KamTek, Inc. (KTI) Freezer Services

This notice announces the intent by the DHA Contracting Activity (DHACA) Fort Detrick, Maryland, 21702, to award a sole source Firm-Fixed-Price (FFP) Contract to KamTek, Inc. (KTI), under the statutory authority FAR 6.103-1(b), One responsible source. The contract is to provide 24-hour monitoring and storage of two (2) IHD-owned and one (1) rented upright, -80⁰C (ultralow) freezers. The freezers requiring storage and monitoring contain plasma, saliva, and serum samples related to investigations of rare adverse events following immunizations conducted over the past 20 years. These samples are irreplaceable and critically dependent on maintaining a constant temperature within a narrow range. KamTek, Inc. (KTI) is the only vendor capable of meeting all requirements to ensure the integrity of these samples. Their facility provides comprehensive, 24/7 monitoring through the Rees Scientific Monitoring System, which immediately alerts KTI staff to any temperature deviations. In the event of a freezer malfunction, KTI staff swiftly transfers the contents to backup freezers until repairs or replacements are completed. Additionally, KTI employs a robust security system that monitors environmental conditions, such as temperature and water levels, and provides standby generator power during outages. KTI is uniquely positioned to meet the operational needs of IHD Clinical Investigations staff, who require efficient and minimal-notice access to the freezers. Unlike other vendors, KTI grants access within 24 hours at no additional cost and provides bench space for inventory management, quality control, and sample verification. Competing vendors impose advance notice requirements and charge fees for program management and repository escort services, which would result in an estimated $18,000 in annual costs. These additional costs are not feasible within IHD’s budget. KTI’s facility also meets stringent security requirements, including locked entry, visitor authorization protocols, and sign-in logs. Freezers remain locked until authorized users arrive. No other vendor offers this level of security and accessibility. Relocating the freezers to another facility would incur significant costs, including white-glove specialized transport to maintain temperature control, potential damage to the aging freezers, and replacement costs estimated at $30,000. Furthermore, the samples stored in these freezers must be kept frozen within a specific temperature range to maintain integrity. The samples represent over 20 years of work and are irreplaceable, making relocation a high-risk and impractical option. KTI is the only vendor capable of meeting all requirements outlined in the Performance Work Statement (PWS) within a single facility. Their proximity to Walter Reed National Military Medical Center allows IHD staff to conduct quarterly site visits efficiently, avoiding additional travel costs and time. KTI also provides an emergency rental freezer and is certified to perform preventative maintenance and calibration on both IHD-owned and rental freezers. Their expertise in monitoring and maintaining these specific freezers ensures seamless operations, whereas a new vendor would require extensive training on IHD’s equipment, further delaying operations and increasing costs. Transporting these freezers to another facility would impose substantial costs on the government, including special transport fees, set-up fees with recalibration costs at the new location, and potential replacement costs due to damage of equipment in transport. These substantial costs, along with potential repository access fees, are not within IHD’s budget. Without KTI’s services, IHD would face significant challenges in meeting critical Department of Defense regulations, including DODI 6205.02, DoDD 6200.04, and DoDI 6490.03, among others. This could result in the loss of thousands of repository specimens essential for rapid and cost-effective investigations of rare adverse events following immunizations. KTI is the only vendor capable of meeting all operational, security, and regulatory requirements while ensuring the integrity of these irreplaceable samples. Their unique capabilities, proximity, and cost-effective services make them the sole viable option for this contract. Period of Performance: Base Period: 01 March 2026 through 28 February 2027 Option Period 01: 01 March 2027 through 29 February 2028 Option Period 02: 01 March 2028 through 28 February 2029 Option Period 03: 01 March 2029 through 28 February 2030 Option Period 04: 01 March 2030 through 28 February 2031 The North American Industry Classification System (NAICS) for this requirement is 493120 and the size standard is $32 million. This announcement fulfills the synopsis requirements under FAR 5.102(a)(6) and 5.203(a). DHACA intends to award a contract no sooner than 15 days after publishing this synopsis. This Special Request for Information is not a request for competitive quotes. Information received in response to this notice will be considered solely for the purpose of determining whether a competitive procurement is in the best interest of the Government. If no written responses are received by the expiration date listed in this notice, which reflects at least fifteen (15) days after the publication of this notice, the award will be issued as sole source. All questions and responses concerning this notice shall be emailed to Mr. Christopher L. Cook at [email protected].