STATE 0000000487SL.docx

State of Missouri Office of Administration, Division of Purchasing

Request for Proposal (RFP) for Laboratory Relocation Services

PROPOSAL DUE NO LATER THAN: 8/11/2026 AT 2:00 PM CENTRAL TIME

Proposal response must be submitted electronically through MissouriBUYS, powered by MOVERS, at https://missouribuys.mo.gov.

E-mailed, mailed, courier, or hand-delivered proposal responses will not be accepted.

RFP CONTACT INFORMATION:

BUYER: Nicolle Backes

PHONE NO.: (573) 751-5341

EMAIL: nicolle.backes@oa.mo.gov See “RFP Questions” in Section 1 for appropriate communications during the procurement process.

DELIVER SUPPLIES/SERVICES FREE ON BOARD (FOB) DESTINATION TO THE FOLLOWING ADDRESS:

Missouri State Health Laboratory Campus 135 North Chestnut Street Jefferson City, MO 65101

ATTENTION:

1. After reviewing the Request for Proposal (RFP), the vendor must complete and return Exhibit A, Proposal Signature Page and all other necessary exhibits.

2. Due to lead times for obtaining the information needed to complete the various Business Compliance Exhibits herein as explained in the RFP’s Vendor Response Exhibits, vendors are encouraged to IMMEDIATELY begin securing these verifications.

3. The vendor must be registered in MissouriBUYS, powered by MOVERS in a “Prospective” or “Spend Authorized” registration status to submit a proposal. The vendor must achieve “Approved” registration status in MissouriBUYS (WebProcure/Proactis) and “Spend Authorized” registration status in MissouriBUYS, powered by MOVERS to be considered for a contract award. Reference Section 5.

RFP Organization:

RFP Vendor Response Exhibits (Return these exhibits with the proposal)

BUSINESS COMPLIANCE EXHIBITS

Attachments (Separate Documents) (Do not return these documents with response)

Separate Documents: The vendor is advised that the separate documents to this document referenced above provide additional requirements, information, and/or instruction. The separate documents must be downloaded from the Division of Purchasing’s MissouriBUYS, powered by MOVERS, website at: https://missouribuys.mo.gov/. The separate documents are downloadable from the same web page where the solicitation document is downloadable. It shall be the sole responsibility of the vendor to obtain the separate documents. The vendor shall not be relieved of any responsibility for performance under the subsequent contract due to the failure of the vendor to obtain a copy of the separate documents.

INTRODUCTION AND BACKGROUND INFORMATION SECTION

Introduction:

Purpose: This document constitutes a request for competitive, sealed proposals for the provision of Laboratory Relocation Services as set forth herein for the Department of Natural Resources, Missouri State Highway Patrol, and the Missouri Department of Agriculture.

Minimum Experience Qualifications: There are minimum experience qualifications in the RFP (See Section 2.2, Minimum Experience Requirements in Section 2: Scope of Work).

Titles: Titles of paragraphs used herein are for the purpose of facilitating reference only and shall not be construed to infer a contractual construction of language.

Background and Historical Usage Information:

The State of Missouri is currently constructing a multi-agency laboratory campus. Upon completion, staff and all analytical laboratory equipment currently housed at the Department of Natural Resources (DNR), Environmental Services Program (ESP), the Missouri State Highway Patrol (MSHP) Crime Laboratory, and the Missouri Department of Agriculture (MDA) will be required to relocate to the new laboratory campus. The move is expected to occur between November 2026 and January 2027. Due to the amount of specialty equipment and chemicals (see Attachments 1, 2, 3 and 4), the sensitivity of the laboratory analytical instruments, and the need to minimize workflow disruptions, the DNR-ESP, MSHP, and MDA are seeking a relocation service to manage the move to the new location.

Sensitive scientific equipment and chemicals will be moved from their current locations to a new building near the Missouri State Public Health Laboratory. Some of the equipment is large and heavy. There are various chemicals, which include hazardous material and other substances that require careful handling. After the equipment is moved, it will be recalibrated to the original manufacturer’s specifications.

The DNR – ESP, the MSHP Crime Laboratory, and the MDA is seeking a laboratory relocation service to manage the move of specialty equipment, analytical instruments, laboratory chemicals, and other laboratory items.

The move for DNR – ESP will be conducted in two (2) phases, with three (3) steps each to minimize instrument downtime.

The move for MSHP Crime Laboratory will be conducted in one (1) phase with three (3) steps.

The move for MDA will be conducted in one (1) phase with three (3) steps.

Project management of each move includes, but is not limited to, vendor coordination, management of service timing to coordinate the move, confirmation of vendor invoicing for work completed, documentation, and shutdown/start-up operation of assets at the new laboratory location, as well as packaging and moving hazardous laboratory chemicals.

