Monitoring System Upgrade

THIS ANNOUNCEMENT CONSTITUTES THE ONLY SOLICITATION AND A SEPARATE SOLICITATION WILL NOT BE ISSUED. This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Subpart 12.6 under Simplified Acquisition procedures in Subpart 13.5 as supplemental 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. The solicitation number for this acquisition is RFQ 106344-1 and is being issued as a Request for Quote. The incorporated provisions and clauses are those in effect through Federal Acquisition Circular 05-26. This acquisition will be processed under Simplified Acquisition Procedures. The associated North American Industry Classification System (NAICS) Code is 334290. The purpose of this Contract is to engage the services of a Contractor to support the Cold Storage and Environmental Monitoring System for the Pharmaceutical Development Section. 1. Background 1.1 The National Institutes of Health (NIH) Clinical Center (CC) is a clinical research hospital providing all medical services for patients participating in human research protocols of the NIH. The CC provides patient facilities and services for clinical investigations by the NIH Institutes, research in related areas and supervises residency and other training programs. 1.2 The NIH Clinical Center Pharmacy Department provides pharmaceutical care and dispenses medications to inpatient out outpatients. Clinical Center pharmacists provide research support to health care providers and investigators. Pharmacy staff members conduct and participate in research programs that enhance knowledge regarding optimal dosing and appropriate use of investigational and commercially available agents. The Pharmacy Department's Pharmaceutical Development Section manages investigational drug inventories through a computerized information system, prepares customized investigational drug products, and assists investigators in filing Investigational New Drug (IND) applications with the FDA. 1.3 An essential service of this group is to maintain all drugs at their assigned temperatures. It is also required by FDA current Good Manufacturing Practices (cGMPs) that pharmacy be able to document the proper storage of drugs stored at room temperature, under refrigeration and in -20C and -70C freezers. This practice is also required by the JCOAH. 1.4 For the past 5 years we have used a computerized network system purchased from REES Scientific Company. This system has met all our needs and has performed efficiently and well. The service has always been prompt and effective. We have already invested in the current system nearly the same amount of resources that will be required in this Statement of Work and therefore believe that REES Scientific should continue in this service and that the equipment described in this SOW should come from REES as there would be a great expense in time and money in switching to another system. Also to be considered is that the logistics of switching over to a different system would necessarily put our drug supply which is precious and extremely expensive at great risk. 2. Purpose The purpose of this Contract is to engage the services of specialist in cold unit alarm systems to provide cold storage and environmental monitoring services for the Pharmaceutical Development Section of the Pharmacy. 3. Scope of Work 3.1 Task 1: Evaluation and Maintenance of existing system setup. The contractor shall review and install system panels and ports. Maintenance shall include software updates, semi-annual measurements of system functionality and connection status. Provide alarm alerts and means of obtaining graphical reports and all other needs commonly associated with environmental management. 3.2 Task 2. Check all equipment to verify proper operation. Mount the main control panel, (Node) and any MPX Remote panels in areas designated by the customer unless such areas will prevent future service access, or expose the equipment to conditions that will affect the operation or reliability of the system. 3.3 Task 4. Install 1 Centron unit that will provide 5 panels containing 16 ports each, giving a total of 80 ports. This installation should be done in such a way as to allow the new Centron unit to communicate with the current Centron system located in the CRC. Personnel in the CRC Pharmacy and in the new PDS Pharmacy should both be able to access all ports on each screen. The existing 14 ports currently in PDS can stay on the present Centron System but all the current temperature probes should be moved to units in the new PDS area. 3.4 Task 5. Install a total of 75 inputs: 25 ports for cold storage units; 15 temperature ports (room temperature); 16 pressure ports and 15 humidity ports for Building Automation System. The pressure ports should be set up in such a way that we will be able to document the pressure differential from one room to the next. There will also be 4 ports for future use on machinery. 3.5 Task 6. There should be the ability to document the measurements of all probes for an indefinite amount of time. 3.0 QUALIFICATIONS OF THE INSTALLER A. All installation personnel shall be fully qualified by the manufacturer (Rees Scientific) to install systems of this type, and must be either employees of the system manufacturer, or have completed a manufacturer administered training program. The winning contractor shall provide notarized proof from Rees Scientific that the installation personnel meets the above requirements. B. Vendor must have legal access to Rees Scientific software licenses and must be supplied during service and upgrades. Vendor must also supply only new hardware components/modules. Maintenance must also include the latest software release Centron SQL Version (2) from Rees Scientific at the time of validation. C. Vendor must be ISO 9001 certified D. Vendor must provide (5) Pharmacy Only references of similar install and scope E. System must provide - BuddyWatch feature for compatibility and seamless integration with existing Pharmacy systems. F. System must offer an optional Cellular Back-up. In the event the analog phone or network (Lan) lines ceased functioning, the system will continue working utilizing the cellular phone line (This is in the event the system needed to call out an alarm.). G. System must be capable of providing a pre-alarm notification feature that allows end-users to respond to potential alarm conditions before it's an actual logged event. 