Invitation to Bid Laboratory Environmental Monitoring Equipment and Service

The State of Oregon, acting through the Oregon Health Authority and Oregon State Public Health Laboratory (PHL), issued Invitation to Bid (ITB) S-44300-00016250 on April 27, 2026, to procure a comprehensive environmental monitoring system and related services. The procurement requires a fully integrated monitoring solution encompassing approximately 140 temperature sensors (90 ambient, 35 refrigerated/freezer, and 15 cryogenic), 25 humidity sensors, 3 carbon dioxide sensors, 5 water leak detection sensors, digital displays, network gateways, and dual-path connectivity data transfer devices. The system must include secure cloud-based software with real-time dashboard access, automated alerts, historical data retention, and audit-ready documentation that complies with Clinical Laboratory Improvement Amendments (CLIA), College of American Pathologists (CAP), and FDA requirements. Bidders must demonstrate minimum qualifications including ten years of experience providing temperature and humidity monitoring systems, demonstrated onsite calibration and recertification services compliant with NIST standards, a minimum of two comparable clients in regulated environments, current Oregon business licensure, and maintenance of general liability, automobile, and professional liability insurance. Additional required qualifications include current ISO/IEC 17025 accreditation, manufacturer authorization and training on proposed equipment, and commissioning capability to perform and document Installation Qualification and Operational Qualification. The system must support 24/7 monitoring with cellular and Wi-Fi connectivity, provide NIST-traceable calibration, maintain 24/7 customer support with emergency response capabilities, and include 24-month advance notice before discontinuing any goods or services. A voluntary pre-bid walkthrough occurred on April 30, 2026, at 10:00 AM Pacific Time; questions were due May 1, 2026, by 4:30 PM Pacific Time with answers posted by May 5, 2026; and bids were due May 14, 2026, by 3:00 PM Pacific Time. Evaluation criteria prioritize pricing as the primary award criterion, with the contract to be awarded to the lowest responsive and responsible bidder. The Notice of Intent to Award is anticipated for May 18, 2026, with project completion and equipment installation required by July 31, 2026.

No set-aside designations or restrictions limiting bidder eligibility based on business size or type are indicated in the solicitation; however, the State of Oregon encourages certified disadvantaged business enterprises (DBE), minority-owned businesses (MBE), woman-owned businesses (WBE), service-disabled veteran-owned businesses (SDV), and emerging small businesses (ESB) to participate and requires bidders to document outreach efforts and anticipated subcontracting opportunities with such firms. The incumbent vendor, Mesa Laboratories (which acquired FreshLoc in 2016), is discontinuing the current equipment with no repair or replacement options available under the existing sole-source contract from 2017, necessitating this open competitive procurement. Bidders must integrate with and replace the existing PHL infrastructure while ensuring seamless transition of environmental monitoring operations. The ITB documentation does not specify an estimated award value or budget range for this contract. The Agency intends to award one contract with an initial five-year term and options to extend up to ten years total, making this a significant long-term procurement for continuous environmental monitoring services and support.