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This is a combined synopsis/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; quotes are being requested and a written solicitation will not be issued. Solicitation number 12505B23Q0032 is issued as a request for quote (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2022-08. The associated NAICS code is 811210 - Electronic and Precision Equipment Repair and Maintenance, with a small business size standard of $30 Million and the PSC code is J066. This solicitation is a 100% Total Small Business Set-Aside.

The United States Department of Agriculture, Agricultural Research Service (USDA-ARS) has the need for the following service:

001) Preventative and Emergency Maintenance Service Agreement for Eight (8) Assorted Pieces of Laboratory Equipment

The United States Department of Agriculture, Agricultural Research Services (USDA-ARS) Midwest Area (MWA) Administrative Office’s Acquisitions & Personal Property/Fleet Team on behalf of the USDA-ARS National Animal Disease Center’s (NADC) in Ames, IA is requesting quotes for preventative and emergency maintenance service agreement for eight (8) assorted pieces of laboratory equipment

Contractors will provide OEM factory trained technicians to perform (1) annual preventative maintenance service visit, unlimited demand repair service and telephone support for units as listed below and located at 1920 Dayton Avenue in Ames, Iowa.

Period of Coverage: 1 Year or (12 months).

Covered components will include (unit type and serial number):

1. Qiagen Qiacube Liquid Handling Workstation, SN: 6329


2. Qiagen Qiacube Liquid Handling Workstation, SN: 11728


3. Leica EM/UC7 Ultratome, SN: 595059


4. Leica ST5020/CV5030 Integrated Workstation-Coverslipper, SN: 3297


5. Leica ST5020/CV5030 Integrated Workstation-Stainer/Transfer Station, SN: 1662/1407


6. Seahorse XFE96 Analyzer, SN: 410398


7. Agilent Gas Chromatograph, SN: SYS-GC-US15223033 12C387.76


8. Agilent 4200 Tapestation, SN: DEDAA0257

Background:

The purpose of this statement of work is to obtain a service contract for the maintenance, repair and telephone support of the above-listed units. All maintenance and repairs will be completed by OEM factory trained technicians and will use OEM replacement parts.

Technical Requirements:

Qiagen QIACube (2): Service tasks include but are not limited to:

• Contractor will provide one (1) preventive maintenance visit as per agreement per period of performance to ensure optimal performance of equipment.


• Contractor will provide telephone and unlimited emergency visits to the customer location.


• OEM Repair parts are to be included unless otherwise stated in this statement of work.


• Only OEM factory trained service engineers will service the stated equipment using only OEM replacement parts.

Agilent Gas Chromatograph: Service tasks include but are not limited to:

• Contractor will provide full coverage for all breakage and service costs.


• Contractor will provide emergency service with no additional charge for service or parts.


• Contractor will provide annual preventative maintenance visits to clean, inspect, adjust and calibrate centrifuge to factory specifications.


• Contractor will provide all parts necessary to maintain and fix said unit with OEM parts with OEM trained service engineers.


• Contractor will provide all upgrades to the operating systems including computer boards and programming.


• Contractor will provide OEM service engineers factory trained, certified, employed and dispatched by contractor.


• Contractor will provide online web based support


• Contractor will provide telephone support from service engineers factory trained, certified, employed and dispatched by contractor.

Seahorse XFe96 Analyzer: Service tasks include but are not limited to:

• Contractor will provide one annual Preventative Maintenance visit onsite to ensure unit is operating to OEM specifications.


• Contractor will clean instrument.


• Contactor will inspect and replace parts, with OEM parts, as needed.


• Contractor will calibrate the instrument to OEM specifications.


• Contractor will perform any system updates to keep machine functional to OEM specifications.


• All maintenance and service repairs will be completed by OEM factory trained technicians.


• Contractor will only use OEM replacement parts as required for repairs and maintenance.


• Contractor will provide telephone support and unlimited emergency visits to the customer location.


