RFI: high-capacity cryogenic storage systems with ln2 supply independence (samrc RFI 26/04)

Closing date and time: 17 November 2026 at 11:00 (SAST).

Date of request: 27 October 2026.

Contact: Supply Chain Management, South African Medical Research Council (SAMRC)

Email: [email protected]

Website: www.samrc.ac.za

Submission channel: email to [email protected].

Closing time: 17 November 2026 at 11:00 (SAST).

A complete response must include:

• Part A – Service provider Information (legal name, manufacturer/platform, capacity, country, company reg, SA presence, contact details).
• Part B – Service provider Confirmation (authority to submit, confidentiality declarations).
• Proposed system overview and technical description.
• Functional and operational capability information.
• Infrastructure, monitoring and integration information.
• Implementation, qualification and training approach.
• Support, maintenance and lifecycle information.
• Market assessment and relevant references.
• Appendix A – Functional Requirements Matrix.
• Appendix B – Commercial Response Schedule.
• Supporting technical and commercial documentation (brochures, datasheets, validation/qualification docs, references).

Separate Appendix A and Appendix B schedules are required for materially different systems or configurations.

Where applicable, provide evidence of manufacturer authorisation and describe local supply, technical support and maintenance arrangements.

This is a request for information only. Responses are not evaluated as bids and no preference points, scoring or qualification thresholds apply. The information supplied will be used for market and price analysis, refining requirements, assessing market capacity and determining the future procurement method. Participation is voluntary and confers no advantage in any future process.

SAMRC is investigating high-capacity cryogenic storage systems for dry vapour-phase storage of biological samples.

Mandatory – the proposed system must:

• Maintain all stored samples below −150°C during normal operation (mains power available) without connection to an external LN₂ supply and without routine LN₂ replenishment.
• Provide storage capacity for at least 30,000 cryovials (2 mL).
• Provide dry vapour-phase storage with validated temperature performance at the warmest storage location and stability during routine access.
• Declare LN₂ consumption, refill triggers, replenishment intervals and operating assumptions.
• Provide continuous temperature and applicable LN₂ level monitoring, with local audible/visual alarms and exportable temperature logs, alarm events and system records.
• Provide remote alarm notifications or institutional alarm interfaces.
• Declare electrical requirements, UPS capacity and functions maintained during power interruptions.
• Supply compatible stainless-steel or aluminium racks for 10 × 10 and 5 × 5 cryoboxes, with a rack map showing positions, formats and total vial capacity.
• Provide installation, commissioning, performance verification, and applicable FAT, SAT and IQ/OQ support and documentation.
• Provide a minimum 12-month comprehensive warranty, a five-year service and maintenance plan, local technical support, response times and spare parts availability.
• Support normal offline operation without network connectivity.
• Provide password-protected access and configurable user roles.
• Declare LN₂ consumption and electrical power consumption under stated operating conditions.
• Provide oil-free cooling or demonstrate equivalent reliability, maintainability and sample protection.
• Provide on-site training and materials covering operation, maintenance and troubleshooting.
• Supply technical manuals, maintenance schedules, sensor verification documentation and applicable validation records.

Preferred requirements:

• Operate at ambient temperatures of 10–40°C (or clearly disclose limitations).
• Support LIMS integration and remote monitoring.

Application context:

• Target use is long-term storage of human- or animal-derived biological samples for research, pre-clinical and clinical studies.
• Samples are standard 2 mL cryovials with typical fill volumes of 1.0–1.5 mL; compatible with 10 × 10 and 5 × 5 cryobox formats.
• Intended installation is in an existing cryogenic facility with a central LN₂ supply system, external bulk storage and vacuum-insulated transfer piping. The system may connect to this central supply during normal operation only if it can operate without it; the mandatory requirement is operation without any external LN₂ supply during normal operation.
• Electrical supply must be compatible with South African 220–240 V power.
• Provide peak and steady-state power consumption, heat rejection, ventilation, extraction, floor loading, dimensions, access and installation constraints.
• Provide UPS capacity, expected runtime and supported functions during power interruptions.

Market assessment:

• Describe available systems meeting capacity and no-external-LN₂ requirement; indicate whether a single system satisfies all mandatory requirements; discuss alternative configurations, supplier concentration, local support, lifecycle risks and recommended risk controls. Configurations dependent on an external LN₂ supply do not meet the mandatory requirement.

Implementation:

• Indicative implementation period is 6–12 weeks from agreed commencement, subject to site readiness and contractual arrangements.

Support targets (for planning):

• Remote technical response within 24–48 hours.
• On-site attendance within 5 business days for non-critical faults and within 48 hours for critical downtime faults (where locally available).
• Minimum 12-month comprehensive warranty and 5-year service and maintenance plan.

Provide indicative pricing in Appendix B – Commercial Response Schedule, for the base system, required accessories to achieve capacity and no-external-LN₂ operation, installation/commissioning, qualification, training, monitoring software/licenses/subscriptions, warranty and service contracts, consumables and LN₂ usage, UPS/backup, and shipping, insurance, duties and taxes. Distinguish mandatory vs optional costs. Provide indicative Year 1, 3-year and 5-year total cost of ownership (TCO) with assumptions (currency, price validity, VAT, escalation, maintenance, licenses, LN₂ consumption). All prices are for market research only, no commitment to purchase.

No pre-qualification thresholds apply – this is a request for information. No CSD registration, tax clearance, B-BBEE, CIDB or other compliance evidence is required for participation. Service providers must complete Part A (provider info) and Part B (confirmation) and, where applicable, show manufacturer authorisation.