Automated Sample Storage System and Brooks SampleStore C18 Modification

INTRODUCTION This is a - Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement. This notice is issued to help determine the availability of qualified companies technically capable of meeting the Government requirement and to determine the method of acquisition. It is not to be construed as a commitment by the Government to issue a solicitation or ultimately award a contract. Responses will not be considered as proposals or quotes. No award will be made as a result of this notice. The Government will NOT be responsible for any costs incurred by the respondents to this notice. This notice is strictly for research and information purposes only. The information requested will assist the Government in determining the appropriate acquisition method, including whether a small business social-economic set-aside, competitive or non-competitive method is possible, and to determine the availability of all qualified companies technically capable of meeting the Government's requirement. NORTH AMERICAN CLASSIFICATION SYSTEM (NAICS) CODE The NAICS code applicable to this requirement is 334516 Analytical Instrument Laboratory Manufacturing with size standard 1000 employees. Background The National Center for Advancing Translational Sciences (NCATS) is one of 27 Institute Centers at the National Institutes of Health (NIH). NCATS was established in 2011 as a translational science center whose mission is to catalyze the generation of innovative methods and technologies that will enhance the development, testing and implementation of diagnostics and therapeutics across a wide range of human diseases and conditions. NCATS has operated a Brooks SmaRTStore (Store) automated compound store for the past nine years. During this time, the Store has performed over 1.8 million sample picks and placements of 1.4mL Matrix tubes containing DMSO liquid stocks and 4mL glass vials containing neat powder stocks comprising NCATS compound collection. Only an automated platform such as the Store could have performed this task in this time period; a human workforce would not have been able to accomplish this while maintaining sample integrity and accurate sample picking. Working in conjunction with the Store and developing an in-house library information management system (LIMS), the Compound Management (CoMa) group was able to double its yearly output of sample requests within the first year of operation. Currently, CoMa manages the NCATS proprietary compound collection that consists of nearly 360,000 samples as part of the NCATS Molecular Libraries Initiative (MLI). The MLI was initialized to work with private industry on the Molecular Libraries Small Molecule Repository (MLSMR) that had 400,000 compounds in Matrix tubes and 4mL vials. Thereafter, a compound management provider was no longer needed. Without the necessary laboratory space to store these samples or setup the equipment, most of these samples and some of this equipment such as a Brooks SampleStore C18 store (C18 Store) have been placed in storage until the space becomes available. The C18 Store was originally purchased by the Government to work on the MLSMR from Brooks Automation, Inc. located at 15 Elizabeth Drive, Chelmsford, MA 01824-4111. In 2018, the Government issued a purchase order to Brooks Automation, Inc. for offsite storage cost of the SampleStore C18 until adequate space is secured at the NCATS facility. With the need to have ready access to several of these still important samples in storage and the start of the HEAL Initiative and ASPIRE projects, the CoMa group will be moving into a new, larger laboratory space and will need more advanced equipment to handle the anticipated future needs of NCATS including Store management to handle both Matrix tubes and vials concurrently from two separate automated stores. Purpose and Objectives This Sources Sought notice seeks to determine eligible sources capable of achieving the essential features of this potential requirement described in this notice. Specifically, the purpose of this potential requirement is to obtain an Automated Sample Storage System on a Brand-Name-or-Equal basis to the Brooks SampleStore C45, and modifications to the Government-owned Brooks SampleStore C18, as described and identified herein, manufactured by Brooks Automation, Inc. located at 15 Elizabeth Drive, Chelmsford, MA 01824-4111. NCATS is widely adopting acoustic dispensing for its flexibility in compound delivery and cost savings by minimizing the amount of compound used and the reduced need for disposable labware. Previously, samples would need to be transferred from a storage tube to an acoustically compatible microtiter plate. This necessitated extra handling time and consumable waste. FluidX AcoustiX tubes has the potential to