USAFA Notice of Intent to Sole Source - Rotary Evaporators.pdf

USAFA Notice of Intent to Sole Source — Rotary Evaporators

NOTICE OF INTENT TO SOLE SOURCE

Procurement of Rotary Evaporators (Rotovaps) for USAFA Department of Chemistry

Notice Type: Notice of Intent (NOI)

Product Service Code (PSC): 6640 – Laboratory Equipment and Supplies

NAICS Code: 334516 – Analytical Laboratory Instrument Manufacturing

Size Standard: 1,000 Employees

Response Due Date: 23 July 2026, 10:00 AM MDT

1. Introduction

The United States Air Force Academy (USAFA) intends to award a firm-fixed-price sole source commercial contract using simplified acquisition procedures to Heidolph (1535 S. Mittel, Suite B, Wood Dale, IL 60191) for the procurement of eight (8) Rotary Evaporators (Rotovaps).

This action will be conducted under the authority of the modernized FAR Overhaul (RFO) Part 12 – Acquisition of Commercial Products and Commercial Services. The Contracting Officer has determined that the circumstances of the contract action deem only one source reasonably available to satisfy the agency’s requirements at a fair and reasonable price.

2. Justification

A comprehensive market survey was conducted to identify potential vendors for the required laboratory equipment. This research included a detailed search of the General Services Administration (GSA) Advantage! website, eBuy, and other government/commercial supply sources. The market research concluded that Heidolph is the only vendor capable of meeting the government’s requirements for the following reasons:

• Exclusive Salient Characteristics: Market research confirms that Heidolph is the only known manufacturer capable of manufacturing rotary evaporators that meet the Government’s strict minimum performance requirement of a 200°C heating bath temperature. Alternative commercial products evaluated during the research phase failed to meet this critical minimum technical requirement.

• Fair and Reasonable Pricing: While other distributors exist on existing contract vehicles (such as GSA), quotes obtained from these small business distributors contained markups ranging from 130% to 180% over the manufacturer’s open market price. Procurement from a source other than Heidolph (or their authorized direct open-market distributors) would result in unacceptable duplication of costs, thereby failing the fair and reasonable price determination.

Based on the unique performance and temperature requirements of the USAFA Department of Chemistry (DFCH) teaching laboratories, Heidolph is the only responsible source capable of providing the required instruments.

3. Requirement & Salient Characteristics

The required rotary evaporators must meet the following minimum characteristics:

• Operating Principle: Analytical laboratory instrument used for the gentle and efficient removal of solvents from samples at relatively low temperatures.

• Operating Temperature: Heating bath capable of reaching temperatures up to 200°C or greater.

• Condenser: Vertical condenser.

• Adjustments: Manual (hand-lift) adjustments.

• Speed Range: Greater than 280 rpm.

• Rated Voltage: 115 V.

Line Item Description Quantity Unit of Issue

Item 0001 Rotary Evaporator (meeting all specified salient characteristics)

8 Each

4. Submission Instructions

IMPORTANT NOTICE:

This notice of intent is NOT a request for competitive quotes or proposals. However, all responsible sources that believe they can provide equivalent products meeting all salient characteristics may submit a capability statement, which shall be considered by the agency if received before the deadline.

Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement in the future. A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government.

A SOLICITATION WILL NOT BE POSTED. Based on market research conducted, the Government intends to proceed with this sole source action. This synopsis is for informational purposes only and does not constitute a solicitation for bids or proposals. DO NOT submit a bid/quote at this time. IAW RFO 12.102(a), a separate Justification and Approval will not be posted as this requirement is valued below the Simplified Acquisition Threshold (SAT).

Responses and questions regarding this notice of intent to sole source shall be submitted electronically via email to the Contracting Officer no later than 23 July 2026 at 10:00 AM MDT.

Responses received after this will be considered late IAW RFO 52.212-1(c) and will not be answered. Contractors must have a current registration with the System for Award Management (SAM) at sam.gov. The Government bears no legal liability for any costs incurred by responding to this notice.

5. Ombudsman

(a) An ombudsman has been appointed to hear and facilitate the resolution of concerns from offerors, potential offerors, and others for this acquisition. When requested, the ombudsman will maintain strict confidentiality as to the source of the concern. The existence of the ombudsman does not affect the authority of the program manager, contracting officer, or source selection official. Further, the ombudsman does not participate in the evaluation of proposals, the source selection process, or the adjudication of protests or formal contract disputes. The ombudsman may refer the interested party to another official who can resolve the concern.

(b) Before consulting with an ombudsman, interested parties must first address their concerns, issues, disagreements, and/or recommendations to the contracting officer for resolution.

Consulting an ombudsman does not alter or postpone the timelines for any other processes (e.g., agency level bid protests, GAO bid protests, requests for debriefings, employee-employer actions, contests of OMB Circular A-76 competition performance decisions).

(c) If resolution cannot be made by the contracting officer, the interested party may contact the ombudsman, Mr. James Anderson, 8110 Industrial Drive, STE 103, USAFA, CO 80840, Telephone number 719-333-2074, FAX 719-333-9018, Email: james.anderson.72@us.af.mil. Concerns, issues, disagreements, and recommendations that cannot be resolved at the Center/MAJCOM/DRU/SMC ombudsman level, may be brought by the interested party for further consideration to the Air Force ombudsman.

(d) The ombudsman has no authority to render a decision that binds the agency.

https://sam.gov/

(e) Do not contact the ombudsman to request copies of the solicitation, verify offer due date, or clarify technical requirements. Such inquiries shall be directed to the contracting officer.