Liquid Nitrogen and Cylinder Maintenance for Cryogenic Freezers

Department of Health and Human Services, National Institutes of Health, National Cancer Institute, Office of Acquisitions, 9609 Medical Center Drive, Room 1E128, Bethesda, MD 20892-9705, United States. Description The National Cancer Institute (NCI), Center for Cancer Research (CCR), Laboratory of Pathology, plans to procure liquid nitrogen (LN2) and cylinder maintenance for government-owned cryogenic freezers on a sole source basis from Roberts Oxygen Company, Inc., 17011 Railroad Street, Gaithersburg, MD 20877. This acquisition will be processed in accordance with the simplified acquisition procedures as authorized by FAR Part 13.106-1(b)(1). The North American Industry Classification System Code is 332420 and the business size standard is 500 employees. Only one award will be made as a result of this solicitation. This will be awarded as a firm fixed price type contract for the cylinder maintenance, with indefinite delivery indefinite quantity (IDIQ) line items for the liquid nitrogen. It has been determined that there is no opportunity to acquire green products or services under this procurement. The Period of Performance shall be for twelve (12) months with four (4) option periods of twelve (12) months. During the base period, the contractor shall deliver a minimum of 30 240-liter liquid nitrogen cylinders and a maximum of 370 240-liter liquid nitrogen cylinders. During the base period, the contractor shall deliver a minimum of 10 160-liter liquid nitrogen cylinders and a maximum of 120 160-liter liquid nitrogen cylinders. During option period 1, the contractor shall deliver a minimum of 30 240-liter liquid nitrogen cylinders and a maximum of 370 240-liter liquid nitrogen cylinders. During option period 1, the contractor shall deliver a minimum of 10 160-liter liquid nitrogen cylinders and a maximum of 120 160-liter liquid nitrogen cylinders. During option period 2, the contractor shall deliver a minimum of 30 240-liter liquid nitrogen cylinders and a maximum of 370 240-liter liquid nitrogen cylinders. During option period 2, the contractor shall deliver a minimum of 10 160-liter liquid nitrogen cylinders and a maximum of 120 160-liter liquid nitrogen cylinders. During option period 3, the contractor shall deliver a minimum of 30 240-liter liquid nitrogen cylinders and a maximum of 370 240-liter liquid nitrogen cylinders. During option period 3, the contractor shall deliver a minimum of 10 160-liter liquid nitrogen cylinders and a maximum of 120 160-liter liquid nitrogen cylinders. During option period 4, the contractor shall deliver a minimum of 30 240-liter liquid nitrogen cylinders and a maximum of 370 240-liter liquid nitrogen cylinders. During option period 4, the contractor shall deliver a minimum of 10 160-liter liquid nitrogen cylinders and a maximum of 120 160-liter liquid nitrogen cylinders. The Laboratory of Pathology has the responsibility to maintain levels of liquid nitrogen in all cryogenic freezers for the purpose of maintaining irreplaceable specimen samples for patient diagnosis and research. The liquid nitrogen cylinders are rented by the Laboratory of Pathology and must be maintained regularly. All cryogenic freezers must be monitored daily using a check-stop procedure to insure all equipment is functioning properly and levels of liquid nitrogen are sufficient. The contractor shall provide all labor, material and equipment (160-liter and 240-liter LN2 Source Tanks) necessary to provide liquid nitrogen and cylinder maintenance for government-owned cryogenic freezers, located in the National Institute of Health, National Cancer Institute, 10 Center Drive, Building 10, Floors B1 & 2. All maintenance services shall be performed in accordance with the manufacturer's standard commercial maintenance practices. Contractor shall perform check-stops scheduled daily (Monday thru Saturday) for LN2 maintenance inspections during the contract period. Service shall be performed by technically qualified factory trained personnel. Service shall consist of delivery, installation, calibration, adjusting, inspection, and refilling of all liquid nitrogen source tanks by contractor 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 repair and/or delivery of LN2 shall be provided on an unlimited basis during the term of this contract at no additional cost to the government. The contractor shall furnish all required replacement parts on 160-liter and 240-liter LN2 source tanks at no additional cost to the Government, with the exception of consumable parts to include batteries. Parts shall be new or remanufactured to original equipment specifications. Personnel shall have a minimum of factory training and experience in the servicing of cryogenic freezers. All primary service personnel shall have at least one backup support with at least the same level of expertise on the equipment covered by this contract. Roberts Oxygen is the only known contractor who can fulfill the requirements of this acquisition. Due to the NCI's requirement of a 24-hours a day, 365-days a year monitoring of its cryogenic freezers, contractor locality and proximity is critical. Roberts Oxygen has 24-hour, 365-day emergency technician and delivery service and is located within 7 miles of the NIH campus in the event of vacuum failure or loss of liquid nitrogen to liquid nitrogen storage freezers in the laboratory or malfunction of laboratory instrumentation. A timely contractor response is critical and required due to the value of the cell-lines stored in the laboratory freezers. Roberts Oxygen is the only known contractor that will deliver inside the building and maintain the liquid nitrogen levels to all cryogenic freezers in accordance with the government's Statement of Work. In addition, Roberts Oxygen is the only know contractor that can monitor all the cryogenic freezers daily using a check-stop procedure to insure all equipment is functioning properly and levels of liquid nitrogen are sufficient. This is not a solicitation for competitive quotations. However, if any interested party believes they can meet the above requirement, particularly small businesses; they should submit a statement of capabilities. All information furnished must be in writing and must contain sufficient detail to allow the NCI to determine if it can meet the above unique specifications described herein. An original and one copy of the capability statement must be received in the NCI Office of Acquisition on or before 11:00 AM EST on May 22, 2013. No electronic capability statements will be accepted (i.e. email or fax) an original and one copy must be sent to the NCI Office of Acquisition to the address stated above. All questions must be in writing and can be faxed (240) 276-5401 or emailed to Laura Glockner, Contract Specialist at laura.glockner@nih.gov. 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. 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 have valid registration and certification in the Central Contractor Registration (CCR) and the Online Representations and Certifications Applications (ORCA) through SAM.gov. No collect calls will be accepted. Please reference solicitation number NCI-130063-LG on all correspondence.