8-Specifications.pdf

SPECIFICATIONS

SCOPE

Harris County is seeking qualified vendors to provide comprehensive on-site maintenance and repair services for three

(3) Tecan Freedom EVO 150 liquid handling systems. This Request for Proposal (RFP) seeks to establish a contractual relationship with a vendor capable of ensuring the optimal performance, sustained reliability, and minimal operational downtime for this critical laboratory instrument, which plays a vital role in the Institute's forensic testing workflows.

It is the responsibility of each vendor to examine the entire RFP package, seek clarification in writing, and review their offer for accuracy before submitting. Questions relating to this RFP must be submitted in writing through Bonfire. The deadline for submission of questions relating to this RFP is listed on the Event schedule within Bonfire 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 within Bonfire 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 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.

M/WBE’s Harris County strives to engage with prime contractors and subcontractors that represent the diverse businesses of the County. We will ensure that historically underutilized minority- and woman-owned businesses (M/WBEs) receive a fair and equal opportunity to participate in the County's procurement process. The County expects Vendors to make a good faith effort and the Vendor agrees to reasonably assist the County to meet or exceed goals for awarding contracts associated with a project the County procures, operates, maintains, or constructs to M/WBEs.

BACKGROUND

The Harris County Institute of Forensic Sciences (HCIFS) is an independent, science-based operation dedicated to serving the Harris County community. It comprises two (2) distinct forensic services: the Medical Examiner Service and the Crime Laboratory Service. The overarching mission of HCIFS is "To provide medical examiner and crime laboratory services of the highest quality in an unbiased manner with uncompromised integrity”.

The Crime Laboratory Service, where the Tecan Freedom EVO 150 is utilized, performs a wide array of evidence analyses. Key disciplines include Forensic Genetics (serology/Deoxyribonucleic acid (DNA)) and Forensic Toxicology, both of which rely on automated liquid handling for efficiency and precision. The IFS manages a substantial caseload;

for instance, in 2024, 22,938 cases were submitted to the crime laboratory, and the Forensic Genetics Laboratory alone routinely completes testing and issues reports for over 2,000 cases annually. A critical operational aspect is that all testing is performed in-house and is not outsourced to external laboratories. This internal dependency underscores the paramount importance of maintaining all critical instrumentation, like the Tecan Freedom EVO 150, in peak operational condition to avoid backlogs and delays in case processing, which directly impacts justice delivery.

HCIFS is committed to the highest standards of quality and maintains numerous accreditations. All crime laboratory disciplines, including Toxicology, Drug Chemistry, Firearms Identification, Forensic Genetics, and Trace Evidence, hold accreditation under the ANSI National Accreditation Board (ANAB) to ISO/IEC 17025 standards. Furthermore, the Forensic Toxicology Laboratory is accredited by the American Board of Forensic Toxicology (ABFT), and the Forensic Genetics Laboratory maintains compliance with the FBI Quality Assurance Standards (QAS) for Forensic DNA Testing Laboratories. These extensive accreditations impose rigorous operational and quality assurance requirements.

Consequently, any maintenance or repair service performed on the Tecan Freedom EVO 150 must be executed with extreme care, meticulously documented, and the instrument must undergo re-validation or performance verification post-

Maintenance and Repair Services for Tecan Freedom EVO 150 Liquid Handlers for Harris County Institute of Forensic Sciences service. This ensures it continues to meet the stringent quality benchmarks mandated by these accrediting bodies. This requirement places a significant documentation and compliance responsibility on the selected Vendor, extending beyond typical equipment servicing. The Vendor's procedures must support IFS's ability to demonstrate an unbroken chain of quality for all analytical processes.

The Tecan Freedom EVO 150 is a highly versatile automated liquid handling and robotics workstation. It is engineered for a broad range of applications, including, but not limited to, DNA extraction, Polymerase Chain Reaction (PCR) setup, sample preparation for Next-Generation Sequencing (NGS), drug screening, and various enzymatic assays.5 Its design and capabilities, particularly its reliability, accuracy, and capacity for high-throughput operations, make it exceptionally well-suited for demanding forensic applications, including human identification.

