RFP Document.pdf

#40 Ultra-Low Temperature Stock Culture Storage

USER REQUIREMENT SPECIFICATIONS

Dakota Bioproducts Innovation Institute

Operating as “Dakota BioWorx”

2405 Research Park Way

Brookings, SD, 57006

South Dakota State University

Box 2201, SAD 200

1015 Campanile Ave

Brookings, SD 57007

U.S. DEPARTMENT OF COMMERCE

Economic Development Administration (EDA)

Award Number: 05-79-06192

Revision No.: 0

APPROVED

User Requirement Specification

Ultra-Low Temperature Stock Culture Storage Revision No.: 0

Effective Date: 04-19-24

1 TABLE OF CONTENTS

1 TABLE OF CONTENTS

2 SCOPE

3 BACKGROUND

4 PROCESS DESCRIPTION

5 BASIS OF DESIGN

5.1 CAPACITIES

5.2 HEALTH, SAFETY AND ENVIRONMENT

5.3 OPERATION, PERSONNEL AND AUTOMATION

5.4 MATERIALS OF CONSTRUCTION

5.5 RELIABILITY & MAINTENANCE

6 ABBREVIATIONS, ACRONYMS & DEFINITIONS

7 USER REQUIREMENT SPECIFICATIONS

8 SELECTION CRITERIA

9 RETURN BIDS TO

10 OTHER PROVISIONS

9 OTHER PROVISIONS

Revision No.: 0

2 SCOPE

The project will include four ultra-low temperature stock culture storage freezers.

This document defines the requirements for this system. It describes overall requirements that must be met to produce the specific equipment requested. This scope covers procurement, delivery, and start-up support of the specified equipment; no installation is required.

This URS is the input document for:

• Equipment procurement purposes

• Equipment sizing

• Functional and technical specifications

Bids will be evaluated based on compliance with the URS, pricing, lead time, and the company’s experience and track record as they pertain to the relevant equipment. See Evaluation Criteria below.

3 BACKGROUND

The Dakota Bioproducts Innovation Institute is a research facility for the development of high-quality bioproducts. One critical piece of lab equipment in the field of microbiology is ultra-low temperature stock culture storage freezers. These units allow users to safely store culture samples at very low temperatures without the need for liquid nitrogen or other cryogenics.

4 PROCESS DESCRIPTION

Ultra-low temperature stock culture storage freezers are similar to common refrigerators and freezers but achieve much lower temperatures, generally down to - 80 °C. These low temperatures inhibit harmful ice crystals from forming, decreasing cell damage in stored cultures and reducing lag times upon reconstitution. When stored properly, the shelf life of cultures can be extended from days to years.

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5 BASIS OF DESIGN

5.1 Capacities

The unit shall have an internal volume not exceeding 4 ft3.

5.2 Health, Safety and Environment

The unit shall include all proper precautions to prevent operator exposure to hazardous conditions.

5.3 Operation, personnel and automation

The unit shall be able to hold at -80 °C ± 2 °C, an audible alarm shall be provided for alerting lab techs to temperature excursions. Provisions shall also be included for data recording and/or export.

5.4 Materials of Construction

The unit shall be made of proper materials to shield users from external low temperatures. The internal and external coatings shall be compatible with common disinfectants.

5.5 Reliability & maintenance

The unit must be reliable for 24/7/365 operation, simple, functional, and robust. The vendor must be capable of providing parts and service in a reasonable time frame.

6 ABBREVIATIONS,

ACRONYMS & DEFINITIONS

Acronyms Description

REQ Required Attribute

OPT Optional Attribute

UL Underwriters Laboratories

URS User Requirements Specification

7 USER REQUIREMENT

SPECIFICATIONS

URS TABLE – Ultra-Low Temperature Stock Culture Storage

Revision No.: 0

Designation Description Type URS-F1 The internal volume shall be no greater than 3 ft3. REQ

URS-F2

The unit shall be able to hold at -80 °C with maximum temperature deviations of ±2 °C. An audible alarm shall be included to alert users of deviations outside this range.

REQ

URS-F3

The electrical requirements shall be US standard 120V. Amperage shall not exceed 15.

REQ

URS-F4 The unit shall have provisions for data logging/data export. REQ

URS-F5 The interface shall be intuitive and easy to use. REQ

URS-F6 The units may have provisions for sending wireless notifications. OPT

END OF SPECIFICATION

8 SELECTION CRITERIA

Vendors will be evaluated based on the following criteria:

Evaluation Criteria Description Ranking Weight

Mandatory Technical Requirements A review of your proposal to determine adherence with the REQ specifications and technical requirements.

