RFQ523_XRF Analyzer - Amendment 1.pdf

IDAHO DEPARTMENT OF HEALTH AND WELFARE

RFQ523

XRF Analyzer

1. Purpose The Idaho Department of Health and Welfare (Department) is requesting quotes for one (1) X-Ray Florescence (XRF) Analyzer, as further detailed below.

2. Background

The Division of Environmental Health uses a spectrometer to analyze the elemental make-up of samples in a non-destructive manner. Specifically in low levels of lead on many different samples, including but not limited to lead based paint, soil samples, dust wipe samples, and a variety of consumer products such as pottery, toys, jewelry, food, spices, utensils, candy, and more.

3. Timelines and Submittal

Quotes will be accepted through IPRO only. Submit your quote using the IPRO Lines tab no later than 5:00 p.m. Mountain Time on 06/12/2024 06/17/2024.

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.}

The Analyzer must be delivered thirty (30) days ARO unless another delivery time is mutually agreed upon in writing.

4. Specifications

See Exhibit B

The Contractor must deliver one (1) XRF Analyzer, FOB Destination, as coordinated with the Department contact. The Department contact for delivery is:

{Contact Name provided upon Award} 450 W. State St., 4th Floor, Boise, ID 83720-0036

5. Warranty The devices must come with an extended warranty agreement valid up to three (3) years from when the device entered service. The warranty must include parts and labor to ensure the product is operating as intended and within the original parameters. The Department will pay for reasonable shipping charges to and from the vendor providing warranty protection.

6. Award Basis

Validity of Quote: Your quote must be firm and binding for a minimum of ninety (90) calendar days, or such alternate time as designated in the solicitation document.

Alternate Quotes: Multiple or alternate quotes will not be accepted unless expressly allowed in the solicitation documents.

AWARD: Award will be ALL OR NONE to the Responsive Responsible Vendor with the Lowest Cost as provided on the Lines tab in IPRO.

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 this product, 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 Lines tab in IPRO. Any alterations to the IPRO Lines tab may result in your quote being considered not acceptable. Also, vendors must answer the questions in the IPRO Questions tab.

Additional Solicitation Instructions:

Standard Terms and Conditions and Solicitation Instructions: The current versions of the “State of Idaho Standard Contract Terms and Conditions” Standard-Terms-and-Conditions_May-2021.pdf (idaho.gov) 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.

7. Additional Requirements Upon award, the Contractor must complete the X-Ray Service Provider Application found here: Idaho Radiation Control Program X-Ray Service Provider Application (keysurvey.com) Included with the application, the Contractor must complete and submit the Report of Assembly of a Diagnostic X-Ray System – FDA form 2579. This form is found in the Attachments tab in IPRO.

The Department reserves the right to purchase additional products not specifically detailed in this RFQ, but within the scope of the subsequent Contract. This may include accessories, replacement parts or related products that directly support the project. The prices will be negotiated between the Contractor and Department prior to purchase.

8. Acceptance & Substitutions

The items will be inspected by the Department prior to acceptance. Excessive defects or damage may be grounds for rejection of the items. 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 delivery to accept theproducts, Monday through Friday, State holidays excluded (https://www.idaho.gov/government/state-holidays/).

If an item is rejected due to a repairable condition the vendor may, at the option of the Department, have one (1) calendar week to correct the defect(s) (at the vendor’s expense) or, at the vendor’s option a replacement of the same class or equivalent, which meets all the minimum specifications, requirements of this quote and is compatible with previously delivered devices may be substituted within a reasonable amount of time, not to exceed two (2) calendar weeks.

https://purchasing.idaho.gov/wp-content/uploads/Standard-Terms-and-Conditions_May-2021.pdf https://purchasing.idaho.gov/wp-content/uploads/Standard-Terms-and-Conditions_May-2021.pdf https://purchasing.idaho.gov/wp-content/uploads/Terms_Conditions/solicitation_instructions%20Jan%202017.pdf https://purchasing.idaho.gov/governing-laws-and-policies/ https://purchasing.idaho.gov/governing-laws-and-policies/ https://app.keysurvey.com/votingmodule/VOTING3/f/978857/1656/?msig=f98d0826f33657b5f2ffa4d015d7b881 https://app.keysurvey.com/votingmodule/VOTING3/f/978857/1656/?msig=f98d0826f33657b5f2ffa4d015d7b881 https://www.idaho.gov/government/state-holidays/

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

As part of your quote response, you may be required to provide a sample of the item(s) specified within one (1) calendar week of the request. The Department may evaluate samples of the item(s) offered for compliance to specifications and quality of workmanship.

Sample items will be returned to the vendor upon request and at the vendor’s expense. Any samples not picked up within sixty (60) days will be discarded by the Department.

9. Response Enter your Total Cost on the Lines tab 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 tab.

The Contract resulting from this RFQ will be a Firm Fixed Fee, Definite Quantity Contract. The Department will pay up to the total amount quoted for products successfully delivered in compliance with the terms of the resulting Contract.

It is at the Department’s sole discretion whether or not your response meets the specifications 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. Responses to the questions in the IPRO Question tab will be used to determine whether your response meets the requirements of this RFQ.

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.

• Bidder may request a waiver from providing Commercial Automobile and Commercial Umbrella

Liability Insurance in its Bid if the Bidder will not use any owned, hired or non-owned vehicles to conduct business under the Contract, if it is awarded the Contract, and the Department will consider the request. If the Bidder submits a request to waive the provision of Commercial Automobile and Commercial Umbrella Liability Insurance after the due date and time for receipt of Bids, the Department may not consider the request.

• 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.

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 mailto:DHWInsurance@dhw.idaho.gov

Exhibit B

RFQ523

Specifications for XRF Analyzer

The Department is seeking a Niton XL3t 700S with GOLDD Technology, or equivalent.

General Requirements

The XRF Analyzer must be capable of rapidly analyzing and providing results for the presence of lead and other elements in several different sample types, including but not limited to lead based paint, soil samples, dust wipe samples, and a variety of consumer products such as pottery, toys, jewelry, food, spices, utensils, candy, and more.

The XRF Analyzer must be portable and able to use in an indestructible manner.

Accessories

The XRF Analyzer must come with a storage/travel case for the instrument, testing standards for all types of samples to ensure calibration, at least two (2) rechargeable lithium-ion batteries, chargers for the instrument and batteries, and any additional accessories needed to complete the different types of testing samples mentioned above.

The XRF Analyzer must come with the National Institute of Standards and Technology (NIST) Standard Reference Materials (SRMs) for each application for calibrations, a shielded belt holster, PC connection cables, and Software specific to the analyzer.

The XRF Analyzer must come with on-site operator training, on-site during regular business hours M-F 8am – 5pm MT (excluding state holidays), for initial set up as well as Radiation Safety and Operational Training.

The XRF Analyzer must come with a color touchscreen interface and a color camera for identification of spot location on sample and photo logging of sample analysis.

Optional Accessories

The Department may also be interested in the following accessories. These should not be part of your Total Cost but included on your attached quote, if applicable.

• 3 mm small-spot collimation

• Soil testing guard

• Portable test stand and docking interface

• Weld mask

• GPS

• Bulk Sample Kit to include but not limited to stainless steel sieves, 100 sample cup assemblies, mortar and pestle set, cleaning brushes, sample collection tools, and in-situ test guard

• Thin Sample Kit to include dust wipe and air filter check samples, 100 filter holders, dust wipe holder, and

ASTM-approved dust wipes with bags