This notice is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulations (FAR) Subpart 12.6 “Streamlined Procedures for Evaluation and Solicitation for Commercial Items”, as applicable, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; (a written solicitation will not be issued) and quotations (quotes) are being requested. The solicitation number is RFQ-NIAID-24-2218371 and the solicitation is issued as a Request for Quotation (RFQ).
This acquisition will be processed under FAR Part 13 Simplified Acquisition Procedures, FAR Subpart 13.5 – Simplified Procedures for Certain Commercial Items. The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2024-05 Effective May 22, 2024.
The North American Industry Classification System (NAICS) code for this procurement is 334516 – Analytical Laboratory Instrument Manufacturing with a small business size standard of 1,000 in employees. This requirement is not set-aside for small business. The Government anticipates making a single award Firm Fixed Price (FFP) purchase order. By submission of a quote, the Offeror acknowledges the requirement that a prospective awardee shall be registered and viewable in the System for Award Management (SAM) database prior to award, during performance, and through final payment resulting from this solicitation (www.sam.gov).
STATEMENT OF NEED
The proposed purchase is for Brand Name or Equal products/services.
The National Institute of Allergy and Infectious Diseases (NIAID), Vaccine Research Center (VRC), Vaccine Immunology Program (VIP) is seeking to acquire one (1) Mid-Throughput Next Generation Sequencing (NGS) system and optional maintenance agreement. The VRC is designing, producing, and testing candidate immunogens aimed at eliciting neutralizing antibodies against a number of human pathogens including HIV, Influenza, RSV and SARS-CoV-2. At the core of this effort lies the requirement to elicit antibodies that use particular IgH and IgL chain gene pairs. For evaluation of vaccine candidates, the evolution of such antibodies, and thus the effectiveness of the vaccine, needs to be monitored using a variety of molecular techniques that culminate in single-cell NGS of pathogen-specific B cell IgG genes. In addition, passive antibody applications necessarily depend on the identification and sequencing of neutralizing pathogen-specific antibodies in infected and/or convalescent people. Similarly, vaccines being developed by the VRC that aim to elicit T cell immunity, such as those against TB, malaria, and cancer, require analysis at the level of TCR sequences. To complement these studies of immune adaptive receptor use, the VRC also investigates host genomic associations with vaccine responses and disease progression, the microbiome, pathogen sequence diversity within and among infected people, and host cellular reservoirs of pathogens.
To achieve these goals, the VRC has developed a broad portfolio of next-generation sequencing methodologies. These include bulk and single cell TCR, Ig and whole transcriptome sequencing, targeted genomic sequencing of specific loci, whole genome sequencing, shotgun microbiome metagenomics, and long-read/consensus pathogen sequencing. These assays are performed on samples from multiple species including humans, non-human primates (NHP) and various rodents. The mid-throughput NGS instrument is needed to help the VRC, VIP support the mission critical research described above. The sequencing system must use compatible reagents, variables, sequencing techniques, and equipment that will ensure the integrity of on-going study results will not be compromised. VRC currently utilizes Illumina NextSeq 1000 and 2000 systems. As such, this acquisition is for an Illumina NextSeq 2000 or equal mid-throughput NGS system. It is an integrated system for automated generation of DNA clonal clusters by bridge amplification, sequencing, primary analysis, and secondary analysis. With the acquisition of this instrument, it will improve the efficiency of our critical experiments.
Specifically, NIAID, VRC, VIP is seeking one (1) mid-throughput NGS system and optional maintenance agreement, which enables a broad range of applications and study sizes through sequencing by synthesis and sample multiplexing. The system must use onboard algorithms for primary and secondary analysis of the sequencing data. The mid-throughput NGS system includes the sequencing instrument, embedded touchscreen monitor and on-instrument computer, control software, hardware accelerated secondary analysis pipelines, installation and training, and 12-months warranty, including parts and labor. To be considered for award, the vendor quoting “equal” products/services, including “equal” products/services of the brand-name manufacturer must meet all the technical requirements listed below:
- The Mid-Throughput NGS instrument has have at least eleven flowcell options with a minimum of 100M reads on a single flowcell and have a 600-cycle or greater kit option.
- The instrument must incorporate a design to avoid sample cross-contamination within the fluidics.
- The instrument must incorporate an onboard bioinformatics server with BCL to FASTQ conversion, lossless data compression, and secondary analysis pipelines.
- The instrument must not be larger than 23.6” x 23.6” x 25.6” (HxWxD) and weigh no more than 145kg.
