802-26-71121 Page 1 of 58

INVITATION FOR BID

SEND INVOICE TO: RETURN BIDS TO: BIDDER MUST SIGN BELOW:

Texas Parks and Wildlife Department ATTN: Accounts Payable 4200 Smith School Road

Austin, Texas 78744

Purchasing.bidbox@tpwd.texas.gov Or

TPWD – Purchasing and Contracting 4200 Smith School Road

Austin, TX 78744

Bid Due Deadline:

2:00 pm CST; December 22, 2025

AUTHORIZED SIGNATURE DATE

FAILURE TO SIGN WILL DISQUALIFY BID

LOCATION OF SERVICES: QUESTIONS – SEND EMAIL TO: REQUISITION / IFB NUMBER

See Specifications

Purchasing.bidbox@tpwd.texas.gov

802-26-71121

By signing this bid, bidder certifies that if a Texas address is shown as the address of the bidder, bidder qualifies as a Texas bidder as defined in Title 34 TAC Rule 20.32(68). FAILURE TO SIGN THE BID ABOVE WILL DISQUALIFY BID. Bidder agrees to comply with all conditions of this bid. Show bid due date and Requisition number on sealed bid envelop and show return address of firm.

BID F.O.B. AGENCY RECEIVING ADDRESS UNLESS OTHERWISE SPECIFIED BELOW.

By signing this bid, bidder certifies that if a Texas Address is shown as the address of the bidder, bidder qualifies as a Texas bidder as defined in Title 34 TAC Rule 20.32(68). Bidder agrees to comply with all conditions of this bid. Show bid due date and Requisition number on sealed bid envelop and show return address of firm. Pursuant to Executive Order GA-48 of the Governor of Texas: Respondent certifies that neither it, nor its holding companies or subsidiaries is: (a) Listed in Section 889 of the 2019 National Defense Authorization Act; (b) Listed in Section 1260H of the 2021 National Defense Authorization Act; or (c) Owned by the government of a country on the U.S. Department of Commerce’s foreign adversaries list under 15 C.F.R. Section 791.4; or (d) Controlled by any governing or regulatory body located in a country on the U.S. Department of Commerce’s foreign adversaries list under 15 C.F.R.

Section 791.4.

Bidder must fill in: (See instructions for Texas ID Number in General Terms & Conditions, Paragraph 1.10

TEXAS ID NUMBER _________________________________________________

Name of Firm _________________________________________________ Street Address _________________________________________________ City-State-Zip _________________________________________________ Telephone No. _________________________________________________ Email address _________________________________________________

AWARD NOTICE: The State reserves the right to make an award on the basis of low line-item bid, low total of line items, or in any other combination that will serve the best interest of the State and to reject any and all bid items in the sole discretion of the State.

Item Description Class/Item 938-81 Quantity Unit of Measure Unit Price Extension

(Qty x Unit Price) Texas Parks and Wildlife Department (TPWD) is soliciting bids to establish a blanket contract with an authorized service provider for preventative maintenance and repair services for an Applied Biosystems™ 3500 Genetic Analyzer and Applied Biosystems QuantStudio 3 Real-Time polymerase chain reaction (PCR) System located at TPWD Coastal Fisheries, Perry R. Bass Facility, 3864 FM 3280, Palacios, Texas 77465. Applied Biosystems™ 3500 Genetic Analyzer located at TPWD Inland Fisheries Analytical Services Laboratory, 505 Staples Road, Building 2, San Marcos, Texas 78666. All services shall be completed per the attached specifications dated December 2025.

PROPRIETARY SPECIFICATIONS: Some of the specifications identified below are being advertised under Section 2155.067, Texas Government Code. If a competing vendor believes they can satisfy these specifications, submit proposal with the product information and explain how the specifications are adequately met. If Respondent is offering brands other than the references, response should show manufacturer, brand or trade name, and other description of product offered; illustrations and complete description of product offered are requested to be made part of the proposal. Failure to take exception to specifications or reference data will require Respondent to furnish specified brand names, numbers, et cetera.

mailto:Purchasing.bidbox@tpwd.texas.gov

IFB No. 802-26-71121 Page 2 of 58

1. Applied Biosystems™ 3500 Genetic Analyzer for Coastal Fisheries: All labor, parts, supplies, travel fees and incidental services/fees required to provide preventative maintenance and repair services. TPWD Coastal Fisheries, Perry R. Bass Facility, 3864 FM 3280, Palacios, Texas 77465.

Initial Contract Term: December 1, 2025 through November 30, 2028.

Renewal Option: Option to renew for two (2) additional 1-year terms.

Unit price shall be the total cost to provide preventive maintenance visit, repair services and replacement parts.

Unit price shall include all labor, parts, supplies, travel fees and incidental services/fees.

5 YEAR $ $

2 Applied Biosystems QuantStudio 3 Real-Time PCR System for Coastal Fisheries: All labor, parts, supplies, travel fees and incidental services/fees required to provide preventative maintenance and repair services. TPWD Coastal Fisheries, Perry R. Bass Facility, 3864 FM 3280, Palacios, Texas 77465.

Initial Contract Term: December 1, 2025 through November 30, 2028.

Renewal Option: Option to renew for two (2) additional 1-year terms.

Unit price shall be the total cost to provide preventive maintenance visit, repair services and replacement parts.

3. Applied Biosystems™ 3500 Genetic Analyzer for Inland Fisheries: All labor, parts, supplies, travel fees and incidental services/fees required to provide preventative maintenance and repair services. TPWD Inland Fisheries Analytical Services Laboratory, 505 Staples Road, Building 2, San Marcos, Texas 78666.

