Annual Preventative Maintenance Plan for Qiagen EZ1 Extraction Instruments for the Texas Department of State Health Services Laboratory in Austin, Texas

The Texas Department of State Health Services (DSHS) is requesting bids on an annual preventative maintenance plan for two Qiagen EZ1 Advanced XL extraction instruments at its laboratory in Austin under IFB HHS0017229v2, with bids due August 21, 2026 at 10:30 AM Central Time. Service engineers must be factory-trained and qualified on Qiagen equipment — a capability filter requiring training certificates and experience summaries at bid submission.

The scope encompasses unlimited telephone support, on-site labor, travel, and parts for an unlimited number of support calls; one recommended preventive maintenance visit per year; and all repair or replacement of parts and module failures. Remote support runs 24/7; on-site remedial maintenance must be provided within twenty-four hours of DSHS's request during regular business hours (Monday–Friday, 8:00 AM–5:00 PM Central Time). All replacement parts will be furnished on an exchange basis and must be new, standard, equivalent refurbished, or equivalent quality. Subcontracting is not permitted due to the critical public health nature of the equipment. The vendor must directly perform all service and maintenance work. Service location is 1100 W. 49th Street, Austin, Texas 78756.

Bidders must submit firm, fixed pricing as an all-inclusive annual amount via Exhibit C. The contract runs September 1, 2026 through August 31, 2027, with three optional one-year renewal periods at HHSC's discretion through August 31, 2030, and an additional one-year extension option for continuity. Price adjustments for renewal periods are permitted only at HHSC's sole discretion using the Consumer Price Index formula or federal minimum wage increases, with supporting documentation required.

Minimum experience requirements are five years for the bidder and three years for assigned personnel. Contractors must maintain workers' compensation, commercial general liability ($1 million per occurrence), professional liability ($1 million), and umbrella liability ($1 million). Questions were due August 12, 2026; responses posted as an addendum on August 14, 2026. Exhibit A (HHS Solicitation Affirmations) and Exhibit C (Pricing Sheet) are mandatory. A HUB Subcontracting Plan is encouraged but not required. No volume, usage, or compensation is guaranteed; all contracts are subject to appropriations and availability of funds. Bids must remain firm for 240 days. Anticipated contract start is September 1, 2026.