Maintenance Agreement for Government-owned AutoGen Geneprep DNA Extraction Laboratory Equipment
The Department of Health and Human Services (DHHS), National Institutes of Health (NIH), National Cancer Institute (NCI), Center for Cancer Research (CCR) plans to procure maintenance support services for two Government-owned AutoGen Geneprep DNA extraction instruments on a sole source basis, from AutoGen Inc., 84 October Hill Rd. STE. 5, Holliston, MA 01746.
The response close date of this notice is in accordance with FAR 5.203(a)(1). This acquisition will be processed under FAR Part 12 - Acquisition for Commercial Items and will be made pursuant to the authority in FAR Part 13.106-1(b)(1); and is exempt from the requirements of FAR Part 6. The North American Industry Classification System code is 811219 and the business size standard is $ 20.5M.
The anticipated award shall be firm fixed price.
It has been determined there are no opportunities to acquire green products or services for this procurement.
CONTRACTOR REQUIREMENTS
The Contractor shall provide all labor and equipment to provide preventive maintenance for the following Government-owned, automated DNA extraction systems:
Instrument Name Serial Number
Geneprep w/ Stacker 481069
Geneprep w/ Stacker 805093
All maintenance services shall be performed in accordance with the manufacturer's standard commercial maintenance practices.
CONTRACT REQUIREMENTS/ PERSONNEL QUALIFICATIONS
PREVENTIVE MAINTENANCE: The contractor shall perform one (1) annual preventive maintenance inspection per year for the duration of the period of performance. Service shall be performed by technically qualified factory trained personnel. It shall consist of a thorough cleaning, calibration, adjusting, inspection, lubrication and testing the equipment in accordance with the manufacturer's latest established service procedures. The equipment shall be operationally tested through at least one (1) complete operating cycle at the end of the preventive maintenance inspection to assure optimum and efficient performance. One (1) refresher training session at the time of the preventative maintenance ("PM") visit shall be provided.
EMERGENCY SERVICE: Emergency repair services shall be provided on a priority basis for the entire the period. Emergency service shall be provided during normal working hours, Monday through Friday 9:00 am to 5 pm, excluding Federal Holidays. Upon receipt of notice that any part of the equipment is not functioning properly the Contractor shall furnish a qualified service representative to inspect the equipment and perform all repairs and adjustments necessary to restore the equipment to normal and efficient operating condition within 48-hours of the service call. Emergency service calls shall not replace the necessity for scheduled PMIs. Labor for emergency service will be billed at the current billable labor and travel rate.
TECHNICAL SUPPORT: The Contractor shall provide unlimited remote technical support via phone or email, Monday through Friday 8:00 AM - Friday 5:00 PM EST) excluding Federal holidays. The Contractor shall provide on-site troubleshooting in accordance with the manufacturer's latest established service procedures. These services shall only be provided by OEM authorized and factory-trained service engineers.
REPLACEMENT PARTS: The Contractor shall furnish all replacement parts. These parts shall be new or remanufactured to original equipment specifications. The parts will be invoiced to the Government.
SOFTWARE UPDATES/SERVICE: In the event of software updates, the Contractor shall provide Software Service in accordance with the manufacturer's latest established service procedures, to include remote access (email and telephone) to technical support for the use of program software and troubleshooting of the operating system, at no additional cost to the Government. The Contractor shall receive advanced approval for the installation of all software updates and revisions from the Government. Defective software shall be replaced at no additional cost to the Government. The Contractor shall perform timely installation of all OEM software revisions and OEM component revisions, as well as re-installation of existing software and operating systems as required to repair instrumentation according to OEM standards at no additional cost to the Government. These services shall only be provided by authorized, OEM factory-trained Service Engineers.
PERSONNEL QUALIFICATIONS: Service personnel shall be factory trained and have a minimum of three (3) years' experience in the servicing the Scan Scope. 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.
SERVICE EXCLUSIONS: The Contractor shall not be responsible for any repairs necessitated by abuse, neglect, vandalism, Acts of God, fire or water. These repairs shall be the subject of a separate purchase order and shall not be performed under this purchase order.
TYPE OF ORDER
This is a firm fixed price purchase order.
SEVERABLE SERVICES
The services acquired under this purchase order are severable services. Funds are only available for use for the line item to which they are obligated. Unused funds from one period (line item) may not rollover for use in other periods.
PERIOD OF PERFORMANCE
The period of performance shall be one 12-month base period, with four 12-month option periods as prescribed below:
Base Period: September 1, 2018 - August 31, 2019
Option Period 1: September 1, 2019 - August 31, 2020
Option Period 2: September 1, 2020 - August 31, 2021
Option Period 3: September 1, 2021 - August 31, 2022
Option Period 4: September 1, 2022 - August 31, 2023
PLACE OF PERFORMANCE
Onsite services shall be performed at the following location:
TBD at Award
PAYMENT
Payment authorization requires submission and approval of invoices to the COR and NIH OFM, in accordance with the attached payment provisions listed below:
The following clause is applicable to all Purchase Orders, Task or Delivery Orders, and Blanket Purchase Agreement (BPA) Calls: PROMPT PAYMENT (JUL 2013) FAR 52.232-25. Highlights of this clause and NIH implementation requirements follow:
I INVOICE REQUIREMENTS
A. An invoice is the Contractor's bill or written request for payment under the contract for supplies delivered or services performed. A proper invoice is an "Original" which must include the items listed in subdivisions 1 through 12, below, in addition to the requirements of FAR 32.9. If the invoice does not comply with these requirements, the Contractor will be notified of the defect within 7 days after the date the designated billing office received the invoice (3 days for meat, meat food products, or fish, and 5 days for perishable agricultural commodities, dairy products, edible fats or oils) with a statement of the reasons why it is not a proper invoice. (See exceptions under II., below.) Untimely notification will be taken into account in the computation of any interest penalty owed the Contractor.
