Attachment 1 - Solicitation.pdf

COMBINED SYNOPSIS/SOLICITATION FOR

COMMERCIAL PRODUCTS AND SERVICES

General Information

Document Type: Combined Synopsis/Solicitation

Solicitation Number: 12639524Q0123

Posted Date: March 27, 2024

Original Response Date:

Updated Response Date:

April 3, 2024

April 12, 2024

Product or Service Code: 7A21

Set Aside: 100% Small Business

NAICS Code: 513210

Contracting Office Address

USDA, APHIS, Marketing and Regulatory Programs Business Services

250 Marquette Avenue, Suite 410

Minneapolis, MN 55401

Description

This is a combined synopsis/solicitation for commercial products prepared in accordance with the format in Federal Acquisition Regulation FAR Part 13 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation will not be issued.

This solicitation is a request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2024-02.

The associated North American Industrial Classification System (NAICS) code for this procurement is 513210 with a small business size standard of $47 million. The product or service code is 7030. The Government will award firm fixed-price contract resulting from this combined synopsis/solicitation to the responsible offeror whose offer, conforming to the synopsis/solicitation, will be most advantageous to the Government (as determined by the solicitation evaluation criteria).

The USDA-APHIS-Wildlife Services (WS)-National Wildlife Research Center (NWRC) is seeking to purchase a fully configurable LIMS (Laboratory Information Management System) for the Bio-Archive facility in Fort Collins, CO.

Quoters must submit proof that the software offered has been successfully utilized in a federal laboratory or other clinical research setting for the management of an extensive collection of frozen, archived biological samples.

https://www.aphis.usda.gov/aphis/ourfocus/business-services

All interested companies must provide quotes for the following:

STATEMENT OF WORK

Laboratory Information Management System Software

TITLE OF CONTRACT

USDA APHIS Wildlife Services (WS) Bio-Archive Storage Facility Laboratory Information

Management System Software

BACKGROUND

The USDA-APHIS-Wildlife Services Bio-Archive Storage (BAS) facility at the National

Wildlife Research Center in Fort Collins, CO, will house 110 ultra-low temperature (-80) freezers containing millions of archived biological samples obtained from wildlife for scientific study. The BAS will be one of the largest wildlife tissue archives of its kind in the United States and will serve WS National Programs such as the National Wildlife Disease Program, Chronic

Wasting Disease Program, National Rabies Management Program, the National Wildlife

Research Center, and the National Feral Swine Damage Management Program.

OBJECTIVE

The objective of this acquisition is to purchase an instance of a fully configurable LIMS

(Laboratory Information Management System) that adheres to best practices and regulatory requirements. This software will be utilized for tracking and managing inventories of biological samples archived in -80 freezers.

TYPE OF CONTRACT

USDA-APHIS-WS intends to enter into a Firm-Fixed Price Contract.

REQUIREMENTS

The government seeks a contract to purchase Laboratory Information Management Systems

(LIMS) software to manage laboratory freezer inventories of biological samples archived at the

WS Bio-Archive Storage facility (BAS).

Minimum Requirements:

The operation of the BAS requires the purchase of LIMS software to serve as a database for freezer inventories, assign unique identifiers to each sample, manage locations for samples within each freezer, provide data security, help with search and retrieval, track test results and aliquot lineage, help with barcoding and labeling, manage shipping and receiving, and produce reports, charts, and a reliable audit trail.

An on-premise application (not cloud-based) LIMS software is required in order to effectively protect sensitive data and to avoid the need for an internet connection and web browser to utilize the software. This software must be a locally hosted application that employs several layers of security to prevent access to unauthorized users. Access licenses for a minimum of 5 named users with full access to the software is required as is a license for at least 25 named users with read-only access, search, reporting, data export, and requisition capabilities.

Necessary equipment including a thermal barcode printer, barcode scanner, and labels engineered for use with long-term ultra-cold storage are also required.

For the BAS to operate efficiently, we need a LIMS software that:

• Is “Turnkey”, i.e., ready for immediate use with no additional development necessary to make the software meet the needs of the BAS facility and is compatible with USDA-

APHIS-MRP IT systems requirements.

• Is Section 508 and 21 CFR Part 11 compliant, and validated to meet FDA, GLP, and all related compliance standards.

