Sol_75N98026Q00771.pdf

REQUEST FOR QUOTATION

(THIS IS NOT AN ORDER)

THIS RFQ IS IS NOT A SMALL BUSINESS SET-ASIDE

15. DATE OF QUOTATION

16. SIGNER

a. NAME (Type or print)

c. TITLE (Type or print)

b. TELEPHONE

AREA CODE

NUMBER

STANDARD FORM 18 (REV. 6/1995)

Prescribed by GSA-FAR (48 CFR) 53.215-1(a)

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition not usable

8. TO:

b. COMPANYa. NAME

c. STREET ADDRESS

d. CITY e. STATE f. ZIP CODE

9. DESTINATION

a. NAME OF CONSIGNEE

b. STREET ADDRESS

d. STATE e. ZIP CODE

7. DELIVERY

FOB DESTINATION

OTHER

(See Schedule)

10. PLEASE FURNISH QUOTATIONS TO THE

ISSUING OFFICE IN BLOCK 5a ON OR BEFORE CLOSE OF BUSINESS (Date)

IMPORTANT: This is a request for information and quotations furnished are not offers. If you are unable to quote, please so indicate on this form and return it to the address in Block 5a. This request does not commit the Government to pay any costs incurred in the preparation of the submission of this quotation or to contract for supplies or service. Supplies are of domestic origin unless otherwise indicated by quoter. Any representations and/or certifications attached to this Request for Quotation must be completed by the quoter.

11. SCHEDULE (Include applicable Federal, State and local taxes)

ITEM NUMBER

(a)

SUPPLIES/SERVICES

(b)

QUANTITY

(c)

UNIT

(d)

UNIT PRICE

(e)

AMOUNT

(f)

12. DISCOUNT FOR PROMPT PAYMENT

a. 10 CALENDAR DAYS (%) b. 20 CALENDAR DAYS (%) c. 30 CALENDAR DAYS (%) d. CALENDAR DAYS

NUMBER PERCENTAGE

NOTE: Additional provisions and representations are are not attached.

13. NAME AND ADDRESS OF QUOTER

a. NAME OF QUOTER

b. STREET ADDRESS

c. COUNTY

d. CITY e. STATE f. ZIP CODE

14. SIGNATURE OF PERSON AUTHORIZED TO

SIGN QUOTATION

PAGE OF PAGES

1. REQUEST NUMBER 2. DATE ISSUED 3. REQUISITION/PURCHASE REQUEST NUMBER 4. CERT. FOR NAT. DEF.

UNDER BDSA REG. 2

AND/OR DMS REG. 1

RATING

5a. ISSUED BY 6. DELIVER BY (Date)

NAME TELEPHONE NUMBER

AREA CODE NUMBER

c. CITY

5b. FOR INFORMATION CALL (NO COLLECT CALLS)

National Institutes of Health OD - Office of Logistics and Acquisition Operations 6100 Executive Blvd., Room 6B05 Bethesda, MD 20892-7511

75N98026Q00771

JOHN JOHNSON

+10

000-000000

07/10/2026

07/13/2026 1400 ED

Multiple

Period of Performance: 07/15/2026 to

07/14/2027

1 1

NON-COMPETITIVE

COMBINED SYNOPSIS / SOLICITATION

Title: Equipment Monitoring System Service contract

(i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested, and a separate written solicitation will not be issued.

(ii) The solicitation number is 75N98026Q00771/PCA-NIAID-02901. This solicitation is issued as a Notice of Intent (NOI) for a non-competitive combined synopsis/solicitation to award a contract or purchase order without providing for full and open competition (including brand-name, if applicable).

This acquisition is conducted under the authority of FAR 12.603, Streamlined Solicitation for Commercial Products or Commercial Services, and is not expected to exceed the simplified acquisition threshold. Additional authority includes 41 U.S.C. 1901 and FAR 6.302-3(a)(2)(ii).

The National Institutes of Health (NIH), Office of the Director, Office of Acquisitions, intends to negotiate and award a firm fix-price award on a non-competitive basis to Rees Scientific 1007 Whitehead Rd. Trenton, NJ08638. This is for an ongoing project Z# AI-005109-17 and Z# AI- 005063-22. To ensure timely action on this project the items in this procurement must arrive by 4/16/2026. If these items do not arrive by the specified date then we are not made aware of any mechanical issues with the equipment. Rees central alarm system on two nodes for monitoring equipment such as freezers refrigerators CO2 incubators liquid nitrogen freezers and cold rooms.

(iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular March 2026.

(iv) The associated NAICS code is 811210, and the small business size standard is other than small business. This requirement is not set aside for small business.

(v) Description of Requirement:

The service contract shall include all items outlined in the attached quote. This includes an annual qualification and validation of the entire system and software. As part of the validation, a complete testing protocol that tests and reports at a minimum on the following:

• Calibration, qualification, and validation of all exciting sensors. This includes factory calibration at time of purchase of certified combination temperature/ humidity sensor.

• All sensors (inputs) will be validated and calibrated to confirm these are working properly.

• All sensors, hardwired or wireless, are installed in the correct places as indicated by their IDs and locations listed for users of their monitored equipment, in the complete Rees node program printout and online.

• Calibration of all differential pressure sensors will be performed and within the acceptable tolerance using an NIST traceable instrument within date certificates

• Calibration of all CO2 sensors will be performed and within the acceptable tolerance using an NIST traceable instrument within date certificates

• Calibration of all Temperature Input of Sensors using a NIST traceable instrument will be performed and within the acceptable tolerance using an NIST traceable instrument within date certificates. Rees system upgrade to allow for connection to an SQL database using TLS 1.2. All traffic to and from the database will be encrypted with the latest protocol, preventing eaves dropping for passwords and risk of hacking. Included with this upgrade, SNMP will be disabled in all of your V2/Z3 network devices, and the latest Rees Scientific approved version of Apache Web Server with only strong cipher suites enabled will be installed.

• The REES system must meet 21CFR211.68(a), 21CFR211.68(b), and 21CFR11 requirements pertaining to calibration, inspection, record retention, change management, input/output verification, audit trail, data back-up, electronic signatures, electronic data, qualification, and validation.

• At minimum, the system shall undergo defined lifecycles including, but not limited to, Design Qualification, Installation Qualification, Operational Qualification, and Performance Qualification. If data is leveraged from a prior qualification program, access to all data meeting the above stated requirements shall be requested by NIH and reviewed appropriately. All changes following NIAID review shall be subjected to change control.

• Validation Kit for Centron with Centron Presidio Software.

• Confirm all sensors are reading correctly.

• Confirm all sensors are properly calibrated.

• Each piece of monitored equipment will display a certification label for each sensor.

Writing on the certificate will be protected against loss of legibility following treatment of a room and equipment with cleaning and antiseptic solutions.

• The system properly identifies an alarm situation.

• The local alarm system is operational.

• The remote alarm contacts are functional.

• The proper voice and data telephone calls are made and emails sent.

• The system accepts the proper acknowledging signal over the phone.

• The Processor, RAM, and PROM will be tested to ensure that the program is as originally installed.

• The A/D converter, voice chip, phone interface, display interface, and remote panel communications will be tested.

• All output relays that are in use will be tested to ensure proper function.

• Comprehensive Once Yearly IQ/OQ of System with full documentation provided to satisfy regulatory authorities. Comprehensive system test verifies, calibrates and documents all system functions including readings, databases, alarms, dial-outs, outputs, reports, and user programming.

• Includes One Year Onsite Service Plan with 24/7 Technical Support.

• Includes approximately GMP/GLP/OQ validation report, calibration of temperature and humidity with traceable equipment, copies of reference equipment calibration certificates and onsite refresher training at PM visit.

• At a minimum, the vendor shall have in place a quality management system similar to or exceeding ISO 9001:2015 requirements. The vendor must provide services meeting, at minimum, the requirements of ISO/IEC 17025:2017 applicable to calibration laboratories. The vendor shall be subjected to periodic audits to assess cGMP compliance to applicable quality systems. A change management process must be established by the vendor to manage all software and hardware changes to the system. All quality events shall be investigated and resolved with input from end user. All personnel performing contracted service for NIAID shall have combination of education, training, experience, and certification needed to work in a cGMP environment. Records of all personnel qualifications shall be submitted to NIAID for review before personnel are allowed to perform assigned task. Calibration stickers will have to be placed on all calibrated probe/sensor

(vi) Delivery Location:

9 West Watkins Mill Road Gaithersburg, MD 20878

(vii) [Reserved, if needed]

(viii) FAR 52.204-7, System for Award Management, applies to this acquisition.

