8-Specifications.pdf

SPECIFICATIONS

SCOPE

Harris County is seeking qualified, experienced, and authorized vendors to provide comprehensive, all-inclusive maintenance and services for a Liquid Chromatograph Quadrupole Time-of-Flight (LC-QTOF) Mass Spectrometer (MS) System for Harris County Institute of Forensic Sciences (HCIFS). Services shall begin on November 1, 2026, and ending one (1) year thereafter.

It is the responsibility of each vendor to examine the entire Request for Proposal (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

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”.

SPECIFICATIONS

Harris County is seeking qualified vendors to provide a comprehensive, all-inclusive service agreement covering 100% of the costs for all parts, labor, travel, and associated expenses for both preventative maintenance (PM) and remedial (corrective) repair services for the listed equipment. The objective is to maintain the entire LC-QTOF-MS system in a state of constant operational readiness that meets or exceeds all original manufacturer's performance specifications and fully supports the Institute's stringent ANSI National Accreditation Board (ANAB) International Organization for Standardization (ISO)/ International Electrotechnical Commission (IEC) 17025 accreditation requirements. The vendor shall assume responsibility for the performance of the entire integrated system, preventing service delays caused by disputes between different equipment manufacturers. All services, including PM and remedial repairs, shall be performed on-site at the Harris County Institute of Forensic Sciences, located at: 1861 Old Spanish Trail Houston, TX 77030 .

I. TECHNICAL REQUIREMENTS

All services rendered shall ensure the instrument operates consistently according to the original manufacturer's specifications and, critically, meets the demanding operational and quality requirements inherent to an accredited forensic laboratory environment. 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.

Comprehensive Maintenance and Services for a Liquid Chromatograph Quadrupole Time-of-Flight Mass Spectrometer System for Harris County Institute of Forensic Sciences

A. PM Services

A robust PM program is the primary defense against performance degradation and unexpected equipment failure, which is unacceptable in a forensic environment where casework backlogs can have direct impacts on the justice system. The vendor shall perform a minimum of two (2) scheduled, on-site PM visits per contract year for the entire integrated system. This frequency exceeds the standard single PM visit often included in basic plans and is specified to meet the high throughput demands of Harris County. PM visits shall be scheduled at a time mutually agreeable to both the vendor and the HCIFS technical point of contact, to occur during normal business hours (Monday-Friday, 8:00 AM – 5:00 PM CST).

The PM service shall be comprehensive and auditable. Simply stating "PM performed" is insufficient for accreditation purposes. At a minimum, each PM visit shall include the verifiable tasks detailed in the tables below, with completion documented in the service report.

Table 1: Minimum PM Tasks for Sciex X500R QTOF MS

Task Category Minimum Required Actions

Ion Source & Path

Clean the curtain plate, orifice, and QJet ion guide daily or as needed with appropriate solvents. Inspect, clean, and verify the performance of all ion optics.

Vacuum System Inspect and test the complete vacuum system, including turbomolecular and mechanical roughing pumps. Change the mechanical roughing pump oil at least annually.

Calibration & Verification

Verify the performance of the integrated calibrant delivery system (CDS) to ensure stable mass accuracy. Perform full mass calibration and resolution verification across the operational mass range (e.g., m/z 5-2250) using Original Equipment Manufacturer (OEM) -specified calibration solutions and procedures, ensuring mass accuracy is <2 ppm RMS.

System & Diagnostics

Test all system electronics, power supplies, and safety interlocks. Execute full system diagnostics and run a performance qualification test (e.g., a successful QTOF Testmix analysis) to provide documented evidence that the system meets or exceeds manufacturer specifications post-service.

Table 2: Minimum PM Tasks for Shimadzu Exion LC System

Task Category Minimum Required Actions

Pump Maintenance

Replace high-pressure pump seals, plungers, and check valves in accordance with the manufacturer's recommended schedule or as indicated by diagnostic tests.

Filter Maintenance

Inspect, clean, and replace as necessary the solvent suction filters and in-line filters.

Autosampler Maintenance

Inspect, clean, and replace the autosampler needle, needle seal, and injection port rotor seal as needed to ensure performance.

Performance Verification

Verify autosampler injection volume accuracy and precision. Perform a carryover test to ensure the autosampler rinse parameters are effective. Verify pump flow rate accuracy and gradient proportioning valve performance to ensure chromatographic reproducibility.

Fluidics Inspection

Inspect all fluidic pathways for leaks or blockages.

Following each PM visit, the Vendor shall provide a comprehensive PM service report to HCIFS. 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 HCIFS's quality management system and readily presentable during accreditation audits.

B. Corrective Maintenance and Repair Services The Vendor shall provide a single point of contact, via a toll-free telephone number and a dedicated email address, for placing service requests during normal business hours. Remote troubleshooting and support shall be provided to attempt to resolve the issue prior to dispatching a Field Service Engineer (FSE).

All corrective maintenance or repair 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.

Upon completion of any repair, the vendor shall 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, shall be provided. HCIFS 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 Firmware Support The integrity of the data generated by the system is as important as the hardware's operational status. The vendor shall provide a level of software support that maintains the validated state of the system. This includes providing software support services equivalent to or exceeding the benefits of the Sciex "Software Plus Plan". The vendor shall provide and install all licensed software updates, patches, and version upgrades for all covered software (e.g., SCIEX OS, Analyst) as they are released by the manufacturer during the contract term. A simple software installation is insufficient for an accredited laboratory, as any change can impact a validated method, requiring re-validation. The vendor shall provide technical support to HCIFS during these re-validation activities, including documentation of software changes and troubleshooting assistance. Priority access to senior-level remote software support specialists for troubleshooting, functionality questions, and application support is also required.

