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Title: Acquisition of a USP-Compliant Analytical Balance Document Type: Combined Synopsis / Solicitation Notice Solicitation Number: 75N91022Q00193 Proposed Posted Date: 8/19/2022 Proposed Response Da... Title: Acquisition of a USP-Compliant Analytical Balance Document Type: Combined Synopsis / Solicitation Notice Solicitation Number: 75N91022Q00193 Proposed Posted Date: 8/19/2022 Proposed Response Date: 8/26/2022 Classification Code: 6640 - Laboratory Equipment and Supplies NAICS Code: 334516 – Analytical Laboratory Instrument Manufacturing Business Size Standard: 1000 employees Contracting Office Address Department of Health and Human Services, National Institutes of Health, National Cancer Institute, Office of Acquisitions, 9609 Medical Center Drive, Room 1E132, Bethesda, MD 20892, UNITED STATES. Non-USPS mail such as Fedex UPS and other private carriers please use Rockville, MD 20850. DESCRIPTION The National Cancer Institute (NCI), Clinical Pharmacology Program (CPP), Center for Cancer Research (CCR), Office of Acquisitions (OA) would like to procure a new analytical balance is necessary in order for the CPP lab to maintain the capability to keep up with the new drugs being developed by the CCR clinical trials. This is a combined synopsis/solicitation for commercial items, prepared in accordance with format in FAR 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation and a separate written solicitation will not be issued. This solicitation: No. 75N91022Q00193 includes all applicable provisions and clauses in effect through FAR FAC 2022-07 (MAY 2022) simplified procedures for commercial items. The North American Industry Classification System code is 334516 and the business size standard is 1000 employees. Only one award will be made as a result of this solicitation. This will be awarded as a non-severable firm fixed price type contract. BACKGROUND The NCI Clinical Pharmacology Program (CPP) requires the use of accurate mass (weight) measurements of drugs in order to accurately quantify drugs in patient samples which are used to adjust patient doses on clinical trials for the Center for Cancer Research (CCR) within the National Cancer Institute (NCI). In order to be able to effectively and accurately adjust patient doses, CPP needs reliable data which originates with accurate mass (weight) measurements of the drug itself. The current analytical balance is only rated by the US Pharmacopeia (USP) as 99% accurate down to 10 mg. This sensitivity level is no longer acceptable, as drugs become more potent and lower doses are needed for certain drugs. The current balance is over 15 years old and is no longer compliant with US Pharmacopeia (USP) standards for low mass (weight) accuracy. A new analytical balance is necessary in order for the CPP lab to maintain the capability to keep up with the new drugs being developed by the CCR clinical trials. A modern analytical balance will afford CPP a 10-fold increase in sensitivity allowing for accuracy of drug stocks used to measure these drug concentrations in patient samples. This is of paramount importance because drug measurements that come from assays using this analytical balance are directly used to adjust patient doses. TYPE OF ORDER This shall be issued as a Firm Fixed-Price Purchase Order. SPECIAL ORDER REQUIREMENTS PRODUCT FEATURES/SALIENT CHARACTERISTICS The following product features/characteristics are required for this requirement: Must have a sensitivity of less than 2 mg and 99.9% accuracy per USP. Must be able to measure a capacity up to 32 grams. Must have a readability of 0.001 mg. Must have a typical repeatability of 0.00007 mg. Must be able to measure a minimum weight amount of 1.4 mg at 99.9% accuracy. Must have a settling time of no more than 3.5 seconds. DELIVERY / INSTALLATION The Contractor shall deliver the equipment within 30 business days of Purchase Order award. The Contractor shall coordinate delivery and tracking information with the NCI Technical Point of Contact (TPOC), TBD at award. All shipping/handling (including FOB) and delivery/installation fees inclusive of parts and labor, shall be included. Shipping/Handling costs must be included in the quote. NCI will not be responsible in the event charges are not included in the quote. Installation charges must be included in the quote. Note: NCI plans to award a contract that has FOB origin delivery terms. The Contractor shall deliver the equipment to the following address: Delivery Address: Clinical Pharmacology Program Bethesda, MD 20892 Point of Contact (POC): To be determined at time of award WARRANTY The Contractor shall warrant all supplies furnished under this order against any defects in design, material, or manufacture for a period of 12-months from date of delivery. The Contractor shall also warrant and imply that all items delivered as a result of this order are merchantable and fit for use for the