Synopsis: This announcement is to provide notice that the Department of Veteran Affairs, West Haven, CT intends to award a sole source procurement to Hamilton Storage Technologies, Inc. for the procurement of a fully automated ultra-low temperature (-80C) SAM HD System for handling microplate and cryotube racks. This acquisition is for the Central Biorepository at the VA Boston Healthcare System, which provides research specimen processing and storage for a large number of research studies. An important function of the Biorepository is the long-term storage of biological samples (derived from incoming specimens) in cold storage chambers to stabilize and preserve samples for future use in research analysis. The cost of specimen collection and processing as well as the potential that any specimen would no longer be available (e.g. the source person has died) make sample handling an important part of the operation. The award is based upon a valid Sole Source Justification and FAR 6.032-1, Only One Responsible Source and No Other Supplies or Services will Satisfy Agency Requirements. The Sole source is attached. The Anticipated vendor for award and contract information is as follows: Hamilton Storage Technologies, Inc., 3 Forge Pkwy., Franklin, MA 02038, DUNS 016876893. This is a special notice only and is NOT a solicitation. However the government will consider responses submitted on or before 12:00 PM (noon) EST Thursday August 31, 2017. Submit to Carl Langer, Contract Officer,
[email protected]. All communication, including questions, must be in by email. Any response must provide clear and concise documentation supporting an offerors' bona fide capability to provide these items. A determination by the Government not to compete this proposed contract lies solely within the discretion of the Government. Information received will be considered solely for the purpose of determining whether conducting a competitive requirement is in the best interest of the government. DEPARTMENT OF VETERANS AFFAIRS Justification and Approval (J&A) For Other Than Full and Open Competition (>$150K) 1. Contracting Activity: Department of Veterans Affairs, VISN 01, Station 523 Jamaica Plain VAMC Medical Center VA Central Biorepository, 150 S Huntington Ave Boston, MA 02130. PR # 523-17-3-8183-0212 2. Nature and/or Description of the Action Being Processed: The VA Central Biorepository requests the purchase of an automatic sample picker that can handle biological samples in -20C to -80C environment. This equipment has the ability to pick up samples specified by the operator from multiple input sample racks, and relocate them to a collection area for sample output. The equipment can also run automatically without user intervention once the process is started. Furthermore, the equipment has the ability to maintain the sample s integrity when the picking process stops due to unexpected error(s)s during its automatic operation. 3. Description of Supplies/Services Required to Meet the Agency s Needs: SAM (Sample Access Manager) is an automated sample picker that is environmentally controlled, with a temperature range of -20C to -80C platform, which allows for the storage and picking of compounds and biological samples, such as DNA/RNA, plasma and serum. SAM also has an integrated tube processing module that can retrieve samples in less than 70 seconds, the SAMple Picker/Puncher provides a fast and easy way to cherry-pick or punch desired tubes or vials in a controlled, inert environment. This equipment has the ability to pick up samples specified by the operator from multiple input sample racks, and relocate them to a collection area for samples output. The equipment runs automatically without user intervention once the process is started. Furthermore, the equipment has the ability to maintain the samples integrity when the picking process halts due to unexpected errors during its automatic operation. Estimated Dollar Value: $319,700.00 4. Statutory Authority Permitting Other than Full and Open Competition: . ( X ) (1) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements per FAR 6.302-1; ( ) (2) Unusual and Compelling Urgency per FAR 6.302-2; ( ) (3) Industrial Mobilization, Engineering, Developmental or Research Capability or Expert Services per FAR 6.302-3; ( ) (4) International Agreement per FAR 6.302-4 ( ) (5) Authorized or Required by Statute FAR 6.302-5; ( ) (6) National Security per FAR 6.302-6; ( ) (7) Public Interest per FAR 6.302-7; Chapter VI: Other Than Full and Open Competition (OFOC) SOP Attachment 3: Request for Sole Source Justification Format >$150K OFOC SOP Revision 03 Page 2 of 4 Revision 03 Date: 10/27/2014 5. Demonstration that the Contractor s Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): The VA Central Biorepository has very specific technical and size requirements that must be met and only the SAM HD System by Hamilton Storage Technologies meets them all. The Sample Access Manager (SAM) has a -80°C sample holding environment and a -20°C sample picking area. The sample holding area keeps sample racks in a safe environment while specific sample is being picked in the sample picking area. Since only one rack is being processed at a time, any type of operational interruption caused by machine error will only subject a single rack to the -20°C temperature environment. This design meets the operational requirement set by the biorepository and will alleviate the sample integrity concern that may arise. Furthermore, SAM has dimensions of 50 in (w) X 87 in (h) X 53 in (d). This meets the size restriction we set due to limited space in the lab. The SAM also appears to have the capability to handle all the laboratory wares we requested in the statement of work (SOW), and is equipped with 1D and 2D barcode readers. Space limitation is a big concern in the laboratory. Spare space is nonexistent and there are no possibilities for expansion. The dimension of the SAM is similar to the traditional mechanical -80C freezer