Document Type: Combined Synopsis / Solicitation Notice
Solicitation Number: 75N91019R00024
Proposed Posted Date: 5/16/19
Proposed Response Date: 5/24/19
Classification Code: J - Maintenance, Repair and Rebuilding of Equipment
NAICS Code: 811219 - Other Electronic and Precision Equipment Repair
and Maintenance
Business Size Standard: $20.5 million

Contracting Office Address
Department of Health and Human Services, National Institutes of Health, National Cancer Institute, Office of Acquisitions, 9609 Medical Center Drive, Room 1E122, Bethesda, MD 20892, UNITED STATES.

Non-USPS mail such as Fedex UPS and other private carriers please use Rockville, MD 20850.

The National Cancer Institute (NCI), Center for Cancer Research (CCR), Radiation Oncology Branch (ROB) would like to procure all labor, material and equipment necessary to maintain and provide preventive maintenance for the listed government-owned dosimetry equipment and associated components:
3D Blue Water Phantom Helix (s/n 11485)
Common Control Unit (CCU) (s/n 17907)
Hand-held Terminal CCU (s/n 17770)
3D Blue Water Phantom2 (s/n 10925)
Linear Diode Array LDA-99 (s/n 1143-11256)
myQA Software

This is a combined synopsis/solicitation for commercial items, prepared in accordance with format in FAR 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation and a separate written solicitation will not be issued. This solicitation: No. 75N91019R00024 includes all applicable provisions and clauses in effect through FAR FAC 2019-02 (MAY 2019) simplified procedures for commercial items.

The North American Industry Classification System code is 811219 and the business size standard is $20.5 million.

Only one award will be made as a result of this solicitation. This will be awarded as a
severable firm fixed price type contract.

I. Description of Requirement

The following product features/characteristics are required for this requirement:

The Contractor shall perform one (1) planned preventive maintenance per twelve (12) month contract period, per published manufacturer maintenance guidelines. Technically qualified factory-trained personnel shall perform the service. Service shall consist of a thorough cleaning, calibration, adjusting, inspection, and testing of all equipment in accordance with the manufacturer's latest established service procedures. All 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.

EMERGENCY SERVICE

On-site, emergency repair service visit shall be provided during the term of this contract at no additional cost to the government. Emergency service shall be provided during normal working hours, (8am to 5pm) Monday through Friday excluding Federal Holidays. Upon receipt of notice that any part of the equipment is not functioning properly, the Contractor shall provide an initial technical phone response within one (1) hour and an on-site response within twenty-four (24) hours by a qualified factory-trained service representative to inspect the equipment and perform all repairs and adjustments necessary to restore the equipment to normal and efficient operating condition. Emergency service calls shall not replace the necessity for planned preventative maintenance. All labor and travel shall be included.

REPLACEMENT PARTS

The Contractor shall furnish all required replacement parts at no additional cost to the Government, with the exception of consumables. Parts shall be factory certified new to original equipment specifications. Parts shall be delivered no later than next day.

SOFTWARE UPDATES/SERVICE

The Contractor shall provide Software Service and updates for the myQA Accept scanner control software in accordance with the manufacturer's latest established service procedures, to include 24/7 telephone access to technical support for use of program software and troubleshooting of the operating systems, at no additional cost to the Government. Technical support shall be performed by factory-trained support engineers. The Contractor shall receive advance approval for the installation of all software updates and revisions from the Government. Updates may be performed remotely if applicable. Defective software shall be replaced at no additional cost to the government.

SUPPORT

The Contractor shall provide unlimited technical telephone support (24hrs/day, 7 days/week) for all trouble-shooting and clinical application support.

The Contractor shall have the capability to provide remote system support through an online support tool.

All support shall be provided by certified factory-trained personnel.

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 contract.

PERSONNEL QUALIFICATIONS

Technically qualified factory-trained personnel shall perform service to government-owned IBA Dosimetry equipment as covered by this contract. All primary service personnel shall have at least one backup support person with at least the same level of expertise on the equipment covered by this contract.

TRAINING

Either on-site, telephone or web-based training shall be provided for existing myQA software and all upgrades and updates upon customer request. This shall include training on new features or changes in functionality introduced by software updates/upgrades for existing users and operational training on all software features for new users.

PERIOD OF PERFORMANCE

The base period of performance shall be for a twelve (12) month base period with four (4)
12-month option periods.