(ix) The provision at FAR 52.212-1, Instructions to Offerors—Commercial Items, applies to this acquisition. Add any additional instructions as required.

(x) The provision at FAR 52.212-2, Evaluation—Commercial Items, applies to this acquisition.

(a) A written notice of award or acceptance of an offer, issued to the successful offeror within the time specified in the offer, shall result in a binding contract without further action by either party.

The Government reserves the right to accept any offer (or part of an offer) before the expiration date, whether or not discussions are conducted, unless a written notice of withdrawal is received prior to award. Add additional evaluation criteria as required.

(xi) FAR 52.212-4, Contract Terms and Conditions—Commercial Items, applies to this acquisition.

(xii) Additional contract requirements or terms and conditions, as determined necessary by the Contracting Officer and consistent with customary commercial practices: None.

(xiii) The Defense Priorities and Allocations System (DPAS) is not applicable to this requirement.

(xiv) Submission Requirements:

Responses must include sufficient information to demonstrate the respondent’s capability to provide the required product or service. Price quotations shall include, at a minimum: unit price, list price, shipping and handling costs, delivery timeframe after award, delivery terms, prompt payment discount terms, F.O.B. point (destination or origin), product or catalog numbers, product descriptions, and any other relevant information.

Evaluation factors may include, but are not limited to: past performance, technical capability, special features, trade-in considerations, expected lifecycle, warranty, maintenance availability, and environmental or energy efficiency considerations.

Respondents claiming to be manufacturers or authorized resellers of a specified brand-name product must provide:

(a) Product, catalog, model, and/or part number(s);

(b) Product description;

(c) Documentation demonstrating that the offered item meets all required salient characteristics;

(d) Quantity;

(e) Estimated price or cost;

(f) Shipping, handling, and/or installation charges; and

(g) Delivery timeframe after receipt of order.

Responses must also include the Unique Entity Identifier (UEI), Taxpayer Identification Number (TIN), and business size certification. All offerors must be actively registered in the System for Award Management (SAM) at www.sam.gov.

All responses must be received by (July 13, 2026 2PM, EST) and must reference solicitation number 75N98026Q00771/PCA-NIAID-02901. Responses may be submitted electronically to johnsonjr@mail.nih.gov.

(xv) Point of Contact:

John Johnson, Program Specialist, 667-312-5580, and johnsonjr@mail.nih.gov mailto:johnsonjr@mail.nih.gov

STATEMENT OF WORK (SOW)

1.0 TITLE

Rees System PM and calibration services for the current Rees system at NIH 9 W. Watkins Mill Road, Gaithersburg, MD 20878

2.0 BACKGROUND

NIAID has critical research/equipment that Rees Scientific Corp., currently monitors. To ensure the safety and integrity of the products and research samples, and to meet cGMP requirements, equipment used in manufacturing processes must be monitored for performance to ensure the processes have not been compromised. The sensors are monitoring laboratory equipment, including freezers, refrigerators, incubators, which contain clinical and research material critical to programs at NIAID. The primary monitored parameters are temperature, CO2 levels, room temp and humidity.

2.1 OBJECTIVE

This service would be applicable for all existing and functioning REES inputs and associated software. Regulatory guidance requires a fully functional, calibrated, and validated system to monitor the equipment and facility. As well as annually qualify and validate the system to ensure products are always manufactured and housed under safe and controlled conditions.

The monitors are connected by wireless transmission, to data processing and storage equipment.

Backup and security facilities are part of the monitoring system. The data is transmitted to a NIAID server. The system maintains long-term records generated by the monitors, which provide a history of equipment performance. Reports of monitored equipment and the facility are also produced. Both real time and historic data are accessible in a secure fashion on workstations.

This system and the associated calibration and validation process is a propriety one that requires the service be performed by trained Rees technicians.

3.0 CONTRACT REQUIREMENTS/ AND PERSONNEL QUALIFICATIONS

The service contract shall include all items outlined in the attached quote. This includes an annual qualification and validation of the entire system and software. As part of the validation, a complete testing protocol that tests and reports at a minimum on the following:

• Calibration, qualification, and validation of all exciting sensors. This includes factory calibration at time of purchase of certified combination temperature/ humidity sensor.

• All sensors (inputs) will be validated and calibrated to confirm these are working properly.