1) All communications are 2.4 GHz Direct Sequence Spread Spectrum for vastly enhanced communication reliability over older single channel 418 MHz transmission. 2) All sensors buffer 7 days of readings history recorded at 5 minute intervals. 3) Sensors in a typical install will be battery powered with a 1.5 year battery. 4) The transmitters accept any type of Rees Scientific or industry standard input and provide 12 bit analog to digital conversion accuracy. 5) 1 input, 2 input and 4 input transmitters configurations 6) All sendor batteries are monitored, low batteries cause low battery alarms which can dial out. 7) All communications are monitored, error-checked, and corrected. Communications failures cause a communication failure alarm which can dial out. When communications are re-established, the 7 days of buffered data are automatically uploaded and put into the database. 8) Sensors, when AC powered become repeaters for other sensors. If any repeater fails, the sensors will try connect to another repeater within range and - heal the network. If communications problems exist in a network, plugging in additional sensors adds repeaters and resolves the problem. 9) Sensors transmit for a range of approximately 80 feet and there must be a repeater within approximately that range. Each transmitter can become a repeater, by simply plugging it in to AC power, and the network can be extended over longer ranges through the ethernet. 10) Sensors must have a - ping test mode which makes it very easy to map regions of good signal coverage. This ensures communications reliability when the system is installed. Fact and Reasons to Justify Other Than Full and Open Competition Each monitoring manufacturer is unique in the systems they manufacture, as well as the ancillary equipment needed to correctly utilize the monitoring functions. Rees Scientific Corporation is the only known source that can satisfy all requirements stated above. Rees Scientific is the sole source vendor for the manufacture, sales and service of Rees Scientific products, and their equipment used in the day-to-day operations of this monitoring system is proprietary. Security Any personal data collected and/or used under this Contract is subject to the Privacy Act Clause (FAR 52.224-2). The Contractor will use any Privacy Act information provided by the Government or other Government contractors for the purposes authorized by this Contract only and for no other. The Contractor will not provide the information to any other person or entity, unless explicitly directed. Each person providing service under this proposal will be required to sign a document of understanding stating that he/she understands and will comply with Privacy Act requirements. Evaluation Criteria 1. The monitoring unit (Centron in the case of REES Scientific) shall be able to communicate with the current Centron unit we have on site. This is absolutely essential in that if we have a disaster that would knock out one of the monitoring units, the other unit would sense this and instantly tell us we have a problem. (50 points) 2. The vendor shall have an ISO 9001 certification. (20 Points) 3. The vendor shall have on-site service technicians. (15 points) 4. Vendor's system shall offer an optional cellular back-up. (5 points) 5. Vendor's system shall provide a pre-alarm notification that allows end-users to respond to potential alarm conditions before it is a logged event. (10points) The following provisions and clauses apply: Provision 52.52.213-4 Terms and Conditions - Simplified Acquisitions (Other Than Commercial Items); Provision 52.252-1 Solicitation Provisions Incorporated by Reference. 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. (End of Provision) Provisions52.212-1-Instructions to Offerors/Commercial; 52.212-2-Evaluation-Commercial Items; 52.212-3 Offeror Representations and Certifications-Commercial Items; 52.212-4 Contract Terms and conditions; 52.222-26 (EO 11246); 52.222-35 Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era and Other Eligible Veterans (38 U.S.C. 4212); 52.223-6 Drug Free Workplace, 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration (31 U.S.C. 3332); 52.222-41. The Full text of the Federal Acquisition Regulation (FAR) can be accessed on the internet at www.arnet.gov/far. Parties responding to this solicitation may submit their offer in accordance with their standard commercial practices (e.g. on company letterhead, formal quote form, etc) but must include the following information: 1) company's complete mailing and remittance addresses 2) discounts for prompt payment if applicable; 3) Dun & Bradstreet number; 4) Taxpayer ID number; 5) Catalog or Published Price Listing applicable to the service; 6) Offerors must meet specifications as noted in the synopsis. Offerors shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications/Commercial Items with their offer. Note: Contractor must be registered with the Central Contractor Registration (www.ccr.gov). The Government intends to make a single award based on the lowest price technical accepted offeror to the eligible, responsible offeror whose offer conforms to the solicitation, and is the most advantageous to the Government. The Government reserves the right to make an award to that offeror whose quotation provides the best overall value to the Government. Interested offerors may submit proposals electronically only within 10 days from the posting of this notice no later than 09/27/2008Eastern Standard Time 5:00 p.m. Offerors shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications/Commercial Items with their offer. Note: Contractor must be registered with the Central Contractor Registration (www.ccr.gov). The Government intends to make a single award based on best value to the Government, technical and price factors considered. The anticipated award date for this requirement shall be on or before 09/30/2008. No Phone Calls Please. Requests for information concerning this requirement are to be addressed to Ms. Andrea McGee via email only to amcgee@cc.nih.gov no later than, 09/23/2008 Collect calls will not be accepted. No Phone Calls Please.