FDA-SSN-1236367 Waters Service Contract.pdf

THIS IS A SOURCES SOUGHT ANNOUNCEMENT, A MARKET SURVEY FOR

WRITTEN INFORMATION ONLY. THIS IS NOT A SOLICITATION

ANNOUNCEMENT FOR PROPOSALS AND NO CONTRACT WILL BE AWARDED

FROM THIS ANNOUNCEMENT. NO REIMBURSEMENT WILL BE MADE FOR

ANY COSTS ASSOCIATED WITH PROVIDING INFORMATION IN RESPONSE TO

THIS ANNOUNCEMENT OR ANY FOLLOW-UP INFORMATION REQUESTS. NO

TELEPHONE CALLS WILL BE ACCEPTED REQUESTING AN RFQ PACKAGE OR

SOLICITATION. THERE IS NO RFQ PACKAGE OR SOLICITATION. IN ORDER TO

PROTECT THE PROCUREMENT INTEGRITY OF ANY FUTURE PROCUREMENT,

IF ANY, THAT MAY ARISE FROM THIS ANNOUNCEMENT, INFORMATION

REGARDING THE TECHNICAL POINT OF CONTACT WILL NOT BE GIVEN AND

NO APPOINTMENTS FOR PRESENTATIONS WILL BE MADE.

The U.S. Food and Drug Administration (FDA), Office of Acquisitions and Grants Services (OAGS) issues this Sources Sought announcement on behalf of the National Center for Toxicological Research (NCTR) in order to determine if there are existing small business sources capable of providing annual post-warranty preventive maintenance services (base year plus two (2) option years) on a Waters LSMP Quattro Premier XE (VAB784) and accessory pump/autosampler (SNC06UPS080R/H04UPB161N). The requirement is for a Waters Performance Maintenance Plan (PMP) or equal plan which includes one (1) preventative maintenance visit on a Waters LSMP Quattro Premier XE Mass Spectrometer (SN: VAB784) and a Waters Total Assurance Plan (TAP) or equal plan which includes one (1) preventive maintenance visit on the Waters Acquity liquid chromatograph system consisting of a Sample MGR SN: C06UPS080R and a Binary Solvent MGR SN: H04UPB161N. None of the system components is currently covered under a preventative maintenance contract.

If your firm is considered a small business source under North American Industry Classification System (NAICS) 811219 – Other Electronic and Precision Equipment Repair and Maintenance; with a Small Business Size Standard of $22 Million, and you believe that your firm would be able to provide the FDA with the system described below, please submit an email as instructed below. The vendor shall include information about the company and demonstrate that it can meet all of the minimum performance requirements.

Minimum Performance Requirements

1. All maintenance and repair activities shall be performed by formally trained and certified technicians/engineers. All repairs and PM services shall be performed following Original Equipment Manufacturer (OEM specifications, manuals, and service bulletins, using OEM replacement parts, components, subassemblies, etc.);

2. Contractor shall include unlimited software and firmware updates during the coverage period(s);

3. Contractor shall provide unlimited technical support Mondays - Fridays (excluding Federal

Holidays) between the hours of 8:00 AM - 5:00 PM Central Time and shall begin working on a solution to the problem within 8 business hours of contact for assistance. (e.g., telephone-based, email-based, website-based, etc.);

4. All maintenance/repair pricing shall be inclusive of labor, travel, replacement parts, components, subassemblies, etc.;

5. The same vendor must provide both preventive maintenance and total assurance (or equal) plans in order to ensure continuity in NCTR’s approved experimental protocols because the LCMS is an integral system controlled by the same computer and MassLynx software;

6. The same vendor must provide both preventive maintenance and total assurance (or equal) plans in order to simultaneously perform the PM visits for both parts of the individual LCMS systems avoiding the need for additional expense and downtime for the NCTR’s laboratory;

7. The vendor must be an authorized service dealer and provide Waters’ certified field service engineers and genuine Waters parts for PM visits and repairs for both the mass spectrometer and accessory system;

8. The preventive maintenance plan for the mass spectrometer must include one preventive maintenance (PM) visit;

9. The mass spectrometer PM service must include cleaning of the instrument’s vacuum and ion optic systems plus operational checks, optimization of the instrument’s overall performance and necessary calibrations;

