Cryogenic Storage System
(i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.
(ii) The solicitation number is 75N95019Q00240 and the solicitation is issued as a Request for Quotation (RFQ) on a Full and Open basis. This acquisition is for a commercial item or service and is conducted under the authority of the Federal Acquisition Regulation (FAR) Part 13-Simplified Acquisition Procedures; FAR Subpart 13.5-Test Program for Certain Commercial Items; and FAR Part 12-Acquisition of Commercial Items. This acquisition is NOT expected to exceed the simplified acquisition threshold of $250,000.00. A Fixed-Price type of contract is contemplated for any resulting contract entered into as a result of this solicitation.
(iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Regulation (FAR) Federal Acquisition Circular (FAC) Number/Effective Date: 2019-03 / 07-12-2019.
(iv) The North American Industry Classification System (NAICS) code for this procurement is 334519-Other Measuring and Controlling Device Manufacturing with size standard 500 employees No set-aside restriction is applicable.
(v) This requirement is for the Stem Cell Translation Laboratory (SCTL) in the Division of Pre-Clinical Innovation (DPI) at the National Center for Advancing Translational Sciences (NCATS) as part of the National Institutes of Health (NIH). The SCTL has a requirement to obtain one (1) Cryogenic Storage system on a Brand-Name-or-Equal basis to the BioStore III Cryo System and accessories as described and identified herein that is manufactured by Brooks Automation, Inc., located at 15 Elizabeth Drive, Chelmsford, MA 01824-4111.
The system described in this solicitation will provide SCTL scientists with a storage solution that combines the sample protection, safety, and accessibility of a high-efficiency Liquid Nitrogen (LN2) freezer with advanced automation features such as inventory control, cold-chain management and an ergonomic user experience. The supply will enable order management and execution and friendly graphical user interface. The system described herein protects samples for a longer period compared to other systems in cases where LN2 supply in unavailable, instead of having to make drastic modifications to the underlying LN2 freezer, which reduces the amount of time the freezer can maintain cryogenic temperatures in the absence of LN2 supply.
(vi) The purpose of this requirement is to obtain the BioStore III Cryo System and accessories, or its equal, that is manufactured and produced by Brooks Automation, Inc, which specifically includes the following manufacturer item number, item name and quantity:
289020 BIOSTORE III 1500 CRYO, BOX, CRYO STORAGE SYSTEM 1
230789 RACK,1500,CRYOBOX,14-POSITION,55MM 18
242701 HOLDER,CRYOPOD 2
246000-001 ASSY,FILLING STATION,CRYOPOD 1
284574 Cryopod Carrier For Blood Cassettes 2
LS SA CRYO LS Service Agreements Cryo - Standard Warranty (Year 1) 1
LS SA CRYO LS Service Agreements Cryo (Year 2-4) 3
FREIGHT FREIGHT CHARGES 1
The extended years of service are included in accordance with FAR 52.212-9 Option to Extend the Term of the Contract.
Products offered must include those salient physical, functional, or other characteristics that are deemed essential in meeting the government's needs. Specifically, the following features are deemed the salient characteristics that this requirement shall achieve:
1. 21 Day hold time in case of interrupted LN2 supply: Other solutions on the market make drastic modifications to the underlying LN2 freezer, reducing the amount of time the freezer can maintain cryogenic temperatures in the absence of LN2 supply. The BioStore III Cryo allows samples to be protected for a longer period than any other system in cases where LN2 supply in unavailable.
2. Portability in case of emergency: Equipment should be on wheels and able to be moved in case of impending danger like storms or fire.
3. Batch loading of cryoboxes or sbs plates: System should be capable of loading 10 cryoboxes or 10 sbs racks into final storage location in <10 minutes
4. Global Service team: Dedicated team of Brooks Life Science service engineers
5. Ability to create libraries within the freezer to support multi-user, secure storage. Ability to assign and create password secured access to the box level, defining libraries and controlling access
6. Real-time SW Inventory and Reporting Capability: Customized reporting in real-time. Reports include inventory, temperature, access /order history, rack movements and other details. Reports available for printing within minutes.
7. <15 liters per day of LN2: LN2 usage must not exceed 15 liters per day including regularly scheduled fills.
8. Complete Cryogenic Cold-Chain Management: Automation supports the maintenance of sample temperatures below Tg during operation. Together with the Cryopod Carrier, no samples will experience undesired temperature cycles prior to planned thaw.
9. Modular Upgrade Path to Vial Picking: System must offer an upgrade path from a manual tank to full vial-picking automation without the need to remove samples or discard existing components.
10. Complete Cryogenic Cold-Chain Management: Automation supports the maintenance of sample temperatures below Tg during operation. Together with the CryoPod Carrier, no samples will experience undesired temperature cycles prior to planned thaw.
11. Modular Upgrade Path to Vial Picking: System must offer an upgrade path from a manual tank to full vial-picking automation without the need to remove samples or discard existing components.
Offerors submitting a quotation must: 1) clearly indicate if the line item or items being offered in their quote is a brand-name item to the brand name item described in this solicitation, or if the item or items being offered is an "or-equal" item; 2) include Shipping and handling cost in the quotation, or specify if it is included in the price; 3) indicate an estimated delivery time in full after receipt of an order; 4) indicate if items being quoted are warrantied in accordance with Offeror's standard commercial warranty practices or whether software support is included and the length of time of such warranty/support subscription.
