DOH24-039P Invitation for Bid.pdf

DOH24-039P

TUMWATER, WASHINGTON

INVITATION FOR BID

Ultra-High Performance Liquid Chromatography (UHPLC) Instrument

ITB Release Date May 10, 2024 Pre-Bid Meeting May 14, 2024, at 1030am Link in section 2.2 Vendor Questions due May 17, 2024 Agency Answers to Vendor due May 21, 2024 ITB Close Date and time May 24, 2024 Anticipated Contract Award Date June 13, 2024

Procurement Coordinator:

Anglo Smith Procurement Specialist 2 Anglo.smith@doh.wa.gov

Invitation for Bid Notification

INVITATION FOR BID

DEPARTMENT OF HEALTH

Ultra-High Performance Liquid Chromatography (UHPLC) Instrument

Washington State Department of Health (DEPARTMENT OF HEALTH) is seeking Bids from qualified firms interested in providing an Ultra High Performance Liquid Chromatography (UHPLC) instrument including service, training, and a two-year extended warranty with one year preventative maintenance.

Solicitation documents for this project are available online through Washington’s Electronic Business Solution (WEBS) located at https://fortress.wa.gov/ga/webs/.

Bid Responses are due no later than May 24, 2024, 2:00 p.m. (PST).

Please contact the Procurement Coordinator at anglo.smitt@doh.wa.gov with any questions regarding this solicitation.

Department of Health is committed to maximum utilization of minority, women, small and disadvantaged businesses. All businesses are encouraged to respond.

POSTED: Washington Electronic Business Solutions (WEBS) Office of Minority and Women’s Business Enterprises (OMWBE) Apex Accelerator (P-TAC) https://fortress.wa.gov/ga/webs/

TABLE OF CONTENTS

SECTION 1 - INTRODUCTION

PURPOSE

BACKGROUND

SCOPE OF WORK AND SPECIFICATIONS

AWARD

CONTRACT TERM

SECTION 2 – GENERAL INFORMATION

PROCUREMENT COORDINATOR

ANTICIPATED PROCUREMENT SCHEDULE

SOLICITATION DOCUMENT AVAILABILITY

EXAMINATION OF DOCUMENTS

QUESTIONS AND CLARIFICATION REQUESTS

APPROVED EQUALS REQUESTS

SOLICITATION STANDARDS

Purchase Order TERMS

INCORPORATION OF DOCUMENTS INTO CONTRACT

SECTION 3 – BID SUBMITTALS

BID SUBMITTAL REQUIREMENTS

LATE BIDS

BID OPENING

BIDDER RESPONSIVENESS

SECTION 4 – EVALUATION AND AWARD

BID EVALUATION AND AWARD

EXECUTION OF CONTRACT or ACCEPTANCE OF Purchase order

SOLICITATION DOCUMENTS

SECTION 1 - INTRODUCTION

PURPOSE

Washington State Department of Health is requesting bids for the purchase of an Ultra High Performance Liquid Chromatography (UHPLC) instrument. This is a replacement for an aging High Performance Liquid Chromatography (HPLC) instrument used for Domoic Acid (DA) testing in the PHL ELS Biotoxin Laboratory. A replacement is needed for redundancy in DA analysis because if an instrument goes offline due to age, there is no secondary system to report client samples.

Due to the age of the current HPLC system, some electronics have had issues, requiring parts to be rebuilt instead of simply being replaced. This rebuilding process caused the system to be offline for over a month since the part had to be removed by a technician and taken to a secondary location for troubleshooting. With the secondary system being offline for lengthy periods of time, we have had issues meeting our required 24-hour turnaround time, leading to frustration from our partners at the program level and customers of the Biotoxin program. In addition, the ability to obtain parts to repair the old instrument is becoming a challenge or they are no longer in production.

BACKGROUND

The DOH PHL Biotoxins Laboratory is one of the few state laboratories testing for the three major marine toxins present on the west coast for the National Shellfish Sanitation Program (NSSP). As part of the DOH ELS, this laboratory is responsible for monitoring the levels of biotoxins in a variety of seafood items, from clams to mussels to oysters, even crab! If biotoxin levels exceed certain thresholds, our program issues warnings, and advisories to the public, helping to prevent outbreaks of foodborne illnesses. These toxins include Amnesic Shellfish Poisoning (ASP), Diarrhetic Shellfish Poisoning (DSP), and Paralytic Shellfish Poisoning (PSP)derived from Harmful Algal Blooms. These are highly dangerous and can cause severe health issues if ingested, resulting in a range of illnesses from mild symptoms to fatality. Domoic acid is a marine biotoxin toxin called Amnesic Shellfish Poison (ASP) which is produced by the diatom Pseudo-nitzschia sp., a type of naturally occurring microscopic algae. Shellfish eat these algae and can retain the toxin. People can become ill from eating shellfish contaminated with Amnesic Shellfish Poison. Severe cases of Amnesic Shellfish Poisoning can result in permanent short-term memory loss.