Initial Contract Term: December 1, 2025 through November 30, 2028.

Renewal Option: Option to renew for two (2) additional 1-year terms.

Unit price shall be the total cost to provide preventive maintenance visit, repair services and replacement parts.

Project Completion Schedule, in calendar days, after receipt of order. ___________ Calendar Days (ARO)

Offered by a Historically Underutilized Business certified by CPA.

IFB No. 802-26-71121 Page 3 of 58

PREFERENCES: See Appendix 21 of the State of Texas Procurement and Contract Management Guide regarding preferences.

Check below to claim a preference under Title 34 TAC Rule 20.38

□ Goods produced or offered by a Texas bidder that is owned by a Texas resident service-disabled veteran

□ Goods produced in Texas or offered by a Texas bidder that is not owned by a Texas resident service-disabled veteran

□ Agricultural products grown in Texas

□ Agricultural products offered by a Texas bidder

□ Services offered by a Texas bidder that is owned by a Texas resident service-disabled veteran

□ Services offered by a Texas bidder that is not owned by a Texas resident service disabled veteran

□ Texas Vegetation Native to the Region

□ USA produced supplies, materials or equipment

□ Products of persons with mental or physical disabilities

□ Products made of recycled, remanufactured, or environmentally sensitive materials including recycled steel

□ Energy Efficient Products

□ Rubberized asphalt paving material

□ Recycled motor oil and lubricants

□ Products produced at facilities located on formerly contaminated property

□ Products and services from economically depressed or blighted areas

□ Vendors that meet or exceed air quality standards

□ Recycled or Reused Computer Equipment of Other Manufacturers

□ Foods of Higher Nutritional Value

FOR FURTHER INFORMATION CONTACT PURCHASER:

PATTY CARDOZA, CTCD CTCM- PHONE 979-341-3516

Email: Purchasing.bidbox@tpwd.texas.gov

IFB No. 802-26-71121 Page 4 of 58

Solicitation 802-26-71121 Specifications for Preventative Maintenance and Repair Services

1) INTRODUCTION: Texas Parks and Wildlife Department (TPWD) is soliciting bids to establish a blanket contract with an authorized service provider for preventative maintenance and repair services for an Applied Biosystems™ 3500 Genetic Analyzer and Applied Biosystems QuantStudio 3 Real-Time PCR System located at TPWD Coastal Fisheries, Perry R. Bass Facility, 3864 FM 3280, Palacios, Texas 77465. Applied Biosystems™ 3500 Genetic Analyzer located at TPWD Inland Fisheries Analytical Services Laboratory (ASL), 505 Staples Road, Building 2, San Marcos, Texas 78666. All services shall be completed per the attached specifications dated December 2025.

2) TERM OF CONTRACT: Contract shall commence upon date of award and continue through

November 30, 2028, unless sooner terminated under the terms of the contract.

a) Contract Renewals: This contract may be renewed for up to two (2) additional one (1) year periods, provided both parties agree in writing to do so, based on funds availability and vendor performance. Any extension shall be at the same terms and conditions, plus any approved changes. If the contract is extended under this option, the contractor shall be given a minimum of 30 days written notification of the period in which the services shall occur ager being determined by TPWD.

b) Contract Extensions: In the event that the contract(s), if any, resulting from the award of this IFB shall terminate, or be likely to terminate prior to the making of an award for a new contract for the identified products and/or services, TPWD may, with the written consent of the awarded Contractor(s), extend the contract for a period of time as may be necessary to permit TPWD continued supply of the identified products and/or services (not to exceed a twelve (12) month extension period). Any extensions shall be at the same terms and conditions plus any approved changes.

c) Renewal Price Escalation: A price escalation may be allowed upon renewal provided the vendor notifies TPWD in writing prior to renewal. The price escalation shall correlate with the Consumer Price Index (CPI) published by the United States bureau of Labor Statistics at www.bls.gov. Baseline index shall be the index published the month of award. Prices may be adjusted for each renewal period in accordance with changes in index. Failure to comply with these instructions may be grounds for disallowance of a price escalation as allowed herein.

i) For purposes of calculating price increases at time of renewal, the formula is as follows:

CPI Month Awarded – CPI Most recently published = Change in Price Change in Index Point / CPI Month Awarded = Percentage of Increase or decrease that will be calculated to determine the prices for the new contract term.

3) PROPRIETARY SPECIFICATIONS: Some of the specifications identified below are being advertised under Section 2155.067, Texas Government Code. If a competing vendor believes they can satisfy these specifications, submit proposal with the product information and explain how the specifications are adequately met. If Respondent is offering brands other than the references, response should show manufacturer, brand or trade name, and other description of product offered;

illustrations and complete description of product offered are requested to be made part of the proposal. Failure to take exception to specifications or reference data will require Respondent to furnish specified brand names, numbers, et cetera.

IFB No. 802-26-71121 Page 5 of 58

4) SPECIFICATIONS SHALL MEET OR EXCEED THE FOLLOWING:

a) LINE 1 - APPLIED BIOSYSTEMS™ 3500 GENETIC ANALYZER FOR COASTAL

FISHERIES

i) Equipment: Applied Biosystems™ 3500 Genetic Analyzer Equipment: by Life Technologies Corporation, a subsidiary of Thermo Fischer Scientific. Serial No. 27125- 050.

ii) Location: TPWD Coastal Fisheries, Perry R. Bass Facility, 3864 FM 3280, Palacios, Texas 77465.

(1) Contractor shall provide labor, parts, supplies, travel fees and incidental services/fees required to provide preventative maintenance and repair services for Applied Biosystems™ 3500 Genetic Analyzer.

iii) Preventative Maintenance:

(1) Contractor shall provide regular, scheduled preventive maintenance visits by factory-trained and certified service technician.

