SOLICITATION NOTICE
J -- Maintenance Services for a Government-owned HyperSense Polarizer
- Notice Date
- 8/9/2018
- Notice Type
- Presolicitation
- NAICS
- 811219
— Other Electronic and Precision Equipment Repair and Maintenance
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, National Cancer Institute, Office of Acquisitions, 9609 Medical Center Drive, Room 1E128, Rockville, Maryland, 20852, United States
- ZIP Code
- 20852
- Solicitation Number
- N02CO82631-95
- Archive Date
- 9/8/2018
- Point of Contact
- Ricky J. Watson, Phone: 2402766594
- E-Mail Address
-
ricky.watson@nih.gov
(ricky.watson@nih.gov)
- Small Business Set-Aside
- N/A
- Description
- The Department of Health and Human Services (DHHS), National Institutes of Health (NIH), National Cancer Institute (NCI), plans to procure, on a sole source basis, maintenance services for a Government-owned HyperSense Polarizer from Oxford Instruments America, Inc. 300 Baker Ave Ste 150, Concord, MA 01742. The response close date of the notice for this requirement is in accordance with FAR 5.203(a)(1). 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 North American Industry Classification System code is 811219 and the business size standard is $20.5 million. The anticipated award shall be firm fixed price. It has been determined there are no opportunities to acquire green products or services for this procurement. Contractor Requirements The following unit requires the maintenance agreement: Instrument Serial Number Oxford Instruments HyperSense Polarizer OX20 The Contractor shall provide all labor, material and equipment necessary to maintain and provide preventive maintenance for a Government-owned HyperSense polarizer, (S/N OX20). The HyperSense operates at sub Kelvin temperature to polarize samples and then bring them to room temperature in a short amount of time. The samples are injected as tracers into rodents to enable metabolic MRI studies. All maintenance services shall be performed on-site in accordance with the manufacturer's standard commercial maintenance practices. SPECIAL ORDER REQUIREMENTS PREVENTIVE MAINTENANCE The Contractor shall perform one (1) planned preventive maintenance each year during the entirety of the period of performance. All services shall be performed by technically qualified factory-trained personnel. Service 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 preventive maintenance inspection to assure optimum and efficient performance. 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 between 8am to 5pm EST, Monday through Friday excluding Federal Holidays. Upon receipt of notice that any part of the equipment is not functioning properly the Contractor shall provide a telephone response within one business day. If phone assistance and/or parts exchange does not resolve the issue, the vendor shall resolve the issue by providing an onsite qualified factory trained engineer response within 15 days of the request for service. The qualified factory-trained service representative will 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 planned preventative maintenance. TECHNICAL SUPPORT The Contractor shall provide unlimited remote technical support via phone or email, Monday through Friday 8:00 AM - Friday 5:00 PM EST) excluding Federal holidays. The Contractor shall provide on-site troubleshooting in accordance with the manufacturer's latest established service procedures. These services shall only be provided by OEM authorized and factory-trained service engineers. REPLACEMENT PARTS The Contractor shall furnish all required replacement parts at no additional cost to the Government, with the exception of consumables. Parts shall be service exchange or new to original equipment specifications and be delivered to the site. Rotary pumps, spares and consumables are not included. The Contractor shall furnish all replacement parts. Parts shall be new or remanufactured to original equipment specifications. Parts will be invoiced to the Government. 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 technical telephone support (8:30 - 5pm CST, M-F) for trouble-shooting for the instrument, excluding Federal holidays. TYPE OF ORDER This is a firm fixed price purchase order. 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. SEVERABLE SERVICES 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. PERIOD OF PERFORMANCE The base period of performance shall be one (1) 12-month base period, and three (3) option periods: Base Period: 09/14/2018 - 09/13/2019 Option Period 1: 09/14/2019 - 09/13/2020 Option Period 2: 09/14/2020 - 09/13/2021 Option Period 3: 09/14/2021 - 09/13/2022 PERSONNEL QUALIFICATIONS Only technically qualified factory-trained personnel shall perform service to the HyperSense Polarizer, S/N OX20, as covered by this service agreement. 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. PLACE OF PERFORMANCE Onsite services shall be performed at the following location: NIH, NCI 10 Center Dr Bldg 10 Bethesda, MD 20892 PAYMENT Payment authorization requires submission and approval of invoices to the COR and NIH OFM, in accordance with the payment provisions listed below: The following clause is applicable to all Purchase Orders, Task or Delivery Orders, and Blanket Purchase Agreement (BPA) Calls: PROMPT PAYMENT (JUL 2013) FAR 52.232-25. Highlights of this clause and NIH implementation requirements follow: I INVOICE REQUIREMENTS A. An invoice is the Contractor's bill or written request for payment under the contract for supplies delivered or services performed. A proper invoice is an "Original" which must include the items listed in subdivisions 1 through 12, below, in addition to the requirements of FAR 32.9. If the invoice does not comply with these requirements, the Contractor will be notified of the defect within 7 days after the date the designated billing office received the invoice (3 days for meat, meat food products, or fish, and 5 days for perishable agricultural commodities, dairy products, edible fats or oils) with a statement of the reasons why it is not a proper invoice. (See exceptions under II., below.) Untimely notification will be taken into account in the computation of any interest penalty owed the Contractor. 