Statement of Requirement.docx

STATEMENT OF REQUIREMENTS

Cryostorage System

I. BACKGROUND

The Biomarker and Genomic Sciences Group within the National Institute for Standards and Technology (NIST) requires a Cryostorage system to store cells using a barcoded system. This system minimizes changes in temperature associated with manual retrieval of cells from liquid nitrogen vapor; Which results in loss of cell viability.

II. SPECIFICATION

The contractor shall deliver a Cryostorage system that meets the following specifications:

· Must store up to two hundred fifty-two 54mm cryoboxes in liquid nitrogen vapor phase (temperatures less than -150°C).

· Must have a tube level sample inventory control system that maintains the history of a sample including storage, retrievals, temperature monitoring, and users.

· Must be compatible with Laboratory Information Management Systems (LIMS) software.

· Must include PC and monitor with inventory control software.

· Software must control user access to samples.

· Maximum dimensions (109” height, 44” width, 63” depth)

· Must use automated retrieval system (robotics).

· Liquid nitrogen evaporation rate must be less than 12 Liters/day.

· Must be able to maintain temperatures below -135°C for at least 14 days due to a power outage or lack of liquid nitrogen.

· Must have a disaster recovery mode that allows manual retrieval of boxed samples in an emergency.

· Must use temperature electrodes with resolution of +/- 0.1°C.

· Must have an automatic filling station capability to safely fill cryopod carriers with liquid nitrogen in less than 10 minutes.

· Must include two cryopod carriers to transport samples and maintain temperatures of -150°C or colder for at least 3 hours and records temperature, date/time, and alarms.

· Must include a whole rack 2D barcode reader for inventory purposes that can read both 9x9 cryoboxes and 48-SBS rack formats.

· Must include 5 cases (480 tubes per case) of bulk 1.5mL cryotubes, capped, sterile, external threaded, 2D barcode on base, 1D linear barcode and human readable number on side for inventory control, caps suitable for automation.

· Must include 5 cases (480 tubes per case) of bulk 1.9mL cryotubes, capped, sterile, external threaded, 2D barcode on base, 1D linear barcode and human readable number on side for inventory control, caps suitable for automation.

· Must include 2 cases (10 racks per case) of 48-rack format of 1.5mL cryotubes, capped, sterile, external threaded, 2D barcode on base, 1D linear barcode and human readable number on side for inventory control, caps suitable for automation.

· Must include 2 cases (10 racks per case) of 48-rack format of 1.9mL cryotubes, capped, sterile, external threaded, 2D barcode on base, 1D linear barcode and human readable number on side for inventory control in 48-format rack, caps suitable for automation.

· Must include polycarbonate cryoboxes in 9x9 format to store 1.5mL and 1.9mL cryotubes safely in liquid nitrogen vapor, 2D barcode reading accessible, quantity of 10 cases (10 cryoboxes per case).

· Must include manual single tube picker for cryotubes.

· Must include a 2D barcode scanner for 2D barcoded tubes.

DELIVERY

Delivery shall be FOB Destination and shall occur within 105 days of award. However, due to current access restrictions delivery shall not take place until the contractor coordinates with the designated Contracting Officer Representative (COR) and Contracting Officer (CO). Prior to shipment, the Contractor must ensure NISTs campus is open and accepting deliveries. If the restrictions of access to the campus impacts delivery schedules, a modification may be executed by the CO to establish an extended delivery timeframe.

INSTALLATION

The Contractor shall install the instrument at NIST, Gaithersburg, MD. Installation shall include, at a minimum, uncrating/unpacking of all equipment, set-up and necessary connections for operation (liquid nitrogen supply lines), hardware and software installation, basic functionality, instrument start-up (no leaks), demonstration of instrument performance with the specifications and removal of any trash. Installation shall take place between 8:30 AM and 5:00 PM Monday through Friday, with the exception of holidays. Installation shall be coordinated with the NIST Technical Point of Contact (TPOC). Installation of the system shall occur within 105 days of the award date.

TRAINING

The Contractor shall provide training at the installation site for up to ten NIST personnel within 15 days of installation. The training shall provide at a minimum, the basic use of the hardware, software, and a thorough demonstration of all system functions, maintenance data administration, and basic troubleshooting. The contractor shall coordinate dates with the NIST TPOC within 15 days of installation.

WARRANTY

The Contractor shall provide, at minimum, a one (1) year warranty to include all parts, labor, and travel for the Cryostorage system and associated software system, to keep the system operating to manufacturers specifications, software updates, and include one (1) preventative maintenance. The warranty period shall commence upon NIST acceptance of the instrument.