particular purpose described in the order in accordance with FAR 52.212-4(o). If a defect results in lost or decreased performance of supplies or services furnished under this order, the Contractor shall cover all parts, materials, labor, and/or travel expenses required to repair or replace the supplies at no cost to the Government. Supplies which are repaired or replaced shall be warranted for the remainder of the initial warranty period or for 90-days – whichever is greater. PROCEDURES DURING COVID-19 PANDEMIC Due to the current COVID-19 pandemic, the Contractor must pay close attention to the following delivery instructions. Please be aware that due to the fluidity of the existing pandemic, instructions may be updated as needed after award. The equipment shall be delivered within the timeframe listed in section 4.2 above. The Contractor shall: Store or hold equipment until NCI is ready to accept the equipment at no additional cost; The equipment shall not be sold to another business in the event NCI is not ready to accept delivery due to unanticipated changes related to COVID-19; and Communicate and follow instructions from the TPOC to coordinate delivery and installation in accordance with the timeframes stated in sections 4.2. The delivery address and TPOC’s information will be provided at the time of award and must be included as part of the order/shipping label. All companies delivering to NIH’s main campus shall comply with Commercial Vehicle Inspection Facility (CVIF) access procedures. CVIF will provide a list of buildings with loading docks. Delivered items will be logged in and the loading dock Contractor or Government employee will attempt to contact the TPOC for inspection and acceptance of the package. In the event the TPOC is unable to accept the package, the equipment shall not be left at the loading dock station. The Contractor shall confirm another attempt will be made to deliver on another date, to be coordinated with the TPOC, at no additional cost. Deliveries shall only be made between 6AM to 4PM, Monday through Friday. Note: Delivery personnel may be asked a series of questions related to recent travels and if any physical symptoms relevant to COVID 19 exist. PAYMENT Payment shall be made upon receipt and acceptance of all deliverables. Payment authorization requires submission and approval of invoices to the COR and NIH OFM, in accordance with the attached payment provisions listed below: The following clause is applicable to all Purchase Orders, Task or Delivery Orders, and Blanket Purchase Agreement (BPA) Calls: Prompt Payment (Jan 2017) FAR 52.232-25. Highlights of this clause and NIH implementation requirements follow: I. Invoice Requirements An invoice is the Contractor's bill or written request for payment under the contract for supplies delivered or services performed. A proper invoice is an "Original" which must include the items listed in subdivisions 1 through 12, below, in addition to the requirements of FAR 32.9. If the invoice does not comply with these requirements, the Contractor will be notified of the defect within 7 days after the date the designated billing office received the invoice (3 days for meat, meat food products, or fish, and 5 days for perishable agricultural commodities, dairy products, edible fats, or oils) with a statement of the reasons why it is not a proper invoice. (See exceptions under II., below.) Untimely notification will be considered in the computation of any interest penalty owed the Contractor. Vendor/Contractor: Name, Address, Point of Contact for the invoice (Name, title, telephone number, e-mail and mailing address of point of contact). Remit-to address (Name and complete mailing address to send payment). Remittance name must match exactly with name on original order/contract. If the Remittance name differs from the Legal Business Name, then both names must appear on the invoice. Invoice date. Unique invoice #s for all invoices per vendor regardless of site. NBS document number formats must be included for awards created in the NBS: Contract Number; Purchase Order Number; Task or Delivery Order Number and Source Award Number (e.g., Indefinite Delivery Contract number; General Services Administration number); or, BPA Call Number and BPA Parent Award Number. Unique Entity Identifier (UEI) which is in the System for Award Management (SAM) and replaces the Dun & Bradstreet Data Universal Numbering System (DUNS) number. Federal Taxpayer Identification Number (TIN). In those rare cases where a contractor does not have a UEI number or TIN, a Vendor Identification Number (VIN) must be referenced on the invoice. The VIN is the number that appears after the contractor’s name on the face page of the award document. Identify that payment is to be made using a three-way match. Description of supplies/services that match the description on the award, by line billed. Freight or delivery charge must be billed as shown on the award. If it