General Information Short Title: Preventive Maintenance Service for Leica Bond RXm autostainer (serial # M494072) at Molecular Pathology Unit Document Type: Notice of Intent Solicitation Number: 75N91021Q00266 Posted Date: 9/2/2021 Response Date: 9/8/2021 Classification Code: 65 – Medical and Surgical Instruments Equipment and Supplies NAICS Code: 811219 – Other Electronic and Precision Equipment Repair and Maintenance Contracting Office Address Department of Health and Human Services, National Institutes of Health, National Cancer Institute, Office of Acquisitions, 9609 Medical Center Drive, Room 1E232 Bethesda, MD 20892, UNITED STATES Description The U.S. Department of Health and Human Services (DHHS), National Institutes of Health (NIH), National Cancer Institute (NCI), Center for Cancer Research (CCR), Molecular Pathology Unit (CMPU), Laboratory of Cancer Biology and Genetics (LCBG), intends to procure services on a sole source basis from Leica Microsystems. This procurement is being conducted using commercial item procedures pursuant to FAR Part 12 and FAR Part 13, specifically FAR Subpart13.106-1(b)(1)(i) allowing the Contracting Officer (CO) to solicit from one source. Only one award will be made as a result of this solicitation. This will be awarded as a Severable firm fixed price type contract with four option periods. It has been determined there are no opportunities to acquire green products or services for this procurement. BACKGROUND The Molecular Pathology Unit (MPU) conducts research and development in computer assisted diagnosis using labeled tissue section slides. A successful digital image analysis relies heavily on the quality of tissue labeling. The Leica Bond RXm autostainer can provide consistent labeling conditions therefore minimize the variations stemmed from traditional manual operation. To ensure the proper functionality of the instrument, annual preventative maintenance is required. In addition, timely repair when the instrument has malfunctioned is critical to fulfil the mission of MPU. SCOPE The Contractor shall provide all labor, material and equipment necessary to maintain and provide preventive maintenance for Leica Bond RXm autostainer (serial # M494072) at Molecular Pathology Unit. In order to assure that this instrument is available and in good working conditions at all times, NCI needs to secure a service protection plan. Due to the nature and complexity of the instrument, as well as the proprietary software, NCI needs a technically qualified Leica technician who has rights to perform this service on the proprietary operating system. All maintenance services shall be performed in accordance with the manufacturer’s standard maintenance practices by manufacturer certified technical representatives. All maintenance services shall be performed on-site in accordance with the manufacturer’s standard commercial maintenance practices. TYPE OF ORDER This shall be issued as a Severable Firm Fixed-Price Purchase Order. The services acquired under this Purchase Order are severable services. Funds are only available for use for the line item to which they are obligated. Unused funds from one period (line item) may not rollover for use in other periods. SPECIAL ORDER REQUIREMENTS PREVENTIVE MAINTENANCE The Contractor shall perform one planned preventive maintenance during each period of performance. Service shall be performed by technically qualified factory-trained personnel which will include a thorough cleaning, calibration, adjusting, inspection, and testing of all equipment in accordance with the manufacturer’s latest established service 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. EMERGENCY SERVICE On-site, emergency repair service visits shall be provided during the term of this contract at no additional cost to the government. Emergency service shall be provided during normal working hours, Monday through Friday 8:00AM - 5:00PM excluding Federal Holidays. Upon receipt of notice that any part of the equipment is malfunctioning, the Contractor shall provide a one (1) hour initial response via email or phone call and dispatch a qualified factory-trained service representative within four (4) hours to inspect the malfunctioning equipment and perform all necessary repairs and adjustments to restore the said equipment to normal operating condition. Emergency service calls shall not serve as a substitute for planned preventative maintenance. The contractor shall be responsible for all labor and travel. REPLACEMENT PARTS The Contractor shall furnish all required replacement parts at no additional cost to the Government with the exception of consumables which include assay solutions, reagent containers and racks. Parts shall be new or remanufactured to original equipment specifications. Parts will be delivered within the next business day. SOFTWARE UPDATES/SERVICE The Contractor shall provide software service and updates in accordance with the manufacturer’s latest established service procedures to include telephone access to technical support for use of program software and troubleshooting 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. Defective software shall be replaced at no additional cost to the government. The Contractor shall provide unlimited clinical technical telephone support (24hrs/day, 7 days/week) for troubleshooting for the instrument and clinical application support (M-F 8am-9pm), excluding Federal holidays. 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. PERSONNEL QUALIFICATIONS Technically qualified factory-trained personnel shall perform service to Leica Bond RXm autostainer (serial # M494072) (NIH Building 37, Bethesda, MD) as covered by this contract. 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. PERIOD OF PERFORMANCE The base period of performance shall be for twelve (12) months from with four 12-month option periods, as follows: Base Period: September 21, 2021 through September 20, 2022 Option Period One: September 21, 2022 through September 20, 2023 Option Period Two: September 21, 2023 through September 20, 2024 Option Period Three: September 21, 2024 through September 20, 2025 Option Period Four: September 21, 2025 through September 20, 2026 PLACE OF PERFORMANCE Onsite services shall be performed at the following location: NIH NCI CCR LCBG MPU 37 Convent Drive, Bldg. 37 room 1023 Bethesda, Maryland 20892 This notice is not a request for competitive quotation. However, if any interested party, especially small businesses, believes it can meet the above requirement, it may submit a capability statement, proposal, or quotation, which shall be considered by the agency. The statement of capabilities 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 5:00 PM EST, on September 8, 2021 . All responses and questions must be emailed to David Romley, Contract Specialist via electronic mail 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. No collect calls will be accepted. In order to receive an award, contractors must be registered and have valid certification in the System for Award Management (SAM) through sam.gov. Reference: 75N91021Q00266 on all correspondence.