Preventive Maintenance and Repair Service Agreement for two Zeiss Merlin Field Emission Gun Scanning Electron Microscope (FEG SEM) and a Gatan 3View serial block face sectioning device

MARKET RESEARCH PURPOSES ONLY

NOT A REQUEST FOR PROPOSAL OR SOLICITATION

The U.S. Food and Drug Administration (FDA) is conducting market research to support the National Center for Toxicological Research (NCTR), requirement for Preventive Maintenance and Repair Service Agreement for two Zeiss Merlin Field Emission Gun Scanning Electron Microscope (FEG SEM) and a Gatan 3View serial block face sectioning device.   

The FDA is seeking small business sources to determine the availability and capability of small businesses capable of providing the required supplies. Other than small business concerns are also encouraged to submit capability statements. The following information is provided to assist the FDA in conducting Market Research to identify potential contractors for this effort.

The associated North American Industry Classification System (NAICS) Code is- 811210 - Electronic and Precision Equipment Repair and Maintenance; the applicable Small Business Size Standard is $34 million.

Statement of Work

Background

The National Center for Toxicological Research (NCTR) Nanotechnology Core facility needs instruments that require a yearly maintenance contract to ensure reliability for the support of research. This request is for the new service and maintenance contract for specific services on the below instruments.

Objectives

To provide best possible service/maintenance/repair contracts to the following instruments:

• Zeiss Merlin Field Emission Gun Scanning Electron Microscope (FEG SEM), Serial Number: MRL 40-6054;
• Zeiss Merlin Field Emission Gun Scanning Electron Microscope (FEG SEM), Serial Number: MRL 40-4265;
• Gatan 3View serial block face sectioning device, Serial Number: 3V033M SBFSEM. (Note: This instrument is paired with the Zeiss FEG SEM, Serial Number: MRL 40-4265).

Scope 
The FDA Nanotechnology Core Facility (Nanocore) utilizes multiple types of equipment for the characterization of nanomaterials and biological and clinical samples. This solicitation is for a service contract covering the following ZEISS/GATAN instruments:

• Zeiss Merlin Field Emission Gun Scanning Electron Microscope (FEG-SEM), Serial Number: MRL 40-6054
• Zeiss Merlin Field Emission Gun Scanning Electron Microscope (FEG-SEM), Serial Number: MRL 40-4265
• Gatan 3View Serial Block Face Sectioning Device, Serial Number: 3V033M (Note: This instrument is paired with the Zeiss FEG-SEM, Serial Number: MRL 40-4265)

These instruments require a yearly service contract to ensure operational reliability in support of ongoing research.

These instruments, along with their subcomponents, require, at a minimum

One (1) year of complete, all-inclusive, preventive maintenance and repair service coverage for MRL 40-6054.

And

One (1) year of the highest-tiered service coverage available for the combined MRL 40-4265 and 3V033M instruments.

All services provided under this contract shall meet the minimum technical requirements set forth below.

Requirements

Minimum Preventative and Corrective Maintenance Requirements:

Zeiss Merlin MRL 40-6054 Base Year performance requirements.

• The Zeiss Merlin MRL 40-6054 must have the most comprehensive, highest-tiered, all-inclusive service coverage offered by the vendor.
• Repairs to the MRL 40-6054 taking longer than 30 calendar days from the time a documented service call is initiated will result in the excess days being added to the end of the period of performance, effectively extending the contract by that amount. In cases of reasonable and documented unforeseen circumstances, the Government may, at its discretion, agree to extend the 30-day repair deadline.
• To expedite repairs and minimize potential impacts on scientific research, the contractor shall ensure timely access to qualified field engineers and/or technicians who shall be authorized to conduct site visits, authorize and obtain required parts and perform necessary repairs without unnecessary administrative delays, including delays related to internal purchase order processing or subcontractor authorization requirements.
• Corrective/remedial repair site visits shall occur within 3–5 business days of a service call being initiated, for issues that cannot be resolved remotely via telephone or internet.
• Coverage shall include one (1) Field Emission Gun (FEG) tip change-out per the first contract year.
• All maintenance and repair activities shall be performed by formally trained and OEM-certified technicians and/or engineers to ensure the equipment meets original manufacturer specifications.
• All repairs and PM services shall be performed in accordance with OEM specifications, manuals, and service bulletins, using OEM replacement parts, components, subassemblies, etc.
• PM service shall include a minimum of one (1) on-site visit per contract year for routine instrument calibration and certification.
• The contractor shall provide the FDA Contracting Officer's Representative (COR), Technical Representative (TR), and system operator personnel with access to the manufacturer's technical call center, which shall be staffed by senior engineers to provide a high level of troubleshooting expertise for the instrument.
• Technical support (e.g., telephone, email, web-based, etc.) shall be available Monday through Friday, excluding Federal Holidays, during normal business hours Eastern Time, and the contractor shall begin working toward a resolution within 24 hours of the initial request for assistance.
• Coverage shall include OEM technical bulletins, repair procedures, and unlimited software, firmware, and application updates
• All costs for labor, travel, and parts required for preventative maintenance and repairs shall be included.

