Forensic Biology Casework

Trade Agreement: Agreement on Internal Trade (AIT)
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: 
Maxxam Analytics International Corporation
335 Laird Road
Unit 2
Guelph Ontario
Canada
N1H6J3
Nature of Requirements: 

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.

Requirement

The Royal Canadian Mounted Police (RCMP) National Forensic Laboratory System (NFLS), requires a complete Forensic Biology Casework Service on an “as and when required”basis. Criminal files from police agencies are submitted to NFLS as cases and the ensuing casework involves the examination of evidentiary material, recovery of evidence, laboratory analysis, interpretation of findings and presentation of the conclusions reached for intelligence purposes, or for use in court.  

The services include:
• Identification of biological materials; including blood, semen, saliva and contact DNA;
• Identification of human hair suitable for nuclear DNA analysis;
• Recoveryand preservation of non-biological trace evidence; including fibres, glass and paint;
• Extraction of DNA from biological material; including the differential extraction of biological material containing semen;
• Application of forensic DNA analysis; specifically nuclear Short Tandem Repeat (STR) analysis analyzing the 13 core CODIS loci;
• Reporting of results;
• Entry of profiles into the Crime Scene Index of the National DNA Data Bank of Canada or the Local Investigative Index of the NFLS; 
• Provide expert witness testimony in criminal proceedings.

Public Works and Government Services Canada (PWGSC) intends to enter into a sole source contract with: 

 Maxxam Analytics International Corporation
 335 Laird Road
 Unit 2
 Guelf, Ontario
 N1H 6J3
 
Criteria for assessment of the Statement of Capabilities (Minimum Essential Requirements)

- The Contractor’s laboratory must hold an approved accreditation from the standards council of Canada (SCC) in forensic testing laboratories in the discipline of Forensic Biology/DNA.

- As a minimum, the Contractor’s laboratory must provide the services to implement the following Quality Assurance Standards:
i. Establish and maintain a documented and accredited quality system that is appropriate to what is being tested;
ii. The processing of known reference and questioned exhibits and samples must always be physically separated;
iii. DNA analysts must avoid cross contamination of samples (known reference/questioned and evidence from one case to another);
iv. The laboratory must have and follow a documented evidence control system to ensure the integrity of physical evidence;
v. Samples must transit in only one direction in the laboratory;
vi. Technologists must transit from stage to stage of the DNA analysis process in only one direction avoiding the need to go back to a previous stage;
vii. Where possible, the laboratory must retain or return a portion of the evidence sample or extract;
viii. The laboratory must use validated methods and procedures for the examination of exhibits for biological material. 
ix. The laboratory must use validated methods and procedures for nuclear STR DNA casework analyzes that characterize at least the 13 core CODIS loci examined using the Life Technologies AmpFlSTR® Identifiler® Plus Kit or the Promega Powerplex 16HS PCR amplification kit; generation of STR profiles using the 3100, 3130xL or 3500xL Genetic Analyzers.
x. The laboratory must have and follow a procedure for evaluating the quantity ofthe human DNA in the sample. The laboratory must not amplify DNA samples below a minimum threshold of 150 pg of total human DNA;
xi. The laboratory must monitor the analytical procedures using controls and standards, appropriate to DNA analysis;
xii. The laboratory must check its DNA procedures annually, or whenever substantial changes are made to the protocol(s), against an appropriate and available National Institute of Standards Technology (NIST) standard reference;
xiii. The laboratory must haveand follow validated and written general guidelines for the interpretation of data. These guidelines must be approved by the applicable DNA and/or Forensic Search Technical Leader;
xiv. The laboratory must have a documented program, (based on the manufacturer’s program), for calibration of instruments and equipment; and
xv. All equipment and procedures must be validated and documented for use by the applicable DNA and/or Forensic Search Technical Leader.
xvi. The Contractor must incorporate into their quality documentation the CODIS profile acceptance guidelines as provided by NFLS.

- The Contractor must have a documented Training Program for qualifying DNA Analysts/Technologists, Forensic Search Analysts/Technologists.

- All work must be conducted at the Contractor’s facilities, which all must be located in Canada.
- As the Contractor is performing casework for NFLS, the Contractor will be subject to annual audits.

- The Contractor must have the capability to provide the services in both English and/or French. The Contractor must provide translation of written documentation and verbal communication with investigators..

- The contractor must have the operational capacity to search and analyze 150 to 350 exhibit(s) per month.

- TheContractor’s laboratory must contain the following:
a) Reception zone;
     b) Common operation zone; and
     c) Controlled zones which must include the following:
   i) Search rooms: there must be at least two (2) separate rooms available for the examination of exhibit material of questioned origin for the presence of biological and non-biological material. A designated area in one room is required for the preparation of known samples for DNA analysis.

 ii) DNA analysis rooms: except if a robotic workstation is used by the laboratory, techniques performed prior to PCR amplification such as DNA extractions, and PCR setup must be conducted at separate times or in separate spaces from each other.

iii) Except if a robotic workstation is used by the laboratory, amplified DNA product, including real time PCR, must be generated, processed and maintained in a room(s) separate from DNA extractions and PCR setup areas. The doors between rooms containing amplified DNA and other areas must remain closed except when used for passage into and out of the room.

iv) A robotic workstation may be used to carry out DNA extraction, quantitation and PCR setup provided that the analytical process has been validated.

v) Evidence Storage rooms: storage conditions must be such as to prevent loss, deterioration and contamination and to maintain the integrity and identify of the exhibits.

vi) The laboratory must have and follow written procedures for monitoring cleaning and decontaminating facilities and equipment which minimizes/prevents contamination of the exhibit material.


