NIMH-21-003950

Post Date/ Solicitation Issue Date

May 11, 2021 12:00 pm

Closing Response Date

May 25, 2021 3:00 pm

Proposed Award Date

May 31, 2021 12:00 pm

Project Title

MEG Core Facility Liquid Helium

Contracting Office

National Institute on Drug Abuse (NIDA)

Small Business Size Standard

$1,000

FPDS Classification Code

6810

Estimated Period of Performance

5/31/2021 - 7/30/2021

Delivery of Goods

250L Liquid Helium Dewars to be deliver 5x during specified dates.

Competition Status

Competitive

Background/Description of Requirement

 

Contractor Requirements: At a minimum, the contractor shall comply with applicable Occupational Safety and Health Administration (OSHA) Regulations. The contractor will provide the Material Safety Data Sheets (MSDS) for chemicals used on the site in accordance with provisions of the OSHA Hazard Communication Act. The contractor must keep a binder containing all MSDS for chemicals approved for use at the worksite---where it is readily available for employees and emergency responders at NIH.

Period of Performance: Base Year: 05/31/2021 – 07/30/2021

Place of Performance: NIH Campus

Contract Type: The contract type for this requirement is firm fixed price.

Privacy Act: N/A

FAR Clauses and Provisions:

The provision at FAR clause 52.212-2, Evaluation – Commercial Items, applies to this acquisition.

 

The FAR clause at 52.212-4, Contract Terms and Conditions – Commercial Items, applies to this acquisition.

 

  FAR Clause 52.246-2, Inspection of Supplies - Fixed Price (August 1996). FAR Clause 52.246-16, Responsibility

  for Supplies (April 1984).

 

  FAR clause 52.212-1, Instructions to Offerors - Commercial Items (Oct 2018)

 

FAR Clause at 52.212-5, Contract Terms and Conditions Required to Implement Statues or Executive Orders- Commercial Items, applies to this acquisition.

FAR 52.208-8 -- Required Sources for Helium and Helium Usage Data (Aug 2018)

FAR 52.216-2 -- Economic Price Adjustment -- Standard Supplies (Jan 1997)

FAR 52.216-18 - Ordering (Oct 1995)

52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES     OR EQUIPMENT (OCT 2020)

52.212-3 Offeror Representations and Certifications-Commercial Items (FEB 2021)

Please be advised that the National Institute of Mental Health (NIMH) is an Institute within the National Institutes of Health (NIH), which is a Federal agency. An Offerors mass-market commercial agreement may include provisions that are customarily found in the commercial sector but which are not appropriate for a contract with a Federal agency. Specifically, NIMH considers any provision in an Offerors mass- market commercial agreement to be inappropriate and unenforceable that:

(1) Contravenes a right granted NIMH under U.S. copyright law (e.g., fair use, right to archive, copying for

 interlibrary loan),

(2) Violated the Federal Acquisition Regulation or other Federal law (e.g., Anti-deficiency Act, Principles of               Federal

 Appropriations Law, Prompt Payment Act),

 (3) Departs from reasonable consumer expectations and was not disclosed prior to agreement, or

   (4) Violates fundamental public policy.

   NIMH shall assume that the resultant Contractor is in agreement with the statements herein if an Offeror accept

   NIMHs order/contract.

Closing Statement:

Responses to this solicitation must include clear and convincing evidence of the offeror’s capability of fulfilling the requirement.  Offerors shall discuss the helium shortage in its offer specifically how it will address issues such as delays in deliveries or orders that cannot be fulfilled because of the helium shortage.

   Offerors must include a completed Price Quote, with their response to this Request for Quote.

   Offerors may use their own format/template as long as all the requested information contained in the Price Quote and Past Performance data.

   Template is included below.

An award will be made to the offeror whose proposal represents the best value to the Government.  See Evaluation Criteria below.

 

In addition the Dun & Bradstreet Number (DUNS), the Taxpayer Identification Number (TIN), and the certification of business size must be included in the response. All offerors must have an active registration in the System for Award Management (SAM) www.sam.gov.”

