Maintenance Service Contract for Reverse Osmosis Water System

INTRODUCTION This is a notice of intent, not a request for a quotation. THIS IS A PRE-SOLICITATION NON-COMPETITIVE (NOTICE OF INTENT) SYNOPSIS TO AWARD A CONTRACT WITHOUT PROVIDING FOR FULL OR OPEN COMPETITION (INCLUDING BRAND-NAME). The National Institute of Mental Health (NIMH) intends to negotiate on a sole source basis with Neu-Ion, Inc., for a 12-month base contract, with two additional options years for the Maintenance and service for the Reverse Osmosis Water System. NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) CODE and SET ASIDE STATUS The intended procurement is classified under NAICS code 541990 - All Other Professional, Scientific, and Technical Services with a Size Standard of $19.5 million. This intended procurement will be a small business set-aside requirement. REGULATORY AUTHORITY This acquisition is conducted under the authority of the Federal Acquisition Regulation (FAR) Part 13'Simplified Acquisition Procedures. Contracts awarded using FAR Part 13'Simplified Acquisition Procedures are exempt from the requirements of FAR Part 6'Competition Requirements. FAR Subpart 13.106-1 (b) Soliciting from a single source provides that: For purchases not exceeding the simplified acquisition threshold, Contracting officers may solicit from one source IF the contracting officer determines that the circumstances of the contract action deem only one source reasonably available (e.g., urgency, exclusive licensing agreements, brand-name OR industrial mobilization). The resultant contract will include all applicable provisions and clauses in effect through the Federal Acquisition Circular (FAC) Number 2023-04, dated June 02, 2023. DESCRIPTION OF REQUIREMENT Purchase Description Service and Maintenance Repair for the RO Water System Specific Requirements RPM SERVICE WITH EVALUATION REPORT 27044- MONTHLY (first of month) WATER QUALITY CHECKLIST 27044- MONTHLY (After 15th of month) REPLACE RO PREFILTER 17103- MONTHLY (2 EACH TIME) (24) REPLACE POSTFILTER 17307-SEMI-ANNUALLY (14 EACH TIME) (28) REPLACE VENTFILTER 17300-ANNUALLY (2 PER CONTRACT) (2) REPLACE UV BULB 11188- ANNUALLY (2 EACH TIME) (2) REPLACE UV SLEEVE 11241- ANNUALLY (2 EACH TIME) (2) REPLACE UV BULB 11106- ANNUALLY (2 EACH TIME) (2) REPLACE UV SLEEVE 11206- ANNUALLY (2 EACH TIME) (2) SOLAR SALT 21000- MONTHLY (10 BAGS EACH TIME (120) CHECK DISTRIBUTION PUMPS AND ALTERNATING PANEL 27086- MONTHLY EMERGENCY SERVICE BILLABLE 27045- AS NEEDED (REPAIRS MAY BE ADDITIONAL COST) Reverse Osmosis (RO) SYSTEM FOR ANIMAL FACILITY RPM SERVICE WITH EVALUATION REPORT 27044- MONTHLY (FIRST OF MONTH) (12) REPLACE PREFILTER 17103- MONTHLY (1 EACH TIME) (12) REPLACE POSTFILTER 17606- THREE TIMES YEARLY (2 EACH TIME) (6) REPLACE VENT FILTER 17300-ANNUALLY (1 PER CONTRACT) REPLACE UV BULB 11106- ANNUALLY ( 1 EACH) REPLACE UV SLEEVE 11206-ANNUALLY (1 EACH) DISINFECT THE ANIMAL RO SYSTEM AND LOOP 27062/27008/22004/22005/22006- ANNUALLY EMERGENCY SERVICE BILLABLE 27045- AS NEEDED (REPAIRS MAY BE ADDITIONAL COST) Salient Characteristics: Bi-weekly preventative maintenance visits for central Reverse Osmosis water system. Monthly preventative maintenance visits for the animal water distribution system. Monthly pre-filter element replacement on both Reverse Osmosis pre-filters. Monthly brine replenishment. Annual assurance UV bulb replacement for all units. Annual UV quartz sleeve replacement for all units. Annual storage tank vent filter replacement on both tanks. Bi-weekly written report detailing system running parameters for Central Reverse Osmosis System. Monthly written report detailing system running parameters for the animal water Reverse Osmosis system. Semi-annual final filter replacement on the main Reverse Osmosis System filtration. Quarterly replace the final filters on the animal watering system distribution filtration. Annual chemical sanitization of the animal Reverse Osmosis System (RO machine, tank & loop) and provide a written report documenting this action. 