RFP Questions:

Buyer is Single Point of Contact for Solicitation: Vendors and their agents (including subcontractors, employees, consultants, or anyone else acting on their behalf) must direct all of their questions or comments regarding the RFP, the evaluation, etc., to the buyer indicated on the first page of this RFP. It is preferred that questions be emailed to the buyer.

Except as noted herein, vendors and their agents are instructed not to contact any other state employee regarding any of these matters during the solicitation and evaluation process. Inappropriate contacts are grounds for suspension and/or exclusion from specific procurements. Vendors can be sanctioned for unauthorized contact with any evaluator under 1 Code of State Regulation (CSR) 40-1.060(8)(G) and (H) available at http://www.sos.mo.gov/adrules/csr/csr.asp.

Minority Business Enterprise/Women Business Enterprise (MBE/WBE) and Service-Disabled Veteran Enterprise certification or subcontract questions should be directed to the Office of Equal Opportunity (OEO) at http://oeo.mo.gov.

Vendor is Responsible for Asking Questions About the RFP: It is the vendor’s responsibility to ask questions, request changes or clarifications, or otherwise advise the Division of Purchasing if the vendor believes that any language, specifications, or requirements are: (1) ambiguous, (2) contradictory or arbitrary, (3) violate any state or federal law or regulation, (4) restrict or limit the requirements to a single source, or (5) restrict or limit the vendor’s ability to submit a proposal.

Vendor Question Deadline: Every attempt shall be made to ensure that the vendor receives an adequate and prompt response. However, in order to maintain a fair and equitable procurement process, all vendors will be advised, via the issuance of an amendment to the RFP, of any relevant or pertinent information related to the procurement. All questions and issues should be submitted no later than ten (10) calendar days prior to the proposal end date and time of the proposals. If not received prior to ten (10) calendar days before the proposal end date and time, the Division of Purchasing may not be able to fully research and consider the respective questions or issues.

State’s Response to Vendor Questions: Upon the Division of Purchasing’s consideration of questions and issues, if the Division of Purchasing determines that changes are necessary, the resulting changes will be included in a subsequently issued RFP amendment(s); absence of such response indicates that the questions and issues were considered but deemed unnecessary for an RFP amendment. All vendors will be advised of any change to the RFP’s language, specifications, or requirements by a formal amendment to the RFP. There will be no posted written records of the questions/communications (i.e., formal question/answer document).

RFP is State’s Only Official Position: The only official position of the State of Missouri shall be that which is contained in the RFP and any amendments thereto.

Amendments:

If the Division of Purchasing determines that changes to the RFP are necessary, the resulting changes will be included in a subsequently issued RFP amendment(s) prior to the proposal end date and time.

Pre-Proposal Teleconference:

Pre-proposal Teleconference Date and Time: A pre-proposal teleconference regarding this RFP will be held on Wednesday, July 29, 2026, at 8:30 a.m., Central Time at 2710 West Main Street Jefferson City, MO 65109. Vendors are encouraged to participate in the pre-proposal teleconference as it will be used as the forum for questions, communications, and discussions regarding the RFP. The vendor should become familiar with the RFP and develop all questions prior to the pre-proposal teleconference in order to ask questions and otherwise participate in the public communications regarding the RFP.

Pre-Proposal Teleconference Agenda: The vendor should have a copy of the RFP for the pre-proposal teleconference since it will be used as the agenda for the pre-proposal teleconference.

Communication Prior to the Teleconference: The vendor is encouraged to review the RFP prior to the pre-proposal teleconference and may submit written communications and/or questions regarding the RFP, which reference the RFP paragraph numbers, to the buyer identified on page one. Such prior communication will provide the State of Missouri with insight into areas of the RFP which may be brought up for discussion during the conference and which may require clarification.

Communication During the Teleconference: During the pre-proposal teleconference, it shall be the sole responsibility of the vendor to orally address all issues previously presented to the buyer by the vendor, including any questions regarding the RFP or areas of the RFP requiring clarification.

Amendment to the RFP: Any modifications needed to the RFP as a result of discussions from the pre-proposal teleconference will be accomplished as an amendment to the RFP. Neither formal minutes of the pre-proposal teleconference nor written records of the questions/communications will be maintained.

Pre-Proposal Teleconference Special Accommodations: Vendors are strongly encouraged to advise the Division of Purchasing within five (5) state business days of the scheduled pre-proposal teleconference of any special accommodations needed for people with health conditions or impairments who will be participating in the pre-proposal teleconference so that these accommodations can be made.

Pre-Proposal Teleconference Dial-In Information: The vendor should contact the buyer from the Division of Purchasing as indicated on the first page of this RFP to obtain dial-in instructions. The vendor will be provided with a telephone number to dial and/or webinar information to access, in order to listen and participate in the pre-proposal teleconference. The vendor shall refrain from contacting anyone other than the buyer to obtain the dial-in information.