(2) Comprehensive tests and checks: The technician shall perform thorough inspections, cleaning of optical and fluidic components, calibrations (spatial, spectral), performance verification, and ensures the instrument is operating according to manufacturer specifications.

(3) Proactive care technicians shall identify and address potential issues before they lead to instrument failure.

(4) Communicate with TPWD and document any system concerns. Technician shall make note if TPWD lab concerns require a separate service call.

(5) Visually inspect the Genetic Analyzer along with its surroundings to ensure optimal performance and that nothing is impeding the machine, such as obstructions to vents and or a hot room. Technician shall alert TPWD of any issues.

(6) Clean/vacuum/remove any and all dust on the computer and or analyzer exterior.

iv) Corrective Maintenance:

(1) Contractor shall provide onsite service by a technician for unscheduled repairs.

(2) Response time on site response time shall be at a minimum three (3) business days from the time a service call has been requested.

(3) Parts and labor all parts, labor and travel expenses for routine repair visits are covered under the contract.

(4) All repairs shall be performed by technicians with experience in the 3500 series analyzers.

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v) Replacement Parts:

(1) Contractor shall provide original equipment manufacturer (OEM) parts only. Third party vendor or refurbished parts will not be accepted.

(2) Parts shall be installed by authorized personnel that are trained to repair/maintain the

Genetic Analyzer.

vi) Technical Support:

(1) Contractor shall provide priority remote support with access to Thermo Fisher Scientific’s remote service center via phone and email.

(2) Contractor shall provide remote diagnostics with the ability to remotely monitor instrument status and perform diagnostics.

(3) Contractor shall provide application support to include basic application support and troubleshooting.

vii) Instrument Monitoring and Diagnostics:

(1) Contractor shall have the ability to utilize remote capabilities to monitor instrument health, detect anomalies and predict instrument failures.

viii) Inspection:

(1) Software dashboard check:

(a) Check capillary array.

(b) Check polymer pouch.

(c) Check ABC anode buffer container.

(d) Check CBC cathode buffer container.

(e) Check maintenance notifications.

(f) Check for error messages or usual status indicators.

ix) Fluidic system visual inspection:

(1) Buffer levels-inspect anode, cathode and water reservoirs.

(2) Buffer contained septa-verify that septa on Anode Buffer Container (ABC) and Cathode

Buffer Container (CBC) are seated and not damaged.

(3) Ensure overflow hole on the bugger jar faces the front and is not blocked.

(4) Inspect pump block, lower polymer block, interconnect tube, polymer supply tub and tubing for any air bubbles.

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(5) Inspect for signs of liquid leaks and dried residue around the capillary array know, tube nuts, check valve, pump block and lower polymer block.

(6) Inspect polymer pouch for discoloration or damage.

(7) Check polymer delivery tubing for any kinks, discoloration or debris.

(8) Inspect pump block or lower polymer blocks for cracking, wear or polymer buildup.

(9) Ensure water container is not overfilled.

x) Capillary array and autosampler:

(1) Observe autosampler movement is unhindered.

(2) Inspect loading end header and capillary array to ensure no capillary tips are bent, crushed or damaged.

b) LINE 2 - APPLIED BIOSYSTEMS QUANTSTUDIO 3 REAL-TIME PCR SYSTEM FOR

COASTAL FISHERIES

i) Equipment: Applied Biosystems QuantStudio 3 Real-Time PCR System by Life

Technologies Corporation, a subsidiary of Thermo Fischer Scientific. Serial No.

272313560.

ii) Location: TPWD Coastal Fisheries, Perry R. Bass Facility, 3864 FM 3280, Palacios, Texas 77465.

(1) Contractor shall provide labor, parts, supplies, travel fees and incidental services/fees required to provide preventative maintenance and repair services for Applied Biosystems QuantStudio 3 Real-Time PCR System.

iii) Preventative Maintenance:

(1) Contractor shall provide regular, scheduled preventive maintenance visits by factory-trained and certified service technicians.

(2) Comprehensive tests and checks: The technician shall perform thorough inspections, cleaning of instruments components, interior and fans. Lubrication of mechanical parts to ensure smooth operation and ensure the instrument is operating according to manufacturer specifications.

(3) Proactive care technicians shall identify and address potential issues before they lead to instrument failure.

(4) Inspection of cables and confirmation that all electrical connections are tight.

(5) Communicate with TPWD and document any system concerns. Technician shall make note if TPWD lab concerns require a separate service call.

IFB No. 802-26-71121 Page 8 of 58

(6) Visually inspect the PCR System along with its surroundings to ensure optimal performance and that nothing is impeding the machine, such as obstructions to vents.

Check equipment location for stable temperature. Technician shall alert TPWD of any issues.

(7) Clean/vacuum/remove any and all dust on the computer and or PCR exterior.

iv) Corrective Maintenance:

(1) Contractor shall provide onsite service by a technician for unscheduled repairs.

(2) Response time on site response time shall be at a minimum three (3) business days from the time a service call has been requested.

(3) Parts and labor all parts, labor and travel expenses for routine repair visits are covered under the contract.

(4) All repairs shall be performed by technicians with experience in the QuantStudio 3

PCR.

(5) Technician shall check performance by running a set of tests to ensure the instrument is operating within its factory specifications.

(6) Verifying that the thermal block's temperature is accurate within a specified tolerance.

(7) Testing the temperature uniformity across the block to ensure consistent results.

(8) Verifying the accuracy of the heated cover temperature.

(9) Check and, if necessary, re-align the instrument's optical components (LEDs and filters) to ensure optimal fluorescence detection.

