Preventive and emergency maintenance of Government-owned Illumina instrumentation utilized for genome analysis

1.0 DESCRIPTION

The Department of Health and Human Services, National Institutes of Health, National Cancer Institute (NCI), Center for Cancer Research (CCR), Genetics Branch (GB) plans to procure, on a sole source basis, services for the preventive and emergency maintenance of Government-owned Illumina instrumentation utilized for genome analysis, from Illumina, Inc., 5200 Illumina Way, San Diego, California 92122.

The response close date of the notice for this requirement is in accordance with FAR 5.203(b). This acquisition will be processed under FAR Part 12 - Acquisition for Commercial Items and will be made pursuant to the authority in FAR Part 13.106-1(b)(1); and is exempt from the requirements of FAR Part 6. The North American Industry Classification System code is 811219 and the small business size standard is $20.5 million.

The period of performance shall consist of a 12-month base period, plus one (1) 12-month option period as follows:
BASE PERIOD: September 1, 2019 through August 31, 2020
OPTION PERIOD 1: September 1, 2020 through August 31, 2021

The anticipated award shall be a firm fixed price purchase order for severable services.

It has been determined there are no opportunities to acquire green products or services for this procurement.

2.0 BACKGROUND

Throughout the last few decades, genomic studies have helped researchers to better understand the genetic basis of cancer, and have provided fundamental insights into hereditary and sporadic genetic determinants of this disease and its outcomes. Technologies have evolved which allow the integrative multi-omics characterization of minute quantities of nucleic acids extracted from biospecimens. Specialized instrumentation has been developed to make these measurements. The Department of Health and Human Services, National Institutes of Health, National Cancer Institute (NCI) is committed to the generation of these data to support its mission to prevent, control, and cure cancer. The Genetics Branch of the NCI Center for Cancer Research (CCR) is largely devoted to this type of research which is viewed as a long-term activity of increasing importance to agency goals.

Several highly complex and specialized instruments manufactured and supported by Illumina are currently integrated into the workflows for the above described research. These instruments, described in section 3.0 below, have been highly effective in generating the required data. The instruments require regular preventive maintenance and emergency repairs in order to minimize operational delays in Genetics Branch genomics projects and prevent loss of irreplaceable data from the unique biospecimens under study. The services provided under this purchase order will support the continuous operation of the CCR Genetics Branch study of nucleic acids to characterize genome sequences, genome structure, genome methylation, chromatin state, and gene expression as related to understanding the genetic and epigenetic basis of cancer. The equipment described is essential to the uninterrupted operation of this study.

3.0 SCOPE

The Contractor shall provide all labor, material and equipment necessary to maintain and provide preventative and emergency maintenance, in accordance with sections 3.1.1 - 3.1.5 below, for the following Government-owned Illumina equipment:

- (2) Two MiSeq ser.# M00774 and M00919 (Silver);
- (1) One cBOT serial# cBOT- 600962 NIH# 02007878 (Bronze);
- (1) One Freedom EVO LiHa serial# 1608006710 NIH# 02049563 (1 PM Plan); and
- (1) One NextSeq 500 serial# NB501402 NIH# 02049104 (Silver)

All maintenance services shall be performed on-site in accordance with the Original Equipment Manufacturer's (OEM) most current standard commercial maintenance procedures. All travel, labor and related charges shall be included.

Software updates and applications service shall be performed remotely if possible. Software updates and support services (technical services, remote diagnostics) shall be provided remotely as indicated below.

Onsite service shall be provided during normal business hours, defined as 8:00 am - 5:00 pm EST, Monday through Friday, excluding Federal Holidays found at: https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/.

All preventative and emergency maintenance services shall be performed by an authorized, OEM-trained service representative.

3.1 CONTRACT REQUIREMENTS / TASKS

3.1.1 PREVENTATIVE MAINTENANCE

The Contractor shall perform one (1) preventive maintenance inspection (PMI) during each 12-month performance period. Service shall consist of a thorough cleaning, calibration, adjusting, inspection, and testing of all equipment in accordance with the OEM's most current standard commercial maintenance procedures. All equipment shall be operationally tested through at least one (1) complete operating cycle at the end of the preventive maintenance inspection to assure optimum and efficient performance.

