B01.01 Combined Synopsis-Solicitation Final.pdf

SOLICITATION #

PANERD-25-P-0000 001692

COMBINED SYNOPSIS/SOLICITATION TITLE:

Hyperspectral Imaging System Purchase, ERDC-CRREL, Hanover, New Hampshire

COMBINED SYNOPSIS/SOLICITATION: This is a combined synopsis/solicitation for commercial supplies prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation of Commercial Items”, 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.

The intent of this solicitation is to award a single purchase order for the supplies specified in the Description of Requirement. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-03.

The requirements will be fulfilled using FAR Part 12, Acquisition of Commercial Items, and FAR Part 13, Simplified Acquisition procedures, to the maximum extent possible.

This acquisition is restricted to 100% Small Businesses. The associated NAICS code for this procurement is 334519 – Other Measuring and Controlling Device Manufacturing, with a corresponding small business size standard of 600 Employees.

NOTE: All offerors must be registered in the System for Award Management (SAM) prior to the response date listed in this combined synopsis/solicitation. Information concerning SAM requirements may be viewed via the internet at SAM.gov.

The Engineer Research and Development Center (ERDC), Cold Regions Research and Engineering Laboratory (CRREL), is in need of one (1) hyperspectral imaging system with shortwave-infrared capabilities.

This solicitation is being issued as a request for quote (RFQ). The Government intends to award a single purchase order resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation and is found to be the lowest priced technically acceptable offeror.

An award, if any, will be made to the responsible offeror(s) who submits a quote that conforms to the requirements of the synopsis, whose quote is found to be technically acceptable, and is the lowest price. The Government reserves the right to award without discussions or make no award at all depending upon (1) the quality of quotes received and (2) the price fair and reasonableness of quotes received.

All offers received under this solicitation will be evaluated. A quote that fails to comply with any minimum technical requirements will not be eligible for award regardless that it may offer the lowest price.

The Government bears no legal liability for the costs associated with preparing a quote.

Vendors should not submit a quote unless they are willing to absorb all costs associated with submitting a quote.

I. DESCRIPTION OF REQUIREMENTS

The Cold Regions Research and Engineering Laboratory (CRREL) in Hanover, NH requires a hyperspectral imaging system with shortwave-infrared capabilities. This imaging system will support sub-surface soil abnormality and environmental phenomenology studies in extreme environmental conditions. Data collection is anticipated to be collected from both static and ground-based vehicles coupled to a tower/mast.

Specifications. The equipment required by CRREL shall fulfill to the following specifications:

1. The camera shall be a short-wave infrared (SWIR) imaging system with a desired IP rating of 52 or greater.

2. The camera shall have a minimum operating temperature of between negative 20 and plus 40 degrees Celsius.

3. This camera system will be primarily used to conduct low-frequency, static data collections from a 10 to 15 foot tower, off-nadir, with an optical length of 10 to 30 feet, in extreme environmental conditions; therefore, the camera shall possess a field-of-view of 40 degrees or greater.

4. Additionally, the system required shall fulfill the following minimum specifications:

o Spectral Range: Desire 1.0 – 2.5 micrometers (but will accept +/- 0.15 microns on the high and low end of this range) o Spectral Channels: 200 or greater o Spatial Pixels: 600 or greater o Field-of-View: 35 degrees or greater o Calibration (if applicable): -20 to +40 degree Celsius or broader

5. Supporting Hardware: The camera shall include all components required for immediate deployment of the imaging system, such as cabling, data acquisition and any other miscellaneous hardware (e.g., computer, motorized scanning/gimbal system, frame grabber, etc.).

6. Software: All software required for operation of the camera shall be provided. A software-development-kit (SDK), if available, should be provided with the package.

7. Warranty: To be considered, an equipment warranty is required and bids shall include documentation explaining: (a) the Vendor’s equipment warranty and (b) policies for Vendor provision of support to address camera problems or malfunctions under that warranty.

8. Operations Manual: all operations manuals and other materials shall be provided electronically to CRREL

9. Delivery Timeline: We request that all bids include an estimated delivery time (number of days to ship the item after receipt of purchase order).

II. Deliverables. The requirement includes for all items listed in the table below.

Item Description Qty

1 SWIR camera package satisfying all requirements under

Section I

III. Delivery Instructions.

• Delivery will be to Hanover, New Hampshire. Additional delivery information will be provided with the purchase order. The day the equipment is shipped, the Vendor shall email the shipment tracking number to the CRREL POCs listed in the purchase order.

II. SOLICITATION INSTRUCTIONS

1. The provision at FAR 52.212-1, Instructions to Offerors – Commercial (NOV 2021), and the addenda listed below applies to this acquisition.

