Request for Quotation (RFQ)
Solicitation ID: RFQ-NIAID-25-2244309
This notice is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulations (FAR) Subpart 12.6 “Streamlined Procedures for Evaluation and Solicitation for Commercial Items”, as applicable, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; (a written solicitation will not be issued) and quotations (quotes) are being requested. The solicitation number is RFQ-NIAID-25-2244309 and the solicitation is issued as a Request for Quotation (RFQ).
This acquisition will be processed under FAR Part 13 Simplified Acquisition Procedures. The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2025-01 Effective November 12, 2024.
The North American Industry Classification System (NAICS) code for this procurement is 811210, OTHER ELECTRONIC AND PRECISION EQUIPMENT REPAIR AND MAINTENANCE BUSINESS SIZE STANDARD OF $34 Million. This requirement is not set-aside for small business. The Government anticipates making a single award Firm Fixed Price (FFP) purchase order. By submission of a quote, the Offeror acknowledges the requirement that a prospective awardee shall be registered and viewable in the System for Award Management (SAM) database prior to award, during performance, and through final payment resulting from this solicitation (www.sam.gov).
STATEMENT OF NEED
The Vaccine Research Center (VRC) at the National Institutes of Health (NIH) focuses on developing effective AIDS vaccines. The purpose of this acquisition is to provide a service agreement for a FACSymphony S6 Cell Sorter (serial # R66293700114) and five (5) various lasers that will maintain the equipment in optimal operating condition. The sorters are constantly in use throughout the day, and if they were put out of action due to lack of maintenance or mechanical failure, the ability of the investigators in the VRC to conduct their research would be severely handicapped. It is for this reason that a Service Agreement is essential. The service agreement must have the characteristics outlined in the Statement of Need below.
This statement of need is for the procurement of a one-year service agreement for the following BD instruments:
Period of Performance: 12/13/2024-12/12/2025
1. S6 EAU, S/N R66293700114
2. MPB 532-1000 SORP Green Laser, S/N NO-SERIAL-17486
3. G4 355-60 w/BD UV Lsr Serial Number: NO-SERIAL-17485
4. MPB 628-1000 .3mm Red SORP Lsr, Serial Number: NO-SERIAL-17483
5. SAPPHIRE 488-400 Blue Lsr, Serial Number: NO-SERIAL-17482
6. OBIS 405-100 LX Violet Lsr, Serial Number: NO SERIAL-17484
Minimum Requirements:
A. Full coverage for OEM replacement parts, labor, and travel to include Two (2) Preventive Maintenance Inspections to be performed during a twelve-month period and Two (2) PM Kits will be provided Software Revisions that are released during the Agreement term.
B. Remote Technical Support (Monday 8:00 AM to Friday 5:00 PM Eastern time)
C. 48-hour targeted response time for onsite applications support (troubleshooting and repairs)
D. 48-hour targeted response time for all emergency repairs and all on site visits
E. Instrument control software (controls the instrument for sequencing runs) and hardware proprietary updates (can occur during scheduled preventative maintenance visits, unless critical for operation of instrument) software and firmware updates upon request, and in conjunction with a scheduled Preventive Maintenance or Corrective Maintenance visit, including software revisions.
F. Unlimited service visits during normal business days hours, excluding Federal holidays
G. Unlimited telephone support for instruments and applications
H. Required reagents for use in the preventative maintenance and emergency repairs
I. Priority onsite scheduling equal to a manufacturers direct contract, to ensure minimal down time of instrumentation. Priority is defined as giving priority scheduling equal to a direct contract and guaranteeing the equivalent manufacturer’s priority onsite response. If you are a third-party service provider, the priority scheduling and/or response time, must be listed on a capabilities statement, as well as documentation of OEM trained technicians is required.
By submitting a quotation, the interested vendors are accepting that the government terms and conditions as outlined in this solicitation, shall prevail over the final award. All submitted quotations shall include:
Quote Instructions
• Indicate the order of priority in which repairs will be scheduled. (For example, if the vendor serves multiple clients, which clients, if any, take precedence over others. If there is a tier-based system that prioritizes certain clients or certain types of repairs over others, indicate at what tier or priority of service that is being quoted.)
