DOH61906_BHPL_MiSeqi100_or_equivalent_ODH_IT_RFP_Template_9.15._2026_FINAL.pdfDOH61906_BHPL_MiSeqi100_or_equivalent_ODH_IT_RFP_Template_9.15._2026_FINAL.pdf

Ohio Department of Health Project Name – RFP# SRC0000041150 On behalf of Bureau of Public Health Laboratory RFP Version 7.2026

REQUEST FOR PROPOSALS FOR IT SERVICES

The State of Ohio, through The Ohio Department of Health (ODH), is issuing the following

Request for Proposal (RFP)

RFP NUMBER: SRC0000041150

ODH NUMBER: DOH61906

Bureau of Public Health Laboratory (BPHL)

Ohio Department of Health DOH61906: Bureau of Public Health

Laboratory SFY27 -MiSeq i100 Plus System or equivalent and MiSeq i100 Plus Silver Support Plan or equivalent RFP

Project Name – RFP# SRC0000041150 On behalf of Bureau of Public Health Laboratory RFP Version 7.2026

Proposals received after the due date and time will not be evaluated.

Offerors must review all sections of this RFP to confirm full understanding of and compliance with all requirements.

Proposal Table of Contents A. Project Overview

B. Inquiry and Clarifications

C. Solicitation Details

D. Projected Project Period and Agreement Terms

E. Renewal Terms

F. Project Requirements

G. Project Preferred Requirements

H. Scope of Work and Deliverables

I. Technical Proposal Evaluation

J. Proposal Scoring Requirements

K. ODH’s Proposal Terms and Conditions

Appendix A – Cost Proposal Form Instructions

Appendix B – Affirmation and Disclosure Form

See Documents Section in OhioBuys

Appendix C – Data Security and Privacy Terms

See Documents Section in OhioBuys

Appendix D – Supplement A – State IT Policy Standard and Service Requirements

See Documents Section in OhioBuys

Project Name – RFP# SRC0000041150

A. Project Overview

The Ohio Department of Health (ODH), Bureau of Public Health Laboratory (BPHL) is seeking proposals for ONE (1) MiSeq i100 Plus System. This is a benchtop, next generation, sequencer that integrates sequencing, primary analysis and secondary analysis. The system should include embedded touchscreen monitor and on-instrument computer, control software, hardware accelerated Dragen Bio-IT secondary analysis pipelines and 12 months warranty

(including parts and labor). The system can be installed by the customer, or an optional package can be purchased by the customer to have the vendor install the system. Installation costs will not be included in the instrument purchase price. The Project background of this RFP – include as many details as possible here.

B. Inquiry and Clarifications

Offerors can begin submitting inquiries on Friday, September 18, 2026, up until Friday, October 2, 2026, by 3 p.m. All questions must be submitted via OhioBuys. Questions received after this date will not receive a response.

Offerors may not contact the state directly at any time during the solicitation process, however

Offerors may make inquiries regarding this RFP any time during the inquiry period listed above and in OhioBuys.

To make an inquiry, Offerors must login to OhioBuys, navigate to the solicitation, open the inquiry tab, and submit their inquiry. Offerors will not receive a personalized email response to their question, nor will they receive notification when the question has been answered. Offerors may view inquiries and responses on the OhioBuys Public Solicitations page by opening the solicitation overview and navigating to the inquiries section of that page.

Offerors are to base their proposal responses and the details and costs of their proposed projects on the requirements and performance expectations established in this RFP.

https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2Fpage.aspx%2Fen%2Fbuy%2Fhomepage https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2Fpage.aspx%2Fen%2Fbuy%2Fhomepage https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2Fpage.aspx%2Fen%2Fbuy%2Fhomepage https://ohiobuys.ohio.gov/page.aspx/en/rfp/request_browse_public

Project Name – RFP# SRC0000041150 On behalf of Bureau of Public Health Laboratory RFP Version 7.2026

ODH will only review questions submitted through the Q&A process that are in accordance with these instructions and within deadlines. ODH does not consider questions asked during the inquiry period through the inquiry process as exceptions to the requirements or the terms and conditions of this RFP.

ODH will attempt to respond to all inquiries within three business days of receipt, excluding state holidays. ODH will not respond to any inquiries received after 3 p.m. on the inquiry end date listed in OhioBuys. ODH will use its discretion in deciding whether to provide responses as part of this RFP process. Responses to inquiries are not considered changes to the RFP.

Other than the communication options described in this RFP, Offerors must not make unsolicited contact with any elected official or office of the state, or any staff member of ODH other than the contract officer that is overseeing this solicitation, regarding this RFP.

Offerors must not represent themselves to anyone as having the endorsement of ODH or the state, nor as the ODH’s next supplier of the work. For contractors currently doing business with

ODH, any communication regarding this RFP is prohibited except as provided for in this RFP. Any such unauthorized contact may result in an Offeror being disqualified from further consideration under this RFP. The state will not discuss the particulars of this RFP process with external parties.

C. Solicitation Details

This solicitation will close on Wednesday, October 7, 2026. by 3 p.m. All required application components must be received by 3:00 p.m. on Wednesday, October 7, 2026. Proposal applications should be submitted via OhioBuys. Each application component must be clearly labeled.

