Freezer Management Software

Trade Agreement: CETA / WTO-AGP / CPTPP / NAFTA / CFTA / FTAs with Peru / Colombia / Panama / Korea
Tendering Procedures: Generally only one firm has been invited to bid
Non-Competitive Procurement Strategy: Interchangeable Parts
Comprehensive Land Claim Agreement: No
Vendor Name and Address: 
Titian Software Limited
2 Newhams Row
United Kingdom
SE13UZ
Nature of Requirements: 

Freezer Management Software

W7719-205490/A
Abela, Aaron
Telephone No. - (416) 262-6212 
E-mail: aaron.abela@pwgsc-tpsgc.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 Requirement
Defence Research & Development Canada (DRDC) - Toronto Research Centre (TRC) is an agency of Canada’s Department of National Defence (DND) that conducts research related to science & technology involved in defence & security.  Key analytical techniques used by DRDC include soluble biomarker analyses and screening in support of biomedical research projects related to physical and psychological trauma in the Canadian Armed Forces (CAF).  

DRDC - TRC requires one (1) freezer management software license with eight (8) operator licenses to manage biological specimen inventory. The requested software must be fully integrated with the Hamilton SAM HD system and the Hamilton Vantage Liquid Handling System. This will streamline immunoassays workflow and ensure correct samples are being processed.

DRDC - TRC is seeking to purchase delivery and installation, plus optional license renewal including support and maintenance of preconfigured freezer management software that must fully integrate with Hamilton Sam HD System and Hamilton Vantage Liquid Handling System.

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

Any interested suppliers must demonstrate by way of a statement of capabilities that meets each of the following requirements under section 3.1, and 3.2

3.1 SOFTWARE

Specifications: Sample Management Software

Descriptions
Must include the following:
• create, update and delete sample information, editing quantities and concentrations;
• automatically track volume decrement via Hamilton Vantage System,
• view location of sample being stored;
• configurable storage locations (freezer, fridges, shelves, drawers and racks);
• record sample properties;
•  Manage samples in any container type, including multiwall plates;
• have a comprehensive audit trail, meaning that all operations performed on a sample are automatically recorded in a permanent audit trail; and simple search inventory function via intuitive query builder interface.

Specifications: Integration of Software

Descriptions
Must include the following:
• Full integration with a wide range of rack scanners for 2D-barcoded tubes;
• Full integration with the automated Hamilton SAM HD System; and
• Full integration with the Hamilton Vantage Liquid Handling System.
 
 
3.2 LICENCE/DRIVER

 Specifications: Self-Service Operator Licence
 Descriptions
• Operator licences

 Specifications: Automated Store
  Descriptions
• Must have Licence for Small Automated Store function

 Specifications: SAM HD Driver
 Descriptions
• Must have SAM HD Driver for Small Automated Store function

 Specifications: Tube Position Verifier Driver
 Descriptions
• Must have Verification of tube position function

 Specifications: Single Liquid Handler
 Descriptions
• Must have Liquid Handling for a Single Liquid Handler with software file
 
3.3 MAINTENANCE and SUPPORT  
The system must include 4, one-year options for support and maintenance.

4. Applicability of the Trade Agreement(s) to the Procurement

This procurement is subject to the following trade agreement(s):

o Canadian Free Trade Agreement (CFTA) OR Agreement on Internal Trade (AIT)
o World Trade Organization - Agreement on Government Procurement (WTO-AGP)
o North American Free Trade Agreement (NAFTA)
o Canada-European Union Comprehensive Economic and Trade Agreement (CETA)

5. Justification for the Pre-Identified Supplier
Titian is the only software developer that has an existing freezer management software which integrates with Defence R&D Canada Hamilton SAM HD automated freezer and Hamilton Vantage liquid handling system. Titian Software Ltd is also the Original Equipment Manufacturer (OEM) and are the sole software developer and holder of the IP surrounding this technology that successfully developed freezer management software that has integrated directly with Hamilton SAM HD automated freezer with proprietary driver The OEM does not authorize value-added resellers or distributors for their equipment, therefore Titian Software Ltd is the only supplier for this equipment.  

As the sole supplier, Titian Software Ltd in the United Kingdom was selected as the Contractor of choice. The requested software must be compatible with Hamilton SAM HD Automated Freezer and Hamilton Vantage Liquid Handling System. 

The software must 

(a) integrate automated storage and retrieval systems - removing/adding samples/reagents to the SAM automated freezer remotely, automatically update inventory list to reflect the new location of the items, and automatically update when items are place back into the SAM automated freezer;

(b) provide file-based integration of liquid handling system - allowing operator to select the type of operation and automatically update the inventory database to accordingly reflect the creation of the output items, the decremented volume in the source items and the parentage.

It is impractical to own multiple software from different manufacturers, as the requested software is used to integrate with all DRDC-TRC equipment, allowing operators to control/monitor multiple equipment using one software. Implementing multiple software will require tremendous resource investment (time and personnel) to integrate the software and equipment together; to ensure all the software are compatible with each other and the equipment. Such a delay would have a significant and negative operational impact towards DRDC-TRC efforts to conduct research into various biomedical research projects and jeopardize data continuity of research projects underway and previously completed using the Titian Software Ltd freezer management software. 

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").

The Canadian Free Trade Agreement (CFTA) is applicable to this requirement.  Limited Tendering is applicable under paragraph 1 through 3 of Article 513, specifically (b)(ii) 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).

North American Free Trade Agreement (NAFTA) 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 services can supplied only by a particular supplier and no reasonable alternative or substitute exists.; (d) for additional deliveries by the original supplier that are intended either as replacement parts or continuing services for existing supplies, services or installations, or as the extension of existing supplies, services or installations, where a change of supplier would compel the entity to procure equipment or services not meeting requirements of interchangeability with already existing equipment or services, including software to the extent that the initial procurement of the software was covered by this Chapter.

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.

7. Ownership of Intellectual Property: 
There are no IP considerations with this Procurement. Ownership of any Foreground Intellectual Property arising out of the proposed contract will vest in the Contractor.

8. Period of the proposed contract or delivery date:
The immediate deliverable requires that the software must be delivered and implemented before March 31, 2020.

The proposed contract is for a period of 5 years from the date of Contract Award.   

9. Cost estimate of the proposed contract:
The cost value of the contract, including option(s) is $250,000.00 CAD (taxes extra); Subject to negotiation.

10. Name and address of the pre-identified supplier
Titian Software Ltd.
2 Newhams Row, 
London SE1 3UZ
United Kingdom

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:
January 30, 2020 - 2pm EST.

13. Inquiries and submission of statements of capabilities:
Supply Specialist: Aaron Abela
Public Services and Procurement Canada - Ontario Region / Government of Canada
10th Floor, 4900 Yonge Street, Toronto, Ontario. Canada. M2N 6A6
E-Mail: aaron.abela@pwgsc-tpsgc.gc.ca 
Tel: 416-262-6212


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.