SAM HD System, Sample Picker Module

Trade Agreement: CETA / WTO-AGP / NAFTA / CFTA / FTAs with Peru / Colombia / Panama / Korea
Tendering Procedures: Generally only one firm has been invited to bid
Non-Competitive Procurement Strategy: Exclusive Rights
Comprehensive Land Claim Agreement: No
Vendor Name and Address: 
Hamilton Storage Technologies
3 Forge Parkway
Franklin Massachusetts
Canada
02038
Nature of Requirements: 

SAM HD System, Sample Picker Module

W7719-185430/A
Holvec, Monique
Telephone No. - (905) 615-2062 (    )
monique.holvec@tpsgc-pwgsc.gc.ca

1. Advance Contract Award Notice (ACAN)

An ACAN is a public notice indicating to the supplier community that a department or agency intends to award a contract for goods, services or construction to a pre-identified supplier, thereby allowing other suppliers to signal their interest in bidding, by submitting a statement of capabilities. If no supplier submits a statement of capabilities that meets the requirements set out in the ACAN, on or before the closing date stated in the ACAN, the contracting officer may then proceed with the award to the pre-identified supplier. 

2. Definition of the requirement

Defence Research & Development Canada (DRDC) requires one (1) Automated Sample Management Ultra-low Freezer with sample tracking and sorting capability. The full automation of the system will save hundreds of person hours for DRDC technical staff to manually sort thousands of samples and reduce human-error while sorting.  

Defence Research & Development Canada (DRDC) - Toronto Research Centre (TRC) is an agency of Canada’s Department of National Defence (DND) that conducts research & development related to science & technology involved in defence & security.  DRDC-TRC has become a biorepository for thousands of bio-specimens (sera, plasma, RNA, CSF, etc.) collected from military personnel as part of ongoing projects related to military mental health, traumatic injury and operational performance related studies. 

3. Criteria for assessment of the Statement of Capabilities (Minimum Essential Requirements) 

Any interested supplier must demonstrate by way of a statement of capabilities that its equipment meets the following requirements: 

3.1  Automated Sample Management Ultra-Low Freezer:
3.1.1 Must have high-speed retrieval of tubes, cryovails, racks and plates in a -20ºC picking compartment; 
3.1.2 Must be able to use high-density racks for 8 mm tubes, increasing the capacity by at least 44%;
3.1.3 Must have an interchangeable picker head for switching between 8 mm (1 mL) and 12 mm (12 mL) cryovials labware;
3.1.4 Must be able to store multiple size tubes (0.3 mL, 0.5 mL, 0.7 mL, 1 mL, 2 mL etc.) from multiple manufacturers in a single system (including 0.5 mL Matrix and 2ml Nunc screw cap tubes);
3.1.5 Must use servo magnetic coupling system allows for automated mechanical sample retrieval in a -80ºC freezer compartment without internal motors or electronics;

3.2 Automated Sample Management Ultra-Low Freezer Software:
3.2.1 Must support 21 CFR Part 11 compliance;
3.2.2 Must have prioritization of pick jobs, where jobs can be interrupted to get high priority samples and then resumed where they left off;
3.2.3 Must have defragmentation protocols to consolidate tubes into the minimum number of racks possible to maximize capacity;
3.2.4 Must perform picking overnight where the picked job in stored in the -80ºC freezer and can be retrieved in the morning;
3.2.5 Must secure sample storage with controlled user access;
3.2.6 Must have 2D barcode reading with complete sample tracking; and
3.2.7 Must enable remote monitoring and job execution.

4. Applicability of the trade agreement(s) to the procurement

This procurement is subject to the following trade agreement(s):
a. Canadian Free Trade Agreement (CFTA)
b. North American Free Trade Agreement (NAFTA)
c. World Trade Organization - Agreement on Government Procurement (WTO-AGP)

5. Justification for the Pre-Identified Supplier 

Hamilton Storage, Inc. s the only known company who can supply, deliver and install one (1) SAM Ultra-Low Freezer, including associated accessories, site survey installation, and maintenance services and also has exclusive ownership of, and rights to use, the IP for the Automated Sample Management System.  
 
The Hamilton automated sample management ultra-low freezer system is the only product equipped with servo magnetic coupling system, allowing for automated mechanical sample retrieval in a -80ºC freezer compartment without internal motors or electronics. To ensure sample integrity and prevent degradation of proteins, it is critical to have the samples stored at a -80ºC freezer compartment before retrieval.
Additionally, the Hamilton automated sample management ultra-low freezer system is the only one with software that allows prioritization of pick jobs, where jobs can be interrupted to get high priority samples and then resumed where they left off and support defragmentation protocols to consolidate tubes into the minimum number of racks possible to maximize capacity via the high-density racks (increase capacity by 44%.

Hamilton Storage, Inc. designs and manufactures ultra-low temperature automated life sciences sample management systems. It offers biobanking and compound storage solutions; liquid handling integration, rack runner, decapper, and cryovial/microtube racks for biobanking,biological agents requiring low temperature storage, cell culturing, and drug discovery applications; and software. The company also offers technical support, field service, and product training services. Hamilton Storage, Inc. is the only known supplier for this advanced and custom type of equipment.

6. Government Contracts Regulations Exception(s)
 
The following exception(s) to the Government Contracts Regulations is (are) invoked for this procurement under subsection 6(d) - "only one person is capable of performing the work"). 

7. Exclusions and/or Limited Tendering Reasons 

The following exclusion(s) and/or limited tendering reasons are invoked under the:

The Canadian Free Trade Agreement (CFTA) is applicable to this requirement.  Limited Tendering is applicable under Article 513 (b) where, “the goods or services can be supplied by a particular supplier an no reasonable alternative or substitute goods or services exist for any of the following reasons (i, ii, iii, iv, v, vi).