• Tracks samples and traceability of aliquot lineage; need ability for each aliquot to have multiple transactions (work done to aliquots, aliquot transfer, number of thaws, etc.)

assigned to it.

• Provides workflow management and templates for checking out, checking in, requisitioning, shipping, sample pooling, and testing of biological samples.

• Assigns globally unique identifiers and freezer locations for an unlimited number of samples and aliquots.

• Provides the ability to search any and all fields of the database.

• Provides configurable security to prevent unauthorized access to sample data, study data, and inventories of freezers; must be able to create unlimited roles and craft permissions and restrictions based on specific tasks and authority.

• Provides the ability to create any number of groups (research units) with user access restricted to only the samples and freezers owned by that group. Users in each group should only be able to access/view the inventories of the freezers that belong to them;

users should not be able to see the inventories of any freezers in the BAS other than their own; each user group must also be able to create private homepages based on their unique needs.

• Provides the ability to attach hundreds of configurable metadata fields to each sample in the inventory. Each user group must be able to configure their own metadata fields for samples in their collections.

• Is able to support any configuration of -80 ultra cold storage laboratory freezers with racks, boxes and shelves of all shapes and sizes; must be able to provide a graphical view of each freezer, shelf, rack, box, and sample location within each box; must be able to graphically color-code aliquots, boxes, shelves, racks and freezers based on the value of a metadata field.

• Provides a freezer capacity tool to calculate storage space within each freezer.

• Provides a secure audit trail to meet federal regulatory requirements; every addition, update, and deletion - including reasons for any data changes made to samples and aliquots in the collection - must be recorded in the audit trail; must also track successful and unsuccessful login attempts.

• Provides the ability to add and remove fields, adjust entry and viewing screens, and format labels, without the need of a programmer or custom work order.

• Provides ability for each user group to configure their own reports, charts, graphs, and dashboards.

• Provides the ability to import and export data using ASCII files.

• Provides the ability to attach PDFs to each record. (Shipping documentation, test results, MOUs, MTAs, study records, etc.)

• Provides implementation assistance, workflow setup, and assistance with label printers and barcode scanners.

Awardee must also provide the following items at the time of initial delivery:

1. Thermal transfer printer (Zebra ZD621 Network Printer or similar)

2. One (1) wireless bar code reader (Code Reader 2700 Wireless Scanner or similar)

3. Labels designed to adhere to frozen vials, which lowers the risk of thaw when labeling samples (Freezerbondz Label - 1.00" x 1.00" (1"core) - 2500 labels or similar)

DELIVERY

Period of Performance:

4/15/2024 – 4/14/2025

Delivery shall be provided by 4/15/2024 FOB destination. The contractor must deliver line item(s) to the address listed below.

Place of Performance

Address: 4101 Laport Ave, Fort

Collins, CO

Postal Code: 80521

Country: UNITED STATES

Award will be made to the quoter who submits the Lowest Price Technically Acceptable (LPTA) quote. The government will evaluate information based on the following evaluation criteria:

1. Technical Acceptability – Quote must comply with the Statement of Work (SOW)

2. Price

The full text of FAR provisions or clauses may be accessed electronically at acquisition.gov.

The following solicitation provisions apply to this acquisition:

https://www.acquisition.gov/far/part-52

See “Attachment 2 – Provisions”

All quotes must be sent via email to cody.grey@usda.gov. NO OTHER FORM OF

SUBMISSION WILL BE ACCEPTED.

This is an open-market combined synopsis/solicitation for products as defined herein. The government intends to award a purchase order as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

“The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition.”

OR

“The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:”

Quoter must list exception(s) and rationale for the exception(s). Quoters that reject the terms and conditions of the solicitation may be excluded from consideration.

Submission must be received not later than April 15, 2024 at 9:00AM EST. Late submissions will be treated in accordance with the solicitation provision at FAR 52.212-1(f). Only emailed bids will be accepted.

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Contracting Officer (Cody Grey) at cody.grey@usda.gov.

Point of Contact

Contracting Officer:

Cody Grey

Email: cody.grey@usda.gov

Phone: 603-833-0842 mailto:cody.grey@usda.gov https://www.acquisition.gov/far/part-52#FAR_52_212_1 mailto:cody.grey@usda.gov