Specifications for alcohol breath testing instrument 2012.doc

CONTRACT FOR EVIDENTIAL BREATH ALCOHOL MEASUREMENT INSTRUMENT

Specifications for Evidential Breath Alcohol Measurement Instrument

A. Overview

The Department of Public Safety, Bureau of Highway Safety is soliciting bids for evidential breath alcohol measurement instruments and accessories to be used by state, county and municipal law enforcement agencies in Maine. Only those instruments on the conforming products list of the U.S. Department of Transportation for the purpose of evidential breath alcohol measurement testing will be considered. Evidence of USDOT approval must be submitted by the bidder. All instruments and specified options and features must have been available for purchase for two (2) years.

The intent is that a proposed instrument has been in use and has proven its accuracy and reliability. No prototypes or untested instruments or features will be accepted. The Bureau reserves the right to reject any and all bids.

The Bureau will enter a one year contract with the option to renew for an additional two year with the successful bidder. Additionally, any law enforcement or criminal justice agency in Maine shall have the option to purchase instruments for the price under the contract resulting from this process. The Bureau anticipates purchasing between 90 and 100 instruments.

B. Training

Bidders must describe their ability to provide training for technicians (chemists) on the care, maintenance and repair of their proposed instruments and to a core group of instructors on the operation and use of proposed instruments. Bids must clearly state how vendors propose to train Maine’s technicians and instructors in the care and use of their instrument. Training must be provided before the first shipment of instruments. The final training schedule will be determined with the winning bidder after the bid process is complete.

Bidders must also be able to train up to two (2) people in the operation of all data processing applications and functions.

All components of the training cost must be clearly outlined in the bidder’s response.

Bidders must include one (1) Maintenance Manual and one (1) Operator’s Manual when submitting a bid. If the manuals are too large to attach to your response you can mail them to Terry DeMerchant at the Division of Purchases, 9 State House Station, Augusta ME 04333-0009. If you choose to do this your bid pricing must be still entered in Vendor Self Service.

C. Specifications Equipment Specifications: Bidders are required to certify that, at a minimum, proposed instruments meet the following criteria:

1. Protocol- Proposed instruments must be able to meet the protocol established by the Maine Health and Environmental Testing Laboratory (see Attachment 1) and must be on the National Highway Traffic Safety Administration’s (NHTSA) Conforming Products List for Evidential Breath Alcohol Measurement Devices.

Evidence of USDOT approval must be submitted by the bidder.

All instruments and specified options and features must have been available for purchase for two (2) years.

2. Accuracy - Instruments must be accurate within + 0.010 gms/210L or 5%, whichever is greater, of the target value of the alcohol solution or dry gas over the entire range of the instrument.

3. Precision - Instruments must be precise within + 0.010 gms/210L or 5%, whichever is greater, of the target value of the alcohol solution or dry gas over the entire range of the instrument.

4. Availability- Bidders may be asked to provide a “test” instrument for review and evaluation at bidder’s cost. The “test” instrument must be a standard production model, cannot be a prototype, and must be provided to the Maine Health and Environmental Testing Laboratory within 30 days of receipt of the request. An operations and service manual must accompany the test instrument. A chemist from the Health and Environmental Testing Laboratory will perform a variety of tests on the instrument including using several solutions of alcohol to determine if the instrument accurately measures ethyl alcohol. The chemist will also look for such things as convenience of controls, ease of operation, quality of components, quality of construction, the length of time an instrument needs to complete a test and the length of time needed between tests. This will be an important part of the evaluation process.

The successful bidder must be able to deliver at least 30 instruments within 90 days of receiving a purchase order once the bid process is complete.

5. Sample Chamber Size – Proposed instruments must have a sample chamber size of less than 85 cc. Bidders should specify how their instrument collects and detects deep lung air, and monitors breath pressure, flow, and breath sample volume.