The Ultra High Performance Liquid Chromatography (UHPLC) instrument is a replacement for an aging High Performance Liquid Chromatography (HPLC) instrument used for Domoic Acid (DA) testing in the PHL ELS Biotoxin Laboratory. A replacement is needed for redundancy in DA analysis because if an instrument goes offline due to age, there is no secondary system to report client samples.

This instrument will have a huge impact on growers, tribes for subsistence and ceremonial use, the shellfish program, Department of Fish and Wildlife, and public health if DA in shellfish approach levels that are unsafe for consumption. If an issue arises with our instrument that can detect DA, shellfish growers would not only lose thousands of dollars by not being able to open shellfish growing areas, but there is a greater risk to public health if toxins are present in areas that can’t be tested during instrument down time.

This instrument will also be used as an emergency backup UHPLC system component for our Diarrhetic Shellfish Poisoning instruments if the HPLC component fails.

SCOPE OF WORK AND SPECIFICATIONS

Department of Health requires a qualified Bidder to supply an Ultra High Performance Liquid Chromatography (UHPLC) instrument that meets all required specifications and required delivery timelines detailed in Attachment A – Bid Specifications and this solicitation document. The Awarded Bidder will provide the Ultra High Performance Liquid Chromatography (UHPLC) instrument no later than June 30, 2024, unless approved in writing by the Agency.

A. See detailed description – Attachment A – Bid Specifications- All costs must be submitted with the Appendix B DOH Bid Submittal Document

Bid Item Item # Description Qty Unit Total

Ultra High-Performance Liquid Chromatography (UHPLC) instrument 1

2 Shipping 1 3 Installation 1 4 Training 1 5 2 yr.- Extended Warranty 1 6 1 yr.- Maintenance and Service 1 7 Lead Time

Total Cost:

B. Order Placement Order(s) may be placed in the form of a Purchase Order, Amendment, or similar order document.

C. Delivery Requirements Product will be delivered no later than June 30, 2024. Product will be delivered Free on Board (FOB) destination, and will be shipped to:

Department of Health-Public Health Laboratories 1610 NE 150th Street Shoreline, WA 98155

Program: Contact-Morgan Langis or Daniel Chavez Address: 1610 NE 150th Street Shoreline, WA 98155

AWARD

Department of Health intends to award a firm-fixed Contract to the responsive responsible Bidder(s) whose Bid is responsive and meets all ITB specification requirements and is the lowest cost as determined by the DEPARTMENT OF HEALTH.

The Department of Health does not represent or guarantee any minimum purchase. This Invitation for Bid does not obligate the Department of Health to contract for the goods and/or services specified herein. DEPARTMENT OF HEALTH reserves the right to add, remove, or otherwise modify requirements to meet the operational and strategic objectives of the agency.

CONTRACT TERM

The term of the Contract resulting from this ITB will be to facilitate the purchase(s) as set forth herein. Department of Health reserves the right to request additional unit(s) if needed.

Purchase(s) would not exceed a period of six (6) months unless special circumstances dictate otherwise. Extension for each additional purchase may be offered at the sole discretion of DOH and will be subject to acceptance by the Bidder.

SECTION 2 – GENERAL INFORMATION

PROCUREMENT COORDINATOR

All questions and communication concerning this Invitation for Bid must be directed to the Procurement Coordinator listed below. All oral communication will be considered unofficial and non-binding. Bidders are to rely only on written statements issued by the Procurement Coordinator.

Procurement Coordinator: Anglo Smith Email Address: Anglo.smith@dol.wa.gov

ANTICIPATED PROCUREMENT SCHEDULE

The activities and dates listed below represent the anticipated procurement schedule. Department of Health reserves the right to change the schedule and will post any changes to Pre-Bid date or Bid Due Date and Time on Washington’s Electronic Business Solution (WEBS) located at https://fortress.wa.gov/ga/webs/.

mailto:Anglo.smith@dol.wa.gov

ITB Release Date May 10th 2024 Microsoft Teams Need help?

