Low Temperature Biospecimen Storage Systems with Automated Specimen Entry and Withdrawal Capabilities

Request for Information (RFI): Notice of Request for Low Temperature Biospecimen Storage Systems with Automated Specimen Entry and Withdrawal Capabilities Notice Number: RFI-80093-2008 Key Dates: Release Date: TBD Issued By: National Cancer Institute (NCI), (http://www.nci.nih.gov) This Request for Information (RFI) is intended to provide source material for a state-of-the science summary of technology available for equipment used to store biological specimens at ultra-low temperatures (-80'C) that include automated specimen entry and retrieval features. It should not be construed as a solicitation or as an obligation on the part of the Federal Government, the National Institutes of Health (NIH), and the NCI. The NCI does not intend to award a cooperative agreement, grant, or contract on the basis of responses to this RFI or to otherwise pay for the preparation of any information submitted or for the Government's use of such information. Based on the response to this RFI, the NCI may issue a solicitation at an undetermined time in the future or use the information to guide purchases of equipment, adaptation of specific methodologies or conduct specific methodologic research. THERE IS NO SOLICITATION AVAILABLE AT THIS TIME, no basis for claims against NCI shall arise as a result of a response to this Sources Sought notice or the NCI's use of such information as either part of our evaluation process or in developing specifications for any subsequent requirement. This notice is for market research only. The NCI is specifically interested in determining the types of organizations available in the marketplace that provide these technologies. In particular, the NCI is seeking qualified small business concerns [including Small Disadvantaged Businesses (SDB), Woman-owned Small Businesses (WOSB), Historically Underutilized Business Zone (HUBZone) Small Businesses, Veteran-Owned Small Businesses (VOSB) and Service-Disabled Veteran-owned Small Businesses (SDVOSB] which provide these technologies. Based on the responses received from this announcement, an acquisition may be solicited as a Total Small Business Set-Aside. Purpose: This Notice is a time-sensitive Request for Information (RFI) on state-of-the-science technology available for equipment to store specimens at ultra-low temperatures (-80'C) that include automated specimen entry and retrieval. This RFI will provide source information needed to summarize technologies that can be employed by the National Cancer Institute to evaluate advantages to making changes in the equipment currently used to store biospecimens at ultra cold temperatures. Responses (no longer than 25 pages in MS Word or pdf format) may be submitted via e-mail to Mr. Vincent Barracchini, Contract Specialist (trainee) . All responses must be received by July 15, 2008 at 2:00 PM (Eastern prevailing time). Background: The Division of Cancer Epidemiology and Genetics (DCEG) of the National Cancer Institute (NCI) stores approximately 12 million specimens in a variety of repository settings. While specimens are stored at room temperature, +4'C, -20'C and liquid nitrogen vapor temperatures (>-150'C), the majority of specimens are stored at ultra-cold temperatures -80'C) in mechanical chest or upright freezers. As costs for facility space, energy supply and labor continue to increase, DCEG is interested in examining new technologies available for biospecimen storage at ultra-low temperatures that require less space, help to reduce energy and labor costs, while maintaining a safe environment for biospecimens and enhancing quality. The biospecimens stored by DCEG represent diverse sample and container types. Some specimens represent collections that are over 30 years old, while a number represent specimens from collections introduced within the last five years. The Government does not expect that all samples would be introduced into new storage equipment immediately, but more likely a plan would be implemented for the phasing in of the new equipment based on a variety of factors such as ease of introduction (which may be influenced by container and label status), anticipated sample usage, and the age of the existing equipment in which the specimens are stored. Information Requested: I. General Information - contact information, including name, institution / organization, telephone and fax numbers and e-mail address; website URL II. Equipment capabilities and facility requirements Specifically, information is sought regarding equipment and approaches to: - Specimen storage equipment that allows for automated specimen entry and withdrawal wherein the specimens are stored at -80'C. Please indicate if your equipment is still in the development phase or if you have units placed at client sites. If you have placed units at client sites, indicate how many and how long they have been in place? - Temperatures for equipment areas where specimens are staged and/or selected for input or withdrawal. This should include a description of the length of time specimens would be required to be maintained at warmer temperatures during the staging, selection or - cherry picking processes. - The rate(s) at which specimens can be entered and withdrawn on a daily basis. - Any restrictions with respect to the ability of the equipment to accommodate different vial types, and the requirements for adapting to various vial types. It is unlikely that DCEG will transfer any existing specimens to new containers, but rather can plan for specimen storage in new container types as required by the storage equipment and containers used in liquid handling equipment in use in other aspects of our specimen handling protocols. Please provide recommendations as to how the problem of different container types might be handled by your equipment. - Discuss any suggestions you might have for transferring large numbers of specimen containers into any new, automated equipment. - Label requirements for the vials (e.g., can the robotic equipment handle containers without printed labels, or are one or two-dimensional barcodes required?) - Error rates in cherry picking or dropping specimens during the entry or withdrawal processes. - Discuss if there are any internal monitoring options included (such as a camera). - Requirements facility features to support the equipment (ceiling requirements, foot prints for flooring, reinforced flooring) - A description of cooling mechanisms used by the equipment (e.g., compressors for mechanical cooling or liquid nitrogen) - Estimates of the power required by the units (include liquid nitrogen usage rates along with power consumption) - The current capacity (e.g., number of specimens held in a specified vial type) and the ability to expand the storage capacity at a future date - Ease with which equipment can be repaired and for which replacement parts can be obtained - A description of the strategies for compartmentalization of specimens in case temperatures are exceeded in a region of the unit. - Any emergency support functions that are included with the unit (e.g., temperature monitoring features) - Feasibility or relocating equipment if the repository is moved - A description of the warranty and service options that accompany the equipment III. Information Technology - software for inventory, tracking and environmental monitoring. Specifically, information is sought related to software and approaches for: - Inventory management, tracking and interfacing with existing repository information management systems - Environmental monitoring, alarm generation and integration with existing repository environmental monitoring systems Additional comments relevant to this RFI, and addressing issues that are not specifically mentioned above, are also encouraged. IV. Determination of Commercial Item Please provide evidence that your product is a commercial item that is customarily used by the general public or by non-governmental entities for purposes other than governmental purposes and (i) has been sold, leased, or licensed to the general public; or (ii) has been offered for sale, lease, or lice to the general public. (Reference Federal Acquisition Regulation 2.101. How to Submit a Response: Please limit your responses to 25 pages or less. Brevity and structured format (such as bulleted items) are encouraged whenever applicable to aid in processing. The Government prefers that responses be submitted in MS Word or Adobe Acrobat pdf format. Email and facsimile (fax) versions will not be accepted. If using U.S. Postal Service: Mr. Vincent Barracchini National Cancer Institute Office of Acquisitions 6120 Executive Blvd MSC 7194 Bethesda, MD 20892 If using a hand-delivery or courier service: Mr. Vincent Barracchini National Cancer Institute Office of Acquisitions 6120 Executive Blvd Room 6001 Rockville, MD 20852 All responses must be received by July 15, 2008 at 2:00 PM (Eastern prevailing time). All information provided will be processed and analyzed confidentially. Respondents will not be notified of the results of this RFI. Inquiries concerning this Notice may be directed to the postal address shown above, by telephone to Vincent Barracchini (301) 496 8614, or email Barracchiniv@mail.nih.gov