6-Specifications - Histology Slide Stainer and Related items for HCIFS.pdf

SPECIFICATIONS

SCOPE

Harris County is soliciting bids from qualified vendor(s) to furnish and install a histology slide stainer and related items for the Harris County Institute of Forensic Science (HCIFS). The term shall begin on or about

October 1, 2025 and ending one (1) year thereafter or until all services ordered prior to the expiration date have been satisfactorily delivered and accepted or satisfactorily performed for the using department(s).

It is the responsibility of each vendor to examine the entire bid package, seek clarification in writing, and review their bid for accuracy before submitting. Questions relating to this bid must be submitted in writing through Bonfire. The deadline for submission of questions relating to this bid is listed on the Event schedule of this project. All questions submitted in writing prior to the deadline will be compiled and answered in writing. A copy of all questions and answers will be released as a Public Notice to all firms. The County will not be bound be any information conveyed verbally.

RENEWAL OPTIONS

Harris County may consider four (4) one-year renewal options, renewable one (1) year at a time, based upon the same terms, conditions and pricing as the original year. Renewal is subject to approval by the Harris County

Commissioners Court. Once renewal options are exhausted, the contract must be rebid. Harris County reserves the right to rebid at any time as is in its best interest and is not automatically bound to renew.

CERTIFICATE OF INTERESTED PARTIES (FORM 1295)

Texas law requires all parties who enter into any contract with the County which must be approved by

Commissioners Court to disclose all interested parties. Form 1295 must be completed in its entirety at the following website: https://ethics.state.tx.us/filinginfo/1295/ prior to submitting your response. Failure to do so may result in disqualification of your response.

USAGE REPORT

Harris County reserves the right to request, and receive at no additional cost, up to two (2) times during the contract period, a usage report detailing the products and/or services furnished to date under a contract resulting from this bid. The reports must be furnished no later than five (5) working days after written request and itemize all purchases to date by Harris County department, description of each item purchased, quantity of each item purchased, per unit and extended price of each item purchased, and total amount and price of all items purchase.

CHANGE IN CONTRACT

Should any changes to the contract be required, a Change in Contract form shall be generated by Harris County

Purchasing and will be sent to the awarded vendor(s) for execution. Any changes in contract shall be in writing and must be signed by both Harris County and the awarded vendor.

PURCHASE ORDERS

Products and/or services must not be provided and invoices will not be paid without a purchase order, signed by the Harris County Purchasing Agent. Purchase orders will be written in annual increments when applicable.

Once a purchase order is issued, the using department will contact vendor directly to place orders.

NO CONFIDENTIALITY OF BIDS

Once opened, bids are public record. There are no exceptions. When submitting a bid, the vendor must be sure to redact confidential information if the information is needed to address requirements of the bid. If there are any questions concerning confidentiality of information to be submitted, contact Patrick Acosta immediately

Histology Slide Stainer and Related Items for the Harris County Institute of Forensic Science https://ethics.state.tx.us/filinginfo/1295/ at Patrick.acosta@pur.hctx.net.

ALTERATION OF DOCUMENT

No alterations may be made to this document. Any alterations made may result in the bid being deemed non-responsive and rejected. The terms and conditions contained within this bid supersede all conflicting terms within any cooperative purchasing contracts associated with this purchase.

TOLL/PARKING FEES

Any and all toll/parking FEES incurred by the vendor during the term of this contract will be the responsibility of the vendor.

SPECIAL REQUIREMENTS

Vendor may offer for sale additional items related to the scope of goods and/or services described herein and/or listed on the BidTable. Though the related items offered may be considered during the award recommendation, and/or may be made a part of a subsequent contract, if any, with Harris County, the affect of the related items cannot be extended and totaled in determining the lowest bidder since an estimated usage is unknown.

Purchases by Harris County of related items should not exceed 20% of the total annual purchases under the contract.

The rates quoted on the BidTable must be all-inclusive. “All-inclusive” shall be constructed as costs incorporating all charges for labor, material, equipment, testing and any other cost incurred. No separate line item rates or charges will be accepted.

During the term of the contract, only industry-wide changes in price, reflected by documentation from supplying manufacturer/mill(s) will be approved. Pricing is subject to manufacturer’s increase/decrease, and for the amount of the increase/decrease only. Prices cannot be increased for ninety (90) days after the contract begins. Prices cannot be increased within ninety (90) days of any previous price increase. Price reductions must be applied to Harris County costs as soon as applied to vendor’s costs.