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 PM and Corrective Maintenance visits, unless specific exclusions are clearly itemized and justified. 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 authorized distributors to ensure the timely availability of common and critical 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 Liquid chromatography (LC) columns, guard columns, vials, solvents, gas cylinders, or other laboratory consumables used by HCIFS 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 HCIFS, the vendor shall be requested to provide basic operator training for HCIFS laboratory personnel. This training should cover topics such as routine user-level maintenance tasks, basic troubleshooting steps for common minor issues, and/or best practices for instrument operation to maximize longevity and performance.

Vendors shall indicate in their proposal whether such training can be provided. If so, vendor shall 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. Technical and Application Support The vendor shall provide unlimited telephone and secure remote support from senior-level technical specialists during normal business hours (8:00 AM - 5:00 PM CST, Monday-Friday). This support shall cover hardware troubleshooting, software functionality, and basic workflow and application queries to assist Harris County staff in resolving minor issues without an on-site visit.

G. Reporting and Documentation Comprehensive and accurate documentation is a critical deliverable under this contract, directly supporting HCIFS's quality assurance program and its ability to maintain numerous accreditations. The vendor shall provide a detailed written service report to HCIFS within five (5) business days of completing any PM 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 currently installed at the IFS. Vendors shall base their proposals on servicing this specific configuration. IFS will endeavor to provide any missing details to the awarded vendor prior to agreement commencement.

Table 2: Mass Spectrometer: Sciex X500R QTOF

Specification Minimum Performance Requirement

Mass Range Precursor ion selection: 5-2250 m/z

Mass Accuracy < 2 parts per million (ppm) Root Mean Square (RMS) over twelve (12) hours of continuous LC-MS operation

Resolution ≥ 42,000 Full Width at Half Maximum (FWHM) at m/z 956

Serial Number DM230722103

Table 3: Liquid Chromatography System: Shimadzu Exion LC

Specification Minimum Performance Requirement

Maximum Pressure 9,580 Pounds per Square Inch (PSI)

Flow Rate Range 0.0001 to 3.0 milliliter (mL)/min

Flow Rate Accuracy ±1%

Flow Rate Precision ±0.06% Relative Standard Deviation (RSD)

Gradient Delay Volume ≤ 350 µL

Sample Capacity Two (2) Trays (Standard or deep ninety-six (96)-well plates) & 105 x

1.5 mL vials

Column Oven Temperature Range Room temperature -10° Celsius (C) to 85°C

Components and Serial Numbers:

ExionLC AD Multiplate Autosampler: ABAMP5870514 ExionLC AD Pump: AB3AD5875402; ABRES5803945;

ABDG55874052; ABCBM5873712; AB3AD5875403

III. VENDOR QUALIFICATIONS AND EXPERIENCE

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

A. FSE Qualifications

All FSEs assigned to this contract shall possess a minimum of five (5) years of direct, hands-on field experience servicing LC-QTOF-MS systems. The proposal shall include complete resumes and copies of all current, valid training and service certifications for a minimum of two (2) FSEs (one (1) primary, one (1) backup) who would be assigned to the IFS account.

B. 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 Clinical Laboratory Improvement Amendments (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, American Board of Forensic Toxicology (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 HCIFS 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 SLA terms outlined below. These SLAs are designed to ensure that HCIFS receives timely, effective, and high-quality service, thereby maximizing instrument uptime and supporting the Institute's critical operational needs. Vendors shall confirm their ability to meet or exceed these requirements or propose alternative levels with clear justification.

A. Definitions

Normal Business Hours: Monday through Friday, 8:00 AM to 5:00 PM CST, excluding Harris County holidays.

Service Request: A notification from Harris County to the vendor, via the designated toll-free number or email address, indicating that the covered equipment is malfunctioning or has failed.

Remote Response Time: The time elapsed between HCIFS placing a Service Request and a qualified, FSE establishing contact with HCIFS personnel via telephone or secure remote connection to begin diagnostics.

On-Site Response Time: The time elapsed between the determination that an on-site visit is necessary (following remote diagnostics) and the physical arrival of a qualified, FSE at the HCIFS facility.

System Downtime: The total time during Normal Business Hours when the covered equipment is not fully operational and unable to perform its intended analytical functions due to a hardware or software failure.

Downtime begins when a Service Request is placed and ends when the FSE certifies the system is fully operational and meets all manufacturer specifications.

Uptime: The percentage of time during Normal Business Hours in a given calendar period that the system is fully operational.

B. Equipment Uptime Guarantee The covered equipment shall be fully operational and available for use for no less than ninety-five percent (95%) of Normal Business Hours, calculated on a semi-annual basis.

Calculation: Uptime Percentage = ((Total Business Hours in Semi-Annual Period - Total System Downtime Hours) / Total Business Hours in Period) * 100)

C. The vendor shall meet or exceed the following performance metrics for all remedial maintenance service requests.

Remote Response Time: Within four (4) business hours of a Service Request being placed.

On-Site Response Time: Within two (2) business days of the determination that an on-site visit is required.

Parts Availability: All necessary OEM parts shall be shipped via priority/next-day service to minimize repair delays.

D. Performance Metrics and Reporting

The vendor shall track, monitor and report semi-annually to HCIFS on the following key performance metrics. This report is separate from individual service reports and provides an overview of service performance under the contract.

• A log of all Service Requests received during the semi-annual period.

• The documented Remote and On-Site Response Times for each incident.

• A calculation of the total System Downtime for the semi-annual period.

• The final Uptime Percentage calculation for the semi-annual period.

E. 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. Vendors are invited to propose a fair and reasonable service credit structure in their Fee Schedule that would apply in instances of SLA non-compliance.