Maintenance and Repair for the 500RLe TOC Analyzer

The Texas Health and Human Services Commission (HHSC) and Department of State Health Services (DSHS) are seeking a vendor to provide bi-annual maintenance and repair services for a Seivers 500RLe Total Organic Carbon (TOC) Analyzer located in the Austin Lab, with Serial # 20056692. The procurement is structured as an Invitation for Bids (IFB) with event number HHSTX-HHS0015951, covering a contract period from September 1, 2025, to August 31, 2026, with potential renewals for up to four additional one-year terms through August 31, 2030. The maintenance services require two mandatory site visits per year: one in November 2025 involving resin cartridge and sample pump tubing replacement, UV lamp replacement, calibration, and verification protocols, and a second visit in May 2026 focusing on UV lamp replacement and accuracy verification. Bidders must demonstrate at least five years of relevant experience, with personnel having a minimum of three years of specialized experience. Evaluation will be based on best value considerations, taking into account the bidder's ability to meet specifications, performance delivery requirements, and pricing. The solicitation requires submission of comprehensive documentation, including a pricing sheet, references, and evidence of qualifications, with the bid due on April 17, 2025, at 3:00 PM CST.

The solicitation does not explicitly outline specific set-aside designations or restrictions for disadvantaged enterprises. Bidders must comply with various state requirements, including maintaining appropriate business licenses, providing insurance coverage, and ensuring background-checked personnel. The historical spend for similar services is $10,343.00 for the period of September 1, 2024, to August 31, 2025, which provides an indication of the potential contract value. Vendors must submit comprehensive documentation, including the HHS Solicitation Affirmations, Bidder Reference Form, and Price Sheet, demonstrating financial capability and operational competence. The contract requires firm and fixed pricing for the duration, with potential Consumer Price Index adjustments. Bidders must also comply with Texas state vendor conduct standards, E-Verify program participation, and various legal and ethical requirements outlined in the uniform terms and conditions. The procurement process requires electronic submission through the HHS Online Bid Room, with a registration process that can take up to five business days.