General Information Short Title: Rees system Re-certification Validation and Maintenance Document Type: Notice of Intent Solicitation Number: 75N91020R00061 Posted Date: 9/10/2020 Response Date: 9/15/2020 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), Office of Space and Facilities (OSF) intends to procure services on a sole source basis from Rees Scientific. 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. The Rees monitoring system is a system that monitors the temperature and humidity of numerous National Cancer Institute (NCI), rodent and non-human primate facilities. The system is a redundant system that is a backup to NIH’s Siemens system. NCI must run redundant systems that are not with the same company and do not operate on the same network so that in the event of a failure, all systems don’t go down. NCI runs its system through its own network via the cloud. This allows ease of access for both the users as well as the system maintenance team. This also ensures finite redundancy and security. Approximately 12 years ago, the NIH system failed. During this failure some of the facilities temperatures went out of range. Some rodents were lost during this period and so were all the associated science and findings. A decision was made that NCI had to install its own redundant system. Approximately two to three years ago, the system was updated from a hard-wired system to a wireless system. This was done to make it easier to move rodents and non-human primates between rooms and facilities. It also reduces cost. NCI has recently requested to run the system completely from the cloud, thus eliminating the need for locally based computers. This also allows the system to be accessed and maintained remotely. NCI has many scientific programs that use rodents and non-human primates for studies. These programs require many different systems to be put in place to ensure that the studies are as accurate as possible. One such requirement is that the temperature and humidity values are maintained within a very consistent minimal range to ensure that the researcher’s findings are not adversely affected. OBJECTIVE The Contractor shall provide a comprehensive full documentation to satisfy regulatory authorities such as AAALAC, AABB, CAP, FDA, GAMP, GxP, HACCP, and Joint Commissions. Comprehensive systems test, calibration and documents of all readings, database, alarms, dial-outs, outputs, reports and user programming during the contract period. Contractor is to provide 24/7 Technical support. Includes a 100-page GMP/GLP IQ/OQ validation report. The Comprehensive documentation shall include 1000-page software validation test report, calibration of temperature and humidity with traceable equipment, copies of reference equipment calibration certificates and onsite refresher training at the PM’S site. EMERGENCY SERVICE Technical Support shall be provided 24 hours per day, seven days per week and 365 days per year. Upon receipt of notice that any part of the equipment is malfunctioning the Contractor shall dispatch a qualified factory-trained service representative within twenty fours (24) 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 shall be included REPLACEMENT PARTS The Contractor shall furnish all required replacement parts at no additional cost to the Government, except for consumables. Parts shall be new to original equipment specifications. Parts will be delivered the earliest next day. SOFTWARE UPDATES AND 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. SCOPE The Contractor shall provide all labor, material and equipment necessary to perform system validation accreditation and provide preventive maintenance for Rees temperature and humidity monitoring systems in animal and non-human primate facilities. This equipment is necessary to maintain specific parameters in temperature and humidity for housing and performing scientific research on the animals and non-human primates. All maintenance services shall be performed on-site in accordance with the manufacturer’s standard commercial maintenance practices. CONTRACT REQUIREMENTS/ AND PERSONNEL QUALIFICATIONS The Contractor shall provide unlimited technical telephone support (24hrs/day, 7 days/week) for troubleshooting of the instrumentation. The Contractor shall provide comprehensive documentation to satisfy regulatory authorities such as AAALAC, AABB, CAP, FDA, GAMP, GxP, HACCP, and Joint Commissions. The Contractor shall provide comprehensive systems testing and calibration that includes documentation of all readings, database, alarms, dial-outs, outputs, reports and user programming during the contract period. The contractor is to include a 100-page GMP/GLP IQ/OQ validation report. The Comprehensive documentation shall include software validation test report and copies of reference equipment calibration certificates and onsite refresher training at the PM’S site. Technically qualified factory-trained personnel shall perform service to Rees equipment and buildings identified in section 8, 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. 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 and four 12-month option periods. Base Period: September 15, 2020 through September 14, 2021 Option Period One: September 15, 2021 through September 14, 2022 Option Period Two: September 15, 2022 through September 14, 2023 Option Period Three: September 15, 2023 through September 14, 2024 Option Period Four: September 15, 2024 through September 14, 2025 Rees Scientific was chosen to be the provider of services in these facilities since it currently uses monitor temperature and humidity in areas such as frog rooms, fish rooms, freezer rooms in facilities across NCI. This allows NCI to take advantage of a single source for maintenance, validation, and bulk rate pricing. Since NCI has one single platform all the systems are able to talk to each other which is paramount in getting accurate and up to date information even in the event that part of the system goes down or is in need of repair. Rees equipment is proprietary. No other company can provide the V2 wireless transmitters, Z3 wireless transmitters and the Centron Presidio Software. If NCI were made to use another company, NCI would have to purchase a new system for all of NIH campus as well as all leased facilities under the NIH umbrella. The cost this new system would be prohibitive. 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 15, 2020 . 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: 75N91020R00061 on all correspondence.