1. Vendor/Contractor: Name, Address, Point of Contact for the invoice (Name, title, telephone number, e-mail and mailing address of point of contact).
2. Remit-to address (Name and complete mailing address to send payment).
3. Remittance name must match exactly with name on original order/contract. If the Remittance name differs from the Legal Business Name, then both names must appear on the invoice.
4. Invoice date.
5. Unique invoice #s for all invoices per vendor regardless of site.
6. NBS document number formats must be included for awards created in the NBS: Contract Number; Purchase Order Number; Task or Delivery Order Number and Source Award Number (e.g., Indefinite Delivery Contract number; General Services Administration number); or, BPA Call Number and BPA Parent Award Number.
7. Data Universal Numbering System (DUNS) or DUNS + 4 as registered in the Central Contractor Registration (CCR).
8. Federal Taxpayer Identification Number (TIN). In those exceptional cases where a contractor does not have a DUNS number or TIN, a Vendor Identification Number (VIN) must be referenced on the invoice. The VIN is the number that appears after the contractor's name on the face page of the award document.
9. Identify that payment is to be made using a three-way match.
10. Description of supplies/services that match the description on the award, by line billed.*
11. Freight or delivery charge must be billed as shown on the award. If it is included in the item price do not bill it separately. If identified in the award as a separate line item, it must be billed separately.
12. Quantity, Unit of Measure, Unit Price, Extended Price of supplies delivered or services performed, as applicable, and that match the line items specified in the award.*
* NOTE: If your invoice must differ from the line items on the award, please contact the Contracting Officer before submitting the invoice. A modification to the order or contract may be needed before the invoice can be submitted and paid.
B. Shipping costs will be reimbursed only if authorized by the Contract/Purchase Order. If authorized, shipping costs must be itemized. Where shipping costs exceed $100, the invoice must be supported by a bill of lading or a paid carrier's receipt.
C. Mail an original and 1 copy of the itemized invoice to:
National Institutes of Health
Office of Financial Management, Commercial Accounts
2115 East Jefferson Street, Room 4B-432, MSC 8500
Bethesda, MD 20892-8500
For inquiries regarding payment call: (301) 496-6088
In order to facilitate the prompt payment of invoices, it is recommended that the vendor submit a photocopy of the invoice to the "Consignee" designated for the acquisition in blocks 6A - 6E of the face page of the Order/Award document.
II. INVOICE PAYMENT
A. Except as indicated in paragraph B., below, the due date for making invoice payments by the designated payment office shall be the later of the following two events:
1. The 30th day after the designated billing office has received a proper invoice.
2. The 30th day after Government acceptance of supplies delivered or services
performed.
B. The due date for making invoice payments for meat and meat food products, perishable agricultural commodities, dairy products, and edible fats or oils, shall be in accordance with the Prompt Payment Act, as amended.
III. INTEREST PENALTIES
A. An interest penalty shall be paid automatically, if payment is not made by the due date and the conditions listed below are met, if applicable.
1. A proper invoice was received by the designated billing office.
2. A receiving report or other Government documentation authorizing payment was
processed and there was no disagreement over quantity, quality, or contractor
compliance with a term or condition.
3. In the case of a final invoice for any balance of funds due the contractor for supplies
delivered or services performed, the amount was not subject to further settlement
actions between the Government and the Contractor.
B. Determination of interest and penalties due will be made in accordance with the provisions of the Prompt Payment Act, as amended, the Contract Disputes Act, and regulations issued by the Office of Management and Budget.
IV. PROVIDING ACCELERATED PAYMENT TO SMALL BUSINESS
SUBCONTRACTORS, FAR 52.232-40 (DEC 2013)
a) Upon receipt of accelerated payments from the Government, the Contractor shall make accelerated payments to its small business subcontractors under this contract, to the maximum extent practicable and prior to when such payment is otherwise required under the applicable contract or subcontract, after receipt of a proper invoice and all other required documentation from the small business subcontractor.
b) The acceleration of payments under this clause does not provide any new rights under the prompt Payment Act.
Include the substance of this clause, include this paragraph c, in all subcontracts with small business concerns, including subcontracts with small business concerns for the acquisition of commercial items.
This notice is not a request for competitive quotation. However, if any interested party, especially small business believes it can meet the above requirement, it may submit a proposal or quote for the Government to consider. The response and any other information furnished must be in writing and must contain material in sufficient detail to allow NCI to determine if the party can perform the requirement. Responses must be received in the contracting office by 11:00 AM EST, on August 20, 2018. All responses and questions must be via email to Ricky Watson, Contract Specialist at ricky.watson@nih.gov. A determination by the Government not to compete this proposed requirement based upon responses to this notice is solely within the discretion of the Government. Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement. In order to receive an award, contractors must be registered and have valid certification through SAM.GOV and have Representations and Certifications filled out. Reference: N02CO82643-95 on all correspondence.
Ricky J. Watson, Contract Specialist, Phone 2402766594, Email ricky.watson@nih.gov
