SOURCES SOUGHT
66 -- Automated Liquid/Liquid Extraction System - Sources Sought Notice
- Notice Date
- 7/30/2013
- Notice Type
- Sources Sought
- NAICS
- 334516
— Analytical Laboratory Instrument Manufacturing
- Contracting Office
- Department of Justice, Drug Enforcement Administration, Office of Acquisition Management, None, Washington, District of Columbia, 20537
- ZIP Code
- 20537
- Solicitation Number
- DJD-13-R-0058
- Archive Date
- 8/24/2013
- Point of Contact
- Thomas Mmbaga,
- E-Mail Address
-
thomas.d.mmbaga@usdoj.gov
(thomas.d.mmbaga@usdoj.gov)
- Small Business Set-Aside
- N/A
- Description
- Sources Sought Notice GENERAL INFORMATION Document Type: Sources Sought Notice Posted Date: July 30, 2013 Response Date: August 9, 2013 NAICS Code: 334516 (Analytical Laboratory Instrument Manufacturing) Size Standard: 500 Employees CONTRACTING OFFICE ADDRESS Department of Justice, Drug Enforcement Administration, Office of Acquisition & Relocation Management, 8701 Morrissette Drive, Springfield, VA 22152. DESCRIPTION THIS IS A SOURCES SOUGHT ANNOUNCEMENT ONLY. The purpose of this notice is to gather information on laboratory instrument manufacturers. The Drug Enforcement Administration (DEA) has a requirement for a state-of-the-art automated liquid/liquid extraction system to replace its twelve-year old system based on an established extraction methodology. The automated system will be free-standing, comprised of computer-controlled state-of-the-art technology, both hardware and software, extract, and analyze powdered and tar-like samples via four Gas Chromatographic Mass Spectrometer (GC/MS) instruments, with maximum sample throughput employing the existing extraction scheme, and include all the appropriate safety features. This notice is released for the purpose of identifying interested commercial sources in instrument manufacturing capable of building a custom system. REQUIREMENTS Sample Throughput 1. A minimum of 66 samples, standards and blanks (as described below in Sample and Standard Extraction and Run Scheme Objectives) per 24 hour period shall be prepared by robotic system and analyzed by GC/MS Automation Software This section defines the key objectives that the automation software controlling the system shall achieve. 1. The Automation Software a. Shall allow system control via a graphical user interface b. Shall run on Windows 7 operating system via attached workstation/laptop. c. Shall allow sample information to be entered via a comma delimited file, and/or individually through a spreadsheet style interface (sequence table). d. Shall allow samples to be appended to the automation software sequence (see 1.c above) without system or instrument interruption once the software system starts processing the sequence (i.e. the system has started processing samples) e. Shall be able to handle different sample types appropriately as it pertains to extraction and sequence table information a) Standard b) Refined c) Crude f. Shall be able to track sample tubes through the entire extraction and run scheme, detailed below, to ensure proper handling of tubes g. Shall be able to detect all GC/MS instrument and auto-sampler statuses at beginning of sequence start, and during sequenced run. If any GC/MS or auto-sampler is not operational, or becomes un-operational, shall dynamically schedule the GC/MS analysis of sequenced samples across the remaining operational GC/MS instrumentation h. Shall be able to communicate with four Thermo-Electron GC/MS Data Stations with installed Xcalibur software sufficiently to: a) Transfer and append only the sequence table information required to the appropriate GC/MS data station. Upon transfer of data, only the fields populated will be shown in the Xcalibur software. b) Detect status of GC/MS instrument c) Begin GC/MS method d) Save each individual GC/MS data station sequence table after automation s oftware sequence is complete Sample Extraction and Run Scheme This section outlines the extraction and run procedures that shall be followed for successful sample preparation. Sample preparation shall continue uninterrupted between step 1.a through 1.h.iv, and 1.h.v through 1.h.xiv. 1. Liquid/Liquid Extraction and run scheme for an individual sample a. A “sample tube” is a 15 mL capped disposable centrifuge tube with screw thread finish ( VWR Part # 73785-15, catalog # 2120-684 Mfg.: Kimble/Chase) b. Initial sample tube1 processing i. Two types of samples 1. Refined (20,30,45 mg/equivalents) 2. Crude (10 mg/ equivalents) ii. Uncap initial sample tube iii. Dispense 5.0 mL of Solution A2 or B3 to initial sample tube based on sample