Base Period: June 1, 2019 through May 31, 2020
Option Period 1: June 1, 2020 through May 31, 2021
Option Period 2: June 1, 2021 through May 31, 2022
Option Period 3: June 1, 2022 through May 31, 2023
Option Period 4: June 1, 2023 through May 31, 2024

PLACE OF PERFORMANCE

Onsite services shall be performed at the following location:

NIH, NCI, Radiation Oncology Branch
10 Center Dr
Building 10-CRC/Rm B2-3661
Bethesda, MD 20892

II. Payment: Payment shall be made after completion of study and acceptance of deliverables and are approved by the Technical Point of Contact. Payment authorization requires submission and approval of invoice by the NCI COR and NIH Commercial Accounts.

QUESTIONS ARE DUE: May 21, 2019

The purchase order will be awarded to the Lowest Price Technically Acceptable (LPTA). The award will be made on the basis of the lowest evaluated price of quotations meeting or exceeding the acceptability standards for the requirements/technical specifications stated above. The technical evaluation will be a determination based on information furnished by the vendor. The Government is not responsible for locating or securing any information which is not identified in the quote. The Government reserves the right to make an award without discussions.

PROVISIONS AND CLAUSES: The following FAR provisions and clauses apply to this acquisition:

52.212-1 Instructions to Offerors Commercial Items (Oct 2018);

52.212-2 Evaluation Commercial Items (OCT 2014):

FAR clause 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS-COMMERCIAL ITEMS- (Nov 2017) WITH DUNS NUMBER ADDENDUM {52.204-6 (Oct 2018)};

FAR Clause 52.212-4 CONTRACT TERMS AND CONDITIONS - COMMERCIAL ITEMS (Oct 2018);

FAR Clause 52.212-5: CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS-COMMERCIAL ITEMS (Jan 2019). The following FAR clauses cited in paragraph (b) of the clause at FAR 52.212-5 are also applicable to this acquisition;

FAR Clause 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006)

FAR Clause 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Oct 2018)

FAR Clause 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Oct 2015)

FAR Clause 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (Oct 2014)

FAR Clause 52.219-6, Notice of Total Small Business Aside (Nov 2011) (15 U.S.C. 644)

FAR Clause 52.219-28, Post Award Small Business Program Representation (Jul 2013)

FAR Clause 52.222-3, Convict Labor (June 2003)

FAR Clause 52.222-19, Child Labor-Cooperation with Authorities and Remedies (Jan 2018)

FAR Clause 52.222-21, Prohibition of Segregated Facilities (Apr 2015)

FAR Clause 52.222-26, Equal Opportunity (Sep 2016)

FAR Clause 52.222-35, Equal Opportunity for Veterans (Oct 2015)

FAR Clause 52.222-36, Equal Opportunity for Workers with Disabilities (Jul 2014)

FAR Clause 52.222-37, Employment Reports on Veterans (Feb 2016)

FAR Clause 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (Dec 2010)

FAR Clause 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011)

FAR Clause 52.225-1, Buy American Act--Supplies (May 2014)

FAR Clause 52.225-3, Buy American-Free Trade Agreements-Israeli Trade Act (May 2014)
Alternate II (May 2014) of 52.225-3

FAR Clause 52.225-13, Restrictions on Certain Foreign Purchases (June 2008)

FAR Clause 52.232-33, Payment by Electronic Funds Transfer-System for Award Management (Oct 2018)

Full text copies of the representations and certifications for other cited provisions and clauses may be obtained online at the NCI website at http://ncioa.cancer.gov/oa-internet/ or from David Romley, Contract Specialist at [email protected]

OFFERORS: Offers must be submitted on an SF-1449 with a completed 52.212-3 Offeror Representations and Certifications-Commercial Items-with DUNS Number Addendum, signed by an authorized representative of the offeror OR provide a copy of the valid certification registrations of the offeror's Central Contractor Registration (CCR) and Online Representations and Certifications Applications (ORCA) through www.sam.gov.

Quotations must be received in the NCI-OA contracting office by 12:00 p.m. EST on May 24, 2019. Please refer to solicitation number 75N91019R00024 on all correspondence. Faxed quotations will NOT be accepted. Quotations may be submitted via email to David Romley, Contract Specialist at [email protected].

All questions shall be in writing and may be addressed to the aforementioned individual noted above. In order to receive an award, contractors must be registered and have valid certification in the System for Award Management through sam.gov.

BASIS FOR AWARD:

Selection of an offeror for award will be based on an evaluation of proposals against four factors. The factors, in order of importance are: technical, personnel requirements and corporate experience, past performance and price. All evaluation factors other than price, when combined, are significantly more important than cost or price. However, price may become a critical factor in source selection in the event that two or more offerors are determined to be essentially equal following the evaluation of all factors other than price. The process described in FAR 15.101-1 may be employed, which permits the Government to make tradeoffs among cost or price and non-cost factors to consider award to other than the lowest price offer or other than the highest technically rated factor. The Government intends to make an award to the offeror whose proposals provide the best overall value to the Government.