ADDENDA TO FAR 52.212-1:

a. Submission of offers. FAR 52.212-1(b) is amended to include the following:

(1) Submit signed electronic quotes by 1400 hours, CST on 07 May 2025 to william.t.rawe@usace.army.mil and kim.d.roberson@usace.army.mil. All submittals from responsible firms will be considered by the agency.

b. Late submissions. FAR 52.212-1(f) is amended as follows:

(1) Offerors are responsible for submitting quotes so as to reach the Government designated office in the solicitation by the time specified in the solicitation. If no time is specified, the time for receipt is 4:30 pm, local time, for the designated Government office on the date that quotes are due.

(2) Any quotation received at the Government office designated in the solicitation after the exact time specified for receipt of quotations is late will not be considered unless it is received before award is made and the contracting officer determines that accepting the late quotation would not unduly delay the acquisition.

(3) If an emergency or unanticipated event interrupts normal Government processes so that quotations cannot be received at the Government office mailto:william.t.rawe@usace.army.mil mailto:kim.d.roberson@usace.army.mil designated for receipt of quotations by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of quotations will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

c. Formal communications. Requests for clarification and information concerning the solicitation must be provided in writing no later than 5 days prior to closing.

Answers will be compiled and posted electronically to the System for Award Management/Contract Opportunities website:

https://sam.gov/content/opportunities. Questions may be emailed to the point of contact listed above in section II, paragraph 2a. All correspondence should reference the solicitation number.

d. Quotation preparation instructions:

(1) General Instructions. The offeror shall submit their quote on company letterhead to include the following: solicitation number; contact name, address, e-mail, and telephone number of the offeror; unit price; and CAGE code, UEI number, size of business. The Contracting Officer is not responsible for locating or obtaining any information not identified in the quotes. If applicable, provide a written statement that the quote incorporates all amendments to the solicitation.

(2) Specific Instructions. Quotes shall consist of two separate parts, as identified below.

The provision at FAR 52.212-2, Evaluation-Commercial Items (Nov 2021), and the addenda listed below applies to this acquisition. The evaluation factors to be included in paragraph (a) of this provision are Price, Technical Information and Past Performance.

ADDENDA TO FAR 52.212-2:

BASIS FOR OFFER: This is a competitive acquisition in accordance with FAR part 12 and part 13. The Government will submit an offer in the form of a purchase order to the offeror that represents the best value to the Government. Quotes will be evaluated as described below.

Solicitation Requirements. All quotes submitted will be reviewed for completeness to determine if they contain all information requested in the addenda to FAR 52.212-1.

Quotes that are incomplete or missing information may be considered non-responsive and excluded from the evaluation.

Price Evaluation. The prices will be evaluated for each line item including miscellaneous items for data deliverables and incidental services if applicable. Any discounts identified in the quote will be included in the evaluation of the evaluated price. No advantage will accrue to an offeror who submits a quote for an unreasonably low price. Failure to propose for any line item may cause the vendor's quote to be considered non-responsive and excluded from the evaluation. The price evaluation will document the reasonableness of the quoted price.

Technical Evaluation. The technical team will review the technical quote to determine if the information provided meets the technical requirements identified in this solicitation.

The technical information will be evaluated based on the minimum specifications stated in this notice and how well the quote clearly demonstrates meeting or exceeding these requirements.

Past Performance Evaluation. Past performance will be reviewed using Government information systems to ensure an offeror is eligible for an award but will not receive a rating for past performance.

2. The clause at FAR 52.212-4, Contract Terms and Conditions-Commercial Items (Nov 2023), and the addenda listed below applies to this acquisition.

ADDENDA TO FAR 52.212-4:

Text in paragraph (c) is deleted and replaced with the following:

Changes. Changes in terms and conditions of this contract may be made only by written agreement of the parties with the exception of certain changes such as administrative changes including changes in paying office, appropriation data, etc. authorized by the Federal Acquisition Regulation and its supplements that may be made unilaterally by the Contracting Officer (for a complete list of changes that may be made unilaterally, see FAR 43.103(b).

III. ADDITIONAL TERMS AND CONDITIONS

The following provisions and clauses apply to this acquisition. The purchase order will incorporate one or more provisions and/or clauses by reference, with the same force and effect as if they were given in full text. The full text of a provision and/or clause may be accessed electronically at: https://www.acquisition.gov/far/part-52 .

See Attachment 1 for the list of clause and provisions.

ATTACHMENTS TO THIS SOLICITATION

Attachment 1 – Clauses and Provisions https://www.acquisition.gov/far/part-52