Performance requirements: Zeiss Merlin MRL 40-4265, including the Gatan Serial Block Face microtome (Ser. No. 3V033M)

• The contract must include all available service coverage for the Zeiss Merlin MRL 40-4265, including the Gatan Serial Block Face microtome (Ser. No. 3V033M) attached to that instrument.
• The service agreement for the Zeiss Merlin MRL 40-4265 and Gatan 3View shall not be subject to the 30-calendar-day repair deadline or associated contract extension provision specified above for the MRL 40-6054.
• All maintenance and repair activities shall be performed by formally trained and OEM-certified technicians and/or engineers to ensure the equipment meets original manufacturer specifications.
• All repairs and PM services shall be performed in accordance with OEM specifications, manuals, and service bulletins, using OEM replacement parts when available, components, subassemblies, etc.
• PM service shall include a minimum of one (1) on-site visit per contract year for routine instrument calibration and certification.  consumable parts required to complete the PM will be purchased by the government.
• The contractor shall provide the FDA Contracting Officer's Representative (COR), Technical Representative (TR), and system operator personnel with access to the manufacturer's technical call center, which shall be staffed by senior engineers to provide a high level of troubleshooting expertise for the instrument.
• Technical support (e.g., telephone, email, web-based, etc.) shall be available Monday through Friday, excluding Federal Holidays, during normal business hours Eastern Time, and the contractor shall begin working toward a resolution within 24 hours of the initial request for assistance.
• Coverage shall include OEM technical bulletins, repair procedures, and unlimited software, firmware, and application updates.
• Coverage shall include one (1) Field Emission Gun (FEG) tip change-out per Merlin SEM per contract year.
• Repairs: All costs for labor and travel required for repairs shall be included. Parts paid by the Government.

Option Years 1-3: Zeiss Merlin MRL 40-6054 and Zeiss Merlin MRL 40-4265, including the Gatan Serial Block Face microtome (Ser. No. 3V033M)

performance requirements

• Starting October 1, 2027, Carl Zeiss Microscopy will no longer be able to guarantee the availability of replacement parts for the microscope.
• The service agreement for the Zeiss Merlin MRL 40-6054 shall no longer be subject to the 30-calendar-day repair deadline or associated contract extension provision specified above.
• To expedite repairs and minimize potential impacts on scientific research, the contractor shall ensure timely access to qualified field engineers and/or technicians which shall be authorized to conduct site visits, obtain required parts and perform necessary repairs without unnecessary administrative delays, including delays related to internal purchase order processing or subcontractor authorization requirements.
• Corrective/remedial repair site visits shall occur within 3–5 business days of a service call being initiated, for issues that cannot be resolved remotely via telephone or internet.
• All maintenance and repair activities shall be performed by formally trained and OEM-certified technicians and/or engineers to ensure the equipment meets original manufacturer specifications.
• All repairs and PM services shall be performed in accordance with OEM specifications, manuals, and service bulletins, using OEM replacement parts when available, components, subassemblies, etc.
• PM service shall include a minimum of one (1) on-site visit per contract year for routine instrument calibration and certification.  All consumable parts required to complete the PM will be paid by the government.
• The contractor shall provide the FDA Contracting Officer's Representative (COR), Technical Representative (TR), and system operator personnel with access to the manufacturer's technical call center, which shall be staffed by senior engineers to provide a high level of troubleshooting expertise for the instrument.
• Technical support (e.g., telephone, email, web-based, etc.) shall be available Monday through Friday, excluding Federal Holidays, during normal business hours Eastern Time, and the contractor shall begin working toward a resolution within 24 hours of the initial request for assistance.
• Coverage shall include OEM technical bulletins, repair procedures, and unlimited software, firmware, and application updates
• All costs for labor, and travel required for preventative maintenance and corrective/remedial repair services shall be included.  Parts will be paid by the Government.