The evaluation will be based on the demonstrated capabilities of the prospective Contractors in relation to the needs set forth in the Combined Synopsis/Solicitation. The merits of each proposal will be evaluated carefully. Each proposal must document the feasibility of successful implementation of the requirements of the Combined Synopsis/Solicitation.

Offerors must submit information sufficient to evaluate their proposals based on the detailed factors listed below.

The Evaluation Process:

The Government will award a contract resulting from this quotation to the responsible Contractor whose quote conforming to the quotation will be the most advantageous to the Government, price and other factors considered. The following evaluation factors shall be used to evaluate the prospective contractors and are listed in order of importance.

1. Technical Capabilities (40)
2. Personnel Requirements and Corporate Experience (40)
3. Past Performance (20)
4. Price (Price will be evaluated separately but not scored)

TECHNICAL EVALUATION CRITERIA:

1. Technical Capabilities: (40 points):

• The Offeror will be evaluated by the quality and reasonableness of the proposed technical plan as evidence of understanding of the scope, purpose, and complexity of the requirements as described in the Statement of Work (SOW) in enough detail that someone with a rudimentary knowledge of the subject would be able to understand the offeror's ability to perform the work. The proposed technical plan shall demonstrate the following:

o Must show evidence that previous work performed from at least two (2) past clients with IBA Dosimetry phantom equipment or similar meets the standards of the government-owned phantom equipment listed in the SOW.
o Must show evidence of a spare OEM parts inventory of sufficient size to expedite repairs on all equipment covered under the service contract.
o Must show ability to update/upgrade myQA software to the most recent production versions, including any associated software sub-modules/packages.
o Must show ability to train Government personnel, either on-site, web-based or by telephone, to use any existing or new myQA software versions. This shall include training on new features or changes in functionality introduced by software updates/upgrades for existing users and operational training on all software features for new users.
o Ability to demonstrate email and telephone technical expertise with remote or on-site troubleshooting IBA Dosimetry phantom systems and myQA software.

2. Personnel Requirements and Corporate Experience: (40 Points):

• The Offeror will be evaluated by the appropriateness and adequacy of the proposed project personnel and corporate experience as it relates to the completion of the requirements in the Statement of Work, including the responsibilities and level of effort for all personnel who will be assigned to the contract. Staff, as well as their detailed qualifications, must be described. The key personnel assigned to this contract shall include a primary field service engineer and at least one backup engineer with at least the same expertise. The Contractor shall provide a copy of any available training certificate for key personnel that will be performing the work stated in the SOW. Contractor shall also include the following in the quote/proposal:
o Demonstrate knowledge and expertise on servicing and troubleshooting the IBA Dosimetry phantom equipment or similar listed in the SOW.
o Demonstrate certification for end-to-end system maintenance and repair of these systems (including core hardware, peripherals, and software).
o Demonstrate the ability to have remote or on-site response capabilities (depending on the nature of the issue) within twenty-four (24) working hours following initial call by customer.

3. Past Performance and Price: (20 Points):

Offerors shall submit the following information as part of their response:

o A list of three (3) contracts providing preventive maintenance and repair services for all hardware and upgrade and diagnostic services for all software for the IBA Blue Phantom 3D Scanning water Phantom, Blue Phantom-Helix, Linear Diode Array (LDA) and CCU Controller currently in process that are similar in nature to the solicitation. Contracts listed may include those entered into by the Federal Government, agencies of state and local governments and commercial concerns.

Include the following information for each contract or subcontract:

1. Name of Contracting Organization
2. Contract Number (for subcontracts, provide the prime contract number and the subcontract number)
3. Contract Type
4. Total Contract Value
5. Description of Requirement
6. Contracting Officer's Name and Telephone Number
7. Program Manager's Name and Telephone Number

o The quoter must provide specific information on Emergency Service calls for IBA Dosimetry systems encountered on the identified contracts and the quoter's corrective actions.

Each quoter may be evaluated on their performance under existing and prior contracts for similar products or services. The Government is not required to contact all references provided by the quoter. Also, references other than those identified by the quoter may be contacted by the Government to obtain additional information that will be used in the evaluation of the quoter organizational experience.

The Government may evaluate the offeror's past performance on organizational experience based on information obtained from references provided by the offeror, other relevant past performance on organizational experience information obtained from other sources known to the Government, and any information supplied by the offeror concerning problems encountered on the identified contracts and corrective action taken.

The Government will assess the relative risks associated with each offeror. Performance risks are those associated with an offeror's likelihood of success in performing the acquisition requirements as indicated by that offeror's record of past performance.