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SOURCES SOUGHT NOTICE: Preventive maintenance for Yokogawa CV8000 Imaging System Notice Number: 75N91021R00041 Issued By: National Cancer Institute (NCI), Office of Acquisitions (OA) http://www.nci.ni... SOURCES SOUGHT NOTICE: Preventive maintenance for Yokogawa CV8000 Imaging System Notice Number: 75N91021R00041 Issued By: National Cancer Institute (NCI), Office of Acquisitions (OA) http://www.nci.nih.gov or http://rcb.cancer.gov/rcb-internet/ Key Dates: Capability Statement Due Date: May 28, 2021 by 12:00PM EST This Small Business Sources Sought Notice (SBSS) is for information and planning purposes only and shall not be construed as a solicitation or as an obligation on the part of the National Cancer Institute (NCI). The purpose of this Sources Sought Notice is to identify qualified Small Business concerns including 8(a), HUBZone or Service-Disabled Veteran-owned businesses that are interested in and capable of performing the work described herein. The NCI does not intend to award a contract on the basis of responses received nor otherwise pay for the preparation of any information submitted. 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 requirement is assigned North American Industry Classification System (NAICS) code 811219 with a size standard of $22 million. As a result of this Sources Sought Notice, the NCI may issue a Request for Quotation (RFQ). THERE IS NO SOLICITATION AVAILABLE AT THIS TIME. However, should such a requirement materialize, no basis for claims against NCI shall arise as a result of a response to this Sources Sought Notice or the NCI’s use of such information as either part of our evaluation process or in developing specifications for any subsequent requirement. BACKGROUND The CV8000 is an ultra-high-throughput dual spinning disc micro-lens confocal microscope. Fluorescent excitation is provided by 4 solid state lasers. This instrument acquires multi-channel fluorescence images simultaneously using two large, high-sensitivity sCMOS cameras, and it contains a high precision x-y-z automated stage, a temperature/humidity CO2 controlled live-cell chamber, near infrared high-speed laser autofocus, high-magnification/high-numerical aperture air and water immersion objective lenses to collect images of cells in 6-, 12, 24-, 48-, 96-, 384- or 1536-well microplate format in a fully automated fashion. In addition, the instrument possesses a single-tip kinetic module, which can dispense reagents from a 96- or 384-well source plate to a 96- or 384-well assay plate, while simultaneously acquiring images. High-throughput imaging (HTI) screens entails imaging tens of plates for a single experimental run or batch. The CV8000 is operated by a locally networked PC workstation and specialized control software provided by Yokogawa Inc. In addition, the CV8000 is also controlled by the Wako CV8000 Software Suite 2 softawre provided by Wako Automation Fujifilm Inc. to run complex, fully automated sequential scan-and-rescan experiments. The Yokogawa CV8000 automated high-throughput microscope is heavily used in ongoing HTI studies at HiTIF/NCI. Even a single day of down time causes a significant decrease in the productivity of these studies. These complicated systems periodically malfunction and require prompt servicing by highly-trained engineers. The systems also require scheduled preventive maintenance due to wear and tear on moving parts and optical systems. In addition to labor costs, the cost of replacements parts would be prohibitively expensive if purchased separately outside of a service agreement. This service contract covers both parts and labor. SCOPE The Contractor shall provide all labor, material and equipment necessary to maintain and provide preventive maintenance and software updates for the following listed government-owned pieces of scientific equipment and software: Yokogawa CV8000S high-throughput microscopy system, equipped with kinetics dispenser module (NIH property ID# 02115924 and Yokogawa Serial number: 95VC00053) Dell Precision 7920 Workstation (NIH property ID# 02176143). Wako Software Suite 2 software including SearchFirst™, Tile Image Creator, Auto-launch Analysis Script, Screen Sentry™. CONTRACT REQUIREMENTS The Contractor shall perform all maintenance services on-site in accordance with the manufacturer’s standard commercial maintenance practices. The Contractor shall be the Original Equipment Manufacturer (OEM) or an OEM certified Independent Service Organization (ISO). The Contractor shall provide Yokogawa certification and authorization documentation in response to the solicitation. The Contractor shall provide and install new plate definitions during valid dates of the service contract. The Contractor shall be an international distributor of the Yokogawa CV8000S high-throughput microscope and shall provide all the spare, original grade microscope replacement components for the Yokogawa CV8000S. The Contractor shall have these components in stock in the continental United States. All parts shall be new OEM and to original equipment specifications. No refurbished or non-OEM parts will be accepted. Parts will be delivered the next day or as soon as possible. The Contractor shall provide unlimited phone, webex, email, remote support and on-site service requests to the scientific equipment workstation to trouble-shoot the instrument and its applications during normal working hours (EST), Monday through Friday, except Federal holidays. Direct technical support personnel shall be Yokogawa authorized and technically qualified factory-trained personnel. 