is included in the item price do not bill it separately. If identified in the award as a separate line item, it must be billed separately. Quantity, Unit of Measure, Unit Price, Extended Price of supplies delivered or services performed, as applicable, and that match the line items specified in the award. NOTE: If your invoice must differ from the line items on the award, please contact the Contracting Officer before submitting the invoice. A modification to the order or contract may be needed before the invoice can be submitted and paid. Shipping costs will be reimbursed only if authorized by the Contract/Purchase Order. If authorized, shipping costs must be itemized. Where shipping costs exceed $100, the invoice must be supported by a bill of lading or a paid carrier's receipt. NIH is using a phased transition approach from the NIH Office of Financial Management (OFM) Electronic Invoice Submission instructions to the Department of Treasury’s Invoice Processing Platform (IPP). This award will transition to IPP in the future. It is the Contractor/Vendor’s responsibility to periodically check the OALM IPP website and be prepared to transition to IPP on the designated transition date. Until the Contractor/Vendor has transitioned to IPP as specified on the OALM IPP website, the Contractor/Vendor must follow step-by-step instructions as stated in the NIH/OFM Electronic Invoicing Instructions for NIH Contractors/Vendors, which is included as an attachment and is on the website at https://oamp.od.nih.gov/DGS/DGS-workform- information/attachment-files Questions concerning the transition to IPP should be directed to NIH-IPPinvoicing@mail.nih.gov. Questions concerning this award should be directed to the NIH Contracting Officer. If this award is a parent indefinite delivery award or a Blanket Purchase Agreement Set-Up, then HHSAR 352.232-71 applies to all task/delivery orders or Blanket Purchase Agreement calls issued under this award. The Contractor shall submit a copy of the electronic invoice to the following Approving Official and Contracting Officer’s Representative: Approving Official: Name- Email Address- Contracting Officer’s Representative Name- Email Address- For inquiries regarding the status of invoices, contact OFM Customer Service via email at ofm_customer_service@incontactemail.com or via phone at 301-496-6088. To send your inquiries via other available communication methods refer to the OFM Customer Service website at https://ofm.od.nih.gov/Pages/Customer-Service.aspx. Note: The OFM Customer Service is open Eastern Standard Time Monday – Friday from 8:30 a.m. to 5:00 p.m. and is closed between 12:00 p.m. to 1:00 p.m. II. Invoice Payment Except as indicated in paragraph B., below, the due date for making invoice payments by the designated payment office shall be the later of the following two events: The 30th day after the designated billing office has received a proper invoice. The 30th day after Government acceptance of supplies delivered or services performed. The due date for making invoice payments for meat and meat food products, perishable agricultural commodities, dairy products, and edible fats or oils, shall be in accordance with the Prompt Payment Act, as amended. III Interest Penalties An interest penalty shall be paid automatically, if payment is not made by the due date and the conditions listed below are met, if applicable. A proper invoice was received by the designated billing office. A receiving report or other Government documentation authorizing payment was processed and there was no disagreement over quantity, quality, or contractor compliance with a term or condition. In the case of a final invoice for any balance of funds due the contractor for supplies delivered or services performed, the amount was not subject to further settlement actions between the Government and the Contractor. Determination of interest and penalties due will be made in accordance with the provisions of the Prompt Payment Act, as amended, the Contract Disputes Act, and regulations issued by the Office of Management and Budget. IV. PROVIDING ACCELERATED PAYMENT TO SMALL BUSINESS SUBCONTRACTORS, FAR 52.232-40 (November 2021) (a) Upon receipt of accelerated payments from the Government, the Contractor shall make accelerated payments to its small business subcontractors under this contract, to the maximum extent practicable and prior to when such payment is otherwise required under the applicable contract or subcontract, after receipt of a proper invoice and all other required documentation from the small business subcontractor. (b) The acceleration of payments under this clause does not provide any new rights under the Prompt Payment Act. (c) Include the substance of this clause, including this paragraph (c), in all subcontracts with small business concerns, including subcontracts with small business concerns for the acquisition of commercial products or commercial services. (End of Clause)