SOLICITATION NOTICE
J -- Maintenance Service and Protection on the Philips Achieva 3T MRI and Chiller
- Notice Date
- 6/7/2016
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 811219
— Other Electronic and Precision Equipment Repair and Maintenance
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, National Institute on Drug Abuse, Station Support/Simplified Acquisitions, 31 Center Drive, Room 1B59, Bethesda, Maryland, 20892, United States
- ZIP Code
- 20892
- Solicitation Number
- HHS-NIH-NIDA-SSSA-NOI-2016-392
- Archive Date
- 6/24/2016
- Point of Contact
- Hunter A. Tjugum, Phone: 301 435 8780
- E-Mail Address
-
hunter.tjugum@nih.gov
(hunter.tjugum@nih.gov)
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation (CSS) for commercial items prepared in accordance with the format in Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a separate written solicitation will not be issued. The solicitation number is HHS-NIH-NIDA-(SSSA)-NOI-2016-392 and the solicitation is issued as a combined synopsis solicitation notice of intent to award a contract on a non-competitive basis to Philips Healthcare, a division of PENAC, located at 22100 Bothell Everett Highway, Bothell, WA 98041 for maintenance service performed on existing, government owned equipment for the National Institute of Aging (NIA) at the National Institutes of Health (NIH). This acquisition is for a commercial item or service and is conducted under the authority of the Federal Acquisition Regulation (FAR) Part 13-Simplified Acquisition Procedures, FAR Subpart 13.5-Test Program for Certain Commercial Items, and FAR Part 12-Acquisition of Commercial Items is expected to exceed the simplified acquisition threshold. A fixed-price purchase order type of contract is anticipated for this requirement. This non-competitive acquisition is conducted under the authority of the Federal Acquisition Regulation (FAR) Part 13-Simplified Acquisition Procedures, Subpart 13.106-1 (b) (1), Soliciting from a single source. Contracts awarded using FAR Part 13-Simplified Acquisition Procedures are exempt from the requirements of FAR Part 6-Competition Requirements. The non-competitive determination is based upon market research that Philips Healthcare is the only known source that can fully achieve the subject government requirement. Specifically, through analysis of results from Sources Sought notice HHS-NIH-NIDA-SSSA-SS-2016-016 published in FedBizOpps from November 6, 2015 through November 11, 2015. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-88 / 05-16-2016. North American Industry Classification System (NAICS) code for this procurement is 811219 - Other Electronic and Precision Equipment Repair and Maintenance with associated business size standard $20,500,000. Statement of Objectives The goal of this procurement is to obtain maintenance services on existing government-owned scientific laboratory equipment manufactured by and previously purchased from Philips Healthcare, a Division of PENAC. Services are to be performed on the Philips Achieva 3T Magnetic resonance imaging (MRI) Magnet to include workstation support and Chiller protection during normal business hours. Background: The National Institutes of Health (NIH) is the nation's leading medical research agency and the primary Federal agency whose mission is to seek fundamental knowledge about the nature and behavior of living systems and the application of that knowledge to enhance health, lengthen life, and reduce illness and disability, conducting, supporting and making medical discoveries that improve people's health and save lives. The NIH, National Institute on Aging (NIA), Intramural Research Programs (IRP), Laboratory of Clinical Investigation (LCI), is located at Harbor Hospital, 3001 S Hanover St, Baltimore, MD. The LCI operates the Achieva 3T MRI manufactured by Philips Healthcare to perform MRI testing for NIA Clinical studies. Studies include, but may not be limited to, preliminary trials of the 3T MRI facility to develop and refine MRI scanning procedures under clinical trial NCT01324206, "Development of 3T Magnetic Resonance Research Methods for NIA Studies". The Achieva 3T Magnet is used at NIA to conduct preliminary trials at the MRI facility under other NIA Clinical Trials protocols. MRI studies provide important information on the structure and function of various body systems, including the brain, muscles, joints, heart, and blood vessels. Scientific applications of MRI scans often use techniques that need to be modified or refined before they are used in clinical studies. To develop and modify these techniques for the Philips 3T Achieva whole-body MRI scanner, researchers are interested in conducting trial MRI scans on healthy individuals and individuals with other conditions that require imaging studies. Studies provide important information on the structure and function of various body systems, including the brain, muscles, joints, heart, and blood vessels. Scientific applications of MRI scans often use techniques that need to be modified or refined before they are used in clinical studies. Scope of work Independently and not as an agent of the Government, the contractor will furnish all the necessary services, qualified personnel, materials, equipment, and facilities, not otherwise provided by the Government as needed to perform preventative maintenance and remedial repair for the Achieva 3T MRI and Chiller manufactured by Philips Healthcare, a Division of PENAC. Serial number Achieva 3T MRI: 41444453; Chiller: 59256978. The contractor will provide on-site maintenance and repair service at Harbor Hospital that includes the following provisions: (1) planned preventive maintenance inspection which involves equipment inspection, problem troubleshooting, installation of software updates, upgrades or enhancements as necessary, and training government staff, as needed; (2) Emergency or per-call repair