Offerors must submit a technical proposal, complete the cost proposal form. Instructions for this form are included in Appendix A and include any required cost proposal details to explain their proposed costs as separate sections of its proposal before the proposal due date and time and pursuant to the instructions listed above and in ODH’s Proposal Terms and Conditions

Requirements for Proposals.

Project Name – RFP# SRC0000041150 On behalf of Bureau of Public Health Laboratory RFP Version 7.2026

Proposals, including all components of the proposals, must not be password protected or the state may reject any such proposals.

Each section must be submitted in its own separate, electronic submission as indicated by the solicitation. The submission with the technical proposal will be electronically sealed (the technical envelope), and the submission with the cost proposal will be separately electronically sealed (the financial envelope).

Each requirement of a proposal represents only a part of the total basis for a decision to award the contract, and a failure by an Offeror to make the required submission or meet requirements listed in solicitation normally will result in a rejection of that proposal. The value assigned to each requirement is used to determine which proposal is the most advantageous to ODH in relation to the other proposals received. It is not a basis for determining the importance of meeting that requirement.

Offerors must submit their proposals electronically in OhioBuys before the noted time on the proposal due date. Paper and email submissions will be destroyed and will not be considered.

OhioBuys will not allow submission or modification to a submission after the deadline. An

Offeror submitting an electronic proposal must allow for adequate time for uploading a proposal prior to the due date and time. Technical difficulties experienced by the Offeror will not be an exception.

Offerors must carefully review the requirements of this RFP and the contents of its proposal.

Once opened, proposals cannot be altered or withdrawn, except as allowed by this RFP.

ODH is not responsible for the accuracy of any information regarding this RFP that was gathered through a source other than the inquiry process described in the RFP.

ODH may reject any proposal if the Offeror takes exception to the terms and conditions of this

RFP, includes unacceptable assumptions or conditions in its proposal, fails to comply with the procedure for participating in the RFP process, or fails to meet any requirement of this RFP. ODH also may reject any proposal it believes is not in its interest to accept, cancel this RFP, or decide not to award a contract to any or all of the Offerors responding to this RFP.

Project Name – RFP# SRC0000041150 On behalf of Bureau of Public Health Laboratory RFP Version 7.2026

All proposals and other material that Offerors submit will become the property of the state and may be returned only at ODH's option. All proposals will be open to the public after the ODH has awarded the contract.

ODH will retain all proposals, or a copy of them, as part of the contract file for at least six years.

After the six-year retention period, the state may dispose of the proposals and any copies of them.

ODH is not responsible for any costs an Offeror incurs in responding to this RFP or from participating in the evaluation process or negotiations process (if any), regardless of whether

ODH awards the contract through this process, decides not to go forward with the contract award, cancels this RFP for any reason, or contracts for the work through some other process or through another RFP.

D. Projected Project Period and Agreement Terms

The projected project period is estimated to start on or around Monday, November 2, 2026.

The agreement terms will be such that ODH reserves the right to execute multiple agreements with awarded offeror(s) to support the full project period. Continuation of such agreements is subject to the discretionary appropriation of funds by the Ohio General Assembly for the applicable biennium, satisfactory performance of the awarded provider(s), and the needs of the Ohio Department of Health.

E. Renewal Terms

The renewal terms will be two (2), 24 -months optional renewal period(s) dependent upon the receipt and approval of funds to ODH for this project.

• Renewal Optional Year 1-2: July 1, 2027– June 30, 2029.

• Renewal Optional Year 3-4-: July 1, 2029– June 30, 2030.

At the sole option of ODH, ODH may extend this contract past the initial agreement term for a period of 90 days. Renewal terms may be exercised by mutual agreement between the contractor and ODH. The cumulative time of all mutual renewals may not exceed four

Project Name – RFP# SRC0000041150 On behalf of Bureau of Public Health Laboratory RFP Version 7.2026 additional years and are subject to and are contingent upon the discretionary decision of the

Ohio General Assembly to appropriate funds for this project in each new biennium. If any renewal is exercised, a new contract will be issued at the beginning of the new biennium. ODH may evaluate whether a renewal is appropriate considering the satisfactory performance of the contractor and the future and continuing needs of ODH’s programs.

F. Project Requirements

1. Offerors must meet the following requirements to be considered for evaluation.

2. Offeror(s) must have experience providing, supporting, or servicing next-generation sequencing (NGS) platforms comparable to the Illumina MiSeq i100 or MiSeq i100 Plus

Systems, including integrated sequencing, primary analysis, and secondary bioinformatics workflows.

3. Offeror(s) must have experience with NGS systems utilizing Illumina SBS or XLEAP-SBS chemistry, including management of consumables, reagent kits, and flow cell configurations.

4. Offeror(s) must have experience supporting installations or deployments in standard laboratory environments without specialized plumbing or external equipment.

5. Offeror(s) must demonstrate expertise in supporting instruments with automated onboard cluster generation, onboard denaturation, and automated reagent loading.

6. Offeror(s) must demonstrate expertise in NGS workflows using DRAGEN secondary analysis pipelines, either onboard or cloud‑based (BaseSpace or Illumina Connected Analytics).

7. Offeror(s) must hold and provide any required certifications to sell, distribute, or support Illumina sequencing instruments, reagents, and related software in the United States.

8. Offeror(s) must comply with applicable U.S. export controls and certify that products and services offered do not violate Illumina’s export control restrictions.

