NOTICE OF INTENT to Sole Source
- SOLICITATION NUMBER: NIMH-23-005640-NOI
- TITLE: Maintenance contract of Shimadzu High Precision Liquid Chromatography (HPLC) and Liquid Chromatography Mass Spectrometer (LCMS) instruments
- NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance Testing
- RESPONSE DATE: 8/9/23
- PRIMARY POINTS OF CONTACT:
Jeff Moore
Jeff.Moore@nih.gov
Christine Frate
Christine.Frate@nih.gov
DESCRIPTION:
INTRODUCTION
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 and the PET Radiopharmaceutical Sciences Section (PRSS) of the Molecular Imaging Branch requires a maintenance contract or Extended Warranty Plus contract for one preparative Ultra Precision Liquid Chromatography (HPLC) and one Mass spectrometer (UPLC-MS) installed in our laboratory in building. 49, room 6A 67, and two additional analytical HPLC systems located in building 10, room B3C342. These instruments are used for the purification, detection and analysis of new compounds prepared in this lab while we are pursuing NIMH goal which is the discovery of high affinity ligands for imaging brain receptors in animal models and human.
Specifically, the NIMH requires the following: A one (1) year complete Extended Warranty Plus contract for each of these instruments, with additional four one-year option periods.
NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) CODE and SET ASIDE STATUS
The intended procurement is classified under NAICS code 811210 - Electronic and Precision Equipment Repair and Maintenance Testing with a Size Standard of $34.0M
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) 2023-04 dated June 02, 2023.
DESCRIPTION OF REQUIREMENT
Independently and not as an agent of the Government, the Contractor shall furnish all the necessary services, qualified personnel, material, equipment, and facilities, not otherwise provided by the Government as needed to perform the Statement of Work below:
Additional parts or labor that exceed the specifications agreed to at award are outside the scope of this order, and a new price quotation shall be provided for such items. No work shall commence on any parts or labor outside the terms of this agreement unless new funds have been obligated for that purpose.
Standard upkeep and maintenance will be required for the following systems and components:
- Liquid Chromatograph Mass Spectrometer (LCMS-2020)
- HPLC System Controller (CBM-20A)
- Prominence HPLC Photo Diode Array Detector (SPD-M20A)
- Prominence HPLC Column Ovens (CTO-20AC)
- Parallel Double Micro Plunger Type solvent delivery (LC-20AD)
- Preparative Pump (LC-20AP)
- Auto sampler for VP Series HPLC System (SIL-10AP)
- Prominence HPLC Auto samplers (SIL-20 ACHT)
- Fraction Collector (FRC-10A)
- Detector with network switch (CBM-20A)
- HPLC analytical pump (LC-20AD)
- Degassing unit (DGU-20A3R)
- Auto sampler for UFLC Series HPLC System (SIL-20AHT UFLC)
- Detector with network switch (SPD-M20A PDA)
Specific Requirements:
The following are the minimum expected during performance of the contract. Any other maintenance required to keep the systems in good working condition are to be performed as well.
LCMS-2020
- Replace oil in rough pump
- Refurbish ESI and APCI probes
- Replace DL pipe assay
- Inspect and clean oil mist filter
- Clean spray chamber, orifice, Q-array, O-rings, skimmer, and octapole assembly
- Run automatic inspection test for RF, gas, and temperature control
- Adjust rough pump balance
- Auto-tune and calibration
- Evaluate performance with standard sample
SIL-20 A/C, SIL-20HT A/C and SIL-20AHT UFLC
- Replace suction filter, needle seal, LPV and HPV stators, metering pump plunger and seal, needle, and sample loop
- Clean LPV and HPV rotors, guide rails and feed screws
- Ensure proper purge operation
- Check all cable connections
- Teach injection port and rack conditions
- Confirm needle position at injection port and sample vial
SPD-M20 A
- Clean dust from instrument
- Replace flow filter sheet, cell gaskets, flow cell lenses, D2 lamp, and tungsten lamp
- Perform wavelength accuracy check and Set light exposure test
- Replace filter sheet
LC-20 AD and LC-20 AP
- Remove dust from fan and electronics
- Replace plunger seals, rinse diaphragms, plungers, in-line and suction filters, inlet and outlet check valves
- Clean line filter housing, pump heads
- Inspect drain valve assembly
- Lubricate oil pads, cams, and cam followers
- Perform flow rate check
FRC-10 A
- Inspect flow path for leaks
- Ensure proper tubing routing and freedom of motion
- Check for mechanical integrity and proper operation of fraction head solenoid valve
- Test vial positions
DGU-20 A3R
- Remove dust from fan and electronics
- Replace suction filters
- Test leak sensor operation, adjust threshold if necessary
- Inspect flow paths for leaks
- Verify pressure reading if connected to a LC-20 series pump
- Test proper initialization and vacuum pump down
CBM-20 A
- Remove dust from fan and electronics
- Perform memory check if data loss is acceptable to customer or backup/reload is viable
- Verify communication and connectivity to all peripherals including connected HPLC modules and PC
- Check/set proper time/date
- Inspect internal and external cable connections
Delivery is expected within 30 days after receipt of order.
CONTRACTING WITHOUT PROVIDING FOR FULL OR OPEN COMPETITION (INCLUDING BRAND-NAME) DETERMINATION
During market research, we surveyed and were unable to identify another vendor with the same knowledge and expertise to professionally service, maintain and repair these instruments. The instruments have been under warranty and were serviced by Shimadzu since their purchase in 2010, and more recently in 2021. Shimadzu is the only manufacturer with knowledge of the intimate parts of the system. The maintenance contract must be compatible in all aspects (form, fit, and function) with existing systems presently installed. Shimadzu only can provide proper maintenance which includes cleaning, repairing, and recalibrating of these instruments.
The intended source is:
Shimadzu Scientific Instruments, Inc.
7102, Riverwood Dr.
Columbia MD, 21046
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, the delivery period after contract award, the prompt payment discount terms, the F.O.B. Point (Destination or Origin), the Unique Entity Identifier ID (UEI), the Taxpayer Identification Number (TIN), and the certification of business size. 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, NIMH-23-005640-NOI. Responses must be submitted electronically to Jeff Moore, Contract Specialist, at jeff.moore@nih.gov and Christine Frate, Contracting Officer, at Christine.Frate@nih.gov. U.S. Mail and fax responses will not be accepted.
