Annual PM for Laboratory Microscopes

The Texas Health and Human Services Commission (HHSC) Procurement and Contracting Services division, on behalf of the Department of State Health Services (DSHS), is requesting bids for annual preventive maintenance and repair services on 65 laboratory microscopes at the DSHS Laboratory in Austin, Texas under IFB HHS0017120, with bids due June 23, 2026 at 10:30 a.m. Central Time. Questions are due June 11, 2026, with responses posted June 16, 2026.

The scope encompasses manufacturer-required cleaning, lubricating, adjusting, and minor repairs; one annual preventive maintenance and inspection per microscope; emergency repair response within one hour; and detailed service reporting within 72 hours of completion. All work is performed Monday through Friday, 8 a.m. to 5 p.m. Central Time, with standard service calls requiring response within four hours. The microscope inventory includes units from ZEISS, OLYMPUS, LEICA, VWR, and National Optical & Scientific Instrument Inc., spanning inverted, stereo, upright, and fluorescence-capable models.

Bidders must demonstrate a minimum of five years' relevant experience with assigned personnel holding at least three years' experience and training certificates from major microscope companies. A minimum of three verifiable references for similar services within the last five years is required. The contractor must carry comprehensive insurance: workers' compensation, commercial general liability of $1 million per occurrence, commercial automobile liability of $1 million, professional liability of $1 million, and umbrella liability of $1 million.

The initial contract term runs September 1, 2026 through August 31, 2027, with three optional one-year renewals through August 31, 2030, plus one additional year extension option, for a maximum five-year term. The historical annual spend for similar services was $6,500 in fiscal year 2025, provided as guideline only with no volume or compensation guaranteed. Pricing must be firm, fixed unit prices on Exhibit C; HHSC reserves discretion to adjust pricing at renewal based on the Consumer Price Index or federal minimum wage increases. Price is a significant evaluation factor, though HHSC is not obligated to select the lowest bid. Both HHSC and DSHS may use any awarded contract. Bids are submitted via email to pcsbids@hhs.texas.gov, through the HHS Online Bid Room, or by hand delivery or overnight mail of a USB drive to the PCS office at 1100 W. 49th Street, Austin. Bid responses remain binding offers for 240 days.