INTENT TO SOLE SOURCE: PM services for two (2) Spectro Analytical Instruments

Limited Source Justification

This document justifies the use of other than full and open competition for an acquisition under the simplified acquisition threshold. It explains why only one source is considered reasonably available for the required service.

The requirement is for annual preventative maintenance and calibration services for SPECTROMAXX and SPECTROLAB S Analyzers. These analyzers are used for Level 1 Material analysis to ensure compliance with ordering specifications. The shipyard lacks the internal assets or resources to perform this service.

• Restrictive Rights: SPECTRO Analytical Instruments, Inc. is identified as the Original Equipment Manufacturer (OEM) and the sole approved supplier of service for these analyzers. They possess the proprietary data and knowledge for effective repairs and maintenance. Service by any other organization is not sanctioned by SPECTRO and voids warranties. SPECTRO does not contract with third parties, and their products are proprietary.

• The document does not specify contract type, period of performance, or estimated value.

• This document is a justification for a sole-source procurement and does not contain proposal submission or evaluation details.

• This justification is for a limited source procurement, not a set-aside.

• The justification is based on FAR 13.106-1(b)(1)(i) and FAR 13.106-3(b)(3)(i).

• The document is dated Rev 09/30/2020.

Form / Attachment / Pricing Sheet

This document is a "Work Request Unscheduled Repair Authorization Request" form. It is used by contractors to request authorization for unscheduled repairs or services. Bidders should use this form to understand the process for requesting and authorizing such work, which may be relevant if the contract includes provisions for unscheduled maintenance or repairs.

• Request Details: Date of Request, Work Request Number, Project Name/Number, Contract Number.
• Scope of Work & Repair Description: A detailed description of the repair or service needed, including affected equipment and issues.
• Parts/Materials: Sections for both OEM and Non-OEM parts, requiring item description, quantity, cost, discounts, and justification (proof of cost, fair and reasonable price justification, Non-OEM specifications).
• Contractor Markup: Calculation of markup on materials.
• Labor: Description of work, estimated hours, and agreed-upon labor rates.
• Approval Signatures: Sections for Project Manager (PM), Contracting Officer Representative (COR), and Contracting Officer (KO) to approve the request.

This form outlines the specific procedure and documentation required for authorizing unscheduled repairs. Bidders should review this to understand the administrative and cost-tracking requirements associated with potential repair work under the contract. It details the information needed for parts, labor, and markup, as well as the approval chain, which is crucial for managing contract performance and invoicing.

Form / Attachment / Pricing Sheet

This document outlines the Operations Security (OPSEC) Contract Requirements for contractors at Portsmouth Naval Shipyard (PNSY). It defines OPSEC, the purpose of an OPSEC Plan, and the contractor's responsibilities in protecting sensitive information. It also details the PNSY Portable Electronic Device (PED) Policy and provides a list of OPSEC Critical Information and Indicators (CII) along with required countermeasures.

• OPSEC Definition: A process to protect sensitive information (Critical Information and Indicators - CII) from adversary exploitation.
• OPSEC Plan Requirement: Contractors may be required to submit an OPSEC Plan, signed by the Prime Contractor, depending on the type of work and environment.
• Contractor Responsibility: Contractors must avoid inadvertent disclosure of classified or unclassified information, including CII. Disclosure of CII can lead to contract termination or criminal prosecution.
• CUI Protection: Contractors must protect Controlled Unclassified Information (CUI) and report any attempts by unauthorized parties to solicit or obtain it.
• PED Policy: Details restrictions on the use of portable electronic devices (e.g., phones, laptops, USB drives) that can record, store, or transmit data. Use of such devices requires coordination with the sponsor and adherence to shipyard guidance.
• CIIL and Countermeasures: Lists examples of CII (e.g., PII, work discussions, schedules, equipment details, critical infrastructure, photos/videos in restricted areas) and required countermeasures (e.g., not posting sensitive info online, shredding documents, not using social media for shipyard info, removing badges, reporting disclosures).

This document is crucial for bidders to understand their security obligations and restrictions related to sensitive information and electronic devices if awarded the contract. It highlights the importance of OPSEC compliance and the potential consequences of non-compliance. Bidders should review the CII and countermeasures to assess their ability to meet these requirements and factor them into their proposal preparation and operational planning.

Form / Attachment / Pricing Sheet

This document is a Wage Determination issued by the U.S. Department of Labor, Employment Standards Administration, Wage and Hour Division, under the Service Contract Act. It establishes the minimum wage rates and fringe benefits required for various occupations performing work in Eliot and Kittery, York County, Maine.

• Lists specific occupational codes and titles.
• Provides the minimum hourly wage rate for each occupation.
• Indicates that fringe benefits are required and follow the occupational listing.
• Includes notes on Executive Orders 13706 and 13658 regarding paid sick leave and minimum wage rates for federal contractors.
• Details requirements for vacation and paid holidays.
• Explains the process for conforming additional classifications and wage rates if an occupation is not listed.

This document is crucial for bidders responding to solicitations that fall under the Service Contract Act. It dictates the minimum labor costs that must be factored into proposals for covered contracts in the specified geographic area. Bidders must ensure their proposed wages and benefits meet or exceed these requirements to be compliant.

