Service contract for maintenance and calibration of Rees Monitoring System

SOURCES SOUGHT NOTICE:  Service contract for maintenance and calibration of Rees Monitoring System

Notice Number:

75N91021R00039

Issued By:

National Cancer Institute (NCI),

Office of Acquisitions (OA)

http://www.nci.nih.gov  or http://rcb.cancer.gov/rcb-internet/

Key Dates:

Capability Statement Due Date: May 5, 2021 by 12:00PM EST

This Small Business Sources Sought Notice (SBSS) is for information and planning purposes only and shall not be construed as a solicitation or as an obligation on the part of the National Cancer Institute (NCI).

The purpose of this Sources Sought Notice is to identify qualified Small Business concerns including 8(a), HUBZone or Service-Disabled Veteran-owned businesses that are interested in and capable of performing the work described herein. The NCI does not intend to award a contract on the basis of responses received nor otherwise pay for the preparation of any information submitted. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. An organization that is not considered a small business under the applicable NAICS code should not submit a response to this notice. This requirement is assigned North American Industry Classification System (NAICS) code 811219 with a size standard of $20.5 million.

As a result of this Sources Sought Notice, the NCI may issue a Request for Quotation (RFQ). THERE IS NO SOLICITATION AVAILABLE AT THIS TIME.  However, should such a requirement materialize, no basis for claims against NCI shall arise as a result of a response to this Sources Sought Notice or the NCI’s use of such information as either part of our evaluation process or in developing specifications for any subsequent requirement.

BACKGROUND

Research conducted at the National Cancer Institute (NCI) generates samples that require storage at specific temperatures in various freezers, incubators and cold rooms in multiple locations. A Rees Monitoring System continuously observes the temperature of equipment and alerts researchers when a piece of this set of equipment fails thus, giving the researcher enough time to recover valuable material.

OBJECTIVE

To maintain and calibrate the Rees monitoring system for NCI’s existing equipment.

SCOPE

The Contractor shall provide all labor, material, supplies and equipment for the preventive maintenance and emergency service on Rees Scientific Monitoring System in Buildings 10, 37, 41 and 50. All maintenance service shall be performed in accordance with the manufacturer’s standard commercial maintenance practices. 

CONTRACT REQUIREMENTS

The Contractor shall provide all labor, material, supplies and equipment for the preventive maintenance and emergency service on Rees Scientific Monitoring System. This includes lithium batteries for transmitters, and Z3 nodes.

Upon receipt of notice that any part of the equipment is malfunctioning, the contractor shall  provide a qualified, factory-trained service representative within (48 hours from time of reporting to Rees Technical Service Representative) to inspect the equipment and perform all repairs and adjustments necessary to restore the equipment to normal and efficient operating condition.

In Base Year and Option Year 3 each of the 686 transmitters (605 V2 transmitters and 81 Z3 transmitters) will be calibrated and batteries will be replaced. The calibration entails extensive testing to ensure that each probe detects temperature changes within a specified temperature range. At the same time batteries will be replaced at each of these 686 pieces of monitored equipment.

In Option Years 1, 2, and 4 batteries will be changed in each of the 686 transmitters attached to NCI/CCR research equipment. 

TYPE OF ORDER

This will be issued as a Severable Firm Fixed Price Purchase Order.

PERIOD OF PERFORMANCE

The period of performance shall be for a 12-month base period with four (4) 12-month option periods.

Base Period:                  June 1, 2021 – May 31, 2022

Option Period One:       June 1, 2022 – May 31, 2023

Option Period Two:       June 1, 2023 – May 31, 2024

Option Period Three:     June 1, 2024 – May 31, 2025

Option Period Four:       June 1, 2025 – May 31, 2026

How to Submit a Response:

1. Page Limitations:

Interested qualified small business organizations should submit a tailored capability statement for this requirement not to exceed 10 single sided pages including all attachments, resumes, charts, etc. (single spaced, 12-point font minimum) that clearly details the ability to perform the requirements of the notice described above.  All proprietary information should be marked as such.   Responses should include a minimum of a one page resume of the individuals meeting the requirements, and up to two pages demonstrating experience over the past two years meeting the requirements of this notice.  Statements should also include an indication of current small business status; this indication should be clearly marked on the first page of your capability statement (preferable placed under the eligible small business concern’s name and address).  Responses will be reviewed only by NIH personnel and will be held in a confidential manner. Organizations shall demonstrate 1.) Technical Approach 2.) Personnel Requirements and Organizational Experience.  

1. Due Date: 

Capability statements are due no later than May 5, 2021 by 12:00PM EST

1. Delivery Point:

All information furnished must be in writing and must contain sufficient detail to allow the NCI to determine if it can meet the unique specifications described herein.  All questions must be in writing and emailed to David.Romley@nih.gov.  A determination by the Government not to compete this 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 have valid registration and certification in the System for Award Management (SAM) at Beta.SAM.gov. No collect calls will be accepted. Please reference number 75N91021R00039 on all correspondence.

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 RFQ may be published in beta.SAM.gov. However, responses to this notice will not be considered adequate responses to a solicitation(s).

Point of Contact:

Inquiries concerning this Notice may be direct to:

David Romley at David.Romley@nih.gov.

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.