RFQ Event 1088 Administration Document Attachment A+B+C FINAL.pdf

RFQ Event 1088 – Herbicide Residues Analysis Laboratory Services

Idaho State Department of Agriculture RFQ Event 1088

Herbicide Residue Analysis Laboratory Services

RFQ Administration Document

1. Purpose The Idaho State Department of Agriculture (ISDA) facilitates the treatment of aquatic noxious weeds using aquatic herbicides. These herbicides have water use restrictions that prohibit water use until residue levels in the water are confirmed to be below levels specified on the herbicide label. Residue analysis results are required in a timely manner to allow for timely clearance of water use.

ISDA's Noxious Weed and Invasive Species Program applies herbicide throughout the state in an effort to eradicate or control noxious weeds and invasive species. These herbicides are applied in areas accessible to the public. To ensure public safety and compliance with regulations ISDA must also collect samples from treated areas and have them tested for herbicide residue. This testing enables ISDA to confirm the levels of residue left behind after treatment.

ISDA is seeking a qualified laboratory to provide the herbicide residue analysis testing through this solicitation. The desired outcome of this solicitation is to have a vendor available that could provide timely analysis of water samples for herbicide residue levels.

The state estimates a need for approximately thirty (30) herbicide residue tests per year. This number is an estimate only. There is no guarantee of a minimum or maximum number of tests in any given year.

Please see Section 7, Award for more information.

The sole point of contact at ISDA during the time period of this RFQ is:

Molly Heiss, Idaho State Department of Agriculture Phone: (208)332-8641 Fax: (208)334-3431 E-mail: Molly.Heiss@isda.idaho.gov

2. Resulting Contract

If the State awards a contract from this Solicitation, it will do so by issuing a Contract Purchase Order (CPO) document from the State’s eProcurement system, IPRO, which will be an acceptance of the successful bid. The Contract will be comprised of that contract document; this RFQ, including any incorporated documents; and the successful Quote, including any clarifications requested by the Idaho State Department of Agriculture (ISDA).

The initial term of the Contract will be twelve (12) months. Upon mutual, written agreement, the Contract may be renewed, extended, or amended. The anticipated total Contract term is not expected to exceed five (5) years.

The following documents are incorporated into this RFQ as if set out in their entirety, whether or not they are attached in IPRO:

mailto:Molly.Heiss@isda.idaho.gov

• Solicitation Instructions for Vendor

• State of Idaho Contract Terms and Conditions

• Insurance Requirements

If not attached in IPRO, the documents may be found on the “Information for Vendors” page of DOP’s website, www.purchasing.idaho.gov. If multiple versions of any of these documents are available on the website, the version in effect on the day the ITB was issued shall apply.

3. Inquiries The contact noted in Section 1 is the only contact for ISDA for this RFQ. All correspondence will be in writing and must be submitted via the Q&A Board in Luma. In the event that it becomes necessary to revise any part of this RFQ, addenda will be posted at Supplier Portal / Supplier Portal (inforgov.com) It will be the responsibility of the vendor intending to submit a quote to monitor Supplier Portal / Supplier Portal (inforgov.com) for any updates or amendments. Any oral interpretations or clarifications of this RFQ shall not be relied upon.

4. Time lines Q&A Period Closes: November 19, 2025 at 11:59:59 PM Mountain Time Quotes Due: November 26, 2025 by 5:00 PM Mountain Time

5. Terms Quotes which condition the Quote based upon the State accepting other terms and conditions not found in the RFQ, or which take exception to the State’s terms and conditions, will be found non-responsive, and no further consideration of the Quote will be given.

6. Response Only electronic submissions will be accepted. The Vendor must input their fully-burdened quote into LUMA for each item they are bidding.

The Vendor’s Quote must include responses to all mandatory Prerequisites and Questions and be received prior to the deadline established in LUMA.

Electronic Submission:

LUMA – Enter your pricing in LUMA Supplier Portal / Supplier Portal (inforgov.com)) and respond to all mandatory Prerequisites and Questions prior to the deadline established in LUMA.

All quotes must be accompanied by a signed State of Idaho Signature Page. Be advised that the Vendor name/entity entered on the State of Idaho Signature Page must match the Vendor name/entity registered in LUMA. If the Vendor name/entity identified on the state supplied Signature Page differs from the Vendor name/entity under which you register in LUMA, the information provided on the Signature Page prevails.

All vendors participating in a solicitation issued through LUMA must establish an account in the LUMA system. It is free to establish an account and only takes a few minutes of your time.

https://sms-idaho-prd.tam.inforgov.com/fsm/SupplyManagementSupplier/page/XiSupplyManagementSupplierPage?csk.SupplierGroup=LUMA https://sms-idaho-prd.tam.inforgov.com/fsm/SupplyManagementSupplier/page/XiSupplyManagementSupplierPage?csk.SupplierGroup=LUMA https://sms-idaho-prd.tam.inforgov.com/fsm/SupplyManagementSupplier/page/XiSupplyManagementSupplierPage?csk.SupplierGroup=LUMA https://sms-idaho-prd.tam.inforgov.com/fsm/SupplyManagementSupplier/page/XiSupplyManagementSupplierPage?csk.SupplierGroup=LUMA

7. Award Basis

Please enter your fully burdened rate to provide the services listed in the Lines section of this RFQ.

