Heidelberg ophthalmic imaging device controller upgrades

This notice is a Combined Synopsis/Solicitation for commercial items using Simplified Acquisition Procedures. This acquisition will be made in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6 “Streamlined Procedures for Evaluation and solicitation for commercial Items,” as applicable, and as supplemented with additional information included in this notice. This announcement constitutes the only solicitation (a written solicitation will not be issued) and quotes are being requested. The Solicitation number is RFQ-NIAID-25-7272069 and the solicitation is issued as a Request for Quotes (RFQ).

This acquisition will be processed under FAR Part 13 Simplified Acquisition Procedures (SAP). The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-05 August 7, 2025.

The North American Industry Classification System (NAICS) code for this procurement is 339112 Surgical and Medical Instrument Manufacturing, with a size standard of 1,000 employees. The requirement is being competed as a small business set-aside.

By submission of a quote, the Offeror acknowledges the requirement that a prospective awardee shall be registered and viewable in the System for Award Management (SAM) database prior to award, during performance, and through final payment resulting from this solicitation (www.sam.gov).

Statement of Work:

Background

The National Eye Institute (NEI), NIH uses Heidelberg Ophthalmic imaging devices to collect clinical and research images for the intramural clinical program.  These devices are critical for patient care and their maintenance is essential to the mission of the NEI and meeting regulatory requirements.

Scope

Contractor is to provide upgraded control units (PCs) able to support Microsoft Windows 11 and technical support services for Heidelberg imaging devices in use in the Clinical Center, National Eye Institute (NEI), NIH.  Upgraded control units and configurations are for devices serial numbers 12098, 13162, 09185, and 10634. 

Objectives

Allow the NEI to maintain up-to-date and functional FDA approved clinical imaging devices.

Tasks

1. Contractor will provide control units (properly configured PCs) for Heidelberg cameras with device serial numbers 12098, 13162, 09185, and 10634.  This includes modifications necessary for functionality and FDA compliance.
2. Contractor will prepare the updated control units, including the insertion of all necessary hardware upgrades, software installs, and configurations. Additionally the contractor shall install the updated control units, and perform required testing to ensure the repair is completed and the system is fully functional at the NIH Bethesda campus.

Deliverables

Fully configured, installed and tested control units (properly configured PCs) for Heidelberg cameras with device serial numbers 12098, 13162, 09185, and 10634

Assumptions

The NEI continues to use the devices with serial numbers 12098, 13162, 09185, and 10634.

Government Furnished Property

Contractor will work on government equipment under the supervision of NEI staff.

Security requirements

Contractor will connect to government computers through authorized remote connections or supervised on site access.  Government personnel will initiate all connections and oversee work at all times. Additionally, contractor personnel will be required to access NIH facilities at the Bethesda campus. Access and background checks may be required for contractor personnel.

Delivery: As soon as possible after receipt and acceptance of award. 

Place of Performance:

NIH, 10 Center Drive, Bldg 10, 10th and 11th Floors, Bethesda, MD 20892, United States. 

The government intends to award a firm-fixed-price purchase order to the responsible contractor as a result of this RFQ that will include the terms and conditions set forth herein. 

NIAID will evaluate quotes to determine the best value to the government. NIAID will make that determination based on technical acceptability, price, and delivery schedule. NIAID will evaluate price and delivery schedule only for those quotes which are rated as technically acceptable. In the event quotes are evaluated as technically equal, price and delivery schedule will become major considerations in selecting the successful Quoter.

Failure to furnish a full and complete quote as instructed will result in the Quoter’s response being considered non-responsive and will therefore be eliminated from further consideration and award. Each response must clearly indicate the capability of the vendor to meet all specifications and requirements. The Government will evaluate only those quotes that fully meet the requirements as outlined above and respond to the solicitation instructions and requirements.

By submitting a quote in response to this solicitation, vendor is accepting the following terms and conditions:

The following FAR provisions apply to this acquisition:

FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (Nov 2021)

FAR 52.204-26 Covered Telecommunications Equipment or Services-Representation (Oct 2020)

FAR 52.212-1 Instructions to Offerors Commercial Items (Sep 2023)

FAR 52.212-3 Offerors Representations and Certifications - Commercial Items (May 2024)

Offerors must complete annual representations and certifications on-line at http://www.sam.gov/ in accordance with FAR 52.212-3 Offerors Representations and Certifications- Commercial Items (Please ensure 52.209-2 -- Prohibition on Contracting with Inverted Domestic Corporations--Representation. (Nov 2015) is updated in your SAM record)

FAR 52.203-18 Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements – Representation (Jan 2017)

FAR 52.222-48 Exemption from Application of the Service Contract Labor Standards to Contracts for Maintenance, Calibration, or Repair of Certain Equipment-Certification (May 2014) *Please complete this certification if applicable.

The following FAR contract clauses apply to this acquisition:

FAR 52.212-4 Contract Terms and Conditions Commercial Items (Nov 2023)

FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items (Nov 2023)

*The applicable subparagraphs of FAR 52.212-5 are included in the attachment to this posting.

FAR 52.203-19 Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements (Jan 2017)

FAR 52.204-25 Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment (Nov 2021)

FAR 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (Mar 2023)

FAR 52.204-19 Incorporation by Reference of Representations and Certifications (Dec 2014)

HHSAR 352.222-70, Contractor Cooperation in Equal Employment Opportunity Investigations (Dec 2015)

52.252-2 -- Clauses Incorporated by Reference. (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address:  https://www.acquisition.gov/

By submission of an offer, the offeror acknowledges the requirement that a prospective awardee shall be registered in the System for Award Management (SAM) database prior to award, during performance, and through final payment of any contract, basic agreement, basic ordering agreement, or blanket purchasing agreement resulting from this solicitation (www.sam.gov).

Copies of the above-referenced provisions and clauses are available from http://www.acquisition.gov/far/loadmainre.html & http: //www.hhs.gov/regulation/index.html or, upon request, either by telephone or fax.

Offers or questions may be emailed to Mr. Addison Miller at addison.miller@nih.gov.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). All responsible sources may submit an offer that will be considered by this Agency.