Sources Sought sam.gov.pdf

SOURCES SOUGHT NOTICE

Notice Type: Sources Sought

Posted Date: July 10, 2026

Response Date: July 20, 2026

Response Time: 11:00 AM Eastern Time

Classification Code: J065 Maintenance, Repair, and Rebuilding of Equipment - Medical, Dental, and Veterinary Equipment

NAICS Code: 811210 – Electronic and Precision Equipment Repair and Maintenance

Title Sources Sought for DVR Autoclave Preventive Maintenance and Repair Services

Disclaimer This is a Sources Sought Notice issued solely for information and planning purposes and does not constitute a solicitation. This notice is issued to determine the availability and capability of qualified sources, including small businesses, to perform the requirements described herein.

This notice does not obligate the Government to issue a solicitation or award a contract.

Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. The Government will not reimburse respondents for any costs incurred in preparing a response.

Agency/Office Department of Health and Human Services (HHS) National Institutes of Health (NIH)

Description The National Institutes of Health (NIH) is conducting market research to identify qualified contractors capable of providing preventive maintenance (PM), emergency/call-back repair services, and related support for Division of Veterinary Resources (DVR) autoclave equipment located in Bethesda, Maryland and Poolesville, Maryland.

DVR autoclaves are regularly utilized for sterilization of caging, equipment, water, diets, bedding, and waste. These autoclaves are critical to maintaining animal health and well-being, NIH’s AAALAC accreditation, and NIH’s overall mission.

The Government is seeking sources with the capability, experience, personnel, and resources necessary to service multiple brands and models of autoclave equipment in accordance with manufacturer recommendations and applicable animal care standards.

Anticipated Contract Type and Period of Performance The Government anticipates a contract with a one-year base period and four one-year option periods.

Anticipated Period of Performance:

• Base Year: September 1, 2026 – August 31, 2027

• Option Year 1: September 1, 2027 – August 31, 2028

• Option Year 2: September 1, 2028 – August 31, 2029

• Option Year 3: September 1, 2029 – August 31, 2030

• Option Year 4: September 1, 2030 – August 31, 2031

Place of Performance Bethesda, Maryland Poolesville, Maryland

Requirement Summary The contractor shall provide all labor, supervision, management, tools, equipment, transportation, and expertise necessary to perform preventive maintenance and repair services for DVR autoclave equipment.

Services shall include, but are not limited to:

1. Preventive Maintenance o Four (4) PM visits per year, approximately every 90 days.

o PM visits shall be scheduled with the Government Animal Facility Managers.

o PM services shall be performed during regular business hours, Monday through Friday, excluding Federal holidays.

o The first PM inspection shall be performed within thirty (30) days after contract award.

o Contractor shall perform all inspections, tests, services, and maintenance recommended by the manufacturer or otherwise necessary to maintain proper working condition.

2. Emergency and Call-Back Repair Services o Contractor shall provide points of contact for repair calls at time of award.

o Contractor shall begin work within twenty-four (24) hours, excluding weekends and Federal holidays, after notification by the Government Facility Manager.

o Repairs shall be completed within five (5) business days after the Contracting Officer’s Representative (COR) submits and approves a detailed quote, when parts/materials are required.

3. Repair Parts and Materials o Replacement parts and miscellaneous hardware are not included in the preventive maintenance price and will be funded separately after Government review and approval of a detailed quote.

o Contractor shall maintain or have access to replacement parts and materials with 24-hour delivery and installation capability.

o All replacement parts and materials shall be specifically designed for the autoclaves on which they are to be used.

4. Reporting o PM inspection reports shall be provided to the Government Facility Manager within five (5) working days of service.

o Service and repair reports shall be provided the same day service is completed.

o Weekly status updates for any machine out of service shall be provided to the COR by close of business each Friday.

Equipment Description The autoclave equipment to be serviced includes, but may not be limited to, the following:

Facility Room/Corridor Manufacturer Model Serial Number 10A 219 Amsco 2323 011918907 10A 319 Getinge 133LS 011918906 10A 1.00E+110 Getinge 833LS-E 25488-01 10A 112 BetaStar 497286-SHA-HHR 25488-01 10B2 Cagewash BMT SLV497355-2PA AC20024 14A 138 BetaStar VR567272 [Not Provided] 14A 139 Getinge 72x84 30165 14E 114C Amsco 3012 0113997-05 14E 114C Amsco 250-LS 32341906 14E 103 Sterivap 9615-1FD 5170525

Facility Room/Corridor Manufacturer Model Serial Number 14F East Corridor BetaStar LS-648484 21241-01 102 Corridor Getinge 733LS 08B07782 103 467 BetaStar VR-498686-SHA PA03299301 103 101 BetaStar LS11 202038 PA03531501

Scope of Services The contractor shall be capable of performing the following services:

• Inspect all mechanical, electrical, and plumbing components of each autoclave.

• Operate each autoclave through all cycles and observe for proper operation.

