Contract notice
Section I: Contracting
authority
I.1) Name and addresses
UK Biobank Ltd
1-2 Spectrum Way, Adswood
Stockport
SK3 0SA
UK
Telephone: +44 1614755386
E-mail: tenders@ukbiobank.ac.uk
NUTS: UKD3
Internet address(es)
Main address: http://www.ukbiobank.ac.uk
Address of the buyer profile: https://www.mytenders.co.uk/search/Search_AuthProfile.aspx?ID=AA25607
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
www.mytenders.co.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
www.mytenders.co.uk
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Health
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Automated Large-Scale Ultra-Low Temperature Biological Sample Archive
Reference number: UKBB0017
II.1.2) Main CPV code
39711124
II.1.3) Type of contract
Supplies
II.1.4) Short description
UK Biobank (UKB) is a registered UK charity and is a large-scale biomedical database and research resource containing genetic, lifestyle and health information from half a million UK participants. UKB is responsible for the safe preservation, and scientific exploitation, of a priceless collection of 17 million biological samples. Around 11 million are stored at -80 °C and accessible for approved use by academic and industry researchers. Samples include plasma, serum, buffy coat, extracted DNA, urine and saliva. UKB’s next phase of development will be characterised by increasing demand for biological samples, and a number of new, large-scale, sample collections. This Contract Notice relates to the provision of a new automated large-scale ultra-low temperature biological sample archive (the Archive) with sufficient capacity to accommodate 20 million samples (with expansion to 30 million samples if required by UKB during the contract) and associated support services.
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
45213210
42513100
42997300
51430000
72250000
II.2.3) Place of performance
NUTS code:
UKD33
II.2.4) Description of the procurement
UKB is seeking a supplier that can provide a new Archive (taking responsibility for design, manufacture, installation, testing, commissioning and training), the provision of related IT systems, maintenance and other support services.
The Archive will be installed on the ground floor of a new UKB facility in the City of Manchester, UK (the ‘Facility’). Main construction will start in early 2024, and UKB and the Archive supplier will have early access to the ground floor for installation of the Archive in April 2025. Facility practical completion is planned by early 2026. The Archive will need to satisfy Factory and Site Acceptance Tests, including Installation Qualification, Operational Qualification and Performance Qualification (as set out in the contract provided as part of the procurement documents). The Supplier will take responsibility for the successful integration of the Archive to the Facility. The Archive may consist of one or more separate modules, and such modules may be delivered in phases. Following satisfaction of Operational Qualification, UKB will load 11 million samples from its existing facility and be responsible for the operation of the Archive.
Funding to support purchase of the Archive and development of the Facility has been budgeted by UKRI, and announced by both UKRI, and HM Treasury. Release of funding will be subject to approval of a full business case by HM Treasury, expected in December 2023.
The Archive must have sufficient capacity to accommodate 20 million samples (with expansion to 30 million samples if required by UKB during the contract) and design requirements will include spatial efficiency, fit with the Facility design, sample storage temperatures and environmental efficiency. The Archive must be electrically cooled to preserve samples at ultra-low temperature and ultra-dry humidity (minus 80 degrees C) with dual redundancy, with backup cooling provided by a supply of liquid nitrogen. The Archive must use 96-position SBS-format racks, be compatible with UKB’s current and future labware and have resilient robotic automation for picking and returning samples and sufficient throughput to meet UKB’s sample processing requirements (retrievals of up to 500,000+ samples combined with smaller requests, daily loading of new samples, return of retrieved samples after laboratory processing and consolidation (defragmentation) of empty spaces). The Archive will need to be capable of handling biological samples that have a thin layer of frosting or more significant icing that may obscure barcodes, and raised septum seal bungs.
The IT system (all hardware, software and management components required to support the operation and management of the Archive) must be provided by the supplier. The system requirements include the ability to maintain an accurate inventory of labware (and therefore samples) stored at all times; functionality for operation and management of the Archive by UKB laboratory and facilities staff; be highly configurable by UKB (e.g. role-based access to data and functionality; logging; and alerts); and support integration with UKB’s laboratory information and other systems programmatically through, for example, secure API based services.
