The Department of Health and Human Services (DHHS), National Institutes of Health (NIH), National Cancer Institute (NCI), Center for Cancer Research (CCR), intends to procure, on a sole source basis, preventive maintenance for one (1) Government-owned Sony MA900 Flow Cytometry Cell Sorter from Sony Biotechnology, Inc of 1730 North 1st Street, 2NW, San Jose, CA 95112 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 response close date of this notice for this requirement is in accordance with FAR 5.203(a)(1). The North American Industry Classification System (NAICS) code is 811219 and the business size standard is $22 million. BACKGROUND The CCR LGI Flow Cytometry Core provides instrumentation and technical expertise to perform state-of-the art flow cytometry analysis and cell sorting. The laboratory currently houses four cell sorters, four cell analyzers and one imaging flow cytometer. These instruments are used daily serving over 200 scientists, and approximately 75 different Principal Investigators annually. The requested service maintenance contract is to support shared Sony Biotechnology flow cytometry cell sorter instruments to provide essential research infrastructure for NCI-based biomedical research. SCOPE Contractor to provide all labor, material and equipment to provide preventive maintenance for government-owned Sony MA900 Flow Cytometry Cell Sorter with four lasers and one Computer Workstation, S/N 0714117 for one-year contract period July 1, 2023, to June 30, 2024. All maintenance service shall be performed in accordance with the manufacturer’s standard commercial maintenance practices. SPECIAL ORDER REQUIREMENTS PREVENTIVE MAINTENANCE Contractor shall schedule and perform one annual preventive maintenance inspections on each piece of equipment during the contract period. These services shall be performed by technically qualified Sony Biotechnology factory-trained personnel or service providers authorized by Sony Biotechnology. Service shall consist of thorough cleaning, calibration, adjusting, inspection, and testing of all equipment in accordance with the manufacturer’s latest technical specifications. All equipment shall be operationally tested through at least one (1) complete operating cycle at the end of the preventive maintenance and inspection to assure optimum and efficient performance. Cost for labor, travel, and preventive maintenance kits shall be included. Within three (3) business days of scheduled preventative maintenance service completion, the contractor shall provide the Government Technical Point of Contact (TPC) with a receipt showing that maintenance was performed, and certifying that equipment is operating as intended. This receipt shall be submitted electronically as a PDF document. EMERGENCY SERVICE On-Site Emergency repair services shall be provided on an unlimited basis during the term of this contract at no additional cost to the government. Unlimited on-site service support will be provided by a Sony Biotechnology Authorized Field Service Representatives Monday through Friday (excluding federal holidays). Service request must be able to be made by phone (Monday-Friday, 8AM-12AM EST). All requests for repair will be dispatched with a 24-hour guaranteed response for the instrument. Costs for labor and travel shall be included at no additional cost to the Government. Unlimited telephone support for instrumentation, applications, and reagents will be provided by a Sony Biotechnology authorized representative (Monday-Friday, 8AM-8PM EST). Upon receipt of notice that any part of the equipment is not functioning properly, the Contractor will furnish a qualified factory-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 calls shall not replace the necessity for scheduled preventive maintenance. Within three (3) business days of an onsite emergency service calls completion, the contract shall provide an electronic report (Word or PDF) to the TPC annotating the issue, and corrective actions taken. REPLACEMENT PARTS The contractor shall furnish all required replacement parts at no additional cost to the Government, with the exception of consumables. All parts provided shall be certified OEM parts new to the original equipment specifications. Parts should be provided at the time of service or within a time frame consistent with transporting parts from remote stock locations. SOFTWARE UPDATES/SERVICE The contractor shall provide Software Service and updates in accordance with the manufacturer’s latest established service procedures, to include remote access (email and telephone) to technical support for use of program software and trouble- shooting of the operating systems, at no additional cost to the Government. The contractor shall receive advance approval for the installation of all software updates and revisions from the Government in consultation with Core personnel and NIH IT service personnel. Defective software shall be replaced at no additional cost to the government. All critical and non-critical software updates shall be included. Installation of any software/updates will be performed by a factory authorized technician. 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 contract. REPORT(S)/DELIVERABLES AND DELIVERY SCHEDULE All deliverables shall be sent electronically (Microsoft Word or Excel 2013, unless approved by the TPC per the following deliverable schedule: DELIVERABLE DELIVERABLE DESCRIPTION / FORMAT REQUIREMENTS DUE DATE #1 Contractor shall schedule preventative maintenance visits with the TPC and provide all necessary contact information required for TPC and staff to make service request. 14 Days after award #2 Contractor receipt verifying completion of preventative maintenance, and certification that equipment is operating as intended. 3 Days after completion of preventative maintenance service visit #3 Contractor shall provide written report summarizing emergency repair services. Report must include summary of the issue, and the actions taken to make necessary repairs. 3 Days after completion of emergency repair call #4 Provide proof of personnel’s qualifications for the performance of services under this contract. Upon Governments request. PERSONNEL QUALIFICATIONS Personnel shall be trained by Sony Biotechnology, the manufacturer, in the servicing of the equipment as covered by this contract. Personal shall have a minimum one-year on the job experience verified by Sony Biotechnology. All primary service personnel shall have at least one backup support person with at least the same level of expertise on the equipment covered by this contract. TYPE OF ORDER This is a firm fixed-price purchase order for severable services. PERIOD OF PERFORMANCE The period of performance shall be for 12 months with four (4) 12-month option periods. 07/01/2023 – 06/30/2024 07/01/2024 – 06/30/2025 07/01/2025 – 06/30/2026 07/01/2026 – 06/30/2027 07/01/2027 – 06/30/2028 PLACE OF PERFORMANCE Onsite services shall be performed at the following location: Building 37 Room RM 6011 37 Convent Drive NCI, NIH Bethesda, MD 20892 Due to the current COVID-19 pandemic, the Contractor must pay close attention to all instructions from the TPC regarding building access. Please be aware that due to the fluidity of the existing pandemic, instructions may be updated as needed. UNIQUE QUALIFICATIONS OF THE CONTRACTOR Sony Biotechnology is the only vendor that has Field Service Engineers specifically trained to perform preventative maintenance, instrument repairs and software upgrades on the Sony MA900 Flow Cytometry Cell Sorter, with four lasers and one Computer Workstation, using the required proprietary replacement parts and computer software. No other vendors currently provide this service for the Sony MA900 Flow Cytometry Cell Sorter. This makes Sony Biotechnology the only known source for this requirement. This notice is not a request for competitive quotation. However, if any interested party, especially small business believes it can meet the above requirement, it may submit a capability statement 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. Responses must be received in the contracting office by 12:00 PM ET, on May 15, 2023. All responses and questions must be via email to Miguel Diaz, Contracting Officer at
[email protected]. 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 and have Representations and Certifications filled out. Reference 75N91023Q6634632 on all correspondence.