TITLE – SCIENTIFIC FREEZER

2026-11-03

ScientificAutomated - 80 ° C Ultra - Low Temperature ( ULT ) Freezer SystemSources Sought Notice # PCA - NHLBI - 03869Contracting Office AddressDepartment of Health and Human Services , National Institutes of Health , Office of Acquisitions , OA Office of the Director , OD 6701 Rockledge Drive , Room 537 - S , Bethesda , MD , 20892 . IntroductionThis is a notice issued on behalf of the National Institutes of Health ( NIH ), Office of Acquisitions , OA Office of the Director , OD , DHHS , UNITED STATES . This is aSmall Business Sources Sought notice . This isNOTa solicitation for proposals , proposal abstracts , or quotations . The purpose of this Sources Sought is to seek the availability and capability of small business concerns , including 8 ( a ) small business and / or small qualified small business concerns [ including Small Disadvantaged Businesses ( SDB ), Woman - owned Small Businesses ( WOSB ), Historically Underutilized Business Zone ( HUBZone ) Small Businesses , Veteran - Owned Small Businesses ( VOSB ) and Service - Disabled Veteran - owned Small Businesses ( SDVOSB ] that are interested in and capable of performing the work described in the statement of work . Your responses to the information requested will assist the Government in determining the appropriate acquisition method , including whether a set - aside is possible . BackgroundThe National Institutes of Health , Office of Acquisitions , OA , Office of the Director , OD is seeking small businesses with the ability to provide an Automated - 80 ° C Ultra - Low Temperature ( ULT ) Freezer System for National Institutes of Health ( NIH ), National Heart , Lung and Blood Institute ( NHLBI ). STATEMENT OF NEED : Establishing a new laboratory facility for the NHLBI Biospecimen Core that includes a state - of - the - art automated - 80 ° C biospecimen freezer is a strategic step to strengthen biospecimen stewardship and increase the value of these resources across the DIR scientific ecosystem . The upgraded space will expand the Core ’ s capacity to deliver high - quality biospecimen handling , processing , banking , storage , and distribution in support of all NHLBI Division of Intramural Research ( DIR ) programs . A primary objective is to centralize biospecimen processing and storage to streamline workflows and reduce duplication across DIR laboratories . The Core currently supports about 60 labs conducting 150 clinical trials and manages roughly 35 , 000 biospecimens linked to 7 , 700 participant visits each year . It also provides continuous oversight of more than 300 manual freezers and 200 temperature probes across the Bethesda campus , along with backup storage when needed . Automated - 80 ° C ultra - low temperature ( ULT ) freezers offer secure , high - capacity , technology - enabled storage and retrieval . By maintaining a stable - 80 ° C environment for long - term preservation of materials such as blood products ( including serum and plasma ), cells , DNA , RNA , other bodily fluids ( such as urine ), and tissues ( including bone marrow ), these systems protect sample integrity . Robotic handling reduces manual touches and minimizes sample exposure during retrieval , while high - density storage helps conserve laboratory space . Integration with sample tracking and inventory software further improves traceability and inventory control . A return on investment ( ROI ) analysis indicates that , while the automated freezer requires a substantial initial capital investment , annual operating costs are significantly lower compared with a manual freezer farm — delivering approximately $ 1 million in savings by Year 2 , with savings increasing thereafter . The investment is recovered in just under five years , driven largely by reductions in labor ( 88 %), energy ( 67 %), and floor space ( 66 %). Transferring legacy collections into the automated unit will allow the DIR to phase out many manual freezers and enhance the long - term sustainability of biospecimen storage . Key benefits of integrating an automated biospecimen freezer into the new facility include : Operational efficiency and quality control : Centralized management enables standardized workflows and consistent quality oversight for research - ready samples . Modernized storage and faster retrieval : Barcoded tube storage with automated retrieval and continuous monitoring improves specimen integrity and accelerates access compared with manual searches . Improved data systems and accessibility : Integration with laboratory information management systems enhances location tracking , data management , and research workflows . Resource optimization : Consolidation reduces redundancy and strengthens inventory management , improving use of space , funds , and personnel . Regulatory and ethical compliance : The facility supports adherence to applicable requirements and ethical standards , including NIH Human Biospecimen Program expectations ( 3008 ). Collaboration and sharing : Centralized resources broaden access to diverse collections , supporting cross - lab collaboration within the scientific ecosystem . Scalability and future readiness : The facility can more readily adopt new technologies and scale to meet growing research demand . Overall , establishing this facility with an automated - 80 ° C freezer is a forward - looking investment that enhances biospecimen integrity , operational performance , and sustainability while strengthening the DIR scientific ecosystem and enabling high - impact biomedical research . Product Specifications / Features / Salient CharacteristicsThe vendor shall furnish , install , test , and provide training for an automated - 80 ° C ULT freezer system that meets or exceeds the following minimum functional requirements . Environmental Performance ( Storage and Cold Chain ) Storage temperature performance ( minimum ): Maintain storage bank air temperature at - 80 ° C ± 3 ° C . Enhanced temperature performance : The system design shall support : Temperature stability : ± 1 . 5 ° C from set temperature within the storage bank . Temperature homogeneity : < 3 ° C across the storage compartment . Cold chain protection for Input / Output ( I / O ) and exceptions : Provide aninternal - 80 ° C buffer capabilityto stabilize samples during input , output , and exception handling ( e . g ., barcode read errors ), preserving cold chain until resolution . Input / Output ( I / O ) temperature : I / O area temperature shall be - 20 ° C or lowerwith minimal time in the I / O area ; samples must bequeued at - 80 ° C for all scenarios , including instrument operational errors . Humidity / frost prevention : Provideactive humidity controldesigned to prevent frost accumulation that can impair barcode reading and mechanical reliability ; includefrost removal capabilities . Capacity , Labware Support , and HandlingUsable storage capacity : Provide usable capacity to store ≥ 3 . 5 million FluidX 1 . 0 mL 2D - barcoded screw - cap tubes ( 9 mm diameter ). Supported labware formats ( SBS and legacy ): Support automated storage and retrieval of2D barcoded vials / tubes in SBS format , including ( but not limited to ) internally and externally threaded 2D barcoded vials / tubes in nominal sizes0 . 5 mL , 1 . 0 mL , 1 . 5 mL , and 1 . 9 mL . Legacy and diverse workflow support : Must also support scanning ofside - labeled barcodes ( in addition to bottom - coded formats ) and securely store / individually pick : 1 . 8 mL Sarstedt tubes2 . 0 mL cryogenic vialsPAXgene RNA tubesAccommodate standardcryoboxes with a 5 - inch square footprintAutomated identification and validation : Provide automated imaging / identification functions at minimum for : Readingtray barcodes , rack barcodes , 2D codes on tube bases , and 1D / 2D codes on tube sidesMeasuringcontainer heightfor storage validationDetectingpresence / absenceof containersPicking throughput : Sample picking rate / speed shall be optimized for highest practical rate and support automated picking betweenSBS and other density formats . Resilience , Refrigeration , Monitoring , and AlarmsDual - redundant refrigeration : Providetwo independent refrigeration circuits per - 80 ° C storage bank , each capable of maintaining required temperature conditions . Emergency backup cooling : Provideliquid nitrogen ( LN2 ) backup refrigerationcapability for emergency backup when mechanical refrigeration is unavailable . Independent environmental controls : Provide anenvironmental control systemthat operates separately from automation or control software to ensure resilient monitoring and regulation of environmental conditions . This way , environmental monitoring and regulation will continue uninterrupted even if the automation or software systems experience downtime . Alarm / notification and integration : Provide alarm / notification capability and support external alarm integration ( i . e ., REES Scientific Alarm Monitoring hardware ). Software , Security , Integration , and Data IntegrityUser interface and API : Provide control software with aweb - based UIandRESTful APIfor order submission / status and inventory query workflows . Hosting : Providecloud or cluster serverhosting that is internet - accessible , consistent with NIH security requirements and implementation constraints . Inventory / LIMS capability : Include onboard inventory management ( LIMS - like functionality ) enabling full inventory tracking and equipment operation . Third - party integration deliverables : Provide third - party integration