Within IFS, the Tecan Freedom EVO 150 instruments is an integral component of the analytical workflows in the Forensic Genetics laboratory. The laboratory depends on the instrument for consistent and accurate processing of biological samples. Given the "high throughput" nature of the Tecan Freedom EVO 150 and its central role in processing a large volume of critical samples, even brief periods of instrument downtime can lead to significant casework backlogs.

In a laboratory that processes thousands of cases annually and performs all testing in-house, such delays can have cascading negative impacts on the timely delivery of forensic results to stakeholders in the justice system. Therefore, this RFP and the resulting contract shall emphasize rapid service response, efficient repair, robust parts availability, and comprehensive preventative maintenance designed to maximize instrument uptime and ensure uninterrupted laboratory operations.

SCOPE OF WORK

Harris County is seeking qualified vendors to provide comprehensive on-site maintenance and repair services for three

(3) Tecan Freedom EVO 150 liquid handlers. The instrument is located at the Harris County Institute of Forensic Sciences Forensic Genetics Laboratory, 2450 Holcombe Suite 7, Houston, TX 77021.

I. GENERAL SERVICE REQUIREMENTS

All services rendered shall ensure the instrument operates consistently according to the original manufacturer's specifications (Tecan) and, critically, meets the demanding operational and quality requirements inherent to an accredited forensic laboratory environment. This implies that service interventions must not compromise sample integrity, data traceability, or the validated state of the instrument. Vendors shall demonstrate an understanding of forensic principles, such as preventing cross-contamination during service activities and ensuring that software audit trails remain intact and reliable.

All maintenance and repair activities must be performed by field service engineers who are certified by Tecan for the Freedom EVO platform or possess equivalent, verifiable qualifications. These technicians shall also have extensive, demonstrable hands-on experience specifically with Tecan Freedom EVO systems. The use of only new Original Equipment Manufacturer (OEM) parts is mandatory for all repairs and part replacements to ensure instrument integrity and performance. Vendor shall describe how service procedures are designed to support IFS's adherence to its accreditation standards (e.g., ISO/IEC 17025, FBI QAS), including providing service documentation suitable for rigorous audits.

A. Preventative Maintenance (PM) Services

The Vendor shall perform scheduled on-site PM services a minimum of two (2) times per calendar year on each instrument. The frequency may be increased if recommended by Tecan for optimal performance in a high-throughput forensic laboratory setting or if proposed by the Vendor with adequate justification related to IFS's operational intensity. The specific PM schedule shall be mutually agreed upon between the Vendor and IFS laboratory management to minimize disruption to ongoing casework. Given IFS's high caseload and complete reliance on in-house testing, the thoroughness and strategic timing of PM visits are critical to preempting instrument failures and maximizing operational uptime. Vendors are encouraged to propose a PM plan that specifically addresses the usage intensity at IFS, potentially exceeding basic manufacturer recommendations if such an approach demonstrably enhances reliability.

PM services shall be comprehensive and include, at a minimum, all tasks outlined in Tecan's official service and operating manuals for the Freedom EVO 150, as well as any specific daily, weekly, or annual checklists pertinent to the instrument's configuration at IFS. These services shall encompass detailed inspection, cleaning of critical components, lubrication as specified, calibration checks and adjustments, timely replacement of all designated wearable parts (e.g., tubing, seals, valves, syringes and tips), and a suite of performance verification tests to confirm the instrument is operating within specifications.

A detailed list of minimum PM tasks and their frequencies is provided in Table 1. This table serves as a baseline, and Vendors may propose additional PM tasks they deem beneficial for the sustained performance of the instrument in a forensic environment.