9. Offeror(s) must be able to provide a manufacturer‑approved Silver Support Plan or equivalent, including parts, labor, onsite response, remote technical support, and software/hardware updates.

10. Offeror(s) must be able to provide proactive instrument performance monitoring, remote troubleshooting, and worldwide multilingual technical support.

11. Documentation Requirements

12. Offerors must include supporting documentation that clearly demonstrates compliance with:

a. Required technical specifications

Project Name – RFP# SRC0000041150 On behalf of Bureau of Public Health Laboratory RFP Version 7.2026

b. NGS system operation capabilities

c. Experience and expertise criteria

d. Certifications and licensing requirements

e. Service/support capabilities

13. Proposals failing to address all requirements or lacking required documentation may be deemed non‑responsive and excluded from further evaluation.

Offerors must meet all project requirements as outlined in this solicitation and must provide complete and accurate supporting documentation within their proposal. Documentation must clearly demonstrate the Offeror’s ability to meet each requirement including, but not limited to, technical qualifications, experience, staffing, and any other specified criteria. Proposals that fail to address all requirements or do not include the required documentation may be deemed non-responsive and may not be considered for further evaluation.

Project Name – RFP# SRC0000041150 On behalf of Bureau of Public Health Laboratory RFP Version 7.2026

G. Project Preferred Requirements

The following qualifications are considered preferred and are not mandatory. However, Offerors that demonstrate these preferred requirements may receive additional points during the evaluation process, as outlined in the scoring criteria.

Offeror(s) is preferred to have experience in supporting or delivering next-generation sequencing (NGS) instrumentation, including systems comparable to the Illumina MiSeq i100, MiSeq i100 Plus, or equivalent platforms.

Offeror(s) is preferred to have expertise in DRAGEN-based analysis workflows, sequencing informatics, or integrated sample-to-analysis pipelines, including onboard or cloud-based data analysis environments compatible with Illumina ecosystems.

Offeror(s) is preferred to have a license/certification in in manufacturer-approved installation, maintenance, or technical support for NGS sequencing instruments or equivalent laboratory technologies, demonstrating recognized capability in supporting high-complexity scientific equipment.

H. Scope of Work and Deliverables

Offerors must demonstrate the capability, capacity, and resources necessary to successfully complete all scope of work and deliverables identified in this solicitation. ODH reserves the right to modify the scope of work, including amending existing deliverables, adding additional deliverables, and/or extending or adjusting due dates, as necessary to support programmatic and project needs.

The purpose of this solicitation is to procure one (1) next-generation sequencing (NGS) system and associated support services for the Ohio Department of Health. The selected Offeror must provide all equipment, materials, software, consumables, warranties, and technical support necessary to deliver a fully functional sequencing system meeting the requirements outlined below.

The Scope of Work includes, but is not limited to, the following:

Project Name – RFP# SRC0000041150

1. Scope of Work

SCOPE OF WORK

1.

Equipment Provision Offeror must provide a benchtop NGS sequencing instrument comparable to the Illumina MiSeq i100 Plus System, capable of integrated sequencing, primary analysis, and secondary analysis. The system must include:

a. Embedded touchscreen interface

b. On-instrument computer and control software

c. Hardware-accelerated DRAGEN Bio-IT secondary analysis pipelines

d. Standard manufacturer warranty (minimum 12 months, parts and labor)

2.

Technical Capabilities The sequencing system must support the following:

a. Multiple flow cell configurations enabling output ranges from approximately 1.5 Gb to 30 Gb

b. Read lengths including 1×100 bp, 2×150 bp, and 2×300 bp

c. Run times ranging from approximately 4 to 15.5 hours depending on configuration

d. Automated onboard cluster generation and sample denaturation

e. Load-and-go consumables and streamlined run setup in under 20 minutes

3.

Reagents and Consumables

Offeror must provide consumables that meet the following characteristics:

a. Room‑temperature shipping and storage

b. Ready‑to‑use reagent cartridges compatible with the proposed instrument

c. Reagent kits supporting multiple cycle options (100‑cycle, 300‑cycle, 600‑cycle as applicable)

d. Flow cells compatible with desired output ranges

4.

Software and Informatics Offeror must provide:

a. Onboard DRAGEN secondary analysis capabilities

b. Real-time base calling and quality scoring

Project Name – RFP# SRC0000041150 On behalf of Bureau of Public Health Laboratory RFP Version 7.2026

c. Compatibility with cloud-based analysis platforms, including BaseSpace Sequence Hub or equivalent

d. Export of standard data formats (FASTQ, BAM, VCF, etc.)

5.

Support and Maintenance Offeror must include a manufacturer-approved service plan comparable to the MiSeq i100 Plus Silver Support Plan, including:

a. Full coverage for parts, labor, and travel

b. Remote technical support

c. Two-business-day onsite response target

d. Software and hardware updates

e. Optional applications support or advanced training resources

6.

Shipping and Delivery Requirements Offeror must ensure:

a. Delivery to the specified Ohio Department of Health facility

b. Compliance with shipping schedule policies

c. All freight charges are included and clearly identified

d. Instruments arrive ready for installation per manufacturer specifications

7.