Facility Tour:

Mandatory tours will take place at the following locations:

The new multi-agency laboratory campus at 135 Chestnut, Jefferson City, MO 65101;

Department of Natural Resources (DNR), Environmental Services Program (ESP) Laboratory at 2710 West Main Street, Jefferson City, MO 65102; and the

Missouri State Highway Patrol (MSHP) Crime Laboratory at 1510 East Elm Street, Jefferson City, MO 65101.

THE TOURS HAVE BEEN SCHEDULED FOR Wednesday, July 29, 2026, AT THE FOLLOWINGS TIME:

DNR-ESP Laboratory – 10:00 A.M.

MSHP Crime Laboratory – 1:00 P.M.

New Laboratory Campus – 2:30 P.M.

All vendors must tour the buildings. Vendors must ensure that a record is made of the vendor’s participation in the tour. An attendance record will be available.

Building Information: Vendors are advised that participation in the tour of the buildings is considered essential to obtain a clear and complete understanding of the requirements of this RFP. In order to have a clear understanding of the requirements outlined herein, the vendor must attend the building tours. The Division of Purchasing will maintain the attendance record from the scheduled tour as documentation of all vendors who attended the tours. However, the vendor’s response to the RFP should provide any relevant information regarding their familiarity with the physical layout, condition, etc. of the buildings.

The purpose of the tours is to allow potential vendors an opportunity to inspect the buildings prior to submitting a proposal. As a result, each vendor is solely responsible for a prudent and complete personal inspection, examination, and assessment of the work site condition, facilities, and/or any other existing condition, factor, or item that may affect or impact the performance of service described and required in the Section 2: Scope of Work Section herein.

The vendor shall not be relieved of responsibility for performance under the contract for any reason whatsoever, including, but not limited to, the vendor’s failure to observe existing conditions, etc.

Vendors are strongly encouraged to advise the Division of Purchasing, at least five (5) calendar days prior to the scheduled tours of the buildings, of any special accommodations needed for people with health conditions or impairments who will be attending the tours so that these accommodations can be made.

Due to ongoing construction at the new multi-agency laboratory campus, participating vendors will be provided with any necessary head and eye personal protection equipment (PPE) that may be required during the building tours. In addition, participating vendors are forbidden from wearing open-toed footwear during the building tour.

At the Missouri State Highway Patrol Crime Laboratory, personnel are required to sign into the facility as a record of being in the building, as well as sign into the Division of Purchasing’s tour attendance sheet. Tour attendees are not allowed to touch anything in the Crime Laboratory without permission, or photograph or videotape any equipment without prior permission. Personnel entering the Crime Laboratory are not allowed to have handled or discharged a firearm on the day of the tour, due to the presence of gunshot residue particles that may contaminate current laboratory investigations.

Vendors are requested to limit the number of attendees to two (2) personnel due to the ongoing construction. In addition, the vendors are requested to provide the names of the personnel attending the pre-proposal conference and tour to the buyer of record no later than twenty-four (24) hours prior to the scheduled times.

Glossary of Terms and Acronyms:

Whenever the following terms and acronyms appear in the RFP document or any amendment thereto, the definitions or meanings described below shall apply.

General Glossary, Acronyms, and Abbreviations:

Agency and/or State Agency means the statutory unit of state government in the State of Missouri for which the equipment, supplies, and/or services are being purchased by the Division of Purchasing (Purchasing). The agency is also responsible for payment, unless otherwise specified herein.

Amendment means a written, official modification to a solicitation or contract.

Attachment applies to all documents which are included with an RFP to incorporate any informational data or requirements related to the performance requirements and/or specifications.

Buyer means the procurement staff member of Purchasing.

Code of State Regulation (CSR) contains the current administrative rules of executive agencies of Missouri government. The regulations are arranged by agency rather than by subject.

Contract means a legal and binding agreement between two or more competent parties, for a consideration for the procurement of equipment, supplies, and/or services.

Contractor means a supplier, offeror, person, or organization who is a successful vendor as a result of an RFP and who enters into a contract.

Exhibit applies to forms which are included with an RFP for the vendor to complete and submit with their proposal prior to the specified end date and time.

May means that a certain feature, component, or action is permissible, but not required.

Must means that a certain feature, component, or action is a mandatory condition.

Party refers to either the State of Missouri or the contractor as an entity that may enter into a contract pursuant to the terms herein.

Pricing Page(s) applies to the form(s) on which the vendor must state the price(s) applicable for the equipment, supplies, and/or services required in the RFP. The pricing pages must be completed and submitted by the vendor with the proposal prior to the specified proposal end date and time.

Proposal End Date and Time and similar expressions mean the exact deadline required by the RFP for the receipt of sealed proposals.

Purchase Order means the authorized document issued by the state agency to the contractor indicating descriptions, quantities, and agreed prices for products and/or services.

Reasonable, Necessary or Proper as used herein shall be interpreted solely by the State of Missouri.

