DQ 2026000445 Chemistry Instrument Service Plan.pdf

Version 42225

Colorado Department of Public Health & Environment (CDPHE)

Laboratory Services Division (LSD)

Documented Quote # DQ1-2026000445

Chemistry Instrument Service Plan

STATEMENT ON AND COMMITMENT TO EQUITY

CDPHE acknowledges that long-standing systemic racism, including economic and environmental injustice, has created conditions that negatively impact marginalized communities, particularly people of color. These conditions, which limit opportunities for optional health and influence individual behaviors, are critical predictors of health outcomes.

1. SOLICITATION INFORMATION

A. Background and Purpose

The Colorado Department of Public Health and Environment (CDPHE) laboratory conducts research and testing to protect and improve the lives of its citizens. The chemistry program supports various regulatory programs through the testing of soil, water, food and human matrices. Due to the nature of samples and EPA requirements, some samples have a short holding time or expiration dates. Thus, it is imperative that quality service of its instruments is performed on a timely basis.

The purpose of this Documented Quote (DQ) is to solicit a quote from qualified Respondents to perform maintenance on a wide range of instruments for the Chemistry program at the state laboratory. These instruments need to be maintained in optimal working condition to ensure accurate and timely testing to support the needs of Coloradans.

B. Schedule of Activities This Schedule of Activities is for information and planning purposes only. Schedules for Activities listed as “Estimated” may be subject to change depending on the needs of the State.

Solicitation Activity Time Date

Solicitation Published on Colorado VSS

System www.colorado.gov/vss and www.bidnetdirect.com//cdphe

4/23/2026

Written Inquiry deadline. Submit all inquiries by e-mail to Kristi Gamble at

Kristi.gamble@state.co.us

2:00 PM

4/28/2026

Answers to written inquiries published on VSS www.colorado.gov/vss and www.bidnetdirect.com//cdphe

2:00 PM

4/29/2026

Submission deadline 2:00 PM 5/5/2026

Evaluation Period Week of

5/5/2026

Estimated Purchase Order Effective Date 7/1/2026 http://www.colorado.gov/vss http://www.bidnetdirect.com/cdphe

C. Procurement Point of Contact The State’s sole point of contact for this solicitation is:

Kristi Gamble Purchasing Agent kristi.gamble@state.co.us

D. Respondent Inquiries

i. Respondents may submit written inquiries via email concerning this solicitation to obtain clarifications. The State, in its sole discretion, may or may not accept inquiries received after the date and time indicated on the Schedule of Activities.

ii. Send all inquiries to the Procurement Point of Contact listed above. Inquiries should be clearly marked with the solicitation number and title. Where appropriate, inquiries should include references to any relevant Section and paragraph of the solicitation.

iii. Responses to Respondent inquiries will be published on Colorado VSS and BidNet Direct collectively, as an amendment to the solicitation. Respondents shall not rely on any verbal statements that alter any specification or other term or condition of the solicitation. Such changes are valid only if provided in writing by the Procurement Contact.

E. Project Components

i. Term:

The anticipated term of the Purchase Order resulting from the award of this solicitation is July 1, 2026 to June 30, 2027. At the sole discretion of the State, and depending upon funding and vendor performance, CDPHE may renew the agreement for up to four (4) additional one (1) year periods not to exceed a total of five (5) years. At the sole discretion of the State, the CDPHE may modify the dates of the contract.

ii. Budget:

The annual CDPHE budget for this project is approximately $35,000. The total budget for the five (5) year period is not expected to exceed $175,000.

At the sole discretion of the State, CDPHE may modify the budget, depending upon funding availability and vendor performance.

2. REQUIREMENTS

A. Accessibility Requirements All work performed as a result of this solicitation must comply with all applicable provisions of §§24-85-101, C.R.S., et seq., and the Accessibility Standards for Individuals with a Disability, as established by the Office Of Information Technology pursuant to §24-85-103 (2.5), C.R.S. and 3) all State of Colorado technology standards related to technology accessibility and with Level AA of the most current version of the Web Content Accessibility Guidelines (WCAG), incorporated in the State of Colorado technology standards.

mailto:kristi.gamble@state.co.us

B. Insurance Requirements

The awarded Respondent will be required to submit a certificate(s) of insurance evidencing insurance coverage for the types and amounts of insurance as required by the Insurance provision in the Contract or Purchase Order Terms and Conditions, included in this solicitation Exhibit A, prior to execution of the Contract or Purchase Order.

