Service Contract for Leica Imaging Platforms for the Laboratory of Immune System Biology (LISB)   2

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-25-2247744 and the solicitation is issued as a Request for Quotation (RFQ).

This acquisition will be processed under FAR Part 13 Simplified Acquisition Procedures, FAR Subpart 13.5 Simplified Procedures for Certain Commercial Items. The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2025-03 effective January 17, 2025.

The North American Industry Classification System (NAICS) code for this procurement is 811210 Electronic and Precision Equipment Repair and Maintenance with a small 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.

STATEMENT OF NEED

The Laboratory of Immune System Biology (LISB) in the Division of Intramural Research (DIR) at the National Institute of Allergy and Infectious Diseases (NIAID) conducts research in fundamental and applied aspects of immunology. The major research activities of LISB are focused on the basic genetics, molecular biology, and cell biology of the immune system, as well as on human diseases informed by these more basic studies. A key aspect of LISB's research is the development and application of systems and quantitative approaches to dissect how the molecules, cells, and commensals studied by LISB investigators together shape emergent immune system behavior. To do so, LISB along with the Center for Advanced Tissue Imaging (CAT-I) focus on high-tech imaging analysis and advanced microscopy techniques. LISB has multiple high-end platforms already in use for imaging various samples and therefore, a service contract is needed for various equipment to augment those capabilities by providing support upstream of imaging and servicing. Since they are so widely used, a service contract is needed for LISB's microscopy equipment to ensure the optimal condition of and successful continuous operation of instruments without failure. Without a service contract that includes a preventive maintenance visit and prompt service to remedy downtime, there would be detrimental impacts to the research work of LISB's investigators.

Specifically, DIR LISB is seeking a maintenance agreement for various Leica equipment listed below.

• SP8 AOBS IR 81-263 (Equipment No. 11367646, Serial No. 8100000263)
• SP8 WLL2 TAN 811-2284 (Equipment No. 12458257, Serial No. 8110002284)
• SP8WLL2 SMD 81-1644 (Equipment No. 12114243, Serial No. 8100001644)
• SP8WLL2 SMD 81-1645 (Equipment No. 12114242, Serial No. 8100001645)
• THUNDER 516756 (Equipment No. 12800275, Serial No. 516756)
• THUNDER 501004 (Equipment No. 12660478, Serial No. 501004)
• STELLARIS 8- 83-272 (Equipment No. 12914688, Serial No. 8300000272)
• STELLARIS 405 PQ (Equipment No. 12914688, Serial No. 8300000272)
• WLL STELLARIS 8 PP (Equipment No. 12914688, Serial No. 8300000272)
• STELLARIS 83-271 (Equipment No. 12916377, Serial No. 8300000271)
• STELLARIS 488 (Equipment No. 12916377, Serial No. 8300000271)
• STELLARIS 561 (Equipment No. 12916377, Serial No. 8300000271)
• STELLARIS 638 (Equipment No. 12916377, Serial No. 8300000271)
• WLL STELLARIS 83-271 (Equipment No. 12916377, Serial No. 8300000271)

The service contract must meet all the technical requirements listed in the attached Statement of Work (SOW) and below:

1. Unlimited service visits by manufacturer-trained and qualified field service engineers.
2. Unlimited original equipment manufacturer (OEM)'s replacement parts, components, or modules necessary for repairs, excluding multiphoton lasers, third party items, and consumables. Coverage of OEM parts, labor, and travel. Coverage includes all fees associated with repairs (labor and replacement parts) for any service or repairs performed.
3. One (1) onsite Preventive Maintenance inspection to be performed during each period of the base plus 4 option periods contract to ensure the instruments are performing to factory specifications.
4. Priority scheduling and onsite response for all repairs during the period of performance. 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 in your response. OEM Trained Certified Technicians required.
5. 24-hour guaranteed priority response time after receipt of a service call.
6. Proprietary instrument control software and hardware updates (can occur during scheduled firmware updates upon request, and in conjunction with a scheduled Preventive Maintenance or Corrective Maintenance visit), including software revision. Provide End User License Agreement (EULA) if applicable.
7. Unlimited service visits and telephone support during normal business days and hours, excluding Federal holidays, as well as access to expert applications and technology support center (M-F, 8 AM 5 PM EST)
8. Field service representative trained to provide service in biosafety level 2 (BSL-2).