1. Vendor/Contractor: Name, Address, Point of Contact for the invoice (Name, title, telephone number, e-mail and mailing address of point of contact). 2. Remit-to address (Name and complete mailing address to send payment). 3. Remittance name must match exactly with name on original order/contract. If the Remittance name differs from the Legal Business Name, then both names must appear on the invoice. 4. Invoice date. 5. Unique invoice #s for all invoices per vendor regardless of site. 6. NBS document number formats must be included for awards created in the NBS: Contract Number; Purchase Order Number; Task or Delivery Order Number and Source Award Number (e.g., Indefinite Delivery Contract number; General Services Administration number); or, BPA Call Number and BPA Parent Award Number. 7. Data Universal Numbering System (DUNS) or DUNS + 4 as registered in the Central Contractor Registration (CCR). 8. Federal Taxpayer Identification Number (TIN). In those exceptional cases where a contractor does not have a DUNS number or TIN, a Vendor Identification Number (VIN) must be referenced on the invoice. The VIN is the number that appears after the contractor's name on the face page of the award document. 9. Identify that payment is to be made using a three-way match. 10. Description of supplies/services that match the description on the award, by line billed.* 11. Freight or delivery charge must be billed as shown on the award. If it is included in the item price do not bill it separately. If identified in the award as a separate line item, it must be billed separately. 12. Quantity, Unit of Measure, Unit Price, Extended Price of supplies delivered or services performed, as applicable, and that match the line items specified in the award.* * NOTE: If your invoice must differ from the line items on the award, please contact the Contracting Officer before submitting the invoice. A modification to the order or contract may be needed before the invoice can be submitted and paid. B. Shipping costs will be reimbursed only if authorized by the Contract/Purchase Order. If authorized, shipping costs must be itemized. Where shipping costs exceed $100, the invoice must be supported by a bill of lading or a paid carrier's receipt. C. Mail an original and 1 copy of the itemized invoice to: National Institutes of Health Office of Financial Management, Commercial Accounts 2115 East Jefferson Street, Room 4B-432, MSC 8500 Bethesda, MD 20892-8500 For inquiries regarding payment call: (301) 496-6088 In order to facilitate the prompt payment of invoices, it is recommended that the vendor submit a photocopy of the invoice to the "Consignee" designated for the acquisition in blocks 6A - 6E of the face page of the Order/Award document. II. INVOICE PAYMENT A. Except as indicated in paragraph B., below, the due date for making invoice payments by the designated payment office shall be the later of the following two events: 1. The 30th day after the designated billing office has received a proper invoice. 2. The 30th day after Government acceptance of supplies delivered or services performed. B. The due date for making invoice payments for meat and meat food products, perishable agricultural commodities, dairy products, and edible fats or oils, shall be in accordance with the Prompt Payment Act, as amended. III. INTEREST PENALTIES A. An interest penalty shall be paid automatically, if payment is not made by the due date and the conditions listed below are met, if applicable. 1. A proper invoice was received by the designated billing office. 2. A receiving report or other Government documentation authorizing payment was processed and there was no disagreement over quantity, quality, or contractor compliance with a term or condition. 3. In the case of a final invoice for any balance of funds due the contractor for supplies delivered or services performed, the amount was not subject to further settlement actions between the Government and the Contractor. B. Determination of interest and penalties due will be made in accordance with the provisions of the Prompt Payment Act, as amended, the Contract Disputes Act, and regulations issued by the Office of Management and Budget. IV. PROVIDING ACCELERATED PAYMENT TO SMALL BUSINESS SUBCONTRACTORS, FAR 52.232-40 (DEC 2013) a) Upon receipt of accelerated payments from the Government, the Contractor shall make accelerated payments to its small business subcontractors under this contract, to the maximum extent practicable and prior to when such payment is otherwise required under the applicable contract or subcontract, after receipt of a proper invoice and all other required documentation from the small business subcontractor. b) The acceleration of payments under this clause does not provide any new rights under the prompt Payment Act. Include the substance of this clause, include this paragraph c, in all subcontracts with small business concerns, including subcontracts with small business concerns for the acquisition of commercial items. 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 proposal or quote 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 11:00 AM EST, on August 24, 2018. All responses and questions must be via email to Ricky Watson, Contract Specialist at ricky.watson@nih.gov. 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: N02CO82631-95 on all correspondence.
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