NYULMC Freezer Storage RFP

Request for Proposal

October 12, 2015

Presented by:

Strategic Sourcing

Supply Chain Management

Objective

NYU School of Medicine (NYU SoM) is requesting proposals that will allow it to determine suitable partners to enter into an agreement for offsite freezer storage access for researchers within the School of Medicine. This process being evaluated is fully inclusive from items picked up at NYU SOM facilities, delivery and appropriate validation at offsite storage facilities, storage and inventory management, and delivery back to NYU SoM facilities as needed. The contracted Supplier will be expected to provide both a) comprehensive services solutions (details for which are provided on page 6) and b) competitive pricing structures, as related to individual Scope of Work (SOW) offered. It is important to note that this evaluation is for a long term partnership, and all responses should reflect as such with growth considerations included.

RFP Overview

Introduction

NYU SoM invites you (the SUPPLIER) to submit a proposal in accordance with the requirements, terms, and conditions in this Request for Proposal (RFP) to provide offsite freezer storage for research laboratories. This RFP process is your opportunity to demonstrate your strong commitment to partnering with the NYULMC and ensure high quality customer support services with competitive pricing. NYU SoM is searching for a supplier to be in an active partnership of offsite freezer storage, with requests of item retrieval may vary from daily to once every couple months, depending on the items being stored. Since this is a new initiative, the original footprint will be a sample size to test the policy, with the expectation of this to significantly grow based on the success of the program.

This RFP solicits a detailed offering that includes line item pricing, a detailed response regarding your service capabilities, and any other initiatives you feel are vital in the evaluation of your offerings. We encourage you to submit a proposal that is aggressively priced which will exceed our expectations.

Background Information

NYU SoM is one of the premier academic medical institutions in the country.For more than 155 years, NYU has been a leader in patient care, physician education, and scientific research. The NYU SoM requires high quality services that can exceed our expectations when it comes to offsite freezer storage in a reliable, safe, and secure manner. In an effort to establish the best practice for this service, we are seeking your professional perspective to establish an efficient system for freezer storage while we build our relationship.

Milestone Calendar:

Milestones / Date / Time
RFP Release Date / October 12, 2015 / 5:00 PM EST
Questions Due / October 16, 2015 / 12:00 PM EST
Answers to Vendors Due / October 21, 2015 / 5:00 PM EST
Proposal Due / October 26, 2015 / 5:00 PM EST

Information is due on October 26, 2015 BY 5:00pm EST.

Inquiries regarding information are to be directed to: Monica Lavega at and Anand Bhatia at

Bidder’s Note: All questions regarding interpretation or specifications must be submitted in writing to and only. Under no circumstances shall vendors contact any employee of NYU SoM. Any dialogue initiated by the bidder not addressed to contacts above may result in an immediate disqualification. Discussions on other business matters and not related to this RFP are permitted.

Suppliers will submit their entire RFP response and all completed forms electronically via e-mail to NYU SoM with necessary information and responses provided in the appropriate places therein. The required electronic applications formats are Microsoft Word and Microsoft Excel. Any supporting graphic or presentation-based slides may be submitted in a separate file.

All inquiry requests must be submitted via email by October 16, 2015 BY 5:00pm EST.

Proposals will be accepted up to the “due date” listed above, and no proposals may be withdrawn after the required date and time for submission. Information that arrives after the requested due date will not be taken into consideration. It is the responsibility of the Vendor to ensure that the information is submitted by the required time. If the hospital determines that there is a discrepancy in or omission from this RFP prior to or after the opening of proposals, an addendum will be issued to all Suppliers that have submitted proposals.

Information Review:

Evaluation Criteria

NYU SoM will evaluate information based on the criteria listed below, on a rating scale of 1-5 in comparison to competitive proposals received. The maximum possible score for each criterion is shown below.

Criteria / Maximum Score
Pricing of Offsite Freezer Storage / 5
Inventory Management Capabilities and Remote Access / 5
Quality of Shipping / Receiving / Validation Services / 5
Accessibility to Storage Location / 5
Service Level Guarantee and Turn Around Time / 5
Growth Incentives and Initiatives / 5
Quality and Application of Additional Service Offerings / 5

Proposal Selection

Following a complete evaluation of all proposals submitted, NYU SoM shall begin negotiations with the selected Supplier. Any business relationship or services engagement awarded is contingent upon NYU SoM and the Supplier reaching mutually agreeable terms. Other Suppliers that have submitted proposals will be notified when negotiations have been completed. It is the intention of NYU SoM to enter into a Statement of Work with one (1) Supplier, by which any and all of the project scope (if awarded in NYU SoM’s sole discretion) will be governed.