6. Internal Calibration Checks – Instruments must be capable of performing multipoint internal calibration checks prior to each subject test and standalone calibration check. The results of all of these checks must be displayed and printed to 3 decimal places in an alcohol-result like fashion. Preferences will be given to instruments that can accomplish these checks in a non-mechanical way.

7. Instrument Display – Instruments must be able to continuously display, and then print, all alcohol results to 3 decimal places during a testing procedure.

8. External Calibration Checks and Simulator Recirculation – Instruments must be capable of using a Guth Model 2100 simulator with vapor recirculation for external calibration checks. They must also be capable of performing a simulator check as part of each subject test. Instruments must also be dry gas ready, and capable of using gas in lieu of simulator solutions for all instrument calibration checks.

9. Detection System – The entire alcohol detection system of the proposed instruments must be a multi-wavelength infrared device only. No other secondary analytical technologies may be incorporated in the analysis of the breath sample for alcohol by the instrument, or be present in the instrument.

The Bureau is most interested in instruments that can, at a minimum, either detect and flag, or exclude, the “interfering substances” acetone, toluene, and acetaldehyde. Bidders should note how their instrument detects and flags, or excludes, interfering substances concerning the analysis of ethanol in the breath.

10. Warranty – All instruments and equipment must have a two (2) year, all parts and labor, warranty.

11. Connectivity and Data Input - Instruments must have an internally mounted 2D bar code reader to extract demographic information from Maine driver’s licenses and instrument operator cards, multiple USB ports to connect a printer, facilitate direct data transfer, thumb drives, etc., and an Ethernet connection. Instruments must also have an RS-232 connection for communication with a Guth Model 2100 simulator during testing procedures. Instruments must be able to have their “State of Maine software” flash updated using a modem and standard telephone lines from a centralized computer.

12. Modem – Instruments must have an internal modem (at least 56K) for transmitting data via standard telephone lines to a central computer.

13. Simulator Hose – For instruments that cannot connect directly, or without only short, back to back connectors, to a Guth Model 2100 simulator’s “vapor out” port, a heated simulator hose for this port must be provided with each instrument. These bidders should specify if their instrument is capable of supporting one (1) or two (2) heated simulator hoses.

14. Test Result Format – Instruments must be able to print a hard copy of all test results in the current format used by the State of Maine (see Attachment 2).

15. Keyboard - Instruments proposed must have an external or easily detachable, standard IBM style, non-membrane keyboard. Preference will be given to instruments whose keyboard can be replaced easily.

16. Data Storage – Proposed instruments must be capable of storing data concerning every test run, at least 100 subject tests, and be able to input the data into a central computer system using standard telephone lines or an Ethernet connection.

17. Service – Bids must specify the vendor’s ability to make necessary instrument repairs. Include the location, number of trained repair technicians, and the level of service of the nearest service facility(s). Adequate service must be available, and repairs must be completed in no more than 55 days from the date of receipt of an instrument. Please include a list of recommended spare/replacement parts necessary to support the bidder’s proposed instrument, to include keyboards and breath hoses, and their current prices.

18. Particulate Screen – Instruments must have an accessible particulate screen at or near the base of the breath hose to prevent objects from entering the sample chamber of the instrument.

19. Simulator Power and Bracket – Instruments must be capable of having an externally mounted simulator bracket that accommodates a Guth Model 2100 simulator and its connections to the instrument. The vendor must include the simulator bracket price as part of the per instrument unit price if the vendor’s instrument will require the use of a heated simulator hose(s), specified in item #13, to accommodate the Guth Model 2100 simulator. Instruments must have a female 120V AC outlet built into the rear of the instrument which will accept the shrouded power cord of a Guth Model 2100 simulator. Instruments must also be capable of placing both the instrument and simulator in a standby mode when not in use, and simultaneously enter a ready mode when the instrument is reactivated for use.

20. Carrying Handle – Preference will be given to instruments that incorporate a carrying handle to facilitate their transportation and use in a mobile environment.