Join the meeting now Meeting ID: 260 966 413 20 Passcode: QHsoa9 Dial-in by phone +1 564-999-2000,,153177069# United States, Olympia

(833) 322-1218,,153177069# United States (Toll-free) Find a local number Phone conference ID: 153 177 069#

May 14, 2024 1030AM

Vendor Questions due May 17, 2024

Agency Answers to Vendor due May 21, 2024

ITB Close Date and time June 5 2024, 2024 2pm PST

SOLICITATION DOCUMENT AVAILABILITY

Solicitation documents are available on-line through WEBS. Bidders are responsible to register in WEBS and download the Solicitation Documents. Contact WEBS customer service at (360) 902- 7400 or WEBSCustomerService@des.wa.gov if you require assistance with the WEBS registration process or need help accessing the Solicitation Documents.

Department of Health will post Addenda or pertinent schedule changes on WEBS. Bidders are responsible to check for updates and obtain any Addenda related to this Solicitation. Failure to do so may result in the submission of a Bid that is inconsistent with most of the current information and may result in disqualification.

EXAMINATION OF DOCUMENTS

Bidder must thoroughly examine all Invitation for Bid Documents, including but not limited to, the ITB, Solicitation Standards, Sample Contract, Bid Submittal Document, any other material referenced or incorporated herein, and any Addenda. Submission of a Bid constitutes acknowledgment that the Bidder has thoroughly examined all Invitation for Bid Documents.

The Bidder’s failure or neglect to receive or examine any of the Invitation for Bid Documents, statutes, ordinances, regulations, and permits will in no way relieve the Bidder from any obligations with respect to the Bid or any resulting Contract.

Department of Health will reject claims for additional compensation based upon a lack of knowledge or misunderstanding of any of the Invitation for Bid Documents, statutes, ordinances, regulations, permit requirements, or other materials referenced or incorporated in this ITB.

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QUESTIONS AND CLARIFICATION REQUESTS

Bidder questions and/or requests for clarification regarding this ITB will be allowed consistent with the respective dates specified in the 2.2 Anticipated Procurement Schedule. All Bidder questions and/or requests for clarification must be submitted in writing via email to the Procurement Coordinator. It is the Department of Health’s sole discretion to accept or reject any request for changes.

The Department of Health will provide an official written response to Bidder questions received by the respective deadlines. Bidders must not rely on any oral statements or conversations, whether at the Pre-Bid Meeting or otherwise, with Department of Health representatives for questions or clarifications regarding this ITB. Verbal responses to questions and/or clarifications will be considered unofficial and non-binding. Only written responses posted to WEBS in the form of an Addendum will be considered official and binding. All such Addenda will become part of the Invitation for Bid and any awarded Contract.

If no requests for clarification are received, the Department of Health will construe silence as acceptance and the Bidder intends to comply with the Invitation for Bid Documents as written in their entirety.

APPROVED EQUALS REQUESTS

Bidder requests for approved equals or deviation from the scope of work and specifications are due no later than the date and time identified in the Anticipated Procurement Schedule. All such requests must be submitted in writing via email to the Procurement Coordinator. It is at the Department of Health’s sole discretion to accept or reject any requests.

Each request must provide adequate technical information to allow Department of Health Department of Health to make an informed decision. The Department of Health reserves the right to deny requests which lack sufficient information. The Department of Health will review all timely requests for approved equals or deviations and issue solicitation Addenda as necessary to document approval or denial. If no requests for approved equals or deviation are received, the Department of Health will conclude that the Bidder intends to fully comply with all requirements as written.

SOLICITATION STANDARDS

The Solicitation Standards document is provided in Appendix A. The Solicitation Standards document contains important information for Bidders applicable to this Solicitation.

The terms and conditions provided in the Solicitation Standards document apply directly to, and are incorporated by reference, into this Solicitation and the Contract resulting from this Solicitation. As such, Bidders do not need to attach this document with their Bid. It is the Bidder’s responsibility to read and fully understand the details of all items contained herein prior to Bid submittal.

PURCHASE ORDER TERMS

A Sample of Purchase Order Terms and Conditions has been included in Appendix C Purchase Order Terms and Conditions. The Agency expects the final Purchase Order terns to be accepted by the Bidder by the successful Bidder and to be substantially the same as those in Appendix C.