type 1. Refined: Solution B 2. Crude: Solution A iv. Cap initial sample tube c. Vortex initial sample tube for one (1) minute at 3200 ± 100 RPM d. Initial sample tube continued extraction i. Uncap initial sample tube ii. Dispense 4.0 mL of 2N sulfuric acid into initial sample tube iii. Cap initial sample tube e. Vortex initial sample tube for six (6) minutes at 3000 ± 100 RPM f. Transfer initial sample tube to centrifuge i. Centrifuge at 3000 RPM (1962 RCF) ii. Centrifuge for ten (10) minutes g. Initial sample tube continued extraction i. Uncap initial sample tube ii. Extract a minimum of 4.5 mL of internal standard solution (top layer) without extracting any of the lower aqueous layer from the initial sample tube (do not discard removed top layer) iii. Cap initial sample tube iv. Place initial sample tube in “holding” area for disposal manually h. Pick up a new sample tube4 i. Uncap new sample tube ii. Dispense 4.5 mL of solution removed in step g(ii) above into new sample tube iii. Transfer new sample tube to evaporator station iv. Evaporate new sample tube for ten (10) minutes at 85 centigrade in nitrogen atmosphere with a nitrogen flow of 1.5 mL/min during evaporation. (Can pause after this step if required, e.g. if instrument down and samples need to be re-sequenced across instruments, etc.) v. Transfer 250 microliters of silylating agent to new sample tube vi. Cap new sample tube vii. Vortex new sample tube for thirty (30) seconds at 3000 ± 100 RPM viii. Incubation of new sample tube 1. If sample type refined, incubate at room temperature for ten (10) minutes 2. If sample type crude, incubate at 85 degree centigrade for ten (10) minutes ix. If sample in new sample tube is crude 1. Uncap 2. Dispense two (2.0) mL of diluting solution5 3. Cap 4. Vortex for thirty (30) seconds at 3000 ± 100 RPM x. If sample in new sample tube refined 1. Vortex at one (1) minute at 3000 ± 100 RPM xi. After vortexing new sample tube 1. Uncap 2. Extract 250 microliters of sample 3. Cap 4. Dispose of sample tube 5. Get 2 mL wide top crimp GC vial6 ( Agilent Technologies Part # 5182-0543) 6. Dispense 250 microliters from xi (2) into GC vial containing a 250 microliter glass big mouth insert with glass flange (J. G. Finneran Item # 4025GF-631) xii. Transfer capped (Sun Sri: Seal, AL Crimp, 11mm, PTFE Disk, Silver, Cat # 502 070) GC vial to the GC/MS auto-sampler tray xiii. Transfer sample specific information to Thermo Xcalibur sequence table xiv. Start the run 1 Initial sample tube contains weighed out powdered or tar-like sample. 2 Solution A: 60/40 Ethyl Ether/Methylene Chloride Concentrated Internal Standard Solution 3 Solution B: 60/40 Ethyl Ether/Methylene Chloride Internal Standard Solution 4 New sample tube is an unused capped empty tube 5 9, 10 Dimethylanthracine in Ethyl Acetate 6 GC vial shall be capped at some point before being placed on the GC/MS instrument Standard Extraction and Run Scheme 1. The standard extraction and run scheme is performed in the same manner as the sample scheme, with the following exceptions a. Three types of standards i. Southwest Asian ii. Southeast Asian iii. Mexican b. Southwest Asian and Mexican standards are individually prepared as follows i. Classified as crude types of sample, and will be extracted accordingly (see sample extraction scheme) ii. After step 11.5 of the sample extraction scheme, 250 microliters of the standard will be placed into four separate vials with inserts iii. Each vial will be placed on a separate GC/MS iv. Transfer standard specific information to Xcaliber software c. Southeast Asian i. Limited supply of Southeast Asian Standard ii. Classified as refined type of sample, and will be extracted accordingly (see sample extraction scheme) iii. Final volume will only be 250 microliters, so vial of this same standard shall be analyzed on each of the four GC/MS instruments. iv. Transfer standard specific information to Xcaliber software System Performance Upon initial operation the system should process samples with little to no errors in relation to software processing and extraction processing. All tubes should be transferred and moved with little to no error and the software interfaces should transfer data as required. Furthermore, the laboratory automation software should optimize sample throughput, scheduling all extractions and instrument runs with as little downtime as possible. System Testing To confirm performance a methodology will be developed based on the implementation of the schemes above to confirm precise and accurate functioning of the entire system. This testing is comprised of, but not limited