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

This notice is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulations (FAR) Subpart 12.6 “Streamlined Procedures for Evaluation and Solicitation for Commercial Items”, as applicable, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; (a written solicitation will not be issued) and quotations (quotes) are being requested. The solicitation number is RFQ-NIAID-24-2204133 and the solicitation is issued as a Request for Quotation (RFQ).

This acquisition will be processed under FAR Part 13 Simplified Acquisition Procedures, FAR Subpart 13.5 – Simplified Procedures for Certain Commercial Items. The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2024-02 Effective January 22, 2024.

The North American Industry Classification System (NAICS) code for this procurement is 811210- Electron and Precision Equipment Repair and Maintenance with a large business size standard of $34 Million. This requirement is not set-aside for small business. The Government anticipates making a single award Firm Fixed Price (FFP) purchase order.

STATEMENT OF NEED
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 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 distant 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 support NIAID investigators with various of state-of-the-art microscopy techniques and technologies. RTB requires service agreements for the Leica 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 functioning Leica Microscopes. Original equipment manufacturer (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 visit and prompt service to remedy downtime, the microscopy unit would fail to support the scientific mission of the DIR investigators.

Specifically, NIAID, RTB is seeking maintenance service for various Leica microscopes and lasers. The attached equipment list below provides the equipment information, serial numbers, and manufacturer info to be serviced.

Equipment No.            Serial No.                           Description
11367649                    8100000262                       SP8 AOBS HyD#81-262
11727770                    8100000949                       SP8 AOBS IR 81-949
12112550                    8100001589                       SP8AOBS_TAN 81-1589
12462622                    8110002304                       SP8 AOBS IR 811-2304
12462620                    8110002280                       SP8WLL2 SMD 811-2280
10781511                    5100000844                       WhiteLight Laser#844
12682989                    504292                               TIRF 504292
12651648                    8110002638                        SP8 WLL2 TAN
 N/A                             N/A                                      STELLARIS 405 83-271
12916377                   8300000271                        Stellaris 8-83-271
12916377                   8300000271                        STELLARIS 488 83-271
12916377                   8300000271                        STELLARIS 561 83-271
12916377                   8300000271                        STELLARIS 638 83-271
12916376                   8300000270                        83-270
12916376                   8300000270                        STELLARIS 405 83-270
12916376                   8300000270                        STELLARIS 638 83-270
12916376                   8300000270                        STELLARIS 8 83-270
13119188                   8300000419                        STELLARIS 8 DIVE/CRS 83-419
13119188                   8300000419                        STELLARIS 405 83-419

The service of the Leica equipment must meet the following minimum requirements:
1. Full coverage for Original Equipment Manufacturer (OEM) replacement parts, labor, and travel. Coverage includes all fees associated with repairs (labor and replacement parts) for any service or repairs performed. Only OEM parts will be accepted for all repairs and services.
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 on your response. OEM Trained Certified Technicians required.
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 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).

PERIOD OF PERFORMANCE
It is anticipated that an award will be made on or about March 1, 2024. The estimate total period of performance is from date of award through February 28, 2025. The period of performance shall be one (1) base year with four (2) one-year option periods.

Base Year: 03/01/2024 – 02/28/2025
Option Year One: 03/01/2025 – 02/28/2026
Option Year Two: 03/01/2026 – 02/28/2027

PLACE OF PERFORMANCE
NIH/NIAID, 903 South 4th Street Hamilton, MT 59840, United States. FOB: Destination.

INSTRUCTIONS
All interested vendors shall provide a quote for the requirement as outlined in this solicitation. All quotes shall include:
1) response to all minimum service requirements and instructions for the quote to be accepted as responsive;

2) Technical support. Quote must indicate:
a. Days/hours and exclusions of operation for remote support
b. Days/hours and exclusions of Onsite visits
c. Days/hours and exclusions of Onsite Emergency Repair visits
d. If technical support includes a priority status

3) Support response. Quote must indicate:
a. Remote support response time (include guarantees)
b. Onsite visit response time (include guarantees, zoning/geography restrictions if applicable)
c. Onsite Emergency Repair visit response time (include guarantees, zoning/geography restrictions if applicable) include any additional charges for emergency repairs, not covered in service agreement.