1-10 30%

Proposal Pricing Review of your proposal in relation to the services offered in the proposal. Proposals will be evaluated against competing proposals for cost effectiveness. Proposals will be evaluated to be reasonable and appropriate.

1-10 20%

Technical Response The technical response in your proposal portrays knowledge, experience, and professionalism. Relevant product features and/or specifications are available with your equipment other than those mandatory specifications allotted above.

1-10 10%

Lead Time A review of your product’s lead time to meet business objectives.

1-10 15%

Product Warranty The available warranty, in scope, duration, and value, proposed with your product.

1-10 5%

Experience and Demonstrated Results Our evaluation will include a review of your history, your experience as it relates to the requirements within this RFP, evidence of past performance, quality and relevance of past work, references, and related items.

1-10 20%

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9 RETURN BIDS TO

Craig Arnold Craig@dakotabioworx.org

Greg Opdahl Greg@dakotabioworx.org

Bobby Markham Bobby.Markham@sdstate.edu

10 OTHER PROVISIONS

Must meet 200 CFR buy America Provision• Title 49 Subtitle B Chapter VI Part 661

Federal Participation Disclosure – “This project will be partially funded with Federal funds from the United States Department of Commerce, Economic Development Administration and therefore is subject to the

Federal laws and regulations associated with that program.”

Must meet Federal Contract provision 200 CFR Title 2 subtitle A Chapter II Part 200

1.1 CERTIFICATION RELATING TO PROHIBITED ENTITY

For contractors, vendors, suppliers, or subcontractors who enter into a contract with the State of South Dakota by submitting a response to this solicitation or agreeing to contract with the State, the bidder or offeror certifies and agrees that the following information is correct:

The bidder or offeror, in preparing its response or offer or in considering proposals submitted from qualified, potential vendors, suppliers, and subcontractors, or in the solicitation, selection, or commercial treatment of any vendor, supplier, or subcontractor, is not an entity, regardless of its principal place of business, that is ultimately owned or controlled, directly or indirectly, by a foreign national, a foreign parent entity, or foreign government from China, Iran, North Korea, Russia, Cuba, or Venezuela, as defined by SDCL 5-18A. It is understood and agreed that, mailto:Craig@dakotabioworx.org mailto:Greg@dakotabioworx.org mailto:Bobby.Markham@sdstate.edu https://www.ecfr.gov/current/title-49/subtitle-B/chapter-VI/part-661?toc=1 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/appendix-Appendix%20II%20to%20Part%20200

Revision No.: 0 if this certification is false, such false certification will constitute grounds for the State to reject the bid or response submitted by the bidder or offeror on this project and terminate any contract awarded based on the bid or response. The successful bidder or offeror further agrees to provide immediate written notice to the contracting executive branch agency if during the term of the contract it no longer complies with this certification and agrees such noncompliance may be grounds for contract termination.

1.2 RESTRICTION OF BOYCOTT OF ISRAEL

For contractors, vendors, suppliers, or subcontractors with five (5) or more employees who enter into a contract with the State of South Dakota that involves the expenditure of one hundred thousand dollars ($100,000) or more, by submitting a response to this solicitation or agreeing to contract with the State, the bidder or offeror certifies and agrees that the following information is correct:

The bidder or offeror, in preparing its response or offer or in considering proposals submitted from qualified, potential vendors, suppliers, and subcontractors, or in the solicitation, selection, or commercial treatment of any vendor, supplier, or subcontractor, has not refused to transact business activities, has not terminated business activities, and has not taken other similar actions intended to limit its commercial relations, related to the subject matter of the bid or offer, with a person or entity on the basis of Israeli national origin, or residence or incorporation in Israel or its territories, with the specific intent to accomplish a boycott or divestment of Israel in a discriminatory manner. It is understood and agreed that, if this certification is false, such false certification will constitute grounds for the State to reject the bid or response submitted by the bidder or offeror on this project and terminate any contract awarded based on the bid or response. The successful bidder or offeror further agrees to provide immediate written notice to the contracting executive branch agency if during the term of the contract it no longer complies with this certification and agrees such noncompliance may be grounds for contract termination.

1.3 CERTIFICATION OF NO STATE LEGISLATOR INTEREST

Offeror (i) understands neither a state legislator nor a business in which a state legislator has an ownership interest may be directly or indirectly interested in any contract with the State that was authorized by any law passed during the term for which that legislator was elected, or within one year thereafter, and (ii) has read South Dakota Constitution Article 3, Section 12 and has had the opportunity to seek independent legal advice on the applicability of that provision to any Agreement entered into as a result of this RFP. By signing an Agreement pursuant to this RFP, Offeror hereby certifies that the Agreement is not made in violation of the South Dakota Constitution Article 3, Section 12.