Documentation Requirements Offeror must provide detailed documentation including:

a. Technical specifications of the instrument

b. System capabilities and performance metrics

c. Warranty terms and service plan details

d. Installation guidance and environmental requirements

e. User manuals, training materials, and safety documentation

8.

Implementation and Training Offeror must provide:

a. Initial setup guidance or installation support, whether customer-performed or via optional services

b. Introductory training on instrument operation, consumables usage, and analysis workflows

c. Access to ongoing technical resources, including multilingual support channels

Project Name – RFP# SRC0000041150

2. Deliverables

DELIVERABLES DUE DATE

2.1 Offeror must provide a delivery proposal for MiSeq i100 Plus System or equivalent within 90 days after awarded contract.

Within 90 days after awarded contract.

2. 2 Offeror must provide a plan for system setup and installation of the MiSeq i100 Plus Silver Support Plan or equivalent for the first years (8 months) and then 12 months for subsequent years

Within 30 days after delivery of equipment.

2.3. Offeror must provide a plan to submit a monthly performance report.

Monthly throughout the contract period.

2.4 Offeror must provide a plan for all technical support, maintenance, and system updates. Including a manufacturer approved service plan comparable to the MiSeq i100 Plus Silver Support Plan.

Throughout the contract period.

2.5

Offeror must provide a written plan for acceptance testing to confirm full functionality.

Within 10 business days after installation.

2.6 Offeror must provide a written plan for training of all the system operations functionality and workflows.

Within 30 days after awarded contract.

2.7

Other Cost: Offeror(s) must provide the cost for any additional system requirements.

*NOTE: One lump sum cost is acceptable if the cost is an annual cost, and the period is noted on the bid response. No add on cost are acceptable after the award is made.

Throughout the contract period.

Project Name – RFP# SRC0000041150

I. Technical Proposal Evaluation

ODH will evaluate each proposal that it has determined is timely, complete, properly formatted, and meets all of the requirements, if any. The evaluation will be scored according to the requirements identified in this RFP.

All Offerors, including current contract holders, if applicable, must provide detailed and complete responses. Proposal evaluations and subsequent scores are based solely on the content of the proposal. No assumptions will be made or values assigned for the competency of the Offeror who is a current or previous contract holder.

ODH may have the proposals or portions reviewed and evaluated by independent third parties.

Additionally, ODH may seek reviews from end users of the work or state personnel who have subject matter expertise or an interest in the work. ODH may adopt or reject any recommendations it receives from such reviews and evaluations, or ODH may give them such weight as the state believes is appropriate.

During the technical evaluation, ODH will calculate a point total for each proposal evaluated as explained below and further in ODH’s Proposal Terms and Conditions.

ODH may select any number of the higher-ranking proposals for the next phase. The number of proposals advancing to the next phase is within ODH’s sole discretion. ODH may consider one or more higher-ranking proposals, but ODH may not consider any lower-ranking proposals unless all higher ranked proposals are also considered, except as provided herein.

ODH will conduct due diligence by reviewing applicable sources to verify that each Offeror has not misused public funds, is not debarred or otherwise prohibited from contracting with any

State agency and is eligible to receive federal funds. Any identified issues must be resolved by the Offeror prior to entering into a contract agreement.

Project Name – RFP# SRC0000041150

ODH will verify each Offeror’s status through the Ohio Secretary of State and the System for

Award Management (SAM) maintained by the United States General Services Administration.

• https://ohioauditor.gov/findings.html

• https://procure.ohio.gov/state-and-local-agencies/resources/08_debarment-csv-list

• https://sam.gov/

3. Technical Evaluation Criterion

CONTRACTOR PROFILE RATE (0-5) WEIGHT

3.1

Description of the Contractor’s experience and expertise conducting projects of similar size and scope, particularly involving laboratory equipment, sequencing systems, or comparable technology deployments.

3.2 Contractor’s ability to meet all requirements as stated in the Scope of Work and Deliverables, demonstrating compliance and capability.

3.3 Contractor’s capacity to provide the required services, including organizational resources, staffing, and documentation of financial capability to perform the work.

3.4 Past performance evaluation based on references from similar projects, demonstrating reliability, responsiveness, and quality of service delivery.

STAFFING PLAN (PERSONNEL PROFILE) CRITERIA RATE (0-5) WEIGHT

3.5 Ability and experience of key project personnel intended to work on the project, including relevant expertise with sequencing systems and technical support.

3.6 Identification of the amount of time lead and key project personnel are expected to work on the project, demonstrating adequate resource allocation.

https://ohioauditor.gov/findings.html https://procure.ohio.gov/state-and-local-agencies/resources/08_debarment-csv-list https://sam.gov/

Project Name – RFP# SRC0000041150 On behalf of Bureau of Public Health Laboratory RFP Version 7.2026

3.7 Contingency: Description of contingency plans for completing the project if lead or key personnel become unavailable.

WORK PLAN Project Approach, Methods, and Deliverable Execution

RATE (0-5)

WEIGHT

3.8 Detailed discussion describing how the Contractor will perform the requirements specific to this project, including each item under Scope of Work and Deliverables.

3.9 Timeline, Challenges: Detailed timeline for completion of services and deliverables, identification of any anticipated difficulties, and proposed solutions.

