Freezerworks annual support & maintenance renewal

This is a Notice of Intent (NOI), NOT a request for proposal. The Office of Cyber Infrastructure and Computational Biology (OCICB), at the National Institutes of Health (NIH), National Institute of Allergy and Infectious Diseases (NIAID), intends to negotiate on an other than full and open competition basis with Dataworks Development, Inc., 6608 216TH ST SW, Suite 100, Mountlake Terrace, Washington 98043-2084, United States, to procure a 12-Month (with one (1) one-year option to extend) Renewal contract for Freezerworks Software maintenance & upgrades.

The Office of Cyber Infrastructure and Computational Biology (OCICB) at the National Institutes of Health (NIH)’s National Institute of Allergy and Infectious Diseases (NIAID), provides leadership and direction on effective strategies, policies, and standards for technology services, support for biomedical research programs, information technology resources, and customer support.  This includes ensuring information technology infrastructure, tools, and applications fully and comprehensively support the NIAID mission. The Clinical Informatics Branch within the OCICB provides specialized support to facilitate the integration of IT and clinical expertise to support NIAID’s research mission. The branch specializes in leveraging expertise to manage the implementation and configuration of industry standard research management tools.  In addition, the International Biomedical Research Support Program within the branch focuses on providing information technology and communication systems support for biomedical research at various national and international medical research facilities. Freezerworks is a sample tracking, biorepository management and freezer inventory program that will continue to be used by the NIAID laboratories to support clinical research.

Freezerworks is a sample tracking, biorepository management and freezer inventory program that is used by the NIAID laboratories to support clinical research and global research collaboration.  This specimen management system will allow the Intramural Laboratories working at collaborators around the world to track the collection and laboratory analysis of specimens as well as track the aliquots and shipments from the field sites to the NIH for additional testing and redundant storage. The software is compliant with FDA 21 CFR Part 11 and the vendor sells a validation package that will allow OCICB to ensure compliance with the fundamental regulations for managing clinical trials data.

Dataworks Development, Inc. is the author, exclusive owner, and sole provider of all Freezerworks laboratory database products, including all add-on modules. The software is manufactured and distributed exclusively by Dataworks Development, Inc.   Maintenance services for Freezerworks products must be purchased directly from Dataworks since no other vendor can provide the customer care program for the Freezerworks database. Freezerworks does not have any resellers/distributorships or service providers for their software.

Period of performance, inclusive of options with the following dates:

Base Year - 3/1/2025 to 2/28/2026

Option Year – 3/1/2026 to 2/28/2027

Place of performance: Rockville, Maryland 20852

The statutory authority for this sole source requirement is 41 U.S.C. 1901 (a) (1) as implemented by FAR 13.106-1 only one responsible source and no other supply of service will satisfy agency requirements. THIS IS NOT A REQUEST FOR PROPOSAL. All responsible sources that could provide this service may submit a capability statement.

All submissions are to include certification by Dataworks Development, Inc., to supply services per the Customer Care Program for Pinnacle edition Freezerworks Systems. Submissions are to be received by 10:00 am EST on Thursday, February 27, 2025.

All required documents must be submitted via the NIAID electronic Simplified Acquisition Submission System (eSASS) website at https://esass.nih.gov. All vendors must register in the eSASS system to submit their documentation. Instructions on how to register /submit documents are included on the website. All responses received by the closing date of this synopsis will be considered by the Government. A determination not to compete this requirement, based upon responses to this notice, is solely within the discretion of the Government.  Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). All responsible sources may submit an offer that will be considered by this Agency.