Table 1: Minimum Preventative Maintenance Tasks and Frequencies

Task Category Specific Task Example Minimum Frequency

Liquid Handling Arm (LiHa/AirLiHa)

Inspect, clean, and test LiHa/AirLiHa syringes/channels Semi-Annually

Replace LiHa/AirLiHa tubing and seals as per manufacturer schedule/wear

Semi-Annually

Replace Air LiHa Inline Filter (if applicable) Annually

Verify and calibrate pipetting accuracy and precision (e.g., 8-channel verification)

Check and clean fixed tips/DiTi adapters (if applicable) Semi-Annually

Robotic Components (RoMa, etc.)

Inspect and test RoMa arm functionality (if present) Semi-Annually

Lubricate robotic axes as per manufacturer specifications

Annually

Worktable & General System

Clean worktable surface and under-deck components Semi-Annually

Inspect all electrical connections and cabling Semi-Annually

Run full system diagnostics using Freedom EVOware Semi-Annually

Verify functionality of integrated devices (e.g., PosID, Te-Stack, MIO)

Software & Firmware

Check for and report on available manufacturer-recommended software/firmware updates

Backup system configuration files Semi-Annually

Safety Checks Verify operation of safety interlocks and emergency stops

Following each PM visit, the Vendor shall provide a comprehensive PM service report to IFS. This report shall be delivered within five (5) business days of the visit and meticulously detail all actions performed, all parts replaced (including part numbers), calibration values before and after adjustment (if applicable), and the results of all performance verification tests. This documentation shall be of a standard suitable for inclusion in IFS's quality management system and readily presentable during accreditation audits.

B. Corrective Maintenance and Repair Services

The Vendor shall provide on-site corrective maintenance and emergency repair services in response to any instrument malfunctions or failures of the Tecan Freedom EVO 150. These services are critical to minimizing downtime, which is especially important for IFS as it does not outsource testing and relies entirely on its internal equipment capacity.

The vendor shall guarantee specific on-site response times. For Critical System Failures (defined as malfunctions rendering the instrument entirely non-operational or posing an immediate risk to sample integrity or data quality), the Vendor shall have a qualified technician on-site within forty-eight (48) business hours of IFS reporting the failure. For Non-Critical Issues (defined as issues where the instrument remains operational but exhibits degraded performance, intermittent errors, or minor faults not immediately impacting critical casework), on-site response must be within forty-eight (48) business hours.

Unlimited telephone and remote technical support shall be provided during IFS's standard business hours, which are 8:00 AM to 5:00 PM CST, Monday through Friday, excluding official Harris County holidays. Remote support may utilize tools such as TeamViewer, with IFS approval for each session, to facilitate rapid diagnostics and potentially resolve issues without an on-site visit or to ensure the field service engineer arrives with the necessary parts and information for a first-time fix. The interplay between effective remote triage and prompt on-site dispatch is crucial for achieving high first-time fix rates and minimizing overall repair times.

All corrective maintenance services shall include all necessary labor, travel costs, and the provision of OEM parts required to restore the instrument to full operational status, meeting all original manufacturer specifications.

Vendor shall describe their diagnostic process for identifying and resolving common Tecan Freedom EVO 150 hardware issues (e.g., failures of Pressure Monitored Pipetting (PMP) sensors, robotic arm malfunctions, liquid handling inaccuracies) and software-related errors (e.g., Freedom EVOware script execution problems, communication faults between modules, data validation errors).

Upon completion of any repair, the Vendor must perform necessary performance verification tests to confirm the issue has been resolved and the instrument is functioning correctly. A detailed service report, analogous to the PM report, must be provided. IFS reserves the right to conduct its own re-validation procedures or performance verification following any significant repair or component replacement to ensure ongoing compliance with its accreditation standards.

C. Software Maintenance and Support (Freedom EVOware)

The Vendor shall provide comprehensive support for the Tecan Freedom EVOware® software that operates the Freedom EVO 150. This support is essential as the software controls all instrument functions, manages workflows, and handles critical data. Services shall include, but are not limited to:

• Troubleshooting software-related problems, such as script errors, application glitches, communication failures between the software and instrument modules, and issues with integrated device drivers.