3.1.2 EMERGENCY SERVICE

The Contractor shall provide emergency repair service on a unlimited basis during each 12-month performance period at no additional cost to the Government. Upon receipt of notice that any part of the equipment is not functionally properly, the Contractor shall furnish an authorized, OEM-trained service representative to inspect the equipment and perform all repairs and adjustments necessary to restore the equipment to normal and efficient operating condition. Emergency service shall not replace the necessity for a scheduled PMI.

3.1.3 REPLACEMENT PARTS

The Contractor shall furnish all required replacement parts at no additional cost to the Government, with the exception of consumable parts to include light bulbs and plastics (such as microplates). Parts shall be genuine Illumina parts, new or remanufactured to original equipment specifications. Replacement parts shall be delivered no later than five (5) business days after the need for replacement is determined.

3.1.4 SOFTWARE UPDATES / SERVICE

In the event of software updates, the Contractor shall provide software service in accordance with the OEM's most current standard commercial service procedures, to include toll-free telephone, email, and online/chat access to OEM-trained technical support personnel for the use of program software troubleshooting of the operating system, at no additional cost to the Government. Technical service shall be provided during normal business hours, defined as 8:00 am - 5:00 pm EST, Monday through Friday, excluding Federal Holidays found at: https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/. The Contractor shall receive advance approval for the installation of all software updates and revisions from the Government. Software updates shall be installed remotely if possible. Defective software shall be replaced/re-installed at no additional cost to the Government.

3.1.5 SERVICE EXCLUSIONS

The Contractor shall not be responsible for any repairs necessitated by abuse, neglect, vandalism, Acts of God, fire or water. These repairs shall be the subject of a separate purchase order and shall not be performed under this purchase order.

4.0 PLACE OF PERFORMANCE

Service shall be performed at the Contractor's facility unless on-site service is required. In the event of an on-site response, the Contractor shall sign in and be escorted by authorized staff. On-site service shall be performed at the following location:

NCI/CCR, Genetics Branch
37 Convent Drive
Bethesda, MD 20892

5.0 REPORT(S)/DELIVERABLES AND DELIVERY SCHEDULE

Deliverables shall consist of parts, software, and confirmation of instrument function as described in section 3. Confirmation of instrument function is determined using visual and procedural inspection, or by other diagnostic methods, by the Contractor prior to the conclusion of an on-site visit, unless a need for replacement parts or software upgrade is established. The Government requires receipts each time service is performed. All receipts shall be provided electronically.

6.0 PAYMENT
Payment authorization requires monthly submission and approval of invoices to the COR and NIH OFM.

The Illumina Inc., genome analysis equipment is critical to the primary research priority of the Genetics Branch and therefore any malfunctions with the equipment must be diagnosed and corrected quickly. The equipment must be calibrated accurately and maintained according to the manufacturer's specifications. Any deviation from the design specifications could compromise the integrity of data for ongoing research studies. Service outage due to equipment failure must be remedied promptly with emergency service to avoid harmful delays research progress. The requested services shall be performed by authorized, Original Equipment Manufacturer (OEM) trained service engineers. Illumina, Inc. is the sole manufacturer and distributor for the equipment and associated firmware to be serviced under the subsequent purchase order. Additionally, Illumina, Inc. is the sole provider of preventive maintenance service, emergency service, proprietary firmware maintenance/upgrades, genuine OEM replacement parts, and OEM-trained technical and clinical support for troubleshooting and diagnosing issues that arise during regular operation of the systems. The required services are not authorized through any other entity.

This notice is not a request for competitive quotation. However, if any interested party, especially a small business, believes it can meet the above requirement, it may submit a proposal or quote for the Government to consider. The response and any other information furnished must be in writing and must contain material in sufficient detail to allow NCI to determine if the party can perform the requirement. All responses and questions must be sent via email to Contracting Officer, Megan Kisamore at megan.kisamore@nih.gov by no later than 3:00 PM EST, on July 30, 2019. A determination by the Government not to compete this proposed requirement based upon responses to this notice is solely within the discretion of the Government. Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement. In order to receive an award, Contractors must be registered and have valid certification through SAM.GOV. Reference: 75N91019Q00119 on all correspondence.

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