24 Hour Emergency service on call availability-unlimited. Monthly grease the bearing frame and distribution pumps Delivery Date 30 days after receipt of purchase order. Period of Performance The proposed period of performance shall be for one year, with two one-year option years. Base: 04/01/2024 - 03/31/2025 Option Year One: 04/01/2025 - 03/31/2026 Option Year 2: 04/01/2026 - 03/31/2027 Level of Effort The Contractor will provide monthly maintenance. Government Responsibilities The contractor shall have supervised access to the building 49 CAF during normal hours and access after-hours, weekends, and holidays for emergency services as authorized. Reporting Requirements All reports and maintenance work shall be reported to the contract Project Officer and Contracting Officer's Representative (COR), Ted Plemons, in addition to the building 49 CAF management staff. OTHER CONSIDERARTIONS: Travel No travel is required for this acquisition. Information System Security Plan Information system security plan is not needed. Data Rights No data rights are required for this acquisition Section 508'Electronic and Information Technology Standards Contractor is not required to develop electronic and information technology standards. Publications and Publicity: The contractor is not required to write publications and conduct publicity. Confidentiality of Information: The contractor will not be given access to confidential information or the exchange thereof. (INCLUDING BRAND-NAME) DETERMINATION The determination by the Government to award a contract without providing for full and open competition is based upon the market research conducted. Specifically, Neu-Ion, Inc., is the only vendor in the marketplace that can provide the services required by National Institute of Mental Health, Veterinary Medicine and Resources Branch (VMRB) The intended source is: Neu-Ion, Inc. 7200 Rutherford Road, Suite 100 Baltimore, MD 21244 (800) 678-4360 / (410) 944-5200 F: (410) 944-5289 Karen Pelter Cirrincione The essential characteristics of the Reverse Osmosis water system provided by Neu-Ion, Inc., that limit the availability to a sole source is that Neu-Ion is the only distributor of the current Reverse Osmosis water systems and allowing any other vendor to supply parts and or services will negate any contractual agreements with this vendor, and void equipment warranties. The current Reverse Osmosis water system is a GE Unit. Neu-Ion is the only GE elite distributor for the state of Maryland and the District of Columbia who provides 24-hour emergency service and supplies all replacement parts for the current Reverse Osmosis water delivery systems located in the building 49 Central Animal Facility. Neu-ion has been maintaining and servicing this particular equipment for over 20 years and licensed to service and distribute GE elite equipment. Thus, for consistency purpose, it is imperative that samples are run by the same core and machines. CLOSING STATEMENT THIS SYNOPSIS IS NOT A REQUEST FOR COMPETITIVE PROPOSALS. However, interested parties may identify their interest and capability to respond to this notice. 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. All responsible sources may submit a capability statement, proposal, or quotation which shall be considered by the agency. The information received will normally be considered solely for the purposes of determining whether to proceed on a non-competitive basis or to conduct a competitive procurement. Responses to this notice shall contain sufficient information to establish the interested parties' bona-fide capabilities for fulfilling the requirement and include: unit price, list price, shipping and handling costs, the delivery period after contract award, the prompt payment discount terms, the F.O.B. Point (Destination or Origin), the Unique Entity ID UEI), the Taxpayer Identification Number (TIN), and the certification of business size. Responses must include the place of manufacturing (i.e. address if supply/equipment is a domestic end product and include country of manufacture). All offerors must have an active registration in the System for Award Management (SAM) www.sam.gov. All responses must be received by the closing date and time of this announcement and must reference the solicitation number, 75N95024R00061. Responses must be submitted electronically to Diedra S. Prophet, Contract Specialist, at diedra.prophet@nih.gov, and Robin Knightly, Contracting Officer, at robin.knightly@nih.gov. U.S. Mail and fax responses will not be accepted.