Cell Sorter - RFQ - Posting Notice.pdf

Request for Quotation (RFQ) Solicitation ID: RFQ-NIAID-24-2228095

Cell Sorter Request for Research Technologies Branch (RTB), Flow Cytometry Unit (FCU) Brand Name or Equal

This notice is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulations (FAR) Subpart 12.6 “Streamlined Procedures for Evaluation and Solicitation for Commercial Items”, as applicable, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; (a written solicitation will not be issued) and quotations (quotes) are being requested. The solicitation number is RFQ-NIAID-24-2228095 and the solicitation is issued as a Request for Quotation (RFQ).

This acquisition will be processed under FAR Part 13 Simplified Acquisition Procedures. The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2024-06 Effective August 29, 2024.

The North American Industry Classification System (NAICS) code for this procurement is 334516 – Analytical Laboratory Instrument Manufacturing with a small business size standard of 1,000 employees. This requirement is not set-aside for small business. The Government anticipates making a single award Firm Fixed Price (FFP) purchase order. By submission of a quote, the Offeror acknowledges the requirement that a prospective awardee shall be registered and viewable in the System for Award Management (SAM) database prior to award, during performance, and through final payment resulting from this solicitation (www.sam.gov).

STATEMENT OF NEED

The proposed purchase is for Brand Name or Equal products/services.

The National Institute of Allergy and Infectious Diseases (NIAID), Research Technologies Branch (RTB), Flow Cytometry Unit (FCU) is seeking to acquire one (1) FACSymphony S6 SE Cell Sorter System (or equal) with the associated twelve-month (12) maintenance agreement for parts and labor, feasible acquisition alternatives, the impact of prior acquisitions on those alternatives, and any related in-house effort. The Flow Cytometry Unit provides DIR with application-specific flow cytometric technologies, including instrumentation and multi-color analysis. In addition, the FCS provides training, consultation, method development, and analysis for experiments involving flow cytometry. This mission is accomplished through the efforts of staff with extensive flow cytometry experience and with the use of cell sorters and analyzers.

Major goals are to provide access to state-of-the-art technologies, to help design and run experiments, to facilitate data interpretation, and to provide results that are of consistent high quality.

DIR labs rely on the FCS for experimental support including high containment cell sorting of infectious samples and patient samples. The existing cell sorter is reaching end of life, and a replacement cell sorter is required. The current flow cytometry instrument is used routinely, and if it was disabled due to lack of maintenance or mechanical failure the ability of the investigators in the DIR to conduct their research would be severely handicapped. As the current equipment is failing, the current needs were examined, market research was performed and based upon the needs the FACSymphony S6 SE Cell Sorter System was chosen to be the best fit to continue its work. It is important that the new equipment be compatible with existing equipment and critical protocols to maintain consistence and reduce variability in data.

Specifically, NIAID, FCU is seeking one (1) FACSymphony S6 SE Cell Sorter System (or equal) with (2) the associated maintenance agreement for parts and labor. To be considered for award, the vendor quoting “equal” products/services, including “equal” products/services of the brand-name manufacturer must meet all the technical requirements listed below:

• Must fit within 78-cubic foot interior volume Biosafety cabinet

• Must be compatible with current FlowJo software developed

• At least Four (4) nozzles ranging in size from 70 µm to 130 µm for sorting large immune cells often handled in the high containment lab.

• At least Six-way sorting capability into multiple collection device configurations, including microscope slides and plates.

• Temperature control options.

• Bubble detector to identify air in the sample line.

• Automated clog detection and sort protection system.

• Optical sensitivity and resolution sufficient to detect bacteria.

• Adjustable sample flow rate.

• Autoclavable sheath tank.

• Use of high-quality photomultiplier tubes (PMTs).

• Ability to process Flow Cytometry Standard files

• Inclusion of a twelve (12) month warranty starting upon installation.

• On-site services, including labor, installation, and travel during normal business hours.

PERIOD OF PERFORMANCE

The estimated equipment delivery lead time is 90 days from the vendor’s receipt of the purchase order, with an expected delivery date of February 28, 2025. The estimated period of performance for the maintenance agreement is February 28, 2025 – February 27, 2026

SHIPPING/DELIVERY INSTRUCTIONS

Delivery location is FOB Destination: 9000 Rockville Pike, Bethesda, Maryland. All equipment delivered shall contain a Packing Slip.

INSTRUCTIONS

All interested vendors shall provide a quote for the requirement as outlined in this solicitation.

All quotes shall include:

1. Price(s) (unit price, extended price, total price)

2. Shipping fees

3. Manufacturing country of origin of the products, including components

4. Documentation demonstrating vendor is either the manufacturer or authorized distributor/reseller of the product(s)

5. Estimated date of delivery

6. Point of contact: name, phone number & email

7. Unique Entity ID (UEI) and cage code from active SAM.gov registration

8. Business size under NAICS 334516

9. Payment terms

10. Support response. Quote must indicate:

a. Remote support response time

b. Onsite visit response time

11. All service terms, conditions, and exclusions as a part of, or as an attachment to the quotation. Referenced or linked terms and conditions will not be considered nor included in award.

Each response must clearly indicate the capability of the vendor to meet all specifications and requirements. The Government will evaluate only those quotes that fully meet the requirements as outlined above and respond to the solicitation instructions and requirements. Failure to furnish a full and complete quote as instructed will result in the Quoter’s response being considered non-responsive and will therefore be eliminated from further consideration and award.

