RFQ587 Radon Test Kits.pdf

IDAHO DEPARTMENT OF HEALTH AND WELFARE

RFQ587

Radon Test Kits

1. Purpose

The Idaho Department of Health and Welfare (Department), Bureau of Community and Environmental Health (Environmental Health) is requesting quotes for short-term radon air test kits as described below.

2. Background

Environmental Health leads Radon Action Month for the Department every January, as well as provides education throughout the year, to increase public health awareness of radon exposure. It is the responsibility of Environmental Health to distribute short-term radon air test kits on behalf of the Department to health districts, schools, partners, and the public to encourage home radon testing. The awareness for the health risks related to radon has been growing which has led to an increase in demand for test kits by the Department.

3. 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 8/13/2024.

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 products 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 radon air test kits, FOB Destination, to the Boise, Idaho location as coordinated with the Department contact. The Department’s contact for delivery is:

{Information will be provided in the resulting Contract.}

5. Warranty

The test kits must come with a full manufacturer warranty valid for at least one (1) year from date received. 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 and Term

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.

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

The initial Contract term is anticipated to be one (1) year. Upon mutual, written agreement, the Contract may be amended or extended for up to four (4) 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

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” Standard-Terms-and-Conditions_July-2024.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. 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 the products, Monday through Friday, State holidays excepted (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.

As part of your quote response, you may be required to provide a sample of the items specified within one (1) calendar week of the request. The Department of Health and Welfare may evaluate samples of the items 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. 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.

https://purchasing.idaho.gov/wp-content/uploads/State-of-Idaho-Contract-Terms-and-Conditions_2024.pdf https://purchasing.idaho.gov/wp-content/uploads/State-of-Idaho-Contract-Terms-and-Conditions_2024.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://www.idaho.gov/government/state-holidays/ https://www.idaho.gov/government/state-holidays/

8. Response Enter your Total Cost on the Items 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 IPRO.

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 products successfully delivered in compliance with the terms of the resulting Contract.

The Department may consider rate changes upon renewal. The Contractor must request potential rate changes at least sixty (60) calendar days prior to the Contract renewal date and provide written justification for the request for a rate change.

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 1st 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.

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 page 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.

• 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

RFQ587

Specifications for Radon Test Kits

I. The contractor must provide short-term radon test kits that meet the following minimum requirements. The radon test kits must:

• Be no less than three-point-five (3.5) inches by five-point-five (5.5) inches and no more than four-point-five (4.5) inches by six-point-five (6.5) inches,

• Be a cardboard material,

• Be a charcoal kit,

• Include user friendly instructions on kit,

• Include full laboratory analysis at no extra cost,

• Provide online test results,

• Be able to test a minimum of two thousand (2,000) square feet of floor space,

• Need no less than three (3) days and no more than seven (7) days of exposure, and

• Provide pre-paid postage back to laboratory to allow for easy shipping for testers*.

II. The contractor must be able to analyze the sample supplied by the short-term radon test kits and provide results that meet the following minimum requirements. Results must:

• Be reported to the Department via email within two (2) weeks of the laboratory receiving the sample,

• Be provided to the tester (homeowner) via email and mail within two (2) weeks of the laboratory receiving the sample,

• Include test start time and date,

• Include test end time and date,

• Include test kit number,

• Include test result (pCi/L),

• Include zip code,

• Include tested floor and room of home, and

• Include analysis date.

III. The laboratory testing the sample must hold NRPP (National Radon Proficiency Program) Certification to perform radon test analysis. The vendor must be able to provide these credentials, upon request, for verification at any point during the term of the contract.

*Environmental Health will be distributing short-term radon kits to residential homes throughout Idaho. Those residents must be able to mail in the radon kit samples using the pre-paid postage provided on the kits.