A21_Sources_Sought_for_J_A_-_New_Instrument_Service_8_13_1.pdf

SOURCES SOUGHT: This is a SOURCES SOUGHT NOTICE. The U.S. Geological Survey Central Plains Water Science Center’s Organic Geochemistry is conducting a MARKET SURVEY to determine the interest and capability of any firm eligible to compete under NAICS code 811219 – Other Electronic and Precision Equipment Repair & Maintenance, for multi-year service contract for a Bioinert Thermo Scientific Vanquish liquid chromatography (LC) system with a Thermo Scientific Q Exactive Orbitrap mass spectrometer with UV-Visible detection (Hereafter, referred to as the “instrument”).

The use and maintenance of OGRL’s LC as bioinert is critical to overall method performance. The OGRL experienced severe contamination issues previously that it determined was due in large part to the deterioration in the quality of metals used to repair its older LC’s. Thus, OGRL decommissioned all its old LC’s not constructed of “inert” metals. The bioinert Thermo Scientific Vanquish LC must fulfill this requirement to 1) prevent metal contamination of the orbitrap mass spectrometer by the liquid chromatograph such that signal-to-noise is not reduced, and 2) reduce peak tailing. A high-pressure (up to 1034 bar) liquid chromatograph (LC) system that is constructed of inert materials and provides demonstrated nearly “zero” sample carryover, delivers accurate and relative pulse free flow rates through a wide range of flows is required to accommodate the fast- switching Orbitrap mass spectrometer.

The Thermo Scientific bioinert Vanquish LC system and the Thermo Scientific Q ExactiveOrbitrap mass spectrometer are sophisticated state-of-the-art instruments constructed of special materials only manufactured/distributed by Thermo Scientific. It is imperative they are serviced by factory certified engineers with at least 2 years’ experience servicing the specific Thermo Scientific platforms in OGRL’s possession and that bioinert replacement or preventative maintenance parts originate from the original equipment manufacturer (OEM). Furthermore, the Thermo Scientific Q Exactive Orbitrap is a highly sensitive mass spectrometer that requires special handling and knowledge to ensure contamination does not occur during preventative maintenance and repairs.

Scope

The general purpose of this work statement is to establish requirements for a multi-year service contract for the Thermo Scientific Vanquish LC and Thermo Scientific Q Exactive Orbitrap mass spectrometer system in OGRL’s possession in support of USGS research priorities.

WORK REQUIREMENTS

Technical Requirements.

Service agreement for a Brand Name Thermo Scientific Q Exactive Orbitrap mass spectrometer and Thermo Scientific Vanquish liquid chromatography system to include the following Functional and Technical Specifications:

1. All tools, materials, and reagents required to perform maintenance shall be furnished by the contractor.

2. Shall provide unlimited parts, labor, and travel for all repairs due to equipment malfunctions.

3. Repairs, replacement components and upgrades shall be in new condition with genuine Original

Equipment Manufacturer (OEM) part and part numbers to be considered technically acceptable in accordance with the Orbitrap Mass Spectrometer standards and specifications.

4. Pre-Inspection and Post-Inspection reports shall be provided to USGS Technical Liaison during performance of maintenance by Contractor within 48 hours including a list of any parts exchanged with their part numbers. Reports should also include service engineer’s name and contact information, their supervisor’s contact information as well as any lifecycle information regarding projected unavailability of parts in addition to any data obtained for testing and documentation of methods used to obtain testing data.

5. Contractor shall test instrument to confirm proper operation after each maintenance service to ensure optimal performance of equipment with OEM test specifications provided at the beginning of the contract.

6. Service engineers shall be factory certified engineers with at least 2 years’ experience servicing Thermo Scientific Q Exactive Orbitrap mass spectrometer and Thermo Scientific Vanquish liquid chromatography systems.

7. Shall provide 1 preventive maintenance visit per service contract year at minimum or as dictated by instrument performance and instrument cleaning as needed.

8. Shall provide priority technical support for inquiries.

9. Shall provide software updates and notification updates that are intended to improve performance for the existing software versions for all licensed versions for operation and data processing/interpretation software related to this instrument to include XCaliber, TraceFinder, Compound Discoverer, and Proteome Discover.

10. Shall provide coverage for Thermo Scientific supplied computers required to operate the equipment.

11. Shall provide on-site support/repair service within 48-hours after a service call is established that cannot be resolved over the phone.

12. Shall provide OEM, bioinert certified parts and materials for all repairs.

13. Shall guarantee that all parts in the wettable flow path are constructed of “inert” material that do not result in the release of leachable metals.

14. Shall repair or replace instruments if unrepairable.

15. All performance criteria shall be maintained at equivalent levels or better as when the instrument was initially installed and verified by Thermo Scientific service engineers.

16. If the instrument or whatever module that is not meeting OEM specifications covered in this agreement cannot be restored to OEM specifications within 60 calendar days of initial service repair request by USGS, a loaner instrument of equivalent or better instrument specification that passes all OEM specifications will be installed at no additional cost to USGS until the USGS’ instrument is repaired.