services, (3) Testing instruments and supplies; (4) Original Equipment Manufacturer (OEM) certified factory-trained technicians; and (5) all labor, replacement parts, and travel expenses. Specifically, Contractor will perform two (2) planned Preventive Maintenance (PM) visits for equipment maintenance services during standard hours of coverage (one within 30 days of contract award and the second within 6 months of signed contract). Onsite preventive maintenance on the 3T MRI will include support on the workstation and 151-300 kVA UPS from 8:00 am-9:00 pm Monday through Friday and chiller protection from 8:00 am-5:00 pm Monday through Friday. Contractor will provide an Uninterruptible Power Supply source (UPS), which in the case of a power outage, will allow the MRI to continue running for an additional 15-20 minutes. Contractor will provide Remote Proactive Monitoring (RPM) of subject instrumentation via an authorized Philips Remote Services network. RPM includes assessing magnet life support (cryogen levels, cold head) and being notified remotely prior to any issues occurring. Contractor will have access to proprietary parts and test instrumentation for effective repair in case of malfunction. Technical performance requirements include system coverage on the subject equipment by Original Equipment Manufacturer (OEM) factory-trained, authorized technicians and providers of any required parts and software or proprietary diagnostic software and software enhancements must be OEM certified (new or like-new) and compatible with the subject equipment. Service will include labor and parts coverage, extended coverage hours, on-site labor response, technical telephone response (call-back to schedule), and planned maintenance, extended planned maintenance coverage hours, diagnostics software license and service documentation, customer engineer training, and preferred labor rate. Period of performance: The anticipated period of performance is one (1) base 6-month period from June 12, 2016 through December 11, 2016 with the option to exercise two (2) additional 1-year periods of performance: December 12, 2016 through December 11, 2017 and December 12, 2017 through December 11, 2018. Place of performance The place of performance will include the NIA Clinical Unit at Harbor Hospital located in Baltimore, MD. The new service agreement will be carried out by authorized Original Equipment Manufacturer (OEM) certified factory-trained technicians. Travel expenses to the government's site are the sole responsibility of the contractor. Government responsibilities The government owns the equipment and will grant access to the contractor upon the contractor notifying the COR, or other delegated representative from the NIA 3T Image Facility, for gaining access to Harbor Hospital. Deliverables and Reporting requirements The Contractor will be required to provide written progress reports in achieving this statement of work during the period of performance. The original documentation will be provided by the vendor to show they completed service on the instrument and should document technical progress with the POC from the NIA 3T Image Facility. Section 508 - Electronic and Information Technology Standards: Section 508 Electronic and Information Technology Standards will be applicable for software upgrades as necessary. All electronic files submitted will be compliant with Section 508 of the Rehabilitation Act of 1973. Additional information about testing documents for Section 508 compliance, including guidance and specific checklists, by application, can be found at: http://www.hhs.gov/web/508/index.html under "Making Files Accessible." Pursuant to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998, all electronic and information technology (EIT) products and services developed, acquired, maintained, or used under this contract/order must comply with the "Electronic and Information Technology Accessibility Provisions" set forth by the Architectural and Transportation Barriers Compliance Board (also referred to as the "Access Board") in 36 CFR part 1194. Information about Section 508 provisions is available at http://www.section508.gov/. The complete text of Section 508 Final provisions can be accessed at http://www.access-board.gov/guidelines-and-standards. Information Security Program Requirements Information Security is applicable to this acquisition. Contractor will be required to obtain Level 1: Non Sensitive position sensitivity designation (PSD). See PSD table: https://ocio.nih.gov/aboutus/publicinfosecurity/acquisition/Pages/table2.aspx Publications and Publicity: Contractor will not, nor is required to, publish any articles of data as a result of fulfilling this requirement. Confidentiality of Information: Government will not be providing Contractor with confidential information of a personal nature about individuals. Contracting Officer's Representative: The Contracting Officer's Representative (COR) will represent the Government for the purpose of this contract and will be specified at time of award. The COR is responsible for: (1) monitoring the Contractor's technical progress, including the surveillance and assessment of performance and recommending to the Contracting Officer changes in requirements; (2) interpreting the statement of work and any other technical performance requirements; (3) performing technical evaluation as required; (4) performing technical inspections and acceptances required by this contract; and (5) assisting in the resolution of technical problems encountered during performance. The Government may unilaterally change the COR designation at any time throughout the performance period of this contract. The provision at FAR clause 52.212-1, Instructions to Offerors - Commercial Items, applies to this acquisition. The provision at FAR clause 52.212-2, Evaluation - Commercial Items, applies to this