Extended Warranty and Preventive Maintenance Agreement

1. DESCRIPTION

The Department of Health and Human Services (HHS), National Institutes of Health (NIH), National Institute of Environmental Health Sciences (NIEHS), intends to procure, on a sole source basis, a one-year manufacturer’s extended warranty and comprehensive preventive maintenance agreement for the Government-owned Astrophysics cargo X-ray inspection system, Model XIS1517DV-200KV, Serial Number ASTQB200DVXL138, from the manufacturer and authorized service provider utilizing factory-trained service technicians and genuine manufacturer replacement parts.

The Astrophysics cargo X-ray inspection system is mission-critical security equipment located at the NIEHS Central Receiving Facility, Building 110 Warehouse, and is used to inspect incoming freight, packages, and deliveries entering the NIEHS campus. Continued manufacturer support is necessary to maintain reliable operation, minimize equipment downtime, maintain image quality, and ensure timely technical assistance and repair services. The required services include full parts and labor coverage, coverage of consumable and wear-and-tear items, one scheduled preventive maintenance inspection, one annual radiation safety survey, telephone technical support, remote diagnostics when appropriate, on-site corrective maintenance, system calibration and operational testing following repairs, and restoration of the equipment to normal operating condition.

Due to the specialized nature of the Astrophysics cargo X-ray inspection system and the Government’s requirement for manufacturer-compatible replacement parts, factory-trained technicians, and services performed in accordance with current manufacturer specifications and recommended maintenance procedures, the Government intends to procure these services on a sole-source basis from the manufacturer and authorized service provider possessing the requisite technical expertise and access to genuine manufacturer components is capable of meeting the Government’s requirements. The Government has determined that these requirements are necessary to ensure component compatibility, proper maintenance and repair, reliable system performance, and continuity of critical security operations.

The contractor shall provide telephone technical support Monday through Friday, 7:00 a.m. to 7:30 p.m. Pacific Time, with an initial telephone response within two hours of a service request. Following telephone diagnostics, on-site technical support shall be provided within one business day. The contractor shall notify the Government if the required on-site response period cannot be achieved. All maintenance activities shall include verification of proper system operation and restoration of the equipment to full operational condition, as applicable. Required preventive maintenance, corrective maintenance, radiation survey, replacement parts, warranty, and technical service documentation shall be provided electronically to the Contracting Officer’s Representative (COR) and/or Contracting Officer as specified in the Statement of Work.

The publicizing of this notice is in accordance with RFO FAR 5.101(a). This acquisition will be processed under RFO FAR Part 12 – Acquisition of Commercial Products and Commercial Services and will be made pursuant to applicable simplified acquisition procedures. The period of performance is August 29, 2026, through August 28, 2027.

The applicable NAICS code is 811210 – Electronic and Precision Equipment Repair and Maintenance. The applicable PSC is J059 – Maintenance and Repair of Electrical and Electronic Equipment.

Please see the attached requirements document titled “75N98026Q01043 – Requirements Document” for additional information.

2. UNIQUE QUALIFICATIONS OF THE CONTRACTOR
The proposed contractor is the manufacturer and authorized service provider identified to provide the required extended warranty and preventive maintenance services for the Astrophysics cargo X-ray inspection system, Model XIS1517DV-200KV, Serial Number ASTQB200DVXL138. The required work involves specialized knowledge of the existing system configuration and the provision of preventive and corrective maintenance, genuine manufacturer replacement parts, calibration, operational testing, radiation safety surveying, and technical support.

The Astrophysics cargo X-ray inspection system is a specialized, precision-engineered security inspection system that requires manufacturer-compatible components and factory-trained technical expertise to ensure safe, reliable, and accurate operation. Due to the mission-critical nature of the equipment and its use for screening incoming freight and deliveries, use of an alternate source could result in component incompatibility, improper maintenance or repairs, extended downtime, degraded image quality, and potential disruption to NIEHS security operations. Accordingly, the manufacturer and authorized service provider is the only identified responsible source capable of providing the required specialized warranty and maintenance services while minimizing the technical, operational, and equipment risks associated with use of an alternate source.

RESPONSE INSTRUCTIONS

This notice is not a request for quotations and does not constitute a solicitation. This Notice of Intent is being issued to determine whether any responsible source can satisfy the Government’s requirements. However, interested responsible sources may submit a capability statement, demonstrating their ability to provide all required services, parts, technical support, calibration, preventive maintenance, corrective maintenance, and radiation safety survey services for the specified Astrophysics system, which will be considered by the agency.

The response and any other information furnished must be in writing and must contain material in sufficient detail to allow the Office of Acquisition and Logistics Management (OALM) to determine if the party can fulfil the requirement. The Government will consider all capability statements and other information received in response to this notice solely for the purpose of determining whether to conduct a competitive procurement. A determination by the Government whether to compete or proceed with the proposed noncompetitive acquisition based on information received in response to this notice is solely within the discretion of the Government. This notice does not constitute a solicitation and does not obligate the Government to award a contract.

All responses must be sent via email to Contract Specialist, Jordan Neal, at Jordan.Neal@nih.gov copying Contracting Officer, Alice Pagán Pereira, at Alice. Pagan@nih.gov by no later than 2:00 pm Eastern Time on Thursday, August 27.

To receive an award, Contractors must be registered and have valid certification through SAM.gov. Reference: 75N98026Q01043 on all correspondence.