(10) Run various calibration tests to ensure the system's optical performance is within specifications. These may include:

(11) Calibrate the optical system's response across the entire well plate.

(12) Ensures accurate detection of specific dyes.

(13) Measure and account for background fluorescence.

(14) Perform a verification test that uses a standard RNase P plate to confirm the system's overall functionality and sensitivity.

v) Replacement Parts:

(1) Contractor shall provide original equipment manufacturer (OEM) parts only. Third party vendor or refurbished parts will not be accepted.

(2) Parts shall be installed by authorized personnel that are trained to repair/maintain the

PCR System.

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vi) Technical Support:

(1) Contractor shall provide priority remote support with access to Thermo Fisher

Scientific’s remote service center via phone and email.

(2) Contractor shall provide remote diagnostics with the ability to remotely monitor instrument status and perform diagnostics.

(3) Contractor shall provide application support to include basic application support and troubleshooting.

vii) Instrument Monitoring and Diagnostics: Contractor shall have the ability to utilize remote capabilities to monitor instrument health, detect anomalies and predict instrument failures.

viii) Work Schedule: Contractor shall begin work upon Notice of Award. Work shall be conducted Monday through Friday; 8:00 am to 5:00 pm CST. Contractor’s work hours shall be scheduled in advance with the TPWD Project Manager.

c) LINE 3 - APPLIED BIOSYSTEMS™ 3500 GENETIC ANALYZER FOR INLAND FISHERIES

i) Equipment: Applied Biosystems™ 3500 Genetic Analyzer by Life Technologies Corp., a subsidiary of Thermo Fischer Scientific, purchased during 2015. Serial No. 26117-120.

ii) Location: TPWD Inland Fisheries Analytical Services Laboratory, 505 Staples Road, Building 2, San Marcos, Texas 78666.

iii) OPTIONAL SITE INSPECTION: Bidders are highly encouraged to attend a site visit to inspect the work site to become familiar with the condition and equipment needed to conduct the requested services. Failure to give proper consideration in the bid to site conditions will not constitute grounds for additional compensation.

(1) Attendees may make an appointment to view the site by contacting Michelle Michaelis at michelle.michaelis@tpwd.texas.gov or 512-353-0313.

(2) Note: Attendees should be prepared to tour the site by foot with proper clothing and footwear.

iv) Service Description: Contractor shall provide one (1) preventive maintenance and repair services per year to ensure instrument functioning and calibration and provide necessary software updates for the operating system.

(1) Contractor shall ensure that the results produced from the instrument are reliable and reproducible in accordance with applicable protocols and industry best practices.

(2) The preventive maintenance service agreement shall include labor, travel, and certified and/or optimized replacement parts for the 3500 Genetic Analyzer instrument(s) and computers specified for their operation.

(3) Contractor shall check and update software as needed.

mailto:michelle.michaelis@tpwd.texas.gov

IFB No. 802-26-71121 Page 10 of 58

(4) Contractor shall make physical repairs as needed to ensure the continued performance of the laboratory equipment.

v) The Equipment performs the following functions for TPWD: Instrument is used for single base extension, indel, microsatellite, and sequencing assay resolution. These allows for taxa and hybrid identification, parentage analyses, and phylogenetic reconstruction, etc.

The equipment to resolve the products of sanger sequencing, single nucleotide polymorphisms (SNP), insertion-deletion mutation (indel) and microsatellite assays.

(1) Capillary electrophoresis instrument.

(2) Eight (8) capillary (3500 System) or twenty-four (24) capillary (3500XL System) array and polymer.

(3) DNA sequencing and/or fragment analysis reagents and consumables for system qualification.

(4) Integrated software for instrument control, data collection, quality control, and auto-analysis of sample files for base calling and fragment sizing.

(5) System consumables: Primary consumables contain novel, integrated radio frequency identification (RFID)-tagged labels that enable viewing, tracking, and reporting of critical information:

(a) Capillary Array(s) – eight (8) or twenty-four (24) capillary models.

(b) Performance Optimized Polymer(s).

(c) Cathode Buffer Container(s).

(d) Anode Buffer Container(s).

vi) Solid-state 505 nm excitation laser technology and thermal design minimizes instrument footprint.

vii) No need for excess heat-removal ducting.

viii) Security, audit and electronic signature capability to help compliance with governing regulations.

ix) Flexible enough to allow TPWD to adhere to the lab's development requirements, such as sequencing or fragment analysis applications.

d) Replacement Parts: Contractor shall provide original equipment manufacturer (OEM) parts only. Third party vendor or refurbished parts shall not be accepted.

i) Parts shall be installed by authorized personnel that are trained to repair/maintain the

Genetic Analyzer.

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e) Preventive Maintenance Inspection and Service: Contractor shall perform the following maintenance and inspection services.

i) Arrive promptly at the agreed-upon date and time.

ii) Communicate with TPWD lab contact and document any system concerns. Technician shall make note if TPWD lab concerns require a separate service call.

iii) Visually inspect the 3500 Genetic Analyzer along with its surroundings to ensure optimal performance and that nothing is impeding the machine, such as obstructions to vents and/or a hot room. Tech shall alert TPWD lab tech of any issues.

iv) Clean/vacuum/remove any-and-all dust on the computer and/or analyzer exterior.

v) Check the status of any updates for electronic configuration (ECO) and/or any open ECOs.

(1) Obtain TPWD approval for installing/completing updates with system validation issues.

(2) Install/resolve any updates after obtaining TPWD approval.

(3) Document any updates on the corresponding service order.

vi) Record the current firmware versions for the 3500 Genetic Analyzer on service order.

(1) Instrument Firmware.

