Maintenance Agreement for Beckman Coulter Centrifuges for FDA

COMBINED SYNOPSIS/SOLICITATION FOR A Maintenance Agreement for Beckman Coulter Centrifuges FOR FDA
SOLICITATION NUMBER: FDA-SOL-1162978

This is a combined synopsis/solicitation for commercial items prepared in accordance with the Federal Acquisition Regulation (FAR) format in 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 FDA-SOL-1162978. This solicitation is issued as a Total Small Business Set, Request for Quote (RFQ).
The solicitation documented and incorporated provisions and clauses in effect through the Federal Acquisition Circular (FAC) FAC 2005-87-1, Effective 16 March 2016.
The associated North American Industry Classification System (NAICS) Code is - 811219 - Laboratory Instrument Repair and Maintenance Services; Small Business Size Standard is $20.5 Million Dollars.
The US Food & Drug Administration (FDA) intends to issue a Commercial Item Firm Fixed-Price purchase order that meets the following specifications below. All quotes must be made valid until September 30, 2016.
SUPPLIES OR SERVICES AND PRICES/COSTS
The contractor shall fill out the following pricing sheet:
CLIN Description Qty Unit
of Issue Price
1 Maintenance Agreement for seven (7) Centrifuges 12 Months $
2 Option Year 1 - Maintenance Agreement for seven (7) Centrifuges 12 Months $
3 Option Year 2 - Maintenance Agreement for seven (7) Centrifuges 12 Months $
4 Option Year 3 - Maintenance Agreement for seven (7) Centrifuges 12 Months $
5 Option Year 4 - Maintenance Agreement for seven (7) Centrifuges 12 Months $
Total Amount $

STATEMENT OF WORK (SOW)

I. Background

The Division of Viral Products, Office of Vaccines is responsible for the purchase
and maintenance of seven Centrifuges/Ultracentrifuges. These instruments are used for many purposes including virus purification to support the characterization of different viral vaccines. They are used by many different investigators and as such are considered a shared resource.

II. Scope

A service maintenance agreement for the Beckman Coulter Centrifuges/Ultracentrifuges is needed to ensure that the machines are functioning normally.

III. Technical Requirements

Service maintenance contract will include:

• Service provider must have immediate access to spare and replacement parts.
• Service provider must provide the highest level of dispatching priority.
• Service provider must have access to instrument software.
• Service provider must be technically trained to perform service on this instrument and provide any necessary services on site.
• Service provider must provide immediate online and phone support.

The Beckman Coulter centrifuges are as follows:

Item # Model Serial # Effective Date
1 Optima L-90K Ultracentrifuge COL06G23 08/01/2016
2 Optima L-90K Ultracentrifuge COL09G14 08/01/2016
3 Optima L-90K Ultracentrifuge COL08H03 08/01/2016
4 Optima L-90K Ultracentrifuge COL07C41 08/01/2016
5 Allegra 25R Centrifuge AJC06E003 08/01/2016
6 Allegra X-22R Centrifuge ALB06R032 08/01/2016
7 Optima Max-XP Tabletop Ultracentrifuge CTZ08E16 08/01/2016

IV. Period of Performance

The period of performance shall be for a base period of twelve (12) months plus four (4) twelve (12) month optional periods.

IV. GOVERNMENT FURNISHED PROPERTY

The Government shall provide visitor's access to the FDA facilities during the performance of the contract.

A. Special instructions

The offeror shall include sufficient details on the technical specifications in order for a determination to be made as to whether the offeror meet all the technical requirements identified in the solicitation.

Place(s) of Performance:

Any needed service on the Centrifuges/Ultracentrifuges will be performed in
Buildings 52/72 at the FDA White Oak campus (rooms TBD) located at:

Food and Drug Administration
10903 New Hampshire Avenue
Silver Spring, MD 20993.

Hours of Operation:

The Contractor will be responsible for delivering equipment between the hours of 8:00 am - 4:00 pm Monday thru Friday except Federal Holidays.
When vendor arrives on site to deliver and install equipment, they will need to check in with the Front Security Guards and provide proper identification. They will receive an "Escort Required" temporary badge, which must be worn at all times in the building and will need to stay with lab personnel during their visit. If vendors need to enter into the laboratory, safety glasses must be worn. When their work is complete, they will check out with the same Security Guards, turning in their temporary badge. Tobacco, of any form, is not permitted on Federal Property, in Federal Buildings or parking lots.

The following FAR and HHSAR clauses apply to this acquisition. FAR clauses and provisions can be obtained at https://www.acquisition.gov/far/index.html.

The provision at 52.212-1, Instructions to Offerors-Commercial Items (Apr 2014), applies to this acquisition with the following addenda to the provision.

Period for Acceptance of Offers: The offeror agrees to hold the prices firm through September 30, 2016.
The provision at 52.212-2, Evaluation-Commercial Items (Oct 2014), is applicable to this requirement. The specific evaluation criteria to be included in paragraph (a) of that provision are as follows:

The Government will award a contract resulting from this solicitation to the responsible offeror whose proposal meets the specifications listed under Part 3 of this solicitation and is the lowest priced proposal received in response to this solicitation. Therefore, award will be made to offeror whose proposal is determined to be Lowest Price Technically Acceptable.

A written notice of award or acceptance of an offer mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

The Provision at FAR 52.212-3, Offeror Representations and Certifications-Commercial Items (Mar 2016), applies to this acquisition. An offeror should complete only paragraph (b) of this provision if the offeror has completed the annual representations and certifications electronically at http://orca.bpn.gov.

