OpenLab Upgrade RFQ vfinal Ohio Buys.pdf

Information Technology Services 30 E. Broad St. 14th Floor Columbus, OH 43215 www.OhioAttorneyGeneral.gov

Request for Quotations (RFQ)

RFQ # AGO-ITS-052025

OpenLab Software Upgrade

1.0. Overview

The Ohio Attorney General’s Office (“AGO”) is seeking quote submissions in response to this Request for Quotations (“RFQ”) to secure the goods or services as defined below.

Ohio Attorney General Dave Yost is an elected official who is the Chief Law Officer for the State of Ohio and its agencies, boards and commissions. The office consists of about 1600 employees in nearly 40 distinct sections that advocate for consumers and victims of crime, assists the criminal justice community, provide legal counsel for state offices and agencies, and enforce certain state laws.

The purpose of this request is for the selection of a vendor to provide Agilent Technologies OpenLab software licenses and services.

Responders to this RFQ are referred to herein as “bidder,” “offeror,” “consultant,” or “vendor” and these references may be used interchangeably throughout this RFQ and have the same meaning.

2.0. Scope of Work

The scope of this request includes the following:

2.1. Services

The AGO is soliciting responses for the selection of a vendor to provide Agilent Technologies, Inc. OpenLab software licenses, Software Maintenance Agreements (SMA), Pilot Installation, Installation of Analytical Instrument Controller (AIC), and Enablement services as outlined below:

# Detailed Description Quantity UOM Product Number

OpenLab Shared Services Server includes software and license to perform system administration activities including the management of users, permissions, and instrument settings. This includes a 1-year SMA and telephone support.

12 Months M8305AA

2 OpenLab CDS AIC Software for Client Server System. Does not include Instrument Connection licenses. 1 Unit M8420AA

# Detailed Description Quantity UOM Product Number

Software Maintenance Agreement (SMA) for OpenLab Chemstation and EZChrom Editions in a client server deployment

- 1-year upfront. Entitlements include software license upgrades, dedicated telephone support with escalation management, and administrative support.

12 Months R3894A

4 Core OL Svr Backend Install Rmt Core OpenLab Server Backend (1 Server), Installation, Remote 1 Unit R4650RI

5 CDS AIC Install Rmt OpenLab CDS AIC, Installation, Remote 1 Unit R4660RI

6 CDS Client Install Rmt OpenLab CDS Client, Installation, Remote 1 Unit R4662RI

7 CDS Agilent Instr Conn Install Rmt OpenLab CDS Agilent Instrument Connections, Installation, Remote 1 Unit R4664RI

8 Informatics Consulting, 1-day Rmt OpenLab Informatics Consulting, 1-day, Remote ECM update 1 Unit R4630R

9 CDS AIC Install Rmt OpenLab CDS AIC, Installation, Remote 23 Units R4660RI

10 CDS Client Install Rmt OpenLab CDS Client, Installation, Remote 5 Units R4662RI

11 Agilent GC LC or MS Firmware Update 30 Units R4454A

12 CDS Agilent Instr Conn Install Rmt OpenLab CDS Agilent Instrument Connection, Installation, Remote 41 Units R4664RI

13 Core OL Svr Backend Install Rmt Core OpenLab Server Backend (1 Server), Installations, Remote 1 Units R4650RI

14 Gold MH or MS Adoption Essentials 2 Units R4684R

2.2. Term

The initial term for the services provided above will begin on or after July 1, 2025, to conclude on or before June 30, 2027.

The AGO will have the option to renew the services of the consultant for an additional two (2) two-year terms beginning on or after July 1, 2027, to conclude on or before June 30, 2031.

2.3. AGO Assumptions

1. AGO will assign a main point of contact with authority to authorize and prioritize services requested by

AGO.

2. AGO can request services verbally, via email to the vendor, or through other means which ensure requests will be received in a timely manner. Verbal requests for services will be documented in writing.

