Combined Synopsis/Solicitation This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. 1. Solicitation Information Solicitation Number: HFP-2025-129687 Solicitation Type: Request for Quote (RFQ) Set-Aside: 100% Small Business Set-Aside (FAR 52.219-6) NAICS Code: 811210 - Electronic and Precision Equipment Repair and Maintenance PSC: J039 – General Machinery and Equipment Contract Type: Firm Fixed Price (FFP) 2. Background / Statement of Need The Food and Drug Administration (FDA), Office of Laboratory Operations and Applied Science (OLOAS), Office of Applied Microbiology and Technology (OAMT), Division of Food Processing Science and Technology (DFPST), requires a centralized service contract for preventative maintenance and repair of approximately fifty (50) pieces of laboratory equipment at the Moffett Campus. These contracts ensure proper functioning of critical research equipment through OEM-certified preventative and remedial maintenance. 3. Objectives • Maintain performance of equipment in excellent operable condition. • Reduce downtime with timely maintenance and repair. • Ensure service by OEM-certified engineers using OEM-approved parts. • Provide FDA scientists with access to OEM service providers, with costs covered by the contract. 4. Scope / Description of Work The Contractor shall provide comprehensive equipment maintenance services, including preventative maintenance, emergency repairs, replacement parts, labor, travel, and technical support. Services must comply with OEM specifications. A staffed call center and secure website must be maintained to process service requests. 5. Deliverables • Annual preventative maintenance services. • Remedial repair services as needed. • Service reports provided to COR/POC. • Loaner equipment available up to 10 days if repairs exceed expected timeframe. • Secure website access for service requests and reports. 6. Applicable FAR Clauses FAR 52.212-1 – Instructions to Offerors—Commercial Items (Sep 2024) This clause applies to this solicitation. Offerors shall submit quotes electronically in Microsoft Word or Excel compatible formats (no macros enabled). Quotes must include all requested information and comply with the solicitation terms. Volume I - Technical Capabilities Must include the following: The contractor’s ability in written format of the capability to provide and comply with each task listed in Section V- Specific tasks listed in the SOW. All information provided must substantiate the contractor capabilities. Include documentation or a statement that the contractor is an authorized dealer/service provider. At a minimum 2 similar maintenance contracts completed within the last 3 years Volume I shall not contain any pricing.. Volume II - Price proposal. (Attachment II – Pricing Spreadsheet) Volume II must include all pricing and all information necessary to allow for a comprehensive evaluation of the prices proposed in Attachment II – Pricing Spreadsheet. The price quote shall be a firm fixed pricing for the base year and option year. Attachment II – Pricing Spreadsheet must be used to identify all the pricing associated with providing the maintenance to the FDA. The Contractor/Company shall submit all electronic documents for Microsoft Office suite products without the use of “macros”. If the offeror submits documents that contain macros, the Government will not be able to view or open such documents and the submission will be considered non-responsive to the solicitation. No additional time will be given to an offeror to correct the document submission and the Government will not inform the offeror that their submission is non-responsive prior to award. It is the offeror’s responsibility to ensure all electronic documents are submitted without the use of macros. FAR 52.212-2 – Evaluation—Commercial Items (Nov 2021) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. Technical Approach, provide OEM-certified services and Past performance, when combined, are significantly more important than price. The following factors shall be used to evaluate Quotes: • FACTOR 1 – Technical Capability • FACTOR 2 – Past Performance • FACTOR 3 – Price The Government intends to award a firm fixed-price contract to the responsible offeror whose quote conforms to the solicitation and is the Lowest Price Technically Acceptable (LPTA). Technical acceptability will be evaluated based on the ability to meet tasks, provide OEM-certified services, and comply with all solicitation terms. FAR 52.212-3 – Offeror Representations and Certifications—Commercial Items (Nov 2023) Offerors must complete representations and certifications electronically via SAM.gov. If not available electronically, Offerors shall complete and return the full text of this provision with their submission. FAR 52.212-4 – Contract Terms and Conditions—Commercial Items (Dec 2022) This clause applies to the resulting contract. It outlines the standard terms and conditions for commercial items, including contract administration, inspection/acceptance, changes, termination, and invoicing requirements. FAR 52.212-5 – Contract Terms and Conditions Required to Implement Statutes or Executive Orders—Commercial Items (Feb 2024) This clause applies to this acquisition. The following provisions under FAR 52.212-5 are applicable: • 52.204-10 – Reporting Executive Compensation and First-Tier Subcontract Awards • 52.209-6 – Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment • 52.219-6 – Notice of Total Small Business Set-Aside • 52.219-28 – Post Award Small Business Program Re-representation • 52.222-3 – Convict Labor • 52.222-19 – Child Labor—Cooperation with Authorities and Remedies • 52.222-21 – Prohibition of Segregated Facilities • 52.222-40 – Notification of Employee Rights Under the National Labor Relations Act • 52.223-15 – Energy Efficiency in Energy-Consuming Products • 52.223-18 – Encouraging Contractor Policies to Ban Text Messaging While Driving • 52.225-1 – Buy American—Supplies • 52.225-5 – Trade Agreements • 52.232-29 – Terms for Financing of Purchases of Commercial Products and Services 7. Applicable HHSAR Clauses • HHSAR 352.211-3 – Paperwork Reduction Act (Dec 2015) • HHSAR 352.222-70 – Contractor Cooperation in Equal Employment Opportunity Investigations (Dec 2015) 8. Additional Contract Clause (Incorporated by Reference): 52.252-2 Clauses Incorporated By Reference (Feb 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): https://www.acquisition.gov/far/part-52 https://www.acquisition.gov/hhsar/part-352-solicitation-provisions-and-contract-clauses 52.211-5 Material Requirements (DEVIATION) (RFO JUN 2025) 52.243-1 Changes-Fixed-Price (DEVIATION) (RFO JUN 2025) FDA Electronic Invoicing and Payment Requirements – Invoice Processing Platform (IPP) (JAN 2022) a. All invoice submissions for goods and/or services must be made electronically through the