NU2108 - Samples Management System

Newcastle University are looking to procure a samples management system. The University uses a samples management system that was implemented in 2012 but is no longer fit for purpose. Several issues have been identified with this system, leading us to consider an alternative solution.

The strategic aims of the project are:

• To implement a system which will help to provide the infrastructure for high quality translational research - including clinical trials undertaken as part of undergraduate and post graduate research projects.
• To manage the University tissue databanks for researchers across the campus as well as provide access via web.
• Access to large numbers of well characterised samples which will enable Newcastle University to maintain its competitive position in relation to other Universities in the Russell Group.
• To provide the tools for the University to continue to be a Centre of Excellence for translational research within the Northeast region.

The key benefits/outputs and deliverables are:

• Provide sample visibility and sample tracking with full audit trail.
• Import existing samples and related information.
• Provide a web-based facility that is accessible from outside our network and potentially to external users.
• Implement a level of authorisation and project-based as well as user-based access to the databases.
• Provide reports by single instance and consolidated reports.
• Provide 2D Bar code system.

The selected vendor is expected cover the following:

• Provision of a comprehensive samples management system compliant to regulations, to receive and store samples, make derivatives, facilitate change of location and reporting etc.,
• Configure the solution to meet the University's requirements.
• Deliver training sessions & user guides for end-users and administrators.
• Provide ongoing support and maintenance services.

The contract reference is NU/2108.

Should you be interested this project, please email Ola.Smith@newcastle.ac.uk and Jessica.Watson@newcastle.ac.uk for the full briefing document.

The deadline for expressing an interest is 7th February 2025 at 4pm GMT. To do so, please email a proposal to Ola.Smith@newcastle.ac.uk and Jessica.Watson@newcastle.ac.uk

Please note that Newcastle University is not a contracting authority for the purposes of the UK Public Contracts Regulations 2015 and the Concession Contracts Regulations 2016, this will not apply to this Request for Information or any subsequent tender activity as an outcome of this engagement.

Additional information:

• Master Data / Single Source of Truth: The system will be master data for all sample information, ensure data accessibility to ancillary systems and ensure data integrity by preventing unauthorised changes.

• Samples data management: Maintain relevant samples data with barcode, against each of the research projects created, assigning a location / container with multiple levels of granularity. Ability to create derivatives, change sample location and update usage of samples.

• Custom fields and documents: The system must support associated metadata such as links to images and documents such as consent forms.

• Bulk data upload: The system must have the ability to bulk upload samples data using a template instead of individual data entry and update details such as change of locations.

• Compliance: The solution must be Good Clinical Practice (GCP), Human Tissue Act (HTA) and General Data Protection Regulation (GDPR) compliant as a minimum.

• Reporting: Ability to generate multiple reports based on projects, custom dates, status etc., and export results to multiple formats.

• Data Migration & storage: Migrate over a million samples and their associated data from the existing solution and have the capacity scale up to several more millions.

• Scalability: The solution must be scalable to accommodate other data samples from within the University.