Preventative Maintenance and Repair services for two High-Performance Liquid Chromatography Infinity Systems

The Texas Health and Human Services Commission (HHSC) Procurement and Contracting Services division, procuring on behalf of the Texas Department of State Health Services (DSHS), is requesting bids for preventative maintenance and repair services for two high-performance liquid chromatography (HPLC) Infinity II systems, with responses due July 9, 2026 at 10:30 a.m. and questions due June 29, 2026 at 12:00 p.m. No subcontracting is permitted due to the critical public health nature of the equipment — a decision-flipping constraint.

The scope includes one preventative maintenance visit annually per system, software and firmware upgrades, component evaluation and replacement, part lubrication and cleaning, vacuum pump oil replacement, and gas scrubber replacement for mycobacteriology testing equipment at the DSHS Laboratory in Austin. The contractor must respond to service calls within four hours during regular business hours (Monday–Friday, 8 a.m.–5 p.m. Central Time) and complete repairs within two business days. Only OEM parts are permitted. Bidders must hold factory training certification, have at least three years of relevant experience, and provide three verifiable references for contracts of similar size and scope within the last two years.

The contractor must carry workers' compensation ($1 million per occurrence), commercial general liability ($1 million per occurrence, $2 million aggregate), commercial automobile liability ($1 million), professional liability ($1 million), and umbrella liability ($1 million).

Historical spend for similar services was $40,554 for the period September 1, 2023, through September 1, 2025. Pricing is firm, fixed annual cost covering all labor, equipment, materials, and supplies. Price adjustments are permitted only at HHSC's sole discretion and must correlate to the Consumer Price Index for Urban Wage Earners and Clerical Workers.

The initial contract term runs September 1, 2026, through August 31, 2027, with two optional one-year renewal periods and one potential one-year extension at HHSC's discretion. Bidders must submit completed Exhibit C Pricing Sheet, signed Exhibit A HHS Solicitation Affirmations, completed Exhibit D Bidder Reference and Qualifications Form, and Exhibit F Form 4109 Texas Identification Number application; failure to submit pricing and affirmations results in disqualification. Bids are accepted in-person at 1100 W. 49th Street, Austin, Texas, or electronically through the HHS Online Bid Room; late submissions are not accepted. Place of performance is the DSHS Laboratory in Austin.