Request for Proposal (RFP) means the solicitation document issued by Purchasing to potential vendors for the purchase of equipment, supplies, and/or services as described in the document. The definition includes the following sections: Introduction and Background Information; Scope of Work; Terms and Conditions (“terms and conditions” and “Terms and Conditions” are used interchangeably throughout the RFP); General Contractual Requirements; and Vendor Submission, Evaluation, and Award Information; and the RFP Vendor Response Exhibits, Attachments, and Amendments of the RFP.

RSMo (Revised Statutes of Missouri) refers to the body of laws enacted by the Legislature which govern the operations of all agencies of the State of Missouri. Chapter 34 of the statutes is the primary chapter governing the operations of Purchasing.

Shall has the same meaning as the word must.

Should means that a certain feature, component and/or action is desirable but not mandatory.

State collectively referring to the state government and/or the agencies thereof.

Supplier has the same meaning as the word, vendor.

Vendor means the supplier, offeror, person, or organization that responds to an RFP by submitting a proposal with prices to provide the equipment, supplies, and/or services as required in the RFP document.

Accuracy of Background Information:

Although an attempt has been made to provide accurate and up-to-date information, the State of Missouri does not warrant or represent that the background information provided herein reflects all relationships or existing conditions related to this RFP.

****END OF INTRODUCTION AND BACKGROUND INFORMATION SECTION****

SCOPE OF WORK SECTION

General Requirements:

0. The contractor shall provide laboratory relocation services for the Department of Natural Resources, Environmental Services Program (DNR – ESP), the Missouri State Highway Patrol (MSHP), and the Missouri Department of Agriculture (MDA) (hereinafter referred to as the “state agency”) in accordance with the provisions and requirements stated herein and to the sole satisfaction of the state agency.

The move for DNR – ESP shall be conducted in two (2) phases, with three (3) steps each to minimize instrument downtime.

The move for MSHP Crime Laboratory shall be conducted in one (1) phase with three (3) steps.

The move for MDA shall be conducted in one (1) phased with three (3) steps.

Other Agencies May Order: The Division of Purchasing reserves the right to allow other state agencies to order from the contract. The State of Missouri shall bear no financial responsibility for any payments due to the contractor by non-state governmental entities (e.g. cities, counties, etc.).

Contractor’s Obligation: Unless otherwise specified herein, the contractor shall furnish all material, labor, facilities, equipment, and supplies necessary to perform the services required herein.

Minimum Experience Requirements:

The contractor must meet or exceed the following minimum experience requirements at the time of proposal submission and for the duration of the contract:

The contractor shall have five (5) consistent years of professional experience in moving, recalibrating, and installing analytical laboratory equipment.

The contractor shall have a minimum of one (1) year of experience moving chemicals in accordance with Missouri Department of Transportation regulations including ensuring the use of UN spec boxes/containers, proper labeling, and completion of necessary ground transport paperwork per the following link: https://www.phmsa.dot.gov/standards-rulemaking/hazmat/hazardous-materials-regulations.

Personnel Qualifications:

The contractor shall include the following team members/personnel to administer and perform the contract requirements:

Leadership Team: The contractor’s Leadership Team shall consist of no more than three (3) Project Managers. Each Project Manager shall have experience with at least one (1) prior laboratory relocation of similar scale as required herein.

Working Team: The contractor’s Working Team shall consist of the following team members:

Laboratory Personnel: The contractor’s Working Team shall consist of at least three (3) laboratory personnel. Each laboratory personnel shall have experience with at least one (1) prior laboratory relocation of similar scale as required herein.

Movers: The contractor’s Working Team shall consist of at least three (3) movers. Each mover shall be trained, through the Department of Transportation, in proper Hazmat Transportation.

The contractor shall understand and agree that the state agency reserves the right to request any of the contractor’s personnel assigned to provide the services be removed without just cause. The contractor shall understand and agree that the state agency will allow the contractor a reasonable time to find a replacement. The state agency shall approve all replacement personnel. The state agency reserves the right to require background checks and non-disclosure agreements (NDA) of selected contractor personnel, at the contractor’s expense.

Background Checks: Prior to providing services under the contract, the contractor must ensure personnel (including any third-party personnel) pass standard background checks equal to those required by the State of Missouri for employees, and if required by the state to address an audit, the contractor must attest whether all applicable employees passed background checks performed in accordance with the contractor’s standard background check process. The contractor shall be responsible for all costs associated with background checks. The state agency reserves the right to require the contractor to provide evidence of employees and all sub-contractors and their employees passing a background check. Link to MSHP Criminal Record Check website: Criminal Record Check. The standard background check shall be a nationwide fingerprint check through Missouri State Highway Patrol completed at a frequency determined by the state.

Contact Person: The contractor shall designate a contact person who shall serve as the contractor’s contact and shall be the liaison between the contractor and the state agency by no later than five (5) business days after authorization to proceed.

