RFQ1184 Lab Biosafety Repair and Cert.docx

IDAHO DEPARTMENT OF HEALTH AND WELFARE

RFQ1184

Bureau of Laboratories Equipment Repair and Certification

Purpose The Idaho Department of Health and Welfare, Bureau of Laboratories (Department), is requesting quotes for testing and certification of biosafety cabinets and high-efficiency particulate air (HEPA) filter duct systems as further detailed below.

Background The Bureau of Laboratories operates biosafety cabinets and HEPA filter duct systems that are critical to maintaining safe laboratory operations and regulatory compliance. These systems require regular testing, certification, maintenance, and on-call repair services to ensure proper functioning and adherence to NSF/ANSI 49 (NSF International/American National Standards Institute Standard 49). The Department currently maintains twenty (20) biosafety cabinets of various manufacturers and two (2) HEPA filter duct systems across laboratory facilities, as detailed in Exhibit B, Specifications.

Timelines and Submittal Quotes will be accepted through IPRO only. Submit your quote using the IPRO Items and Questions pages no later than 5:00 p.m. Mountain Time on 2/13/2026.

All correspondence regarding this RFQ must be done through the Q & A Board in IPRO.

Billing Procedure:

No invoices will be accepted or paid without receipt of delivery. Payment terms must be Net 30 days upon receipt of a fully completed invoice submitted by the vendor.

Invoices must be submitted via email to:

{Information will be provided in the resulting Contract.}

Specifications See Exhibit B

The Contractor must provide testing, certification, maintenance, and on-call repair services for biosafety cabinets and HEPA filter duct systems as detailed in Exhibit B, Specifications. Services must be coordinated with the Department contact as specified in the resulting Contract.

All work must be performed on-site at the Bureau of Laboratories facilities located in Boise, Idaho. The Department contact for service coordination is:

{Information will be provided in the resulting Contract.}

Award Basis and Term Award will be ALL OR NONE to the Responsive Responsible Vendor with the Lowest Cost as provided on the Lines page in IPRO.

The initial contract term is anticipated to be 02/26/2026 to 02/25/2029. Upon mutual agreement, the contract may be amended or extended for up to two (2) additional years. The total contract term, including all extensions, is not anticipated to exceed five (5) years. The Department may cancel the contract at any time, without cause, upon thirty (30) calendar days written notice to the Contractor specifying the date of termination. The Contractor must obtain the approval of the Department to terminate the contract for convenience.

Services and requirements will include the following:

· Exhibit A – Riders

· Exhibit B -- Specifications

· Exhibit C – State Signature Page

The attached documents will become part of the Contract resulting from this RFQ. If you wish to provide a quote for these services, please provide your fully loaded rates which must include, but not be limited to, all operating and personnel expenses, such as: overhead, salaries, profit, supplies, travel and quality improvement, into the Items page in IPRO. Any alterations to the IPRO Items page may result in your quote being considered not acceptable. Also, vendors must answer the questions in the IPRO Questions page.

Additional Solicitation Instructions:

Standard Terms and Conditions and Solicitation Instructions: The current versions of the “State of Idaho Standard Contract Terms and Conditions” and “Solicitation Instructions to Vendors” State of Idaho Solicitation Instructions to Vendors are incorporated by reference into this solicitation, and any resulting Contract, as if set forth in their entirety. Both documents can be downloaded at https://purchasing.idaho.gov/governing-laws-and-policies/ ; or copies obtained by contacting the Division of Purchasing at 208.327.7465 or purchasing@adm.idaho.gov. Failure by any submitting vendor to obtain a copy of these documents must in no way constitute or be deemed a waiver by the State of any term, condition or requirement contained in the referenced documents; and no liability will be assumed by the Division of Purchasing or the Department for a submitting vendor's failure to consider the State of Idaho Standard Contract Terms and Conditions and Solicitation Instructions to Vendors in preparing its response to the solicitation.

Acceptance & Substitutions Services will be reviewed and evaluated by the Department prior to acceptance. Excessive deficiencies, defects, or failure to meet specifications may be grounds for rejection of the work performed. The determination of what is or is not acceptable will be solely at the discretion of the Department. The Department is allowed forty-eight (48) hours from completion of services to accept the work, Monday through Friday, State holidays excepted (https://www.idaho.gov/government/state-holidays/).

If work is rejected due to a correctable deficiency, the vendor may, at the option of the Department, have one (1) calendar week to correct the defect(s) at the vendor's expense. Alternatively, at the vendor's option and subject to Department approval, the vendor may provide alternative personnel or methods which meet all the minimum specifications and requirements of this quote within a reasonable amount of time, not to exceed two (2) calendar weeks.

If substitutions or “equal” items are offered, descriptive literature must be provided in sufficient detail to determine whether the items offered meet specifications.

It is at the Department’s sole discretion whether your response meets the requirements of this RFQ. At the sole discretion of the Department, if your response does not meet the requirements of the RFQ the submitting vendor will not be considered for award.