PERIOD OF PERFORMANCE

The anticipated period of performance of the base plus four (4) option periods contact is as follows:

Base Period: May 1, 2025 March 31, 2026

Option Period 1: April 1, 2026 March 31, 2027

Option Period 2: April 1, 2027 March 31, 2028

Option Period 3: April 1, 2028 March 31, 2029

Option Period 4: April 1, 2029 March 31, 2030

PLACE OF PERFORMANCE

NIH/NIAID

4 Memorial Drive

Bethesda, MD 20814

INSTRUCTIONS

All interested vendors shall provide a quote for the requirement as outlined in this solicitation. All quotes shall include:

1. Response to all minimum technical requirements and instructions for the quote to be accepted as responsive.
2. Technical support. Quote must indicate:
   1. Days/hours and exclusions of operation for remote support
   2. Days/hours and exclusions of Onsite visits
   3. Days/hours and exclusions of Onsite Emergency Repair visits
   4. If technical support includes a priority status
3. Support response. Quote must indicate:
   1. Remote support response time (include guarantees)
   2. Onsite visit response time (include guarantees, zoning/geography restrictions if applicable)
   3. Onsite Emergency Repair visit response time (include guarantees, zoning/geography restrictions if applicable) include any additional charges for emergency repairs, not covered in service agreement.
4. All service terms, conditions, and exclusions as a part of, or as an attachment to the quotation. Referenced or linked terms and conditions will not be considered nor included in award.
5. 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)
6. 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) is applicable.
7. All manufacturers and serial number must be listed for each piece of equipment quoted per line.
8. Period of performance must be included on quote.
9. Documentation of OEM trained technicians/engineers: All third-party service providers, must include a letter from OEM certifying service technicians/engineers or proof of OEM training.
10. Price(s) (unit price, extended price, total price)
11. Point of contact: name, phone number & email
12. Unique Entity ID (UEI) and cage code from active SAM.gov registration

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.

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.

Quotes are due by 3:00 PM EST on April 24, 2025. Quotes must be emailed to Kathy Song, Contract Specialist at kathy.song@nih.gov. Late quotes will not be considered. All responsible sources may submit an offer that will be considered by this Agency. Any questions or concerns regarding this combined synopsis/solicitation should be emailed by April 18, 2025, at 12:00 PM EST to kathy.song@nih.gov.

EVALUATION

NIAID will evaluate quotes to determine the best value to the government. NIAID will make that determination based on technical acceptability, past performance, and price. NIAID will evaluate past performance and price only for those quotes which are rated as technically acceptable. In the event quotes are evaluated as technically equal, past performance, and price will become major considerations in selecting the successful Quoter.

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 and services have been rendered. 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

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/

FAR 52.203-18 Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements Representations (Jan 2017)

FAR 52.204-7 System for Award Management (Nov 2024)

FAR 52.204-16 Commercial and Government Entity Code Reporting (Aug 2020)

FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (Nov 2021)

FAR 52.204-26 Covered Telecommunications Equipment or Services-Representation. (Oct 2020)

FAR 52.212-1 Instructions to Offerors Commercial Products and Commercial Services (Sep 2023)

FAR 52.212-3 Offeror Representations and Certification Commercial Products and Commercial Services (May 2024)

The following HHSAR provision is applicable and provided in full text below:

HHSAR 352.239-78 INFORMATION AND COMMUNICATION TECHNOLOGY ACCESSIBILITY NOTICE (FEB 2024) (DEVIATION)

(a) Any offeror responding to this solicitation must comply with established HHS Information and Communication Technology (ICT) accessibility standards. Information about Section 508 is available at https://www.hhs.gov/web/section-508/index.html.

(b) The Section 508 accessibility standards applicable to this solicitation are stated in the clause at 352.239-79 Information and Communication Technology Accessibility. In order to facilitate the Government's determination whether proposed ICT supplies, products, platforms, information, and documentation meet applicable Section 508 accessibility standards, offerors must submit an appropriate HHS Section 508 Accessibility Conformance Checklist (see https://www.hhs.gov/web/section-508/accessibility-checklists/index.html) or an Accessibility Conformance Report (ACR) (based on the Voluntary Product Accessibility Template (VPAT) see https://www.itic.org/policy/accessibility/vpat), in accordance with the completion instructions. The purpose of the checklists and conformance reports are to assist HHS acquisition and program officials in determining whether proposed ICT supplies, products, platforms, information, and documentation conform to applicable Section 508 accessibility standards. Checklists and ACRs evaluate in detail whether the ICT conforms to specific Section 508 accessibility standards and identifies remediation efforts needed to address conformance issues.