• Assistance with the installation of Tecan-released software updates, service packs, and patches, as deemed necessary and approved by IFS. This support is particularly critical in a validated forensic environment. Any software update can necessitate the re-validation of all affected analytical methods, a process that is both time-consuming and resource-intensive for IFS. Therefore, the Vendor must describe their experience and methodology for managing software updates in such regulated settings. This includes providing support for IFS's risk assessment of updates, assistance in validation planning, documentation of changes, and strategies for rollback if an update adversely affects established forensic workflows or data integrity.

• Support for the inherent process security features within Freedom EVOware, including sample tracking functionalities, audit trails, and user access controls. These features are vital for maintaining the chain of custody and data integrity required in forensic science and for compliance with standards such as ISO9001and general forensic best practices. The Vendor's maintenance activities shall not compromise these features, and they should be capable of assisting IFS in troubleshooting any software-related issues concerning data logging, security, or tracking.

• Guidance and support for IFS personnel in utilizing Freedom EVOware's daily maintenance scripts and adhering to best practices for software operation and data management.

D. Parts and Consumables

The proposed firm, fixed annual price for the service contract shall cover the cost of all OEM replacement parts required during both Preventative Maintenance and Corrective Maintenance visits, unless specific exclusions are clearly itemized and justified in the Fee Schedule section. The emphasis on OEM parts is to ensure compatibility, reliability, and adherence to original performance specifications.

Vendors shall describe their parts inventory strategy or sourcing agreements with Tecan (or its authorized distributors) to ensure the timely availability of common and critical Tecan Freedom EVO 150 parts. This is essential to meet the required repair turnaround times and minimize instrument downtime. The ability to quickly source OEM parts, especially for a system that may have been in operation for several years, is a key factor in service effectiveness.

For clarity, this RFP does not include the routine operational supply of disposable items such as microplates, reagent reservoirs, or other laboratory consumables used by IFS in their daily casework. The RFP is strictly for parts related to the maintenance and repair of the instrument itself.

E. Training (Optional)

If deemed necessary by IFS, the Vendor may be requested to provide basic operator training for IFS laboratory personnel. This training should cover topics such as routine user-level maintenance tasks (e.g., effective use of daily maintenance scripts as per Freedom EVOware recommendations), basic troubleshooting steps for common minor issues, or best practices for instrument operation to maximize longevity and performance.

Offerors shall indicate in their proposal whether such training can be provided. If so, vendor should outline the proposed content, duration, training methodology (e.g., on-site, hands-on), and any associated costs if these are to be billed separately from the main service contract.

F. Reporting and Documentation

Comprehensive and accurate documentation is a critical deliverable under this contract, directly supporting IFS's quality assurance program and its ability to maintain numerous accreditations. The Vendor shall provide a detailed written service report to IFS within five (5) business days of completing any Preventative Maintenance or Corrective Maintenance visit.

Each service report shall include, at a minimum:

• Date(s) and time(s) of service.

• Name(s) of the attending service technician(s).

• A clear description of the issue reported or the PM tasks scheduled.

• A detailed account of all work performed.

• A list of all parts replaced, including their OEM part numbers and serial numbers (if applicable).

• Any system settings that were verified or adjusted.

• The results of all performance verification tests conducted post-service.

• Any recommendations for future actions, user practices, or potential upcoming needs.

All documentation shall be sufficiently detailed, legible, and professionally presented to be directly usable for IFS's internal quality records, accreditation assessments (e.g., by ANAB for ISO/IEC 17025 or for FBI QAS compliance), and any external audits. The quality and timeliness of these service reports are not merely administrative; they are integral to IFS's operational integrity and its standing as an accredited forensic facility.

Inadequate or persistently late reporting may be considered a failure to meet the required service levels.

