MVP Biorepository
Market Survey (RFI) INFORMATIONAL PURPOSES ONLY
To: Vendors of Large Scale -80 o C Cryogenics Storage Systems
The Department of Veterans Affairs is seeking the base requirements for the acquisition, assembly & installation of a large scale -80 o centigrade cryogenics storage system for a second VA Central Biorepository.
This requirements document, plus added information subsequently distributed (if any), indicates the minimum criteria that will be used to evaluate the Vendors. Specific pricing for the Cryogenics system is not required at this time but generic pricing information (e.g. system cost per million samples, and what the price includes) is encouraged, to aid in developing the project budget.
System Requirements
The Department of Veterans Affairs is currently funding the Million Veteran Program (MVP), a program to collect and analyze a million DNA samples from US Veterans as a resource for approved research to better understand how genetics impact disease. Over 750,000 blood samples have been collected to date, which has generated over 3.5 million aliquots of DNA, plasma, and buffy coat. Currently, sample processing is done at the VA Central Biorepository in Boston. The purpose of this proposal is to gather information for a solicitation for an automated -80B0C storage system to be assembled and integrated at a VA facility to be determined later. The expected minimal requirements are:
Provide storage for a minimum of 8 up to 10 million MATRIX screw top v-bottom tubes (1.0 and 0.5 ml; Thermo Scientific, catalogue #3741 and #3744) and alternate sizes to accommodate smaller tubes, i.e., 500 ul.
Maintain samples at -80B0C indefinitely with redundant backup.
The system should maintain a predetermined dew point/relative humidity to minimize snow and ice formation inside.
Maintain samples that have been removed from the -80B0C enclosure in a -20B0C or colder environment until samples are removed from the system for use. Minimize the time a sample is outside the -80B0C enclosure.
Minimize the number and complexity of robotic handling operations, to reduce the -potential downtime due to mechanical malfunction.
Allow the user to load multiple racks of vials at a time.
Scan and read tube barcodes, maintain a full audit trail, and output data to the laboratory s LIMS.
Re-rack vials to eliminate empty spaces.
Provide a temperature monitoring system which will notify on-call staff if the temperature exceeds set points or allow integration with current monitoring system.
If LN2 is used as cooling, provide an oxygen monitoring system and exhaust system which will operate if the oxygen level falls below 19.6%.
Description of data management systems.
Site Requirements
The storage system location is not finalized. The provided information from the above and below-mentioned requirements will assist in selection of an appropriate VA location for the storage unit. Vendor is to provide information on the minimal operating site requirements including:
Square footage and height requirements.
Electrical requirements.
Heating, Ventilation, & Air Conditioning (HVAC) requirements.
Plumbing & Mechanical requirements.
If Liquid Nitrogen (LN2) cooled, LN2 requirements to include suggested tank size and space required
Minimal safety operation requirements
Estimates on operating costs or energy usage.
Vendor Qualifications
Vendor s Business Information including company history
Vendor s relevant experience in the design, installation and support of large automated -80B0C storage units.
Note that the purpose of the Market Survey is to solicit "volunteered" data from vendors interested in potentially being considered for this Federal project. In the Design-Build solicitation (RFP package) which will be part of a later phase of the project, pricing information will be protected.
DISCLAIMER
This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.
NOTICE: This RFI is for MARKET RESEARCH ONLY. NO questions will be answered; ABSOLUTELY NO COMMUNICATIONS WITH RESPONDENTS WILL OCCUR. SUBMIT CAPABILITIES STATEMENTS AND PRICING ESTIMATES AS INSTRUCTED. THERE IS NO PLANNED DATE FOR THE PURCHASE OF THESE SERVICES. THIS ANNOUNCEMENT IS FOR INFORMATIONAL PURPOSES ONLY.
Cheri K Wicks
Contract Specialist
EMAIL RESPONSES ONLY; NO PHONE CALLS.
NO QUESTIONS WILL BE ANSWERED.
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