CTF MEG and HRS Annual Preventative Maintenance Service Agreement

DESCRIPTION:

The National Institute on Mental Health (NIMH), is seeking Capability Statements from Other Than Small Business (OTSB) organizations under the North American Industry Classification System (NAICS) code 811210, that are authorized CTF MEG Neuro Innovations Inc. Magnetoencephalography (MEG) System and Helium Recycler System (HRS) maintenance and service technicians who have access to Original Equipment Manufacturer (OEM) updates and upgrades and the demonstrated capability of providing maintenance and repair services for these items.

This is a Sources Sought Notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding: (1) the availability and capability of qualified business sources; (2) the availability of capable Small Businesses; HUBZone Small Businesses; Service-Disabled, Veteran-Owned Small Businesses; 8(a) Small Businesses; Veteran-Owned Small Businesses; Woman-Owned Small Businesses; or Small Disadvantaged Businesses; and (3) their size classification relative to the North American Industry Classification System (NAICS) code for the proposed acquisition. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. The established NAICS code is 811210, Electronic and Precision Equipment Repair and Maintenance. The U.S. Small Business Administration establishes a size standard for 811210 as $34,000,000 in revenue or less.

For equipment/supply requirements, responses must include the place of manufacturing (i.e. address if supply/equipment is a domestic end product and include country of manufacture). For equipment/supply requirements, small businesses must also address the size status of the manufacturer under the applicable NAICS code (i.e. address Non-Manufacturer Rule).

BACKGROUND INFORMATION AND OBJECTIVE:

The Magnetoencephalography (MEG) Core Facility operates a 275 channel whole head CTF MEG system as a shared resource for the Intramural Research Program of NIMH as well as other institutes. MEG, magnetoencephalography, is a sophisticated technique allowing high resolution recording of brain activity and as such forms a vital part of the neuroimaging research program. The instrument is in full time use by over 40 investigators as part of the program mission of the institutes. In order to ensure availability of the system and reliability of patient data a full time maintenance contract is essential.

The integrated Helium Recycler System is a vital part of the MEG machine as liquid helium is a necessary cryogen for maintaining the MEG sensors in a superconductive (operational) state. The helium in the MEG system boils off at a rate of approximately 12 liters a day and must be replenished at regular intervals. This is accomplished by the integrated HRS, which captures and compresses escaped gas to a liquid state before being transferred back into the MEG dewar (reservoir). The HRS is in constant operation managing the helium reclamation cycle, and therefore requires regular maintenance, as provided in the annual maintenance contract.

As part of the regular maintenance cycle of the HRS, a special service for the coldheads is required every two years. The last coldhead service was provided by CTF during the 2023 maintenance cycle, therefore the next service is due this year.  

REQUIREMENT: NIH requires a CTF MEG International Services “All-inclusive” service agreement and HRS service agreement to maintain the operational integrity of the NIMH Core Facility CTF MEG System and integrated HRS. Additionally, a special refurbishment service of the HRS coldheads is required. The contractor shall provide all resources necessary to accomplish the tasks and deliverables described in the attached MEG Service Agreement document.

INSTRUCTIONS:

Companies that believe they possess the capabilities to provide the required product should submit documentation of their ability to meet each of the requirements to the Contracting Officer. The capability statement must specifically address each of the requirements separately. Additionally, the capability statement should include 1) the total number of employees, 2) the professional qualifications of personnel as it relates to the requirements outlined, 3) any contractor GSA Schedule contracts and/or other government-wide acquisition contracts (GWACs) or BPAs by which all of the requirements may be met, if applicable, and 4) any other information considered relevant to this program. Capability statements must also include the Company Name, Unique Entity ID from SAM.gov, Physical Address, and Point of Contact Information. The response must include the respondents’ technical and administrative points of contact, including names, titles, addresses, telephone and fax numbers, and e-mail addresses.

Interested companies are required to identify their type of business, applicable North American Industry Classification System (NAICS) Code, and size standards in accordance with the Small Business Administration. The government requests that no proprietary or confidential business data be submitted in a response to this notice. However, responses that indicate the information therein is proprietary will be properly safeguarded for Government use only. Capability statements must include the name and telephone number of a point of contact having authority and knowledge to discuss responses with Government representatives. Capability statements in response to this market survey that do not provide sufficient information for evaluation will be considered non-responsive. When submitting this information, please reference the solicitation notice number.

The established NAICS code is 811210. Respondents must provide clear and convincing documentation of their capability of providing the products and support services specified in this notice. Also, information must be provided in sufficient details of the respondents’ (a) staff expertise, including their availability, experience, formal and other training; (b) capability to perform the work; (c) prior completed projects of similar nature; (d) compliance with requirements: Vendors must identify and demonstrate specifically how they will meet the requirements listed above.

Any other specific and relevant information about this particular area of procurement that would improve our consideration and evaluation of the information presented is desirable. Documentation may include, but not be limited to, contracts both Government and commercial the organization performed, references, i.e., names, titles, telephone numbers and any other information serving to document the organizations capability, e.g., awards, commendations, etc.

The information submitted must be in an outline format that addresses each of the elements of the requirement and in the capability statement paragraphs stated herein.  A cover page and an executive summary may be included but is not required.

Any business concerns that believe they possess the capability necessary to successfully undertake the work described above must SUBMIT CAPABILITY STATEMENTS ELECTRONICALLY to the Contract Specialist, Rob Bailey at Rob.Bailey@nih.gov, NO LATER THAN 1:00 p.m. EST on July 29, 2025. The Subject line for the submission should include this Sources Sought Number and organization name. NIDA will not accept paper or faxed capability statements.

THIS NOTICE IS NOT A REQUEST FOR PROPOSALS.  This notice is for information and planning purposes only and does not commit the Government to any contractual agreement. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization’s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published on SAM.gov. However, responses to this notice will not be considered adequate responses to a solicitation.

CONFIDENTIALITY. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).