Preventative Maintenance and Service Agreement for the Leica Cryostat CM3050S

This is a Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement. This notice is issued to help determine the availability of qualified companies technically capable of meeting the Government requirement, to determine the method of acquisition, and availability of domestic sources manufactured in the United States in sufficient and reasonably available commercial quantities and of a satisfactory quality. It is not to be construed as a commitment by the Government to issue a solicitation or ultimately award a contract. Responses will not be considered as proposals or quotes. No award will be made as a result of this notice. The Government will NOT be responsible for any costs incurred by the respondents to this notice. This notice is strictly for research and information purposes only. Small businesses are encouraged to respond. This is also a Small Business Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding: (1) the availability and capability of qualified small business sources; (2) whether they are small businesses; HUBZone small businesses; service-disabled, veteran-owned small businesses; 8(a) small businesses; veteran-owned small businesses; woman-owned small businesses; or small disadvantaged businesses; and (3) their size classification relative to the North American Industry Classification System (NAICS) code for the proposed acquisition. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. An organization that is not considered a small business under the applicable NAICS code should not submit a response to this notice. This notice is issued to help determine the availability of qualified companies technically capable of meeting the Government requirement and to determine the method of acquisition. It is not to be construed as a commitment by the Government to issue a solicitation or ultimately award a contract. Responses will not be considered as proposals or quotes. No award will be made as a result of this notice. The Government will NOT be responsible for any costs incurred by the respondents to this notice. This notice is strictly for research and information purposes only. The National Institute of Mental Health (NIMH) Intramural Research Program (IRP) has established a Systems Neuroscience Imaging Resource (SNIR) for the purpose of facilitating collection and analysis of systems level imaging data using advanced light microscopy techniques. Cutting brains into thin sections for subsequent imaging is a critical step in this process. One of the methods used for this is sectioning with a cryostat. The program currently owns a Leica Cryostat CM3050S that is used for this purpose. The National Institute of Mental Health s Systems Neuroscience Imaging Resource Facility requires an annual preventative maintenance and service agreement for our Leica Cryostat CM3050S which provides SNIR users the ability to cut brains into thin sections for subsequent imaging. The cryostat provides support to researchers in the NIH IRP studying a wide variety of neurological conditions including Multiple Sclerosis, Parkinson s Disease, Stroke, Schizophrenia, Autism, and other development neurological disorders. Specifically, the NIMH requires the following: SILVER SERVICE PACKAGE - CM3050S for Equipment #: 10273659, Serial #: 3459032003 Calibration to maintain original manufacturer s safety and performance specifications Annual preventative maintenance visit Provision of all necessary software updates for this equipment Onsite service by a factory trained Field Service Engineer qualified to work on this equipment Supply of proper and certified parts and tools to address any hardware deficiencies Online, phone, or in-person support for emergent issues Contractor shall perform not less than one (1) preventive maintenance inspection during the contract base period and four option years. Priority on-site service support and technical phone, email, and Web support Service shall be performed by a manufacturer trained Field Service representative. 100% service labor and travel Service shall consist of, but not limited to, inspection, examination of all functioning parts, thorough cleaning, proper lubrication, replacement, or repair of worn or unserviceable parts, adjustment and calibration made with the expressed intent of maintaining the instrument to the manufacturer s original specifications. When necessary, this includes complete dismantling, parts replacement, reassembly, and thorough testing and adjusting. Emergency repair service shall be provided on an unlimited basis during the term of this contract at no additional cost to the Government. Emergency service shall be provided between 8 am and 5 pm Monday through Friday excluding weekends and Federal holidays. Upon receipt of notice that any part of the equipment is not functionally properly, the Contractor shall furnish a 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. The contractor shall furnish all required replacement parts at no additional cost to the Government, with the exception of consumable parts. Parts shall be new or remanufactured to original equipment specifications. 100% Certified OEM Replacement repair parts included Priority service scheduling Planned maintenance inspections Reliability Updates Capable Vendors must demonstrate their experience and ability to provide services described above for Leica Cryostat CM3050S which includes all repair parts, labor, and travel and one preventive maintenance (PM) visit per agreement year. Personnel must be factory trained and certified and have experience in servicing Leica instrumentation. All primary service personnel shall have at least one backup Field Service representative with at least the same level of expertise on the equipment covered by this contract. Critical Spare Parts: The Government broadly defines a critical spare part as either a part that will make a machine inoperable or unsafe if it is damaged or missing, or a part that it can reasonably expect to wear-out or fail within the six (6) month PM service interval. Replacement Parts: The contractor shall furnish all required replacement parts at no additional cost to the Government, with the exception of consumable parts. Parts shall be new or remanufactured to original equipment specifications. Tools: The Contractor must ensure that its qualified service technicians have at their immediate disposal the tools necessary to repair, adjust, and calibrate the equipment. The Government expects that the Contractor will not experience delays in repairing this equipment due to a technician not having immediate access to the proper tools, calibration, or diagnostic instruments. Service Documentation: For completed emergency service calls, the Contractor shall immediately submit to the COR or their designee documentation (either electronically or in hard copy form) that describes the work it performed, the part(s) it replaced, and the operating status of each machine it serviced. For completed PM service visits, the Contractor shall, within 24 hours of the visit, submit to the COR or their designee all relevant service documentation (either electronically or in hard copy form). The Contractor must submit all service reports in a format that is both legible and, if submitted electronically, acceptable to the Government (i.e., Excel, Acrobat, or other format agreed upon after contract award). Operating Environment: Normal Hours of Operation: Contractor employees shall perform all work between the hours of 7:30 AM and 6:00 PM ET, Monday through Friday (except Federal holidays). As previously stated, the Government will not reimburse the Contractor for any work it performs outside of these hours or for any overtime. Federal Holidays: Contractor employees shall not perform any work at the Government s facility during Federal holidays or other non-workdays without prior written approval from the Contracting Officer. LEVEL OF EFFORT: Contractor shall have access to proprietary parts and test instrumentation for effective repair in case of malfunction. Technical performance requirements include system coverage on the subject equipment by a certified, manufacturer trained service professional and providers of any required parts. ANTICIPATED PERIOD OF PERFORMANCE The period of performance is one 12-month base year with four 12-month option years. Proposed Base Year- September 26, 2026 September 25,2027 Proposed Option Year One- September…