Requirements Document.docx

CVM-OAS-24-C-3195

Attachment 3: Requirements Document

1) Background:

The National Antimicrobial Resistance Monitoring System (NARMS) has monitored antimicrobial resistance (AMR) associated with pathogens of humans and animals since 1996. As strategic planning for all facets of global research expand to include the One Health paradigm, it becomes necessary to expand AMR monitoring beyond single genomes of pathogens of humans and animals to a broader community-based reporting of AMR in environmental matrices. To support this effort, scientists in the Office of Applied Science are pioneering new methods to support the high throughput evaluation of clinically significant AMR.

A Chief Scientist Grant was awarded to support the laboratory and informatic methods development required for this initiative. Methods include sample site selection, water collection techniques, microbiological, molecular sample processing and bioinformatic processing of sequence data. The CSG grant is entitled: One Health High Throughput Antimicrobial Resistance Monitoring. Data generation for this project is labor intensive on many fronts. As there are limited human resources available to assist, it is prudent to maximize and optimize laboratory capacity via robotic assistance for the repetitive and laborious elements of next generation sequencing library preparation.

This requirement is for the purchase of a robot handler that will take care of the very labor-intensive bead washing steps involved in library preparation for the sequencing of long reads.

2) Scope This requirement is for the purchase of a robot handler that will take care of the very labor intensive bead washing steps involved in library preparation for the sequencing of long reads.

a) Minimum Required Salient Characteristics:

i) The following are the minimum requirements that the unit shall meet:

(1) Compatible with all Integra multichannel fixed and adjustable spacing pipettes.

(2) Liquid handling can be handled automatically through DNA size selection, PacBio long read sequencing library preparation, and Nanopore long read sequencing library preparation protocols at the minimum.

(3) Unit shall have at least 3 stations for complexed protocols such as sequencing library preparation including pipetting, mixing, transferring, and waste discarding.

(4) Pipetting program can be created directly on the pipette to manage at least three different workflows.

(5) Unit shall have flexible holding and transferring positions for 24, 48, 96 or 384 well plates. Unit shall have Eppendorf tube racks for each station.

(6) The instrument shall be capable of pipetting liquid volume from 50 ul to 1000 ul.

(7) The instrument shall be capable of pipetting and transferring liquid between 96-well PCR plates and tube racks with different sizes. At the minimum it shall be capable of transfers between 80 well (16x5) or 96 well (12 x 8) Eppendorf tube racks and 96-deep-well plates.

(8) The system shall include a safety measure to stop the pipetting and any other movement when crashing happens under unexpected conditions, such as unexpected physical obstruction.

(9) The instrument shall use a standard 110 voltage plug. Outer dimensions of the base shall be less than W30 x D15 x H20 inches.

b) Other Considerations:

· Pricing shall include shipping and installation cost

· New Equipment: Shall be newly manufactured unit, not used or refurbished, or previously used for demonstration.

· Site Preparation Information: Offerors shall include in their proposal any, and all site-preparation information required for proper system operation and maintenance, including physical space and ventilation.

3) End-User Training All costs associated with the training, including consumables shall be included in the proposal. The manufacturer, or a manufacturer trained and certified individual, shall provide training covering (at a minimum) system operation, routine maintenance of the system, and utilization of the system with custom workflows or programs. Training shall be for a minimum of two attendees with the option for additional people to attend the training. Training will be scheduled by the Technical Point of Contact and may not occur on the day of system installation, weekends, or Federal holidays. Training is estimated to be 1-2 days in duration.

4) Warranty The entire system shall be warrantied for parts and labor for at least 12 months from the date of acceptance. Warranty service shall include the following:

a) The vendor shall provide all travel, labor, and parts required at no additional charge.

b) All software updates to the scientific instrument and/or system software and related installation of such instrument updates and/or system software during the Agreement Term.

c) Coverage shall include troubleshooting capabilities based on complete knowledge of the entire instrument, immediate access to certified replacement parts, and immediate access to improvements and new procedures provided by the original vendor and manufacturer.

d) Any necessary service shall be provided by service engineers who are trained and certified by the original manufacturer of the instrument.

e) Engineers shall have access to the manufacturer’s latest technical developments, repair procedures, application updates, diagnostic software, and planned maintenance procedures.

f) The Technical Point of Contact (TPOC) or their designee shall have access to the manufacturer’s technical assistance call center during regular business hours (10am to 8pm EST). The technical assistance call center shall be staffed by engineers who provide a high level of expertise for troubleshooting the instrument.

g) The vendor shall be able to guarantee that a service engineer will be able to work on site within five (5) business days of receiving a call from CVM. Upon the on-site visit, the contractor shall assess the scientific equipment and determine if the repairs needed to the scientific equipment are covered under the current service maintenance agreement. If the repairs are not covered under the service maintenance agreement, the contractor shall submit a quote to the Government for review and approval or negotiation, which shall include travel costs, parts costs, and labor costs. Turnaround time for an emergency or non-emergency on-site visit to completion of repairs shall not exceed five (5) business days (120 hours).

· Repair work that is not covered by the Maintenance/Support Agreement is not to be initiated by the vendor unless the Government has given the vendor proper authorization.

5) Period of Performance Award is requested by 8/30/2024 with delivery and installation within 60 days of award.

6) Delivery address:

The vendor will be responsible for installation and setup of the instrument. Delivery hours are 10:00 am – 4:00 pm, Monday – Friday, excluding Federal holidays and weekends. Installation shall be performed by a currently trained technician, certified by the manufacturer.

All installation costs including: required installation kits and standards shall be included in the proposal and final system price. The complete installation should be scheduled within thirty (30) days of delivery of all necessary components. The vendor shall provide any predefined specifications or requirements for the installation as part of the proposal information.

The items need to be delivered:

Bldg. MOD2 8401 Muirkirk Rd Laurel, MD 20708 Note: Loading dock delivery is acceptable.

Acceptance:

The contractor will complete installation on site. Prior to final acceptance, the vendor will demonstrate upon installation that the item will meet all performance specifications by the manufacturer using supplied controls. Additionally, a verification run will be conducted to assess data generation capability and data quality using prepared research samples.