C. Minimum Requirements

In order to be considered, the Respondent shall meet the following requirements:

i. Have the ability and adequate personnel to successfully perform the work outlined in the DQ and Exhibit B Draft Statement of Work.

ii. Shall have a minimum of five (5) years performing service on scientific instrumentation.

iii. Shall be available for repairs Monday through Friday during standard business hours of 8:00am to 5:00pm MST.

iv. Shall be able to provide emergency service within 24 hours of notification.

v. Shall be able to provide regular service within seven (7) days of notification.

vi. Shall have regional service engineers in the Denver greater area available to perform service.

vii. Shall perform service which meets equipment manufacturer (OEM) maintenance for performance and safety standards.

viii. Shall submit pricing for “ALL” instrumentation on the attached price sheet

(Attachment 2).

3. STATEMENT OF WORK

Draft Statement of Work Exhibit B This Draft Statement of Work describes the deliverables sought through this DQ and the scope of what the awarded Respondent will be expected to offer through the contract resulting from this DQ. The Draft Statement of Work is intended to provide interested Respondents with sufficient basic information to submit a proposal. It is not intended to limit a proposal’s content or exclude any relevant or essential data. The Draft Statement of Work is a “draft”. The State reserves the right to incorporate changes based on proposals submitted by the Respondents and other factors.

4. HOW TO RESPOND/SUBMISSION

Quotes shall be submitted as described in the General Administrative Information (Section 8 below) as well as the requirements in this section.

Respondents shall submit:

A. An organizational overview that includes:

i. Years in business

ii. General overview of staff

iii. A detailed description of how the Respondent meets each of the requirements in Section 2.C. above.

B. A narrative detailing the services performed during an annual preventative maintenance and repair visit.

C. Complete and submit Attachment 1, Vendor Information/Confirmation of Offer form.

D. Complete and submit Attachment 2, Instrument Cost Sheet.

E. Provide information from at least two (2) organizations of similar size where you have provided this service. Include, at a minimum, the following information:

i. Organization or company name

ii. Contact name

iii. Phone number

iv. Email address

v. Brief description of project scope and dollar value

5. SUBMISSION INFORMATION

A. Email Quote Submission Instructions

i. Respondents shall submit Quotes via email to the Procurement Point of

Contact identified above. The Quote submission email should include the subject line DQ 2026000445 Chemistry Instrumentation Service Plan.

ii. Quotes should be included as one or more attachments of commonly accessible file types.

iii. Quotes should be received on or before the date and time indicated in the Schedule of Activities. Quotes must be submitted via email. Please send one

(1) electronic copy of your signed quote documents via email to:

Kristi.Gamble@state.co.us.

In order to be considered responsive, all information in Section 4 (How to Respond/Submit) above must be included.

One copy of the Vendor Information Form / Confirmation of Offer (Attachment 1) MUST be signed in ink or via digital signature by a person who is legally authorized to bind the Respondent to the Quote. A scanned copy of the signed State of Colorado Vendor Information Form / Confirmation of Offer is to be included with the Quote.

Quotes deemed to be at a variance with this requirement may not be accepted.

B. Timeliness of Quote Submission A Quote received after the submission deadline may, at the sole discretion of the State, be rejected without further consideration.

C. Pricing

i. Proposed pricing must remain firm during the initial term of the Contract or

Purchase Order.

ii. Estimated prices are not acceptable. Quote prices should be the best and final offer, unless otherwise stated in the solicitation. The quote price will mailto:Kristi.Gamble@state.co.us be considered in determining the apparent successful Vendor. Quotes shall be firm for a period of not less than one-hundred-twenty (120) calendar days.

iii. Pricing must include any fees associated with the delivery of goods or services, including, but not limited to, shipping and installation.

6. AWARD

A. Basis for Award (See Procurement Rule R-24-103-204-01)

i. This solicitation and the resulting Contract or Purchase Order will be awarded to the responsible Respondent whose acceptable Quote is determined to be the most advantageous to the State, with the total annual cost being the primary consideration. Other considerations may include, but are not limited to, prior experience, proximity to the laboratory, response times and ability to procure manufacturer parts.

ii. “Acceptable” means that the goods or services submitted in the Respondent’s Quote will meet the state’s needs, and that the price is fair and reasonable.

The determination of whether a Respondent’s Quote is acceptable is solely within the State’s discretion.