eliminate that time and waste. FluidX AcoustiX tubes used in these systems were jointly developed by Brooks Automation, Inc (automated storage specialist), Labcyte, Inc (acoustic dispensing specialist), and FluidX, Inc (labware specialist) to enable acoustic dispensing directly from a storage tube. These units are required because there are specific requirements for labware to be qualified as being acoustically compatible. For example, a square shaped tube had to be developed by FluidX to achieve that whereas the vast majority of tubes are cylindrical. FluidX also had to redesign how barcodes were placed on the bottom of its tubes since the central placement would interfere with the acoustic signal. Brooks Automation also had to incorporate the new scanner into its stores as well as develop a tube selector and high density trays that would accommodate square tubes. These new devices, a C45 Store and modified C18 Store, will replace and build upon the successful platform that CoMa has had in place for over 9 years. Project Requirements The Government is seeking to acquire an Automated Sample Storage System, on a Brand-Name-or-Equal basis to the Brooks C45 SampleStore storage system, and a modified version of an existing, Government-owned Brooks C18 SampleStore storage system. Parts from the C18 (tube selector and tube trays) will be used to build the C45. In order to do that the successful contractor will need knowledge of how to integrate a Brooks tube selector into their store as well as build a store that is compatible to the existing tube trays. The following performance requirements are deemed essential to this proposed acquisition: Brooks SampleStore (45 columns, 2.73m height): To provide access to NCATS Matrix tube collection, a new Brooks SampleStore C45 (C45 Store) is required. The new C45 Store will be able to accommodate both 1 million 1.4mL matrix tubes and 750K FluidX AcoustiX tubes. The matrix tube selector module from the C18 Store will be repurposed into the C45 Store and a new AcoustiX tube selector module will be added. A universal input/output module will be able to scan the barcodes placed on the bottom of each of the Matrix and AcoustiX tubes. Two new automation integration modules (AIMs) will also be added to the C45 Store for 3rd party device integration. High density matrix tube trays from the C18 Store will be re-used in the C45 Store. Compatible labware and consumables are also required for the C45 Store. Modifications and enhancements to an existing C18 Store: The C18 storage system will be repurposed to accommodate NCATS collection of 4mL glass vials. The C18 Store will be physically extended with 11 columns of storage and the shelf brackets on the columns will be adjusted to 27.5mm spacing from 22mm spacing to optimize the vial holder rack density increasing vial storage from 234K vials to 289K vials. An AIM will be added to the C18 Store to permit 3rd party device integration. The high density tube trays will be swapped out for high density vial trays. Finally, a new vial selector module will replace the existing tube selector module. Products offered must be essentially equal to the supply described in this solicitation, which specifically includes the following manufacturer part number, part name/description and quantity: C45 Store: S2-C45-H10 - Storage Temperature: -20'C, +/- 2'C, Humidity: Non-condensing. - System Dimensions: 5.4m [17' 9''] x 2.5m [8' 2''] x 2.73m [8' 11''] (LxDxH). - At approximately 100% capacity with a shelf pitch of 27.5mm and the following labware: (750,000) FluidX 69-0200 - Labcyte Echo(r) Qualified AcoustiX Tube, (1,000,000) Matrix 3790 - 1.4ml 2D Tube. - Environmental enclosure to maintain a temperature and humidity controlled environment: -Redundant, remote compressor refrigeration systems with water-cooled condenser units. - Environmental Control System (ECS) panel to provide power to all system components. Power to ECS panel supplied by customer-supplied, single, nominal AC supply of 480 VAC 60Hz, 3PH. - Brooks Store Control Software (STRATA). - Remote servicing and diagnostic capability. - Onsite installation. - User training of one session for up to 5 people. Modules and Accessories for S3-C45-H10: - WS-IO-MAG-IMG; WORKSTATION, I/O, MAGAZINE, IMAGER; 1. - WS-ATS; WORKSTATION, ACOUSTIC TUBE SELECTOR; 1. - WS-MTS; WORKSTATION, MULTI TUBE SELECTOR; 1. - WS-AIM-S2; WORKSTATION, AUTOMATION INTERFACE MODULE; 2. - TB-CFAT-MODULE LEVEL; MODULE FACTORY ACCEPTANCE TESTING; 1. Labware and Consumables: - 450499; TRAY, 6 RACK AUTO FRIEND, Brooks 450499 - 6 Position SD Rack Tray; 50. - 252377; ASSY,TRAY,HDX,1008 COUNT,23.75MM HIGH,W/ LABEL, Brooks 252377 - 1008 Count HDX Tube (Tall) Tray (Supersedes 226070), 695 trays (P/N 226070) repurposed from S2-18C-07; 297. - 318340; ASSY,UHD,ACOUSTIC TUBE 1008 COUNT, Brooks 318340 - 