The clause at 52.212-4, Contract Terms and Conditions-Commercial Items (May 2015), applies to this acquisition with the following addenda:

Invoice Submission:

A. The contractor shall submit one original copy of each invoice to the address specified below:

Office of Financial Services
Food and Drug Administration
W032- Second Floor
MAIL HUB 2145
10903 New Hampshire Avenue
Bldg 32, Rm# 2162, Mail Hub 2145
Silver Spring MD 20993-0002
Attn: Vendor Payments
(301) 827-3742 or (866) 807-3742
fdavendorpaymentsteam@fda.gov

B. The contractor shall submit one electronic copy of the invoice to each of the recipients listed below:

Project Officer: TBD
Email:

Contract Specialist: Corina Genson
Email: Corina.Genson@fda.hhs.gov

Invoices submitted under this contract must comply with the requirements set forth in FAR Clauses 52.232-25 (Prompt Payment) and 52.232-33 (Payment by Electronic Funds Transfer - System for Award Management) and/or applicable Far Clauses specified herein. To constitute a proper invoice, the invoice must be submitted on company letterhead and include each of the following:

(I) Name and address of the contractor;
(II) Invoice Date and Invoice Number;
(III) Purchase order/Award Number;
(IV) Description, Quantity, Unit of Measure, Unit Price, and Extended Price Supplies Delivered or Services Performed, including: (a) Period of Performance for which costs are claimed; (b) Itemized travel costs, including origin and destination; and (c) Any other supporting information necessary to clarify questionable expenditures;
(V) Shipping number and date of shipping, including the bill of lading number and weight of shipment if shipped on government bill of lading;
(VI) Terms of any discount for prompt payment offered;
(VII) Name and address of official to whom payment is to be sent (must be the same as that in the purchase order/award, or in a proper notice of assignment)
(VIII) Name, title and phone number of person to notify in event of defective invoice;
(IX) Taxpayer Identification Number (TIN);
(X) Electronic Funds Transfer (EFT) banking information, including routing transit number of the financial institution receiving payment and the number of the account into which funds are to be deposited;
(XI) Name and telephone number of the FDA Contracting Officer Representative (COR) or other program center/office point of contact, as referenced on the purchase order; and,
(XII) Any other information or documentation required by the purchase order/award.

C. QUESTIONS REGARDING INVOICES SHALL BE DIRECTED TO THE FDA AT THE TELEPHONE NUMBER PROVIDED ABOVE.

The clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Items (Mar 2016), applies to this acquisition. The following additional FAR clauses cited in the clause are applicable to the acquisition:
(b) 52.203-13, Contractor Code of Business Ethics and Conduct (Apr 2010) (Pub. L. 110-252, Title VI, Chapter 1 (41 U.S.C. 251 note)).
52.219-6, Notice of Total Small Business Aside (Nov 2011) (15 U.S.C. 644
52.222-21 Prohibition of Segregated Facilities (Apr 2015)
52.222-26 Equal Opportunity (Apr 2015) (E.O. 11246)
52.222-35 Equal Opportunity for Veterans (Oct 2015) (38 U.S.C. 4212)
52.222-36 Equal Opportunity for Workers with Disabilities (Jul 2014) (29 U.S.C. 793)
52.223-18 Encouraging Contractor Policies to Ban Text Messaging while Driving (Aug 2011) (E.O. 13513)
52.232-33 Payment by Electronic Funds Transfer - System for Award Management (Jul 2013) (31 U.S.C. 3332)

FAR 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (Dec 2013)
FAR 52.222-41 Service Contract Labor Standards (May 2014)
FAR 52.217-5 Evaluation of Options (July 1990)
FAR 52.217-9 Option to Extend the Term of the Contract (Mar 2000)

The following HHSAR clauses apply and can be obtained at the following website: http://farsite.hill.af.mil/VFHHSAR1.html

352.203-70 Anti-lobbying (Dec 2015)
352.215-70 Late proposals and revisions (Dec 2015)
352.223-70 Safety and health (Dec 2015)
352.224-70 Privacy Act (Dec 2015)
352.233-71 Litigation and claims (Dec 2015)

The supplies delivered hereunder shall be inspected and accepted at destination by the Contracting Officer's Representative (COR) specified at award. If the supplies or services are acceptable, the COR shall promptly forward a report of inspection and acceptance to the paying office. If the supplies or services are not acceptable, the COR shall document the nonconforming items/services and immediately notify the contracting officer.

The COR name will be provided at time of award.

The COR is responsible for: (1) monitoring the Contractor's technical progress, including the surveillance and assessment of performance and recommending to the Contracting Officer changes in requirements; (2) interpreting the Statement of Work and any other technical performance requirements; (3) performing technical evaluation as required; (4) performing technical inspections and acceptances required by this contract; and (5) assisting in the resolution of technical problems encountered during performance.

The Contracting Officer is the only person with authority to act as agent of the Government under this contract. Only the Contracting Officer has authority to: (1) direct or negotiate any changes in the contract; (2) modify or extend the period of performance; (3) change the delivery schedule; (4) authorize reimbursement to the Contractor any costs incurred during the performance of this contract; or (5) otherwise change any terms and conditions of this contract.

It is the offeror's responsibility to monitor the internet site for the release of an amendment to the combined synopsis/solicitation (if any).

Offerors that fail to complete the required representations and certifications, or reject the terms and conditions of the solicitation, may be excluded from consideration.

All responsible sources may submit a quote, which if timely received, shall be considered. The quote shall reference solicitation number FDA-SOL-1162978. The quotes are due by email to the point of contact listed below on or before April 6, 2016 by 1:00pm ET.

Please contact Corina Genson at 240-402-5352 or email at Corina.Genson@fda.hhs.gov