3. The AGO will only be charged for the actual work authorized by the AGO.

3.0. Vendor Quote Content and Submission

Vendors must provide their quote information and responses as directed within the Questionnaire or Item Grid in Ohio Buys. All responses to this RFQ must include the information listed below to ensure the quote submission is considered for this opportunity. The AGO may reject in whole or in part any material deviation to the format or information required in this Section 3.0 of the RFQ.

The vendor’s responses to the information requested will allow for a well-defined comparison of the bids received. Responses must be valid for no less than 90 days from the response due date.

1. Item Grid. The vendor must complete the Item Grid, by entering its unit price for each line.

2. References. Vendors must provide three (3) client references for work of a similar scope. Such work shall have been performed within the last three (3) years. References must include Name, Title, Address, Phone Number, and E-mail Address.

3. Capability / Strategy Statement. Vendors must confirm their ability to meet the requirements of this RFQ by providing a plan detailing the tasks outlined in the RFQ.

4. Terms and Conditions. Vendors must review the RFQ and the Sample Contract and within the Questionnaire must identify and attach any vendor assumptions or exceptions to the AGO Terms and Conditions in vendor’s response. In the alternative to reviewing the Sample Contract, vendors may indicate if they are currently on an Ohio Department of Administrative Services (“DAS”) State Term Schedule (“STS”) that is inclusive of the scope and deliverables by including the STS number in the vendor’s Item Grid response.

All responses must be submitted online via Ohio Buys no later than the date listed in the Calendar of Events.

When submitting bid files, vendors should note the following:

• All attachments should be in a searchable PDF format, unless directed differently by this document.

o When directed, other file types may be attached but only the following file extensions will be allowed: .docx, .xlsx, .zip.

The AGO has the discretion to select a vendor and to reject responses that are not in the best interest of the AGO, or to cancel this solicitation. The AGO may waive minor defects and/or request clarifications in the responses if doing so does not materially deviate from the specifications or otherwise create an unfair competitive advantage. Any response, revision, improper marking, or amendment to a response or submission may be disqualified.

The AGO will not be liable for any costs incurred by a vendor in responding to this solicitation, regardless of whether the AGO awards any contract(s) through this process, decides to cancel this solicitation for any reason, or issues another solicitation if it is deemed to be in the best interest of the AGO to do so.

The AGO reserves the right to negotiate all terms associated with this solicitation. It is entirely within the discretion of the AGO to permit negotiations. A vendor must not submit a response assuming that there will be an opportunity to negotiate any aspect of the response. The AGO is free to limit the negotiations to particular aspects of any response. Vendors should not base their pricing on the assumption of long-term financing by the AGO that extends beyond the upcoming biennium, which ends June 30, 2027.

The award will be made to the vendor that offers the lowest priced responsible and responsive submission.

4.0. Calendar of Events

• RFQ issued date: May 12, 2025

• Inquiry Period Begins May 12, 2025

• Inquiry Deadline May 19, 2025; 11:00 A.M. Eastern Time

• Quote due date: May 28, 2025; 11:00 A.M. Eastern Time

5.0. Communication and Inquiries

Unless the AGO advises differently, all contact is to be in writing using the Ohio Buys website. Ohio Buys provides the primary platform for Supplier partners to engage in procurement activities with the State of Ohio. For additional information on using Ohio Buys follow the link provided below:

• Ohio Buys for Suppliers

All inquiries and responses will be posted to the Ohio Buys website. The due date for any inquiry within the intent and scope of this solicitation must be received by the date listed in the Calendar of Events.

Vendors may make inquiries regarding this solicitation any time during the inquiry period listed in the Calendar of Events and Deadlines. To make an inquiry, vendors must login to Ohio Buys, navigate to the solicitation, open the inquiry tab, and submit their inquiry. Vendors will not receive a personalized e-mail response to their question, nor will they receive notification when the question has been answered.

Vendors may view inquiries and responses on the Ohio Buys Public Solicitations page by opening the Solicitation Overview and navigating to the inquiries section of that page.

