Maintenance Support Services for Gilson Inc Equipment

Maintenance Support Services for Gilson Inc Equipment Pre-Solicitation Notice of Intent to Sole Source HHS-NIH-NIDA-SSSA-NOI-17-224 INTRODUCTION This is a combined synopsis/pre-solicitation for commercial items prepared in accordance with the format in Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This acquisition is being conducted in accordance with the procedures of FAR Part 13--Simplified Acquisition Procedures and FAR Part 12--Acquisition of Commercial Items. The solicitation number is HHS-NIH-NIDA-SSSA-NOI-17-224 and the solicitation is issued as a PRE-SOLICITATION, NOTICE OF INTENT, to award a contract on a noncompetitive basis to Gilson Inc located at 3000 Parmenter St. Middleton, WI 53562. REGULATORY & STATUTORY AUTHORITY This acquisition is conducted under the authority of the Federal Acquisition Regulation (FAR) Part 13--Simplified Acquisition Procedures, Subpart 13.106-1, only one responsible source and no other supplies or services will satisfy agency requirements, and FAR Part 12--Acquisition of Commercial Items and is NOT expected to exceed the simplified acquisition threshold. Contracts awarded using FAR Part 13--Simplified Acquisition Procedures are exempt from the requirements of FAR Part 6--Competition Requirements. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-95, dated January 19, 2017. NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) CODE The associated NAICS code for this requirement is 811310 with size standard of $7.5 Million Dollars. CONTRACTING WITHOUT PROVIDING FOR FULL OR OPEN COMPETITION (INCLUDING BRAND-NAME) DETERMINATION The non-competitive determination is based upon the market research conducted as prescribed in FAR Part 10--Market Research, which indicates that only Gilson Inc is capable of providing the necessary support services. Specifically, Gilson Inc `is the original equipment manufacturer (OEM) of the instruments requiring service and the instruments are proprietary to this company. As such, only Gilson Inc is authorized to provide service and parts for this equipment. Use of any other contractor would place equipment integrity in jeopardy which would then risk continuity of science; should the equipment not remain fully operational to original equipment manufacturer standards, standardization of longitudinal research study data would be jeopardized and any loss of this data would be to the serious detriment of the National Center for Advancing Translational Sciences mission. Accordingly, only Gilson Inc is capable of providing the required maintenance support services. 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. 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. DESCRIPTION OF REQUIREMENT Background The mission of the NCGC is to apply the tools of small molecule screening and discovery to the development of chemical probe research tools, for use in the study of protein and cell functions, and biological processes relevant to physiology and disease. In our research, we need to assess the biological utility of small molecules, prepared in our laboratory. This determination relies on the purity and correct identity of the compound of interest. Here at the NIH Chemical Genomics Center, we are engaged in various research activities, including, but not limited to, high-throughput screening, parallel synthesis, assay optimization and bioconjugate preparation. This is an integral part of our purification instrumentation as it is both an injector and a fraction collector. When integrated into existing equipment, it draws the sample into the system. After the sample flows through the system, this same piece of equipment collects the pure sample into individual test tubes. We need to assess the biological utility of small molecules, prepared in our laboratory. Most every experiment done in our lab requires solvent for synthesis and purification, specifically HPLC purification where a high volume of fractions containing purified sample are produced. This equipment requested will increase the current capacity of our lab so we can purify more samples in a shorter period of time. The increasing number of chemists in our group synthesizing requires additional equipment to meet the demand of increasing number of target molecules being produced. This is a unique piece of instrumentation. This request is for a Service Agreement that covers all service repairs and one Preventative Maintenance (PM) visit for the