acquisition. (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. Evaluation factors that will be used to evaluate the offer most advantageous to the Government, price and other factors considered, include: (1) ability to meet the technical requirements stated in this presolicitation, (2) Past Performance: The offeror must submit with their proposal a list of the last three (3) contracts completed during the past two (2) years and / or contracts awarded currently in process that are similar in nature to the work scope. Contracts listed may include those entered into by the Federal Government, agencies of state and local governments and commercial concerns. Newly formed entities without prior contracts should list contracts and subcontracts as required above for all key personnel. For each contract, subcontract, or reference include: (i) Name of Contracting Organization; (ii) Contract Number (for subcontracts, provide the prime contract number and the subcontract number); (iii) Contract Type; (iv) Total Contract Value; (v) Description of Requirement; (vi) Contracting Officer's Name and Telephone Number; (vii) Program Manager's Name and Telephone Number; and (viii) North American Industry Classification System(NAICS) Code. The Government is not required to contact all references provided by the offeror. (3) Price. The Government will evaluate offers for award purposes by making a price reasonableness determination. Offerors must submit redacted prior contracts or orders or historical pricing information essentially equal to a commercial item price list containing the price offered for the subject items. Responses to this solicitation must include clear and convincing evidence of the Offeror's capability of fulfilling the requirement as it relates to the technical evaluation criteria. Offerors may respond with a quotation indicating their ability to provide the technical specifications stated in this solicitation. Responses will be evaluated based on contractor's ability to meet the government's essential requirements stated in this notice and on ability to deliver required supplies. The provision at FAR Clause 52.212-3, Offeror Representations and Certifications Commercial Items, applies to this acquisition. The provision at FAR Clause 52.212-4, Contract Terms and Conditions-Commercial Items, applies to this acquisition. The provision of FAR Clause 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items, applies to this acquisition. The provision at FAR 52.217-5 Evaluation of Options, applies to this acquisition. The Clause at and 52.217-9, Option to Extend the Term of the Contract, applies to this acquisition. The clause at 52.222‐51, Exemption from Application of the Service Contract Act to Contracts for Maintenance, Calibration, or Repair of Certain Equipment‐‐Requirements (Nov 2007) (41 U.S.C. 351, et seq.) applies to this acquisition. There are no additional contract requirement(s) or terms and conditions applicable to this acquisition. The Defense Priorities and Allocations System (DPAS) are not applicable to this requirement. Responses to this solicitation must include sufficient information to establish the interested parties' bona-fide capabilities of providing the product or service. The price quote will include: unit price (including personnel hours if applicable), list price, shipping and handling costs, delivery days after contract award, delivery terms, prompt payment discount terms, F.O.B. Point (Destination or Origin), product or catalog number(s); product description; and any other information or factors that may be considered in the award decision. Such factors may include: past performance; special features required for effective program performance; trade-in considerations; probable life of the item selected as compared with that of a comparable item; warranty considerations; maintenance availability; and environmental and energy efficiency considerations. Responses to this solicitation must include clear and convincing evidence of the offeror's capability of fulfilling the requirement as it relates to the technical evaluation criteria and a price proposal. The price proposal will be formatted as in table format and include a total estimated cost for each base and four option years and total cost if all option years are exercised. One preventive maintenance Service Plan at fixed pricing is anticipated on an annual basis. Offerors must include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications Commercial Items, with their offer, or provide a copy of the valid certifications registrations and Representation and Certifications from the System of Award Management (SAM) applications at www.SAM.gov, which may be indicated on the Offeror's cover sheet. In addition the Dun & Bradstreet Number (DUNS), the Taxpayer Identification Number (TIN), and the certification of business size must be included in the response. All Offerors must have an active registration in the System for Award Management (SAM) www.sam.gov." This synopsis is not a request for competitive proposals. However, interested parties may identify their interest and capability to respond to this notice. A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government. The information received will normally be considered solely for the purposes of determining whether to proceed on a non-competitive basis or to conduct a competitive procurement. All responsible sources may submit a bid, proposal, or quotation which will be considered by the agency. All responses must be received no later than June 9, 2016 at 4:00 PM Eastern and must reference solicitation number HHS-NIH-NIDA-SSSA-NOI-2016-392. Responses must be submitted electronically to Hunter.Tjugum@nih.gov. Fax responses will not be accepted. For information regarding this solicitation, contact Hunter Tjugum by email at hunter.tjugum@nih.gov or by phone at (301) 827-5304.
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