B. Negotiations The State may negotiate with any Respondent to clarify the Respondent’s Quote or to effect modifications that will make the Quote Acceptable or more advantageous to the State; however, any requirements identified in this solicitation may not be negotiated. However, in the negotiation process, the terms of one respondent’s/contractor’s quote shall not be revealed to a competing respondent/contractor, and quotes may be kept confidential until a commitment voucher is issued

C. Single Quote

If only one Quote is received in response to this solicitation, an award may be made to the single Respondent if the procurement official finds that the price submitted is fair and reasonable and that other prospective Respondents had reasonable opportunity to respond to the solicitation. If the price submitted is not fair and reasonable and there is not adequate time for re-solicitation, the procurement official may enter into competitive negotiations in accordance with Procurement Rule R-24-103-208-02.

D. Notice of Award A notice of award will be announced on Colorado VSS and BidNet Direct.

E. Documents After Award Prior to Contract or Purchase Order execution, the awarded Respondent must provide the State with proof of Good Standing with the Colorado Secretary of State and an insurance certificate documenting coverage as required by the Contract or Purchase Order.

7. ATTACHMENTS, EXHIBITS, AND LINKS

A. Attachment 1: Vendor Information and Confirmation of Offer Form B. Attachment 2: Price Sheet C. Exhibit A: State of Colorado Purchase Order Terms and Conditions D. Exhibit B: Draft Statement of Work

8. GENERAL ADMINISTRATIVE INFORMATION

A. Colorado Vendor Self Service

i. This solicitation is being published on Colorado Vendor Self Service

(www.colorado.gov/vss), so that Respondents who have an interest may submit a proposal in accordance with the terms of this solicitation.

Respondents can self-register for this system free of charge or may click on “Public Access” on the website to view solicitation documents and modifications without registering. Respondents are encouraged but not required to register prior to or at the time they submit their response. The State also recommends that interested vendors check Colorado VSS on a regular basis throughout this solicitation process.

B. BidNet Direct

i. This solicitation is being published on the Rocky Mountain E-Purchasing

System (BidNet Direct) (www.bidnetdirect.com//cdphe), so that Respondents who have an interest may submit a quote in accordance with the terms of this solicitation.

Registration is free; however, respondents may elect to receive automatic email notification of all open solicitations matching their vendor profile for an annual fee. If a respondent does not select the upgrade option, it is the responsibility of the respondent to monitor the website regularly in order to be aware of business opportunities and review changes or addendums to bids, quotes, and proposals. Respondents who upgrade to receive email notifications will receive opportunities matching their business goods/services provided automatically.

C. Modifications and/or Supplemental Information to the Solicitation

i. Any modifications, amendments or supplemental information to the solicitation will be published on Colorado VSS and BidNet Direct. A modification notice will be published in the event that it becomes necessary to revise any part of this solicitation.

ii. It is the Respondent’s sole responsibility to check Colorado VSS and BidNet Direct on a regular basis, prior to the Quote submission deadline, as this is the primary means for communicating any clarifications or changes to solicitation content, timeline and/or requirements.

D. Acceptance of Solicitation Terms A Quote submitted in response to this solicitation shall constitute a binding offer.

The autographic signature of the Vendor or an officer of the Vendor legally authorized to execute contractual obligations shall indicate acknowledgment of this condition. A submission in response to this solicitation acknowledges acceptance by the Vendor of all terms and conditions, including compensation, as set forth herein. A Vendor shall identify clearly and thoroughly any variations between its proposal and the State's solicitation. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance, except as outlined or specified in the solicitation. The Colorado Department of Public Health and Environment (CDPHE) is not required to accept nor agree to alternate or additional terms and conditions.

E. Solicitation Cancellation and/or Rejection of Quotes

i. In accordance with §24-103-301, C.R.S., and the related Procurement Rules, the State may cancel this solicitation, or any and all Quotes may be rejected in whole or in part, without penalty, at any time before a Contract or purchase order is executed, when it is in the best interest of the State. The reason and documentation supporting the decision to cancel the solicitation or reject Quote(s) shall remain confidential for the lesser of six months or until a Contract or purchase order is awarded by the State. Reference Procurement Rule R-24-101-401-05.

ii. If the solicitation is canceled after Quotes are received, the Quotes that have been opened shall be retained in the procurement record, or if unopened, they will be disposed of or returned to the Respondent upon request at the Respondents’ expense.

F. Modifications or Withdrawal of Quotes

A Respondent may modify or withdraw its Quote by written notice to the Procurement Contact prior to the established Quote submission deadline.

