Annual PM for Laboratory Microscopes

The Texas Department of State Health Services is seeking competitive bids to establish an annual preventive maintenance contract for 65 laboratory microscopes under solicitation HHS0017120, with a proposed start date of September 1, 2026, and an initial term running through August 31, 2027. The contract may be renewed up to three additional one-year terms, extending through August 31, 2030, with an option for a one-year extension beyond that. All services must be performed in Texas and include one comprehensive annual preventive maintenance and inspection per microscope, along with as-needed repairs that strictly adhere to manufacturer specifications using factory-certified parts and manufacturer-trained service engineers. Detailed reports on all work completed must be submitted within 72 hours of service. The pricing structure is firm, fixed, and all-inclusive, covering labor, materials, equipment, and all related expenses, with no additional reimbursements permitted for travel, per diem, hotel, phone calls, paper, office space, or other incidental costs. Bidders must submit pricing exclusively through Exhibit C, and no price increases are allowed without HHSC’s sole discretion, while any price decreases must be implemented immediately. Compliance with the HHS Uniform Terms and Conditions, Version 3.4, and associated affirmations is mandatory, as is adherence to all federal and state laws including anti-discrimination statutes, E-Verify requirements, and the Texas Prompt Payment Act. Contractors must maintain primary insurance coverage with a waiver of subrogation in favor of HHS, comply with OSHA safety standards, and secure all necessary permits and licenses. The award will be based on best value, considering technical capability, performance delivery, ability to perform, and price, with past performance and negative investigation findings serving as pass/fail gates that can lead to disqualification. All right to work product and intellectual property created under the contract vests exclusively with the state. Responses must be submitted by the June 23, 2026 deadline via email or the HHS Online Bid Room using Microsoft Office formats for general documents and PDF for signed items, with all required certifications, TIN, UEI, EIN, and ownership information included. Failure to comply with submission instructions, include assumptions, or submit exceptions will result in automatic disqualification. Invoices must be submitted within five business days, include a detailed description of work completed matching Exhibit C, and reference the contract number; payment is contingent upon agency acknowledgment of satisfactory performance and must