that is currently being used in the lab. This purchase allows the SAM to replace a broken freezer. The sample picking task is currently being done by hand. This labor intensive task is error-prone. It also puts unnecessary risk to the samples by putting it through freeze and thaw cycle. The SAM will take over the manual labor and provide the samples as required for downstream processing. The dimensions of this equipment cannot exceed 72.0 in(w) x 72in(d) due to limited space in the lab. According to the information on Hamilton s website, the Sample Access Manager (SAM) has dimensions of 50 in (w) X 87 in (h) X 53 in (d). This meets the size restriction. Furthermore, SAM has a -80°C sample holding environment and a -20°C sample picking area. The sample picker is able to operate automatically in the absence of an operator and arranges samples at about 100 tube/hour at 3% distribution (information provided by Hamilton).The sample holding area keeps sample racks in a safe environment while specific sample is being picked in the sample picking area. Since only one rack is being processed at a time, any type of operational interruption causes by machine error will only subject a single rack to the -20°C temperature environment. This design meets the operational requirement we set and alleviated the sample integrity concern we have. The SAM also have the capability to handle all the lab wares [0.5 ml Thermo Scientific MATRIX screw cap tubes (CAT# 4900), 1.4 ml Thermo Scientific MATRIX screw cap tubes (CAT#3741), 1.8 ml Thermo Scientific Nunc tubes (CAT# 377267), 2.0 ml Thermo Scientific Nunc tube (CAT# 374510)] we requested in our work flow, and equips with 1D and 2D barcode readers. 6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: The requesting Service conducted extensive product search online and were not able to locate other sources that met their requirements. Competition is difficult to achieve because most of the smaller suppliers have recently been acquired by the large ones. Brooks Automation was initially considered a potential vendor and manufacturer of a similar product; however, Brooks indicated that the sample processor they have in the product line will not meet our dimension restriction. Moreover they recently Chapter VI: Other Than Full and Open Competition (OFOC) SOP Attachment 3: Request for Sole Source Justification Format >$150K OFOC SOP Revision 03 Page 3 of 4 Revision 03 Date: 10/27/2014 informed us they could currently not meet the technical specifications, leaving Hamilton Storage as the only supplier 7. Determination by the Contracting Officer that the Anticipated Cost to the Government will be Fair and Reasonable: Absent competition possibilities, the CO obtained the current price list for components from the vendor (briefcase) and spot checked it against their quote. We are being charged the standard rates, the same used for everyone. This should be considered fair and reasonable, especially in a sole source situation. 8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: Upon thorough market research the requesting service was not able to locate other vendors who offered a product that met their specifications. Brooks Automation and Hamilton are only two major vendors exist in the market of ultra-low temperature sample handlers. The requesting service has spoken with the regional sale person from Brooks Automation and he indicated that Brooks does currently not have a product in their profiles that would meet our needs. 9. Any Other Facts Supporting the Use of Other than Full and Open Competition: The Central Biorepository at the VA Boston Healthcare System, provides research specimen processing and storage for a large number of research studies. An important function of the Biorepository is the long-term storage of biological samples (derived from incoming specimens) in cold storage chambers to stabilize and preserve samples for future use in research analysis. The cost of specimen collection and processing as well as the potential that any specimen would no longer be available (e.g. the source person has died) make sample handling an important part of the operation. A portion of the collected samples are currently kept in tubes which reside in thousands of tube racks. One of the ongoing projects is to pick out thousands of specific tubes from these racks and transfer them to a different storage environment. This task is currently done by hands which risk damage to sample integrity due to prolonged exposure to room temperature and it is incredibly slow. An automatic solution will speed up the processing time and mitigate the risk. 10. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: None 11. A Statement of the Actions, if any, the Agency May Take to Remove or Overcome any Barriers to Competition before Making subsequent acquisitions for the supplies or services required: Keep abreast of current events and look out for new entrants that could provide competition. 12. Requirements Certification: I certify that the requirement outlined in this justification is a Bona Fide Need of the Department of Veterans Affairs and that the supporting data under my cognizance, which are included in the justification, are accurate and complete to the best of my knowledge and belief. _____________________________ ________________________ Name: Donald E Humphries Date Title: Scientific Director Facility: VA Central Biorepository 13. Approvals in accordance with the VHAPM, Volume 6, Chapter VI: OFOC SOP. a. Contracting Officer's Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief. _____________________________ ________________________ Name: Carl R Langer Date Title: Contracting Officer Facility: VISN 1 b. Director of Contracting /Designee (Required $150K and above): I certify the justification meets requirements for other than full and open competition. _____________________________ ________________________ Name: Salvatore Voter Date NCO/PCO XX Director of Contracting or Designee Facility: VISN 1