Form / Attachment / Pricing Sheet

This document is a "Customer Protocol SPECTROLAB S Performance Maintenance" checklist. It is used to record the results of a performance maintenance check on a SPECTROLAB S instrument.

• Summary: Indicates if the instrument performs properly.
• Visual Inspection: Checks for instrument completeness, damage, and interior/exterior cleaning.
• General Maintenance: Covers cleaning of the spark stand and exhaust tube, replacement of the exhaust filter unit, and backup of instrument software and results. It also notes if software updates were available and applied.
• Maintenance actions requiring measurements: A series of checks including mains voltage, leak test, argon quality and pressure, iCAL/standardization parameters (before and after maintenance), argon flows, low voltage power supply, and optic temperatures. Analytical performance is also assessed.
• Compulsory component replacement: Lists mandatory replacements for filters, O-rings, and electrode components.
• Elective component replacement: Details checks for spark stand insulator and windows/lenses, and the Gas Cleaning System UV PLUS, with recommendations for future replacement.
• Inspection sticker: Records the next inspection date.
• Instrument serial number and recommended date of next performance maintenance.
• Comments section for additional notes.
• Fields for Date, Name of Service Engineer, and Signature.

This checklist outlines the specific maintenance and performance checks performed on the SPECTROLAB S instrument. Bidders responding to an opportunity that involves the maintenance, servicing, or performance verification of this equipment should understand these procedures and requirements. It details the expected standards, components to be checked or replaced, and the overall scope of a performance maintenance service.

Form / Attachment / Pricing Sheet

This document is a Customer Protocol for the SPECTROMAXX Performance Maintenance. It serves as a checklist and record for maintenance actions performed on the instrument.

• Summary: Overall instrument status.
• Visual Inspection: Checks for physical condition and cleanliness.
• General Maintenance: Includes cleaning, software backup, and software updates.
• Maintenance Actions Requiring Measurements: Verifies critical operational parameters such as mains voltage, argon quality and pressure, iCAL parameters, optic temperatures, and analytical performance.
• Compulsory Component Replacement: Lists components that require mandatory replacement, including filters, O-rings, and parts of the spark stand.
• Elective Component Replacement: Outlines components that may be replaced based on wear and usage, such as spark stand windows/lenses and the Hydrosorb filter.
• Inspection Sticker: Area to affix the next inspection date.
• Instrument Serial Number & Recommended Maintenance Date: Fields for tracking.
• Comments: Space for service engineer notes.
• Signatures: Fields for Date, Name of Service Engineer, and Signature.

This document details the specific maintenance procedures and checks performed on the SPECTROMAXX instrument. Bidders responding to an opportunity involving this equipment should understand these maintenance requirements to accurately scope services, estimate costs, and ensure compliance with performance standards. It highlights critical components and performance metrics that may be relevant for service contracts or equipment procurement.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products or services for the Preventative Maintenance of two (2) Spectro Analytical Instruments. The acquisition is a Total Small Business Set-Aside.

• Annual Preventative Maintenance for Spectro MAXX LMM17 (S/N #149638/19) and Spectro LAB LAS01 (S/N #152882/21).

• Unscheduled and emergency repair services as requested.

• Contractor must provide OEM parts or functionally equivalent parts with approval.

• Verification of calibration accuracy against reference materials.

• Personnel must be US citizens and meet security requirements for access to Portsmouth Naval Shipyard.

• Contractor vehicles are subject to inspection and specific entry requirements.

• Contract Type: Request for Quote (RFQ)

• Period of Performance: Base: March 30, 2026, to March 29, 2027; Option Year One: March 30, 2027, to March 29, 2028; Option Year Two: March 30, 2028, to March 29, 2029.

• Place of Performance: Portsmouth Naval Shipyard, Kittery, Maine.

• NAICS Code: 811210 Electronic and Precision Equipment Repair and Maintenance.

• Size Standard: $34 million.

• Response Deadline: March 18, 2026, 1:00 PM EST.

• Offers shall be emailed.

• Vendors must be registered in SAM.gov.

• Evaluation will be based on Technical Acceptability and Lowest Price Technically Acceptable (LPTA).

• Past performance will also be considered.

• Total Small Business Set-Aside.

• Paper copies of the solicitation will not be issued.

• Applicable clauses and provisions are incorporated by reference.

• Several attachments are referenced, including performance maintenance checklists, wage determination, OPSEC security form, and work request form.

Other / Unclassified

This document is a Limited Source Justification (LSJ) for an acquisition under the Simplified Acquisition Threshold. It explains the rationale for soliciting from only one source.

This document indicates that the government intends to sole-source a requirement for annual preventative maintenance and calibration services for SPECTROMAXX and SPECTROLAB S Analyzers. The justification is based on "Restrictive Rights" because Spectro Analytical Instruments, Inc. is the Original Equipment Manufacturer (OEM) and the sole approved supplier of service for these analyzers. They possess proprietary data and knowledge, and service by any other organization would void warranties. This implies that any vendor interested in providing these services would need to be authorized by Spectro Analytical Instruments, Inc.