Response Enter your Total 3 Year Amount from the cost matrix on the Lines page in IPRO, so that it is received at the Department prior to the deadline established above.

Quotes must be accompanied by a signed State of Idaho Signature Page. This page should be attached in the IPRO Questions page.

The Contract resulting from this RFQ will be a Fixed Unit Cost, Indefinite Quantity Contract. The Department will pay up to the total amount quoted for services successfully completed in compliance with the terms of the resulting Contract.

The Cost Per Unit rates quoted must remain fixed for one (1) year. The Department may consider rate negotiations at the time of the Contract’s annual renewal, based on verifiable cost increases submitted by the Contractor and approved by the Department.

The "Estimated Number of Units" shown on the IPRO Items page is the Department's best estimate of units that may be experienced during the first three (3) years year of the Contract. Estimated quantities are not binding by the Department but are intended to provide an equal and equitable opportunity for quoting purposes.

The Department reserves the right to exceed the total quoted amount based on actual needs during the Contract term. The estimated quantities provided in Exhibit B - Cost Matrix, are for bidding and evaluation purposes only and do not represent a guarantee of the volume of products that will be purchased. Actual quantities may be more or less than the estimates provided, and the Department is not obligated to purchase any specific quantity of products.

RFQ1184

Exhibit A - Riders Insurance

For the term of the Contract and until all services specified in the Contract are completed, the Contractor must maintain in force, at its own expense, the following insurance.

· Commercial General Liability Insurance and, if necessary, Commercial Umbrella Liability Insurance with a limit of not less than one million dollars ($1,000,000) each occurrence and two million dollars ($2,000,000) in general aggregate. Insurance required by this section must name the State of Idaho, Department of Health and Welfare as an additional insured.

· Commercial Automobile Liability Insurance and, if necessary, Commercial Umbrella Liability Insurance with a limit of not less than one million dollars ($1,000,000) each accident. Such insurance must cover liability arising out of any auto incident (including owned, hired, and non-owned autos). Insurance required by this section must name the State of Idaho, Department of Health and Welfare as an additional insured. (Required when product is delivered using owned, leased, hired, non-owned and employee-owned vehicles. Not required when shipped via FedEx/UPS or similar vs using their own vehicle for delivery.)

· Workers Compensation Insurance and Employer's Liability. The Contractor must maintain Workers Compensation and Employer's Liability. The Employer's Liability must have limits not less than one million dollars ($1,000,000) each accident for bodily insurance by accident, one million dollars ($1,000,000) disease policy limit, and one million dollars ($1,000,000) disease, each employee.

The Contractor must provide either a certificate of workers compensation insurance issued by a surety licensed to write Workers Compensation Insurance in the State of Idaho, as evidence that the Contractor has in effect a current Idaho workers compensation insurance policy, or an extraterritorial certificate approved by the Idaho Industrial Commission from a state that has a current reciprocity agreement with the Idaho Industrial Commission.

State of Idaho as Additional Insured: The liability insurance coverage required for performance of the Contract shall include the State of Idaho, the (agency) and its divisions, officers and employees as additional insured, but only with respect to the Contractor's activities to be performed under this Contract.

The Contractor must provide proof of the State of Idaho, the (agency) and its divisions, officers and employees being additional insured by providing endorsements to the liability insurance policies showing the State of Idaho, the (agency) and its divisions, officers and employees as additional insured. The endorsements must also show the policy numbers and the policy effective dates.

If a liability insurance policy provides for automatically endorsing additional insured when required by contract, then, in that case, the Contractor must provide proof of the State of Idaho, the (agency) and its divisions, officers and employees being additional insured by providing copies of the policy pages that clearly identify the blanket endorsement.

Notice of Cancellation or Change: Contractor shall ensure that should any of the above described policies be cancelled before the expiration date thereof, or if there is a material change, potential exhaustion of aggregate limits or intent not to renew insurance coverage(s), that written notice will be delivered to the Division of Purchasing (if the Contract was issued by the Division) or to the Purchasing Activity (contracting state agency) in accordance with the policy provisions.

Contractor shall request that all policies of insurance are endorsed to read that any failure to comply with the reporting provisions of this insurance, except for the potential exhaustion of aggregate limits, shall not affect the coverage(s) provided to the State of Idaho, and its divisions, officers and employees.

Acceptable Insurers and Deductibles: Insurance coverage required under the Contract shall be obtained from insurers rated A-VII or better in the latest Bests Rating Guide and in good standing and authorized to transact business in Idaho. The Contractor shall be financially responsible for all deductibles, self-insured retention's and/or self-insurance included hereunder. The coverage provided by such policy will be primary to any coverage of the State on or related to the contract and shall provide that the insurance afforded applies separately to each insured against whom a claim is made, except with respect to the limitation of liability Waiver of Subrogation: All policies shall contain waivers of subrogation. The Contractor waives all rights against the State and its officers, employees, and agents for recovery of damages to the extent these damages are covered by the required policies. Policies may contain deductibles, but such deductibles will not be deducted from any damages due to the State.