NYULMC reserves the right to:

Waive any irregularities or informalities in proposals;

A) Accept or reject any and all proposals or portions thereof in NYU SoM’s sole discretion;

B) Amend the current RFP or if necessary issue a new RFP

C) Take other action as deemed appropriate.

Project Award Structure

Due to the size and complexity of the entire offsite storage program, NYU SoM intends to award this project to one (1) Supplier. The responses provided herein will allow NYU SoM to make the most informed decision from both a Cost Efficiency and Quality Services perspective. However, if deemed in the best interest of NYU SoM, the right to enter into an agreement with multiple suppliers is reserved.

Scope of Work

The following provides a framework for the range of comprehensive service solutions that NYU SoM expects the Supplier to provide in the execution of the services:

· Shipping/Pickup Services offered to deliver items from NYU facilities to supplier storage sites
· Validation / Accessioning services offered upon receipt of items to storage sites
· Storage of items in dedicated, secure, reliable freezer storage space with disaster prevention capabilities (onsite generators, etc).
· Inventory Management/Tracking Software and Capabilities, including off site access
· Shipping/Delivery Services offered to deliver items to NYU facilities
· Location of facilities – NYU SoM has a strong preference for facilities within driving distance of NYU SoM facilities
· Items will not be in a centralized location – requests will be come from research labs in several different locations
· The initial footprint will be up to XXX freezers. Within the first year, this may reach XXX freezers in storage. Within five years, this may reach up to XXX freezers in storage. These growth numbers are to give direction for pricing and service incentives and initiatives responses, not to be deemed as a guaranteed hit rate. These numbers will be dependent on the success of the partnership, as well as NYU growth and turnover of material required to be stored

Pricing

Please include applicable rates in the embedded document below. As mentioned above, there is long term expectation of this partnership. As such, please indicate any and all growth incentives for pricing:

Initial Footprint Pricing:

Supplier Owned / NYU SoM Owned
Temp / Upright / Chest / Upright / Chest
-140° C
-80° C
-45° C
-20° C
4° C
Ambient
VLN2 (-170° C)

Growth Incentive Pricing:

Supplier Owned / NYU SoM Owned
Temp / Upright / Chest / Upright / Chest
-140° C
-80° C
-45° C
-20° C
4° C
Ambient
VLN2 (-170° C)

Please elaborate the requirements in order to achieve grown incentive pricing in table above:

Are there any other costs that should be accounted for that are not in previous tables? If so, please elaborate and identify any and all costs:

Project Specific Inquires

Shipping Services:
Please describe the end-to-end processes for having items both (1) picked up from the NYU SoM laboratories and delivery/storage to your offsite storage site and (2) picked up from the offsite storage location and delivered to NYU SoM labs. Include any and all roles and responsibilities, turnaround time of requests, advance notice needed (if applicable) service hours, and any other factors you deem vital to evaluating your shipping services. All costs should be accounted for in previous section, labeled “Pricing”

Evaluation / Accessioning:
Please provide processes of how items received at freezer site will be evaluated and entered into an inventory management tool.

Inventory Management Software:

Describe inventory management software used, identifying the software, reliability and functionality of software, and how NYU SoM users may have access to this software. If software is able to be integrated into XXXXX, please include.

Offsite Freezer Location:

Please list any and all offsite freezer locations to be used for NYU SoM material. Please list in order of highest likelihood that the site will contain NYU SoM material should a contract be signed. Preference will be given to offsite storage within driving distance of NYU SoM facilities.

Disaster Prevention:

Describe all disaster prevention capabilities and services to ensure, should disaster strike, NYU SoM items will not be harmed (in case of loss of power, flooding, etc).

Additional Initiatives and/or Services:

If there are any additional services, software, capabilities, initiatives or proposed solutions that you feel would be of benefit for NYU SoM to consider when evaluating your proposed solution(s), please include.

External References:

Please provide three references to attest to your qualification and availability to provide document shredding services to the NYU SoM. Internal references are encouraged to be included.

Supplier Representative:

Describe the supplier representative’s qualifications and availability to the NYULMC.

General Inquiries

Value-Added and Growth Programs:

Provide detailed information on any value-added and growth programs and services that would identify savings opportunities in labor, supplies, transportation, storage, and services to NYU SoM.

Strategic Partnerships:

Please describe how a strategic partnership with your company will be beneficial to the NYU SoM.

Communication:

NYU SoM requests communication reports that are used to determine both quality and efficiency of a supplier Please briefly describe your ability to provide excellent communication and expected turnaround time of responses.

Additional Information:

Please provide any other additional information that the NYULMC should know about you.

10/12/2015 NYULMC Freezer Storage RFP