Maintenance Agreement for Leica Microscopes and Lasers for the Division of Intramural Research (DIR)

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-25-2258317 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 2025-04 effective June 11, 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 Biological Imagining Section (BIS) Unit of the Research Technologies Branch (RTB) provides state-of-the-art technologies to support the ultrastructural imaging needs of the National Institute of Allergy and Infectious (NIAID) scientists both in the Bethesda, Maryland area and at the Rocky Mountain Laboratories (RML) in Hamilton, Montana. The facility provides sample preparation and analysis ranging from basic to high-resolution structural studies to immuno-localization of selected antigens for various specimens. Various methods, protocols, and equipment are employed to accommodate different preparative and imaging needs. Real-time viewing of samples by video image-sharing is available to NIAID users, allowing scientists at across various locations to view samples simultaneously with microscopy staff. To continue supporting the needs of NIAID researchers, the RTB must continue to upgrade and maintain its instrumentation. The RTB supports NIAID investigators with various of state-of-the-art microscopy techniques and technologies. RTB requires service agreements for the Leica microscopy equipment in the BIS unit. These microscopes are crucial for high-resolution data collection needed for structural studies. The high-resolution microscopes will be rendered unusable without the functioning Leica microscopes. OEM-trained engineers and parts play an essential role in keeping the microscopes working at peak performance. Without a service contract that includes preventive maintenance visits and prompt service to remedy downtime, the microscopy unit would fail to support the scientific mission of the DIR investigators. Specifically, RTB BIS is seeking maintenance service for various Leica equipment listed below. SP8 AOBS HyD#81-262 (Equipment No. 11367649, Serial No. 8100000262) SP8 AOBS IR 81-949 (Equipment No. 11727770, Serial No. 8100000949) SP8 AOBS TAN 81-1589 (Equipment No. 12112550, Serial No. 8100001589) SP8 AOBS IR 811-2304 (Equipment No. 12462622, Serial No. 8110002304) SP8 WLL2 SMD 811-2280 (Equipment No. 12462620, Serial No. 8110002280) WhiteLight Laser#844 (Equipment No. 10781511, Serial No. 5100000844) TIRF 504292 (Equipment No. 12682989, Serial No. 504292) SP8 WLL2 TAN (Equipment No. 12651648, Serial No. 8110002638) 83-270 (Equipment No. 12916376, Serial No. 8300000270) STELLARIS 405 83-270 (Equipment No. 12916376, Serial No. 8300000270) STELLARIS 638 83-270 (Equipment No. 12916376, Serial No. 8300000270) STELLARIS 8 83-270 (Equipment No. 12916376, Serial No. 8300000270) The service contract must meet all the technical requirements listed in the attached Statement of Work (SOW) and below: Unlimited service visits by manufacturer-trained and qualified field service engineers. 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. 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. 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. 24-hour guaranteed priority response time after receipt of a service call. 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. 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) Field service representative trained to provide service in biosafety level 2 (BSL-2). PERIOD OF PERFORMANCE The anticipated period of performance is August 1, 2025 to July 31, 2026. PLACE OF PERFORMANCE NIH/NIAID 903 South 4th Street Hamilton, MT 59840 INSTRUCTIONS All interested vendors shall provide a quote for the requirement as outlined in this solicitation. All quotes shall include: Response to all minimum technical requirements and instructions for the quote to be accepted as responsive. Technical support. Quote must indicate: Days/hours and exclusions of operation for remote support Days/hours and exclusions of Onsite visits Days/hours and exclusions of Onsite Emergency Repair visits If technical support includes a priority status Support response. Quote must indicate: Remote support response time (include guarantees) Onsite visit response time (include guarantees, zoning/geography restrictions if applicable) 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. 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. 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) is applicable. All manufacturers and serial number must be listed for each piece of equipment quoted per line. Period of performance must be included on quote. 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. Price(s) (unit price, extended price, total price) Point of contact: name, phone number & email 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 July 25, 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 July 18, 2025, at 3:00 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) LIST OF ATTACHMENTS Attachment 1 - Statement of Work Attachment 2 - Full Text Clauses