Bidder’s submission of a Response to this Solicitation constitutes general acceptance of these Contract requirements.

The foregoing should not be interpreted to prohibit either party from proposing additional Contract terms and conditions during negotiation of the final Contract.

INCORPORATION OF DOCUMENTS INTO CONTRACT

A Bid submitted in response to this Solicitation is an offer to contract with Department of Health.

This Solicitation document, all incorporated documents, any subsequent Addenda, and the successful Bidder’s Response will be incorporated by reference into the resulting Purchase Order or Contract.

The Purchase Order Documents comprise the entire agreement between the Department of Health and the Bidder concerning the work to be performed. It is the intent of the Purchase Order Documents to describe the work, functionally complete, to be constructed in accordance with the Bidder’s response. Any work, materials or equipment that may be reasonably inferred from the Bidder’s response Documents as being required to produce the intended result shall be supplied whether or not specifically called for.

SECTION 3 – BID SUBMITTALS

Respond to the following requirements in this section.

BID SUBMITTAL REQUIREMENTS

Bidder must complete and provide the following information in the Bid Submittal Document of Appendix B. Incomplete or vague responses may be considered non-responsive and may be rejected. Failure to complete and submit all items listed in this section may disqualify the Bidder from further participation in this ITB.

1. Bidder Acknowledgements The Bidder Acknowledgements must be signed by the Bidder’s Authorized Representative. The Bidder must complete the acknowledgement of Addenda receipt box(es) by filling in the Addenda number fields for each Solicitation Addenda issued and complete the signature box information on the Bidder Acknowledgements page.

2. Bidder Information The Bidder must complete the Bidder Profile, Bidder Authorized Representative, Certified DBE and SBE Status, and Statement of Prior Contract Termination sections.

Bidder may attach additional sheets if necessary.

3. Subcontractor Information Bidder is instructed to complete the Subcontractor Information section if the Bidder intends on utilizing Subcontractors. If the Bidder does not intend to use Subcontractors, the Bidder is not required to complete this section of the Bid Submittal Document. If no information is entered, the Department of Health will assume that Subcontractors will not be used.

The Department of Health will accept Bids that include third party involvement only if the Bidder submitting the Bid agrees to take complete responsibility for all actions of such Subcontractors. The Bidder must disclose the use of any Subcontractor(s) in their Bid.

If applicable, Bidder will identify all Subcontractors who will perform services in fulfillment of Contract requirements, including their name, the nature of services to be performed, address, telephone, email, federal tax identification number (TIN), Washington State Unified Business Identifier (UBI), and DBE or SBE certification status.

The Department of Health reserves the right to approve or reject any and all Subcontractors that Bidder proposes. Any Subcontractors not listed in the Bidder’s Response who are engaged after award of the Contract must be pre-approved, in writing, by the Department of Health before providing services under the Contract.

4. Bid Pricing The Bidder must complete and submit the Bid Pricing Section and Bidder’s Signature.

Bidder may attach additional sheets if necessary.

Prices will be in U.S. dollars. Bidders will extend unit pricing as required. In the event of an error in the extension of prices, the unit price will prevail. All Bid prices will remain firm for a minimum of sixty (60) Calendar Days from the Bid Due Date.

Bid prices will include everything necessary for the procurement of the Contract, execution and completion of the work, and fulfillment of the Contract. This includes but is not limited to, furnishing of all materials, delivery costs, equipment, tools, labor and services, Bid preparation costs, Contract management costs and administrative costs, except as may be provided otherwise in the Solicitation documents.

Applicable taxes which the Bidder is required to pay, excluding retail sales taxes, must be included in the Bidder’s proposed price(s) for the work under the Contract. No adjustments will be made in the amount to be paid by the Department of Health under the Awarded Contract due to any misunderstanding by or lack of knowledge of the Bidder as to liability for, or the amount of, any taxes for which the Bidder is liable or responsible by law or under the Awarded Contract or because of any increases in tax rates imposed by any Federal, State or local government.

No payments in advance or in anticipation of goods or services to be provided under any resulting Contract will be made. Consultants will only be compensated for performance delivered and accepted by the Department of Health.

SUBMITTAL INSTRUCTIONS

Bidder will submit their complete Bid in the following manner:

A. Bid: Bidder must complete and submit all sections of the Bid Submittal Document, located in Appendix B, as their Bid. One (1) electronic copy of the Bidder’s complete Bid must be received by the Department of Health on or before the Bid Due Date and Time set forth in Section 2.2, Anticipated Procurement Schedule.