• All sensors, hardwired or wireless, are installed in the correct places as indicated by their IDs and locations listed for users of their monitored equipment, in the complete Rees node program printout and online.

• Calibration of all differential pressure sensors will be performed and within the acceptable tolerance using an NIST traceable instrument within date certificates

• Calibration of all CO2 sensors will be performed and within the acceptable tolerance using an NIST traceable instrument within date certificates

• Calibration of all Temperature Input of Sensors using a NIST traceable instrument will be performed and within the acceptable tolerance using an NIST traceable instrument within date certificates. Rees system upgrade to allow for connection to an SQL database using TLS 1.2. All traffic to and from the database will be encrypted with the latest protocol, preventing eaves dropping for passwords and risk of hacking. Included with this upgrade, SNMP will be disabled in all of your V2/Z3 network devices, and the latest Rees Scientific approved version of Apache Web Server with only strong cipher suites enabled will be installed.

• The REES system must meet 21CFR211.68(a), 21CFR211.68(b), and 21CFR11 requirements pertaining to calibration, inspection, record retention, change management, input/output verification, audit trail, data back-up, electronic signatures, electronic data, qualification, and validation.

• At minimum, the system shall undergo defined lifecycles including, but not limited to, Design Qualification, Installation Qualification, Operational Qualification, and Performance Qualification. If data is leveraged from a prior qualification program, access to all data meeting the above stated requirements shall be requested by NIH and reviewed appropriately. All changes following NIAID review shall be subjected to change control.

• Validation Kit for Centron with Centron Presidio Software.

• Confirm all sensors are reading correctly.

• Confirm all sensors are properly calibrated.

• Each piece of monitored equipment will display a certification label for each sensor.

Writing on the certificate will be protected against loss of legibility following treatment of a room and equipment with cleaning and antiseptic solutions.

• The system properly identifies an alarm situation.

• The local alarm system is operational.

• The remote alarm contacts are functional.

• The proper voice and data telephone calls are made and emails sent.

• The system accepts the proper acknowledging signal over the phone.

• The Processor, RAM, and PROM will be tested to ensure that the program is as originally installed.

• The A/D converter, voice chip, phone interface, display interface, and remote panel communications will be tested.

• All output relays that are in use will be tested to ensure proper function.

• Comprehensive Once Yearly IQ/OQ of System with full documentation provided to satisfy regulatory authorities. Comprehensive system test verifies, calibrates and documents all system functions including readings, databases, alarms, dial-outs, outputs, reports, and user programming.

• Includes One Year Onsite Service Plan with 24/7 Technical Support.

• Includes approximately GMP/GLP/OQ validation report, calibration of temperature and humidity with traceable equipment, copies of reference equipment calibration certificates and onsite refresher training at PM visit.

• At a minimum, the vendor shall have in place a quality management system similar to or exceeding ISO 9001:2015 requirements. The vendor must provide services meeting, at minimum, the requirements of ISO/IEC 17025:2017 applicable to calibration laboratories. The vendor shall be subjected to periodic audits to assess cGMP compliance to applicable quality systems. A change management process must be established by the vendor to manage all software and hardware changes to the system. All quality events shall be investigated and resolved with input from end user. All personnel performing contracted service for NIAID shall have combination of education, training, experience, and certification needed to work in a cGMP environment. Records of all personnel qualifications shall be submitted to NIAID for review before personnel are allowed to perform assigned task. Calibration stickers will have to be placed on all calibrated probe/sensor.

3.1 SERVICE EXCLUSIONS

The Contractor shall not be responsible for any repairs necessitated by abuse, neglect, vandalism, Acts of God, fire or water. These repairs shall be the subject of a separate purchase order and shall not be performed under this contract.

4.0 TYPE OF ORDER

This is a severable Firm Fixed Price purchase order.

The services acquired under this contract are severable services. Funds are only available for the use of the contract line item number (CLIN) to which they are obligated. Unused funds from one CLIN or option period may not rollover for use in other periods or CLINs.

5.0 TECHNICAL POINT OF CONTACT (TPOC)

TBD at award.

6.0 PERIOD OF PERFORMANCE

This award shall have a base period of twelve (12) months with four twelve (12) month option periods.

7.0 PLACE OF PERFORMANCE

Onsite services shall be performed at the following locations:

NIH

9 West Watkins Mill Rd;

Gaithersburg MD 20878

Title