The technical requirements for the maintenance agreement option include:
- Full coverage for Original Equipment Manufacturer (OEM) replacement parts, labor, and travel. Coverage includes all fees associated with repairs (labor and replacement parts) for any service or repairs performed. Only OEM parts will be accepted for all repairs and services.
- Service support must include reagent replacement upon hardware failure.
- Priority scheduling and onsite response for all repairs during the period of performance. Priority is defined as giving priority scheduling equal to a direct contract and guaranteeing the equivalent manufacturer’s priority onsite response. OEM Trained Certified Technicians required.
- At least one (1) Preventive Maintenance Inspection to be performed during a twelve-month period to ensure the instruments are performing to factory specifications.
- 48-hour priority response time after receipt of service call
- Instrument control software and hardware proprietary updates (can occur during scheduled firmware updates upon request, and in conjunction with a scheduled Preventive Maintenance or Corrective Maintenance visit), including software revision. Provide End User License Agreement (EULA) if applicable.
- Unlimited service visits during normal business days and hours, excluding Federal holidays.
- Unlimited telephone support for instruments and applications and Remote Technical Support during business hours.
- Field service representative trained to provide service in biosafety level 2 (BSL-2).
PERIOD OF PERFORMANCE
Delivery of equipment is preferred as soon as possible and required within 90 days after receipt of award – estimated December 20, 2024. The estimated base period of performance is August 20, 2024 – August 19, 2025, which includes a 12-months warranty to take effect upon installation of the system. A 12-month service plan option may be exercised following the completion of the 12-month warranty.
SHIPPING/DELIVERY INSTRUCTIONS
Delivery location is FOB Destination: Vaccine Research Center, 40 Convent Drive, Bethesda, MD 20814. All equipment delivered shall contain a Packing Slip.
INSTRUCTIONS
All interested vendors shall provide a quote for the requirement as outlined in this solicitation. All quotes shall include:
- Price(s) (unit price, extended price, total price)
- Shipping fees
- Manufacturing country of origin of the products, including components
- Documentation demonstrating vendor is either the manufacturer or authorized distributor/reseller of the product(s)
- Estimated date of delivery
- Point of contact: name, phone number & email
- Unique Entity ID (UEI) and cage code from active SAM.gov registration
- Business size under NAICS 334516
- Payment terms
- Response to all minimum service requirements and instructions for the quote to be accepted as responsive.
- Support response. Quote must indicate:
- Remote support response time (include guarantees)
- Onsite visit response time (include guarantees, zoning/geography restrictions if applicable)
- All service terms, conditions, and exclusions as a part of, or as an attachment to the quotation. Referenced or linked terms and conditions will not be considered nor included in award.
- Indicate the order of priority in which repairs will be scheduled. (For example, if the vendor serves multiple clients, which clients, if any, take precedence over others. If there is a tier-based system that prioritizes certain clients or certain types of repairs over others, indicate at what tier or priority of service that is being quoted)
- Indicate the nature of software updates/revisions during the service period. Include when they will be implemented (for example, will revisions/updates be provided and released to NIAID, during PM visits only, upon immediate release, or on another schedule). Provide End User License Agreement (EULA) is applicable.
- All manufacturers and serial number must be listed for each piece of equipment quoted per line.
- Documentation of OEM trained technicians/engineers: All third-party service providers, must include a letter from OEM certifying service technicians/engineers or proof of OEM training.
Each response must clearly indicate the capability of the vendor to meet all specifications and requirements. The Government will evaluate only those quotes that fully meet the requirements as outlined above and respond to the solicitation instructions and requirements. Failure to furnish a full and complete quote as instructed will result in the Quoter’s response being considered non-responsive and will therefore be eliminated from further consideration and award.
If providing an equal product(s)/services(s), please supply descriptive data for evaluation purposes to determine the validity of how it is an EQUAL. The following FAR provision applies to this a solicitation FAR 52.211-6 Brand Name or Equal (Aug 1999):
(a) If an item in this solicitation is identified as "brand name or equal," the purchase description reflects the characteristics and level of quality that will satisfy the Government’s needs. The salient physical, functional, or performance characteristics that "equal" products must meet are specified in the solicitation.