TOTAL 100

J. Proposal Scoring Requirements

ODH will score a proposal by multiplying the rating received in each category by its assigned weight and adding all categories together for the Offeror’s total technical score from the technical proposal evaluation table. Numerical values are defined as follows:

CRITERIA MAXIMUM

ALLOWABLE POINTS

Technical Proposal

Cost Proposal

Embedded MBE 50

Total

Numerical Rating

Adjective Description

5 Excellent • Response demonstrates an approach to the proposed work with an exceptional solution or level of quality.

Project Name – RFP# SRC0000041150

• Response contains many significant strengths and few minor weaknesses, if any.

• There is very little risk that the Offeror would fail to satisfy the requirement(s).

4 Very Good • Response demonstrates an approach offering unique or innovative methods of performing the proposed work or delivering a solution.

• Response contains many strengths that outweigh the weaknesses. Weaknesses, if any, are very minor and can be readily corrected.

• There is little risk that the Offeror would fail to satisfy the requirement(s).

3 Acceptable • Response demonstrates an approach that offers an acceptable solution or level of quality.

• Response contains strengths that are balanced by the weaknesses. Weaknesses are minor and can be corrected.

• There is some probability of risk that the Offeror may fail to satisfy some of the requirement(s).

2 Weak • Response demonstrates an approach that inadequately addresses the requirements and/or objectives.

• Response contains weaknesses that are not offset by strengths. There are significant weaknesses and very few strengths.

• There are questions about the likelihood of success and there is a risk that the Offeror may fail to satisfy the requirement(s).

1 Poor • Response demonstrates an approach that does not meet the stated requirements and/or objectives, lacks essential information, is conflicting, and/or is unproductive.

• Response contains many significant weaknesses and very minor strengths, if any.

• There is not a reasonable likelihood of success and a high risk that the Offeror would fail to satisfy the requirement(s).

0 Completely Deficient

• Response is missing necessary information to demonstrate that the Offeror can perform.

• Response is devoid of strengths.

• Response has an unacceptable level of risk that the Offeror will fail to satisfy the requirement(s).

Project Name – RFP# SRC0000041150 On behalf of Bureau of Public Health Laboratory RFP Version 7.2026

K. ODH’s Proposal Terms and Conditions

1. Terminology. For purposes of this Contract, any references to “Offeror” in the documents that make up this Contract will mean “Contractor” as of the effective date of this Contract.

2. Scope of Work and Specifications. ODH is authorized to prepare scope of work and specifications to obtain supplies and services. The purpose of the scope of work or deliverables is to describe the supplies or services to be purchased and will serve as a basis for comparison of proposal responses.

ODH may make reasonable changes within the general scope of the Work. ODH will do so by issuing a written order under this Contract describing the nature of the change (Amendment) in the format prescribed by ODH. Additionally, if the ODH provides directions or makes requests of the Contractor without an Amendment, and the Contractor reasonably believes the directions or requests are outside the specifications for the Work, the Contractor will have the right to request an Amendment from ODH through ODH Project Manager. All revisions will not be effective until incorporated into this Contract via written amendment.

Scope of Work changes will be managed as follows: (i) pricing for the change will be provided by the Contractor; (ii) ODH will execute a Amendment once it and the Contractor have agreed on the description of and specifications for the change as well as any equitable adjustments that need to be made to the Contractor's Fee or the performance schedule for the Work; and (iii) the Change Order is incorporated into this Contract via written amendment, the Contractor will sign it signify agreement

In no event will ODH be responsible for any increase in the Fee or revision to any delivery schedule unless the relevant change was specifically ordered in writing by ODH and the Contractor has complied with the requirements of this section. ODH has complied with the procedure for Change Orders in this section, nothing in this clause will excuse the Contractor from proceeding with performance of the Work as changed.

3. Technical Proposal Format. Contractor’s technical proposal must address all items in the scope of work and deliverables and be submitted as the “Technical Proposal”. Failure to sufficiently address each item may result in ODH’s determination that the Proposal does not provide sufficient detail to adequately evaluate the Proposal and is, therefore, incomplete, and non-responsive. If the Proposal contains elements that exceed the requirements of the RFP, the Proposal should state the degree to which the requirement will be exceeded and how this will be accomplished.

Proposals should be prepared simply and economically, providing a straightforward, concise, and complete description of the Contractor's proposal and capabilities to perform the Agreement.

Emphasis should be on completeness, specificity, and clarity of content.

3.1. Company Narrative. Responses to the RFP must include a short narrative describing the following:

Project Name – RFP# SRC0000041150 On behalf of Bureau of Public Health Laboratory RFP Version 7.2026

3.1.1. Company Narrative. Responses to the RFP must include a short narrative describing the following:

3.1.1.1. Description of the Contractor’s experience and expertise conducting projects of similar size and scope.

3.1.1.2. Contractor’s ability to meet minimum requirements.

3.1.1.3. Contractor’s capacity to provide the services required.

3.1.1.4. Documentation of Contractor’s soundness and financial capability to perform the work.

3.1.1.5. List of three (3) references for whom the Contractor has performed similar services and deliverables. ODH may, but is under no obligation to, contact the references.

3.2.2. Project Narrative. Responses to the RFP must include a detailed project narrative describing the following:

3.2.2.1. Identification of the objectives, strategies, methodology, services, and deliverables that Contractor proposes to provide.