4.1 PREVENTIVE MAINTENANCE (PM) The Contractor that provides the preventative maintenance (PM) and emergency repair coverage shall be Yokogawa certified, authorized and approved to provide all services for the Yokogawa CV8000S. The Contractor shall perform two planned preventive maintenances (PM, imaging functions and hardware) during each period of performance on the Yokogawa CV8000. PM shall consist of a thorough cleaning, calibration, adjusting, inspection, and testing of all equipment in accordance with the manufacturer’s latest established service procedures. All equipment shall be operationally tested through at least one (1) complete operating cycle at the end of the PM inspection to assure optimum and efficient performance. The Contractor shall conduct PM on the imaging functions of the CV8000S to include inspection and readjustment of the mechanisms and optics to maintain optimum performance. The items shall include, but are not limited to, update of software, laser power, optics, XYZ stage, autofocus, dispenser droplet volume, stage incubator, horizontal placement check, new plate registration and function check. The Contractor shall conduct preventative maintenance on the hardware functions of the CV8000S to include, but is not limited to, inner cleaning, external cleaning, optical parts, wiring and tubing, drives, air supply, vacuum pickup, ionizer, thermosensor, humidity sensor, exhaust fan, halogen lamp, workstation, power source, function check and emergency stop. 4.2 EMERGENCY SERVICE On-site, emergency repair service visit shall be provided during the term of this contract at no additional cost to the government. Emergency service shall be provided during normal working hours, Monday through Friday excluding Federal Holidays. Upon receipt of notice that any part of the equipment is malfunctioning the Contractor shall respond within 24 hours of a reported incident. A Yokogawa authorized and qualified factory-trained service representative shall be dispatched within 72 hours of the determined need for a service visit to inspect the malfunctioning equipment and perform all necessary repairs and adjustments to restore the said equipment to normal operating condition. Emergency service calls shall not replace the necessity for planned preventative maintenance. All labor and travel will be included. 4.3 REPLACEMENT PARTS The Contractor shall furnish all required non-consumables replacement parts and supplies including but not limited to microscope lasers, lenses, filters, cameras, electronics, PC workstation, and robotics - at no additional cost to the Government. Consumables - including but not limited to tips, reagents, and plates - are excluded from coverage. All parts shall be new OEM and to original equipment specifications. No refurbished or non-OEM parts will be accepted. Parts will be delivered the next day or as soon as possible. 4.4 SOFTWARE UPDATES/SERVICE The Contractor shall provide software service and updates to the latest versions of the CV8000S Image Acquisition Software Wako Software Suite 2 during the term of the service contract. There are typically two (2) software updates per year in accordance with the manufacturer’s latest established service procedures, to include telephone access to technical support for use of program software and troubleshooting of the operating systems, at no additional cost to the Government. The contractor shall receive advance approval for the installation of all software updates and revisions from the Government. Defective software shall be replaced at no additional cost to the government. 4.5 SERVICE EXCLUSIONS The Contractor shall not be responsible for any repairs necessitated by abuse, neglect, vandalism, Acts of God, fire or water. These repairs shall be the subject of a separate purchase order and shall not be performed under this contract. 4.6 PERSONNEL QUALIFICATIONS Technically qualified factory-trained and Yokogawa authorized personnel shall perform service on the listed government-owned piece of scientific equipment, the Yokogawa CV8000 high-throughput microscopy system, equipped with kinetics dispenser module (NIH property ID# 02115924 and Yokogawa Serial number: 95VC00053, Workstation NIH property ID# 02115923). All primary service personnel shall have at least one backup support person with at least the same level of expertise on the equipment covered by this contract. PERIOD OF PERFORMANCE The period of performance shall be for a 12-month base period with four (4) 12-month option periods. Base Period: September 20, 2021 – September 19, 2022 Option Period One: September 20, 2022 – September 19, 2023 Option Period Two: September 20, 2023 – September 19, 2024 Option Period Three: September 20, 2024 – September 19, 2025 Option Period Four: September 20, 2025 – September 19, 2026 TYPE OF ORDER This will be issued as a severable firm fixed-price purchase order. The services acquired under this Purchase Order are severable services. Funds are only available for use for the line item to which they are obligated. Unused funds from one period (line item) may not rollover for use in other periods. How to Submit a Response: Page Limitations: Interested qualified small business organizations should submit a tailored capability statement for this requirement not to exceed 10 single sided pages including all attachments, resumes, charts, etc. (single spaced, 12-point font minimum) that clearly details the ability to perform the requirements of the notice described above. All proprietary information should be marked as such. Responses should include a minimum of a one page resume of the individuals meeting the requirements, and up to two pages demonstrating experience over the past two years meeting the requirements of this notice. Statements should also include an indication of current small business status; this indication should be clearly marked on the first page of your capability statement (preferable placed under the eligible small business concern’s name and address). Responses will be reviewed only by NIH personnel and will be held in a confidential manner. Organizations shall demonstrate 1.) Technical Approach 2.) Personnel Requirements and Organizational Experience. Due Date: Capability statements are due no later than May 28, 2021 by 12:00PM EST. Delivery Point: All information furnished must be in writing and must contain sufficient detail to allow the NCI to determine if it can meet the unique specifications described herein. All questions must be in writing and emailed to David.Romley@nih.gov. A determination by the Government not to compete this requirement based upon responses to this notice is solely within the discretion of the Government. Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement. In order to receive an award, contractors must have valid registration and certification in the System for Award Management (SAM) at Beta.SAM.gov. No collect calls will be accepted. Please reference number 75N91021R00041 on all correspondence. 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. 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 RFQ may be published in beta.SAM.gov. However, responses to this notice will not be considered adequate responses to a solicitation(s). Point of Contact: Inquiries concerning this Notice may be direct to: David Romley at David.Romley@nih.gov. 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.