• Inspect tanks, chambers, manifolds, hoses, door gaskets, door latches, and related equipment for leaks or malfunctions.

• Inspect, clean, and lubricate motors, pumps, gearboxes, pulleys, and other moving parts, as required.

• Perform all adjustments and repairs necessary to maintain peak operating condition.

• Perform all maintenance recommended by the original equipment manufacturer (OEM).

• Provide detailed inspection and repair reports identifying deficiencies, recommended corrective actions, labor estimates, and parts required.

• Ensure proper use of test equipment to prevent equipment damage during inspections and repairs.

Utility Systems Responsibility The contractor shall be responsible for inspection, maintenance, repair, and/or replacement, as applicable, of utility connections servicing the autoclave equipment, including:

• Electrical: From the load side of the building main disconnect to all autoclave equipment.

• Steam: Steam regulators, piping, insulation, gauges, and steam components from the main shut-off valve feeding the autoclave equipment to the equipment; condensate lines, pumps, valves, strainers, and steam traps back to the next-in-line shut-off valve.

• Domestic Hot Water and City Water: Piping, insulation, and valves from the shut-off valve to the autoclave equipment.

• Compressed Air: Compressed air supply lines and pumps, and jacket and chamber relief lines.

Facility Access and Animal Facility Entry Requirements

The contractor shall comply with all NIH facility access procedures and animal facility entry requirements. DVR animal facilities are classified as:

• Conventional

• Limited Access

• Specific Pathogen-Free (SPF)

Protective clothing requirements will be indicated by signage at each facility entrance and must be strictly followed. Entry sequencing requirements must be observed to prevent disease transmission and cross-contamination. In general, SPF facilities should be entered first if multiple facilities are visited on the same day unless the individual showers and changes clothing before entry into another classification.

Contractor Personnel Requirements The contractor shall have trained personnel under direct employment and supervision with the necessary organization, facilities, transportation, and expertise to perform the required services.

Personnel must:

• Be skilled specialists with prior training and experience in autoclave maintenance and repair;

• Respond on-site within 24 hours after receiving a request for service;

• Hold all required state and local licenses, where applicable.

Additional Requirements

• Government approval is required before removal of Government-owned equipment from

NIH premises for off-site repair.

• At the end of each PM visit or service call, the contractor shall remove all materials, parts, and tools and leave the work area clean.

• For any hot work, the contractor shall obtain a Hazardous Work Permit from the NIH Division of the Fire Marshal prior to beginning work.

Exclusions The anticipated requirement does not include:

• Labor or material for service lines and fittings outside the defined scope;

• Operating problems related to environmental conditions such as electrical, steam, water, and/or ventilation that do not comply with equipment specifications;

• Daily routine maintenance, which remains the responsibility of the Government.

Capability Statement / Response Instructions Interested vendors are invited to submit a capability statement demonstrating their ability to meet the requirements described in this notice.

Responses should include the following:

1. Company Information o Company name o SAM Unique Entity ID (UEI) o CAGE Code o Business size and socioeconomic status under the identified NAICS code o Point of contact name, title, phone number, and email address

2. Relevant Experience o Description of recent and relevant experience providing preventive maintenance and repair services for autoclaves of similar scope and complexity o Experience servicing the listed manufacturers/brands, including Amsco, Getinge, BetaStar, BMT, and Sterivap o Experience working in laboratory, research, healthcare, or animal care environments with controlled access requirements

3. Technical Capability o Ability to provide four PM visits annually and emergency/call-back repair response within 24 hours o Ability to provide trained and qualified technicians o Ability to obtain OEM or equivalent parts and materials o Ability to support facilities in Bethesda and Poolesville, Maryland

4. Past Performance o Examples of similar contracts performed within the last five years, including customer name, contract number, period of performance, dollar value, and a brief description of services performed

5. Socioeconomic Information o Indicate whether your firm is a:

Small Business

Small Disadvantaged Business

8(a)

HUBZone

Woman-Owned Small Business

Service-Disabled Veteran-Owned Small Business

Veteran-Owned Small Business

Other than Small Business

6. Contract Vehicle Information o Identify any existing Government contract vehicles through which these services may be procured

Responses should be concise and should not exceed 3 pages, excluding cover page and capability matrix, if used.

Submission Information Interested parties shall submit responses electronically no later than:

July 20, 2026, at 11:00 AM Eastern Time

Responses shall be emailed to:

Linda Smith at linda.smith2@nih.gov, and

Danielle Tines at danielle.tines@nih.gov

Subject line: Sources Sought Response – DVR Autoclave Preventive Maintenance and Repair Services

Important Notice This Sources Sought Notice is for market research purposes only. The Government is seeking information from industry to assist in acquisition planning and to determine the appropriate procurement strategy, including whether a set-aside is feasible. No solicitation is currently available.

mailto:linda.smith2@nih.gov mailto:danielle.tines@nih.gov