Relocation Steps Requirements:

Department of Natural Resources: For the Department of Natural Resources, the contractor shall create a work plan detailing the timeline for each phase of the move that includes moving the laboratory equipment and chemicals, and the services provided in each step. The contractor shall submit the work plan to the state agency within thirty (30) calendar days after the state agency’s authorization to proceed with services or as mutually agreed upon between the state agency and contractor. The state agency will have final approval of the work plan.

The contractor’s work plan shall include the following steps for each phase: Pre-Move Laboratory Preparation, Inventory Development Moving of Laboratory Equipment, and Post-Move Equipment Operational Verification.

The Pre-Move Laboratory Preparation step shall include the following:

i. Establishing work plan agreements with the appropriate equipment manufacturer(s) to ensure all equipment is moved in accordance with manufacturer standards or moved by the manufacturer;

ii. Establishing a timeline for the move; and

iii. Any other services as mutually agreed upon by the contractor and state agency.

The Inventory Development Moving of Laboratory Equipment step shall include the following:

i. Pre-move checks and calibrations to establish a baseline of all equipment;

ii. Inventory development of all equipment;

iii. Packing and labeling of equipment for transportation; and

iv. Any other services as mutually agreed upon by the contractor and state agency.

The Post-Move Equipment Operational Verification step shall include the following:

i. Set up all equipment in the new laboratory location as directed by the state agency;

ii. Perform post-move checks and calibrations that must match all verification checks from the Pre-Move Laboratory Preparation step;

iii. Final approval from the state agency on all verifications of equipment; and

iv. Any other services as mutually agreed upon by the contractor and state agency.

Missouri State Highway Patrol: For the Missouri State Highway Patrol, the contractor shall create a work plan detailing the timeline for the sole phase of the move that includes moving the laboratory equipment and chemicals, and the services provided in each step. The contractor shall submit the work plan to the state agency within thirty (30) calendar days after the state agency’s authorization to proceed with services or as mutually agreed upon between the state agency and contractor. The state agency will have final approval of the work plan.

The contractor’s work plan shall include the following steps in the sole phase: Pre-Move Laboratory Preparation, Inventory Development Moving of Laboratory Equipment, and Post-Move Equipment Operational Verification.

The Pre-Move Laboratory Preparation step shall include the following:

i. Establishing work plan agreements with the appropriate equipment manufacturer(s) to ensure all equipment is moved in accordance with manufacturer standards or moved by the manufacturer;

ii. Establishing a timeline for the move; and

iii. Any other services as mutually agreed upon by the contractor and state agency.

The Inventory Development Moving of Laboratory Equipment step shall include the following:

i. Pre-move checks and calibrations to establish a baseline of all equipment;

ii. Inventory development of all equipment;

iii. Packing and labeling of equipment for transportation; and

iv. Any other services as mutually agreed upon by the contractor and state agency.

The Post-Move Equipment Operational Verification step shall include the following:

i. Set up all equipment in the new laboratory location as directed by the state agency;

ii. Perform post-move checks and calibrations that must match all verification checks from the Pre-Move Laboratory Preparation step;

iii. Final approval from the state agency on all verifications of equipment; and

iv. Any other services as mutually agreed upon by the contractor and state agency.

Missouri Department of Agriculture: For the Missouri Department of Agriculture, the contractor shall create a work plan detailing the timeline for the sole phase of the move that includes moving the laboratory equipment and chemicals, and the services provided in each step. The contractor shall submit the work plan to the state agency within thirty (30) calendar days after the state agency’s authorization to proceed with services or as mutually agreed upon between the state agency and contractor. The state agency will have final approval of the work plan.

The contractor’s work plan shall include the following steps in the sole phase: Pre-Move Laboratory Preparation, Inventory Development Moving of Laboratory Equipment and Post-Move Equipment Operational Verification.

The Pre-Move Laboratory Preparation step shall include the following:

i. Establishing work plan agreements with the appropriate equipment manufacturer(s) to ensure all equipment is moved in accordance with manufacturer standards or moved by the manufacturer;

ii. Establishing a timeline; and

iii. Any other services as mutually agreed upon by the contractor and state agency.

The Inventory Development Moving of Laboratory Equipment step shall include the following:

i. Pre-move checks and calibrations to establish baseline of all equipment;

ii. Inventory development of all equipment;

iii. Packing and labeling of equipment for transportation; and

iv. Any other services as mutually agreed upon by the contractor and state agency.

The Post-Move Equipment Operational Verification step shall include the following:

i. Set up all equipment in the new laboratory location as directed by the state agency;

ii. Perform post-move checks and calibrations that must match all verification checks from the Pre-Move Laboratory Preparation step;

iii. Final approval from the state agency on all verifications of equipment; and

iv. Any other services as mutually agreed upon by the contractor and state agency.

