NOI-Microbox Cobra II A1 V-Cradle Scanners Maintenance Agreement
Overview
Buyer
Place of Performance
NAICS
PSC
Set Aside
Original Source
Timeline
Qualification Details
Fit reasons
- NAICS alignment with historical contract wins in similar service areas.
- Scope strongly matches core technical capabilities and delivery model.
Risks
- Past performance thresholds may require one additional teaming partner.
- Potential clarification needed on staffing minimums before bid/no-bid.
Next steps
Validate eligibility requirements, assign capture owner, and schedule partner outreach to confirm teaming strategy before submission planning.
Quick Summary
The National Library of Medicine (NLM), under the National Institutes of Health, has issued a Pre-Solicitation Notice of Intent (NOI) to award a sole-source contract for maintenance services for its Microbox Cobra II A1 V-cradle scanners. This acquisition is NOT set aside for small businesses. The intended contractor is Ristech Company Inc., identified as the sole provider of maintenance for this proprietary equipment. Interested parties may submit capability statements by April 6, 2026, at 4:00 pm EST.
Purpose & Scope
NLM requires a new maintenance agreement to ensure its two Microbox Cobra II A1 V-cradle scanners remain operational and produce preservation-quality images. These scanners are crucial for digitizing collection materials for online public access, supporting a congressional mandate. The contractor will provide all labor, materials, and equipment for:
- Preventive Maintenance: Semi-annual on-site maintenance, including calibration checks of focus, lighting, grayscale, and color capture correctness.
- On-Demand Service: Technical support for production issues within 24 hours and other issues within 5 business days.
- Software Updates: Provision of software service and updates, including telephone technical support.
- Replacement Parts: Furnishing all required replacement parts (excluding consumables) that are new to original equipment specifications.
- Compliance: Ensuring scanners produce images meeting a minimum 3-star performance level as per Federal Agencies Digital Guidelines Initiative (2023) and are accessible consistent with Section 508 of the Rehabilitation Act. All services must be performed by technically qualified, factory-trained personnel with access to proprietary parts and test instrumentation.
Contract Details & Period
- Contract Type: Anticipated Firm Fixed Price Purchase Order.
- NAICS Code: 811210 - Computer and Office Machine Repair and Maintenance (Size Standard: $34 Million).
- Set-Aside: Not set aside for small businesses.
- Regulatory Authority: FAR Subpart 13.5 (Simplified Procedures for Certain Commercial Items) and FAR Subpart 12 (Acquisition of Commercial Items), under the statutory authority of FAR 6.302-1 (Only one responsible source).
- Period of Performance: A 12-month base period (April 8, 2026 – April 7, 2027) with four subsequent 12-month option periods.
- Place of Performance: Bethesda, MD.
Submission Requirements & Sole Source Justification
This is not a request for competitive proposals. However, responsible sources may submit a capability statement, proposal, or quotation to demonstrate their ability to fulfill the requirement. The Government's determination to proceed on a non-competitive basis is based on market research indicating Ristech Company Inc. is the only vendor capable of providing maintenance for its proprietary equipment.
Responses must include: unit price, list price, shipping/handling costs, delivery period, prompt payment terms, F.O.B. Point, DUNS, TIN, and business size certification. Offerors must have an active registration in SAM.gov.
Contact Information
Responses must be submitted electronically to Jaddua Johnston, Contract Specialist, at Jaddua.Johnston@nih.gov.
Key Dates
- Response Due: April 6, 2026, at 4:00 pm EST.
- Published Date: March 20, 2026.