SAM #75N98026Q00305

NIH NEI Zeiss Microscope Maintenance Agreement

The National Institutes of Health (NIH), National Eye Institute (NEI), is seeking a fixed-price, one-year maintenance agreement for advanced Zeiss microscopes. - Government Buyer: - National Institutes of Health (NIH), National Eye Institute (NEI) - Contracting office at 6011 Executive Blvd., Suite 503L, Bethesda, MD - OEM Highlight: - Carl Zeiss Microscopy LLC is the sole OEM for all covered equipment - Only OEM-authorized, Zeiss-certified service providers are eligible - Products/Services Requested: - One-year maintenance agreement for seven Zeiss microscopes - Models include: Zeiss EVO MA, Zeiss LSM 880, Zeiss LSM 980/Axio Observer 7, Zeiss Axio Scan.Z1, Zeiss LSM 800/Axio Observer 7, Zeiss LSM980, Zeiss Axioscan 7 - Each microscope identified by serial number - Service includes: - Preventative maintenance - All labor and travel for service visits - Covered replacement parts - Discounts on consumables and instrument upgrades - Software version upgrades (excluding platform upgrades) - Access to factory-trained Zeiss engineers - Unique/Notable Requirements: - OEM authorization required; no third-party or non-certified providers - Maintenance must preserve existing warranties - Compliance with NIH property policies for any component removal or upgrade - Place of Performance: - NIH NEI facilities in Bethesda, Maryland

Description

This is a combined synopsis/solicitation for commercial service prepared in accordance with the 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 number is 75N98026Q00305 and is issued as a Request for Quotation (RFQ).  The solicitation/contract will include all applicable provisions and clauses in effect through Federal Acquisition Circular 2026-01.  The North American Industry Classification (NAICS) Code is 811210 and the business size standard is $34m.  However, this solicitation is not set aside for small business.  This acquisition is being conducted using Simplified Acquisition Procedures in accordance with FAR Part 13.  The National Eye Institute (NEI) at the National Institutes of Health (NIH) intends to contract on a sole source basis with Carl Zeiss Microscope, LLC, One North Broadway, White Plains, NY 10601 to procure a Fixed Priced One-Year Maintenance Agreement for the following equipment:

Zeiss EVO MA (Product ID 000000-2024-654, Serial# 33.34)  Zeiss LSM 880 (Serial# 2802000296)  Zeiss LSM 980/Axio Observer 7 (Serial# 2871000139)  Zeiss Axio Scan.Z1 (Serial# 4631000372)  Zeiss LSM 800/Axio Observer 7 (Serial# 2633000428)  Zeiss LSM980 (Serial# 2871001229)  Zeiss Axioscan 7 (Serial# 4661000265) 

The NEI currently operates 7 very complex and top-of-the-line instruments manufactured by Carl Zeiss Microscopy LLC (White Plains, NY). These instruments are critical to NEI research efforts and require Premium service coverage to ensure continuous system functionality without interruptions or lengthy repair delays. To ensure that these systems receive proper preventative maintenance and upgrades to operating software as described in the terms below and prompt and expert repair when they malfunction, qualified technicians with the knowledge of all proprietary technology from Zeiss are required. 

The Contractor shall provide the following service:  

One (1) preventative maintenance inspection per agreement year. This includes all labor and travel associated with conducting this PM inspection visit. 

All labor and travel related charges associated with any service visit in addition to the PM visit as may be required during the contract year, is included. 

All covered replacement parts. 

10% Discount on Consumable Purchases. 

10% Discount on Instrument Upgrades. 

Software version upgrades when available for LSM, EM and XRM service agreements (excludes platform upgrades). 

Scheduled and emergency service performed between the hours of 8:00 AM and 5:00 PM Monday through Friday excluding Carl Zeiss Microscopy, LLC holidays. 

Factory trained Customer Support Engineers. 

Software Version Updates for (Protect Premium LSM, EM and X-Ray Service Agreements only). 

Software version upgrades are available on an “as-issued” basis and will be offered upon request. 