U.S. Department of Treasury's Invoice Processing Platform System (IPP). http://www.ipp.gov/vendors/index.htm b. Invoice Submission for Payment means any request for contract financing payment or invoice payment by the Contractor. To constitute a proper invoice, the payment request must comply with the requirements identified in FAR 32.905(b), "Content of Invoices" and the applicable Payment clause included in this contract, or the clause 52.212-4 Contract Terms and Conditions - Commercial Items included in commercial items contracts. The IPP website address is: https://www.ipp.gov c. 1) The Agency will enroll the Contractors new to IPP. The Contractor must follow the IPP registration email instructions for enrollment to register the Collector Account for submitting invoice requests for payment. The Contractor Government Business Point of Contact (as listed in SAM) will receive Registration email from the Federal Reserve Bank of St. Louis (FRBSTL) within 3 - 5 business days of the contract award for new contracts or date of modification for existing contracts. 2) Registration emails are sent via email from
[email protected]. Contractor assistance with enrollment can be obtained by contacting the IPP Production Helpdesk via email to
[email protected] or phone (866) 973-3131. 3) The Contractor POC will receive two emails from IPP Customer Support, the first email contains the initial administrative IPP User ID. The second email, sent within 24 hours of receipt of the first email, contains a temporary password. You must log in with the temporary password within 30 days. 4) If your company is already registered to use IPP, you will not be required to re-register. 5) If the Contractor is unable to comply with the requirement to use IPP for submitting invoices for payment as authorized by HHSAR 332.7002, a written request must be submitted to the Contracting Officer to explain the circumstances that require the authorization of alternate payment procedures. d. Invoices that include time and materials or labor hours line items must include supporting documentation to (1) substantiate the number of labor hours invoiced for each labor category, and (2) substantiate material costs incurred (when applicable). e. Invoices that include cost-reimbursement line items must be submitted in a format showing expenditures for that month, as well as contract cumulative amounts. At a minimum the following cost information shall be included, in addition to supporting documentation to substantiate costs incurred: 1) Direct Labor - include all persons, listing the person's name, title, number of hours worked, hourly rate, the total cost per person and a total amount for this category, 2) Other Direct Costs - include a listing of all other direct charges to the contract, e.g., office supplies, telephone, duplication, postage; and 3) Fee - amount as allowable in accordance with the Schedule and FAR 52.216-8 if applicable. 4) Indirect Costs (i.e., Fringe Benefits, Overhead, General and Administrative, Other Indirects) - show rate, base and total amount; 5) Consultants (if applicable) - include the name, number of days or hours worked, daily or hourly rate, and a total amount per consultant; 6) Travel - include for each airplane or train trip taken the name of the traveler, date of travel, destination, the transportation costs including ground transportation shown separately and the per diem costs. Other travel costs shall also be listed; 7) Subcontractors (if applicable) - include, for each subcontractor, the same data as required for the prime Contractor. f. Contractor is required to attach an invoice log addendum to each invoice which shall include, at a minimum, the following information for contract administration and reconciliation purposes: (a.) list of all invoices submitted to date under the subject award, including the following: (i.) invoice number, amount, & date submitted (ii.) corresponding payment amount & date received (b.) total amount of all payments received to date under the subject contract or order (c.) and, for definitized contracts or orders only, total estimated amounts yet to be invoiced for the current, active period of performance. g. Payment of invoices will be made based upon acceptance by the Government of the entire task or the tangible product deliverable(s) invoiced. Payments shall be based on the Government certifying that satisfactory services were provided, and the Contractor has certified that labor charges are accurate. h. If the services are rejected for failure to conform to the technical requirements of the Delivery Order, or any other contractually legitimate reason, the Contractor shall not be paid, or shall be paid an amount negotiated by the CO. i. Payment to the Contractor will not be made for temporary work stoppage due to circumstances beyond the control of U.S. Food and Drug Administration such as acts of God, inclement weather, power outages, and results thereof, or temporary closings of facilities at which Contractor personnel are performing. This may, however, be justification for excusable delays. j. The Contractor agrees that the submission of an invoice to the Government for payment is a certification that the services for which the Government is being billed, have been delivered in accordance with the hours shown on the invoices, and the services are of the quality required for timely and successful completion of the effort. k. Questions regarding invoice payments that cannot be resolved by the IPP Helpdesk should be directed to the FDA Employee Resource and Information Center (ERIC) Helpdesk at 301-827-ERIC (3742) or toll-free 866-807-ERIC (3742); or, by email at
[email protected]. Refer to the Call-in menu options and follow the phone prompts to dial the option that corresponds to the service that's needed. All ERIC Service Now Tickets will either be responded to or resolved within 48 hours (2 business days) of being received. When emailing, please be sure to include the contract number, invoice number and date of invoice, as well as your name, phone number, and a detailed description of the issue. 9. Submission Instructions Quotes shall be submitted by September 18, 2025 @10am via email to
[email protected]. Submissions must include: cover letter, Volume I - Technical capabilities , completed pricing chart (Excel), representations and certifications, and OEM authorization. Quotes must be valid through September 30, 2025. 10. Attachments Attachment I – SOW Attachment II – Pricing Table Attachment III – Equipment List Attachment IV – Contractor Submission Checklist 11. Contracting Officer Information Contracting Officer: Michele Jackson Email:
[email protected] ***** Please note that this requirement has not been approved by HHS/FDA leadership for award. Accordingly, the Government may or may not proceed with an award under this solicitation. ******