For each listed material, enter your cost to provide services with turnaround times of 14 Days (2 Weeks), 48 Hours (Second Day), 24 Hours (Next Day), and 8 Hours (Same Day).

Award will be made to the responsive, responsible Bidder with the lowest total cost as provided in IPRO, as deemed to be in the best interest of the State.

The Contractor must be able to begin providing services as soon as the resulting contract is issued.

There is no guaranteed minimum or maximum number tests associated with this RFQ. The need for a residue test will be determined solely at the discretion of ISDA.

8. Turn-Around Times and Reporting An Agency Point of Contact will be named at or after the time of award. The Agency Point of Contact will determine the required turnaround time and will be the point of contact for reporting.

9. Invoicing The Contractor must provide an invoice upon service completion for each project location. The invoice and respective report must be submitted no later thirty (30) calendar days after services were provided at each project location. No invoice will be accepted or paid without receipt of required reports. Invoices submitted without the required reports will be returned to the Contractor for resubmission.

The Contractor must provide the following information with each invoice:

1. Contract number (and name of project/product, if appropriate)

2. Identification of sample received date and test result transmission date

3. Detailed description of analysis provided, including the number of samples analyzed, the turn around time requested/complied with each sample and the per sample rate for each sample billed.

4. Total amount billed

5. Name of authorized individual and contact information for Contractor

Invoice address:

Attn: Fiscal P.O. Box 7249 Boise, ID 83707 fiscal@isda.idaho.gov

10. Payment Terms

Payment terms are Net 30.

11. Price Adjustments A price adjustment may be considered after the first twelve (12) months of the initial term of the Contract, and every six (6) months thereafter. If a price increase is requested, it will be the responsibility of the Contractor to notify ISDA sixty (60) calendar days in advance of the desired mailto:fiscal@isda.idaho.gov effective date and provide supporting documentation showing industry wide increases justifying the request.

If there is an industry-wide price decrease, Contractor must notify DOP immediately of the decrease; and make the price decrease effective for ISDA on the same day it becomes effective for the Contractor. If the State is not properly notified of price decreases, the pricing at the time of order will be used for invoice payment and the Contractor will provide refunds or credits as necessary.

12. Records Maintenance The Contractor shall maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records shall be retained by the Contractor for at least three (3) years after the Contract terminates, or until all audits initiated within the three (3) years have been completed, whichever is later.

13. Compliance The Contractor must be responsible for compliance with all pertinent federal, state and local laws and regulations related to the services provided under this contract, including but not limited to those pertaining to Laboratory Analysis Services.

14. Audit Rights

The Contractor agrees to allow State and Federal auditors and State purchasing staff access to all the records relating to this Contract, for audit, inspection, and monitoring of services or performance. Such access will be during normal business hours or by appointment.

RFQ EVENT 1088

Attachment A Scope of Work

1. HERBICIDE RESIDUE ANALYSIS LABORATORY SERVICES

1.1 The Contractor must provide laboratory services for herbicide residue analysis per the following:

1.1.1 Follow established Quality Assurance / Quality Control (QA/QC) protocols. QA/QC reports are to be provided via email in pdf or Word format along with all sample results.

1.1.2 Provide highly trained personnel with experience in herbicide residue analysis.

1.1.3 Receive samples in coolers via FedEx or hand delivery. The samples will come in sealed bottles located in the coolers along with a chain of custody form. Contractor must return the coolers to ISDA at the Contractor’s cost within thirty (30) days of receiving them.

1.1.4 Provide analysis results, via email in pdf or Word format, within a standard (2 weeks), 2nd day (48 hours), next day (24 hours), or same day (8 hours) turn-around time from when the samples are received. ISDA will specify prior to each sample submission which turn-around time is required. Generally, ISDA will notify the Contractor of the required turnaround time fourteen (14) days prior to the treatment event. Contractor must record, and make available to ISDA, the dates and times samples are to be received and processed to ensure that the required collection method (specified by contractor) and turn-around time (specified by ISDA) are met.

1.1.5 Be able to provide analysis for the following aquatic herbicides:

• 2,4-D

• Carfentrazone-ethyl

• Diquat

• Endothall

• Florpyrauxifen-benzyl

• Flouridone

• Flumioxazin

• Imazamox

• Penoxulam

• Triclopyr

1.1.6 Provide analysis results, via email in pdf or Word format, within a standard (14 calendar days), 2nd day (48 hours), next day (24 hours), or same day (8 hours) turn-around time from when the samples are received. ISDA will specify with each sample submission which turn-around time the Contractor must complete. The Contractor must record, and make available to ISDA, the dates and times samples were received and processed to ensure that the required turn-around time specified by ISDA is met.