II. TECHNICAL SPECIFICATIONS OF EQUIPMENT

The following table provides the known technical specifications of the Tecan Freedom EVO 150 liquid handling systems currently installed at the Harris County Institute of Forensic Sciences. Offerors shall base their proposals on servicing this specific configuration. IFS will endeavor to provide any missing details to the awarded Vendor prior to contract commencement.

Table 2: Detailed Configuration of IFS Tecan Freedom EVO 150

Specification Item Details

Instrument Model Tecan Freedom EVO 150 Liquid Handling System

Serial Number 906000302

1101007619

1711010553

Harris County Asset Tag H00000002428

H00000002427

H00000002423

Base Unit Dimensions (approx.)

Width: 1450 mm (57.0 inches); Depth: 780 mm (30.7 inches); Height:

870 mm (34.3 inches) 5

Worktable Size 45 grids

Key Integrated Peripherals POS-ID barcode scanner

Operating Software Tecan Freedom EVOware®

Software Version Version 2.8

III. VENDOR QUALIFICATIONS AND EXPERIENCE

Vendor shall demonstrate significant expertise and a proven track record in servicing complex laboratory automation, specifically Tecan liquid handling systems. The following qualifications are highly preferred, and proposals shall address each point comprehensively.

A. Minimum Business Experience

The Vendor shall have a minimum of five (5) consecutive years of documented experience in providing on-site maintenance, repair, and support services for Tecan automated liquid handling systems, with a strong preference for experience with the Freedom EVO series. The Vendor shall either be an authorized Tecan service provider or be able to clearly demonstrate an equivalent level of capability. This includes having established access to genuine Tecan OEM parts, proprietary diagnostic tools and software (if applicable and necessary for full service), and current technical documentation and service bulletins from Tecan.

B. Technician Certification and Training

All field service engineers or technicians assigned by the Vendor to service the IFS Tecan Freedom EVO 150 shall meet stringent qualification standards. Each technician must either:

• Be currently certified by Tecan to service the Freedom EVO 150 platform (or the broader Freedom EVO series).

• Possess verifiable equivalent training from a reputable third-party provider or extensive in-house training programs, coupled with a minimum of three (3) years of continuous, hands-on experience specifically servicing Tecan Freedom EVO systems.

The Vendor shall provide copies of current training certificates, certification documents, and detailed summaries of relevant experience for all personnel who may be assigned to this contract. Beyond initial certifications, it is important that technicians receive ongoing training and updates to remain proficient with evolving Tecan technologies, Freedom EVOware software versions, and new troubleshooting techniques.

This commitment to continuous learning ensures that IFS benefits from the most current service knowledge and best practices throughout the contract term, which is vital for an instrument that, while robust, will age and potentially present new service challenges over time.

C. Experience with Forensic or Regulated Laboratories

A strong preference shall be given to Vendors who can demonstrate substantial and successful experience providing maintenance and repair services to forensic science laboratories or other highly regulated laboratory environments. Examples include laboratories accredited to ISO9001, operating under Good Laboratory Practice (GLP) or Good Manufacturing Practice (GMP) standards, or CLIA-certified clinical laboratories.

Vendors shall explicitly describe their understanding of, and practical experience with, the unique operational and compliance demands of such environments. This includes, but is not limited to:

• Procedures for minimizing and preventing cross-contamination during service activities.

• Understanding of chain-of-custody principles, particularly if parts removed from the instrument need to be retained or documented in a specific manner.

• The critical importance of detailed, accurate, and timely service documentation suitable for rigorous audits by accrediting bodies (e.g., ANAB, ABFT) and regulatory agencies (e.g., Texas Forensic Science Commission).

• Experience in supporting laboratories to maintain the validated state of their instrumentation post-service. This includes an understanding that any service can potentially impact validation and a willingness to work with IFS personnel to perform necessary performance verifications or support re-validation efforts. This level of understanding and support distinguishes service in a forensic setting from that in a basic research laboratory.

IV. SERVICE LEVEL AGREEMENT (SLA)

The selected Vendor shall be required to adhere to the Service Level Agreement (SLA) terms outlined below.