(b) To be considered for award, offers of "equal" products, including "equal" products of the brand name manufacturer, must-
(1) Meet the salient physical, functional, or performance characteristic specified in this solicitation;
(2) Clearly identify the item by-
(i) Brand name, if any; and
(ii) Make or model number;
(3) Include descriptive literature such as illustrations, drawings, or a clear reference to previously furnished descriptive data or information available to the Contracting Officer; and
(4) Clearly describe any modifications the offeror plans to make in a product to make it conform to the solicitation requirements. Mark any descriptive material to clearly show the modifications.
(c) The Contracting Officer will evaluate "equal" products on the basis of information furnished by the offeror or identified in the offer and reasonably available to the Contracting Officer. The Contracting Officer is not responsible for locating or obtaining any information not identified in the offer.
(d) Unless the offeror clearly indicates in its offer that the product being offered is an "equal" product, the offeror shall provide the brand name product referenced in the solicitation.
(End of provision)
Quotes are due by 3:00 PM EST on September 5, 2024. Quotes must be emailed to Kathy Song, Contract Specialist at kathy.song@nih.gov. Late quotes will not be considered. All responsible sources may submit an offer that will be considered by this Agency. Any questions or concerns regarding this combined synopsis/solicitation should be emailed by August 30, 2024 at 3:00 PM EST to kathy.song@nih.gov.
EVALUATION
NIAID will evaluate quotes to determine the best value to the government. NIAID will make that determination based on technical acceptability, past performance, and price. NIAID will evaluate past performance and price only for those quotes which are rated as technically acceptable. In the event quotes are evaluated as technically equal, past performance, and price will become major considerations in selecting the successful Quoter.
EVALUTION OF OPTIONS
In accordance with FAR 52.217-5 Evaluation of Options, the Government will evaluate offers for award purposes by adding the total price for all options to the total price of the basic requirement. The Government may determine that a quote is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).
SPECIAL NOTICE TO QUOTERS
Quoters are advised that the Government may share your information with non-government personnel who are assisting with the evaluation of quotes. The exclusive responsibility for source selection will reside with the Government. By submitting your quote, you will be consenting to disclosure of your quote to non-government personnel for purposes of evaluation.
ELECTRONIC INVOICING
The successful vendor may submit an invoice once a shipment is delivered. NIAID will only accept invoices for completed services and units that have been delivered to NIAID.
NIH is using a phased transition approach from the NIH Office of Financial Management (OFM) Electronic Invoice Submission instructions to the Department of Treasury’s Invoice Processing Platform (IPP). For contractors that have transitioned to IPP, the Contractor must submit invoices to the Department of Treasury's Invoice Processing Platform (IPP) at https://www.ipp.gov. For contractors that have not transitioned to IPP, the Contractor shall submit invoices to the National Institutes of Health (NIH)/Office of Financial Management (OFM) via email at invoicing@nih.gov with a copy to the approving official until the Contractor has been notified of its transition to IPP.
PROVISIONS AND CLAUSES
FAR 52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998)
This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): https://www.acquisition.gov/
FAR 52.203-18 – Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements – Representations (Jan 2017)
FAR 52.204-7 – System for Award Management (Oct 2018)
FAR 52.204-16 – Commercial and Government Entity Code Reporting (Aug 2020)
FAR 52.204-24 – Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (Nov 2021)
FAR 52.204-26 – Covered Telecommunications Equipment or Services-Representation. (Oct 2020)
FAR 52.209-7 – Information Regarding Responsibility Matters (Oct 2018)
FAR 52.211-6 – Brand Name or Equal (Aug 1999)
FAR 52.212-1 – Instructions to Offerors – Commercial Products and Commercial Services (Sep 2023)
FAR 52.212-3 – Offeror Representations and Certification – Commercial Products and Commercial Services (May 2024)
FAR 52.217-5 – Evaluation of Options (Jul 1990)
The following HHSAR provision is applicable and provided in full text below:
HHSAR 352.239-78 INFORMATION AND COMMUNICATION TECHNOLOGY ACCESSIBILITY NOTICE (FEB 2024) (DEVIATION)
(a) Any offeror responding to this solicitation must comply with established HHS Information and Communication Technology (ICT) accessibility standards. Information about Section 508 is available at https://www.hhs.gov/web/section-508/index.html.