Withdrawal of a Respondent’s Quote following the Quote submission deadline and prior to award, may be allowed, at the State’s discretion. Withdrawal of a Respondent’s Quote after award is not allowed. Reference Procurement Rules R- 24-103-201-08 and R-24-103-201-09.

G. Mistakes and Minor Informalities in Respondent Quotes In certain circumstances, a Respondent may correct a mistake(s) in its Quote and/or the State may waive minor informalities. Reference Procurement Rule R- 24-103-201-08.

H. News Releases and Announcements Respondents shall not issue any news releases, communications or announcements of any kind pertaining to this solicitation, without prior written approval by the State.

I. Not a Legally Binding Offer Neither this solicitation nor a Respondent’s Quote submitted in response to this solicitation constitute a legally binding offer. Reference Procurement Rule R- 24- 103-204-01(b).

J. Respondent Quote Content The contents of the Quote of the awarded Respondent and any modifications to the Quote negotiated by the State included in the resulting Contract or Purchase Order will become contractual obligations. Failure of the awarded Respondent to accept these obligations may result in cancellation of the award to that Respondent.

K. Quote Response Material Ownership The State of Colorado has the right to retain the original Quote and other solicitation response materials for our files. As such, the State of Colorado may retain or dispose of all copies as is lawfully deemed appropriate. Quote materials may be reviewed by any person after the “Notice of Intent to Make an Award” has been issued, subject to the terms of Section 24-72-201 et seq., C.R.S., as amended, Public (open) Records. The State of Colorado has the right to use any or all information/material presented in reply to the solicitation, subject to limitations outlined in the Proprietary/Confidential Information clause. Vendor expressly agrees that the State may use the materials for all lawful State purposes, including the right to reproduce copies of the material submitted for purposes of evaluation, and to make the information available to the public in accordance with the provisions of the Public Records Act.

L. Certification of Independent Price Determination By submitting a Quote, the Respondent certifies that the prices and other terms in the Quote have been arrived at independently without any consultation, communication, agreement with, or knowledge of the contents of the Quote by any other competing Respondent. For purposes of this paragraph, "consultation, communication, agreement with, or knowledge" does not include knowledge of prices or terms gained through availability of established price lists or catalogues made available to the public by the competing Respondents. No attempt has been made or will be made by the Respondent to induce any other person or firm to submit or not to submit a Quote for restricting competition. Reference §6-4-101, C.R.S., et seq., (Colorado Antitrust Act of 1992) as amended.

M. Submission of Confidential or Proprietary Information

i. The State of Colorado is subject to the requirements of §24-72-200.1, C.R.S., et seq., Colorado Open Records Act.

ii. A Respondent may submit, as a part of its Quote, a written request for classification of certain portions of the Quote as a trade secret or other confidential or proprietary information. Material for which the Respondent is requesting confidentiality shall be readily identifiable and separated from other portions of the Quote to facilitate public inspection of the non-confidential portion of the Quote. Commingling of confidential and non-confidential information is not acceptable. Neither price information nor any information that will be included in a resulting Contract or purchase order will be considered confidential.

iii. The Respondent must include the rationale for any request to classify portions as a trade secret or confidential or proprietary, including references to the authority that allows for such treatment.

iv. A complete redacted Quote response should also be included along with an unredacted Quote and confidentiality justification.

v. In no event shall an entire Quote be classified as confidential. The Procurement Official or his or her designee shall determine if the information identified in the Respondent’s request is exempt from disclosure in accordance with §24- 72-204, C.R.S., and shall inform the Respondent in writing of his or her determination. If the Respondent does not agree with the determination, the Respondent may protest the determination in accordance with article 109 of the Colorado Procurement Code and the terms of this solicitation. Reference Procurement Rule R-24-101-401-03.

vi. Any additional Respondent information, which may be part of the evaluation/negotiation process and for which a Respondent claims confidentiality, is subject to the same requirements and processes identified above.

N. Modifications to the State Contract

i. A draft Contract or the State Purchase Order terms and conditions is included with this solicitation.

ii. Respondents are instructed to review the attached exhibit and submit any proposed modifications or redlines with their Quote. The decision to reject, accept, or further negotiate any requested changes will be at State’s discretion. If a Respondent normally seeks counsel on Contract terms, they are advised to do so before submitting a Quote in response to this solicitation.

iii. In the event that a Respondent’s requested modifications violate State law, regulation, or policy, or would otherwise not be justifiable as being in the best interest of the State, the State may make a determination that a Respondent’s Quote is no longer acceptable and therefore ineligible for award. The section of the Contract identified as the Colorado Special Provisions are considered non-negotiable.