If providing an equal product(s)/services(s), please supply descriptive data for evaluation purposes to determine the validity of how it is an EQUAL. The following FAR provision applies to this a solicitation FAR 52.211-6 Brand Name or Equal (Aug 1999):

(a) If an item in this solicitation is identified as "brand name or equal," the purchase description reflects the characteristics and level of quality that will satisfy the Government’s needs. The salient physical, functional, or performance characteristics that "equal" products must meet are specified in the solicitation.

(b) To be considered for award, offers of "equal" products, including "equal" products of the brand name manufacturer, must-

(1) Meet the salient physical, functional, or performance characteristic specified in this solicitation;

(2) Clearly identify the item by-

(i) Brand name, if any; and

(ii) Make or model number;

(3) Include descriptive literature such as illustrations, drawings, or a clear reference to previously furnished descriptive data or information available to the Contracting Officer; and

(4) Clearly describe any modifications the offeror plans to make in a product to make it conform to the solicitation requirements. Mark any descriptive material to clearly show the modifications.

(c) The Contracting Officer will evaluate "equal" products on the basis of information furnished by the offeror or identified in the offer and reasonably available to the Contracting Officer. The Contracting Officer is not responsible for locating or obtaining any information not identified in the offer.

(d) Unless the offeror clearly indicates in its offer that the product being offered is an "equal" product, the offeror shall provide the brand name product referenced in the solicitation.

(End of provision)

Quotes are due by 3:00 PM EST on September 19, 2024. Quotes must be emailed to both Linda Smith at linda.smith@niaid.nih.gov and Christian Brown at christian.brown@niaid.nih.gov.

Late quotes will not be considered. All responsible sources may submit an offer that will be considered by this Agency. Any questions or concerns regarding this combined synopsis/solicitation should be emailed by September 17, 2024 at 3:00 PM EST to both Linda Smith at linda.smith@niaid.nih.gov and Christian Brown at christian.brown@niaid.nih.gov.

EVALUATION

NIAID will evaluate quotes to determine the best value to the government. NIAID will make that determination based on technical acceptability, past performance, and price. NIAID will evaluate past performance and price only for those quotes which are rated as technically acceptable. In the event quotes are evaluated as technically equal, past performance, and price will become major considerations in selecting the successful Quoter.

SPECIAL NOTICE TO QUOTERS

Quoters are advised that the Government may share your information with non-government personnel who are assisting with the evaluation of quotes. The exclusive responsibility for source selection will reside with the Government. By submitting your quote, you will be consenting to disclosure of your quote to non-government personnel for purposes of evaluation.

ELECTRONIC INVOICING

The successful vendor may submit an invoice once a shipment is delivered. NIAID will only accept invoices for completed services and units that have been delivered to NIAID.

NIH is using a phased transition approach from the NIH Office of Financial Management (OFM) Electronic Invoice Submission instructions to the Department of Treasury’s Invoice Processing Platform (IPP). For contractors that have transitioned to IPP, the Contractor must submit invoices to the Department of Treasury's Invoice Processing Platform (IPP) at https://www.ipp.gov. For contractors that have not transitioned to IPP, mailto:linda.smith@niaid.nih.gov mailto:christian.brown@niaid.nih.gov https://www.ipp.gov/ the Contractor shall submit invoices to the National Institutes of Health (NIH)/Office of Financial Management (OFM) via email at invoicing@nih.gov with a copy to the approving official until the Contractor has been notified of its transition to IPP.

PROVISIONS AND CLAUSES

The following FAR provisions apply to this acquisition:

FAR 52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998) This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):

https://www.acquisition.gov/

FAR 52.212-1 Instructions to Offerors Commercial Items (SEP 2023)

FAR 52.212-3 Offerors Representations and Certifications - Commercial Items (MAY 2024)

FAR 52.204-7 System for Award Management (OCT 2018)

FAR 52.204-16 Commercial and Government Entity Code Reporting (Aug 2020)

FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (Nov 2021)

FAR 52.204-26 Covered Telecommunications Equipment or Services-Representation. (Oct 2020)

FAR 52.203-18 Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements – Representation (JAN 2017)

FAR 52.209-7 – Information Regarding Responsibility Matters (Oct 2018)

FAR 52.211-6 – Brand Name or Equal (Aug 1999)

(End of provision) https://ofm.od.nih.gov/Pages/Home.aspx https://ofm.od.nih.gov/Pages/Home.aspx mailto:invoicing@nih.gov https://www.acquisition.gov/

The following FAR contract clauses apply to this acquisition:

FAR 52.252-2 Clauses Incorporated by Reference (Feb 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

https://www.acquistion.gov/

FAR 52-212-4 Contract Terms and Conditions Commercial Items (NOV 2023)

FAR 52-212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items (MAY 2024)

FAR 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (MAR 2023)

FAR 52.204-13 System for Award Management Maintenance (OCT 2018)

FAR 52.204-25 Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment (NOV 2021)

FAR 52.204-18 – Commercial and Government Entity Code Maintenance (Aug 2020)

By reference the Department of Health and Human Services Acquisition Regulation (HHSAR) provisions and clauses that are applicable to this requirement. Copies are available from http://www.hhs.gov/policies/hhsar/

Clauses

HHSAR 352.222-70 – Contractor Cooperation in Equal Employment Opportunity Investigations (December 18, 2015)

HHSAR 352.232-71 – Electronic Submission of Payment Requests (February 2, 2022)

HHSAR 352.239-79 – Information and Communication Technology Accessibility (Feb 2024)

(DEVIATION)

HHSAR 352.222-70, Contractor Cooperation in Equal Employment Opportunity Investigations (December 2015)

LIST OF ATTACHMENTS

Attachment 1 – Bill of Materials (BOM) Attachment 2 – Full Text Clauses https://www.acquistion.gov/ http://www.hhs.gov/policies/hhsar/

SPECIAL NOTICE TO QUOTERS