Performance Requirements:

The contractor shall relocate the equipment and chemicals listed in Attachment 1 from 2710 W. Main Street, the equipment and chemicals listed in Attachments 2 and 3 from 1510 E. Elm Street, and the equipment and chemicals listed in Attachment 4 from 101 Chestnut, all in Jefferson City, Missouri, to the new multi-agency laboratory campus located at 135 Chestnut in Jefferson City, Missouri and shall be paid in accordance with Exhibit C, Pricing Page.

In the event a state agency requests the moving, installation and/or testing of any additional pieces of equipment or chemicals not listed on Attachments 1 through 4, the contractor shall invoice the state agency, and be paid in accordance with line items 4 and 5 stated on Exhibit C, Pricing Page.

The contractor shall hold an initial kick-off meeting in person, including an in-depth tour of the laboratory with each state agency within thirty (30) calendar days after the state agency’s authorization to proceed with services.

The official start date of moving equipment and chemicals shall be mutually agreed upon between the contractor and state agency. The contractor shall understand and agree that the laboratory relocation official timeline shall be mutually agreed upon between the contractor and the state agency.

The Project Manager(s) shall provide the following services:

Coordinate with the state agency and subcontractors, if any, to ensure equipment and chemical move and check-out processes occur according to the schedule mutually agreed upon between the contractor and the state agency.

Be physically on site on moving days providing oversight to the Working Team, It is highly desirable that the Project Manager physically escort the equipment and chemicals from the old location to the new location.

Provide regular check-ins, verbally or via email, with the state agency throughout the relocation process to ensure understanding and compliance, and

Be the main point of contact between manufacturers and the state agency regarding the state agency’s equipment.

The contractor shall provide services between the hours of 7:00 A.M. Central Time to 5:00 P.M. Central Time, unless mutually agreed upon by the state agency and the contractor.

Extended or “after-hours” access shall require state agency accompaniment and shall be arranged with at least 48 hours’ notice.

Contractor personnel shall wear visitor badges as provided by the state agency and shall sign-in/check-out each day.

Access to all locked/secured locations shall require escort by a state agency personnel.

Transportation of Equipment and Chemical Prep: The contractor shall prep the equipment and chemicals in accordance with the manufacturer standard unless specifically requested by the state agency. The equipment and chemical prep may include the disassembly of the laboratory equipment, packaging/crating/wrapping the equipment and securing/stabilizing the equipment per state agency standards during transportation. The disassembly shall be completed in accordance with the manufacturer standard, unless specifically requested differently by the state agency, based on the equipment or chemical. During equipment and chemical prep, the contractor must ensure the equipment and chemicals are protected from the elements i.e., weather, debris, etc. throughout this process.

Pick-up and Delivery Requirements: The contractor shall pick-up and deliver the equipment in accordance with the times stated in the work plan unless mutually agreed upon between the contractor and the state agency. The contractor shall prep the equipment to be moved for installation and provide the care needed during transportation in accordance with manufacturer standards. The contractor must ensure equipment and chemicals are protected from the elements in transit from location to location. The contractor’s delivery shall include unloading the equipment and chemicals at the state agency's designated location as requested by the state agency.

Transportation: During transportation, the contractor shall ensure the equipment and chemicals shall be stabilized and protected via crating, strapping, and palletizing per industry standards. Equipment and chemicals must be transported with due consideration to the weather and road conditions, through method of over the road delivery, in accordance with manufacturer and/or industry standard unless specifically requested by the state agency.

Installation and Testing Requirements: Upon delivery, the contractor shall set up the equipment and begin the process of installing the equipment on site.

If the equipment is being installed upon delivery, the contractor must assemble the equipment in working order. The contractor shall test the equipment after installation to ensure equipment meets the manufacturer’s standards.

The state agency will sign approval confirming the equipment is in proper working condition post installation.

State’s Obligations:

Building Access: The Department of Natural Resources, Environmental Services Program building the Missouri State Highway Patrol Crime Laboratory, and the Missouri Department of Agriculture Animal Health Laboratory spaces are secure areas, that will need state personnel present to enter and operate in state buildings.

Access to the new multi-agency laboratory campus will be under varying degrees of restriction as construction is on-going. As project plans are developed after contract award, access to the multi-agency laboratory campus may be arranged with state agency staff accompaniment, as necessary.

State agency laboratory staff will be available upon request to assist with pre- and post- move instrument activities such as decontamination, quality control checks, etc.

Financial Records and Document Retention:

The contractor must maintain financial and accounting records and evidence pertaining to the contract in accordance with generally accepted accounting principles.

The contractor shall maintain all financial records, supporting documentation, and all other records pertinent to the contract for a period of five (5) years from the date of the final payment by the state agency, submission of final report to the state agency, or the completion of an audit, whichever is later, or as otherwise stated in the contract.

If any litigation, claim, negotiation, audit, investigation, or other action involving the records has been started before the expiration of the five (5) year period, the contractor shall retain the records until completion of such action and resolutions of all issues that arise from it or until the end of the regular five (5) year period, whichever is later.

