FDA PM and repair service for Leica SP8 confocal microscope

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products or commercial services for Preventive maintenance-repair (PM) service agreement for a Leica CARS SP8 confocal microscope. The U.S. Food and Drug Administration (FDA), Center for Biologics Evaluation and Research (CBER), Microscopy Lab requires this service for its Leica CARS SP8 confocal microscope (S/N: 8100000945), including associated components. The instrument is heavily used for live and fixed fluorescence and non-linear microscopy and is not currently covered under an existing agreement.

• One (1) planned annual preventive maintenance (PM) visit for the SP8 AOBS IR system (Premium Care Service Plan coverage).

• One (1) planned annual PM visit for the EM UC7 ultramicrotome (Advanced Care Service Plan coverage).

• PMs cover the entire microscope system, including stand, objective lens, accessories, laser systems, chiller, scan head, detectors, stage top incubator, environmental chamber, automated stage controller, and related parts and software.

• Unlimited service visits by factory-trained and qualified field service engineers.

• Unlimited replacement service parts, components, or modules (excluding consumables, 3rd Party parts, and IR/MP lasers).

• All maintenance and repair activities must be performed by factory-trained and certified Leica field service representatives using OEM specifications and parts.

• If a laser or system component cannot be repaired on-site, contractor must provide loaner parts within five business days.

• 24-hour email or telephone response to instrument issues.

• 72-hour on-site response time for repairs.

• Prioritized on-site response time for remedial services.

• Unlimited remote support Monday-Friday during normal business hours.

• Inclusion of software and firmware updates as required by the OEM.

• All PM and/or repair service pricing must include labor, travel, replacement parts, components, and subassemblies.

• Contractor shall provide a field service report/ticket upon completion of each service call or PM visit.

• Contract Type: Firm-Fixed-Price.

• Period of Performance:

  • Base Period: 7/1/2026 – 6/30/2027
  • Option Year 1: 7/1/2027 – 6/30/2028
  • Option Year 2: 7/1/2028 – 6/30/2029

• Estimated Value: Not explicitly stated, but includes pricing for Base Period and two Option Years.

• Submission Deadline: Monday, June 8, 2026, by 2:00 pm CDT.

• Submission Method: Via email only to Tim Walbert (timothy.walbert@fda.hhs.gov).

• Evaluation Factors (in descending order of importance):

  1. Technical Acceptability
  2. Price

• Offers will be evaluated on their ability to meet requirements. The lowest priced technically acceptable and responsible offeror will be awarded the contract.

• Offerors must provide sufficient technical information to demonstrate capabilities.

• Price proposals must be detailed.

• Offerors must hold prices firm through September 30, 2026.

• This acquisition is not set-aside for small business concerns.

• Any business, regardless of size, may respond.

• North American Industry Classification System (NAICS) code: 811210 – Electronic and Precision Equipment Repair and Maintenance, with a Small Business Size Standard of $34 million.

• Offerors must be registered and active in SAM.gov.

• Offerors must comply with HHS Information and Communication Technology (ICT) accessibility standards (Section 508).

• Offerors must certify regarding exemption from the Service Contract Act (FAR 52.222-48).

• The solicitation incorporates provisions and clauses by reference. Full text can be accessed at acquisition.gov/far-overhaul and hhs.gov/grants/contracts/contract-policies-regulations/hhsar/index.html.

• Invoices must be submitted electronically via the U.S. Department of Treasury's Invoice Processing Platform (IPP).

• Payment terms: Net 30 days after government acceptance of a proper invoice. Payments for services are made no more frequently than monthly in arrears.

• Contact for RFQ information: Tim Walbert (timothy.walbert@fda.hhs.gov).

• Offerors are afforded the opportunity to inspect the system by contacting the Contract Specialist/Contracting Officer.