Preventative Maintenance and Service Agreement for the Magnetom Prisma 3T Scanner

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 Siemens Medical Solutions USA, INC., for a 12-month base contract with three additional options years for the Preventative Maintenance and Service Agreement for the Magnetom Prisma 3T Scanner. NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) CODE and SET ASIDE STATUS The intended procurement is classified under NAICS code 541519 - Other Computer Related Services with a Size Standard of $34 million. This intended procurement will not 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 2024-04, dated April 22, 2024. 7. DESCRIPTION OF REQUIREMENT Statement of Need and Purpose: This acquisition is to continue to provide a service agreement for the Siemens Magnetom Prisma 3T scanner due to the special features included in the clinical system specifically tailored to nonhuman primate imaging. Background Information and Objective: Research in the National Institute of Mental Health (NIMH), Neurophysiology Imaging Facility centers on cutting edge functional imaging in awake monkeys for a broad range of investigators. Scanning in the facility involves the use of a Siemens Prisma 3T scanner specialized for monkey imaging. Considerable effort has been made so that brain scans can be accomplished in monkeys that are awake and performing a behavioral task. This goal has provided a number of challenges, since it requires that all the equipment, implants, and task-related elements of the research are fabricated from plastic, fiberglass, or other MR compatible material. Monkey imaging is particularly challenging because their heads are small, and the required spatial resolution is therefore much higher than in humans. Alert monkey scanning poses a particular set of challenges for functional imaging. The comparatively small head combined with the frequent movements in the chair, most notably of the jaw during juice acquisition, and of body during postural readjustments, result in frequent dynamic geometrical distortions and signal dropout. The Prisma scanner has been specifically modified to scan nonhuman primates, which has made its performance at the cutting edge for monkey imaging in the world. Because of the need for changing parts that may fail or be replaced, NIMH is requesting a continuing service contract. Purchase Description: Preventative Maintenance and Service Agreement for the Magnetom Prisma 3T Scanner Generic Name of Product: Magnetom Prisma Salient Characteristics: 1. Principal Coverage Period (08:00am -06:00pm M-F) 2. Uptime Guarantee (97%) 3. Phone Response *(30 Min) 4. Remote Response/On-Site 4 Hours during Principal Coverage Period (4 hours) 5. Parts Order Requirement (By 12pm) 6. Parts Delivery (Same Day) 7. syngo Remote Assist Hotline Support 8. ACR Support Package MR 9. Safety Checks 10. Planned Maintenance 11. Quality Assurance 12. Updates 13. Technical Phone Support 14. Labor 15. Smart Remote Services 16. Travel 17. LifeNet Access 18. Application Hotline Phone Support 19. teamplay Basic 20. Accredited Self Study Program (QTY 01) 21. Enhanced Virtual Learning Sub (QTY 01) 22. General Spare Parts Coverage 23. Siemens Virus Protection SELECT 24. Siemens Virus Protection SELECT\ 25. No Consumable Coverage 26. MMA and Helium 27. Cryocare 28. Coil Coverage (WF only) 29. No Evolve Coverage SPECIFIC REQUIREMENTS: 1. Access to Siemens Customer Care Center for technical telephone support (remote diagnostics, if available to the site and the equipment). 2. The contractor shall provide system updates. 3. The contractor shall provide parts and/or labor to the extent in purchase description. Delivery Date Delivery is expected within 30 days after the award of the contract. Period of Performance The proposed period of performance is one 12-month base year from the date of award and three 12-month option years. Base Year: August 5, 2024 - August 4, 2025 Option Year One: August 5, 2025 - August 4, 2026 Option Year Two: August 5, 2026 - August 4, 2027 Option Year Three: August 5, 2027 - August 4, 2028 8. OTHER CONSIDERARTIONS: Travel Service shall be performed at NIH Bethesda main campus and is included in the warranty. KEY PERSONNEL Personnel shall be factory trained and have experience in servicing Magnetom Prisma instrumentation. All primary service personnel shall have at least one backup Field Service representative with at least the same level of expertise on the equipment covered by this contract. DELIVERY OR DELIVERABLES Documentation shall be provided by the vendor to show they completed the preventive or repair service on the equipment. The service engineer is to present a service ticket that briefly details the work performed during the service visit to the POC for signature and a copy of the ticket is to be left with the POC. REPORTING REQUIREMENTS The contractor shall keep a computer record of all service calls placed by NIF staff. These records shall be made available to NIF staff when requested. (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, Siemens Medical Solutions USA, Inc., is the only vendor in the marketplace that can provide the service required by the National Institute of Mental Health (NIMH), Neurophysiology Imaging Facility centers. The intended source is: Siemen Medical Solutions USA, Inc. 4800 North Point Parkway Alpharetta, GA 30022 The essential characteristics of the Preventative Maintenance and Service Agreement for the Magnetom Prisma 3T Scanner provided by Siemens Medical Solutions USA, Inc that limit the availability to a sole source is that Siemens Medical Solutions USA, Inc is the only distributor of the current scanner due to the special features included in the clinical system specifically tailored to nonhuman primate imaging. This contractor is the only authorized company that can provide on-site service, use of replacement parts from the original manufacturer, prioritized on-site response time for remedial services, and provide any necessary software updates for the system in question. Field representatives are experts in the hardware components, their functionality, and connections; and thus, are capable of quickly diagnosing and correcting any errors in performance. The material or service must be compatible in all aspects (form, fit, and function) with the existing systems presently installed. The current equipment- Siemens Magnetom Prisma 400-608620, and the new service must coordinate, connect, or interface with the existing nonhuman primate specific systems. The details of many of the parts and interactions are proprietary. Only Siemens can provide and fully integrate the required components. Continuing with the same license will allow to maintain the existing software development and existing expertise already developed. The propriety format of the files generated from this software is not compatible with proprietary software from other vendors. Therefore, it is essential to continue with the same software product, rather than purchasing an alternative product, so that files and pipelines can be used interchangeably. 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, 75N95024R00282. 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.