specified equipment for one year. If warranty service becomes necessary, the instrument will be repaired or replaced at Gilson's option. Details of the work and testing to be performed during the PM Service visit are included in the quotation. Response time will be at the best efforts of the service representative. Purpose and Objectives The purpose of this acquisition is to maintain service agreement for Gilson Systems. Project Description The vendor must provide Extended Warranty Agreement and Preventative Maintenance for the following: Extended Warranty Equipment Equipment: SID1743 Serial Number *WARRANTY EXTENSION, FOR GX-271 LIQUID HANDLER 260G9N217 *Includes the following components: GX-271 Prep Solvent System 260F9H040 Direct Injection Module 260F9J048 Extended Warranty Equipment Description: SID1861 Serial Number WARRANTY EXTENSION, 333 PUMP 380F8C224 WARRANTY EXTENSION, 334PUMP 380L8D436 Extended Warranty Equipment Equipment: SID2173 Serial Number WARRANTY EXTENSION FOR GX-281 LIQUID HANDLER* 261G4G021 *Includes the following components: GX-281 Z Drive 261E4L019 GX-281 Prep Solvent System 261F4H022 GX-281 Direct Injection Module 261G4J066 WARRANTY EXTENSION FOR 333 H3 PUMP 381G4C010 WARRATNY EXTENSION FOR 334 H3 PUMP 381H4D011 WARRANTY EXTENSION FOR 159 UV/VIS DETECTOR DNA142716002 WARRANTY EXTENSION FOR VALVEMATE II 330G9C083 Preventative Maintenance Agreement Description: SID1743 Serial Number GX-271 Prep Solvent System 260F9H042 GX-271 Direct Injection Module 260F9J048 306 Pump 360F8D275 306 Pump 360H8D378 155 UV/VIS Detector 100G9G016 Valvemate 330G9C081 Valvemate 330G9C082 Description: SID1861 Serial Number GX-281 Prep Solvent System 261M0G029 GX-281 Direct Injection Module 261H0J072 333 H3 Pump 380F8C224 334 H3 Pump 380L8D436 155 UV/VIS Detector 101B0G008 Description: SID2173 Serial Number GX-281Prep Solvent System 261F4H022 GX-281 Direct Injection Module 261G4J066 333 H3 Pump 381G4C010 334 H3 Pump 381H4D011 159 UV/VIS Detector DNA142716002 Valvemate 330G9C083 Preventative Maintenance (PM) Procedures: 1. (271) Replace rotor seal of prep solvent system & direct injection module 2. (281) Replace rotor seals of solvent system and direct injection modules 3. (306) Rebuild pump heads, replacing check valves, seals 4. (306) Replace return spring 5. (333) Rebuild pump heads, replacing check valves and seals 6. (15x) Replace UV lamps, clean flow cell 7. (Vmate) Replace valve rotor seal 8. (Vmate) Inspect and clean valve PM Parts Breakdown - SID1743 Machine Part Description Qty. GX-271 Prep Solvent System ROTOR,VALCON E2,6 PORT,C25-616 1 GX-271 Direct Injection Module ROTOR,VALCON H,6 PORT,C2-30R6 1 306 Pumps (qty 2) SPARE PARTS KIT, 50SC PUMP HEAD 2 RETURN SPRING, 50/100SC 2 155 UV/VIS Detector LAMP ASSY, UV, 118 UV/119 UV 1 Valvemate II (3 qty) ROTOR,VALCON H,6 PORT,C2-30R6 1 PM Parts Breakdown - SID1861 Machine Part Description Qty. GX-281 Prep Solvent System ROTOR, VALCON E2, 6 PORT, C25-616 1 GX-281 Direct Injection Module ROTOR, VALCON H, 6 PORT, C2-230R 1 INJECTION PORT SEAL, PTFE, ASPEC221/222XL 1 333 & 334 H3 Pumps PISTON SEAL, FLANGE-TYPE, UHMWPE, YLW, H3 2 SEAL, PISTON, BLK, PTFE, H3 PUMP HEAD 2 CHECK VALVE CARTRIDGE, INLET OR OUTLET 8 155 UV/VIS Detector LAMP ASSY, UV, 118/119UV 1 PM Parts Breakdown - SID2173 Machine Part Description Qty. GX-281 Prep Solvent System ROTOR,VALCON E2,6 PORT,C25-616 1 GX-281 Direct Injection Module ROTOR,VALCON H,6 PORT,C2-30R6 1 INJECTION PORT SEAL, PTFE, ASPEC/221/222XL 1 333 & 334 H3 Pumps PISTON SEAL,FLANGE-TYPE,UHMWPE,YLW,H3 2 SEAL, PISTON, BLK, PTFE, H3 PUMP HEAD 2 CHECK VALVE CARTRIDGE,INLET or OUTLET,H3 8 INLET FILTER,20UM,316SS,17MM,333-334 2 FILTER,FRIT,1.6X19MM, 10UM, SS, 333/334 1 159 UV Detector LAMP CERAMIC, DEUTERIUM, 159 1 Valvemate II ROTOR,VALCON H,6 PORT,C2-30R6 1 Systemm LC System Verification* 1 *Complete system verification included at no additional charge. Government Responsibilities: NCATS will provide access to the facilities located at 9800 Medical Center Drive, Building B, Bethesda, MD 20850 as necessary. Reporting Requirements: There are no reporting requirements Non-Personal Service Statement: In accordance with FAR 37.104, this requirement is for non-personal services and does not include any inherently governmental functions; functions that are closely associated with inherently governmental functions; unauthorized personal services; critical and/or core functions. Period of Performance Base Period July 1, 2017 - June 30, 2018 Option Period 1 July 