Maintenance and Repair Service for Mass Spectrophotometer Equipment

COMBINED SYNOPSIS / SOLICITATION (COMPETITIVE)

Title: Maintenance and Repair Service for Mass Spectrophotometer Equipment

(i) This is a combined synopsis/solicitation for commercial items prepared in accordance with FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested, and a separate written solicitation will not be issued.

(ii) The solicitation number is 75N98026Q00327. This solicitation is issued as a competitive combined synopsis/solicitation for commercial products or commercial services. The Government intends to award a contract or purchase order resulting from this solicitation using full and open competition.

This acquisition is conducted under the authority of FAR 12.603, Streamlined Solicitation for Commercial Products or Commercial Services, and is not expected to exceed the simplified acquisition threshold.

The National Institutes of Health (NIH), Office of the Director, Office of Acquisitions, seeks to award a firm fixed price purchase order to the responsible offeror whose proposal represents the best value to the Government.

(iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (2026-01).

(iv) The associated NAICS code is 811210, and the small business size standard is $34 million.

This requirement is not set aside for small business.

(v) Description of Requirement:

The purpose of this requirement is to procure maintenance support services for laboratory equipment owned and operated by the National Institute on Aging (NIA). The NIA owns an Orbitrap Eclipse Mass Spectrometer. This equipment is used by the Center of Alzheimer’s Disease and Related Dementias (CARD) and requires maintenance to ensure continued full function and continuity of NIA research data.

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 as outlined below:

The Contractor shall provide the Government with maintenance and repair support for the following instruments:

Orbitrap Eclipse ETD Ready Serial Number: FSN40137

Ultimate 3000 NCS-3500RS Nano Nano-Cap-S Serial Number: 8171437

Dionex WPS-3000TPL RS Autosampler Serial Number: 8171553

Maintenance and repair support shall include all labor, travel, and replacement parts necessary to provide preventative maintenance support, install new instrument software upgrades and train staff in use of the new software, and troubleshoot problems. Replacement parts and software upgrades provided must be Original Equipment Manufacturer (OEM) certified. Only Original Equipment Manufacturer (OEM)–certified technicians may perform troubleshooting, preventative maintenance, installation of software upgrades, and staff training. Third‑party vendors may submit quotes provided their technicians hold current OEM certification for all instruments covered under this requirement. Service technicians shall acknowledge repair requests within 24 business hours, and an onsite visit from a technician shall occur within 72 business hours.

Level of Effort: Contractor shall provide reporting transfer through electronic mail to NIA staff.

Government Responsibilities:
When the Contractor is on-site for maintenance and repair support provision, the Government will provide workspace as well as access to a desktop computer and telephone for Contractor needs related to this requirement.

Deliverables:

The Contractor shall provide one report to the Government via email on a quarterly basis which details all maintenance and repair work performed for each instrument during the reporting period. The report shall be due on the last business day of each quarter.

Reporting Requirements:

The contractor shall provide reports which detail all maintenance and repair work performed for each instrument during the reporting period

Section 508 – Electronic and Information Technology Standards:

The contractor shall comply with Section 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105‑220), August 7, 1998.. 

(vi) Place of Performance:
NIH/NIA
9000 Rockville Pike
Bethesda, MD 20892
USA

(vii) Period of Performance:

Base Year                 - June 01, 2026 to May 30, 2027
Option Year 01         - June 01, 2027 to May 30, 2028
Option Year 02         - June 01, 2028 to May 30, 2029

(viii) The provision at FAR 52.212-1, Instructions to Offerors—Commercial Items, applies to this acquisition. Add any agency-specific instructions as required.

(ix) The provision at FAR 52.212-2, Evaluation—Commercial Items, applies to this acquisition.

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation represents the best value to the Government, price and other factors considered.

(b) Evaluation Factors:

Evaluations will be based on the demonstrated capabilities of the prospective Offeror in relation to the needs of the project. The merits of each quote will be evaluated carefully. Each quote must document the feasibility of successful implementation of the requirements of this solicitation. The Offeror must submit information sufficient to evaluate its quotes based on the detailed factors listed below.

Technical Evaluation Criteria

As part of the Technical Quote, the Offeror shall include the following:

Technical Capability and Functionality                                                    

NIA shall evaluate the offeror’s technical approach for overall capability and functionality in relation to the General Requirement, Salient Characteristics, Quantity and Deliverables as described in the Statement of Work.

Contract Management and Customer Support                                        

NIA shall evaluate the offeror’s ability to provide a high level of customer service, particularly in the area of initial responsiveness and resolution of device and service problems. Specifically, the Government will evaluate the Offeror’s capability based on its description of any applicable warranty, customer support process.

Past Performance                                                                                        

The Offeror should provide past performance information. Past performance information should cover a minimum of 1 year in relevant services and deliveries of comparable systems. The Offeror should provide at least one reference for any project identified under the experience factor that has a performance period within the past three years. For each reference, the offeror should provide: (1) Organization/contracting partner's name; (2) Point of contact's (POC) name and contact information: Current phone numbers. Valid email addresses; (3) Description that precisely explains: General scope of the contract. Specific requirements of the contract.

Offerors may be evaluated based on information obtained from references provided by the offeror, other relevant past performance 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.  Furthermore, 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. The assessment of performance risk is not intended to be the product of a mechanical or mathematical analysis of an offeror's performance on a list of contracts but rather the product of subjective judgment by the Government after it considers all available and relevant information.

Price Evaluation

Offerors price quote will be evaluated for reasonableness. For a price to be reasonable, it must represent a price to the government that a prudent person would pay when consideration is given to prices in the market. Normally, price reasonableness is established through adequate price competition, but may also be determined through cost and price analysis techniques. Price evaluation will not be conducted on any Offeror determined to be technically unacceptable.

(c) A written notice of award or acceptance of an offer, issued within the time specified in the offer, shall result in a binding contract without further action by either party. The Government reserves the right to accept any offer before the expiration date.

(x) Offerors shall include a completed copy of FAR 52.212-3, Offeror Representations and Certifications—Commercial Items, with their offer.

(xi) FAR 52.212-4, Contract Terms and Conditions—Commercial Items, applies to this acquisition.

(xii) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders—Commercial Items, applies to this acquisition.

(xiii) FAR 52.217-9 Option to Extend the Term of the Contract is for when the contract has option years included

(xiv) Additional contract requirements or terms and conditions, as determined necessary by the Contracting Officer and consistent with customary commercial practices:

(xv) The Defense Priorities and Allocations System (DPAS) is not applicable.

(xvi) Submission Requirements:

All responses must be received by May 21, 2026, at 5:00 PM EST and must reference solicitation number 75N98026Q00327. Faxed quotes are not accepted.

Quotes shall be submitted electronically in PDF format and organized using the following section headers:

1. Technical Capability and Functionality
2. Contract Management and Customer Support
3. Past Performance
4. Price Quote

Each quote shall include, at a minimum:

• Unit and total price
• Shipping and handling costs
• Delivery timeframe after award
• Delivery terms
• F.O.B. point (destination or origin)
• Product or catalog numbers (if applicable)
• Product/service description
• Unique Entity Identifier (UEI)
• Taxpayer Identification Number (TIN)
• Business size classification

Vendors must be actively registered in the System for Award Management (SAM) at www.sam.gov at the time of quote submission.

Late quotes may not be considered unless an emergency or unanticipated event interrupts normal Government processes.

Responses should be emailed to the point of contacts: Elaine Estrella, Contract Specialist, elaine.estrella@nih.gov or Brian Lind, Contract Officer, brian.lind@nih.gov