This bid or Commissioners Court approved award does not obligate Harris County to the eventual purchase of any product/service described, implied or which may be proposed. Progress toward this end is solely at the discretion of Harris County and may be terminated at any time.

The County may award to more than one (1) vendor as “Primary” and “Secondary” vendor. The “Secondary” vendor will be utilized due to time constraints, availability, etc.

BEST BID EVALUATION AND AWARD

Under Local Gov’t. Code Chapter 262, which outlines the purchasing and contracting authority of counties, §

262.022(5-a) defines “lowest and best” as “a bid or offer providing the best value considering associated direct and indirect costs, including transport, maintenance, reliability, life cycle, warranties, and customer service after a sale.” [emphasis added]. Local Gov’t. Code § 262.027(a)(1) directs commissioners court to award a contract to the responsible bidder who submits the “lowest and best bid”.

Harris County anticipates awarding to a single to provide the described goods and/or services. Therefore, Harris

County reserves the right to award by item, category, overall, or as best serves the County’s interest. Award will be made to the lowest or best bid as determined by the overall evaluation. “Best bid” shall be interpreted as that which best supports the overall needs of the project and end users in consideration of all associated direct and indirect factors which impact cost and performance to include but not limited to:

• Price.

• Ability, capacity and skill of the vendor to perform contract requirements.

mailto:Patrick.acosta@pur.hctx.net

• Time constraints, vendor availability.

• Perform within the time specified, without undue delay or interference.

• Quality of performance with demonstrated ability to perform the work in a satisfactory and timely manner.

• Bidders who routinely demonstrate deficiencies in providing satisfactory performance during a contract period prior to the issuance of this solicitation, may be rejected.

SPECIFICATION

The vendor shall furnish and install a histology slide stainer with an integrated glass coverslipper. Vendor shall be responsible for providing all supplies materials, equipment and parts, per manufacturer specifications, required to effectively operate the slide stainer and glass coverslipper unit.

I. General Requirements

The histology slide stainer and glass cover slipper shall meet or exceed the following:

A. Histology Slide Stainer -Tissue Tek-Prisma Plus Automated Slide Stainer or equivalent,

• Shall have the capability to produce both Hemotoxylin and Eosin (H&E) and special stains.

• Capacity:

o Reagent volume – 160, 260 and 680 ml.

o Staining protocols – eleven (11) runs continuously loading and simultaneously running.

o Baskets – ten (10) to twenty (20) slide basket.

o Able to load sixty (60) slides per run and five hundred and thirty (530) slides per hour.

• Integrated staining and coverslipping.

o Must be fully integrated and linked.

• Coverslip and special stain baskets can work independently.

• Continuous loading and unloading.

• Two (2) dual drying stations and two (2) heating stations to support Periodic Acid-Schiff (PAS), Giemsa, and mucicarmine stains.

o Drying Station – 86 – 149F (30-65C).

o Heating Station – 86 – 158F (30-70C).

• Compatible with histology and cytology protocols.

• Footprint no larger than 49.2” x 28” x 24.8”.

• Number of reservoirs.

o Start – one (1) to three (3) stations.

o Reagent – thirty-one (31) to fifty-one (51) reservoirs.

o Wash – up to four (4) stations

B. Glass Coverslipper - Tissue-Tek Glas g2 Automated Glass Coverslipper or equivalent,

• Must have capability to be fully linked and integrated with slide stainer.

• Bubble-free glass coverslipping.

• Process up to four hundred (400) slides an hour.

• Load capacity – three (3) baskets into the load station.

• Unload capacity – twelve (12) baskets that can hold up to 240 slides for continuous operation.

• Fume filtration with activated carbon filters on-board with optional external vent connection.

• Different programs for glass coverslip sizes.

• Footprint no larger than 29.53” x 24.41” x 29.53”.

II. Delivery & Installation

Installation of the slide stainer and coverslipper shall be included in the overall cost of the bid. Vendor shall be responsible for delivering, unboxing, assembling, installing and setting up the slide stainer and glass coverslipper inside of the HCIFS Histology Lab.

