Portable Gas Detection Monitors & Maintenance

The City of Austin, Texas is soliciting sealed bids under IFB 2200 JRN1044 for leasing, calibration, maintenance, repair, loaner units, calibration gas, and training for portable gas detection monitors, with written questions due October 30, 2026 and bids due November 12, 2026. Local Business Preference discounts apply to vendors headquartered in Greater Austin, defined as Bastrop, Caldwell, Hays, Travis, and Williamson counties within the Austin-Round Rock-San Marcos Metropolitan Statistical Area. The discount is 5% for bids up to $500,000 and 3% for bids from $500,000 to $50 million, and the program is unavailable for federally funded solicitations. Small Business Preferences provide similar discounts, plus an additional 2% for primes using certified small business subcontractors that comprise at least 5% of total bid value on bids up to $500,000, and 1% for bids above $500,000 to $50 million.

Scope covers five categories: MSA Altair 4-gas monitors with docks and charging stations, with estimated annual quantities of 15 to 300 units; approximately 500 calibration gas cylinders monthly; certified calibration, maintenance, and sensor replacement for about 500 units annually, plus trade-in credits for 35 units; loaner and emergency response, including same-day and after-hours service, for 26 units annually; and 15 annual on-site and refresher training sessions. Unit prices are limited to four decimal places and must be all-inclusive of administrative overhead, per diem, and shipping and transportation to the Austin area. Material markup may not exceed 25%. Offerors must price every line item, since blank lines are treated as no-bid and zero bids as no-charge items.

Offerors must provide three verifiable references for similar services within the last five years. Certificates of insurance are required before contract execution and within 14 calendar days of written request. Required coverage includes commercial general liability at $500,000 per occurrence and business auto liability at a $500,000 combined single limit, with the City named as additional insured. Carriers must be authorized in Texas with an A.M. Best rating of B+VII or better. Offerors must also certify under penalty of perjury that they have no wage theft adjudications within five years, and awardees must complete City wage theft training within 30 days of award. Subcontracting is optional and requires City prior written approval, and no MBE/WBE subcontracting goals have been assigned.

The contract begins on execution and runs through completion of obligations, with optional extensions at the City's sole discretion. Annual price adjustments are tied to the Producer Price Index for machinery and equipment (Series ID: WPU1185) and require mutual written agreement. Awards go to the responsible offeror or offerors submitting the lowest responsive or best value bid, evaluated by line item, category, or aggregate, with single or multiple awards possible. A non-mandatory pre-offer meeting via Microsoft Teams is listed for October 19, 2026. Bids are submitted electronically through Austin Finance Online, with opening at 3:00 PM Central Time on November 12, 2026. Procurement specialist Jackie Nunez manages the solicitation, and each offeror must designate a single point of contact with authority to dispatch personnel and make service decisions.