O. Ethics and Conflicts of Interest

i. The Respondent must disclose in its Quote any potential or actual conflict of interest in connection with a response to this solicitation. A conflict of interest may include, but is not limited to, access to any non-public information by the Respondent regarding the solicitation or its subject matter.

ii. The Respondent acknowledges that even the appearance of a conflict of interest may be harmful to the State’s interests. The Respondent shall disclose in its Quote whether there currently is, or potentially could be, the appearance of a conflict of interest regarding this solicitation, its staff, any proposed subcontractors or partners, or any related business with the State.

iii. Requirements set forth in this Section are continuing requirements throughout the solicitation process and, for the awarded Respondent, the Contract or Purchase Order term, including any extensions. Reference §24-18-201, C.R.S., et seq. (Proscribed Acts Related to Contracts and Claims); §24-50-507, C.R.S.(Conflict of Interest); §18-8-301, C.R.S., et seq. (Bribery and Corrupt Influence); §18-8-401, C.R.S., et seq. (Abuse of Public Office); §6-4-101, C.R.S., et seq., (Colorado Antitrust Act of 1992); §24-109-105, C.R.S .(Debarment and Suspension); and Procurement Rule R-24-101-107-01 (Ethics).

P. Protested Solicitations and Awards An aggrieved party may file a protest concerning a Material Issue(s), at any phase of solicitation, including but not limited to, specifications, award or a disclosure of information marked confidential in the Quote. “Material issue” means a nontrivial defect in the solicitation or award that would prejudice the outcome of the procurement. The presence of multiple nonmaterial issues in a solicitation or award does not constitute a material issue unless the aggrieved party can establish that those nonmaterial issues together would prejudice the outcome of the procurement.” The protest shall be submitted to the CDPHE Procurement Official within three (3) business days after such aggrieved person knows, or should have known, of the facts giving rise thereto. Reference §24-109-102, C.R.S., as amended, and Procurement Rule R-24-109-102-01, et seq.

Q. Performance Outside of Colorado Awarded Respondent, per Section 24-102-206, C.R.S., prior to contracting shall disclose in a written statement whether it anticipates performing or subcontracting any services under the contract, where such subcontracted services will be performed under the contract, including any subcontracts, and whether any subcontracted services under the contract or any subcontracts are anticipated to be performed outside the United States or the state. If the prospective vendor anticipates services under the contract or any subcontracts will be performed outside the United States or the state, the vendor shall provide in its written statement a provision setting forth why it is necessary or advantageous to go outside the United States or the state to perform the contract or any subcontracts.

R. Service Disabled Veteran Owned Small Businesses (SDVOSB) (ref. §24-103-905, C.R.S., et seq

i. SDVOSB Respondents must submit documentation of certification issued through the U.S. Small Business Administration in their Quote. §24-103-905 C.R.S. sets a SDVOSB goal of at least 3% of all contracts by dollar value be awarded to SDVOSBs who must be incorporated or organized in Colorado or they must maintain a place of business or have an office in Colorado and must be officially registered and verified as a SDVOSB by the United States Small Business Administration.

S. Vendor Assistance

Any vendors needing support responding to solicitations may contact the Colorado Supplier Diversity Navigator at the Statewide Equity Office of Supplier Diversity.

Services provided include assistance with responding to solicitations, interpretation of solicitation documents, technical assistance referrals, availability of resources, construction bond assistance through the Construction Statewide Bond Assistance Program, and free business directory listings and verifications through the Colorado Supplier Diversity Directory. The office can be reached during normal business hours by calling 303-866-5765 or emailing DPA_SupplierDiversityHelp@state.co.us.

T. Taxes CDPHE, as purchaser, is exempt from all federal excise taxes under Chapter 32 of the Internal Revenue Code (Registration No. 84-730123K) and from all state and local government use taxes (Ref. Colorado Revised Statutes Chapter 39-26.114(a)).

CDPHE’s Colorado State and Local Sales Tax Exemption Number is 98-02565.

Vendor is hereby notified that when materials are purchased in certain political subdivisions (for example in the City of Denver) the Vendor may be required to pay sales tax even though the ultimate product or service is provided to the State of Colorado. This sales tax will not be reimbursed by the State.

U. Availability of Funds Financial obligations of the State payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted, and otherwise made available. In the event funds are not appropriated, any resulting contract will become null and void, without penalty to the State of Colorado.

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