Bottle Exchange Services for the Reverse Osmosis Deionization (RO/DI) Water System at the DSHS Lab located in Austin, TX

The Texas Health and Human Services Commission Procurement and Contracting Services is requesting bids on bottle exchange services for the reverse osmosis deionization (RO/DI) water system at the Department of State Health Services Laboratory in Austin under IFB HHS0017251, with responses due July 16, 2026, at 10:30 a.m. and a questions deadline of July 1, 2026.

The contractor shall provide monthly delivery and exchange of eight 14" x 47" mixed bed deionizers (Model DM14U) supplying ultra-pure laboratory-grade water. Services include tank and bottle regeneration, emergency replacement within 48 hours upon breakthrough indication (resistivity meter light change from green to red), troubleshooting, and tank resin replacement at no additional cost upon failure. The contractor must respond to emergency calls within 16 hours, provide service Monday through Friday, 8 a.m. to 5 p.m. Central Time (with 24-hour availability for service calls), and deliver fault-free tanks within 48 hours. Service is required 365 days per year. All parts must be factory-approved, and service reports must be completed within 72 hours of work completion. Place of performance is 1100 W. 49th Street, Austin, TX 78756.

Bidders must demonstrate a minimum of five years' documented experience with commercial or industrial deionized water or reverse osmosis systems, with assigned personnel having at least three years of relevant experience. Three verifiable references for similar services within the last three years are required. Comprehensive insurance is mandatory: workers' compensation, commercial general liability of $1 million per occurrence, commercial automobile liability of $1 million, professional liability insurance of $1 million, and umbrella liability insurance of $1 million.

Pricing is firm and fixed on the provided Pricing Sheet (Exhibit C), covering all labor, equipment, materials, supplies, and travel. Price adjustments are permitted only at HHSC's sole discretion, potentially indexed to the Consumer Price Index or Federal Minimum Wage increases. The initial contract term runs September 1, 2026, through August 31, 2027, with three optional one-year renewals and a potential one-year extension. Contract invoicing is monthly. Responses must include completed Exhibit A (HHS Solicitation Affirmations), Exhibit C (Pricing Sheet), Exhibit D (Bidder Reference and Contractor Qualifications Form), and Texas Identification Number. Evaluation is based on meeting or exceeding requirements, ability to perform, and price. Submissions are accepted via email to pcsbids@hhs.texas.gov, the HHS Online Bid Room, or hand delivery or overnight mail to PCS at 1100 W. 49th Street, Austin.