(b) The Section 508 accessibility standards applicable to this solicitation are stated in the clause at 352.239-79 Information and Communication Technology Accessibility. In order to facilitate the Government’s determination whether proposed ICT supplies, products, platforms, information, and documentation meet applicable Section 508 accessibility standards, offerors must submit an appropriate HHS Section 508 Accessibility Conformance Checklist (see https://www.hhs.gov/web/section-508/accessibility-checklists/index.html) or an Accessibility Conformance Report (ACR) (based on the Voluntary Product Accessibility Template (VPAT) see https://www.itic.org/policy/accessibility/vpat), in accordance with the completion instructions. The purpose of the checklists and conformance reports are to assist HHS acquisition and program officials in determining whether proposed ICT supplies, products, platforms, information, and documentation conform to applicable Section 508 accessibility standards. Checklists and ACRs evaluate—in detail—whether the ICT conforms to specific Section 508 accessibility standards and identifies remediation efforts needed to address conformance issues.
(c) If an offeror claims its supplies or services meet applicable Section 508 accessibility standards, and it is later determined by the Government, i.e., after award of a contract or order, that supplies, products, platforms, information, documentation, or services support delivered do not conform to the described accessibility standards, remediation of the supplies, products, platforms, information, documentation, or services support to the level of conformance specified in the contract will be the responsibility of the Contractor at its expense.
(d) In order to facilitate the Government's determination whether proposed ICT supplies meet applicable Section 508 accessibility standards, offerors must submit an Accessibility Conformance Report, in accordance with its completion instructions and tailored to the requirements in the solicitation. The purpose of the Report is to assist HHS acquisition and program officials in determining whether proposed ICT supplies conform to applicable Section 508 accessibility standards. The template allows offerors or developers to self-evaluate their supplies and document, in detail, whether they conform to a specific Section 508 accessibility standard, and any underway remediation efforts addressing conformance issues. Instructions for preparing the HHS Section 508 Evaluation Template are available at https://Section508.gov/.
(e) In order to facilitate the Government's determination whether proposed ICT services meet applicable Section 508 accessibility standards, offerors must provide enough information to assist the Government in determining that the ICT services conform to Section 508 accessibility standards, including any underway remediation efforts addressing conformance issues.
(f) Respondents to this solicitation must identify any inability to conform to Section 508 requirements. If an offeror claims its supplies or services meet applicable Section 508 accessibility standards, and it is later determined by the Government, i.e., after award of a contract or order, that supplies or services delivered do not conform to the described accessibility standards, remediation of the supplies or services to the level of conformance specified in the contract will be the responsibility of the Contractor at its expense.
(g) Items delivered as electronic content must be accessible to HHS acceptance criteria. Checklist for various formats are available at http://508.hhs.gov/. Materials, other than items incidental to contract management, that are final items for delivery should be accompanied by the appropriate checklist, except upon approval of the Contracting Officer or Contracting Officer’s Representative.
(End of provision)
FAR 52.252-2 – Clauses Incorporated by Reference (Feb 1998)
This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): https://www.acquistion.gov/
FAR 52.204-13 – System for Award Management Maintenance (Oct 2018)
FAR 52.204-18 – Commercial and Government Entity Code Maintenance (Aug 2020)
FAR 52.204-21 – Basic Safeguarding of Covered Contractor Information Systems (Nov 2021)
FAR 52.212-4 – Contract Terms and Conditions – Commercial Products and Commercial Services (Nov 2023)
FAR 52.242-15 – Stop-Work Order (Aug 1989)
By reference the Department of Health and Human Services Acquisition Regulation (HHSAR) provisions and clauses that are applicable to this requirement. Copies are available from http://www.hhs.gov/policies/hhsar/:
Clauses
HHSAR 352.203-70 – Anti-lobbying (December 18, 2015)
HHSAR 352.208-70 – Printing and Duplication (December 18, 2015)
HHSAR 352.222-70 – Contractor Cooperation in Equal Employment Opportunity Investigations (December 18, 2015)
HHSAR 352.223-70 – Safety and Health (December 18, 2015)
By full text the Department of Health and Human Services Acquisition Regulation (HHSAR):
HHSAR 352.232-71 – Electronic Submission of Payment Requests (February 2, 2022)
HHSAR 352.239-79 – Information and Communication Technology Accessibility (Feb 2024) (DEVIATION)
The following additional clauses are applicable to this requirement and provided in full text as Attachments:
FAR 52.212-5 – Contract Terms and Conditions Required to Implement Status or Executive Orders – Commercial Products and Commercial Services (May 2024)
FAR 52.217-8 – Option to Extend Services (Nov 1999)
FAR 52.217-9 – Option to Extend the Term of the Contract (Mar 2000)
LIST OF ATTACHMENTS
Attachment 1 – Bill of Materials (BOM)
Attachment 2 – Statement of Work (SOW)
Attachment 3 – Full Text Clauses
