DOH25-010P Invitation for Bid.pdf

DOH25-010P

TUMWATER, WASHINGTON

INVITATION FOR BID

Dried Blood Spot Puncher ITB Release Date February 7, 2025 Pre-Bid Meeting February 14, 2025, at 10:30am Link in section

2.2 Vendor Questions due February 21, 2025 Agency Answers to Vendor due February 21, 2025 before 5:00 PM PST ITB Close Date and time March 7 , 2025 before 2:00pm PST Anticipated Contract Award Date TBD

Procurement Coordinator:

Sylvia Henzel Procurement Specialist 3 bids@doh.wa.gov mailto:bids@doh.wa.gov

Invitation for Bid Notification

INVITATION FOR BID

DEPARTMENT OF HEALTH

Dried Blood Spot Puncher

Washington State Department of Health (DOH) is seeking Bids from qualified firms interested in providing a Dried Blood Spot Puncher instrument including service, training, and a two-year extended warranty with one-year preventative maintenance after first year ends.

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 March 7, 2025, Before 2:00 p.m. (PST).

Please contact the Procurement Coordinator at bids@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) Department of Health (DOH) Apex Accelerator (P-TAC) https://fortress.wa.gov/ga/webs/ mailto:bids@doh.wa.gov

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 ... 12

SOLICITATION DOCUMENTS

SECTION 1 - INTRODUCTION

PURPOSE

The Washington State Department of Health is requesting bids for the purchase of multi plate dry blood spot puncher. This is a replacement for aging blood spot punchers used to deliver 1/8” filter paper blood dots into 96 well microtiter plates to test for various life-threatening disorders as required by RCW 70.83.

The four punchers that are used currently have been operational for over 20 years. They are at the end of their life cycle and are unable to be serviced due to the lack of available parts and outdated technology compatibility for these punchers. The current equipment vendor announced the service, and support will cease at the end of this year. This vendor will continue to support existing customers until parts are depleted.

The Newborn Screening program is expanding, the daily sample volume has increased tremendously due to the need to perform additional testing on newborn children. Currently we are requesting to purchase one new instrument initially with up to four more instruments over the next year. (four replacements and one additional instrument for increased workload). The new instruments will replace the old instruments with upgraded compatible software, a new graphical user interface, enhanced safety features and operational modes for improved sample processing.

BACKGROUND

Newborn screening in Washington State is a collaborative effort involving the State Department of Health, and numerous providers of newborn and related child health services throughout the state. It is the stated policy of the state of Washington “...to make every effort to detect as early as feasible and to prevent where possible...preventable heritable disorders leading to developmental disabilities or physical defects” (Revised Code of Washington, RCW 70.83.020; Declaration of policy and purpose and WAC 246-650 ) To achieve this, the law directs the Department of Health to “.require screening tests of all newborn infants before they are discharged from the hospital...”

for disorders “... and perform rapid, efficient screening as defined by the state board of health.”

The Newborn Screening (NBS) Program assures that all infants born in Washington with rare but treatable disorders, approved by the State Board of Health, are diagnosed and referred for treatment as early as possible. The NBS Program also has contracts to perform screening for babies born in Hawaii and Idaho.

The Washington State Board of Health requires that the Department of Health’s (DOH) Newborn Screening Program screen all newborns in Washington State for heritable disorders. Early detection of these diseases will save affected babies from death or permanent disability.

The screening involves testing for specific analytes associated with each disease in blood specimens collected on a filter paper. Specialized instruments are used to punch 1/8-inch blood spots, from the dry filter paper into testing plates. This is the first crucial step in preparing the samples for testing. The current punching instruments are aging, and the vendor will no longer support repair service for them.

SCOPE OF WORK AND SPECIFICATIONS

Department of Health requires a qualified Bidder to supply a Dried Blood Spot Punching instrument that is ergonomically designed and capable of punching multiple plates simultaneously and that meets all required specifications and required delivery timelines detailed in Attachment A

– Bid Specifications and this solicitation document. The Awarded Bidder will provide Dried Blood Spot Punching instrument no later than June 30, 2025, 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

Dried Blood Spot Punching instrument that meets specifications in Attachment A 1

2 Shipping 1 3 Installation 1

Equipment Training – Hands On (per Attachment A) 1

5 Software Training – (per Attachment A) 1 6 2 yr.- Extended Warranty 1

1 yr.- Preventative Maintenance after first year of Warranty (per Attachment A) 1

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, 2025. 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-Sana Choudhary 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 four (4) unit(s) if needed.

Purchase(s) would not exceed a period of one year (1) 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: Sylvia Henzel Email Address: bids@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:bids@dol.wa.gov

ITB Release Date February 7, 2025 Pre-Bid Meeting February 14, 2025, at 10:30am Link in section 2.2 Vendor Questions due February 21, 2025, before 5:00 PM PST Agency Answers to Vendor due February 28, 2025 ITB Close Date and time March 7 , 2025 before 2:00pm PST Anticipated Contract Award Date TBD

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.

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.

https://fortress.wa.gov/ga/webs/ mailto:WEBSCustomerService@des.wa.gov

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 the 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 terms 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 # DOH25-010P, 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 responsive, responsible Bidder, specification response, low cost, preferences 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 offer 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. Specification Match. Bidder response to specifications list, pass/fail

4. Price. The lowest bid price(s) offered for the goods and services listed receives 100 Points.

5. Preference. Executive Order 18-03, Certified Veteran Owned Business, PCB free products and products in packaging. Each preference can be worth an additional 5% of point total.

6. Timeline of Delivery. No bid with a timeline of delivery later June 30, 2025, 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.

Attachment B- Diverse Business Inclusion Plan: DOH requires that bidder submit this inclusion plan template as part of their proposal. Once submitted, the Inclusion Plan template becomes part of the contract if awarded to the bidder. The Bidder shall also include an anticipated list of small and diverse subcontractors or vendors who may provide services on the project.

Attachment C- Bidder’s Certification: This document is required to be submitted with your bid. Bidders are required to fill out all portions of the attachment.

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 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.

Appendix C-1-Purchase Order Terms and Conditions Change Form (Optional): Bidders need only to complete and submit this Attachment IF the bidder has issues, concerns, exceptions, or objections to any of the terms or conditions contained in Appendix C-1 DOH PO Terms and Conditions.

solicitation documents