• Repair parts are to be included unless otherwise stated in this statement of work.

Leica ST5020/CV5030 Integrated Workstation: Service tasks include but are not limited to:

• Check all opto sensors


• Check solenoid valves and O-rings


• Check arm alignment


• Check all x, y, and z axis belts


• Check heaters


• Check suctions cups, bath chains and slide gripper


• Check slide positioning


• Run computer diagnostics/engineering tests


• Lubricate according to manufacturer manual


• Perform engineering tests


• Contract will include all labor, travel and replacement parts for repairs and/or service


• Contractor will provide unlimited service visits, Monday-Friday, excluding holidays as required.


• Contractor will provide unlimited telephone support for instrument, reagents and applications as required


• All on-site repairs to be completed by certified original equipment manufacturer trained personnel

• Contractor will complete all repairs with OEM parts


• All maintenance and repairs to be completed in accordance with OEM specifications.


• Contactor will provide a 48-hour guaranteed response to a request for emergency on-site service


• Contractor will provide telephone support and unlimited emergency visits to our laboratory location.


• All repair parts to be included in contract unless otherwise stated in their statement of work.

Leica EM/UC7 Ultratome: Service tasks include but are not limited to:

• Check controller operations


• Check, calibrate and clean advancement operations


• Check illumination


• Check eucentric movement


• Perform engineering/diagnostics tests in accordance with OEM specifications


• Contractor shall include all labor, travel and replacement parts in service


• Contractor shall provide unlimited service visits, Monday-Friday, excluding holidays as required


• Contractor shall include unlimited telephone support for instrument, reagents and applications


• Contractor shall complete all on-site repairs by certified original equipment manufacturer trained personnel


• Contractor shall complete all repairs with OEM parts


• Contractor shall complete all maintenance in accordance with OEM specifications.


• Contractor will provide telephone support and unlimited emergency visits to the customer location.


• OEM repair parts shall be included unless otherwise stated in this statement of work.

Government-furnished support is limited to security access to the equipment and replacement parts not otherwise covered under this agreement.

Travel:

One (1) preventive maintenance service visit will be provided by the contractor for onsite units. Emergency maintenance and repair visits will be provided by OEM factory trained technicians. All service visits will be coordinated with the laboratory technician at NADC.

Security Requirements:

A copy of an official government photo ID (State-issued driver’s license or ID card, passport, green card, etc.) must be provided no later than one week before arrival of contract service technician(s) except in the case of emergency service, were only the name of the technician provided via email or telephone will be necessary. Security access to the NADC facility will be provided based on this identification requirement.

Place of Performance:

The USDA-NADC located at 1920 Dayton Avenue, Building 24, Ames, IA 50010.

Period of Performance:

The intent is to make an award with a period of performance that covers 1 Year or (12 months).

Deliverables:

Qiagen QIAcube Liquid Handling Workstation

• Preventative Maintenance: Contractor will inspect, clean, align, calibrate, repair or replace defective parts and perform operational tests to ensure instrument meets factory specifications for optimum performance. Instrument is clean, fully operational and meets required reliable specifications for optimum performance.


• Emergency Visits and Repairs: Contractor will provide telephone and/or on-site technical support and repairs as needed. Emergency support will be provided by OEM factory trained technicians and coordinate service calls with laboratory point of contact when appropriate. Instrument will be fully operational and meet factory specifications when repairs are complete.

Gas Chromatograph

• Preventative Maintenance: Contractor will inspect, clean, align, calibrate, repair or replace defective parts and perform operational tests to ensure instrument meets factory specifications for optimum performance during annual planned maintenance (PM). Instrument is clean, fully operational and meets required reliable specifications for optimum performance.


• Emergency Visits and Repairs: Contractor will provide emergency visits to complete emergency repairs in compliance with OEM Prevention Plus level care of Gas Chromatograph. Emergency support will be provided within 5 working days by OEM factory trained technicians.


