Maintenance Agreement for Leica Microscopes and Lasers for the Division of Intramural Research (DIR)

Introduction

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 the availability and capability of all qualified sources to perform a potential requirement.  

Project Summary

The Biological Imagining Section (BIS) Unit of the Research Technologies Branch (RTB) provides state-of-the-art technologies to support the ultrastructural imaging needs of the National Institute of Allergy and Infectious (NIAID) scientists both in the Bethesda, Maryland area and at the Rocky Mountain Laboratories (RML) in Hamilton, Montana. The facility provides sample preparation and analysis ranging from basic to high-resolution structural studies to immuno-localization of selected antigens for various specimens. Various methods, protocols, and equipment are employed to accommodate different preparative and imaging needs. Real-time viewing of samples by video image-sharing is available to NIAID users, allowing scientists at across various locations to view samples simultaneously with microscopy staff. To continue supporting the needs of NIAID researchers, the RTB must continue to upgrade and maintain its instrumentation.

The RTB supports NIAID investigators with various of state-of-the-art microscopy techniques and technologies. RTB requires service agreements for the Leica microscopy equipment in the BIS unit. These microscopes are crucial for high-resolution data collection needed for structural studies involving drug and vaccine development. The high-resolution microscopes will be rendered unusable without the functioning Leica microscopes. OEM-trained engineers and parts play an essential role in keeping the microscopes working at peak performance. Without a service contract that includes preventive maintenance visits and prompt service to remedy downtime, the microscopy unit would fail to support the scientific mission of the DIR investigators.

Specifically, RTB BIS is seeking maintenance service for various Leica equipment listed below.

• SP8 AOBS HyD#81-262 (Equipment No. 11367649, Serial No. 8100000262)
• SP8 AOBS IR 81-949 (Equipment No. 11727770, Serial No. 8100000949)
• SP8 AOBS TAN 81-1589 (Equipment No. 12112550, Serial No. 8100001589)
• SP8 AOBS IR 811-2304 (Equipment No. 12462622, Serial No. 8110002304)
• SP8 WLL2 SMD 811-2280 (Equipment No. 12462620, Serial No. 8110002280)
• WhiteLight Laser#844 (Equipment No. 10781511, Serial No. 5100000844)
• TIRF 504292 (Equipment No. 12682989, Serial No. 504292)
• SP8 WLL2 TAN (Equipment No. 12651648, Serial No. 8110002638)
• 83-270 (Equipment No. 12916376, Serial No. 8300000270)
• STELLARIS 405 83-270 (Equipment No. 12916376, Serial No. 8300000270)
• STELLARIS 638 83-270 (Equipment No. 12916376, Serial No. 8300000270)
• STELLARIS 8 83-270 (Equipment No. 12916376, Serial No. 8300000270)

The service of the various Leica equipment must meet the following minimum requirements:

1. Full coverage for OEM replacement parts, labor, and travel. Coverage includes all fees associated with repairs (labor and replacement parts) for any service or repairs performed.
2. 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 in your response. OEM Trained Certified Technicians required and must be available during normal business hours.
3. One (1) Preventive Maintenance Inspection to be performed during a twelve-month period to ensure the instruments are performing to factory specifications.
4. 48-hour guaranteed priority response time after receipt of a service call.
5. Instrument control software and hardware proprietary updates (can occur during scheduled firmware updates upon request, and in conjunction with a scheduled Preventive Maintenance or Corrective Maintenance visit), including software revision. Provide End User License Agreement (EULA) if applicable.
6. Unlimited service visits during normal business days and hours, excluding Federal holidays.
7. Unlimited telephone support for instruments and applications and Remote Technical Support during business hours.
8. Field service representative trained to provide service in biosafety level 2 (BSL-2).

Anticipated Period of Performance

The anticipated period of performance is August 1, 2025 to July 31, 2026.

Capability Statement/Information Sought

If your organization has the potential capacity to provide maintenance services which meets the minimum salient characteristics listed above, please provide the following information:

1. Organization name, address, point of contact, email address, website address, telephone number, UEI number.
2. Type of business (e.g., 8(a), HUBZone, Other than Small, etc.) pursuant to the applicable NAICS code.
3. Identification of any Best-in-Class contract vehicles including Government Wide Acquisition Contracts (GWAC) (e.g., GSA schedule, NITAAC) they may possess or are aware of that would support this possible requirement. If your organization does not provide the products/services under a GWAC, please identify availability as OPEN MARKET ONLY.
4. Tailored capability statement addressing the organization’s capability to provide maintenance services that meet NIAID’s minimum salient characteristics. Capability document shall be no more than six pages. The priority scheduling and/or response time must be provided with your response.
5. Any other information that may be helpful in developing or finalizing the acquisition requirements.

Submission Instructions

Interested businesses who consider themselves qualified to provide the above listed maintenance service for this project are invited to submit a response to this Sources Sought Notice by June 20, 2025 at 3:00 PM EST. All responses under this Sources Sought Notice shall be emailed to Kathy Song at kathy.song@nih.gov.

Disclaimer and Important Notes

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 in Federal Business Opportunities.  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).