(2) CCD Camera Firmware.

vii) Record computer specifications noted below for the computer used with the 3500 Genetic Analyzer on service order. Ensure that all specifications below are compatible with the “3500 Genetic Analyzers Software Compatibility and User Reference,” a Publication by Thermo Fischer # MAN0015980:

(1) Computer Model.

(2) Service Tag Number.

(3) Associated Thermo Fischer Part Number (if applicable).

(4) Operating System and Version.

(5) Service Pack Version.

(6) Data Collection Version.

(7) Sequencing Analysis Software Version.

(8) SeqScape™ Software Version.

(9) GeneMapper™ Software Version.

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(10) GeneMapper™ ID-X Software Version.

(11) Variant Reporter™ Software Version.

(12) MicroSEQ™ ID Microbial Identification Software Version.

viii) Unplug the Genetic Analyzer, remove the covers, make a visual inspection of the equipment, and remove/clean any dust, debris, dried polymers, etc. from the equipment.

ix) Ensure that all cables are properly fastened, routed correctly, all electrical connections are fixed, and that no cables are pinched.

x) Inspect the air filter and replace as needed.

xi) Remove any polymer block buildup using a Polymer Delivery Pump (PDP) Cleaning kit.

xii) Inspect and repair/replace PI Sensors as needed.

xiii) Use the Thermo Fischer Scientific Publication # 4400708, “Applied Biosystems™ 3500

Series Genetic Analyzer Service Guide” to check the following and record on the service order. Contractor shall repair/replace as needed based on variable differences and instructions listed in the publication:

(1) Laser Hours.

(2) Laser Output.

(3) Beam Overlap.

(4) Average Peak Intensity.

(5) Signal Intensity Variation.

(6) Grating Rotation Angle.

(7) CCD Rotation Position.

(8) Upper and Lower Capillary.

(9) Wavelength correction.

(10) Factory normalization setting.

xiv) Inspect and service the Genetic Analyzer pump.

(1) Flush the pump with Deionized Water.

(2) Check the Valve Fitting and replace as needed.

(3) Check the Waste Bottle and replace as needed.

IFB No. 802-26-71121 Page 13 of 58

(4) Check the buffer gap and stopper positions and adjust as needed.

xv) Calibrate the X, Y and Z Axis for the autosampler and document on the service order for reference.

xvi) Test the instrument by running the radio frequency identification (RFID) read and write test along with the spatial calibration. Provide results to TPWD lab contact.

xvii) Clean and remove all debris from the area related to performance of service.

xviii) Ensure that the TPWD contact information is current and discuss/review the PM Service

Order with the TPWD contact. Discuss any issues and/or repairs made during the appointment, recommend any possible improvements, etc.

(1) TPWD contact shall sign a copy of the service order if they approve of all the work.

(2) Provide a paper or electronic copy of the Service Order to TPWD contact prior to leaving the lab.

f) Service Calls:

i) Contractor shall respond to service calls within three (3) business days of TPWD request.

ii) Contractor shall provide priority telephone and email access to instrument technical and application support.

g) Work Schedule: Services may be conducted Monday through Sunday, 8:00am to 5:00pm.

Services shall be scheduled in advance with the TPWD Project Manager.

5) EQUIPMENT:

a) All equipment, materials, and parts not specifically mentioned which are necessary and required for the completion of work must be furnished by the Contractor.

b) All equipment shall be in safe working order and have appropriate safety equipment installed and intact per manufacturers’ recommendations.

c) All other areas of TPWD property are closed and off limits to the Contractor and their employees. Only those personnel critical of the performance and completion of this project will be allowed on site. No pets are allowed.

6) MINIMUM QUALIFICATIONS: A contract shall be awarded ONLY to a contractor who is experienced in providing the services contained herein. Awarded contractor shall meet the following minimum qualifications:

a) Shall have been engaged in the business of providing the specified services for a minimum of three (3) years. Recent start-up businesses do not meet the requirements of this solicitation.

NOTE: A start-up business is defined as a new company that has no previous operational history or expertise in the relevant business and is not affiliated with a company that has history of expertise.

IFB No. 802-26-71121 Page 14 of 58

b) Complete Exhibit A – Equipment List and return with bid.

c) All references must be verifiable by phone or email within ten (10) working days of bid evaluation.

7) CONTRACTOR REQUIREMENTS:

a) Contractor agrees to conduct all its services under the awarded contract by and through appropriate communications with TPWD. No work or other services shall be undertaken by Contractor except with the prior written authorization by TPWD. Contractor understands and agrees that work or other service performed without prior written authorization from TPWD is work outside the scope of the contract and shall be performed exclusively at Contractor’s own risk.

b) Contractor is responsible for all materials and equipment stored at the work site.

c) Contractor is responsible for the prompt removal of all debris, litter, and rubbish regularly throughout the project.

d) Contractor shall be solely responsible for the safe operation of all equipment used and for the safety of all personnel employed by or under contract to the Contractor.

e) Contractor shall be solely responsible for any damage attributable to contractor’s operation.

Contractor, at their own expense, shall repair any such damage immediately. The repair work is subject to inspection and acceptance by TPWD.

f) Contractor shall provide all labor, equipment, supervision, and any other necessary and incidental materials to complete this project.

g) Contractor is responsible for any and all clean up caused by the operation.

h) Equipment must be inspected daily for signs of fuel or oil leaks. Such leaks shall be promptly repaired, and measures will be taken to prevent soil contamination. When servicing equipment on site, waste oil and other fluids shall be drained into containers and properly disposed of in accordance with appropriate waste disposal practices. The Contractor shall immediately clean up any spillage of waste materials.

i) Contractor shall be solely responsible for maintaining safety at all work sites and shall take all reasonable steps to ensure safety for both workers and the public, including traffic control.

j) Contractor may be permitted to leave heavy equipment on site per TPWD staff direction.