If the state agency is subject to any litigation, claim, negotiation, audit, or other action involving the records, the state agency will notify the contractor in writing to extend the contractor’s retention period.

The contractor shall maintain a financial management methodology that, at a minimum, records expenditures in a manner that readily identifies the expenditure as an allowable activity and allows required federal financial reports to be easily prepared.

The contractor shall have written policies and procedures to comply with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR 200) and shall make its policies and procedures available to the state agency, upon request.

Reporting Requirements:

Periodic Reports: The contractor shall provide the state agency with the following reports in a mutually agreed upon timeframe:

Inventory Report:

The contractor shall provide an inventory report prior to moving equipment and chemicals that verifies all equipment, instruments, and chemicals to be moved, dates calibrated, name of calibrator on the inventory, instrument name/manufacturer, and serial number. This report shall be verified by the state agency prior to the approval to start moving equipment.

Moving Laboratory Equipment Report:

This report shall consist of the dates specific equipment was moved, including the day it was picked up to the day it was dropped off, if different.

Post-Move Equipment Operational Verification and Inventory Report

This report shall take place post moving of equipment and shall consist of documented inventory of items moved. After moving, verification of all instruments moved, dates calibrated, name of calibrator, and whether the instrument passed verification.

Budget/Price Analysis: Within sixty (60) days of notice to proceed with services from the state agency, the contractor must provide a budget or price analysis for the guaranteed not to exceed price stated for line item 1 and line item 2 identified on Exhibit C, Pricing Page. The budget/price analysis must reflect the contractor’s breakdown of the quoted price and should be shown in sufficient detail to demonstrate those factors affecting the price such as staffing patterns and proposed hours, etc. The budget or price analysis must be in a format mutually agreed to by the contractor and state agency.

Electronic Funds Transfer, Invoicing, and Payment Requirements and Travel Expenses:

Electronic Funds Transfer (EFT): The State of Missouri will submit contract payments to the contractor at the remittance address listed in the contractor’s MissouriBUYS (WebProcure/Proactis) vendor registration.

However, the contractor understands and agrees the state reserves the right to make contract payments to the contractor through EFT. Therefore, prior to any payments becoming due under the contract, the contractor must verify and update, if applicable, their vendor registration with their current remittance address and ACH-EFT payment information at https://MissouriBUYS.mo.gov.

Invoicing: The contractor shall submit invoices monthly. Invoices shall be due by the last day of the month following completion of services, which the contractor provided services under the contract. The contractor shall perform the services prior to invoicing the state agency.

The contractor shall invoice the state agency on the contractor’s original descriptive business invoice form and submit the invoice to the following addresses via email:

Department of Natural Resources Lab invoices:

DNRESPAccountsPayable@dnr.mo.gov;

lynn.milberg@dnr.mo.gov; and virginia.bauer@dnr.mo.gov.

Missouri State Highway Patrol Crime Lab invoices:

mshpcrimelab@mshp.dps.mo.gov stacey.bolinger@mshp.dps.mo.gov

Missouri Department of Agriculture invoices:

Grant.Lea@mda.mo.gov OR

Missouri Department of Agriculture Animal Health PO Box 630 Jefferson City, MO 65102-0630

The contractor shall use uniquely identifiable invoice numbers to distinguish an invoice from a previously submitted invoice and shall include on the invoice the remittance address listed in the contractor’s MissouriBUYS (WebProcure/Proactis) vendor registration.

Each contractor invoice must be on the contractor’s original descriptive business invoice form and must contain a unique invoice number and the remittance address included in the contractor’s MissouriBUYS (WebProcure/Proactis) vendor registration. The invoice number will be listed on the state’s EFT addendum record to enable the contractor to properly apply state payments to invoices. The contractor must comply with all other invoicing requirements stated in the RFP.

The statewide financial management system has been designed to capture certain receipt and payment information. For each purchase order received, an invoice must be submitted that references the purchase order number and should be itemized in accordance with items listed on the purchase order. Failure to comply with this requirement may delay processing of invoices for payment.

The contractor shall not invoice federal or state taxes unless otherwise required under law or regulation.

Payment:

Payments are due upon receipt of a valid invoice, payable in 30 calendar days. All invoices for equipment, supplies, and/or services purchased by the State of Missouri shall be subject to late payment charges as provided in section 34.055, RSMo.

The State of Missouri does not pay state or federal taxes unless otherwise required under law or regulation.

Inspection and Acceptance Specifications: For purposes of acceptance, no equipment, supplies, and/or services received by the state pursuant to a contract shall be deemed accepted until the state has had reasonable opportunity to inspect said equipment, supplies, and/or services.

All equipment, supplies, and/or services which do not comply with the specifications and/or requirements or which are otherwise unacceptable or defective may be rejected by the state. In addition, all equipment, supplies, and/or services which are discovered to be defective or which do not conform to any warranty of the contractor upon inspection (or at any later time if the defects contained were not reasonably ascertainable upon the initial inspection) may be rejected.