21. Performance Range – Instruments must have a range of 0.000 to 0.500 gms/210L or greater.

22. In the Field Calibrations - The instrument must be capable of performing a multi-point calibration in the field using either simulator solutions or ethanol gas. This must be accomplished using a menu driven procedure in the instrument’s software to guide the technician through the process.

23. Environmental Range – Instruments must be capable of being stored at temperatures below 30 degrees Fahrenheit, and operate successfully at temperatures of 45 degrees Fahrenheit and above. The bidder must specify the storage and operating temperature ranges of their instrument.

24. Printer - The instrument must use only an externally attached laser printer that is connected to it via a USB cable. The bidder must specify the make and model of the proposed printer, along with its toner cartridge life, speed, paper handling specifications, and warranty information. Bidders must supply a USB cable that is 6 feet or more in length with each printer.

D. Communications and Data Analysis Program The Bureau of Highway Safety, using an automated data processing system, must be able to collect and analyze data from all tests run on the selected instrument. The program must allow remote calibration checks, time clock and site specific updates, and diagnostics to be run on each instrument from a central computer to determine if instruments are functioning properly. Proposals must outline in detail the vendor’s software package to accomplish the above.

The software must, at a minimum, be able to:

1. Store the data on all types of tests run on all instruments.

2. Have the data accessible and transferable to a standard format database program such as SQL Server, Oracle, MS Access, etc.

3. Provide, as needed, information contained within the data such as:

a) Information concerning calibration, maintenance, diagnostics, and performance of individual instruments.

b) The ability to store archival data to encompass a period of a minimum of five (5) years, and be able to retrieve that data to permit year to year comparisons.

4. Communicate with all the instruments in the field from a central computer.

Proposals must outline the equipment requirements necessary to operate the software package noted above.

All bidders must be able to train up to 2 people in the operation of all data processing applications and functions. As part of B: Training, bidders should clearly state how and at what cost they will provide this training.

E. Delivery

All items purchased by the Bureau as a result of this bid must be delivered to the Maine Health and Environmental Testing Laboratory at 221 State St, Augusta, ME 04330, Attn: Robert Morgner. If items are purchased separately by a Maine law enforcement agency, delivery arrangements will be made at the time of purchase.

The Bureau will order instruments in batches. Each batch will consist of up to 30 instruments to be delivered at one time within 30 days of the order. Invoices for each batch must list the serial number for each instrument shipped.

F. Price

Instrument Price: Bidders must provide one price per instrument. That price must include the instrument (including printer, and simulator hose and bracket if applicable), shipping, and software.

Training Price: Bidders must provide one price for all training required in this specification document.

Opportunities for Political Subdivisions and School Districts:

The Division of Purchases is committed to providing purchasing opportunities for political subdivisions and school districts in Maine by allowing them access, through our vendors, to our contract pricing. The successful bidder’s willingness to extend contract pricing to these entities will be considered in making this award.

Will you accept orders from political subdivisions and school districts in Maine at the prices quoted?

Yes, unconditionally.

Yes, with conditions. Specify:

No.

ORDERING PROCEDURE: Delivery Orders (DO) will be created in AdvantageME for all orders against Master Agreements (MA), unless the State of Maine Procurement Card is used for payment. Orders in the amount of $5000.00 or less will be e-mailed by the using agency to the Vendor as a .pdf file. Delivery Orders in amounts greater than $5000.00 will workflow to the Division of Purchases’ Buyers for approval and encumbrance. The Division of Purchases will e-mail the .pdf order to the Vendor.

EXTENSION OF CONTRACT: The State Director of Purchases may with the consent of the contractor, extend the contract period beyond the indicated expiration date.

CANCELLATION: The Division of Purchases reserves the right to Cancel a contract with a thirty day written notice or cancel immediately if the contractor does not conform with the terms and conditions of contract

QUESTIONS/ANSWERS:

If you have a question regarding this RFQ, you must submit your questions thru the Question and Answer link on the Solicitation Details View page. Your answer will appear there as well. It is the vendor’s responsibility to log in to view all questions and answers posted there. Questions and Answers obtained any other way will not be valid for this RFQ.

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