Invitation for Bids (IFB) Traceable Calibration of Mammography and X-ray Radiation Evaluation

The Texas Health and Human Services Commission (HHSC) Procurement and Contracting Services is requesting bids for NIST and PTB-traceable calibration services for radiation detection equipment under IFB HHS0017745, with bids due September 16, 2026, at 10:30 A.M. Central Time and questions due by September 8, 2026. No Bidders Conference is specified.

The scope encompasses calibration of 17 x-ray systems (RF probes only) and 11 mammography systems (mammography probes only) on a 48-month rotation using RaySafe X2 systems, performed at the contractor's laboratory. Units must be calibrated and delivered within plus or minus two months of the calibration due date and returned within 25–30 working days. The contractor must maintain ISO 9001, 13485, 14001, and 17025 certifications and demonstrate expertise in all x-ray modalities. Bidders must possess at least two years of relevant experience with NIST and/or PTB certification and submit a minimum of three verifiable references for similar contracts completed within the last two years.

The initial contract term runs September 1, 2026, through August 31, 2027, with an extension option of up to one additional year at HHSC's sole discretion. Historical spend for similar services was $25,300 for November 1, 2025, through August 31, 2026, provided only as a guideline and not as guaranteed volume; HHSC does not guarantee any volume, usage, or compensation. Pricing must be submitted as firm, fixed prices per unit of measure on Exhibit C, with separate charges allowed for each probe type and calibration, including base station updates.

Contractor insurance requirements include workers' compensation with employer's liability of $1 million per accident; commercial general liability of $1 million per occurrence / $2 million aggregate; commercial automobile liability of $1 million combined single limit; professional liability of $1 million; and umbrella liability of $1 million. A HUB Subcontracting Plan is encouraged but not required. Bids must be submitted through the HHS Online Bid Room or in person at 1100 W. 49th Street, Austin, Texas. Respondents must complete Exhibit A (HHS Solicitation Affirmations), Exhibit D (Bidder Reference Form), lab certifications, Exhibit F (Form 4109 Texas Identification Number, if applicable), financial capability documentation, and any applicable Addendum Acknowledgement Forms. Funding is subject to appropriations and availability of funds, with both HHSC and DSHS authorized to use any awarded contract. The offer period is 240 days from the bid due date.