BFHD - RFP.pdf

Benton-Franklin Health District Environmental Health Department Environmental Water Laboratory 7102 W. Okanogan Place Kennewick, WA 99336

Request for Proposal (RFP)

Liquid Chromatography/Mass Spectrometry (LC/MS) System

Solicitation Documents

RFP Issuance Date: March 25th, 2025 All solicitation documents, including any addenda, are published on the Benton-Franklin Health District Website at www.bfhd.wa.gov. Additionally posted to the Tri-City Herald at www.tri-cityherald.com, and Washington State Department of Enterprise Services at des.wa.gov.

Proposal Due Date

Proposals are due: 12:00pm on April 17th, 2025

Proposal Acceptance Location

Proposals will be received by:

Environmental Health Department 7102 W. Okanogan Place Kennewick, WA 9933 Office Hours: 8:00 a.m. to 4:30 p.m., Monday through Friday email:phuc.ha@bfhd.wa.bfhd Phone: 509-460-4206

BFHD reserves the right to reject any and all Proposals, cancel this solicitation, and to waive any informalities or irregularities in procedure.

http://www.bfhd.wa.gov/ http://www.tri-cityherald.com/ https://des.wa.gov/

Environmental Water Laboratory

• INTRODUCTION

The Benton-Franklin Health District (hereinafter referred to as "the District") is seeking proposals from qualified vendors for the procurement of a Liquid Chromatography/Mass Spectrometry (LC/MS) system. This system will be used by the Water Lab for analytical testing of water and environmental samples. The goal of this RFP is to identify a vendor that can provide a high-quality, reliable, and cost-effective LC/MS system that meets our specific needs.

• SCOPE OF WORK

The selected vendor will be responsible for providing a fully functional LC/MS system, including:

• LC/MS Instrumentation: Capable of high-sensitivity detection for environmental contaminants, including PFAS (EPA method 533, 537.1 and 1633), cyanotoxins (EPA method 544, 545), 6PPD-quinone (Method 1634) and pesticides (such as EPA method 543)

• Software & Data Analysis Tools: Must include user-friendly software with quantitative and qualitative analysis capabilities.

• Installation & Calibration: The vendor must provide full installation, initial calibration, and verification of instrument performance.

• Training & Technical Support: Vendor must provide comprehensive training for agency personnel and offer ongoing technical support.

• Maintenance & Warranty: A minimum one-year warranty with an optional extended maintenance contract.

• Other Instrumentation and Materials: Must include other instrument/equipment needed to operate LC/MS, and refillable chemicals and materials for initial establishment and operation

• PROCUREMENT SCHEDULE

Following is the procurement schedule for this RFP. The dates shown below are estimated, are provided for information only, and are subject to change at the sole discretion of the District.

Date Activity

3/25/2025 RFP Issuance

4/14/2025 Responses to Pre-proposal Inquires

4/17/2025 Proposal Due Date

5/15/2025 Proposal Evaluation and Vendor Selection

Environmental Water Laboratory

6/15/2025 Execute Contract/ Purchase

• PROPOSAL REQUIREMENTS

Interested vendors must submit a proposal that includes the following elements:

• Company Information: Name, address, contact details, and relevant experience.

• Technical Proposal:

o Description of the proposed LC/MS system, including specifications and capabilities.

o Expected performance and detection limits for above contaminants and others.

o Details on software, user interface, and data processing capabilities.

• Pricing Proposal:

o Itemized cost breakdown, including equipment, software, training, and support.

o Itemized breakdown the cost for other instrument/equipment needed to operate the proposed LC/MS system.

o Listed and itemized breakdown the refillable chemicals and materials needed for establishment and operation of above EPA methods (at minimum for PFAS compounds and cyanotoxins).

o Any available discounts bundled service options, or extended warranty pricing.

• Delivery Timeline: Expected timeline from contract award to full installation and operation.

• Laboratory Pre-Installation Checklist: To ensure our laboratory facility can meet your proposed LC/MS and related instruments, please include the pre-installation checklist.

This includes any special requirements for delivery and installation such as electrical requirement, space clearance, workbench, bench space, A/C and humidity, waste disposal, exhausted gas line, etc.…

• References: Contact information for at least three recent customers who have purchased similar system. If knowing, please include the purpose of use for those systems.

• EVALUATION CRITERIA

• Initial Screening of Proposals: All Proposals will be initially screened for responsiveness and the minimum qualifications outlined in this solicitation. Those Proposals which do

Environmental Water Laboratory not clearly meet the minimum qualifications may be considered nonresponsive and may not be further evaluated.

• Evaluation Criteria: Proposals will be evaluated based on the following criteria:

Evaluation Criteria Weight/ Points

Technical Specifications & System Capabilities 35

Cost Competitiveness & Value 25

Training, Support & Warranty 20

References and past performance 15

Delivery Timeline 5

Total Points 100

• Evaluation Process: The Environmental Health Program Manager, Laboratory Manager, Environmental Health Specialists, Business and Finance Manager will evaluate and rank the proposals according to the evaluation criteria.

• Selection and Negotiation:

o The evaluation and ranking team will select the responsible firm/vendor whose proposal is most advantageous to the program, considering both price and technical factors. The County will initiate negotiations (as necessary) with the Proposer who, in the sole opinion of the district, best meets the district’s needs as outlined in this solicitation.

o The District intends to award without discussions/negotiations based on the pricing submitted with the Proposal but reserves the right to hold discussions/negotiations with the highest ranked Proposer on any aspect of the contract and/or fee schedule for purposes of executing the Contract.

o Although the District may open discussions with the highest-ranked Proposer, consideration or negotiations resulting in a Contract are not guaranteed. If the District is unsuccessful in negotiating with the selected Proposer or if negotiations do not proceed in a timely fashion, the District reserves the option to terminate negotiations and proceed with the next-highest ranked Proposer, and so on, until an agreement is reached with one of the Proposers or the process is terminated.

6. COMPLIANCE WITH LAWS

• Proposal awarded by this state fund must include provisions that bind the provider/vendor to comply with all applicable federal, state and local regulations including the Uniform Guidance (2 CFR Part 200).

Environmental Water Laboratory

7. COMPLIANCE WITH LAWS

• The District reserves the right to reject any and all proposals, waive informalities, and negotiate with the most qualified vendor to ensure the best value for the program.