Software Version upgrades are available on an “as-issued” basis and will be offered upon request. The software Version upgrade will pertain to minor version upgrades (i.e. 3.0 to 3.1) and do not include platform upgrades (i.e. AIM to ZEN or ZEN 2.X to ZEN 3.Y) The software installation will be covered under the service agreement, however standard time and material rates will apply for the installation of software upgrades to all off-line workstations.   

When the contractor must remove or replace a component for upgrade or servicing, the Contractor must provide written notice to the Contracting Officer’s Representative (COR) before scheduling removal from the NEI facility. The Contractor must also provide written notice to the COR at least four (4) weeks before any of the above equipment can be used as part of a trade-in, replacement, upgrade, or purchase to ensure NIH property policies are met. 

Carl Zeiss Microscopy LLC is an industry leader in the design and manufacture of laser-based confocal microscope systems and has pioneered the development and implementation of a few groundbreaking microscope technologies. Confocal microscopes manufactured by Carl Zeiss Microscopy rely on patented technology and specialized components to operate properly. Factory-trained Zeiss service engineers are the only personnel with the expertise and tools (service dongles etc.) required to properly diagnose malfunctions when they occur. The original equipment manufacturer is often the only source of replacement parts for these complex instruments.

The proposed contract action is for supplies or services for which the Government intends to solicit and negotiate with only one source under authority of the 41 U.S.C. 253(c) (1), FAR 6.302.  This synopsis is not a request for competitive proposals.

Offeror must provide signed documentation confirming authorization and certified capability from the OEM, Carl Zeiss to provide all services and products, identified in this notice and maintain all/any existing warranties, etc. Responses to this notice without this confirmation from the manufacturer will be considered invalid.  

The offeror/response must include a completed copy of the provision of FAR Clause 52.212-1 Instructions to Offerors – Commercial Products and Commercial Services.

Applicable Clauses: 52.203-11 Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions

52.203-18 Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements—Representation

52.204-7 System for Award Management—Registration

52.240-90 Security Prohibitions and Exclusions—Representations and Certifications

52.203-17 Contractor Employee Whistleblower Rights

52.203-19 Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements

52.204-9 Personal Identity Verification of Contractor Personnel

52.209-10 Prohibition on Contracting with Inverted Domestic Corporations

52.212-4 Terms and Conditions—Commercial Products and Commercial Services

52.219-8 Utilization of Small Business Concerns

52.222-3 Convict Labor

52.222-36 Equal Opportunity for Workers with Disabilities

52.222-48 Exemption from Application of the Service Contract Labor Standards for Maintenance, Calibration, or Repair of Certain Equipment—Certification

52.222-50 Combating Trafficking in Persons

52.223-23 Sustainable Products and Services

52.226-8 Encouraging Contractor Policies to Ban Text Messaging While Driving

52.232-33 Payment by Electronic Funds Transfer—System for Award Management

52.232-40 Providing Accelerated Payments to Small Business Subcontractors

52.233-4 Applicable Law for Breach of Contract Claim

52.233-3 Protest after Award

52.240-91 Security Prohibitions and Exclusions

52.244-6 Subcontracts for Commercial Products and Commercial Services

The clauses are available in full text at http://www.acquisition.gov/far/.

Quotations will be due on May 11, 2026, 10:00am eastern daylight time via email to haunp@mail.nih.gov.  Attn:  Patricia Haun.   The quotation must reference “Solicitation number” 75N84026Q00305.  All responsible sources may submit a quotation, which if timely received, shall be considered by the agency. Any questions must be sent via email to haunp@mail.nih.gov and must include solicitation# 75N98026Q00305  in the subject line of email.

“System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in this solicitation. Contracting officers will rely on representations from offerors based on provisions in the solicitation. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM.”

In order to receive an award, contractor must be registered as all awards and have valid certification in the System for Award Management (SAM) @ www.Sam.gov. Lack of valid registration in SAM will make an offeror ineligible for award. FAR Clause: An Offeror is required to be registered in SAM when submitting an offer or quotation and shall continue to be registered until time of award, during performance, and through final payment of any contract, basic agreement, basic ordering agreement, or blanket purchasing agreement resulting from this solicitation.

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