Maintenance agreement for a macsquant and two (2) automacs (ambis 2219659)

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-24-2219659 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) 2024-04 effective May 1, 2024.

The North American Industry Classification System (NAICS) code for this procurement is 811210, Electronic and Precision Equipment Repair and Maintenance, with a small business size standard of $34.0 in millions. The requirement is being competed full and open competition, un-restricted and without a small business set-aside.

The NIAID maintains at least 3 flow cytometers manufactured by Miltenyi Biotec. Replacement parts must be compatible with existing equipment, in order to comply with the maintenance contract or warranty. This service is to provide uninterrupted service for the various instruments, and to permit the continued research mission of the Laboratory of Immunoregulation. The package for the service for each Pro would be managed by a combination of a Full-Service Premium Agreement (which includes one PM visit), along with a second PM visit, which would be provided via an Additional PM.
 

Only one award will be made as a result of this solicitation.  This will be awarded as a firm-fixed price type of contract.

Period of Performance(s) are as follows:

• June 1, 2024 to April 14, 2025

The National Institute of Allergy and Infectious Diseases (NIAID) has a requirement for:

1. MACSQuant Essential Service for Instrument S/N 2217, Material # 160-001-287, Qty 1

This Service Plan includes the following services:         

Technical Support Service

• Phone support availability during Business Hours

Preventive Maintenance Service

• Two (2) scheduled maintenance visits per year
• Routine inspection and replacement of wearing parts

Repair Service

• Targeted on-site response time within 2 working days
• Allocation of parts and labor for all necessary repairs

Software Update Service

• Standard device software updates during preventive maintenance

1. autoMACS Pro Essential Service Premium for Instrument S/N 0636, Material # 160-001-255, Qty 1

This Service Plan includes the following services:         

Technical Support Service

• Phone support availability during Business Hours

Preventive Maintenance Service

• One (1) scheduled maintenance visits per year
• Routine inspection and replacement of wearing parts

Repair Service

• Targeted on-site response time within 2 working days
• Allocation of parts and labor for all necessary repairs

Loaner Equipment Service

• Providing Loaner equipment in case of repair, if determined as a return-to-depot service
• Inclusive costs for shipment and handling

Software Update Service

• Standard device software updates during preventive maintenance

1. autoMACS Pro Additional Preventive Maintenance for Instrument S/N 0636, Material # 160-001-751, Qty 1

This Service Plan includes the following services:         

Technical Support Service

-     Phone support availability during Business Hours

Preventive Maintenance Service

-     One (1) scheduled maintenance visits per year

-     Routine inspection and replacement of wearing parts

Software Update Service

-     Standard device software updates during preventive maintenance

1. autoMACS Pro Essential Service Premium for Instrument S/N 1705, Material # 160-001-255, Qty 1

This Service Plan includes the following services:         

Technical Support Service

• Phone support availability during Business Hours

Preventive Maintenance Service

• One (1) scheduled maintenance visits per year
• Routine inspection and replacement of wearing parts

Repair Service

• Targeted on-site response time within 2 working days
• Allocation of parts and labor for all necessary repairs

Loaner Equipment Service

• Providing Loaner equipment in case of repair, if determined as a return-to-depot service
• Inclusive costs for shipment and handling

Software Update Service

• Standard device software updates during preventive maintenance

1. autoMACS Pro Additional Preventive Maintenance for Instrument S/N 1705, Material # 160-001-751, Qty 1

This Service Plan includes the following services:         

Technical Support Service

• Phone support availability during Business Hours

Preventive Maintenance Service

• One (1) scheduled maintenance visits per year
• Routine inspection and replacement of wearing parts

Software Update Service

• Standard device software updates during preventive maintenance

The Contractor must provide the following services:

Services Must include:

- OEM Technician

- Preventive Maintenance Service

- Repair Service

- OEM Technical Support Service 24/5

- OEM Software Update Service

Preventive Maintenance Service include:

- One (1) scheduled maintenance visit

- Performance assurance checks

- Functionality and safety checks

- Safety inspections in accordance with all applicable regulations

- Cleaning of operational contaminations

- Cleaning and greasing of mechanical parts

- Examination of all connecting tubes

- Calibration of instrument components

- Optical alignment

- Performance testing with beads

- Testing of components according to Miltenyi SOPs

* Third-party vendors provide priority scheduling and onsite response for all repairs during the period of performance. Priority is defined as giving priority scheduling equal to a direct contract and guaranteeing the equivalent manufacturer’s priority onsite response. If you are a third-party service provider, the priority scheduling and/or response time, must be listed as well as documentation of OEM trained technicians is required.

*Third-party vendors must include their guaranteed response time to make emergency calls.

*Third-party vendors must schedule and coordinate PM visits with and for the equipment.

*Quote submitted from third-party vendor must list the software updates on separate line with separate price as software updates will be billed separately.

Place of Performance: NIH/NIAID/LIR, 9000 Rockville Pike, BLDG 10 Clinical Center, Bethesda, MD 20892, United States.  FOB: Destination

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.  The award will be based on the following: technical capability to meet the requirements and price.

The following FAR provisions apply to this acquisition:

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

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

FAR 52.204-7 System for Award Management (OCT 2018)

(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 FAR 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)

52.204–26 Covered Telecommunications Equipment or Services-Representation

(OCT 2020) *** Must complete representation if attached to this solicitation- see attachment 52.204-26

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 (FEB 2024)

*The applicable subparagraphs of FAR52.212-5 are included in the attachment to this posting.

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

FAR 52.204-13 System for Award Management Maintenance (OCT 2018)

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

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

FAR 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:  http://farsite.hill.af.mil/vffara.htm

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.

Submission shall be received not later than Thursday, May 16, 2024 @ 4:00 PM EST.

Offers may be e-mailed to Rita Davis(E-Mail/ rita.davis@nih.gov). Offers shall include RFQ number in the subject line (RFQ-NIAID-24-2219659). 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. 

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to Rita Davis @ rita.davis@nih.gov.