to, running at least 200 empty tubes through the system to ensure proper tube handling, and running 50 heroin samples from various geographical regions of the world through the system to ensure the extraction scheme is working properly and producing reproducible results. All system testing results will be ultimately logged in one computer generated text log file which time stamps and records the process steps in a “human readable format.” Human readable means the log file is reasonably structured and decipherable enough so that each step of the automation process can be confirmed as occurring correctly by a DEA technician, who has little to no understanding of the specific computer software, or programming language employed. System GC/MS Maintenance Structure containing GC/MS instrumentation and robotic system will be designed and installed to allow direct access to each individual instrument to conduct maintenance and repair from all sides of the instruments. Structure will be appropriate for the chemicals used, and include the appropriate safety features. Training and Support All training shall be provided no later than 2 weeks after the robotic system installation has been accepted and installed. 1. The contractor shall provide complete robotic arm preventative maintenance training for four personnel 2. The contractor shall provide training to understand the custom I/O interface between hardware components and any custom hardware/software signals between components. 3. The contractor shall provide training in the scheduling and system control software implemented in the system. Software configuration and troubleshooting training will be provided to three (3) individuals, and software scheduling training will be provided for up to a total of 13 individuals. 4. The contractor shall provide complete robot controller and off-line programming training for 3 personnel at the robot/software manufacturer training facility. (The contractor will only be responsible for the training class cost. The contractor is NOT responsible for the travel expenses.) 5. The contractor shall provide technical support for 1 year to include complete installation. 6. The contractor shall provide a one year mandatory warranty/maintenance on equipment and installation for one year from full implementation of the system. The Government also requests the contractor provide two optional periods of twelve (12) month system maintenance of the equipment and software maintenance (if applicable) to initiate upon the expiration of the warranty. 7. Response time to email/phone calls: 2 hours 8. Response time to be on-site at the Special Testing and Research Laboratory for service calls within warranty period: 24-48 hours 9. Shall provide full maintenance manuals for all equipment, user guides for hardware/software and all appropriate software licenses. PLACE OF PERFORMANCE The proposed system will be developed in the contractor’s place of business then shipped and installed at the Government’s facility. The Government will test the system at its facility to ensure it can perform as intended and require Government approval by the Contracting Officer’s Representative(s) (COR) before acceptance. RESPONSES In an effort to assist DEA meet our requirement, interested vendors are requested to provide the following information: 1. Description of the proposed equipment and software for this requirement. The description should include whether the vendor has experience with the specific equipment, whether the equipment is purchased or constructed, and any substitutions of components deemed appropriate. The following equipment and software aspects shall be covered: a. Description of previously constructed systems by vendor which included the material handling of test tubes on the order of 15.0 mL in size. If no previously constructed systems included this, provide the estimated current system specifications for handling at least 15.0 mL screw-capped centrifuge tubes (robotic arm, end effector(s), etc.). b. Description of previously constructed systems by vendor which incorporated the dispensing, removal, and transfer of aqueous, acid/base, and volatile organic liquids on the order of 0.25 mL to 5.0 mL. If no previously constructed systems included this, provide the estimated current system specifications required for the transfer of volatile organic solutions and acidic and basic solutions on the order of 0.25 mL to 5.0 mL. c. Description of previously constructed systems by vendor developed with software systems capable of communicating, controlling, and transferring data between third party software packages such as Thermo Xcalibur GC/MS operating software. d. Description of previously constructed systems by vendor developed with software systems capable of scheduling sample runs via third party systems, such as Thermo Xcalibur GC/MS software, include the error handling aspects related to sample run sequences. e. System specifications for 3000 RPM vortex mixer capable of vortexing the centrifuge tubes specified in the description and that would be incorporated within this system. f. System specification for 1962G centrifuge capable of accommodating the centrifuge tubes specified in the description and that would be incorporated within this system. 