If coverage is not available on an occurrence basis, coverage must be provided on a claims-made basis. For claims made policies the retroactive date must be shown and must be before the date of the Contract or the beginning of Contract work; insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the Contract of work; if coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the Contract effective date, the Contractor must purchase “extended reporting” coverage for a minimum of five (5) years after completion of Contract work.

Prior to performing any services, the Contractor must provide certificates of insurance to the Department. The Contractor is also required to maintain current certificates on file with the Department and to provide updated certificates upon request. Failure to provide the required certificates of insurance shall constitute a default under this Contract and upon such failure the Department may, at its option, terminate the Contract. Insurance required by this section must be policies or Contracts of insurance issued by insurers approved by the Department. Should any of above-described policies be cancelled before the expiration date thereof, notice must be delivered in accordance with the policy provision.

Email updated certificates to: DHWInsurance@dhw.idaho.gov

Additional Insured name and address:

State of Idaho, Department of Health and Welfare Contracting & Procurement Services Unit -- 9th Floor 450 West State Street Boise, ID 83702

RFQ1184

Exhibit B Specifications for Equipment Repair and Certification

I. The Contractor must provide comprehensive testing, certification, maintenance, and repair services for biosafety cabinets and HEPA filter duct systems located at the Idaho Department of Health and Welfare, Bureau of Laboratories facilities. All services must comply with NSF/ANSI 49 standards and be performed by qualified technicians. The following sections detail the equipment inventory, service requirements, and performance standards.

· Biosafety Cabinet:

· Labconco Purifier Clean Hood – Labconco – Serial Number 0203518654E – Tag 254146,

· Labconco Purifier Clean Hood – Labconco – Serial Number 060758206B – Tag 254146,

· Biosafety Cabinet – Labconco- Serial Number 200696276A – Tag 308050

· Biosafety Cabinet – Esco Airstream – Serial Number 2020-160366 – Tag 308086

· Biosafety Cabinet, 1300 Series, Class II, Type A2, 48" – Thermo Scientific – Serial Number 300196918 – Tag 310034,

· Biosafety Cabinet 1300 Series Class II, Type A2 – Thermo Scientific – Serial Number 300185521

– Tag 310035,

· Biosafety Cabinet Class II – Baker – Serial Number 70642 – Tag 290116,

· Biosafety Cabinet – Necropsy – Baker – Serial Number 130218 – Tag 308039,

· SterilchemGARD III Advance biosafety cabinet – Serial Number 84227 – Tag 298096,

· 4 ft BSC – Labconco – Serial Number 181166699,

· Purifier Logic BSC – Labconco – Serial Number 170137693B,

· Baker Biosafety Cabinet – Serial Number S6403 – Tag 64845,

· Purifier Logic BSC – Labconco – Serial Number 1702338336B,

· Biosafety Cabinet 1 – The Baker Company – Serial Number 80396,

· Biosafety Cabinet 2 – The Baker Company – Serial Number 80315,

· Biosafety Cabinet – The Baker Company – Serial Number 80378,

· Biosafety Cabinet 4 – The Baker Company – Serial Number 80379,

· Biosafety Cabinet 5 – The Baker Company – Serial Number 80397,

· Baker Biosafety Cabinet 1 – Baker – Serial Number 80381 – Tag 299656,

· Baker Biosafety Cabinet 2 – Baker – Serial Number 80380- Tag 299657, and

· Biosafety Cabinets that may not be listed at this time including, but not limited to, new installs.

· HEPA Filters:

· BSL3 HEPA exhaust fans – Serial Number 70409-1 – One (1) Filter,

· BSL3 HEPA exhaust fans – Serial Number 70409-2 – One (1) Filter.

II. The Contractor must provide testing and certification as follows:

· Two (2) visits per year, taking place in February and July, to test, certify and provide maintenance to the laboratory biosafety cabinets and HEPA filter duct systems specified above,

· The Contractor must not require a minimum service fee for visits, including unplanned repairs, and

· The Contractor will plan with the Department Contact on which equipment is viewed during each visit.

III. The Contractor must be available on-call for unplanned repairs:

· The Contractor must respond with-in twenty-four (24) hours, Monday-Friday, to schedule the requested repairs,

· The Contractor must be able to send an employee onsite within ten (10) business days of the initial call unless otherwise coordinated by the Department contact,

· In the case that a repair requires parts, the Contractor must provide the Department a detailed summary for approval. Any repair requiring part costs must be approved by the Department prior to the repair or purchase of any parts, and

· Repairs including parts must be done under the contract resulting from this solicitation.

IV. The Contractor must provide certification, testing, maintenance and repairs that comply to the following standards from:

National Sanitation Foundation (NSF)/American National Standards Institute (ANSI) 49.