• Telephone Support: Contractor will provide telephone and on-site technical support and repairs as needed. Telephone support is available during business hours to attempt to resolve technical issues that may develop. If telephone support is not sufficient to resolve technical issues, contractor will provide onsite repair and maintenance as detailed under Emergency Visits and Repairs.

Seahorse Bioscience XFe96 Analyzer

• Preventative Maintenance: Contractor will inspect, clean, align, calibrate, repair or replace defective parts and perform operational tests to ensure instrument meets factory specifications for optimum performance during annual planned maintenance (PM). Instrument is clean, fully operational and meets required reliable specifications for optimum performance.


• Emergency Repairs: Contractor will provide replacement of defective unit with a unit of the same instrument model for up to 10 days so repair will minimally interrupt work processes. Consumables required during repair will be included in contract at no additional charge. Emergency support and/or replacement unit will be provided within 5 working days from determination of requirement.

Leica ST5020/CV5030 (Coverslipper, Stainer and Transfer Station)

• Preventative Maintenance: Contractor will inspect, clean, align, calibrate, repair or replace defective parts and perform operational tests to ensure instrument meets factory specifications for optimum performance during annual planned maintenance (PM). Instrument is clean, fully operational and meets required reliable specifications for optimum performance.


• Telephone Support and Emergency Repairs: Contractor will provide telephone and/or on-site technical support as required to ensure system is operational to factory specifications. Emergency support will be provided within 5 working days from determination of requirement.

Leica EM/UC7 Ultratome

• Preventative Maintenance: Contractor will inspect, clean, align, calibrate, repair or replace defective parts and perform operational tests to ensure instrument meets factory specifications for optimum performance during annual planned maintenance (PM). Instrument is clean, fully operational and meets required reliable specifications for optimum performance.


• Telephone Support and Emergency Repairs: Contractor will provide telephone and/or on-site technical support as required to ensure system is operational to factory specifications. Emergency support will be provided within 5 working days from determination of requirement.

Agilent 4200 Tapestation

• Preventative Maintenance: Contractor will provide Agilent Crosslab Silver level service to ensure instrument meets factory specifications for optimum performance during annual planned maintenance (PM). Instrument is clean, fully operational and meets required reliable specifications for optimum performance.


• Telephone Support and Emergency Repairs: Contractor will provide telephone and/or on-site technical support as required to ensure system is operational to factory specifications. Emergency support will be provided within 5 working days from determination of requirement.

Evaluation Factors:

Pursuant to FAR 52.212-2, the criteria for evaluation and basis for award will be Lowest Price, Technically Acceptable (LPTA). Technical acceptable is define as meeting ALL of the technical requirements identified on the Statement of Work and reiterated in the solicitation description. The Government intends to make one Firm-Fixed Price award based on the lowest price technically acceptable (LPTA) quote received. "LPTA" means the best value is expected to result from selection of the technically acceptable quote with the lowest evaluated price. The lowest priced quote will be evaluated first; if NOT found technically acceptable, the next lowest priced quote will be evaluated, and so on until a technically acceptable quote is identified. The government will NOT review higher priced quotes if the lowest (or a lower) priced quote is determined to be technically acceptable.

Submitting a Quote:

Failure to demonstrate compliance with ALL instructions presented herein will constitute sufficient cause to reject a quote without further discussions. All responsible sources may submit a quote which will be put into considered for award.

Vendors responding to this announcement shall submit their quote in accordance with FAR 52.212-1. The applicable FAR clauses and provisions for this acquisition are included with the attached quote submission form (SF1449). The Government anticipates making one Firm-Fixed Price award.

Vendors responding to this announcement shall submit their quote on the SF1449 (see attachments) along with all other requested and required documentation (such as completed FAR clauses and provisions and a Quality Assurance Plan) to be included as part of ALL offeror’s responses. The quote should include any and all fees, charges, and/or surcharges. This will be a tax-exempt purchase.