4) all service terms, conditions, and exclusions as a part of, or as an attachment to the quotation. Referenced or linked terms and conditions will not be considered nor included in award;

5) indicate the order of priority in which repairs will be scheduled. (For example, if the vendor serves multiple clients, which clients, if any, take precedence over others. If there is a tier-based system that prioritizes certain clients or certain types of repairs over others, indicate at what tier or priority of service that is being quoted);

6) indicate the nature of software updates/revisions during the service period. Include when they will be implemented (for example, will revisions/updates be provided and released to NIAID, during PM visits only, upon immediate release, or on another schedule). Provide End User License Agreement (EULA) is applicable;

7) all manufacturers and serial number must be listed for each piece of equipment quoted per line;

8) period of performance must be included on quote;

9) documentation of OEM trained technicians/engineers: All third-party service providers, must include a letter from OEM certifying service technicians/engineers or proof of OEM training;

10) price(s) (unit price, extended price, total price);

11) point of contact: name, phone number & email; and

12) Unique Entity ID (UEI) and cage code from active SAM.gov registration

Vendor is invited to include past performance references of similar services, including the description of the service, the period of performance, and a client contact name and phone number for that 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. 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.

Quotes are due by 3:00 PM EST on February 29, 2024. Quotes must be emailed to Hershea Vance, Contract Specialist, at hershea.vance@nih.gov. Late quotes will not be considered. All responsible sources may submit an offer that will be considered by this Agency. Any questions or concerns regarding this combined synopsis/solicitation should be emailed by February 26, 2024, at 11:30 am to hershea.vance@nih.gov.

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

SPECIAL NOTICE TO QUOTERS
Quoters are advised that the Government may share your information with non-government personnel who are assisting with the evaluation of quotes. The exclusive responsibility for source selection will reside with the Government. By submitting your quote, you will be consenting to disclosure of your quote to non-government personnel for purposes of evaluation.

ELECTRONIC INVOICING
Upon rendering of services, the successful vendor may submit an invoice monthly or quarterly in arrears. NIAID will only accept invoices for completed services that have been provided to NIAID.

NIH is using a phased transition approach from the NIH Office of Financial Management (OFM) Electronic Invoice Submission instructions to the Department of Treasury’s Invoice Processing Platform (IPP). For contractors that have transitioned to IPP, the Contractor must submit invoices to the Department of Treasury's Invoice Processing Platform (IPP) at https://www.ipp.gov. For contractors that have not transitioned to IPP, the Contractor shall submit invoices to the National Institutes of Health (NIH)/Office of Financial Management (OFM) via email at invoicing@nih.gov with a copy to the approving official until the Contractor has been notified of its transition to IPP.

PROVISIONS AND CLAUSES

FAR 52.252-2 Solicitation Provisions Incorporated by Reference (Feb 1998)

This solicitation incorporates one or more solicitation provisions 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. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): https://www.acquistion.gov/

FAR 52.203-18 - Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements – Representations (Jan 2017)
FAR 52.204-7 - System for Award Management (Oct 2018)
FAR 52.204-16 - Commercial and Government Entity Code Reporting (Aug 2020)
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 Products and Commercial Services (Sep 2023)
FAR 52.212-3 - Offeror Representations and Certification – Commercial Products and Commercial Services (Nov 2023)
FAR 52.217-5 – Evaluation of Options (Jul 1990)

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/these address(es): https://www.acquistion.gov/

FAR 52.204-13 System for Award Management Maintenance (Oct 2018)
FAR 52.204-18 Commercial and Government Entity Code Maintenance (Aug 2020)
FAR 52.204-21 - Basic Safeguarding of Covered Contractor Information Systems (Nov 2021)
FAR 52.212-4 - Contract Terms and Conditions – Commercial Products and Commercial Services (Nov 2023)
FAR 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (Mar 2023)
FAR 52.242-15 Stop-Work Order (Aug 1989)

By reference the Department of Health and Human Services Acquisition Regulation (HHSAR) provisions and clauses that are applicable to this requirement. Copies are available from http://www.hhs.gov/policies/hhsar/:

Provisions
HHSAR 352.239-73 Electronic and Information Technology Accessibility Notice (December 18, 2015)

Clauses
HHSAR 352.203-70 Anti-lobbying (December 18, 2015)
HHSAR 352.208-70 Printing and Duplication (December 18, 2015)
HHSAR 352.222-70 Contractor Cooperation in Equal Employment Opportunity Investigations (December 18, 2015)
HHSAR 352.223-70 Safety and Health (December 18, 2015)
HHSAR 352.239-74 Electronic and Information Technology Accessibility (December 18, 2015)

By full text the Department of Health and Human Services Acquisition Regulation (HHSAR):
HHSAR 352.232-71 - Electronic Submission of Payment Requests (February 2, 2022)

The following additional clauses are applicable to this requirement and provided in full text as Attachments:

FAR 52.212-5 - Contract Terms and Conditions Required to Implement Status or Executive Orders – Commercial Products and Commercial Services (Dec 2023)

FAR 52.217-8 Option to Extend Services (Nov 1999)

FAR 52.217-9 Option to Extend the Term of the Contract (Mar 2000)

LIST OF ATTACHMENTS
Attachment 1 – Statement of Work (SOW)
Attachment 2 -Full Text Clauses