Annual maintenance contract for multiple USTER instruments

This is a combined synopsis/solicitation for commercial goods and commercial services 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; quotes are being requested, and a written solicitation will not be issued. The solicitation number is 12405B25Q0045 and is issued as a request for quotation (RFQ). This solicitation document incorporates those provisions and clauses in effect through Federal Acquisition Circular 2025-01. This will be a small business set-aside. The NAICS code is 334516, Analytical Equipment Manufacturing with a small business size standard of 1,000 employees.

The USDA, ARS, in New Orleans, LA has a new requirement for an annual maintenance and calibrations contract for the following USTER instruments:

Instrument Model                                  Serial Number                         Age (yrs)

Uster Tensorapid 4                                UTR4.07.354.0001                   17

Uster Tester4 C-SX                                 13001042570005                     20             

Uster Tester 5 (Auto / all modules)       UT5082730006                        16

Uster Classimat                                      40ECF803E7F8                        10

Uster HVI 1000 M Standard                   1803214                                  7

Uster AFIS PRO I PRO 2                          AP2NLMTA-2007502               4         

• Minimum 2 scheduled visits per equipment listed in the contract, 2 sitewide emergency visits and Phone/Modem Support, as well as replacement parts for each instrument should be included.
• This is a Base + up to 4 option year contract request, with rough dates of:

            Base Year:       12/11/24 to 12/10/25

            Option Year 1: 12/11/25 to 12/10/26

            Option Year 2: 12/11/26 to 12/10/27

            Option Year 3: 12/11/27 to 12/10/28

            Option Year 4: 12/11/28 to 12/10/29

Please ensure all email correspondence includes the solicitation number in the subject line.  Emails without the RFQ number in the subject line may not be seen, read, and /or reviewed and therefore disqualified from consideration.

The government anticipates award of a firm fixed priced contract resulting from this solicitation to the responsible offeror whose offer who meets or exceeds the specifications listed and that that will be the most advantageous to the government in accordance with FAR 13.106-2.

The Government may perform a comparative evaluation (comparing offers to each other) to select the contractor that is best suited and provides the best value, considering the evaluation factors in this solicitation. Evaluation factors are: price and technical capability of service offered.

Responses shall include, at a minimum, a quote on company letterhead, to include vendor’s SAM.gov UEI number, technical specifications, descriptive material, price per year and total price of the quote, capabilities of the offeror’s service technicians, total price to include shipping, and valid for at least 60 days after receipt of quote.  Offerors shall identity where the offered item meets or does not meet each of the Government's functional and performance minimum specifications listed herein.

REJECTION OF QUOTATION: Failure to demonstrate compliance will be cause to reject the quote without further discussions. All responsible sources may submit an offer and will be considered.

The following clauses and provisions apply to this acquisition. 52.212-1 Instructions to Offerors—Commercial Products and Commercial Services.; 52.212-3 Offeror Representations and Certifications—Commercial Products and Commercial Services.; 52.212-4 Contract Terms and Conditions—Commercial Products and Commercial Services.; 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders—Commercial Products and Commercial Services.

52.201-1 Acquisition 360: Voluntary Survey

Acquisition 360: Voluntary Survey (Sep 2023)

(a)All actual and potential offerors are encouraged to provide feedback on the preaward and debriefing processes, as applicable. Feedback may be provided to agencies up to 45 days after award. The feedback is anonymous, unless the participant self-identifies in the survey. Actual and potential offerors can participate in the survey by selecting the following link: https://www.acquisition.gov/​360.

(b)The Contracting Officer will not review the information provided until after contract award and will not consider it in the award decision. The survey is voluntary and does not convey any protections, rights, or grounds for protest. It creates a way for actual and potential offerors to provide the Government constructive feedback about the preaward and debriefing processes, as applicable, used for a specific acquisition.

(End of provision)

AGAR Clauses:

452.204-70 Modification for Contract Closeout

As prescribed in USDA’s Contracting Desk Book 404.804 and 413.302-5, and 416.102, insert the following clause:

MODIFICATIONFOR CONTRACT CLOSEOUT (DEVIATION JUNE 2024)

“Upon contract closeout for contracts utilizing anything other than cost reimbursement:

(a) If unliquidated funds in the amount of $1000 or less remain on the contract, the Contracting Officer (CO) shall issue a unilateral modification for deobligation. The contractor will receive a copy of the modification but will not be required to provide a signature. The CO shall immediately proceed with contract closeout upon completion of the period of performance, receipt and acceptance of supplies or services, and final payment.

(b) Upon contract closeout for contracts utilizing SAP: if unliquidated funds of more than $1000 remain on the contract, the CO shall issue a bilateral modification for deobligation. The contractor will receive a copy of the modification and will be required to provide a signature. (The CO may also request a “Contractor Release of Claims” be completed by the contractor, although not required for contracts and orders using SAP.) If the bilateral modification and/or Release of Claims are not returned to the CO within 60 days, the CO shall release the modification as unilateral and proceed with contract closeout upon completion of the period of performance, receipt and acceptance of supplies or services, and final payment.

(c) Upon contract closeout for contracts utilizing anything other than cost reimbursement, if unliquidated funds of more than $1000 remain on the contract, the CO shall issue a bilateral modification for deobligation. The contractor will receive a copy of the modification and a ‘‘Contractor Release of Claims’’ and will be required to provide a signature on both forms. If the bilateral modification and Release of Claims are not returned to the CO within 120 days, the CO shall release the modification as unilateral and proceed with contract closeout upon completion of

(End of clause)

PAYMENT: Any award made under this solicitation is subject to 31 CFR Part 208 which requires all payments made by the government to be made by electronic funds transfer. 

Contractors intending to conduct business with the Federal Government MUST register with the System for Award Management (SAM) database prior to submitting quotation. You may register online at www.sam.gov. Any amendment and documents related to this procurement will be available electronically at the Internet site: http://www.SAM.gov.

QUESTIONS REGARDING THIS RFQ ARE DUE TO RICHARD HAWTHORNE at Richard.hawthorne@usda.gov, NO LATER THAN 1:00 p. m. ET, December 6, 2024. Questions will only be accepted via email and WILL NOT be answered if received after this date/time.

QUOTES REGARDING THIS RFQ ARE DUE TO RICHARD HAWTHORNE at Richard.hawthorne@usda.gov , NO LATER THAN 1:00 p. m. ET, December 9, 2024.

Place of Performance:

USDA-ARS, Southern Regional Research Center

1100 Allen Toussaint Blvd

New Orleans, LA 70124

Primary Point of Contact:

Richard Hawthorne

Purchasing Agent

richard.hawthorne@usda.gov.