TPWD will not be responsible for contractor equipment left on site.

8) PERFORMANCE MEASURES:

a) Contractor will be responsible for the performance of any contractual obligations that may result from an award based on this IFB and shall not be relieved due to non-performance of any or all subcontractor(s). By submitting a bid, the Respondent commits to providing the goods and services required herein. The successful Respondent(s) will be required to abide by TPWD policies, procedures, standards, and guidelines relevant to the execution of the awarded contract.

IFB No. 802-26-71121 Page 15 of 58

b) TPWD will measure and evaluate the Contractor’s and/or Subcontractor(s) performance under the contract. If the Contractor or Subcontractor does not meet any standards for deliverables and/or performance incentives (if applicable), TPWD may impose remedies if Contractor or Subcontractor fails to meet their responsibilities as outlined in the IFB and the terms and conditions of the contract. All services and deliverables under the contract shall be provided at an acceptable quality level and in a manner consistent with acceptable industry standards, customs, and practices. In the event TPWD deems that the Contractor’s performance does not meet an acceptable quality level of services and deliverables, TPWD may seek or impose remedies with the contractor. Remedies shall include negative vendor performance report(s), corrective action plans, and withholding of payments due to poor performance and contract non-compliance.

c) TPWD will monitor vendor performance. Failure to provide services in accordance with the requirements specified herein, and the resulting contract(s) and adherence to the Terms and Conditions may be considered by TPWD as unsatisfactory performance by the contractor. An unsatisfactory performance may result in a negative vendor performance report, cancellation of the contract, or both. TPWD will submit the Vendor Performance Report (VPR) to the Vendor Performance Tracking System (VPTS).

9) TPWD RESPONSIBILITIES:

a) TPWD will designate a Contract/Project Manager upon award. The TPWD Project Manager is to have free access to Contractor’s supplies, equipment, and work product at all times for inspection and audit.

b) TPWD will furnish no labor, materials, equipment, or facilities unless otherwise provided for in the contract.

10) SAFETY: ALL EQUIPMENT USED ON GOVERNMENT PROPERTY WILL BE IN

ACCORDANCE WITH O.S.H.A. REGULATIONS. ALL SAFETY EQUIPMENT WILL BE USED

AT ALL TIMES WHEN OPERATING EQUIPMENT ON GOVERNMENT PROPERTY.

11) ADDITIONAL SERVICES: Where found to be in the best interest of TPWD, this contract may be amended in writing to provide additional services, provided that such additional services are within the original scope and intent of the contract. For example, additional clearing services are needed during the term of the contract; in such a case, the contractor shall provide a written quotation for performing the additional work. TPWD Contracting Section will execute an Amendment for additional services. No additional services shall be performed without a fully executed Amendment to Contract in place.

12) QUANTITIES: Quantities listed herein are projected order quantities. TPWD reserves the right to increase or decrease quantities prior to award depending on bid results and budget constraints.

Unless this solicitation document states otherwise, the resulting contract award does not guarantee volume or commitment of funds. TPWD will only pay for actual goods received or services performed.

13) INSURANCE:

a) Contractor shall procure and maintain, during the entire period of their performance under this contract, the following minimum insurance:

IFB No. 802-26-71121 Page 16 of 58

Type of Insurance Each Occurrence/Aggregate Workers Compensation Statutory Employer's Liability Bodily Injury by Accident Bodily Injury by Disease Bodily Injury by Disease

$500,000 Ea. Accident $500,000 Ea. Employee $500,000 Policy Limit

Commercial General Liability General Aggregate Applies Per Project

$500,000 Bodily Injury & Property Damage - Each Occurrence

$1,000,000 Aggregate Limit $5,000 Medical Expense Each Person $500,000 Personal Injury & Advertising Liability $1,000,000 Products / Completed Operations Aggregate

Limit Automobile Liability All Owned, Hired and Non-Owned Vehicles $500,000 Combined Single Limit

b) NOTE: Workers’ Compensation is required by an employer, which is defined as “a person who employs one or more employees”. If Respondent has no employees, such insurance is not required. If Respondent claims they have not employees, TPWD will require a statement to that fact.

c) Policy must contain an additional insured endorsement: The State of Texas, acting through Texas Parks and Wildlife Department and its officers and employees, is listed as an additional insured and loss payee.

d) Prior to the commencement of the work, and not later than ten (10) days following award, the Contractor shall furnish to TPWD for approval, a Certificate of Insurance as proof that the required insurance is in full force and effect.

e) The Certificate of Insurance shall be sent to: Patty Cardoza, Purchasing Team, 4200 Smith School Road, Austin, Texas 78744 or purchasing.bidbox@tpwd.texas.gov.

14) SUBCONTRACTING:

a) Refer to Section III – General Terms and Conditions, Paragraph 56 – Subcontractors.

15) INQUIRES:

a) Contact: All requests, questions, or other communications about this Solicitation shall be made in writing to TPWD’s Purchasing Department, addressed to the following person:

Patty Cardoza, CTCD CTCM Phone Number: 979-341-3516 Texas Parks and Wildlife Department purchasing.bidbox@tpwd.texas.gov 4200 Smith School Road Austin, TX 78744

b) Clarifications: TPWD will allow written requests for clarification of this Solicitation. Questions may be faxed or emailed to the point of contact listed in Section a) above. Questions should be submitted in the following format: a) Reference the Solicitation number; b) Reference the mailto:purchasing.bidbox@tpwd.texas.gov mailto:purchasing.bidbox@tpwd.texas.gov

IFB No. 802-26-71121 Page 17 of 58

Section Number, page number, paragraph number, and text passage being questioned; and c) Question.

c) Prohibited Communications: Upon issuance of this solicitation, TPWD, its representatives, or partners, will not answer questions or otherwise discuss the content of this Solicitation with any potential Respondent or their representative(s), except for written inquiries described in Section b) above. Attempts to ask questions by phone or in person will not be allowed or recognized as valid. Failure to observe this restriction may disqualify Respondent.