3.2.2.2. Use of evidence-based practices, if applicable.

3.2.2.3. Timeline for completion of services and deliverables.

3.2.2.4. Ability and experience of key project personnel intended to work on the project and their responsibilities to the project. Include resumes.

3.2.2.5. Identification and description of any proposed Subcontractors.

Contractors may not subcontract any work or services of the type described in project scope of work and deliverables without ODH prior written approval.

3.2.3 Project Work Plan. Responses to the RFP must include a detailed project implementation plan describing the following:

3.2.3.1. Clearly identify and discuss with specificity how the Contractor will perform the requirements specific to this project, including each item under Scope of Work and Deliverables.

3.2.3.2. Description of the location and principal office from which the work is to be performed.

3.2.3.3. Identification of the amount of time that led, and key project personnel will be expected to work on the project.

3.2.3.4. Description of contingency plans for completing the project, should the lead or key project personnel become unavailable for any reason.

3.2.3.5. Identification of any anticipated difficulties in meeting the project specifications and a description of proposed solutions to these difficulties.

Project Name – RFP# SRC0000041150 On behalf of Bureau of Public Health Laboratory RFP Version 7.2026

4. Contractor’s Compensation. In consideration of the Contractor's promises and satisfactory performance, ODH will pay the Contractor the amount(s) identified in the Contract (the Fee), plus any other expenses identified as reimbursable in the Contract. In no event will payments under this Contract exceed the “not-to-exceed” amount in the Contract without the prior, written approval of the State and, when required, the Ohio Controlling Board and any other source of funding.

The Contractor's right to the Fee is contingent upon the complete and satisfactory performance of the Work or, in the case of milestone payments or periodic payments of an hourly, daily, weekly, monthly, or annual rate, all relevant parts of the Work tied to the applicable milestone or period. Payment of the Fee is also contingent on the Contractor delivering a proper invoice and any other documents required by the Contract.

Contractor’s proposed compensation by deliverable must be submitted as the “Cost Proposal”. If in the event an Agreement ensues as a result of this RFP, the Contractor will be required to fulfill the Agreement obligations at the amount proposed. The proposed cost must include all costs associated with performing the work, including travel, shipping, overhead, etc.

5. Fee Structure. The fee structure under this Contract will be a fixed cost fee structure.

Contractor may invoice the State for each Deliverable or milestone defined in Scope of Work, after the ODH has accepted the Deliverable(s). Contractor may invoice the ODH for any ongoing software licensing, maintenance, and support costs annually in advance

6. Economic Price Adjustment. The Contract prices(s) will remain firm for the first 48 months of the Contract. Thereafter, the Contractor may submit a request to increase its price(s) to be effective 30 calendar days after acceptance by ODH. No price adjustment will be permitted prior to the effective date of the increase received by the Contractor from its suppliers; on purchase orders that are already being processed; or on purchase orders that have been filled and are awaiting shipment. If the Contractor receives orders requiring quarterly delivery, the increase will apply to all deliveries made after the effective date of the price increase.

The price increase must be supported by a general price increase in the cost, e.g., increases in the cost of raw materials, labor, freight, workers’ compensation and/or unemployment insurance. Detailed documentation, to include a comparison list of the contract items and proposed price increases, must be submitted to support the requested increase. Supportive documentation includes, but is not limited to: copies of the old and the current price lists or similar documents which indicate the original base cost of the product to the Contractor and the corresponding increase, and/or copies of correspondence sent by the Contractor's supplier on the supplier's letterhead, which contain the above price information and explains the source of the increase in such areas as raw materials, freight, fuel or labor, etc.

Should there be a decrease in the cost of the finished product due to a general decline in the market or some other factor, the Contractor is responsible to notify the ODH immediately. The price decrease adjustment will be incorporated into the contract and will be effective on all

Project Name – RFP# SRC0000041150 On behalf of Bureau of Public Health Laboratory RFP Version 7.2026 purchase orders issued after the effective date of the decrease. If the price decrease is a temporary decrease, such should be noted on the invoice. In the event that the temporary decrease is revoked, the contract pricing will be returned to the pricing in effect prior to the temporary decrease. For quarterly deliveries, any decrease will be applied to deliveries made after the effective date of the decrease. Failure to comply with this provision will be considered as a default and will be subject to Termination of the Contract.

7. Proposal Submittal. ODH must receive proposals via Ohio Buys. Each Offeror must submit a “Technical Proposal” and “Cost Proposal” as part of its total Proposal before the opening time on the Proposal due date as listed in Ohio Buys. These are two separate components which must be submitted as separate electronic documents, clearly identified as either “Technical Proposal” or “Cost Proposal” and the RFP number.

8. Proposals are a Public Record. Once proposals have been reviewed, they will be forwarded to the ODH Project Evaluation Committee to begin the evaluation process. After proposals are opened, they are public records as defined in Ohio Revised Code Section 149.43 and are subject to all laws appurtenant thereto. Contractor may request that certain information, such as trade secrets or proprietary data, be designated as confidential and not considered as public records. Pricing is not considered as confidential. The decision as to whether such trade secrets or proprietary data must be disclosed must rest solely with ODH.

9. Withdrawal of Proposal Prior to Scheduled Opening. Contractor may withdraw a proposal by written request any time after ODH receives the proposal and before scheduled opening.