• Deliverables: Service Records and Reports — The contractor shall, upon completion of each service call or preventive maintenance visit, provide the equipment end-user and the Contracting Officer with a field service report identifying the equipment name, manufacturer, model number, and serial number; the reason for the service call; a detailed description of the work performed; the test instruments or other equipment used to perform the repair or service; the name(s) and contact information of the technician(s) who performed the work; and, for informational purposes, the on-site hours expended and parts/components replaced.

Technical Specifications to be maintained:

• Zeiss Merlin FEG SEM, Serial Number MRL 40-6054, GEMINI II column, 0.8 nm at 15 kV, 1.4-1.6 nm at 1 kV, 0.6-0.8 nm STEM at 30 kV, probe current 5 pA to 300 nA, magnification 12x to 2,000,000x, 5-axis eucentric stage X/Y 130 mm Z 50 mm tilt -3° to 70° rotation 360°, chamber 330 mm Ø × 270 mm, in-lens SE, EsB, SE2, multi-segment BSD detectors
• Zeiss Merlin FEG SEM, Serial Number MRL 40-4265, GEMINI II column, 0.8 nm at 15 kV, 1.4-1.6 nm at 1 kV, 0.6-0.8 nm STEM at 30 kV, probe current 5 pA to 300 nA, magnification 12x to 2,000,000x, 5-axis eucentric stage X/Y 130 mm Z 50 mm tilt -3° to 70° rotation 360°, chamber 330 mm Ø × 270 mm, in-lens SE, EsB, SE2, multi-segment BSD detectors, paired with Gatan 3View
• Gatan 3View SBFSEM, Serial Number 3V033M, in-chamber ultramicrotome for Zeiss Merlin MRL 40-4265, section thickness 15-200 nm typical 25-50 nm, block face up to 700 µm, Z-resolution ~10 nm, automated cutting speed 0.05-5 mm/s, knife travel 1-2 mm, X/Y stage ~1×1 mm, low-kV optimized BSE detector, unattended stack acquisition up to 600 µm depth

Delivery/Repairs will be performed at NCTR, 3900 NCTR Road, Jefferson, AR 72097

Government-Furnished Property, Material, Equipment, or Information (GFP, GFM, GFE, or GFI)

There will be no Government-furnished property provided to the Contractor.

Security

The contractor will ensure a government employee is available to escort them to the instrument’s location on NCTR Property.

Place of Performance

NCTR-FDA, Building 26, Room A026, 3900 NCTR Rd., Jefferson, AR, 72079

Period of Performance

Base Year: 9/12/2026 - 9/11/2027

Option Year 1: 9/12/2027 - 9/11/2028

Option Year 2: 9/12/2028 - 9/11/2029

Inspection and Acceptance Criteria

The Government will review all reporting requirement deliverables in accordance with specifications and standards identified in the statement of work or any directives issued by the COR. The contractor shall submit the reporting Requirements/Deliverables to the COR in accordance with the delivery schedule. The COR will perform inspection and acceptance of materials and services.

FOB Point Destination. All items shall include shipping and handling to the destination identified herein.

Holidays and Government Closures

Service/Delivery shall not be scheduled during Federal Holidays or Federal Closures as determined by Executive Orders or opm.gov. Federal Holidays are as follows:

New Year’s Day                                       Labor Day

Martin Luther King, Jr.’s Birthday           Columbus Day

Washington’s Birthday                             Veterans Day

Memorial Day                                           Thanksgiving Day

Juneteenth Day                                        Christmas Day

Independence Day           

Contract Type: Firm Fixed Price

Alternative solutions will be considered insofar as any such alternate system and/or system components meet the minimum intended use of the system and brand name or equal technical requirements.