Be sure ALL sections of the SF1449 are completed, including entering a response to each line item. Award will be made on the acquisition as a whole (NOT per line item). As such, be certain you can provide ALL of the required services If any line items are NOT quoted on then the offeror will be disqualified from consideration for award. If a line item will be provided at NO extra charge, please enter it as a $0.00-dollar amount on the SF1449. Also, if the value of any line item(s) is included in the value of one or more-line items, please specify which line items are included under a single price.

Included with the SF1449 quote submission for are FAR clauses, a Statement of Work (SOW), a Quality Assurance Surveillance Plan (QASP), and FAR provisions. Be sure to read and review ALL of the attachments to the SF1449 and to complete any and ALL additional documentation required as part of your quote submission. Of critical importance is to review the SOW as it contains the requirements for this acquisition.

In addition, all submissions should include the FAR clauses and provisions attached to the SF1449 completed in their entirety. The FAR clauses and provisions constitute the terms and conditions for submitting a quote in response to this solicitation as well as the terms and conditions of the anticipated award. The FAR provisions apply to the solicitation and submission of quotes. The FAR clauses apply to the solicitation and submission of quotes as well as to the resulting award. The FAR clauses will be included as part of the resulting award. Please review ALL of the FAR clauses and provisions and be certain to complete all of the FAR clauses and provisions that require the offerors impute (i.e. all boxes are checked and all blanks are filled in).

All offerors responding to this announcement are also to provide a written Quality Assurance Plan (QAP) in response to the Quality Assurance Surveillance Plan (QASP) provided in the attachments. Please read the QASP as well as the SOW and solicitation description and put together a written QAP outlining and detailing how you will meet the service requirements specified in the QASP, SOW, and solicitation description. Include the completed QAP as an attachment to your quote submission.

Please ensure your quote will be current and that the price quoted will NOT expire for a minimum of 30 days.

To be eligible to be put into consideration for award, ALL vendors who respond to this solicitation must be registered in the System for Award Management (SAM) with a current and active registration at the time their quote is submitted. A vendor can contact SAM by calling 1-866-606-8220 or e-mail at www.sam.gov. NO EXCEPTIONS. A Unique Entity Identifier (UEI) number is required in order to register. Vendors must also include their UEI# on their quote.

The submission and payment of invoices on the resulting award will be made through the Invoice Processing Platform (IPP). As such, vendors must be currently registered or register in IPP in order to be able to submit and receive payment on invoices for the resulting award. Invoices to be billed quarterly in arrears. NOTE: Prepayment is NOT permitted. Service must be rendered BEFORE an invoice can be submitted in IPP and approved for payment. Invoices submitted prior to service performance will be rejected. Invoices can be resubmitted once service has been provided.

Only electronic submissions made via email on the required quote submission form (SF1449) will be accepted (NO verbal quotes made by phone call, quotes submitted by USPS mail, quotes submitted in the body of an email, OR quotes submitted ONLY on company letterhead WITHOUT a completed SF1449 will be accepted). Please email all quotes in writing on the SF1449 along with completed FAR clauses and provisions, a QAP, and ALL other requested and required documentation to aaron.dimeo@usda.gov by NO later than Thursday, January 12, 2022 at 5:00 PM Central Time (CT).

NOTE: Be absolutely certain to reference the RFQ number “12505B23Q0032” and/or title of the solicitation “Preventative and Emergency Maintenance Service Agreement for Eight (8) Assorted Pieces of Laboratory Equipment” in the subject, body, and/or attachments on your quote submission email to ensure your submission can be located and attributed to this solicitation. Failure to do so could potentially result in your submission being deemed “unresponsive” and as a result your quote may NOT be put into consideration for award (as your quote may NOT be located when searching the recipients email to ensure all responses to the solicitation have been logged before making an award determination).

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