10. Withdrawal of Proposal After Scheduled Opening. Contractor may by written request withdraw its proposal after scheduled opening if there is reasonable proof that an inadvertent mistake was made, and the correction cannot be determined with reasonable certainty.

11. Correction of Proposal Before Scheduled Opening. If a Contractor withdraws its proposal and resubmits it with revisions, the revisions should be clearly identified and initialed by the Contractor. Any corrections must be completed off the ODH premises.

12. Correction after Scheduled Opening. ODH may permit a Contractor alleging an inadvertent error to correct its proposal after opening, only if the mistake and the correction are clearly evident from the proposal and correction does not affect the amount of the proposal or otherwise give the Contractor an unfair competitive advantage.

13. Proposals are Firm for 90 Days. Unless stated otherwise, once opened all proposals are irrevocable for ninety (90) days. Beyond ninety (90) days, the Contractor will have the option to honor their proposal or make a written request to withdraw their proposal from consideration.

14. Rejected Proposals. ODH may reject any proposal as a whole or in part, if any of the following circumstances are true:

14.1. Proposals are not in compliance with the required format stated in the RFP.

14.2. Proposals do not address all the requirements of the RFP.

Project Name – RFP# SRC0000041150 On behalf of Bureau of Public Health Laboratory RFP Version 7.2026

14.3. The price is excessive in comparison with market conditions or with the available funds of the Agency.

14.4. ODH determines that awarding any item is not in the best interest of the Agency.

15. Alternative Proposals. A Contractor may desire to submit an alternative proposal that achieves the purpose, specifications, and scope of ODH’s request. A Contractor submitting an alternative proposal must clearly identify and quantify the advantages of the alternative.

16. Proposal Preparation. ODH assumes no responsibility for costs incurred by the Contractor prior to the award of the Agreement resulting from this RFP. Proposals may not include any amounts attributable to its preparation.

16. Contractor May Request Clarification. If a Contractor discovers an inconsistency, error or omission in this RFP, the Contractor should request clarification from ODH Office of Procurement Services. Such clarification may be made only through email. No other form of clarification is acceptable. Failure of Contractor to comply may result in the Contractor being deemed not responsive.

17. Communication Prior to the Response Due Date. From the Release Date of this RFP until the date of the Agreement award, there must be no communications concerning this RFP between any Contractor who may ultimately submit a Proposal and any employee of ODH involved in the issuing of the RFP, or any other state employee who is in any way involved in the ODH project, except as follows:

An ODH employee may send communications to potential Contractors with a link to ODH’s RFP announcement after the Release Date to encourage a diversity of Contractors to submit a Proposal.

18. ODH Modifications/Amendments to the RFP. If ODH decides to revise this RFP before the Proposal due date, an amendment will be issued in OhioBuys as a new round. If an Offeror has submitted a Proposal prior to an amendment being issued and wishes to be considered, the Offeror must resubmit their Proposal in response to the latest round of the RFP.

Proposals submitted in response to amended RFPs prior to the most recent amendment will not be opened or evaluated. ODH may issue amendments to this RFP any time before Proposals are due, and it is each Offeror’s responsibility to check for amendments and other current information regarding this RFP.

Unless otherwise stated in the notice by ODH modifications and withdrawals must be submitted within OhioBuys prior to the end date of the amendment response period. If this RFP provides for a negotiation phase, this procedure will not apply to changes negotiated during that phase. Any modification that is broader in scope than ODH has authorized may be rejected and treated as a withdrawal of the Offeror’s Proposal.

A Contractor may elect to withdraw the proposal, provided that the Contractor files a written request within ten (10) calendar days of DOH’s distribution of the addendum.

Project Name – RFP# SRC0000041150 On behalf of Bureau of Public Health Laboratory RFP Version 7.2026

19. Unit Costs. Contractors must not insert a unit cost of more than two (2) digits to the right of the decimal point. Digits beyond the two (2) will be dropped and not used in the evaluation of the proposal.

20. Responsive Contractor. A Contractor is responsive if its proposal responds to the RFP completely and contains no irregularities or deviations from the RFP that would affect the proposal or otherwise give the Contractor an unfair advantage.

21. Responsible Contractor. ODH will determine if a Contractor is responsible using the following factors:

21.1. Experience of the Contractor.

21.2. Contractor's financial condition.

21.3. Contractor's conduct and performance on previous Agreement.

21.4. Contractor's facilities.

21.5. Contractor's management skills.

21.6. Contractor's ability to execute the Agreement properly.

21.7. Review of Federal and State debarment lists.

22. Information Requested. ODH may request additional information to evaluate a Contractor's responsiveness to the RFP or to evaluate a contractor’s responsibility. If a Contractor does not provide the requested information, it may adversely impact ODH evaluation of the Contractor's responsiveness or responsibility.

23. Samples. ODH may require Contractors to provide samples or examples of work, at the Contractor's expense. Samples must be clearly identified by the Contractor, the RFP number, and the item the sample represents. ODH will return samples that are not destroyed in testing, at the Contractor's expense, upon the Contractor's timely request. ODH may keep the samples of the Contractor awarded the Agreement until the completion of the Agreement.

24. Estimated Usage. Unless otherwise stated, the usage indicated for each item(s), if applicable, are to be considered as estimates only and should be considered as information relative to potential purchases that may be made from the Agreement. ODH makes no representation or guarantees as to the actual amount of the items(s) to be purchased.