Vendor is fully responsible for the delivery of all items to the specified destinations (i.e, costs, arrangements, replacement of lost shipment, rejections, claims, warranty items, and etc.). All equipment, materials, and parts shall be delivered F.O.B. inside destination as directed by the Harris County designated representative to HCIFS, Monday through Friday between the hours of 8:00 AM and 3:30 PM CST. All items of a shipment shall be identified with weather resistant labeling indicating manufacture, contract number, package quantity and other necessary identifying information. Harris County shall be notified forty-eight (48) hours prior to delivery of any items so that personnel may be available to accept delivery.

III. Trade-in Credit

Vendor shall offer a trade-in credit in exchange for the exchange of the existing histology slide stainer and glass coverslipper equipment that is being replaced in this bid.

The vendor shall provide all supplies, equipment and materials necessary to process the return of the used equipment.

Trade-in credit shall be reflected on the invoice(s) specific to the purchase order in which the new histology equipment was placed, showing the new equipment contract price, as quoted on the Bidtable(s), and shall reflect the used slide stainer and glass coverslipper contract trade-in credit price, as quoted on the

Bidtable(s), with the used equipment returned upon delivery of new slide stainer and glass cover slipper equipment.

Current Equipment:

HCIFS current slide stainer and coverslipper model and manufacture information consists of the following:

• Slide Stainer:

Model: Tissue-Tek Prisma

Manufacture: Sakura

SN: 61300475-0109

• Glass Coverslipper:

Model: Tissue-Tek Glas g2

Manufacture: Sakura

SN: 65000061-1108

IV. Warranty

All product(s) and/or service(s) provided by the vendor under the terms of this solicitation shall be warranted to be free from defects in material, workmanship, and free from such defects in design for a period of one

(1) year and shall cover 100% parts and labor. The warranty period shall commence upon the later of acceptance of the product and/or service or payment of the applicable invoice(s). Vendor further warrants that any services or other work performed by vendor or any subcontractor in connection with this bid shall be performed using commercially reasonable skill and care and be of a professional quality consistent with generally accepted industry standards and practices. Vendor warrants that all products and/or services furnished under this bid shall conform in all respects to the terms of this bid, including any drawings, specifications, and/or standards incorporated herein, including, without limitation, those detailed in the procurement solicitation and purchase order. All services shall be performed by qualified personnel in accordance with the highest professional standards.

In addition, vendor warrants that product and/or services are suitable for and will perform in accordance with the purposes for which they are intended. Vendor shall assume all liabilities incurred within the scope of consequential damages and incidental expenses, as set forth in the vendor or manufacturer’s warranty, which result from either delivery or use of product, which does not meet the specifications within this procurement solicitation, or purchase order.

All items installed under the bid having a manufacturer’s guarantee shall be installed by or under the direction of the manufacturer and its certified agency when so required, to conform to the manufacturer’s guarantee.

All such manufacturer’s guarantees, and warranties shall be forward to the Harris County designated representative prior to leaving the job site.

If the manufacturer’s standard warranty period exceeds one (1) year, then the standard warranty period shall be in effect. Vendor shall be ultimately responsible for the warranty.

Vendor hereby transfers to Harris County, to the extent transferable, whatever warranties and indemnities vendor receives from the manufacturer, producer, or other provider of any third-party products or services, including any transferable warranties and indemnities respecting infringement. Vendor agrees to take commercially reasonable action to assist Harris County in pursuing any available remedies under or otherwise enforcing any such warranties and indemnities.

1. Vendor shall obtain and submit a written warranty for replacement of any integral part of equipment listed herein, as guaranteed by the factory/manufacturer.

2. The warranty period shall be for no less than twelve (12) months after delivery and installation to Harris

County.

3. Applicable equipment warranty shall include all conditions and response times for repair and/or replacement of any components during the warranty period.

4. Life expectancy of equipment under normal use.

5. Detailed information as to proposed return policy on all installed equipment.

Return Policies

Return of product will be made directly from the originating Department locations. Orders arriving to Harris

County damaged will be the responsibility of the awarded vendor to resolve with the freight carrier and replace any damaged materials at no cost to the County. Should non-conformed item(s) (e.g., defective, non-authorized and/or unauthorized purchases) ship and deliver to the County, the awarded vendor shall be responsible for the return and arrangements of the items and the corrective action to replace said items at no extra cost to Harris County. Return of unused or undamaged items will be allowed without restocking charges.