Respondent shall rely only on written statements issued through or by TPWD’s Purchasing staff. This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this solicitation.

16) DELIVERY AND ACCEPTANCE:

a) Project Completion Delays: If delay is foreseen, Contractor shall give written notice to

TPWD. Default in promised completion without accepted reasons or failure to meet specifications authorizes TPWD to purchase services of this contract elsewhere and charge any increased costs for the services, including the cost of resoliciting, to the Contractor.

b) Acceptance: All services performed will be subject to acceptance inspection upon completion.

Acceptance inspection will not take more than five (5) working days, weather permitting.

Contractor will be notified within this time frame of any units not delivered or work not performed in full compliance with the purchase order specifications.

17) BID RESPONSE INSTRUCTIONS:

a) Bid Submission:

i) Submission Deadline: All bids shall be received and time stamped at TPWD prior to 2:00

PM Central Standard Time on the Bid Due Deadline date specified on the IFB Cover Page (Page 1). Late bids will not be considered under any circumstances and will be returned.

(1) General Format: Respondent shall submit bid response, signed, dated, and completed.

(2) Bid Delivery: Bids may be returned via email to Purchasing.BidBox@tpwd.texas.gov, mail or hand-delivery.

(3) Bids submitted by mail or hand-delivery should be placed in a sealed envelope and correctly identified with IFB number and Bid Due Deadline date and time. Bids submitted by fax should include a fax cover sheet correctly identified with IFB number and Bid Due Deadline date and time. It is the Bidder’s responsibility to appropriately mark and deliver the bids to TPWD by the specified date and time.

(4) Respondents are responsible for all costs of bid preparation.

b) Bid Content: Below is a summary of required and requested information. Bids submitted without this information will be evaluated accordingly. TPWD reserves the right, in its sole judgement and discretion, to waive minor technicalities and errors in the best interest of the state.

mailto:Purchasing.BidBox@tpwd.texas.gov

IFB No. 802-26-71121 Page 18 of 58

i) Bid Form: Respondent must submit the IFB form, signed, dated, and completed. Failure to submit this required document and information will result in disqualification of bid.

ii) Exhibit A: Equipment List

c) Response Period: Responses shall be binding for a period of sixty (60) business days from bid due date.

18) EVALUATION AND AWARD:

a) An award will be made on an all or none basis. Only responses submitted by the bid due deadline, with required submittal documents and meeting qualifications will be considered.

Failure to submit the required information may be cause for the rejection of the bid response.

TPWD reserves the right to waive informalities and minor irregularities in bids received.

b) TPWD reserves the right to consider Respondent qualifications, equipment, facilities, references; as necessary to evaluate any response; request additional relevant information;

disqualify bid based on unsatisfactory reference checks, reports, and records of service.

c) Award: TPWD will award a Contract to the Respondent whose quote is considered to be the Best Value to TPWD, price and other factors considered. The following factors may be used to evaluate bids:

i) Lowest Price

ii) Ability, Qualifications and Experience – Meeting or Exceeding the Requirement

iii) Delivery / Service Schedule

iv) Past Performance

19) INVOICING AND PAYMENT: The following procedures apply to invoicing and payment in addition to those listed in the General Terms and Conditions, Paragraph 9.

a) Contractor to submit invoice(s) to: Texas Parks and Wildlife, Accounts Payable, 4200 Smith

School Road, Austin, TX 78744.

b) Invoices must show:

v) Name of Contractor exactly as shown on the Contract, Texas Payee Identification Number (PIN), and correct “Remit to” address

vi) Name of receiving entity

vii) Contract/Purchase Order Number

viii) Description, quantity, unit of measure, unit price, extended price of each item

ix) Total price

x) Discount, if applicable, extended and deducted to arrive at a NET TOTAL for invoice

xi) Attach supporting documentation, if required

IFB No. 802-26-71121 Page 19 of 58

c) Payment:

xii) Contractor will be paid for the services performed as invoiced. If another payment mechanism is agreed to by the parties, then Contractor will be paid in accordance with the agreement approved by the parties.

xiii) Payment normally will be made to the Contractor within thirty (30) days after receipt of a properly prepared invoice, or the receipt of and acceptance of services ordered, whichever is later. State agencies are required by State law to pay properly submitted invoices within 30 days.

xiv) Payments for services purchased with state appropriated funds will be made through state warrants issued by the Comptroller of Public Accounts (CPA). Payments by qualified ordering entities will be made through the entities’ local payment system.

xv) Electronic payment may be available through some ordering entities. Contact Accounts Payable at 512-389-4833 for additional information.

20) BIDDER AFFIRMATION:

a) Bidder has not given, offered to give, nor intends to give any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant connected with the submitted bid.

b) Pursuant to Texas Government Code, Tile 10, Subtitle D, Section 2155.004(a), the bidder has not received compensation for participation.

IFB No. 802-26-71121 Page 20 of 58

EXHIBIT A – EQUIPMENT LIST

Respondent Name: _________________________________

Describe all equipment and vehicles to be specifically used for this project in the space provided below. Make sure to include dimensions/capacities of equipment, make, model, horsepower and intended use by bid item.

