General Information Short Title: Preventive maintenance for Yokogawa CV8000 Imaging System Document Type: Notice of Intent Solicitation Number: 75N91021R00063 Posted Date: 8/25/2021 Response Date: 9/1/2021 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), Laboratory of Receptor Biology and Gene Expression (LRBGE), High-Throughput Imaging Facility (HiTIF) intends to procure maintenance services on a sole source basis from Fujifilm Wako Chemicals Corp. 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 CV8000 is an ultra-high-throughput dual spinning disc micro-lens confocal microscope. Fluorescent excitation is provided by 4 solid state lasers. This instrument acquires multi-channel fluorescence images simultaneously using two large, high-sensitivity sCMOS cameras, and it contains a high precision x-y-z automated stage, a temperature/humidity CO2 controlled live-cell chamber, near infrared high-speed laser autofocus, high-magnification/high-numerical aperture air and water immersion objective lenses to collect images of cells in 6-, 12, 24-, 48-, 96-, 384- or 1536-well microplate format in a fully automated fashion. In addition, the instrument possesses a single-tip kinetic module, which can dispense reagents from a 96- or 384-well source plate to a 96- or 384-well assay plate, while simultaneously acquiring images. High-throughput imaging (HTI) screens entails imaging tens of plates for a single experimental run or batch. The CV8000 is operated by a locally networked PC workstation and specialized control software provided by Yokogawa Inc. In addition, the CV8000 is also controlled by the Wako CV8000 Software Suite 2 softawre provided by Wako Automation Fujifilm Inc. to run complex, fully automated sequential scan-and-rescan experiments. The Yokogawa CV8000 automated high-throughput microscope is heavily used in ongoing HTI studies at HiTIF/NCI. Even a single day of down time causes a significant decrease in the productivity of these studies. These complicated systems periodically malfunction and require prompt servicing by highly-trained engineers. The systems also require scheduled preventive maintenance due to wear and tear on moving parts and optical systems. In addition to labor costs, the cost of replacements parts would be prohibitively expensive if purchased separately outside of a service agreement. This service contract covers both parts and labor. SCOPE The Contractor shall provide all labor, material and equipment necessary to maintain and provide preventive maintenance and software updates for the following listed government-owned pieces of scientific equipment and software: Yokogawa CV8000S high-throughput microscopy system, equipped with kinetics dispenser module (NIH property ID# 02115924 and Yokogawa Serial number: 95VC00053) Dell Precision 7920 Workstation (NIH property ID# 02176143). Wako Software Suite 2 software including SearchFirst™, Tile Image Creator, Auto-launch Analysis Script, Screen Sentry™. CONTRACT REQUIREMENTS The Contractor shall perform all maintenance services on-site in accordance with the manufacturer’s standard commercial maintenance practices. The Contractor shall be the Original Equipment Manufacturer (OEM) or an OEM certified Independent Service Organization (ISO). The Contractor shall provide Yokogawa certification and authorization documentation in response to the solicitation. The Contractor shall provide and install new plate definitions during valid dates of the service contract. The Contractor shall be an international distributor of the Yokogawa CV8000S high-throughput microscope and shall provide all the spare, original grade microscope replacement components for the Yokogawa CV8000S. The Contractor shall have these components in stock in the continental United States. All parts shall be new OEM and to original equipment specifications. No refurbished or non-OEM parts will be accepted. Parts will be delivered the next day or as soon as possible. The Contractor shall provide unlimited phone, webex, email, remote support and on-site service requests to the scientific equipment workstation to trouble-shoot the instrument and its applications during normal working hours (EST), Monday through Friday, except Federal holidays. Direct technical support personnel shall be Yokogawa authorized and technically qualified factory-trained personnel. PREVENTIVE MAINTENANCE (PM) The Contractor that provides the preventative maintenance (PM) and emergency repair coverage shall be Yokogawa certified, authorized and approved to provide all services for the Yokogawa CV8000S. The Contractor shall perform two planned preventive maintenances (PM, imaging functions and hardware) during each period of performance on the Yokogawa CV8000. PM shall consist of 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 PM inspection to assure optimum and efficient performance. The Contractor shall conduct PM on the imaging functions of the CV8000S to include inspection and readjustment of the mechanisms and optics to maintain optimum performance. The items shall include, but are not limited to, update of software, laser power, optics, XYZ stage, autofocus, dispenser droplet volume, stage incubator, horizontal placement check, new plate registration and function check. The Contractor shall conduct preventative maintenance on the hardware functions of the CV8000S to include, but is not limited to, inner cleaning, external cleaning, optical parts, wiring and tubing, drives, air supply, vacuum pickup, ionizer, thermosensor, humidity sensor, exhaust fan, halogen lamp, workstation, power source, function check and emergency stop. EMERGENCY SERVICE On-site, emergency repair service visit 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 excluding Federal Holidays. Upon receipt of notice that any part of the equipment is malfunctioning the Contractor shall respond within 24 hours of a reported incident. A Yokogawa authorized and qualified factory-trained service representative shall be dispatched within 72 hours of the determined need for a service visit 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 replace the necessity for planned preventative maintenance. All labor and travel will be included. REPLACEMENT PARTS The Contractor shall furnish all required non-consumables replacement parts and supplies including but not limited to microscope lasers, lenses, filters, cameras, electronics, PC workstation, and robotics - at no additional cost to the Government. Consumables - including but not limited to tips, reagents, and plates - are excluded from coverage. All parts shall be new OEM and to original equipment specifications. No refurbished or non-OEM parts will be accepted. Parts will be delivered the next day or as soon as possible. SOFTWARE UPDATES/SERVICE The Contractor shall provide software service and updates to the latest versions of the CV8000S Image Acquisition Software Wako Software Suite 2 during the term of the service contract. There are typically two (2) software updates per year 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. 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 and Yokogawa authorized personnel shall perform service on the listed government-owned piece of scientific equipment, the Yokogawa CV8000 high-throughput microscopy system, equipped with kinetics dispenser module (NIH property ID# 02115924 and Yokogawa Serial number: 95VC00053, Workstation NIH property ID# 02115923). 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 period of performance shall be for a 12-month base period with four (4) 12-month option periods. Base Period: September 20, 2021 – September 19, 2022 Option Period One: September 20, 2022 – September 19, 2023 Option Period Two: September 20, 2023 – September 19, 2024 Option Period Three: September 20, 2024 – September 19, 2025 Option Period Four: September 20, 2025 – September 19, 2026 TYPE OF ORDER This will 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. PLACE OF PERFORMANCE Onsite services shall be performed at the following location: High-Throughput Imaging Facility (HiTIF) Center for Cancer Research National Cancer Institute/NIH Bethesda, MD 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 12:00 PM EST, on September 1, 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: 75N91021R00063 on all correspondence.