(vii) The Government anticipates award of a firm fixed-price purchase order for this acquisition, and the anticipated delivery date after receipt of order (ARO) shall be specified in the offeror's quote and will be determined prior to any award. Delivery will be FOB - DESTINATION. The place of delivery and acceptance will be 9800 Medical Center Drive, Rockville, MD 20850.
(viii) The provision at FAR 52.252-1, Solicitation Provisions Incorporated by Reference (Feb 1998), applies to this acquisition. 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 these addresses: https://www.acquisition.gov/browse/index/far https://www.hhs.gov/grants/contracts/contract-policies-regulations/hhsar/index.html
(End of provision)
The following provisions apply to this acquisition and are incorporated by reference:
• FAR 52.204-7, System for Award Management (Oct 2018)
• FAR 52.204-16, Commercial and Government Entity Code Reporting (Jul 2016)
• FAR 52.211-6, Brand Name or Equal (Aug 1999)
• FAR 52.212-1, Instructions to Offerors-Commercial Items (Oct 2018)
• FAR 52.212-3, Offeror Representations and Certifications-Commercial Items (Oct 2018)
• HHSAR 352.239-73, Electronic and Information Technology Accessibility Notice (December 18, 2015)
The clause at FAR 52.252-2, Clauses Incorporated by Reference (Feb 1998), applies to this acquisition. 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 these addresses:
https://www.acquisition.gov/browse/index/far https://www.hhs.gov/grants/contracts/contract-policies-regulations/hhsar/index.html
(End of clause)
The following clauses apply to this acquisition and are incorporated by reference:
• FAR 52.204-13, System for Award Management Maintenance (Oct 2018)
• FAR 52.204-18, Commercial and Government Entity Code Maintenance (Jul 2016)
• FAR 52.212-4, Contract Terms and Conditions--Commercial Items (Oct 2018).
The provisions of FAR clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (May 2019) is applicable to this solicitation:
52.219-6 Notice of Total Small Business Set-Aside (Nov 2011)
52.219-13 Notice of Set-Aside of Orders (Nov 2011)
52.222-3 Convict Labor (June 2003)
52.222-19 Child Labor-Cooperation With Authorities and Remedies (Jan 2018)
52.222-21 Prohibition of Segregated Facilities (Apr 2015)
52.222-26 Equal Opportunity (Sep 2016)
52.222-36 Equal Opportunity for Workers with Disabilities (Jul 2014)
52.222-50 Combating Trafficking in Persons (Jan 2019)
52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (Aug 2011)
52.225-13 Restriction on Certain Foreign Purchases (Jun 2008)
52.232-33 Payment by Electronic Funds Transfer-- System for Award Management (Oct 2018)
The following provisions and clauses apply to this acquisition and are incorporated as an attachment:
• NIH Invoice and Payment Provisions (2/2014)
(ix) The Government will evaluate quotations or offers in accordance with FAR 13.106-2 and award a purchase order from this solicitation to the responsible offeror whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate quotes:
a. Technical capability of the item offered to meet the Government requirement;
b. Price; and
c. Past performance [see FAR 13.106-2(b)(3)].
Respondents that believe that they are manufacturers or authorized resellers of any BRAND-NAME product specified in this announcement must provide, as part of their response: (a) product, catalog, model, and/or part number(s); (b) product description; (c) all relevant information and documentation that the item(s) offered meets the salient physical, functional, or performance characteristics as specified in the purchase description; quantity; price or cost; shipping, handling, and/or installation charges; and delivery date after receipt of order.
A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.
(x) The Offerors to include a completed copy of the provision at FAR clause 52.212-3, Offeror Representations and Certifications-Commercial Items, with its offer.
(xi) The clause at FAR 52.212-4, Contract Terms and Conditions-Commercial Items, applies to this acquisition.
(xii) The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items, applies to this acquisition and is incorporated in full text.
The clause at FAR 52.217-9 Option to Extend the Term of the Contract (Mar 2000) is included in full text:
(a) The Government may extend the term of this contract by written notice to the Contractor within the effective period of performance of the contract; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 days before the contract expires. The preliminary notice does not commit the Government to an extension.
(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.
(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed four (4) years. (End of clause)
(xiii) The following additional contract requirement(s) or terms and conditions as determined by the contracting officer are necessary for this acquisition and consistent with customary commercial practices. There are no additional contract requirement(s) or terms and conditions applicable to this acquisition.
(xiv) The Defense Priorities and Allocations System (DPAS) are not applicable to this requirement.
(xv) Responses to this solicitation must include sufficient information to establish the interested parties' bona-fide capabilities of providing the product or service. The price quote shall include: unit price, list price, shipping and handling costs, delivery days after contract award, delivery terms, prompt payment discount terms, F.O.B. Point (Destination or Origin), product or catalog number(s), product description, and any other information or factors that may be considered in the award decision. Such factors may include: past performance, special features required for effective program performance, trade-in considerations, probable life of the item selected as compared with that of a comparable item, warranty considerations, maintenance availability, and environmental and energy efficiency considerations.
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.
(xvi) All responses must be received no later than the date specified in this announcement. Late responses will not be accepted. All responses must reference the subject solicitation number. Responses must be submitted electronically to hunter.tjugum@nih.gov. Facsimile responses will not be accepted. For information regarding this solicitation, contact Hunter Tjugum by email at hunter.tjugum@nih.gov or by phone at 301-827-5304.
Hunter A Tjugum, Contract Specialist, Phone 3018275304, Email hunter.tjugum@nih.gov
