This notice is a combined synopsis/solicitation for commercial items using Simplified Acquisition Procedures. This acquisition will be made in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6 “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as applicable, and as supplemented with additional information included in this notice. This announcement constitutes the only solicitation (a written solicitation will not be issued) and quotes are being requested. The Solicitation number is 75N98025Q00032 and the solicitation is issued as a Request for Quotes (RFQ).
This acquisition will be processed under FAR Part 13 Simplified Acquisition Procedures (SAP). The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2025-05 Effective August 7, 2025.
The North American Industry Classification System (NAICS) code for this procurement is 561621 – Security Systems Services (except Locksmiths) with a size standard of 1,000 employees. The Product or Service Code (PSC) is J063 – Maintenance, Repair, and Rebuilding of Alarm, Signal, and Security Detection Systems. The requirement is being competed as Brand-name Sole Source, Small Business set aside.
The government intends to award a firm-fixed-price purchase order to the responsible offeror as a result of this RFQ that will include the terms and conditions set forth herein. By submitting a quote, the offeror is accepting that all government terms and conditions shall prevail over the award.
By submission of a quote, the Offeror acknowledges the requirement that a prospective awardee shall be registered and viewable in the System for Award Management (SAM) database prior to award, during performance, and through final payment resulting from this solicitation (www.sam.gov).
STATEMENT OF NEED
The Division of Physical Security Management (DPSM) manages and supports the Physical Access Control System (PACS) at the National Institutes of Health (NIH) Bethesda Campus, local leased facilities, Fort Detrick Integrated Research Facility (IRF), Bayview Research Center (BRC), and Rocky Mountain Laboratories (RML).
The Schneider Electric Access Expert (AE) is an External Cloud Hosted Commercial-off-the-Shelf (COTS) software application provisioned by Schneider Electric. AX-MP4502-AcessXpert Intelligent Controller and AX-MR50-S3-AcessXpert Reader Interface Module are components of the AcessXpert access control system, and are associated with the Schneider Electric Access Expert (AE) access control platform.
The PACS-AE application operates within the Amazon Web Services (AWS) GovCloud High Assurance external hosting environment, which is managed and maintained by the Office of Innovation and Information Technology (OIIT) organization. There is secure network connectivity established between FACnet (Campus) and AWS GovCloud external hosting environment through CIT B12 AWS Direct connect primary infrastructure and Sterling location as redundant infrastructure.
The proposed purchase is for Brand Name Products. The brand name and part numbers for the products/services are provided in full detail below:
Bill of materials for the Schneider Electric Access Expert (AE) products:
AX-MP4502: Accessxpert Intelligent Controller, 2 read ERS, 8 inputs, 4 Outputs, expandable, PIV CAPAble - 490 QTY
AX-MR50-S3: Reader Interface Module (1 RDR, 2 Inputs, 2 Outputs) - 3,650 QTY
Period of Performance
Delivery is requested as soon as possible. Estimated lead time for delivery is 120 days from date of award which is estimated on September 29, 2025, if not sooner. Delivery is required within 180 days of the date of award.
SHIPPING/DELIVERY INSTRUCTIONS
Delivery location is Building 22, 22 Serviced Rd. RM 102A, Bethesda, MD 20892.
INSTRUCTIONS
All interested vendors shall provide a quote for the requirement as outlined in the Bill of Materials (BOM). This is a Brand Name, Sole Source requirement.
All quotes shall include price(s) (unit price, extended price, total price); documentation demonstrating vendor is either the manufacturer or authorized distributor/ reseller of the quoted products/services; and estimated delivery lead time. Each response must clearly indicate the capability of the vendor to meet all specifications and requirements. The Government may evaluate only those quotes that fully meet the requirements as outlined in the BOM and respond to the instructions and requirements below. Failure to furnish a full and complete quote as instructed may result in the Offeror’s response being considered non-responsive and will therefore be eliminated from further consideration and award. If not the manufacturer, Offerors shall be an authorized reseller for Schneider Electric Access Expert (AE) brand name products. Documentation showing active authorized reseller status is requested with the quote. Only bona fide Schneider Electric Access Expert (AE) brand name products are acceptable. All or part of the successful vendor’s quote may be incorporated in any contract resulting from this solicitation. The successful vendor’s quote may be incorporated by reference.