• Indicate the nature of software updates/revisions during the service period. Include when they will be implemented (for example, will revisions/updates be provided and released to NIAID, during PM visits only, upon immediate release, or on another schedule)
* Provide End User License Agreement (EULA) if applicable
• Vendor is invited to include past performance references of similar services, including the description of the service, the period of performance, and a client contact name and phone number for that award.
• Quote must include a response to all minimum service requirements and all instructions for the quote for the offer to be accepted as responsive.
• Vendor must include Unique Entity ID number from sam.gov registration
Delivery location is FOB Destination: 40 Convent Drive Room# 5606 Bethesda Maryland 20814
Each response must clearly indicate the capability of the vendor to meet all specifications and requirements. The Government will evaluate only those quotes that fully meet the requirements as outlined above and respond to the solicitation instructions and requirements. Failure to furnish a full and complete quote as instructed will result in the Quoter’s response being considered non-responsive and will therefore be eliminated from further consideration and award.
EVALUATION
The government intends to award a firm fixed price purchase order to the responsible contractor as a result of this RFQ that will include the terms and conditions set forth herein. By submitting an offer in response to this RFQ, confirms acceptance that the government terms and conditions will prevail over the award. The award will be based on the following: the capability to meet the technical requirements and price.
SPECIAL NOTICE TO QUOTERS
Quoters are advised that the Government may share your information with non-government personnel who are assisting with the evaluation of quotes. The exclusive responsibility for source selection will reside with the Government. By submitting your quote, you will be consenting to disclosure of your quote to non-government personnel for purposes of evaluation.
ELECTRONIC INVOICING
The successful vendor may submit an invoice once a shipment is delivered. NIAID will only accept invoices for completed services and units that have been delivered to NIAID.
NIH is using a phased transition approach from the NIH Office of Financial Management (OFM) Electronic Invoice Submission instructions to the Department of Treasury’s Invoice Processing Platform (IPP). For contractors that have transitioned to IPP, the Contractor must submit invoices to the Department of Treasury's Invoice Processing Platform (IPP) at https://www.ipp.gov. For contractors that have not transitioned to IPP, the Contractor shall submit invoices to the National Institutes of Health (NIH)/Office of Financial Management (OFM) via email at invoicing@nih.gov with a copy to the approving official until the Contractor has been notified of its transition to IPP.
PROVISIONS AND CLAUSES
By submitting a quote in response to this solicitation, vendor is accepting the following terms and conditions:
The following FAR provisions apply to this acquisition:
FAR 52.212-1 Instructions to Offerors Commercial Items (SEP 2023)
FAR 52.212-3 Offerors Representations and Certifications - Commercial Items (MAY 2024)
FAR 52.204-7 System for Award Management (OCT 2018)
(Offerors must complete annual representations and certifications on-line at http://www.sam.gov/ in accordance with FAR 52.212-3 Offerors Representations and Certifications- Commercial Items (Please ensure FAR 52.209-2 -- Prohibition on Contracting with Inverted Domestic Corporations--Representation. (Nov 2015) is updated in your SAM record)
FAR 52.203-18 Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements – Representation (JAN 2017)
FAR 52.204–26 Covered Telecommunications Equipment or Services-Representation
(OCT 2020) *** Must complete representation if attached to this solicitation- see attachment 52.204-26
FAR 52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998)
This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): https://www.acquisition.gov/
The following FAR contract clauses apply to this acquisition:
FAR 52-212-4 Contract Terms and Conditions Commercial Items (NOV 2022)
FAR 52-212.5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items (NOV 2024)
*The applicable subparagraphs of FAR52.212-5 are included in the attachment to this posting.
FAR 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (MAR 2023)
FAR 52.204-13 System for Award Management Maintenance (OCT 2018)
FAR 52.204-25 Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment (NOV 2021)
HHSAR 352.222-70, Contractor Cooperation in Equal Employment Opportunity Investigations (December 2015)
Google
Office
LinkedIn
Slack