Maintenance, Repair and Rebuilding of Equipment / Imaging Equipment

Closed 28 days ago

Date published
Closed 36 days ago
Closed 28 days ago
- None

Tonia Alexander
United States


The National Institute of Allergy and Infectious Diseases, National Institutes of Health intends to negotiate on an other than full and open competition basis with Philips North America LLC (Philips), 22100 Bothell Everett Highway, Bothell, WA 98021-8431 to provide maintenance services for imaging equipment located at a biological high containment BSL-4 (Biological Safety Level 4) Integrated Research Facility (IRF) at Fort Detrick, Frederick , Maryland.   See the attached Statement of Work that consist of the following equipment: 

Magnetic Resonance 3T Achieva, Site #532851 (Serial #17226)
Gemini TF (Positron Emission Tomography (PET) and Computer Tomography Bio-Containment System CT – Hybrid System, Site #42392378 (Serial #7010)
Precedence (Single Photon Emission Computed Tomography (SPECT) and Computed Tomography (CT) Bio-containment System, Site #44605002 (Serial #340090)
Magnetic Resonance Extended Workstation (EWS), Site #42392379 (Serial #10839)
Philips Extended Brilliance Workspaces (EBW), Site #44605005 (Serial #11634)
JETStream Syntegra, Site #44605003 (Serial #50007050929)
Philips uninterrupted power supply systems:

Philips MR Mid-Tier System
Toshiba 15kVA 3phase 480 vac UPS
Chloride 80kVA 480V 60Hz PET UPS
Chloride 80kVA 480V 60Hz SPECT UPS
650W UPS (110/50/60Hz) JetStream UPS

This acquisition will be processed under FAR Part 12 – Acquisition for Commercial Items and will be made pursuant to the authority in FAR Part 13.501(a)(1).
Only one award will be made as a result of this solicitation.  This will be awarded as a firm-fixed price type of contract.
Period of Performance is July 18, 2020 – July 17, 2021.  Services shall be performed in Frederick, Maryland 21702.
The IRF requires maintenance services for imaging equipment that contain both commercial and non-commercial components.  The non-commercial components were provided by Philips the original equipment manufacturer (OEM) who designed, developed and implemented the necessary modifications to standard, commercial diagnostic imaging equipment so that the equipment was capable of operating inside BSL-4 containment.  The OEM shall perform preventative, remedial maintenance and repair services to maintain the equipment in good working condition in accordance with the equipment manufacturer’s specifications.  The contractor will provide all facilities, service, reports, materials, parts, test equipment, transportation, labor and all other related services for servicing the imaging equipment at the IRF.  The IRF imaging personnel will assist in filling of phantoms and placing phantoms on imaging tables during schedule preventative maintenance and assist in performing tasks related to service on the high containment side of the imaging suites.  The OEM and the government agree that the contractor’s personnel shall only access high containment areas if the ill-functioning imaging system parts residing with the high containment environment cannot be serviced by one of the IRF imaging staff members.  Opening of high containment area requires performing a decontamination process and approval of entry by the Division of Occupational Health and Safety.  While the OEM’s personnel are at the government facility, the contractor is responsible for compliance with all the laws, rules and regulations governing conduct at the IRF.  The OEM will follow all Federal, State and local laws related to the safety and health personnel and property damage.  Due to the security requirements imposed by the government the contractor personnel shall make appropriate arrangements for escorted entrance into IRF and into the imaging suites to perform diagnostics, preventative maintenance and service on the equipment.  Maintenance and calibration that cannot be performed outside the containment zone shall be performed either once annually (post fumigation of space) or shall be performed in compliance with the standard and special practices as described in the Centers for Disease Control and Prevention Biosafety in Microbiological and Biomedical Laboratories (BMBL) for BSL-4 suit laboratory space.  As the OEM Philips deems it necessary to maintain the instruments in accordance with their proprietary design, specifications, certified engineers, and parts to provide optimal performance. To use a different vendor and parts may cause the instruments to not be calibrated to optimal specifications such that the samples between experiments will not be analyzed and compared.  Quality of experimental results may be compromised and time lost due to repeated experiments to confirm experimental results.  To provide services where engineers do not have the right credentials to perform remote troubleshooting, repair, or preventative maintenance could lead to these instruments becoming non-functioning and unrepairable causing the government to spend additional funds to repurchase needed equipment for the labs experimenting processes. 
Very Importantly, on March 11, 2020 the World Health Organization declared the COVID-19 outbreak a global pandemic, and on March 13, 2020 the United States issued a Presidential Proclamation declaring the COVID-19 outbreak to be a national emergency.  The IRF is working with Philips in upgrading their proprietary software, operating systems, computers, and hardware of the PET/SPECT/CT in support of COVID-19.  It would not be feasible to obtain a service / maintenance agreement to perform repair and maintenance from another vendor while upgrades will be performed to these instrumentation.  If a field service engineer from other than Philips performed repair or maintenance to these instruments and a mechanical failure resulted and made the machines irreparable and not compatible with the planned required upgrades, then it would be very costly to the government to remedy.   
The statutory authority for this sole source requirement is 41 U.S.C. 253 (c) (1) as implemented by FAR 6.302-1 only one source available, no substitutions possible.  THIS IS NOT A SOLICITATION FOR COMPETITIVE QUOTATIONS.  All responsible sources who can provide the required service agreement may submit a response that could be considered by email (subject line to reference NIAID-NOI-20-2026129) to Tonia Alexander at, by 11:00 am eastern daylight time Friday, July 10, 2020.  All information furnished must be in writing and must contain sufficient detail to allow NIAID to determine if it can meet the above specifications described herein.  All responses received by the closing date of this solicitation will be considered by the Government.  A determination not to compete this requirement, based upon responses to this notice, is solely within the discretion of the Government.  Any responses received by NIAID after this date and exact time specified is late and will not be considered.

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