JOFOC_IRMSServiceContract 26-421_Redacted.pdf

SINGLE SOURCE or BRAND NAME DETERMINATION USING

SIMPLIFIED ACQUISITION PROCEDURES (SAP)

FOR AN ACTION NOT EXCEEDING THE SIMPLIFIED ACQUISITION THRESHOLD

(AUTHORITY: 12.102(a) and 41 USC 1901)

143041-26-0090

1. Agency and contracting activity. Department of Commerce, Fisheries OMB Field Delegates and

Northwest Fisheries Science Center, Seattle, WA.

2. Description of supplies or services required to meet agency needs (including the estimated value).

The Northwest Fisheries Science Center (NWFSC) Environmental Chemistry Program (ECP) requires a comprehensive multi-year service and support plan for its Thermo Fisher Scientific Delta V Advantage Isotope Ratio Mass Spectrometer (IRMS). The requirement encompasses one base year and four subsequent option years to ensure uninterrupted operational capacity.

The service contract must include, at minimum:

1. Preventative Maintenance: One annual on-site visit to ensure the system operates within Original Equipment Manufacturer (OEM) specifications.

2. Corrective Repair: One annual on-site corrective service visit including all parts, labor, and travel expenses.

3. Technical Support: Unlimited access to OEM technical support and priority response for service events.

4. Operational Continuity: Limited coverage for rental loaner equipment and return shipping to mitigate downtime during extensive repairs.

The IRMS is a highly sophisticated analytical instrument used by the ECP to measure bulk and compound-specific stable isotopes. These data are critical for high-stakes research involving trophic relationships, habitat utilization, and migratory patterns of marine species.

This research directly supports the agency’s mission to increase seafood competitiveness by ensuring robust data on seafood product integrity and effects of environmental stressors.

The instrument operates under extreme physical tolerances, including ultra-high vacuum environments and precise voltage stability. Even minor deviations in these parameters can compromise the selectivity, sensitivity, accuracy, and precision of the data. Given the complexity of the Delta V Advantage system, expert-level care is required to prevent catastrophic failure. A formal service agreement with the manufacturer is essential to avoid significant research delays, meet federal deadlines, and safeguard the integrity of ongoing longitudinal studies.

The total estimated value for the request is outlined below:

Period of Performance Start Date End Date Estimated Cost Base Year 09/23/2026 09/22/2027 Option Year 1 09/23/2027 09/22/2028 Option Year 2 09/23/2028 09/22/2029 Option Year 3 09/23/2029 09/22/2030 Option Year 4 09/23/2030 09/22/2031

3. Identification of the single source or the brand name to be solicited.

The service included in the service contract, such as performance maintenance or repair calls, must be fulfilled by a Thermo Fisher Scientific technician due to proprietary software, parts, and training. Thermo Fisher Scientific is the uniquely qualified source to provide these services. While third-party aggregators (such as Remi or CenMed) offer service contracts as 3rd party intermediaries, the Northwest Fisheries Science Center has determined these alternatives are incapable of meeting the government’s minimum requirements for the following reasons:

o Service Priority and Latency: Market research and past performance have demonstrated that third-party vendors are treated as the lowest priority for service scheduling. This creates an unacceptable gap between the failure of the instrument and the arrival of a technician.

o Administrative and Technical Latency: The use of a third-party intermediary introduces an additional layer of bureaucracy that has historically delayed the initiation of service requests. The requirement for a third-party contract specialist to authorize and coordinate with OEM technicians creates a bottleneck. For an instrument as sensitive as the IRMS—where vacuum seals or voltage instabilities can worsen if not addressed immediately—this administrative lag is unacceptable and poses a risk of further damage to the system.

o Proprietary Diagnostic Access: The Delta V Advantage IRMS utilizes proprietary diagnostic software and firmware. While third-party companies may attempt to sub-contract Thermo technicians, they do not possess the direct, seamless integration into Thermo’s service. Direct OEM support ensures that the ECP has immediate access to the most recent firmware updates, engineering bulletins, and specialized parts inventories that are not guaranteed through third-party "pass-through" contracts.

Bill Adams Unity Labs Service Contract Sales Specialist Email: william.adams@thermofisher.com Phone: 800-532-4752

4. Supporting rationale. Only one source or brand name is reasonably available as detailed below:

□ Exclusive Licensing Agreement/Restrictive Rights/Authorized Reseller - The source has one or more of the following: an established exclusive licensing agreement, proprietary data, limited rights in data, patent rights, OEM required certifications or OEM authorized reseller, copyrights or secret processes with regard to the supplies or services required.

The Delta V Advantage IRMS is an ultra-sensitive analytical platform that operates under extreme physical parameters, including high-vacuum environments and precise voltage regulations. Thermo Fisher Scientific is the sole provider capable of meeting the agency’s requirements due to the following:

● Proprietary Technical Data: As the OEM, Thermo Fisher Scientific maintains exclusive rights to the proprietary diagnostic software, internal schematics, and specialized engineering protocols required for the Delta V Advantage.

● Specialized Expertise: Maintenance requires specialized factory training that is not available in the general commercial market. Only OEM-certified engineers possess the specific technical competencies to calibrate the system to the sensitivity levels required for the ECP’s research.

● Risk Mitigation: Utilizing a third-party provider lacks the assurance of proprietary diagnostic tools, which increases the risk of prolonged downtime and potential damage to the sensitive electronics of the $400,000 system. In the past, working with third party companies like CenMed and Remi, has resulted in our requirements being treated as a low priority. This has led to extended instrument downtime and has prevented us from meeting our contractual obligations.

While third-party service aggregators (e.g., Remi, CenMed) exist within the marketplace, they are not technically capable of meeting the agency's "level of quality" due to service priority and latency, administrative and technical latency, and proprietary diagnostic access.

Refer to Market Research Documentation for more details.

5. Market Research.

Market research was conducted to evaluate the efficacy of third-party service providers.

While these firms exist, their inability to guarantee response times equivalent to the OEM renders them technically unacceptable. The ECP’s past performance evaluations of third-party vendors demonstrate that such contracts result in:

1. Increased Downtime: Delayed response due to "lowest priority" status.

2. Administrative Burden: Significant lag time in setting up service requests through non-specialized contract managers.

3. Mission Risk: Potential loss of irreplaceable research samples due to extended periods of instrument inactivity.

Therefore, to ensure the continued functionality of the $400,000+ IRMS system and the success of the Environmental Chemistry Program, it is essential to contract directly with Thermo Fisher Scientific.

6. Technical/Requirements Representative Certification

I certify that this requirement constitutes the Government’s minimum needs and the supporting data provided herein is accurate and complete to the best of my knowledge and belief.