If Vendors experience technical difficulties accessing the Ohio Buys website where the solicitation and its related documents are published, they may contact the Ohio Shared Services Help Desk through one of the options listed here:

• Email OBM.ContactCenter@obm.ohio.gov and put "Ohio Buys" in the subject line.

• Phone 614-338-4781 or 1-877-644-6771.

6.0. Terms and Conditions

https://procure.ohio.gov/bidders-and-suppliers/resources/01_selling+to+the+state mailto:OBM.ContactCenter@obm.ohio.gov

The selected vendor may not report to the AGO or ship any equipment to the AGO, and no work may commence until an AGO contract as well as all other applicable agreements, including end user license agreements (EULA), subscription, and/or other license agreements, have been fully executed, background checks are completed and approved for all vendor employees, and a purchase order is issued to the vendor.

Note that the contracting, background check, and purchase order processes may take up to six to ten weeks in total to complete.

The AGO Attachment - Sample Contract for this Work is included with this RFQ. The RFQ and the Attachment (unless the vendor is on a STS applicable to the scope and deliverables as described in Section 4.0) constitute the Contract Terms and Conditions for this AGO purchase. Vendors must review the RFQ and Attachment and must identify any exceptions to the Terms and Conditions in vendor’s quote. If exceptions are not noted in the quote, the vendor stipulates vendor’s acceptance of the Contract Terms and Conditions.

Additionally, the selected vendor(s) may be required to sign various AGO forms and/or agree to comply with certain requirements prior to commencement of work.

Once the selected vendor reports to the AGO, all work will be conducted in accordance with AGO policies, procedures, coding standards, and best practices as instructed by the AGO.

The Ohio Attorney General’s Office is subject to Ohio Revised Code Chapter 149, known as the Ohio Public Records Act. Consequently, the Offeror understands that all documents submitted in response to this RFQ are considered public records and will be released when a public records request is made by anyone, including news media, competitors, or other interested parties, in accordance with the law. If you contend that certain clearly marked portions of your response constitute an exception to Ohio's public records law, you must submit your legal basis in support of that assertion with your response. The legal basis must include the Ohio statute that applies to exempt that specific information and a description of why that specific information is covered by the cited statute.

If a public records request is made for any portion of the documents that you have submitted and you have not clearly marked such documents as information constituting an exception to Ohio's public records law, your information will be released immediately. If a public records request is made for such information and you have clearly marked portions of your response as information constituting an exception to Ohio's public records law, and you have submitted the legal basis supporting such claim, the AGO will release a redacted version of your information to the requester and notify you that a request was made and that a redacted version of your response was released. Should the requester indicate that the redacted version is not sufficient for their purposes, you then will be immediately responsible for obtaining an order from a Franklin County, Ohio Court of Common Pleas enjoining release of your clearly marked information constituting an exception to Ohio's public records law.

If a public records request is made for such information and you have clearly marked portions of your response as information constituting an exception to Ohio's public records law, but you have not submitted the legal basis supporting such claim, the AGO will release your information to the requester and notify you that a request was made and that your response was released. Do not mark your entire response/submittal as information constituting an exception to Ohio's public records law. If your entire response/submittal is so marked, the AGO will not consider your offer.

The terms and conditions of this solicitation are subject to Ohio Revised Code Section 9.27 - State Contracts

- Invalid Terms and Conditions. Under Ohio Revised Code Section 9.27, the AGO is prohibited, among other things, from including provisions by which the AGO agrees to indemnify and hold harmless a vendor. These provisions, if added to an agreement, are immediately unenforceable. Vendors must not include prohibited terms subject to Ohio Revised Code Section 9.27 in their standard terms and conditions, manufacturer warranties, and applicable warranty services.

The selected shall be engaged by the AGO solely on an independent contractor basis, and the vendor shall therefore be responsible for all the vendor’s business expenses, including, but not limited to, employees’ wages and salaries, insurance of every type and description, and all business and personal taxes, including income and Social Security taxes and contributions for Workers’ Compensation and Unemployment Compensation coverage, if any.