The offeror shall furnish sufficient technical information necessary for the Government to conclusively determine that the offered products/services and components meet the technical requirements identified above. Though the target audience is small business manufacturers or small businesses capable of supplying a U.S. made product/service of a small business manufacturer or producer all interested parties may respond.  At a minimum, responses shall include the following:

• Business name, SAM Unique Entity ID number, business address, business website, business size status (i.e., SB, VOSB, SDVOSB, HUBZone SB, SDB, WOSB, LB), point of contact name, mailing address (if different from business address), phone number and email address (Provide this same information if responding to provide a product manufactured by another firm);
• Sufficient descriptive literature that unequivocally demonstrates that offered products and services can meet the above requirements. All descriptive material necessary for the government to determine whether the service/product offered meets the technical requirements including: technical specifications, ISO certifications, descriptive material, literature, brochures and other information, which demonstrates the capabilities of the contractor to meet the requirement.
• Three (3) years of past performance information, where the respondent has provided same or substantially similar product/service solutions on the same or near-same requirements. For each past performance reference include the date of sale, description, dollar value, client name, client address, client point of contact name, client point of contact mailing address (if different from that provided for client), client point of contact phone number, client point of contact email address, and name of the manufacturer (to include SAM Unique Entity ID number and size status) if not the respondent.
• The offeror’s capability to initiate service on-site within the time specified above.
• Offeror shall provide estimated historical on-site response time from the initial call for service until a service technician was on-site for the brand name and model of instrument in this solicitation or a standard target time for onsite performance from initiation of service call.
• Service/repair agreement plans that are available for the Make/Model of the system described above.
• If applicable, identification of the firm's GSA Schedule contract(s) by Schedule number and SINs that are applicable to this potential requirement. Detailed list of items included and not included on the GSA contract to meet this requirement.
• If applicable, identification of Best in Class (BIC) contract information or other Government-wide or HHS-wide contracts that the equipment/service is available on.
• Identification of AbilityOne Contracts available that can meet the requirement.
• Capability and understanding of accessibility testing and customization to conform with the applicable Section 508 standards identified herein. Provide information if the respondent has an Accessibility Conformance Report (ACR) for the products offered for the Revised 508 Standards. The ACR should be based on the Voluntary Product Accessibility Template Version 2.0  (MS Word) provided by the Industry Technology Industry Council (ITIC).
• Provide information if any of these specifications are too restrictive. Failure to provide information indicating that the listed specifications are too restrictive will be interpreted as confirmation that the specifications are adequate for a competitive environment.
• If a large business, identify the subcontracting opportunities that would exist for small business concerns;
• Standard commercial warranty and payment terms;
• Provide place of product manufacture or service performance and any other applicable information to enable review and analysis pertaining to the Buy American statute and requirements relating to Made in America in the event a nonavailability waiver request through the MIAO Digital Waiver Portal is needed; and
• Though this is not a request for quote, informational pricing is required

The government is not responsible for locating or securing any information, not identified in the response.

The Government encourages any comments and/or suggestions from any interested party, regarding the specifications. While the Government will not respond directly to your comments and/or suggestions; we will consider them as we finalize the specifications in preparation for the forthcoming solicitation.

Interested Parties shall respond with capability statements which are due by email to the point of contact listed below on or before June 22, 2026 by 13:00 hours (Central Time in Jefferson, Arkansas) to nick.sartain@fda.hhs.gov. Reference NCTR-2026-134796.

Notice of Intent

Responses to this sources sought announcement will assist the Government in determining whether or not any future requirement similar to this one should be set aside for small business, made available to full and open competition or procure through sole-source acquisition procedures.

Disclaimer and Important Notes

This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization’s qualifications to perform the work.

Responses with weblinks will not be opened or viewed.

Responses must demonstrate capability, not merely affirm the respondent's capability (i.e. the response must go beyond the statement that, "XYZ company can provide the instrument, technical support etc.").

Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in sam.gov. However, responses to this notice will not be considered adequate responses to a solicitation.

Confidentiality

No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).