The North American Free Trade Agreement (NAFTA) Limited Tendering is applicable under Article 1016, 2 (b) where, for works of art, or for reasons connected with the protection of patents, copyrights or other exclusive rights, or proprietary information or where there is an absence of competition for technical reasons, the goods or service can be suppled only by a particular supplier and no reasonable alternative or substitute exists. 

The North American Free Trade Agreement (NAFTA) Limited Tendering is applicable under Article 1016, 2 (d) where a change in supplier would compel the entity to procure equipment or services not meeting requirements of inter changeability with already existing equipment or services.

World Trade Organization Agreement on Government Procurement (WTO-AGP) Article XV (b) when, for works of art or for reasons connected with protection of exclusive rights, such as patents or copyrights, or in the absence of competition for technical reasons, the products or services can be supplied only by a particular supplier and no reasonable alternative or substitute exists.; (d) for additional deliveries by the original supplier which are intended either as parts replacement for existing supplies, or installation, or as the extension of existing supplies, services, or installations where a change of a supplier would compel the entity to procure equipment or services not meeting requirements of interchangeability with already existing equipment or services.

8. Period of the proposed contract or delivery date 

The equipment and all other associated deliverables must be completed on or before March 29, 2018. Delivery to: Defence Research and Development Canada - Toronto Research Centre. 1133 Sheppard Avenue West, Toronto, Ontario M3K 2C9.

9. Cost estimate of the proposed contract 

The estimated value of the contract, including options(s) is $239,843.75 (applicable taxes included).

10. Name and address of the pre-identified supplier 

Hamilton Storage, Inc.
3 Forge Parkway
Franklin, MA 02038
USA

11. Suppliers' right to submit a statement of capabilities 

Suppliers who consider themselves fully qualified and available to provide the goods, services or construction services described in the ACAN may submit a statement of capabilities in writing to the contact person identified in this notice on or before the closing date of this notice. The statement of capabilities must clearly demonstrate how the supplier meets the advertised requirements.

12. Closing date for a submission of a statement of capabilities 

The closing date and time for accepting statements of capabilities is January 08, 2018 at 2:00 p.m. EST. 

13. Inquiries and submission of statements of capabilities are to be directed to:

Monique Holvec
Supply Specialist
33 City Centre Drive, Suite 480-C
Mississauga, ON L5N 3C2 
Telephone: 905-615-2062
E-mail: monique.holvec@tpsgc-pwgsc.gc.ca

You are hereby notified that the government intends to negotiate with one firm only as identified above. Should you have any questions concerning this requirement, contact the contracting officer identified above.

An Advance Contract Award Notice (ACAN) allows departments and agencies to post a notice, for no less than fifteen (15) calendar days, indicating to the supplier community that it intends to award a good, service or construction contract to a pre-identified contractor. If no other supplier submits, on or before the closing date, a Statement of Capabilities that meets the requirements set out in the ACAN, the contracting authority may then proceed with the award.  However, should a Statement of Capabilities be found to meet the requirements set out in the ACAN, then the contracting authority will proceed to a full tendering process.

Suppliers who consider themselves fully qualified and available to provide the services/goods described herein, may submit a statement of capabilities in writing to the contact person identified in this Notice on or before the closing date of this Notice. The statement of capabilities must clearly demonstrate how the supplier meets the advertised requirements.

The PWGSC file number, the contracting officer's name and the closing date of the ACAN must appear on the outside of the envelope in block letters or, in the case of a facsimile transmission, on the covering page.

The Crown retains the right to negotiate with suppliers on any procurement.

Documents may be submitted in either official language of Canada.

Access and terms of use
Government of Canada (GC) tender notices and awards, solicitation documents and tender attachments are available free of charge and without registration on Buyandsell.gc.ca/tenders, the authoritative location for GC tenders.

You may have received this tender notice or award through a third-party distributor. The Government of Canada is not responsible for any tender notices and/or related documents and attachments not accessed directly through Buyandsell.gc.ca/tenders.

This Government of Canada tender notice or tender award carries an Open Government Licence - Canada that governs its use. Related solicitation documents and/or tender attachments are copyright protected. Please refer to the section about Commercial Reproduction in the Buyandsell.gc.ca Terms and Conditions for more information.
Delivery Date: Above-mentioned

You are hereby notified that the government intends to negotiate with one firm only as identified above. Should you have any questions concerning this requirement, contact the contracting officer identified above.

An Advance Contract Award Notice (ACAN) allows departments and agencies to post a notice, for no less than fifteen (15) calendar days, indicating to the supplier community that it intends to award a good, service or construction contract to a pre-identified contractor. If no other supplier submits, on or before the closing date, a Statement of Capabilities that meets the requirements set out in the ACAN, the contracting authority may then proceed with the award.  However, should a Statement of Capabilities be found to meet the requirements set out in the ACAN, then the contracting authority will proceed to a full tendering process.

Suppliers who consider themselves fully qualified and available to provide the services/goods described herein, may submit a statement of capabilities in writing to the contact person identified in this Notice on or before the closing date of this Notice. The statement of capabilities must clearly demonstrate how the supplier meets the advertised requirements.

The PWGSC file number, the contracting officer's name and the closing date of the ACAN must appear on the outside of the envelope in block letters or, in the case of a facsimile transmission, on the covering page.

The Crown retains the right to negotiate with suppliers on any procurement.

Documents may be submitted in either official language of Canada.