 

All responses must be received by May 25, 2021 at 3:00 PM EST and must reference the announcement number. Responses must be submitted electronically to Michelle Cecilia at Michelle.cecilia@nih.gov and Valerie.Whipple@nih.gov.

 

“All responsible sources may submit a bid, proposal, or quotation which shall be considered by the agency.”

 

 

 

 

 

 

 

 

 

 

                                                                                PURCHASE DESCRIPTION

 

1. Statement of Need and Purpose: This document describes the acquisition of liquid helium for the NIMH MEG Core Facility. Helium is a cryogen necessary to keep the MEG sensors at a superconductive state. In February 2021, the recently installed helium recycling system failed, causing a spontaneous warm-up of the MEG system and disrupting scheduled patient scans. The MEG system was repaired and relaunched in March 2021, but the recycling system continues to fail and therefore has not been reconnected to the MEG system. Until the recycler is fully investigated and repaired, the MEG Core staff will need to manually transfer helium into the MEG dewar every 4 to 5 days to keep it operational. The MEG boils off approximately 12 liters of Helium a day. The MEG system itself has very little storage reserve so that the timing of the deliveries and transfer has very small margin for error.  Failure to fill the MEG with liquid Helium would result in another spontaneous warm-up quite possibly damaging the system and at best incurring a significant expense for re-pumping the vacuum and re-cooling down the system. The refill requires about 80 liters of Helium. Liquid Helium is usually shipped in 250 (nominal) liter dewars (storage tanks). Because the Helium boils off from the dewar it cannot be stored or stock piled for more than a few days. The exact fill level and boil off are approximate so that delivery time can only be determined a few days ahead. Thus delivery in a very timely fashion is necessary. The system must be kept continuously cold so a year-round Helium supply is necessary, either from the helium reclamation system, or via manual transfers.

 

2. Background Information and Objective:  The MEG Core Facility operates a 275 channel whole head CTF MEG system as a shared resource for the Intramural Research Programs of the NIH, with most core users representing NIMH and NINDS. MEG, magnetoencephalography, is a sophisticated technique allowing high resolution recording of brain activity and as such forms a vital part of the neuroimaging research program. The instrument is in full time use by PI’s performing neuroscience research.

 

3. Generic Name of Product: MEG Core Facility Liquid Helium

 

1. 1. 4. Purchase Description: Helium, Refrigerated Liquid (CAS Number 7440-59-7). Delivered in a 250 Liter stainless steel dewar with coupling for transfer tube.

1. 1. 5. Salient characteristics: Dewars must be 250 Liters, stainless steel, with coupling for a transfer tube and fitted with a heater. Dewars must be filled with liquified helium.

 

1. 1. 6. Quantity: Five (5) 250 liter dewars (tanks).

 

1. 1. 7. Delivery Date: Delivery will be on request (with request made at least one week in advance) with delivery approximately every two weeks.

 

1. 1. 8. Period of Performance:  5/26/21 through 10/01/2021. The first delivery should be made the week of 5/31/2021 and the final delivery would be 7/21/2021. The following delivery schedule is anticipated: 6/2, 6/16, 6/30, 7/7, 7/21.

 

1. 1. 9. Option(s): N/A

 

                                                                                          Technical Evaluation Criteria

The Government will award a contract or purchase order resulting from this requirement on the basis of best value, technical factors and price considered. Technical factors together shall be considered more important than price and all technical evaluation factors are detailed below:

Factor 1: Technical Approach   The Contractor’s proposal shall address each area of the purchase description requirements in sufficient detail to demonstrate a clear understanding of the efforts to be performed and the skill level required to perform them. Capability in these areas shall be viewed favorably.

Factor 2: Past Performance The Contractor shall provide at least two (2) past performance references with knowledge of the contractor’s relevant skills and experience related to the requirements outlined in this Purchase Description.   References shall include the following information:   Name of Organization Brief Description of Contractor’s Responsibilities Contact Name and Title

 

Technical proposals will be evaluated using a summary adjectival rating in accordance with the following scale:

 

Excellent

The proposal has exceptional merit and reflects an excellent approach which will clearly result in the superior attainment of all requirements and objectives. The risk of unsuccessful performance is very low as the proposal provides a clear understanding of the requirements and demonstrates the offerors ability to meet the requirement.

