FDA-SSN-1239066 Smoke Robot Sources Sought Notice.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)’s Division of Genetic and Molecular Toxicology (DGMT) in order to determine if there are existing small business sources capable providing a service contract on a Vitrocell VC-10 S-type smoking robot with two 12/12 exposure modules for cell culture inserts to use in a new collaborative project with the Center for Tobacco Products (CTP). The use of such an instrument is essential to performing DGMT’s work in carrying out FDA’s mission of protecting public health.

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 service 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.

The Service contract on the instrument and two 12/12 exposure modules shall consist of a Base year plus four (4) possible one-year options. Each year shall be funded at the time the option year is exercised; options will be exercised based on funds availability and the needs of the Federal Government. The initial Service period shall be for one year and each subsequent period of performance may be renewed at the government’s option for the period between 12-24 months, 24- 36 months, 36-48 months, and 48-60 months beyond the initial service contract period. Contractor quotes shall include details of the items covered under the service contract, any differing levels of the plan that are available, and the levels of service response that are available.

Minimum Performance Requirements for the VC-10 S-type smoking Robot Preventative Maintenance & Repair Service Contract

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. Smoking Robot service contract shall include one on-site PM (preventative maintenance) visit per year, including unlimited free OEM system software upgrades, and parts, labor and travel.

3. Proposed pricing shall provide unlimited onsite emergency service visits inclusive of shipping, labor, travel, replacement parts, components, subassemblies, etc.;

4. Smoking Robot service contract shall include unlimited technical support 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.);

5. Repair issues solutions will be sought in the following manner: 1) Email/chat assistance; 2) Assistance via phone/internet support or if necessary, a service technician on site. Repair tech shall be onsite within 21 days when repair requires on-site support. All Repair situations shall be covered by the service contract at no additional cost to the government;

6. The service provider shall provide a list of the maintenance and cleaning requirements for the end users.

Minimum Performance Requirements for the two 12/12 Well Exposure Modules Preventative Maintenance & Repair Service Contract:

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. 12/12 well exposure modules service contract shall include one on-site PM (preventative maintenance) visit per year, including unlimited free OEM system software upgrades, and parts, labor and travel;

3. Proposed pricing shall provide unlimited onsite emergency service visits inclusive of shipping, labor, travel, replacement parts, components, subassemblies, etc.;

4. 12/12 exposure module service contract shall include unlimited technical support 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.);

5. Repair issues solutions will be sought in the following manner: 1) Email/chat assistance; 2) Assistance via phone/internet support or if necessary, a service technician on site. Repair tech shall be onsite within 21 days when repair requires on-site support. All Repair situations shall be covered by the service contract at no additional cost to the government;

6. The service provider shall provide a list of the maintenance and cleaning requirements for the end users;

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: Anticipated to be a Base plus four (4) Option Years with projected period of performance dates estimated as:

Base Year: 09/01/2021 – 08/31/2022 Option Year 1: 09/01/2022 – 08/31/2023 Option Year 2: 09/01/2023 – 08/31/2024 Option Year 3: 09/01/2024 – 08/31/2025 Option Year 4: 09/01/2025 – 08/31/2026

Place of Performance

US FDA/NCTR

3900 NCTR Rd. Building 14-1015 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 on the brand name instrument 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 1:00 pm (Central Time in Jefferson AR) on March 23, 2021 to Suzanne Martella, email suzanne.martella@fda.hhs.gov. Reference: FDA-

SSN-1239066.

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 or combined synopsis/ 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