1. Electronic Copy: The electronic copy Bid is to be submitted by email to the Procurement Coordinator at the address provided in Section 2.1 Procurement Coordinator. The email must be labeled with the IFB # DOH24-039P, and Bidder’s name. For bid documents the preferred electronic formats are Microsoft Word 2000 (or more recent version) and PDF.

B. Delivery of Bid: The Bid must be received by email no later than the date and time noted in Section 2.2 Procurement Schedule.

C. Time of Receipt: Time of receipt will be determined by the date and time stamp on the Bid is received by the Department of Health. Bidder accepts all risks of late delivery regardless of fault.

Bids are to be submitted in the format described in this Solicitation. No oral, faxed, mailed or telephone Bids or modifications will be accepted or considered. All Bids and any accompanying documentation become the property of the Department of Health and will not be returned.

LATE BIDS

Any Bid received after the exact time specified for Bid Due Date and Time will not receive consideration.

BID OPENING

Department of Health will open Bids as specified in the Procurement Schedule. Any time following the public Bid opening, Bidders may obtain a list of Bidders. Contact the Procurement Coordinator regarding requests for all other information related to this Solicitation.

The Department of Health reserves the right to postpone the Bid Due Date and Time at any time prior to the date and time established herein.

BIDDER RESPONSIVENESS

Bidder must respond to each question/requirement contained in this ITB. Failure to demonstrate to the Department of Health that your firm meets ITB requirements and/or comply with any applicable item may result in the Response being deemed non-responsive and disqualified from further consideration.

Department of Health, at its sole discretion, reserves the right to consider the actual level of Bidder’s compliance with Solicitation requirements, accept or reject any and all Bids received, waive any irregularities or minor informalities, to accept any items or combination of items, and to request additional information required to fully evaluate a Bid.

SECTION 4 – EVALUATION AND AWARD

BID EVALUATION AND AWARD

Bids will be evaluated by the Department of Health to determine the lowest cost, responsive, responsible Bidder, and whose delivery timeline meets Agency need.

Bid Submittal Document: Bidders must complete and submit the Bid Submittal Document as their Bid.

The Department of Health in its sole discretion reserves the right, but without obligation, to waive informalities and irregularities.

1. Responsiveness. The Department of Health will consider all material submitted by the Bidder to determine whether the Bidder’s offering is in compliance with the Solicitation Documents.

2. Responsibility. Department of Health will consider all material submitted by the Bidder, and evidence it may obtain otherwise, to determine whether the Bidder, its key personnel, and proposed Subcontractors have the qualifications and experience to successfully fulfill Contract obligations.

3. Price. The lowest bid price(s) offered for the goods and services listed.

4. Timeline of Deliver No bid with a timeline of delivery later than noted in Section 2.2 will be accepted.

Within sixty (60) Calendar Days after the opening of Bids, Department of Health will either accept a Bid, reject all Bids, or take such other action as may be in its best interest. The Department of Health reserves the right to request an extension of the Bid acceptance period. Bid acceptance will be followed by a written notice of award of Contract.

EXECUTION OF CONTRACT OR ACCEPTANCE OF PURCHASE ORDER

The successful Bidder will agree to the draft Purchase Order and return to the Department of Health, together with the evidence of insurance, within ten (10) Business Days of its receipt. After execution by Department of Health, a signed Contract or Purchase Order will be returned to the Contractor.

SOLICITATION DOCUMENTS

Invitation For Bid Packet: This document contains the Procurement Schedule, Submittal instructions, and background information on the intended procurement.

Attachment A- Bid Specifications: This document details the specifications for both the equipment and service contract.

Appendix A-Solicitation Standards: This document contains the Standard Definitions, Instructions to Bidders and Terms and Conditions. This document does not need to be submitted; however, Bidders are instructed to be familiar with it as it governs this Solicitation and will be incorporated into the resulting Purchase Order.

Appendix B-Bid Submittal Document: Bidders must complete and submit the Bid Submittal Document as their Bid.

Appendix C-Purchase Order Terms and Conditions: Department of Health expects the Purchase Order terms and conditions agreed to by the Bidder to be substantially the same as provided on this document. This document does not need to be submitted; however, Bidders are instructed to be familiar with it.

solicitation documents