In addition, the following resources must be provided:

- ONE (1) DNA TECHNICAL LEADER THAT MEETS THE FOLLOWING:

Holds a minimum of a master’s degree in one of the following areas: Biology, chemistry or a forensic science related area or equivalent. Successfully completed undergraduate or graduate coursework covering the following subject areas: biochemistry, genetics, molecular biology, and coursework or training in statistics and population genetics, as it applies to forensic DNA analysis.

Has performed human nuclear STR DNA analysis on biological material on a minimum of 150 cases since April 1, 2010.
For each case examination, a forensic laboratory report must have been delivered. 
The casework completed must have included human nuclear STR DNA analysis on any of the following biological material: blood, semen, saliva, hair and contact DNA.

No more than 25% can be for the re-sampling of exhibits previously tested for the presence of biological materials.
No more than 25% can be paternity/parentage tests.

Has provided expert witness testimony as a forensic DNA analyst in criminal proceedings for a minimum of 2 different cases.
 

- ONE (1) FORENSIC SEARCH TECHNICAL LEADER THAT MEET THE FOLLOWING:

Holds a minimum of a four (4) year bachelor degree in one of the following areas: biology, chemistry or a forensic science related area or equivalent. Has performed human forensic recovery and identification of biological materials on a minimum of one hundred and fifty (150) cases since April 1, 2010. For each case examination a forensic laboratory report must have been delivered. 

The casework completed must have included: the identification of biological materials from the following type of biological material: blood, semen, saliva, and contact DNA; and the recovery of hair and the identification of hair suitability for muclear STR DNA analysis.

 No more than 25% of the cases can be for the re-sampling of exhibits previously tested for the presence of biological materials.
No more than 25% of the cases can be for the preparation of samples for paternity/parentage tests.

Has provided expert witness testimony as a forensic search analyst (reporting scientist) in criminal proceedings for a minimum of 2 different cases.

- TWO (2) SENIOR DNA ANALYSTS (REPORTING SCIENTISTS) THAT MEET THE FOLLOWING:

Holds a minimum of a four (4) year bachelor’s degree in one of the following areas: biology, chemistry or a forensic science related area or equivalent. The degree must include courses in all of the following subject areas: biochemistry, genetics, molecular biology, and course work and or/training in statistics and population genetics, as it applies to forensic DNA analysis.

Has performed human nuclear STR DNA analysis on biological material on a minimum of one hundred and fifty (150) cases since April 1, 2010. For each case examination a forensic laboratory report must have been delivered. The casework completed must have included human nuclear STR DNA analysis on each of the following: blood, semen, saliva, hair, and contact DNA.

  No more than 25% can be for the re-sampling of exhibits previously tested for the presence of biological materials.
  No more than 25% can be paternity/parentage tests.

Has provided expert witness testimony as a DNA analyst (reporting scientist) in criminal proceedings for a minimum of 2 different cases.
 
TWO (2) SENIOR FORENSIC SEARCH ANALYSTS (REPORTING SCIENTISTS) THAT MEET THE FOLLOWING:

Holds a minimum of a four (4) year bachelor’s degree in one of the following areas: biology, chemistry or a forensic science related area or equivalent.   

Has performed human forensic recovery and identification of biological materials on a minimum of one-hundred (100) cases since April, 2010. For each case examination, a forensic laboratory report must have been delivered. 

The casework completed must have included the following biological material: blood, semen, saliva, hair, and contact DNA. 

No more than 25% can be for the re-sampling of exhibits previously tested for the presence of biological materials.
 No more than 25% can be for the preparation of paternity / parentage tests.

Has provided expert witness testimony as a forensic search analyst in criminal proceedings for a minimum of 2 different cases.

- ONE (1) SENIOR DNA TECHNOLOGIST THAT MEETS THE FOLLOWING:

Holds a minimum of a four (4) year bachelor’s degree in one of the following areas: biology, chemistry or a forensic science related area or equivalent. The degree must include course in all of the following subject areas: biochemistry, genetics, molecular biology, and coursework and or/training in statistics and population genetics, as it applies to forensic DNA analysis.

The casework completed must have included the extraction of DNA from evidentiary samples (blood, saliva, hair, contact DNA), including the isolation of DNA from semen stains using a differential extractions, DNA quantitation, DNA amplification of nuclear STR, and resolution of DNA profiles using capillary electrophoresis.

- ONE (1) QUALITY MANAGER THAT MEETS THE FOLLOWING:

 Holds a minimum of a three (3) year college diploma or university undergraduate degree in one of the following areas: biology, biochemistry, biochemical technology, medical laboratory or equivalent.

- ONE (1) MANAGER of the Laboratory System

The entire requirement is defined in the Statement of Work (SOW).  A copyof the SOW can be provided upon request. 
Section 6 of the Government Contract Regulations is being invoked in this procurement as only one person or firm is capable of performing the contract.

Annex 4.4 articles 506.12(a) and 506.12(b) of AIT are applicable on the basis of limited tendering due to compatibility with existing products, to recognize exclusive rights, such as exclusive licenses, copyright and patent rights, or to maintain specialized products that must be maintained by the manufacturer or its representative, and where there is an absence of competition for technical reasons and the goods or services can be supplied only by a particular supplier and no alternative or substitute exists, respectively.

Period of proposed contract

The contract period will be from contract award to two years later, with the option to extend the period of service by up to 3 additional periods of one year each.

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.