioning at optimum levels. Failure to use FEI CO/Thermo Fisher to service the microscope and its many components may result in voiding any manufacturer warranties on the microscope, delays for software upgrades and repairs, and could result in inaccurate research results that, in turn, could result in NIDDK’s failure to meet its mission.

Task Areas:

Independently, and not as an agent of the Government, the contractor shall provide the maintenance services listed below.

Task Area 1 – Service Agreement – The Contractor shall provide telephone support for microscope troubleshooting. The Contractor shall provide on-site service by an experienced service engineer; on-site response shall be within 48 hours after submittal of service request. Telephone support and On-site Service availability is Monday through Friday during normal business hours, excluding holidays. Replacement parts that are needed for repair shall be shipped within 24 hours. The vendor covers all costs including labor, travel, living expenses and parts coverage.

Task Area 2 – Preventive Maintenance – The Contractor shall provide a one-time on-site preventive service visit during each contract period. The on-site visit shall be scheduled in coordination with the COR. NIDDK’s Cryo-EM facility Director shall be present during the on-site visit.

Task Area 3 – Software Updates – The Contractor shall provide software updates that solely improve the functionality of previously purchased software capabilities. NIDDK’s Cryo-EM facility Director shall be present during software upgrades and will verify the success of the upgrade(s).

Task Area 4 – Location of Service(s)– The Contractor shall perform the services for the microscope located in Building. 8, Room B2A20 at NIH’s Bethesda Main Campus.

5.0 PURCHASE ORDER TYPE

This Purchase Order is to be a firm fixed price.

6.0 PERIOD OF PERFORMANCE AND PAYMENT BREAKDOWN

Payment will be made quarterly in arrears.

Base Period: 9/19/2024 – 9/18/2025 Option Period One: 9/19/2025 – 9/18/2026 Option Period Two: 9/19/2026 – 9/18/2027 Option Period Three: 9/19/2027 – 9/18/2028 Option Period Four: 9/19/2028 – 9/18/2029

7.0 INSPECTION AND ACCEPTANCE

The Project Officer or the Project Officer Supervisor will perform inspection and acceptance of materials and services to be provided. For equipment orders, inspection and acceptance will be done AFTER All materials are unpacked, installed, and test run for operation. Receiving will be completed no later than 7 days following date of Delivery.

Acceptance and Delivery will be complete once the signed packing slip is provided to the Vendor.

Inspection and acceptance will be performed at the place of installation –

The National Institutes of Health, NIDDK, Bldg. 13, Room G333, 9000 Rockville Pike, Bethesda, Maryland 20892.

For services, invoices will be approved by the Project officer and or COR according to payment terms in the resultant purchase order.

(vi) This is a competitive requirement being pursued through the authority granted in FAR 52.211-6, Brand Name or Equal. This is a requirement for a FEI CO TecnaiF20/D526 Service Agreement.

(vii) The provision at FAR clause 52.212-1, Instructions to Offerors – Commercial Items, applies to this acquisition.

(viii) The provision at FAR clause 52.212-2, Evaluation – Commercial Items, is applicable.

Award will be made to the contractor providing the most advantageous quote to the Government. Technical factors and price considered with technical factors outweighing price.

i. The award will be made to the contractor who provides the most advantageous quote to the Government and will be evaluated via a comparative analysis of the quotes provided, technical factors and price considered.

The evaluation will be based on the demonstrated capabilities of the prospective Offeror in relation to the needs of the project as set forth in the Statement of Work. The merits of the proposal will be evaluated carefully and will be deemed Acceptable or Unacceptable. The proposal must document the feasibility of successful implementation of the requirements of the Statement of Work. The Offeror must submit information sufficient to evaluate the proposal based on the detailed factors listed in section 4.0 SALIENT / REQUIRED FEATURES AND

SPECIFICATIONS.

Specifically, the technical factors are as follows:

Task Area 1 – Service Agreement – Contractor shall provide telephone support for microscope troubleshooting. Contractor shall provide on-site service by an experienced service engineer; on-site response shall be within 48 hours after submittal of service request. Telephone support and On-site Service availability is Monday through Friday during normal business hours, excluding holidays.

Replacement parts that are needed for repair shall be shipped within 24 hours.

The vendor covers all costs including labor, travel, living expenses and parts coverage.

Task Area 2 – Preventive Maintenance – Contractor shall provide a one-time on-site preventive maintenance service during each option period and shall be scheduled in coordination with the COR, and NIDDK’s Cryo-EM facility Director shall be present during the maintenance.

Task Area 3 – Software Updates – Contractor shall provide software updates that solely improve the functionality of previously purchased software capabilities.

NIDDK’s Cryo-EM facility Director shall be present during the software upgrade and will verify the success of the upgrade.

Task Area 4 – Location of Service(s) – The Contractor shall perform the services for the microscope located in Building. 8, Room B2A20 at NIH’s Bethesda Main Campus.

Evaluation Criteria Acceptable Unacceptable

Technical The services proposed by the vendor meet the requirements in the SOW

Summary Overall Rating (Overall Risk)

Cost/Price Offerors will be evaluated based upon cost/price completeness and accuracy to determine the validity of the price, realism, reasonableness, and risk.

Technical Evaluation Rating Definitions

(ix) FAR clause 52.212-3, Offeror Representations and Certifications – Commercial Items, is applicable. An offeror shall complete only paragraphs (b) of this provision if the offeror has completed the annual representations and certificates electronically via http://www.acquisition.gov If an offeror has not completed the annual representations and certifications electronically at the System for Award Management (SAM) website, the offeror shall complete only paragraphs (c) through (p) of this provision.

(x) FAR clause at 52.212-4, Contract Terms and Conditions – Commercial Items, applies to this acquisition.

(xi) FAR clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Items, applies to this acquisition. Including the following clauses and Prohibitions:

i. 52.203-6, Restrictions on Subcontractor Sales to the Government

ii. 52.203-13, Contractor Code of Business Ethics and Conduct

iii. 52.204-10, Reporting Executive Compensation and First-Tier

Subcontract Awards

iv. 52.204-14, Service Contract Reporting Requirements

v. 52.204-27, Prohibition on a ByteDance Covered Application

vi. 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment

vii. 52.209-9, Updates of Publicly Available Information Regarding

Responsibility Matters

viii. 52.211-6, Brand Name or Equal

ix. 52.219-4, Notice of Price Evaluation Preference for HUBZone Small

Business Concerns

x. 52.219-8, Utilization of Small Business Concerns

xi. 52.219-28, Post Award Small Business Program Representation

xii. 52.222-3, Convict Labor

xiii. 52.222-21, Prohibition of Segregated Facilities

xiv. 52.222-26, Equal Opportunity

xv. 52.222-35, Equal Opportunity for Veterans

xvi. 52.222-36, Equal Opportunity for Workers with Disabilities

xvii. 52.222-37, Employment Reports on Veterans

xviii. 52.222-40, Notification of Employee Rights Under the National Labor

Relations Act

xix. 52.222-50 Combating Trafficking in Persons

xx. 52.222-54, Employment Eligibility Verification

xxi. 52.223-18, Encouraging Contractor Policies to Ban Text Messaging while Driving

xxii. 52.225-13, Restrictions on Certain Foreign Purchases

Rating Definition Acceptable Proposal meets requirements and indicates an adequate approach and understanding of the requirements, and risk of unsuccessful performance is no worse than moderate.

Unacceptable Proposal does not meet requirements of the solicitation, and thus, contains one or more deficiencies, and/or risk of unsuccessful performance is unacceptable.

http://www.acquisition.gov/

xxiii. 52.226-8, Encouraging Contractor Policies to Ban Text Messaging While Driving

Additional Clauses:

i. 52.222-41, Service Contract Labor Standards

ii. 52.222-53, Exemption from Application of the Service Contract Labor

Standards to Contracts for Certain Services-Requirements

iii. 52.232-29, Terms for Financing of Purchases of Commercial Items

iv. 52.232-33, Payment by Electronic Funds Transfer— System for Award

Management

v. 52.232-39, Unenforceability of Unauthorized Obligations

(xii) Additional Contract Requirements:

The information submitted must be in and outline format that addresses each of the elements of the project requirement and in the capability statement /information sought paragraphs stated herein. A cover page and an executive summary may be included but is not required.

One (1) copy of the response is required and must be in Microsoft Word or Adobe

PDF format using 11- point or 12-point font, 8-1/2" x 11" paper size, with 1" top, bottom, left and right margins, and with single or double spacing. The response is limited to ten (10) page limit. The 10-page limit does not include the cover page, executive summary, or references, if requested.

Vendor/Contractor Must be able to accept payments via IPP (Invoice Processing

Platform) The contractor may submit a request for an exception. See below for IPP, IPP helpdesk information and applicable Health and Human Services addendum clause.

INVOICING PROCESSING PLATFORM (IPP) In compliance with the Office of

Management and Budget (OMB) M-15-19 memorandum "Improving Government Efficiency and Saving Taxpayer Dollars through Electronic Invoicing" directing Federal agencies to adopt electronic invoicing as the primary means to disburse payment to vendors. Invoices submitted under any award resulting from this solicitation will be required to utilize the Invoice Processing Platform (IPP) in accordance with HHSAR 352.232-71, Electronic Submission and Processing of Payment Requests" IPP is a secure, web-based electronic invoicing system provided by the U.S. Department of the Treasury's Bureau of the Fiscal Service, in partnership with the Federal Reserve Bank of St. Louis (FRSTL). Respondents to this solicitation are encouraged to register an account with IPP if they have not already done so. If your organization is already registered to use IPP, you will not be required to re-register however, we encourage you make sure your organization and designated IPP user accounts are valid and up to date. The IPP website address is:

https://www.ipp.gov If you require assistance registering or IPP account access, please contact the IPP Helpdesk at (866) 973-3131 (M-F 8AM to 6PM ET), or IPPCustomerSupport@fiscal.treasury.gov Note: Should an Offeror feel that use of the IPP would be unduly burdensome, the response to this solicitation should include an explanation of this position for a determination by the contracting officer.

HHSAR 352.232-71 Electronic Submission of Invoice Payment Requests (Feb 2022) will apply when this requirement is solicited and awarded. As stated: (a) Definitions.

As used in this clause, Payment request means a bill, voucher, invoice, or request for contract financing payment with associated supporting documentation. 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. (b) Except as provided in paragraph (c) of this clause, the Contractor shall submit payment requests electronically using the Department of Treasury Invoice Processing Platform (IPP) or successor system. Information regarding IPP, including IPP Customer Support contact information, is available at www.ipp.gov or any successor site. (c) The Contractor may submit payment requests using other than IPP only when the Contracting Officer authorizes alternate procedures in writing in accordance with HHS procedures. (d) If alternate payment procedures are authorized, the Contractor shall include a copy of the Contracting Officer's written authorization with each payment request. (END OF CLAUSE)

(xiii) The Defense Priorities and Allocations System (DPAS) and assigned rating are not applicable.

(xiv) Offers shall be submitted via email to amber.harris@nih.gov and must reference 75N94024Q00038 in the subject line.

(17) Place of Contract Performance:

National Institute of Health, NIDDK 10 Center Drive Bethesda MD 20892

(18) Set-aside Status: This requirement is not set aside for small business.

mailto:amber.harris@nih.gov