capabilities ( e . g ., independent LIMS ), includingAPI code and use documentation . Authentication : Support enterprise authentication integration ( e . g ., Active Directory / LDAP ) or equivalent secure authentication method . Audit trails and logging : Provide comprehensive audit trail / event logging foruser actions , orders , inventory changes , and system / environment eventswith exportable records . Regulatory readiness : System must be designed to support21 CFR Part 11compliance . Order management : Must support : ( 1 ) submitting orders even if all vials are not present in the physical unit at the time , ( 2 ) reprioritizing submitted orders , ( 3 ) partial fill and queue , and ( 4 ) order and inventory audits . Consolidation / defragmentation : Must support automated consolidation / defragmentation during system downtime to optimize storage space and group like specimens together based on predetermined and occasionally updated sample metadata . Software updates : Minimize workflow interruptions ; provide UAT for updates , plus release notes and an anticipated function impact summary . Physical / Facility ConstraintsThe entire freezer system — including all required service clearances , access panels , and ancillary equipment — must fit within a designated footprint of52 feet by 15 feet . Total system height , including any overhead infrastructure or ventilation requirements , must not exceed a12 - foot ceiling height . Installation , Testing , Training , and AcceptanceInstallation : Provide on - site installation . Site Acceptance Testing ( SAT ): Provide on - site SAT with clear pass / fail criteria including , at minimum : Environmental performance (- 80 ° C control ; I / O cold chain ; humidity / frost controls ) Redundancy / failover performance ( dual refrigeration ; LN2 backup capability ) Barcode read performance ( bottom and side codes ; trays / racks ) Pick / place accuracy and throughputInventory reconciliationIntegration deliverables including UAT for third - party / API workflowsTraining : Provide comprehensive on - site training to operatorsCapability StatementSmall business concerns that believe they possess the capabilities necessary to undertake this work should submit complete documentation of their capabilities to the Contracting Officer . The capability statement should include 1 ) Name and address of the vendor , 2 ) Size and type of business , 3 ) Point of contact with the name , title , phone , fax , and email , 4 ) UEI number . 5 ) the professional qualifications of experts , and technical personnel as it relates to the above outlined requirements , any other information considered relevant to this service . The capability statement must not exceed 7 pages . Interested small business organizations are required to identify their size standards in accordance with the Small Business Administration . The government requests that no proprietary or confidential business data be submitted in a response to this notice . However , responses that indicate the information therein is proprietary will be properly safeguarded for Government use only . Capability statements must include the name and telephone numbers of a point of contact having authority and knowledge to discuss responses with Government representatives . Capability statements in response to this market survey that do not provide sufficient information for evaluation will be considered non - responsive . When submitting this information , please reference the solicitation notice number . Point of Contact : Lynda Cole , Contract Specialist , Office of the Director , OD , Lynda . cole @ nih . gov . Department of Health and Human Services , National Institutes of Health , Office of Acquisition , Office of the Director , 6701 Rockledge Dr ., Rm 537 - S , Bethesda , MD 20892 , USASubmission Instructions : Interested parties shall submit capability statements via email to Lynda Cole atLynda . cole @ nih . gov . Due Friday , April 24 , 2026 @ 10 : 00 am EST . All responses must be received by the specified due date and time in order to be considered . This notice does not obligate the Government to award a contract or otherwise pay for the information provided in the response . No proprietary , classified , confidential , or sensitive information should be included in your response . The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate . Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization ’ s qualifications to provide the item . Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted . After review of the responses received , pre - solicitation and solicitation notices will be published in SAM . GOV . However , responses to this notice will not be considered adequate responses to a solicitation .

Maryland

2026-05-02