SOLICITATION NOTICE
J -- Maintenance Services for Government-owned Olympus Instruments.
- Notice Date
- 4/17/2018
- 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
- N02CO82547-95
- Archive Date
- 5/8/2018
- 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 U.S. Department of Health and Human Services (DHHS), National Institutes of Health (NIH), National Cancer Institute (NCI), Center for Cancer Research (CCR) plans to procure on a sole source basis Maintenance service for Government-owned Olympus Instruments from Olympus America Inc.; 3500 Corporate Pkwy, Center Valley, PA, 18034. 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 $20.5M. Only one award will be made as a result of this solicitation. This will be awarded as a firm fixed price purchase order. OBJECTIVE The objective of this acquisition is to provide a maintenance service agreement for Government-owned Olympus Instruments. The Contractor shall provide all labor, material, and equipment to provide maintenance services for (1) one MPE-RS Single, (SN-5J43822) and (1) one Insight DS Laser, (SN-1316). The maintenance service agreement must include the following coverage options: • FluoView Multiphoton excitation resonance scanner (FVMPE-RS) Single line ext. warranty • Simultaneous (SIM) Scanner extended. warranty on Resonance Scanner (RS) • Visable (VIS) laser Comb. Ext. warranty on Resonance Scanner (RS) • 458 nanometer Laser Diode Ext. on Resonance Scanner (RS), warranty • 588 nanometer laser diode ext. warranty on Resonance Scanner (RS) • 405 nanometer laser diode ext. warranty on Resonance Scanner (RS) • Spectra physics insight ext. warranty gold level Serial# 1316 All maintenance service shall be performed on-site, in accordance with the manufacturer's standard commercial maintenance practices, by an Original Equipment Manufacturer (OEM) authorized and trained Service Engineer. The Contractor shall provide software service in accordance with the manufacturer's latest established service procedures, to include remote access (email and telephone) and software technical support at no additional cost to the Government. Service shall be provided during normal working hours (8am to 5pm EST), Monday through Friday excluding Federal Holidays. All service calls and travel time, labor, and any necessary approved parts shall be included at no additional cost to the Government. CONTRACT REQUIREMENTS/ AND PERSONNEL QUALIFICATIONS PREVENTIVE MAINTENANCE: This purchase order does not include preventative maintenance. EMERGENCY SERVICE: Emergency repair services shall be provided on an unlimited basis during the term of this purchase order at no additional cost to the Government. Emergency service shall be provided during normal working hours, (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 respond to the notice immediately and within twenty-four (24) hours furnish an OEM -authorized and trained service engineer to inspect the equipment and perform all repairs and adjustments necessary to restore the equipment to normal and efficient operating condition. These services shall only be provided by authorized, OEM authorized and factory-trained service engineers. 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 OEM replacement parts at no additional cost to the Government, with the exception of consumables. Parts shall be new or re-manufactured to original equipment specifications. SOFTWARE UPDATES/SERVICE: Software updates are not provided under this purchase order. PERSONNEL QUALIFICATIONS: Personnel shall be OEM authorized and trained service engineers. All primary service personnel shall have at least one backup OEM authorized and trained service engineer with at least the same level of expertise and training on the equipment covered by this purchase order. RESPONSE TIMES: Upon receipt of notice that emergency onsite service is required, the Contractor shall respond to the notice immediately and within twenty-four (24) hours of the Government's service request - furnish onsite OEM authorized and trained Service Engineer(s) to 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 scheduled Preventive Maintenance Inspections. 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 purchase order. TYPE OF ORDER This is a firm fixed price purchase order. PERIOD OF PERFORMANCE The period of performance of this acquisition shall be (1) one 12-month base period plus (2) two additional 12-month option periods as follows: Base Period: April 27, 2018 - April 26, 2019 Option Period 1: April 27, 2019 - April 26, 2020 Option Period 2: April 27, 2020 - April 26, 2021 PLACE OF PERFORMANCE The place of performance shall be on site at: 37 Convent Dr. Room 2050 Bethesda, MD 20852 REPORT(S)/DELIVERABLES AND DELIVERY SCHEDULE A written service report will be submitted to the technical point of contact following every installed replacement part, emergency service, and software service/update stating that the instrument has been returned to an operational state. PAYMENT Payment authorization requires submission and approval of invoices to the COR and NIH OFM, in accordance with the attached 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. 52.217-8 OPTION TO EXTEND SERVICES (NOV1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 60 Days. Submission Information Questions must be submitted electronically (via email) to Contract Specialist, Ricky Watson, at ricky.watson@nih.gov in MS Word or Adobe Portable Document Format (PDF), no later than 11:00 AM EST on Thursday, April 19,2018. Quotations must be submitted electronically (via email) to Contract Specialist, Ricky Watson, at ricky.watson@nih.gov in MS Word or Adobe Portable Document Format (PDF), no later than 11:00 AM EST, on Monday, April 23, 2018. All responses must be received by the specified due date and time in order to be considered. QUOTATIONS RECEIVED AFTER THIS DATE AND TIME WILL NOT BE CONSIDERED. No collect calls will be accepted. Please refer to solicitation no: N02CO82547-95 on all correspondence. Evaluation Award will be made to the responsible firm submitting the lowest priced technically acceptable (LPTA) offer; and meeting or exceeding the acceptability standards for the requirements/technical specifications stated above. A technically acceptable quotation is one in which the Quoter complies with the requirements/technical specifications stated above, and does not take exception, nor object to any of the terms contained in this request. Quotations that are not technically acceptable will not be considered further. The technical evaluation will be a determination based on information furnished by the Contractor. The Government is not responsible for locating or securing any information which is not identified in the proposal. The Government reserves the right to make an award without discussions. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any or all quotations if such action is in the public interest; accept other than the lowest quotation; and waive informalities and minor irregularities in quotations received. FAR 52.217-8, the Option to extend services for up to 6 months will be evaluated by adding one-half of the final option period price to quoter's total price. NOTE: Quoters must submit information sufficient to evaluate their quotations based on the detailed factors listed below. Price Quotation The Quoter shall prepare a price quotation that contains all information necessary to allow for a comprehensive evaluation of the prices quoted. Specifically, your quote must include the following: Federal Tax Identification Number (TIN); Data Universal Numbering System (DUNS) Number; and Business Size (e.g., small or large).
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