AGR-EP-Maintenance for Spectrometer Instruments

The Illinois Department of Agriculture is seeking a sole source procurement for maintenance services for specialized scientific instruments through a Basic Ordering Agreement (BOA) with Thermo Electron North America LLC. The contract covers maintenance for four specific laboratory instruments: a Q Exactive Plus Mass Spectrometer and three Vanquish instruments (including a Quaternary Pump, Split Sampler, and Column Compartment), all under a Tech Direct Plan maintenance coverage. The procurement is classified as a small purchase with a sole source condition, scheduled to run from July 1, 2025, to June 30, 2028. The contract requires the vendor to comply with numerous Illinois state procurement regulations, including providing proof of insurance, maintaining certification standards, and adhering to state employment and tax requirements. Key submission details include a posting date of March 4, 2025, with proposals due by March 11, 2025, through the Illinois Procurement Gateway.

The procurement includes a Small Business Set-Aside Program Waiver, which has been approved to allow direct engagement with Thermo Fisher as the sole source vendor due to proprietary equipment and software rights. The estimated contract value is $85,837.38, utilizing NIGP Code 493-69 for specialized maintenance services. The waiver was specifically justified under the "Other" category, acknowledging that Thermo Fisher is the only vendor capable of providing these specialized maintenance services. The contract requires vendors to meet various legal and operational standards, including equal opportunity requirements, drug-free workplace provisions, and compliance with state and federal regulations. Background checks, confidentiality provisions, and performance monitoring are integral components of the agreement. The procurement process utilizes the Illinois Procurement Gateway Certifications and Disclosures process, with approvals obtained from both the Designated Agency and the State Procurement Office on March 4, 2025.