These SLAs are designed to ensure that IFS receives timely, effective, and high-quality service, thereby maximizing instrument uptime and supporting the Institute's critical operational needs. Offerors must confirm their ability to meet or exceed these requirements or propose alternative levels with clear justification.

A. Response Times

On-site Response Time for Critical System Failures: A qualified service technician shall arrive on-site at IFS premises within forty eight (48) business hours of IFS reporting a Critical System Failure. A "Critical System Failure" is defined as any malfunction that renders the Tecan Freedom EVO 150 completely non-operational, prevents the execution of essential validated assays, or poses an immediate and significant risk to sample integrity, data quality, or operator safety. Examples include, but are not limited to, complete failure of a robotic arm, inability of the system to initialize, persistent software crashes halting all operations, or significant leaks.

On-site Response Time for Non-Critical Issues: A qualified service technician shall arrive on-site within forty eight (48) business hours of IFS reporting a Non-Critical Issue. A "Non-Critical Issue" is defined as a malfunction where the instrument remains largely operational but exhibits degraded performance, intermittent errors, or minor faults that do not immediately halt critical casework but require attention to prevent escalation or to restore full functionality. Examples include sub-optimal performance of a single channel on a multi-channel pipetting head, intermittent communication errors with a peripheral device that do not stop primary operations, or minor software glitches with workarounds.

Telephone/Remote Support Acknowledgment and Initial Triage: During IFS standard business hours (8:00 AM – 5:00 PM CST, Monday-Friday, excluding Harris County holidays), the Vendor shall acknowledge receipt of a service request (telephone or email) within two (2) business hours. Initial remote diagnostic efforts and triage by a qualified technician should commence within four (4) business hours.

The precise definitions of "Critical System Failure" and "Non-Critical Issue" shall be finalized and mutually agreed upon by IFS and the awarded Vendor prior to contract execution, incorporating specific examples relevant to IFS's workflows to avoid ambiguity. Offerors are invited to propose their methodology for collaboratively establishing and documenting these severity level definitions.

B. Equipment Uptime Guarantee

The Vendor shall guarantee a minimum equipment uptime for the Tecan Freedom EVO 150 of ninety-seven percent (97%) during IFS operational hours (8:00 AM – 5:00 PM CST, Monday-Friday, excluding Harris County holidays and scheduled Preventative Maintenance periods). Uptime will be calculated on a quarterly basis by Harris County.

C. Performance Metrics and Reporting The Vendor shall track, monitor and report semi-annually to IFS on the following key performance metrics.

This report is separate from individual service reports and provides an overview of service performance under the contract.

• Number of Preventative Maintenance (PM) visits scheduled and completed on time.

• Response time and number of on-site visits for Critical System Failures schedule and completed on time.

• Response time and number of on-site visits for Non Critical Failures scheduled and completed on time.

D. Penalties for Non-Compliance (Service Credits)

Failure to consistently meet the agreed-upon service levels as defined in this Section (e.g., exceeding guaranteed response times, failing to meet the uptime guarantee) may result in the application of service credits to Harris County or other remedies as stipulated in the final contract. Offerors are invited to propose a fair and reasonable service credit structure in their Fee Schedule that would apply in instances of SLA non-compliance.

Table 3: SLA Metrics and Targets

Metric Target/Guarantee Measurement Method Reporting Frequency

On-Site Response (Critical Failure)

≤ 48 business hours Time from IFS notification to technician arrival on-site

Semi- Annually

On-Site Response (Non-Critical Issue)

≤ 48 business hours Time from IFS notification to technician arrival on-site

Semi- Annually

Telephone/Remote Support Acknowledgment

≤ 2 business hours (during business hours)

Time from IFS notification to Vendor acknowledgment

Semi- Annually

PM Completion Window

Within ± 5 business days of mutually agreed date

Documented completion date vs. scheduled date

Semi- Annually