The State of Missouri reserves the right to return any such rejected shipment at the contractor's expense for full credit or replacement and to specify a reasonable date by which replacements must be received.

The State of Missouri's right to reject any unacceptable equipment, supplies, and/or services shall not exclude any other legal, equitable or contractual remedies the state may have.

If the state agency denies a request by the contractor for payment, the state agency will provide the contractor with written notice of the reason(s) for denial.

If the contractor is overpaid by the state agency the contractor, upon notification by the state agency, shall provide the state agency (1) with a check payable as instructed by the state agency or (2) deduct the overpayment from the invoice(s) as requested by the state agency.

The total payments to the contractor for all services and expenses shall not exceed the guaranteed not to exceed total price stated on Exhibit C, Pricing Page.

Other than the payments specified in the contract, no other payments shall be made to the contractor.

****END OF SCOPE OF WORK SECTION****

TERMS AND CONDITIONS SECTION

Applicable Laws and Regulations:

The contract shall be construed according to the laws of the State of Missouri. The contractor and the State of Missouri must follow all applicable federal, state, and local laws and regulations that apply to the performance of the contract. To the extent that a provision of the contract is contrary to the Constitution or laws of the State of Missouri or of the United States, the provisions shall be void and unenforceable. However, the balance of the contract shall remain in force between the parties unless terminated by consent of both the contractor and Purchasing.

Non-Discrimination and Affirmative Action:

The contractor must comply with applicable federal and state laws and regulations addressing discrimination in employment.

Americans with Disabilities Act:

In connection with the furnishing of equipment, supplies, and/or services under the contract, the contractor and all subcontractors shall comply with all applicable requirements and provisions of the Americans with Disabilities Act (ADA), ADA is 42 U.S.C. section 12101, et seq.

Anti-Discrimination Against Israel Act Contractor Requirements:

If the contractor meets the definition of a company as defined in section 34.600, RSMo, and has ten or more employees, the contractor shall not engage in a boycott of goods or services from the State of Israel; from companies doing business in or with Israel or authorized by, licensed by, or organized under the laws of the State of Israel; or from persons or entities doing business in the State of Israel as defined in section 34.600, RSMo.

If during the life of the contract, the contractor’s business status changes according to section 34.600, RSMo, then the contractor shall comply with, complete, and submit to the Division of Purchasing an updated Exhibit L, Anti-Discrimination Against Israel Act Certification.

Authorized Personnel/E-Verify:

For work performed under the contract, the contractor shall only employ personnel authorized to work in the United States in accordance with applicable federal and state laws, including section 285.530, RSMo and Executive Order 07-13. If the contractor employs personnel not authorized to work in the United States, the state shall have the right to cancel the contract immediately without penalty or recourse, and to pursue any other remedies permitted by the contract or by applicable state or federal law.

Prior to the performance of any services, a contractor meeting the definition of a business entity in section 285.525, RSMo, shall maintain enrollment and participation in the E-Verify Federal work authorization program with respect to the employees hired after enrollment in the program for work in connection with the contracted services included herein. If the contractor’s business status changes during the life of the contract to become a business entity as defined in section 285.525, RSMo, pertaining to section 285.530, RSMo, then the contractor shall enroll and participate in the E-Verify program.

The contractor shall only be required to provide the affidavits required in section 285.530.2, RSMo, to the state on an annual basis. https://purch.oa.mo.gov/vendor-information/affidavit-work-authorization-annual-renewal

The contractor shall ensure that its subcontractors comply with section 285.530, RSMo.

Business Registration:

The contractor must meet the requirements for conducting business in the State of Missouri, prior to performance of services under the contract, and for the duration of the contract. The contractor must be registered and maintain good standing with the Secretary of State of the State of Missouri and other regulatory agencies, as may be required by law or regulations. Such business requirements for formation and operation include, but are not limited to, those in Chapters 347-359, RSMo.

Data Breach:

If a data breach impacting the State of Missouri’s data requires the state to comply with section 407.1500, RSMo, the contractor shall assist the state by providing to the state any requested information held by the contractor concerning the breach and the state’s data stored in the software and services being provided as a result of the contract.

Elected or Appointed Officials and Employees:

Elected or appointed officials or employees of the State of Missouri or any political subdivision thereof, serving in an executive or administrative capacity, must comply with sections 105.452 and 105.454, RSMo, regarding conflict of interest.

Hazard Communication Safety Data Sheets and Labeling Requirements:

The State of Missouri, Division of Purchasing, in accordance with the revised rules and regulations of the Occupational Safety and Health Administration (OSHA) requires that all hazardous chemicals and commodities purchased by the State of Missouri be labeled with warning labels, and either contain a safety data sheet with each shipment, or the contractor otherwise shall make available a safety data sheet specific to the product available for downloading from the…