CVAA RFQ_4~5.doc

R E Q U E S T F O R Q U O T E (RFQ)

AGENCY:

Illinois Environmental Protection Agency (EPA)

ADDRESS:

1021 North Grand Avenue East

CITY:

Springfield, IL 62702

CONTACT:

John Martincic

PHONE:

217-524-0875

EMAIL:

John.Martincic@Illinois.gov

Due By:

June 5, 2019 at 8:00 AM CST Minimum Specifications and Requirements:

The Illinois EPA is seeking a bench top Cold Vapor Atomic Analyzer (CVAA) instrument for the analysis of Mercury in environmental samples. Due to space limitations, floor models are not acceptable. The system must include the following;

· autosampler

· a process and detector capable of meeting, at a minimum, the USEPA method 245.1, 7470 and 7471 criteria

· a data system

· system operating software

· LIMS data transfer compatibility with Promium

· reference books

· written manuals

· two-year warranty

· free telephone support for the life of the instrument

The system will be used to analyze drinking water, surface water, soils, sediments, and fish tissue utilizing generally accepted environmental methods including USEPA Methods 245.1, 7470 and 7471.

The system must be capable of meeting the Method Reporting Limit (MRL) criteria in the table included.

General specifications:

· The entire system must come from a single vendor.

· All support must be available from the vendor.

· All books, manuals and supporting documentation must be supplied with the instrument.

· A comprehensive operator’s manual/guide must be included. The manual must include guidelines and scenarios for optimizing sensitivity and other parameters, indicate when maintenance is required and assist the analyst in performance optimization.

· A comprehensive troubleshooting guide must be included that enables the analyst to diagnose and perform instrument maintenance and repairs including; sample drying regeneration, sample introduction, phase separator, lens and sample path cleaning, detector alignment and changing, heater, autosampler, software and other routine and non-routine instrument maintenance and instrument diagnostics.

· Method development procedures and guidelines must also be included in a manual. If hardware changes are needed for different matrices, the alternate setups must be provided in the manual and must achieve all specifications listed here.

· At least one full set of written manuals must be provided.

· A supply of consumables and repair parts for water, soil and tissue matrices must be provided.

· The vendor must demonstrate that all criteria outlined here can be met on-site with the delivered instrument before the instrument is accepted. Payment will not be made unless acceptable performance is demonstrated.

· The vendor shall use real data derived from the delivered instrument – not published data – to demonstrate that all method criteria are met.

· The system must be delivered and installed no later than three weeks after the award of the bid. Failure to meet this specification may result in the cancellation of the order.

· All Method 245.1, 7470 and 7471 criteria (including QC and frequency) shall be set up by the vendor.

· The system must be able to meet all criteria specified in USEPA Methods 245.1, 7470 and 7471.

· The system must be able to meet or exceed MRL criteria in the table included here using the Method Detection Limit (MDL) procedures outlined in USEPA Method 245.1, 7470 and 7471, TNI 2016 and 40 CFR part 136.

· The instrument must be a bench top system due to space limitations. A floor model is not acceptable. The total instrument dimensions cannot exceed 25in. deep x 36in. wide. Autosampler dimensions cannot exceed 25in. deep by 23in. wide.

Illinois EPA Method Reporting Limit Requirements (ug/L)

Analyte

MDL

MRL

Mercury USEPA Method 245.1

0.02

0.06

Mercury USEPA Method 7470

0.02

0.06

Mercury USEPA Method 7471 (analysis units = ug/L)

0.05

0.1

Autosampler specifications:

· The autosampler must utilize multiple sample racks (if necessary for minimum samples).

· Sample vessels must hold enough sample for three separate analyses (analysis aliquots).

· The autosampler must come with rinse vials.

· The autosampler must be capable of automatic post-analysis rinsing following samples that exceed user settable values.

· The autosampler must hold a minimum of 50 vials.

· Sample cycle time must not exceed 3 minutes.

· Sample volume should not be increased to obtain better sensitivity.

Sample introduction:

· The system must be capable of handling several hundred runs without requiring more than routine maintenance (robust).

· The inlet system must not obstruct maintenance or routine operations such as changing peri-pump tubing.

· Peri-pump tubing changes must be simple and unobstructed.

Anti-Contamination Enclosure:

· A system for minimizing ambient contamination

· Mechanisms in place to neutralize or remove any toxins from the work environment.

CVAA Instrument Specifications:

· Meets all sensitivity and method parameters of 245.1, 7470, and 7471.

Data System specifications:

· Provide a technical grade computer capable of meeting all instrument requirements for control and data processing.