1, 2018 - June 30, 2019 Option Period 2 July 1, 2019 - June 30, 2020 Option Period 3 July 1, 2020 - June 30, 2021 Option Period 4 July 1, 2021 - June 30, 2022 Place of Performance: The place of performance shall be the National Center for Advancing Translational Sciences site located at 9800 Medical Center Drive Building B Room C217 Bethesda, MD 20850. Contract Type A Firm Fixed Price Purchase Order is contemplated. The order shall be sourced via the Open Market on a single-source basis and is not expected to exceed $150,000. RESPONSE INSTRUCTIONS Responses to this solicitation must include sufficient information to establish the interested parties' bona-fide capabilities of providing the product or service. Offerors must provide both 1) a technical response and 2) a separate price quote. The price quote shall include: unit price, list price, shipping and handling costs, delivery days after contract award, delivery terms, prompt payment discount terms, F.O.B. Point (Destination or Origin), product or catalog number(s); product description; and any other information or factors that may be considered in the award decision. Such factors may include: past performance; special features required for effective program performance; trade-in considerations; probable life of the item selected as compared with that of a comparable item; warranty considerations; and maintenance availability. PLEASE ENSURE THAT ALL EVALUATION CRITERIA ARE SPECIFICALLY ADDRESSED IN ANY RESPONSE(S) SUBMITTED. EVALUATION CRITERIA FAR clause 52.212-2, Evaluation - Commercial Items (October 2014) applies to this acquisition and the specific evaluation criteria to be included in paragraph (a) of that provision are as follows: The Government will award a contract resulting from this requirement on the basis of best value, technical factors and price considered. Technical factors together shall be considered more important than price and all technical evaluation factors are detailed below. Factor 1: Technical Approach The contractor shall detail in its technical proposal how it shall meet each of the project requirements. Factor 2: Price Competitiveness The contractor shall demonstrate price competitiveness. Factor 3: Past Performance The Contractor shall provide a list of two (2) contracts or purchase orders completed during the past five (5) years, similar in size and scope to the maintenance requirements outlined in this Statement of Work. Experience must be specific to provision of laboratory instrument maintenance and shall include the following information for each contract or purchase order listed: a. Name of Contracting Organization b. Total Contract Value c. Description of Requirement d. Contract Period of Performance Past Performance shall be evaluated for relevance to the current requirement. Technical proposals will be evaluated using a summary adjectival rating in accordance with the following scale: Excellent The proposal has exceptional merit and reflects an excellent approach which will clearly result in the superior attainment of all requirements and objectives. This clearly achievable approach includes several advantageous characteristics of substance, and very few disadvantages, which can be expected to result in outstanding performance. The risk of unsuccessful performance is very low as the proposal provides solutions which are unquestionably feasible and practical. These solutions are further considered very low risk in that they are exceptionally clear and precise, fully supported, and demonstrate a clear understanding of the requirements. Risk Level: Very Low Good The proposal demonstrates a sound approach which is expected to meet all requirements and objectives. This sound approach includes advantageous characteristics of substance, and few relatively minor disadvantages, which collectively can be expected to result in satisfactory performance. The risk of unsuccessful performance is low as the proposal contains solutions which are considered feasible and practical. These solutions are further considered to reflect low risk in that they are clear and precise, supported, and demonstrate an understanding of the requirements. Risk Level: Low Acceptable The proposal demonstrates an approach which is capable of meeting all requirements and objectives. The approach includes both advantageous and disadvantageous characteristics of substance, where the advantages are not outweighed by the disadvantages. Collectively, the advantages and disadvantages