1008 Count UHD Acoustic Tube Tray; 744. C18 (S2-18C-07) modifications and enhancements: - Replace one pod column with storage columns and add an additional 11 columns of storage (34 storage columns total) - Change pitch from 22mm to 27.5mm - Exchange Multi-Tube Selector for Vial Selector - Add AIM located on the back of the store - Exchange the air-cooled condenser units for water-cooled condenser units: -New capacity = 289,000 4ml vials -System Dimensions = 4.5m [14' 9''] x 2.5m [8' 2''] x 2.73m [8' 11''] (LxDxH) - Pre-wire the remaining pod for easy future module installation - Provide Continuous Improvement Program (CIP) upgrades to parts where applicable - Add 1,000 vial trays, P/N 197012: TRAY ASSY, 280 COUNT, 15MM DIA. VIAL. (enough trays to hold for 280,000 vials) - Module cFAT Warranty and Support Plans: Warranty Assurance (YR 1) consisting of Brooks Store WarrantyBlue on both C18 and C45 storage systems to include but not limited to Technical Support office hours, Remote Access and Remote support office hours. Full Coverage (YR 2, YR 3 and YR4) consisting of Brooks Store PerformanceBlue to include but not limited to Technical Support office hours, Remote Access and Remote support office hours. Support plans for years 2, 3 and 4 will be included as options to extend the performance period. Nationally Recognized Testing Laboratories (NRTL) field listing documentation for certified components and fire suppression will be included as optional items to increase quantity. Contractors submitting a response to this Sources Sought notice shall possess the ability to achieve the salient government essential features of this potential requirement. Specifically, Offerors to this Sources Sought notice shall document evidence of being able to provide the subject supply that will allow for the essential features described herein to be accomplished. Delivery/Warranty Offerors shall provide an outline for estimated build time with estimated delivery time in full after receipt of an order and any other training or warranty or software license considerations applicable. Offerors shall indicate if warranty or service agreements are included with purchase of the equipment or offered as a separate acquisition. Inspection and acceptance will be performed at NCATS located at 9800 Medical Center Drive, Rockville, MD 20852. CAPABILITY STATEMENTS SOUGHT Interested parties are expected to review this notice to familiarize itself with the requirements of this project. Failure to do so will be at your firm's own risk. Respondents must provide, as part of their response: (a) product, catalog, model, and/or part number(s); (b) product description; (c) all relevant information and documentation that the item(s) offered meets the salient physical, functional, or performance characteristics as specified in this announcement; (d) quantity; (e) shipping, handling, and/or installation instructions, and/or any special delivery conditions after receipt of an order. Respondents that believe that they are manufacturers or authorized re-sellers of the equipment specified in this announcement must provide, as part of their response: (a) product, catalog, model, and/or part number(s); (b) product description; (c) all relevant information and documentation that the item(s) offered meets the salient physical, functional, or performance characteristics as specified in the purchase description; (d) quantity; (e) estimated price or cost; (f) shipping, handling, and/or installation charges; and delivery date after receipt of order. The respondent must also provide their DUNS number, organization name, address, point of contact, and size and type of business (e.g., 8(a), HubZone, etc.) pursuant to the applicable NAICS code and any other information that may be helpful in developing or finalizing the acquisition requirements. The information submitted must be in outline format that addresses each of the elements of this requirement. A cover page and an executive summary may be included but is not required. The response is limited to ten (10) pages. The 10-page limit does not include the cover page, executive summary, or references, if requested. The response must include the respondents technical and administrative points of contact, including names, titles, addresses, telephone and fax numbers, and e-mail addresses. Respondents must reference the announcement number on all correspondence related to this Sources Sought notice. The response must be submitted to Hunter Tjugum electronically, at hunter.tjugum@nih.gov, and be received prior to the closing date specified in this announcement. CONCLUDING STATEMENTS Disclaimer and Important Notes. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and/or solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation. Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).