Processor: Intel® Core™ i7-8700 Processor

Speed: 12M Cache, 3.20 GHz

Operating System: Windows 10 Enterprise ONLY

Memory: 8GB DDR4-2133 DIMM (1x8GB) RAM

Storage: 500 GB SATA 7200 RPM

Graphics: Discrete AMD Radeon R7 430 2GB 2DP Graphics Video Card: (1) HDMI output connector (via an adapter); (1) VGA (via an adapter); (1) DVI; (1) DisplayPort (dual mode/DP++ support) output connector. In addition, there are the following native ports on the device: (1) VGA; (1) DisplayPort.

Keyboard: HP USB Business Slim Keyboard US

Mouse: HP USB Wired Optical Mouse

Optical Drive: Not included

LAN: 10/100/1000 w/RJ-45 connector

Ports: 8 USB Ports total – (4) X USB 3.1 GEN 1 TYPE-A PORTS & (4) X USB 2.0 TYPE-A PORTS; (1) Headphone/Lineout; 1 Microphone in/Other

PCIE Expansion: (1) PCIe 3.0 x16 slot and (1) PCIe 3.0 x1 slot

· The data system must include all software necessary to fully control the system.

· The data system software must also control the autosampler.

· The data system must have a flat panel monitor of no less than 17 inches.

· System files must be transferable to and compatible with an existing Promium Element Laboratory Information Management System (LIMS). This must be demonstrated during on-site instrument set up and training.

· Correct file formats that will properly transfer data to and be read by the existing Promium Element LIMS will be the responsibility of the vendor.

· Any ports, software modifications, cables or other peripherals required to ensure that data can be transferred to the existing Promium Element LIMS is the responsibility of the vendor.

· Automatic operator notification of duplicate sample results during data transfer or marked/flagged some way, which would be desirable for added data integrity when reruns or dilutions are performed.

· The system must include a backup of the vendor software.

· The vendor must provide free (proactive) software upgrades for five years.

· The vendor must provide a copy of the operating system software to be used as a backup.

Other Specifications:

· One year of consumable supplies for performing analysis.

· The system must come with a two-year warranty that covers all service, hardware, software, parts and travel.

· Each vendor will provide as part of their bid a list of at least 3 references of organizations that use the instrument of interest for similar environmental analysis.

· All warranty service must be done by the vendor.

· Installation shall be at no additional cost.

· The vendor shall provide – at no additional cost –one day of onsite hardware, maintenance and software training.

· Free comprehensive phone troubleshooting support for the life of the instrument, regardless of vendor defined status.

· The system must be able to operate on regular building incoming grid power and robust enough to handle the normal noise (unfiltered) associated with raw supply voltage. If not, the power supply filtering or stabilization must be included in the cost of the system.

BIDDERS MAY SUBMIT A QUOTE ELECTRONICALLY IN THE STATE’S NEW BID BUY SYSTEM, OR YOU MAY ENTER YOUR QUOTE ON THIS RFQ AND EMAIL IT BACK TO THE SOLICITATION CONTACT INDICATED ABOVE.

VENDOR’S NAME:

ADDRESS:

CITY/STATE/ZIP: ____________________

PHONE:___________ Email:_________________________

SS/FEIN: _________________

DATE OF BID:

WARRANTY:

All Products will be new and will carry a minimum 2-year warranty from date of delivery.

Estimated delivery time:

3 weeks from date of Purchase_

Notes to Bidder: All Quoted prices must be valid for 30 days from date of quote submission. All prices must include shipping and handling charges. Price increases will NOT be accepted. In the event of a price decrease, the agency is guaranteed to receive the lowest price available. The agency reserves the right to reject all offers; to reject individual offers for failure to meet any requirement; to award by item, part or portion of an item, group of items, or total; and to waive minor defects. Bidder must agree to partial ship equipment in case of a delay on the total order. Bidder may attach a separate page describing its proposal for equipment or services. The winning responsible vendor will be chosen on low total bid for all products/services.

Availability of Appropriation; Sufficiency of Funds.

This Agreement is contingent upon and subject to the availability of sufficient funds. The Department may terminate or suspend this Agreement, in whole or in part, without penalty or further payment being required, if (i) sufficient funds for this Agreement have not been appropriated or otherwise made available to the Department by the State or the Federal funding source, (ii) the Governor or the Department reserves funds, or (iii) the Governor or the Department determines that funds will not or may not be available for payment. The Department shall provide notice, in writing, to contracting party of any such funding failure and its election to terminate or suspend this Agreement as soon as practicable. Any suspension or termination pursuant to this Section will be effective upon the date of the written notice unless otherwise indicated. This Agreement may be terminated, in whole or in part, by Vendor without advance notice pursuant to a funding failure and Vendor may suspend this Agreement, in whole or in part, pursuant to a funding failure.