are likely to result in acceptable performance. The risk of unsuccessful performance is moderate, as the proposal solutions are generally feasible and practical. These solutions may also be considered to reflect moderate risk in that they may be somewhat clear and precise, partially supported, and/or demonstrate a general understanding of the requirements. Risk Level: Neutral Marginal The proposal demonstrates an approach which may not be capable of meeting all requirements and objectives. The approach has disadvantages of substance and advantages, which if they exist, are outweighed by the disadvantages. Collectively, the advantages and disadvantages present a low or questionable likelihood of resulting in satisfactory performance. The risk of unsuccessful performance is high as the proposal contains solutions which may not be feasible and practical. These solutions may also be considered to reflect high risk in that they lack clarity and precision, are generally unsupported, and/or do not demonstrate a complete understanding of the requirements. Risk Level: High Unacceptable The proposal demonstrates an approach which, based on a very high risk, will very likely not be capable of meeting all requirements and objectives. This approach has several disadvantages of substance, and advantages which, if they exist, are outweighed by disadvantages. Collectively, the advantages and disadvantages are unlikely to result in satisfactory performance. The risk of unsuccessful performance is very high as the proposal contains solutions which are not feasible and practical. The solutions may also be considered to reflect very high risk in that they lack any clarity or precision. Risk Level: Very High APPLICABLE TERMS AND CONDITIONS INCORPORATED BY REFERENCE The FAR clauses and provisions below shall apply to this solicitation. 1. All Offerors MUST be actively registered in the System for Award Management (SAM) www.sam.gov. 2. The provision at FAR clause 52.212-1, Instructions to Offerors - Commercial Items (JAN 2017), applies to this acquisition. 3. A completed copy of the provision at FAR clause 52.212-3, Offeror Representations and Certifications - Commercial Items (JAN 2017), is required with any offer submitted. This requirement may be met by completion of the provision in the System for Award Management. 4. FAR Clause 52.212-4, Contract Terms and Conditions - Commercial Items (JAN 2017) is applicable to this acquisition. 5. FAR Clause 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (JAN 2017) apply to this acquisition. The following clauses shall be checked/included in this clause: 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Oct 2015) 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Oct 2015) (31 U.S.C. 6101 note). 52.217-5, Evaluation of Options (July 1990). 52.217-9 Option to Extend the Term of the Contract. (March 2000). 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (OCT 2014) (if the offeror elects to waive the preference, it shall so indicate in its offer) 52.219-28, Post Award Small Business Program Rerepresentation (Jul 2013) 52.222-3, Convict Labor (June 2003) 52.222-19, Child Labor-Cooperation with Authorities and Remedies (Feb 2016) 52.222-21, Prohibition of Segregated Facilities (Apr 2015). 52.222-26, Equal Opportunity (Sept 2016) 52.222-36, Equal Opportunity for Workers with Disabilities (Jul 2014) 52.222-50, Combating Trafficking in Persons (Mar 2015) 52.222-53, Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services-Requirements (May 2014) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) 52.225-13, Restrictions on Certain Foreign Purchases (June 2008) 52.232-33, Payment by Electronic Funds Transfer-System for Award Management (Jul 2013) 6. The Defense Priorities and Allocations System (DPAS) are not applicable to this requirement. In addition, the Dun & Bradstreet Number (DUNS), the Taxpayer Identification Number (TIN), and the certification of business size must be included in the response. CLOSING STATEMENT All responsible sources may submit a bid, proposal, or quotation which shall be considered by the agency. All responses must be received by the closing date of this announcement must reference solicitation number HHS-NIH-NIDA-SSSA-NOI-17-224. Responses shall be submitted electronically to contact@example.gov. Fax responses will not be accepted. For information regarding this solicitation, contact Jermaine Duncan by email at contact@example.gov or by phone at +1 (555) 000-0000.