For purposes of this bid evaluation TPWD assumes that the respondent’s equipment list (submitted below) includes ALL of the equipment that the respondent is dedicating to this project and has considered in his bid. All equipment used off pavement must be low pressure rubber-tired equipment.

BID

ITEM

EQUIPMENT

TYPE MAKE & MODEL HORSE

POWER

DIMENSION OR

CAPACITY

# OF

UNITS

LEASE (L)

OR OWN (O)

IFB No. 802-26-71121 Page 21 of 58

GENERAL TERMS AND CONDITIONS – FEDERALLY FUNDED PROJECTS

SEPTEMBER 2025

(ITEMS BELOW APPLY TO AND BECOME A PART OF THE CONTRACT)

Any Contract awarded as a result of this solicitation will contain the General Terms and Conditions listed below in this Section. Subcontractors are also obliged to comply with these provisions.

1. DEFINITIONS: As used throughout this solicitation, the following terms have the meaning set forth below.

All other terms have the meaning set forth in Webster’s II New College Dictionary.

1.1. Bidder: An individual or entity that submits a bid. The term includes anyone acting on behalf of the individual or entity that submits a bid, such as an agent, employee and representative. See Respondent.

1.2. Contractor: The individual, corporation, company, partnership, firm, or organization that has to furnish the materials and has to perform the work as stated in the solicitation.

1.3. ESBD: The Electronic State Business Daily, which is available online at http://www.txsmartbuy.gov/esbd .

1.4. Gov’t Code: The Texas Government Code.

1.5. Owner: Texas Parks and Wildlife Department, an agency of the State of Texas.

1.6. Party/Parties: Either the TPWD and Respondent separately or collectively.

1.7. Respondent: Any person or Vendor who submits a Bid/Proposal/Offer in response to this solicitation.

1.8. Services: Includes the use of labor, materials, facilities, equipment, and any other need that is necessary or incidental to the successful completion of the Contract.

1.9. Subcontractor: Any supplier, distributor, Contractor, person, or firm furnishing to the Contractor, materials or services necessary or incidental to the performance of the Contract between TPWD and Contractor.

1.10. TAC: The Texas Administrative Code, which is the publication for administrative rules.

1.11. Texas Identification Number: A unique 11-digit number assigned by the Texas Comptroller of Public Accounts. When a Payee first contracts with a state agency, that Payee must provide either a federal Employer Identification Number (EIN) or a Social Security number (SSN). The Texas Identification Number (TIN) is based on this number. (Note: If Respondent does not have a TIN, or does not know their TIN, they may list their EIN or SSN on the “Texas Identification Number” line of the Vendor Information Block of their RFP, RFO, IFB or RFQ response.)

1.12. TPWD: Texas Parks and Wildlife Department acting on behalf of the State of Texas.

2. SPECIFICATIONS:

2.1. The goods/services provided shall be in accordance with the purchase specifications herein. TPWD will decide the answers to all questions that may arise as to the interpretation of the specifications and the quality, or acceptability of goods/services provided. TPWD will decide the rate of progress of the work and the acceptable fulfillment of the goods/service on the part of the Contractor.

2.2. Catalogs, brand names or manufacturer's references are descriptive only, and indicate type and quality desired. Bids/Proposals on brands of like nature and quality will be considered unless advertised under Texas Gov't Code §2155.067. If the Respondent is offering brands other than the references, response should show manufacturer, brand or trade name, and other description of product offered. If Respondent is offering brand(s) other than brand(s) specified, illustrations and complete description of product offered are requested to be made part of the bid. Failure to take exception to specifications or reference data will require Respondent to furnish specified brand names, numbers, etc.

http://www.txsmartbuy.gov/esbd

IFB No. 802-26-71121 Page 22 of 58

2.3. Unless otherwise specified, items shall be new and unused and of current production.

2.4. Samples, when requested, must be furnished free of expense to the State. If not destroyed in examination, they will be returned to the Respondent, on request, at Respondent's expense. Each sample should be marked with Respondent's name and address, and requisition number. Do not enclose in or attach response submission to sample.

2.5. The State will not be bound by any oral statement or representation contrary to the written specifications of this Solicitation.

2.6. Manufacturer's standard warranty shall apply unless otherwise stated in the solicitation.

3. AWARD OF A PURCHASE ORDER: Standard Purchase Order Terms and Conditions apply. If a conflict exists between the standard Purchase Order Terms and Conditions and specific language in this solicitation, the language in the solicitation shall prevail.

3.1. A response to a solicitation is an offer to Contract with TPWD based on the terms, conditions and specifications contained in the solicitation. Responses do not become Contracts unless and until they are accepted through an authorized TPWD designee by issuance of a Purchase Order.

3.2. This procurement will be conducted in accordance with the State Purchasing Act, Title 10, Subtitle D, Chapters 2151 through 2177, of the Texas Gov’t Code (TGC) and TPWD rules. Any Contract resulting from this procurement shall consist of one (1) document. This document will contain all of the rights and duties of the parties extracted from the relevant terms and conditions of this solicitation (including its attachments, exhibits, supplements, and addenda); the successful Contractor’s response; any TPWD request for a Best and Final Offer; and any successful Contractor’s Best and Final Offer, if applicable.

3.3. Best Value – TPWD will be the sole judge of best value. Award will be based on Best Value criteria and may include, but is not limited to:

3.3.1. Best meets the goals and objectives of the solicitation as stated above.

3.3.2. Best meets the quality and reliability of the proposed services.

3.3.3. Effect of the proposed solution on agency productivity.

3.3.4. Provides the most customer focused solution that will best meet the needs of the public.

3.3.5. Experience in…