10. The mass spectrometer PM visit must include the installation of a performance maintenance kit which must be included in the cost of the plan;

11. The maintenance kit must include all parts needed to rebuild and clean the source, analyzer, vacuum system, injector, probes and filters;

12. The total assurance plan (or equal) for the liquid chromatograph components must include one preventive maintenance visit and cover expenses for any other necessary repair visits/repair parts;

13. The PM visit for the liquid chromatograph components must include the installation of two performance maintenance kits (one for the sample manager and one for the binary solvent manager) which must be included in the cost of the plan;

14. The maintenance kits must include all parts needed to replace or rebuild the solvent filters, plunger seals, plungers, inlet check valves, needle port seat/seal, needle, syringes and injector;

15. Contractor shall state any discount terms being offered on repair parts/ services that may be needed but are not cover under the Service Agreement;

16. Service Records and Reports: The Contractor shall, commensurate with the completion of each preventive maintenance service visit, provide the end-user of the equipment with a copy of a field service report/ticket identifying the equipment name, manufacturer, model number, and serial number of the equipment being serviced, a detailed description of the work performed, the test instruments or other equipment used to perform the service, the name(s) and contact information of the technician who performed the service, and for information purposes, the on-site hours expended, and parts/components replaced. In addition, the Contractor shall provide a written report to the FDA COR and Contract Specialist, summarizing all maintenance activities (including warranty work) each time service is performed.

Period(s) of Performance: (Base plus two (2) Option Years) Base Year: 12/23/2020 – 12/22/2021 Option Year 1: 12/23/2021 – 12/22/2022 Option Year 2: 12/23/2022 – 12/22/2023

Place of Performance

US FDA/NCTR

3900 NCTR Rd.

Jefferson AR 72079

Responses to this Sources Sought shall unequivocally demonstrate that the respondent is regularly engaged in the sale of same or substantially similar service. Though the target audience is small business vendors or small businesses capable of supplying a U.S. product/service of a small business vendor or producer, all interested parties may respond. At a minimum, responses shall include the following:

• Business name and bio, DUNS number, business address, business website, business size status (i.e., SB, VOSB, SDVOSB, HUBZone SB, SDB, WOSB, LB), point of contact name, mailing address (if different from business address), phone number and email address. Provide this same information again if responding to provide a service offered by another firm.

• Past Performance (within the last 3 years) information for the sale of same or substantially similar product/service to include date of sale, description of service provided, equipment serviced, dollar value, client name, client address, client contact name, client point of contact mailing address (if different from that provided for client), client point of contact phone number, client point of contact email address, and name of the manufacturer (to include DUNS number and size status) if not the respondent.

• Descriptive literature, brochures, marketing material, etc. showing the products can meet the above requirements. The offeror shall furnish sufficient technical information necessary for the Government to conclusively determine that the offered products/services meet the technical requirements identified above.

• If applicable, identification of the firm's GSA Schedule contract(s) by Schedule number and SINs that are applicable to this potential requirement are also requested.

• If a large business, provide if subcontracting opportunities exist for small business concerns.

• Though this is not a request for quote, informational pricing is encouraged.

The Government is not responsible for locating or securing any information, not identified in the response.

Interested Contractors must respond with capability statements which are to be submitted by email only to the point of contact listed below on or before 2:00 pm (Central Time in Jefferson AR) on

Nov. 25, 2020 to Suzanne Martella, email suzanne.martella@fda.hhs.gov with a CC copy to Tim Walbert at timothy.walbert@fda.hhs.gov (or as otherwise instructed in an out-of-office message).

Reference: FDA-SSN-1236367.

Disclaimer and Important Notes

This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization’s qualifications to perform the work.

Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted.

After a review of the responses received, a pre‐solicitation synopsis and solicitation may be published in beta.SAM.gov – Contracting Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation.

Confidentiality and Proprietary Information

No proprietary, classified, confidential, or sensitive information should be included in your response.

The Government reserves the right to use any non‐proprietary technical information in any resultant solicitation(s).

mailto:suzanne.martella@fda.hhs.gov mailto:suzanne.martella@fda.hhs.gov mailto:timothy.walbert@fda.hhs.gov mailto:timothy.walbert@fda.hhs.gov