The supplier will be required to provide ongoing support services including on-site engineering support personnel to respond to Archive errors, faults and failures; supply of spares to ensure the Archive remains operational and meets UKB’s requirements, some of which must be stored on-site at UKB’s premises; remote monitoring of the Archive by the supplier to support timely notification to UKB of errors or failures; maintenance and support of the IT system including application of hardware and software patches and updates and preventative maintenance; and initial and ongoing training of UKB personnel.
Further details are set out in the Specification provided as part of the procurement documents.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6) Estimated value
Value excluding VAT:
30 000 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 180
This contract is subject to renewal: Yes
Description of renewals:
Following design, manufacture, installation and testing of the Archive, the supplier will be required to provide support services for an initial period of 5 years, to commence on satisfaction of Operational Qualification (as defined in the contract) and may be extended (on one or more occasions (each period being at least 12 months in duration) as determined by UKB) for up to a further 10 years.
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
UK Biobank intends to hold a virtual information session for all potential bidders. This session will be on Wednesday 20th Sept 2023, with the time and final details to be confirmed. A video of the session will be made available after the session. If you would like to attend please send the e-mail addresses of delegates to tenders@ukbiobank.ac.uk by Noon (UK time) on Tuesday 19th Sept 2023.
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
III.2) Conditions related to the contract
III.2.2) Contract performance conditions
The contract may (at UKB’s discretion) be entered into on a conditional basis where, at the time of contract award, approval of the Full Business Case by HM Treasury is still outstanding. UKB may also decide to proceed to contract award (at its discretion) with the inclusion of appropriate adjustments and/or conditions to reflect the likely programme to practical completion of the Facility at the time of award. Prices should be held firm for a period of six months from tender submission. In the unlikely event that the contract is not executed, or the contract is executed but the conditions are not satisfied within six months of the submission of the tender, for example as a consequence of a delay to the final approval of the UKB Full Business Case, the total submitted price will be adjusted by inflation from the date six months from tender submission in line with the contract.
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2022/S 000-026421
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
16/10/2023
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)
IV.2.7) Conditions for opening of tenders
Date:
16/10/2023
Local time: 12:00
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.2) Information about electronic workflows
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
UKB reserves the right to discontinue or delay the procurement process and may decide not to award a contract as a result of this call for competition. UKB shall not be liable for any costs or expenses incurred by any organisation in considering and/or responding to the procurement process. Tenders and supporting documents must be priced in pounds sterling and all payments made under the contract will be in pounds sterling, unless otherwise advised.
The estimated contract value for the purchase of the Archive and associated IT system and the provision of support services for an initial period of 5 years may be in the range of 15,000,000 – 20,000,000 GBP. The contract will include an optional deliverable whereby UKB can elect to increase the sample storage capacity of the Archive by a further 10 million samples. If the contract for support services is extended for the maximum fifteen (15) year period and if the option for additional storage capacity is exercised by UKB, the overall value of the contract may be in the region of 25,000,000 – 30,000,000 GBP. However, given the bespoke nature of this opportunity and UKB may not exercise its right to extend (on one or more occasions) and/or may not exercise the option to increase the storage capacity, it is difficult for UKB to predict the likely estimated overall value of the contract which may therefore be lower or higher than the range stated.
UKB will incorporate a standstill period at the point the decision in relation to the award of the contracts is notified to bidders. The standstill period, which will be a minimum of ten (10) calendar days, provides time for unsuccessful bidders to lodge an appeal in regards to the award decisions, before the contracts are entered into.
Tenderers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems
NOTE: To register your interest in this notice and obtain any additional information please visit the myTenders Web Site at https://www.mytenders.co.uk/Search
NOTE: To register your interest in this notice and obtain any additional information please visit the myTenders Web Site at https://www.mytenders.co.uk/Search/Search_Switch.aspx?ID=230091.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.mytenders.co.uk/sitehelp/help_guides.aspx.
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
(MT Ref:230091)
VI.4) Procedures for review
VI.4.1) Review body
The High Court
Royal Courts of Justice, The Strand
London
WC2A 2LL
UK
Telephone: +44 3450103503
E-mail: publicprocurementreview@cabinetoffice.gov.uk
Internet address(es)
URL: https://www.gov.uk/government/publications/public-procurement-review-service-scope-and-remit
VI.5) Date of dispatch of this notice
14/09/2023