17. If USGS’ instrument cannot be repaired or whatever module that is not meeting OEM specifications covered in this agreement cannot be restored to OEM specifications within 90 calendar days of initial service repair request by USGS, then the loaner instrument becomes USGS property and the unrepaired module or instrument that was formerly USGS property becomes the property of the service company in this agreement. USGS will consider this matter closed at this point as long as the instrument or effected modules maintains OEM specifications for at least a period 120 days.

18. All Department of Interior, USGS, and local USGS Central Plains Water Science Center on-site security and biosecurity protocols must be followed by visiting service personnel.

19. All service personnel must be OEM factory trained and have a minimum of 2 years of field experience on the specific instrumentation and software used to acquire data associated with the instrument in USGS’ possession.

Deliverables

1. Maintenance Service period shall be between March 10, 2027 to March 10, 2033.

2. Written communication within 48 hours about what actions were performed on OGRL equipment.

QUALITY CONTROL PLAN (QCP)

The Contractor shall include a Quality Control Plan (QCP) and adhere to it while performing maintenance and repair service on the Orbitrap Mass Spectrometer. The QCP shall, at a minimum, meet OEM standards and specifications and a copy in writing should be submitted as part of this Sources Sought Notice.

A. Period of Performance (expressed as number of days, must include the time necessary to test, review, and/or install the deliverable).

B. Services shall be performed when USGS employees are on official duty. 8:00 a.m. to 5:00 p.m.

CST, Monday – Friday, excluding holidays.

Government Furnished Property (GFP):

A. Thermo Scientific bioinert Vanquish Flex Binary pump (SN 8308627) B. Thermo Scientific bioinert Vanquish Flex Split sampler (SN 8308693) C. Thermo Scientific bioinert Diode Array Detector (SN 8308137) D. Thermo Scientific bioinert Column Compartment with 1 switching valve (SN6501873) E. Thermo Scientific Q Exactive Orbitrap (SN04306L) F. Thermo Scientific provided Personal Computer (Service Tag 8D8QYQ2) G. Thermo Scientific provided monitor (SN CN-0CW6Y7-QDC00-83E-24WB-A05)

Software (each has 2 licenses)

A. TraceFinder, version 5.1 (Build 110), build date 8/11/2020 B. Xcalibur, version 4.4.16.14, build date 6/2/2020 C. Compound Discoverer, version 3.3.1.111 SP1 D. Proteome Discoverer, version 2.2.0.388

Special Considerations

A. Key personnel qualifications B. Services must be performed by factory certified service engineers with at least 2 years’ experience in servicing the specific Thermo Scientific platforms in OGRL’s possession.

C. Data Rights, Safety, Environment.

D. The contractor shall comply with all local USGS safety requirements and maintain a safe work environment at the OGRL while executing this contract.

E. Security/Privacy issues F. The contractor shall comply with all local USGS security requirements.

THERE IS NO SOLICITATION AT THIS TIME. ALL COST ASSOCIATED WITH PROVIDING

INFORMATION AS REQUESTED BY THIS SOURCES SOUGHT NOTICE SHALL BE THE

RESPONSBILITY OF THE CONTRACTOR.

This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred.

Responses to this announcement are requested from (1) ISBEE (Indian Small Business Economic Enterprise, (2) SBA certified Small Business HubZone firms; (3) Small Business firms certified by a Small Business Administration (SBA) district or regional office for participation in the 8(a) program; (4) Service-Disabled Veteran-Owned small Business firms; (5) Small Businesses (6) Large Businesses.

In response to this announcement, please indicate your firm's socioeconomic status (e.g. ISBEE, small business, service-disabled veteran-owned, women owned, HUBZone, etc.) This information will assist the Government in determining how small businesses can fit into the acquisition strategy.

Any information submitted is voluntary. If sufficient interest and capability is not received from firms in categories (1) through (4) above, any solicitation may be issued as unrestricted without further consideration.

Interested firms shall submit (1) NAME, ADDRESS, and PHONE NUMBER OF THE FIRM (including UEI NUMBER); (2) a CAPABILITY STATEMENT including (a) RECENT (within the last three fiscal years) RELEVANT (similar projects to this requirement) performance history (identify the name of the owner and their point(s) of contact with telephone and fax numbers, e-mail addresses; and (b) in what capacity (e.g., prime, subcontractor etc.) they performed the work; and (3) their SIZE STATUS.

Your company must have a UEI number and be registered on-line at the System for Award Management

(SAM).

All responses must be submitted NLT August 20, 2026, at 12:00pm EST via e-mail to:

justice_pryor@ios.doi.gov.

This is NOT a Request for Proposal (RFP) or Invitation for Bid (IFB) and does not constitute any commitment by the Government. Responses to this sources sought notice will be used by the Government to make appropriate acquisition decisions. All interested sources must respond to future solicitation announcements separately from responses to this market survey. Any solicitation that may be issued will be posted on the Federal Business Opportunities website and no paper copies will be provided.

mailto:justice_pryor@ios.doi.gov