(c) If an offeror claims its supplies or services meet applicable Section 508 accessibility standards, and it is later determined by the Government, i.e., after award of a contract or order, that supplies, products, platforms, information, documentation, or services support delivered do not conform to the described accessibility standards, remediation of the supplies, products, platforms, information, documentation, or services support to the level of conformance specified in the contract will be the responsibility of the Contractor at its expense.

(d) In order to facilitate the Government's determination whether proposed ICT supplies meet applicable Section 508 accessibility standards, offerors must submit an Accessibility Conformance Report, in accordance with its completion instructions and tailored to the requirements in the solicitation. The purpose of the Report is to assist HHS acquisition and program officials in determining whether proposed ICT supplies conform to applicable Section 508 accessibility standards. The template allows offerors or developers to self-evaluate their supplies and document, in detail, whether they conform to a specific Section 508 accessibility standard, and any underway remediation efforts addressing conformance issues. Instructions for preparing the HHS Section 508 Evaluation Template are available at https://Section508.gov/.

(e) In order to facilitate the Government's determination whether proposed ICT services meet applicable Section 508 accessibility standards, offerors must provide enough information to assist the Government in determining that the ICT services conform to Section 508 accessibility standards, including any underway remediation efforts addressing conformance issues.

(f) Respondents to this solicitation must identify any inability to conform to Section 508 requirements. If an offeror claims its supplies or services meet applicable Section 508 accessibility standards, and it is later determined by the Government, i.e., after award of a contract or order, that supplies or services delivered do not conform to the described accessibility standards, remediation of the supplies or services to the level of conformance specified in the contract will be the responsibility of the Contractor at its expense.

(g) Items delivered as electronic content must be accessible to HHS acceptance criteria. Checklist for various formats are available at http://508.hhs.gov/. Materials, other than items incidental to contract management, that are final items for delivery should be accompanied by the appropriate checklist, except upon approval of the Contracting Officer or Contracting Officer's Representative.

(End of provision)

FAR 52.252-2 Clauses Incorporated by Reference (Feb 1998)

This contract incorporates one or more clauses 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. Also, the full text of a clause may be accessed electronically at this/these address(es): https://www.acquistion.gov/

FAR 52.204-13 System for Award Management Maintenance (Oct 2018)

FAR 52.204-18 Commercial and Government Entity Code Maintenance (Aug 2020)

FAR 52.204-21 Basic Safeguarding of Covered Contractor Information Systems (Nov 2021)

FAR 52.212-4 Contract Terms and Conditions Commercial Products and Commercial Services (Nov 2023)

FAR 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (Mar 2023)

FAR 52.242-15 Stop-Work Order (Aug 1989)

By reference the Department of Health and Human Services Acquisition Regulation (HHSAR) provisions and clauses that are applicable to this requirement. Copies are available from http://www.hhs.gov/policies/hhsar/:

Clauses

HHSAR 352.203-70 Anti-lobbying (December 18, 2015)

HHSAR 352.208-70 Printing and Duplication (December 18, 2015)

HHSAR 352.222-70 Contractor Cooperation in Equal Employment Opportunity Investigations (December 18, 2015)

HHSAR 352.223-70 Safety and Health (December 18, 2015)

By full text the Department of Health and Human Services Acquisition Regulation (HHSAR) as attachments:

HHSAR 352.232-71 Electronic Submission of Payment Requests (February 2, 2022)

HHSAR 352.239-79 Information and Communication Technology Accessibility (Feb 2024) (DEVIATION)

The following additional clauses are applicable to this requirement and provided in full text as Attachments:

FAR 52.212-5 Contract Terms and Conditions Required to Implement Status or Executive Orders Commercial Products and Commercial Services (Jan 2025) (DEVIATION FEB 2025)

FAR 52.217-8 Option to Extend Services (Nov 1999)

FAR 52.217-9 Option to Extend the Term of the Contract (Mar 2000)

LIST OF ATTACHMENTS

Attachment 1 Statement of Work

Attachment 2 Full Text Clauses