2. Provide Rough Order of Magnitude (ROM) pricing for the entire system, training, and warranty. 3. A brief summary of the company’s capabilities, personnel, and corporate experience to adequately provide the following aspects of the system: a. Relevant experience is defined as possessing the experience described in the Description section above. b. Interested organizations should also include information regarding current or previous work similar to this requirement and, if applicable, whether this work is/was provided for other government agencies (and if so, the names of the government agencies, points of contact, and contract numbers). 4. Company name; mailing address; physical address; point of contact; telephone number; fax number; e-mail address; DUNS number; NAICS codes; company business size (large, small, small disadvantaged, etc.); and GSA schedule number (if applicable). 5. Propose a delivery and completion schedule. Final delivery and acceptance shall take place no later than 6 months after award. 6. Any other pertinent information related to the requirement SUBMISSION Please submit all responses electronically to Contract Support Specialist Thomas Mmbaga at Thomas.D.Mmbaga@usdoj.gov by 12pm Eastern Time on Friday, August 9, 2013. Please note that the information provided in this Sources Sought notice is to be used for acquisition planning purposes to determine the available sources for the services described herein. This is NOT a notice of solicitation issuance, but rather, a request for information from industry that will allow the Government to identify interested sources capable of meeting its requirement. The information sought is for planning purposes only and shall not be construed as a request for proposal (RFP) or as an obligation or commitment on the part of the Government to acquire any product or service. There shall be no basis for claims against the Government as a result of information submitted in response to this notice. The Government does not intend to award a contract on the basis of this Sources Sought, or otherwise pay for any information submitted by respondents to this request. Interested parties are requested to submit a capability statement not more than ten (10) pages in length that demonstrates the respondent’s ability to meet the requirement as specified herein. Responses shall be submitted electronically (Microsoft Word for Office 2007 compatible format or PDF). All proprietary or corporate data received shall be clearly identified and shall be protected from release to sources outside the Government. Responses to the Sources Sought will not be returned. Questions concerning the composition and requirements for a future RFP, as well as those regarding the nature of the services to be performed under any future initiatives will not be answered, but will be taken under consideration. Sources responding to this notice should submit the minimum information necessary for the government to make a determination that the source is capable of satisfying the requirement. Acknowledgment of receipt of responses will not be made, nor will respondents be notified of the Government's evaluation of the information received. Failure to respond to this Sources Sought does not preclude participation in any future associated RFP that may be issued. It is the responsibility of all interested parties to monitor government sites for the release of any follow-on information to this notice. However, should such a requirement materialize, no basis for claims against the Government shall arise as a result of a response to this notice or the Government's use of such information as either part of an evaluation process or in developing specifications for any subsequent requirement.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/DOJ/DEA/OAM/DJD-13-R-0058/listing.html)
- Record
- SN03131880-W 20130801/130731000044-4afdddf08adf46f28c1fc71ff9bf1f3e (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |