Loren Data's SAM Daily™

FBO DAILY ISSUE OF APRIL 03, 2011 FBO #3417
DOCUMENT

66 -- Matrix Tube Screw 2D S V-Bottom for MAVERIC Lab MVP Program - Justification and Approval (J&A)

Notice Date

4/1/2011
 

Notice Type

Justification and Approval (J&A)
 

NAICS

326199 — All Other Plastics Product Manufacturing
 

Contracting Office

Department of Veterans Affairs;VA Boston Healthcare System;Contracting Officer (90C);940 Belmont Street;Brockton MA 02301
 

ZIP Code

02301
 

Solicitation Number

VA24111RQ0381
 

Archive Date

4/8/2011
 

Point of Contact

Chris Humphrey
 

E-Mail Address

Contracting
 

Small Business Set-Aside

N/A
 

Award Number

VA523D10140
 

Award Date

3/25/2011
 

Description

DEPARTMENT OF VETERANS AFFAIRS Justification and Approval For Other Than Full and Open Competition 1.Contracting Activity: Department of Veterans Affairs, VISN 1, VAMC BHS, Boston, MA (MAVERIC/Research 151) 150 South Huntington Avenue Boston, MA 02130. The contracting activity is a request for Justification for Other Than Full and Open Competition. 2.Nature and/or Description of the Action Being Processed: This request is for the purchase of Matrix 2D 1.0 ml Barcoded Screw Top Storage Tubes. 3.Description of Supplies/Services Required to Meet the Agency's Needs: The requested product is a supply/item: 3471, MATRIX Technologies (ThermoScientific) 2D 1.0 ml Barcoded Screw Top Storage Tubes. This particular item is a specialized tube used to store laboratory samples, most notably in the vapor phase of liquid nitrogen. The cost for this item is expected to be $295.50 per case if ordering more than 50 cases or more per quote number #817833. 4.Statutory Authority Permitting Other than Full and Open Competition: Reference 41 USC §253(g), as implemented by FAR 6.302, Paragraph 1; Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements per FAR 6.302-1. 5.Demonstration that the Contractor's Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): MATIRX Technologies is one of the world's leading manufacturers of cryovial storage rack systems. One of the most notable features of these storage tubes is the screw caps that allow storage temperatures down to the vapor phase liquid nitrogen. Each tube is leak tested to ensure it is a high quality product and that such extreme storage conditions will not impact the function of the tube. In addition to storage and extreme temperature constraints correct identification and tracking are also fundamental factors. The cryovials use a two dimensional bar-coding system where the 2D barcode is actually part of tube itself. The label is forged on the bottom which ultimately prevents the identifier from falling off the tube. This is extremely valuable in an environment where misidentification, improper labeling, or missing labels are simply not an option. Overall, the most important characteristic which makes the contractor and this product unique is the fact that our entire processing and storage systems are built upon the use of this exact tube. All our robotic equipment and their corresponding software are calibrated and programmed for this tube and rack. All our storage equipment (freezers, freezer racks, sample storage software) are set up to handle this specific tube. Changing to a different tube would have a significant negative impact on our laboratory as months and years of work and development have been invested into the storage and processing system. Research and Development is integral to the activities of the VA, as medical research is one of it's the three fundamental missions. VA Boston Healthcare has one of the largest and most active research programs in the VA nationwide. The Massachusetts Veterans Epidemiology Research and Information Center (MAVERIC) Core Laboratory processes and stores specimens for clinical trials run by the VA Cooperative Studies Program. The laboratory is getting ready for a large scale genomics project that will require processing of up to 1000 samples a day in addition to existing and ongoing processing for other Cooperative Studies Program projects. The requested product is necessary to guarantee accurate and sufficient identification and storage of samples, to provide study stake-holders and analysis labs with high quality samples, and to facilitate the processing of such a large volume of samples. Central Office is interested in ramping up the ability of the laboratory to process specimens under the constraints previously noted. We have already acquired, set up, and tested an automated system for processing blood samples which requires the currently requested cryovials. The reason these cryovials are used by the system is they are automation "friendly". Automation friendly implies that the tubes must be in standard SBS microplate format so they are aligned with the pipettor of the automated system. Additionally, the rack dimensions are specifically defined so the robot arms can move the racks as required. The robot manufacturer indicated the requested tubes were acceptable for use on the automated blood fractionation machine. On an operational level the storage schema of the laboratory is centered around the use of these exact storage vials. Each current piece of automated equipment is set up and calibrated for this specific consumable. More specifically, the robotic hardware has been calibrated for the exact dimensions of this tube and its corresponding storage rack. The controlling software has been calibrated to recognize and handle this exact tube and its corresponding storage rack. We purchased special automated equipment to cap and uncap these tubes which will currently not work with any other tube or tube format. Custom freezer racks were designed against the exact dimensions of this tube and the corresponding storage rack. Additionally, the freezer identification and inventory system is being set up to read, track, and retrieve this exact cryovial. A great deal of time, money, and effort has been dedicated to developing the current identification, tracking, processing, and storage processes around this specific storage vial. Changing tubes also means changing dimensions, formats, software, and hardware. A change of tube would mean reformatting and recalibration of every piece of hardware on every piece of equipment that touches this tube. A change in tube would require the reformatting and recalibration of every software program controlling each piece of automated equipment. Changing the tube at this stage is not cost effective or logistically sound. Substitution of a different tube will ultimately render our current processes and procedures useless. 6.Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: In the months preceding the first procurement MATRIX, MICRONIC, and NUNC were identified as potential vendors for this product. Each company was contacted to request quotes for their particular product line. MATRIX and MICRONIC responded with price quotes. At past scientific meetings representatives from NUNC indicated the possibility of introducing a lock that holds their tubes in each rack. The NUNC tubes with locked plates would cause the laboratory more grief than gain. From an operational perspective using locked plates of NUNC tubes would require another instrument to remove the tubes, requiring more time and money. When requesting a quote from NUNC we asked that the lock be removed in order to maintain the most optimal state of sample security. Following this exchange NUNC did not submit a quote. 7.Determination by the Contracting Officer that the Anticipated Cost to the Government will be Fair and Reasonable: The anticipated dollar value of the proposed acquisition is $59,600.00. The Contracting Officer determines that the anticipated price will be fair and reasonable based on the fact that the MAVERIC lab has been equipped with automated robotics that have been configured and calibrated specifically for the Matrix 2D Barcoded Screw Top Storage Tubes & Caps. Not using a tube with the same specifications and dimensions would cost the government a significant amount of time, man-power and money. The entire process and system would have to be reconfigured based on a change in the tube screws. 8.Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: Market research was immediately focused on, but also limited to, manufacturers whose products would work on cutting edge automated liquid handling robots. More specifically, we were constrained by the fact the tubes have to work on the blood processing machine we have already purchased and the inventory and tracking system that is currently developed. Given our constraints all acceptable and available vendors were contacted. The largest, most experienced supplier is MATRIX Technologies, an acquired division of ThermoFisher Scientific. MATRIX has been a preferred vendor with a proven track record for previous cryovial orders. Additionally, changing tubes also means changing dimensions, formats, software, and hardware. A change of tube would mean reformatting and recalibration of every piece of hardware on every piece of equipment that touches this tube. A change in tube would require the reformatting and recalibration of every software program controlling each piece of automated equipment. Changing the tube at this stage is not cost effective or logistically sound. Substitution of a different tube will ultimately render our current processes and procedures useless. MATRIX, MICRONIC, and NUNC were identified as potential vendors for this product. Each company was contacted to request quotes for their particular product line. MATRIX and MICRONIC responded with price quotes, NUNC did not. Changing tubes also means changing dimensions, formats, software, and hardware. A change of tube would mean reformatting and recalibration of every piece of hardware on every piece of equipment that touches this tube. A change in tube would require the reformatting and recalibration of every software program controlling each piece of automated equipment. Changing the tube at this stage is not cost effective or logistically sound. Substitution of a different tube will ultimately render our current processes and procedures useless. 9.Any Other Facts Supporting the Use of Other than Full and Open Competition: In addition to the technical descriptions and justifications noted above, it is important to recognize these cryovials are involved in a very large scale and very high profile genomics study known as the Million Veteran Program (MVP). MVP is one of the transformative initiatives passed down by Secretary Shinseki for the VA to fulfill. Any impediments incurred while working on this project may result in profound repercussions for our service. 10.Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: MATRIX, MICRONIC, and NUNC were identified as potential vendors for this product. MATRIX and MICRONIC responded with price quotes. 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: Not applicable; MATRIX Technologies is the company we need to supply the aforementioned tubes given the reasons and descriptions cited above.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/BoVAMC/VAMCCO80220/VA24111RQ0381/listing.html)
 

Document(s)

Justification and Approval (J&A)
 

File Name: VA-241-11-RQ-0381 VA-241-11-RQ-0381_3.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=187868&FileName=VA-241-11-RQ-0381-001.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=187868&FileName=VA-241-11-RQ-0381-001.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN02415010-W 20110403/110401234406-96f2cbd7f0e03f15384d55f59257c1b6 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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