Quotes are due FRIDAY, 9/26/2025 by 12 pm EST. Quotes must be emailed to Callie Prassinos, Contracting Officer, at callie.prassinos@nih.gov. Late quotes will not be considered. All responsible sources may submit a quote that will be considered by this Agency. Any questions or concerns regarding this combined synopsis/solicitation should be emailed to callie.prassinos@nih.gov.
EVALUATION
NIAID will evaluate quotes to determine the best value to the government. NIAID will make that determination based on technical acceptability, and price. NIAID will evaluate price only for those quotes which are rated as technically acceptable. In the event quotes are evaluated as technically equal, price and/or delivery lead time will become major considerations in selecting the successful Offeror.
SPECIAL NOTICE TO OFFERORS
Offerors are advised that the Government may share your information with non-government personnel who are assisting with the evaluation of quotes. The exclusive responsibility for source selection will reside with the Government. By submitting your quote, you will be consenting to disclosure of your quote to non-government personnel for purposes of evaluation.
ELECTRONIC INVOICING
The successful offeror may submit an invoice once a shipment is delivered. NIH will only accept invoices for units that have been delivered to The Division of Physical Security Management (DPSM).
NIH is using a phased transition approach from the NIH Office of Financial Management (OFM) Electronic Invoice Submission instructions to the Department of Treasury’s Invoice Processing Platform (IPP). For contractors that have transitioned to IPP, the Contractor must submit invoices to the Department of Treasury's Invoice Processing Platform (IPP) at https://www.ipp.gov. For contractors that have not transitioned to IPP, the Contractor shall submit invoices to the National Institutes of Health (NIH)/Office of Financial Management (OFM) via email at invoicing@nih.gov with a copy to the approving official until the Contractor has been notified of its transition to IPP.
PROVISIONS AND CLAUSES
FAR 52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998)
This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): https://www.acquistion.gov/
FAR 52.203-18 - Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements – Representations (Jan 2017)
FAR 52.204-7 - System for Award Management (Nov 2024)
FAR 52.204-16 - Commercial and Government Entity Code Reporting (Aug 2020)
FAR 52.204-24 - Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (Nov 2021)
FAR 52.204-26 - Covered Telecommunications Equipment or Services-Representation. (Oct 2020)
FAR 52.209-7 - Information Regarding Responsibility Matters (Oct 2018)
FAR 52.211-6 - Brand Name or Equal (Aug 1999)
FAR 52.212-1 - Instructions to Offerors – Commercial Products and Commercial Services (Sep 2023)
FAR 52.212-3 - Offeror Representations and Certification – Commercial Products and Commercial Services (May 2024)
FAR 52.252-2 - Clauses Incorporated by Reference (Feb 1998)
This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): https://www.acquistion.gov/
FAR 52.204-13 System for Award Management Maintenance (Oct 2018)
FAR 52.204-18 Commercial and Government Entity Code Maintenance (Aug 2020)
FAR 52.204-21 - Basic Safeguarding of Covered Contractor Information Systems (Nov 2021)
FAR 52.212-4 - Contract Terms and Conditions – Commercial Products and Commercial Services (Nov 2023)
By reference the Department of Health and Human Services Acquisition Regulation (HHSAR) provisions and clauses that are applicable to this requirement. Copies are available from https://www.acquisition.gov/hhsar:
HHSAR 352.203-70 Anti-lobbying (December 18, 2015)
HHSAR 352.208-70 Printing and Duplication (December 18, 2015)
HHSAR 352.222-70 Contractor Cooperation in Equal Employment Opportunity Investigations (December 18, 2015)
By full text the Department of Health and Human Services Acquisition Regulation (HHSAR):
HHSAR 352.232-71 - Electronic Submission of Payment Requests
The following additional clauses are applicable to this requirement and provided in full text as Attachments:
FAR 52.212-5 - Contract Terms and Conditions Required to Implement Status or Executive Orders – Commercial Products and Commercial Services (Jan 2025)
ATTACHMENT LIST:
- Bill of Materials (BOM)
- Full Text FAR 52.212-5
- J&A for Band Name Sole Source