OPTIONS FOR CONSUMABLES (OPTIONS 2 THROUGH 5): The contractor shall provide the following options, to be exercised at the discretion of NIST within one year after contract award, for purchase of consumable products. To be delivered within 30 days after exercise of option:

Option 1: Option to purchase additional bulk 1.5mL cryo tubes, capped, sterile, external threaded X, 2D barcode on base, 1D linear barcode and human readable number on side for inventory control in bulk, quantity of 5 cases (480 tubes per case).

Option 2: Option to purchase additional bulk 1.9mL cryo tubes, capped, sterile, external threaded, 2D barcode on base, 1D linear barcode and human readable number on side for inventory control in bulk, quantity of 5 cases (480 tubes per case).

Option 3: Option to purchase additional racked 1.5mL cryo tubes, capped, sterile, external threaded, 2D barcode on base, 1D linear barcode and human readable number on side for inventory control in 48-format rack, quantity of 2 cases (10 racks per case).

Option 4: Option to purchase additional racked 1.9mL cryo tubes, capped, sterile, external threaded, 2D barcode on base, 1D linear barcode and human readable number on side for inventory control in 48-format rack, quantity of 2 cases (10 racks per case).

OPTIONS FOR MAINTENANCE SERVICES (OPTIONS 6 THROUGH 9): The contractor shall provide 4 one-year options, to be exercised at the discretion of NIST, for maintenance services upon expiration of the factory warranty. The services include:

Emergency visits during normal business hours;

Scheduled preventative maintenance visits;

Expense shall include all parts, labor, travel, and per diem.

One (1) on-site scheduled preventative maintenance visit performed by a factory trained and certified service technical expert to ensure the instrument and software function within manufacturer’s specifications. The contractor shall contact the NIST TPOC at least 5 business days prior to the visit. During PM the contractor shall ensure the instrument is maintaining temperatures between -150 °C to -194°C, temperature probes are working within specs (+/- 0.1°C), robotics must retrieve samples in less than 1 minute, and software must keep track of samples accurately in inventory.

Emergency repair visits. Response within 72 hours of Government request. Replacement of defective parts, labor, and travel expenses are at no additional cost to the Government. The Contractor shall provide a certified and trained service technical expert to repair the instrument and/or software to function within manufacturers specifications (maintain temperatures between -150 °C to -194°C, robotics retrieves samples in less than 1 minute, temperature probes are working within specs (+/- 0.1°C), and software is maintaining accurate inventory of samples).

The contractor shall employ use of manufacturer-certified replacement parts.

Unlimited telephone/email support inquiries. Response within 48 hours of NIST request, Mon-Fri 8am-5pm. Contractor shall offer guidance to resolve problem over the phone, and if the problem does not resolve, they will send a certified and trained service technical expert to repair the instrument.

Software updates and notifications. The contractor shall ensure software updates and notifications are supplied to NIST to maintain proper functionality of the instrument and inventory control.

SERVICE REPORT

The Contractor shall submit a service ticket to the NIST TPOC prior to departure from NIST on any given service call for maintenance and repairs. The service ticket must include the following for all instrument repairs and maintenance:

a. Model number.

b. Serial number.

c. Date and time of arrival to NIST.

d. Description of service performed.

e. Name and quantity of any parts that were repaired.

f. Name and quantity of any parts that were replaced.

g. Date and time of departure from NIST.

h. Diagnostic test results or narrative summary demonstrating that the instrument is meeting the performance standards.

i. Any additional comments or recommendations.

j. Printed name and signature of service technician. Signature block for NIST personnel accepting the services rendered.

Additionally, the contractor shall submit copies of the service ticket performed within a billing cycle with the accompanying invoice.

GENERAL INFORMATION

Safety: The Contractor employee shall be responsible for knowing and complying with all installation safety prevention regulations. Such regulations include, but are not limited to, general safety, fire prevention, and waste disposal.

Security: NIST is a restricted campus. An identification badge is required for access for entry into buildings and is shown to the armed Security Police when entering the campus.

Regular Business Hours. Regular business hours are Monday through Friday, 8:00 am to 5:00 pm Eastern Time.

Vehicle Registration: All Contractor employees must register their vehicles with the NIST Security Office to gain access to the campus. A valid driver’s license, Government-furnished civilian ID, proof of insurance and current registration must be presented to the NIST Security Office, at which time a NIST vehicle pass will be issued. The pass shall be displayed on the vehicle in accordance with NIST Security Office instructions.