1.1.7 Provide standard operating procedures (SOP) for collection and transport of residue samples collected for each of the herbicides listed above in 1.1.6.

1.2 Estimated Contract Usage

The total number of samples to be analyzed each contract year is estimated at thirty (30) samples.

This is an estimate only. There is no guarantee of any minimum number of samples; the number of samples may also exceed the estimated yearly quantity.

Samples will be submitted on an “as needed” basis utilizing the sample rate by herbicide type and turn-around time provided by the Contractor.

2. Technical Requirements

2.1 The Contractor must be capable of fulfilling the technical requirements of this contract. By submitting a quote for RFQ 1088, the Offeror certifies that they are capable of meeting the entire Scope of Work.

2.1.1 The Contractor must have a minimum of two (2) years of experience in herbicide residue analysis.

2.1.2 The Contractor must be certified for Drinking Water Quality Organic Analysis in the State of Idaho and must maintain this certification for the duration of the contract. Proof of certification must be provided at the time of quote submission in response to Question 9 on the Questions Tab of the RFQ. The Contractor must provide annual proof of a valid certification for the duration of this contract.

2.1.3 The Contractor must analyze water samples for the presence of aquatic herbicides based on Environmental Protection Agency (EPA) methods EPA 8321 LCMS, EPA 548.1, or equivalent relevant analytical method. If an equivalent method will be used, the Offeror must upload an explanation and description of the equivalent method at the time of quote submission in response to Question 10 on the Questions Tab of the RFQ. ISDA will review the proposed method and ISDA will make the determination of equivalency to EPA 8321 LCMS, EPA 548.1 prior to the contract award.

2.1.4 The contractor must provide sample lab reports at the time of the quote. Please submit sample lab reports for Triclopyr, 2,4-D, Flouridone, Endothall, Diquat, Flumioxazin, Florpyrauxifen-benzyl, Penoxulam, Imazamox, and Carfentrazone-ethyl.

3. Non-Disclosure Agreement

3.1. Within five (5) days after contract award, the awarded Contractor must complete the Non- Disclosure Agreement for RFQ 1088, found at Attachment B.

Attachment B

Non-Disclosure Agreement Herbicide Residue Testing Services for the

WHEREAS, <Insert Contractor Name> is proposing to provide services to the Idaho State Department of Agriculture (“ISDA”) for Laboratory Services for herbicide residue analysis of water samples; and

WHEREAS, if awarded the purchase order, <Insert Contractor Name> is obligated to protect and maintain confidential information, which includes but is not limited to information, documents, and communications relating to the services provided under a subsequent purchase order; and

WHEREAS, in order to satisfy that obligation, <Insert Contractor Name> requires that its officers, employees, agents, and subcontractors who perform work on, or has access to, test results, analyses, reports, or other documents related to these services, agree in writing to the same confidentiality obligations imposed on <Insert Contractor Name>.

NOW THEREFORE, the person named below, who is an officer, employee, agent, or subcontractor of

<Insert Contractor Name>, hereby acknowledges that he/she has been informed about the confidentiality obligations imposed under a subsequent purchase order and agrees that he/she will not disclose any confidential information without the prior written consent of the ISDA and further agrees to be bound by the same obligations imposed on <Insert Contractor Name> and to be liable for any unauthorized disclosure of confidential information.

Contractor Name

Name

Title

Signature

Date

Attachment C Herbicide Residue Analysis Calendar

This calendar is provided for Offerors to understand the typical usage and turnaround times for this contract. All information is estimated.

This calendar does not determine what will be required in future calendar years. Requirements and turnaround times will be defined by ISDA in response to real-world environmental conditions during the course of the contract.

There is no guarantee of minimum or maximum turnaround times for samples implied by this calendar document. There is no guarantee that chemicals used in previous years will reflect the chemicals used in future contract years. There is no guarantee that the treatment season will be limited to these months in future years of the contract. ISDA anticipates contract usage between the months of April and November over the course of the contract.

Estimated Residue Samples 2024

Month Species Herbicide(s) Turnaround

January

No Usage February

March

April

May Flowering Rush Imazamox 2nd Day (48 Hour)

June Curly Leaf Pondweed Endothall, Diquat Next Day

July Eurasian Watermilfoil Floropyrauxifen-benzyl Next Day

August Parrot Feather Milfoil Floropyrauxifen-benzyl Next Day

September Eurasian Watermilfoil, Parrot Feather Milfoil Floropyrauxifen-benzyl Next Day, 2nd Day (48 Hour)

October Eurasian Watermilfoil Floropyrauxifen-benzyl 2nd Day (48 Hour)

November No Usage

December