50-U6900-25-CP077_022025 Freezerworks SS.pdf.PDF

UNM Proposed Sole Source Form – Rev 04/07/2021

I. GENERAL INFORMATION. PLEASE PROVIDE THE FOLLOWING:

Date of Request 01/14/2025 Requisition Number (If Applicable) 196459221 Request Submitted by: Sasha Hobson Title HS Research Specialist

Department Center for Memory and Aging Email sahobson@salud.unm.edu Phone 505-272-8010 Proposed Vendor Dataworks Development, Inc. (Freezerworks) Amount $110,000.00

Vendor Address PO Box 174 Mountlake Terrace, Washington 98043-0174 United States

Term of Purchase

Perpetual License

Buyer Team - See Commodity list at http://purchase.unm.edu/department-information/comm-code-listing.pdf

Provide a basic description of goods/services to be provided:

Freezerworks 2024; Pinnacle Edition Server with 5 Standard User licenses, 1 year of customer support, and 5 days of onsite training.

Why is this purchase needed?

Freezerworks is a sample tracking, biorepository management, and freezer inventory program. Since the start of the Center for Memory and Aging’s research studies, we have not had a stable and effect method to track our study samples. Our center is growing rapidly, and samples are being collected at an all-time high. We need a better way to track our samples with barcoding and have a freezer inventory that is always accurate to the samples that are in the biorepository. This program is needed to efficiently and accurately manage our samples for our multiple site studies.

II. BASIS FOR SOLE SOURCE PROCUREMENT. CHOOSE APPLICABLE BOX(ES) AND

PROVIDE ADDITIONAL INFORMATION, AS REQUESTED:

☒ Proprietary item, technology or service only available from the proposed vendor. (Check box and describe proprietary component)

Dataworks Development, Inc. is the designer and distributor of Freezerworks. We can only purchase this program from them directly.

☒ Compatibility requirement with existing item, technology or service. (Check box and describe compatibility requirement)

We already have a label printer that works with Freezerworks, other inventory programs may not be compatible with it.

mailto:sahobson@salud.unm.edu http://purchase.unm.edu/department-information/comm-code-listing.pdf

☐ Renewal of support/maintenance/subscription of software, technology or other intellectual property. (Check box and describe)

☐ Other Basis for Sole Source: Please describe below:

III. SUPPLEMENTAL DETAILS. PLEASE PROVIDE ADDITIONAL INFORMATION AS

REQUESTED BELOW:

Describe in detail the unique capabilities of the proposed vendor’s goods/service and/or personnel performing the work and why this constitutes the only source. Focus on what is unique about the goods/service and why no other vendor could meet your needs.

Freezerworks is the only biorepository software on the market that checks all our study needs. We need a program that can generate barcodes and print them to label our samples. That also stores all the information of the samples collected, pairing that to the correct study and study participants. This software also has a freezer inventory program that will help to keep our multiple -80C freezer’s inventory accurate and up to date. Of the multiple biorepository programs on the market, this is the only one that checks all three boxes.

Describe the due diligence made to locate other possible sources including communications with other universities, communications with similar providers, web searches, yellow page searches, review of advertisements and trade publications, etc.

Other universities that are part of the Alzheimer’s Disease Research Centers (ADRCs) also use this inventory program to aid in their research studies. These universities and centers include Washington University St Louis, MUSC, Northwestern University, VUMC, Mass General Brigham, UT San Antonio and UT Southwestern. I have spoken with a few of these universities’ research teams, and they have all praised the Freezerworks program, and how easy it was to implement into their research, allowing for a biorepository that is focused around laboratory work. Since we are part of the ADRC, implanting a program that other centers already use benefits us.

We explored open specimen, which did not satisfy all our needs. We contacted other staff at UNM to see if we could use their already built systems, which did not pan out as they bought software like we are trying to do, and allowing other labs to use it would violate their certifications with CAP (College of American Pathologists) and concerns with HIPAA violations.

There are other repositories on the market through Thermo Fisher though they do not satisfy our requirements for a fluid biorepository and freezer inventory software. We have been searching for a few years for the right program to purchase for our needs and Freezerworks is that program.

List the other vendors who were contacted. Please describe the specs/qualifications/criteria that the other vendors were unable to satisfy.

Open Specimen was considered, as it was closer to meeting our needs, but it included software that we did not have a use for (electronic medical records & consent management) and also lacked a comprehensive study management solutions allowing for multiple study creations and pairing these studies to the participant.

We contacted other staff at UNM to see if we could use their already built systems, which did not pan out as they bought software like we are trying to do, and allowing other labs to use it would violate their certifications with CAP (College of American Pathologists) and concerns with HIPAA violations.

There are other repositories on the market through Thermo Fisher though they do not satisfy our requirements for a fluid biorepository and freezer inventory software. We have been searching for a few years for the right program to purchase for our needs and Freezerworks is that program.