25. Technical Proposal Evaluation.

Proposals submitted by Contractors that do not meet the minimum requirements will not be evaluated. Proposals determined by ODH to lack completeness, specificity or clarity of content may be deemed nonresponsive and, therefore, will not be evaluated. The remaining proposals will be evaluated, scored, and ranked by a committee of selected staff. Proposals will be evaluated by the technical review criteria.

Project Name – RFP# SRC0000041150

The evaluation committee will assign a numerical rating to each technical competency in the RFP based upon a review of that Contractor’s Proposal. The ratings are to be awarded as follows:

Numerical Rating

Adjective Description

5 Excellent

• Response demonstrates an approach to the proposed work with an exceptional solution or level of quality.

• Response contains many significant strengths and few minor weaknesses, if any.

• There is very little risk that the Offeror would fail to satisfy the requirement(s).

4 Very Good

• Response demonstrates an approach offering unique or innovative methods of performing the proposed work or delivering a solution.

• Response contains many strengths that outweigh the weaknesses. Weaknesses, if any, are very minor and can be readily corrected.

• There is little risk that the Offeror would fail to satisfy the requirement(s).

3 Acceptable

• Response demonstrates an approach that offers an acceptable solution or level of quality.

• Response contains strengths that are balanced by the weaknesses. Weaknesses are minor and can be corrected.

• There is some probability of risk that the Offeror may fail to satisfy some of the requirement(s).

2 Weak

• Response demonstrates an approach that inadequately addresses the requirements and/or objectives.

• Response contains weaknesses that are not offset by strengths. There are significant weaknesses and very few strengths.

Project Name – RFP# SRC0000041150

The value assigned to each criterion is only a value used to determine which Proposal is the most advantageous to the Agency in relation to the other Proposals that ODH received.

The evaluation committee will evaluate each proposal and award up to the maximum amount specified for each criterion. A proposal must receive a total technical score of at least 300 points (60 percent of the maximum total technical score of 500) for ODH to consider awarding an Agreement for that proposal.

26. Presentations and Interviews. ODH may require may request some Offerors to interview, make presentations about their Proposals, or demonstrate the products or services. If the interviews, presentations, or demonstrations are held as part of the technical proposal evaluation, all Offerors having Proposals under evaluation may participate. ODH may then use the information gathered from this process in evaluating the merits of the Proposals. The demonstrations, presentations, and interviews may also result in an adjustment of a proposal’s evaluation. Such interviews will provide a Contractor with an opportunity to present its Proposal and to ensure a mutual understanding of the Proposal’s content.

Alternatively, if the interviews, presentations, or demonstrations are held after the technical proposal evaluation, the State may limit them to one or more of the higher-ranking Offerors.

The State may limit such interviews, presentations, and demonstrations to areas in which it seeks further information from the Offerors.

27. Cost Proposal Evaluation. This proposal is based on a “Best Overall Value” determination, which considers multiple factors beyond just cost. These include the quality of services,

• There are questions about the likelihood of success and there is a risk that the Offeror may fail to satisfy the requirement(s).

1 Poor

• Response demonstrates an approach that does not meet the stated requirements and/or objectives, lacks essential information, is conflicting, and/or is unproductive.

• Response contains many significant weaknesses and very minor strengths, if any.

• There is not a reasonable likelihood of success and a high risk that the Offeror would fail to satisfy the requirement(s).

0 Completely Deficient

• Response is missing necessary information to demonstrate that the Offeror can perform.

• Response is devoid of strengths.

• Response has an unacceptable level of risk that the Offeror will fail to satisfy the requirement(s).

Project Name – RFP# SRC0000041150 On behalf of Bureau of Public Health Laboratory RFP Version 7.2026 products offered, vendor experience and qualifications, past performance, proposed methodology and the ability to meet project timelines. ODH will calculate the Contractor’s Cost Proposal points along with the Contractor’s total technical points are determined, in the final stages of evaluation.

Offeror’s total cost for the Work must include all one-time and ongoing costs and be represented as a firm fixed price. Contractor will be paid according to the fee structure within the Cost Proposal Form.

Offeror may not modify or reformat the Cost Proposal Form. The Offeror must complete the required portions of the Cost Proposal Form. Additionally, all portions of the Cost Proposal Form must be completed in the exact format provided. The Offeror must not include exceptions, additional terms and conditions, or assumptions, in the submitted Cost Proposal Form. ODH may reject any Proposal with a modified or reformatted Cost Proposal Form; a Cost Proposal Form that is not separately submitted; or a Cost Proposal Form that includes exceptions, additional terms and conditions, or assumptions.

Offeror can include a separate document to include cost details and must submit these details along with the cost proposal form.

ODH will not be liable for any costs the Offeror does not identify in its cost proposal. There will be no additional reimbursement for travel or other related expenses unless specified above in this solicitation

28. Final Stages of Evaluation Contractor with the highest point total from all phases of the evaluation (Technical Points + Cost Points) will be recommended for the next phase of the evaluation.

Technical Score: + Cost Score: + Score_________

= Total Score: ______________

If ODH finds that one or more Proposals should be given further consideration, ODH may select one or more of the highest-ranking Proposals to move to the next phase, which may include a Best and…