Risk Level: Very Low

 

Good
The proposal demonstrates an approach which is expected to meet all requirements and objectives. This approach includes advantageous characteristics of substance, and few relatively minor disadvantages, which collectively can be expected to result in satisfactory performance. The risk of unsuccessful performance is low as the proposal contains alternative solutions which are considered feasible and practical. These solutions are further considered to reflect low risk in that they are clear and precise, supported, and demonstrate an understanding of the requirements.

Risk Level: Low

 

Acceptable

The proposal demonstrates an approach which is capable of meeting all requirements and objectives. The approach includes both advantageous and disadvantageous characteristics of substance, where the advantages are not outweighed by the disadvantages. Collectively, the advantages and disadvantages are likely to result in acceptable performance. The risk of unsuccessful performance is moderate, as the proposal solutions are generally feasible and practical. These solutions may also be considered to reflect moderate risk in that they may be somewhat clear and precise, partially supported, and/or demonstrate a general understanding of the requirements.

Risk Level: Neutral

Marginal
The proposal demonstrates an approach which may not be capable of meeting all requirements and objectives. The approach has disadvantages of substance and advantages, which if they exist, are outweighed by the disadvantages. Collectively, the advantages and disadvantages present a low or questionable likelihood of resulting in satisfactory performance. The risk of unsuccessful performance is high as the proposal contains solutions which may not be feasible and practical. These solutions may also be considered to reflect high risk in that they lack clarity and precision, are generally unsupported, and/or do not demonstrate a complete understanding of the requirements.

Risk Level: High

Unacceptable
The proposal demonstrates an approach which, based on a very high risk, will very likely not be capable of meeting all requirements and objectives. This approach has several disadvantages of substance, and advantages which, if they exist, are outweighed by disadvantages. Collectively, the advantages and disadvantages are unlikely to result in satisfactory performance. The risk of unsuccessful performance is very high as the proposal contains solutions which are not feasible and practical. The solutions may also be considered to reflect very high risk in that they lack any clarity or precision.

Risk Level: Very High

 

                                                                                          PRICE QUOTE TEMPLATE

 

RFQ NIMH-21-003950 MEG Core Facility Liquid Helium

 

SCHEDULE OF SUPPLIES

Base Period: (Week of 5/31/21):

Price per 250-liter Dewar:

Hazardous Material Charge per 250-liter Dewar Delivery:

Energy and Fuel Charge per 250-liter Dewar Delivery:

Delivery Charge per 250-liter Dewar Delivery (Delivery one week after receipt of order. First delivery must be the week of 5/31/21):

Price evaluation amount for Base Period, to be used for evaluation purposes only when comparing prices among offers, will be based on 5 orders (250-liters of liquid helium x 5 deliveries) of one (1) 250-liter Dewar per order to be delivered 7 days after receipt of order.

 

CONSIDERATION AND OBLIGATION

(a)The maximum value for the product/services under this contract will be TBD (based on maximum ordering quantity 5 deliveries of one 2-liter Dewar (1,250 liters total) over a 2-month ordering period.

(b)The Contracting Officer will obligate funds on each Delivery Order issued.

(c)The minimum guarantee under this contract is TBD (based on guaranteed minimum quantity of one (1) delivery of a 250-liter Dewar .

 

Contracting Office Address: United States

Place of Performance: Laboratory of Functional and Molecular Imaging National Institute of Mental Health (NIMH) National Institute of Health, Bldg 10 B1, NMRC Loading Dock Center Drive, Bethesda,  MD 20892

 

Primary Point of Contact.:

Michelle Cecilia

Contract Specialist

michelle.cecilia@nih.gov

Phone: 3018277199

 

Secondary Point of Contact:

Valerie Whipple

Contracting Officer

Valerie.whipple@nih.gov

Phone: 301-827-5218