Sole Source- Service Contract for maintenance and repairs for lab instruments

The Department of State Health Services in Texas is soliciting a sole-source service contract for comprehensive maintenance and repair of laboratory instruments used in critical testing areas including lead screening, biothreat detection, chemical threat analysis, and inorganic and radiochemistry testing. The contract, identified as HHS0017134 and governed under NAICS code 811210, requires the selected contractor to provide unlimited on-site service visits and round-the-clock technical support via phone, email, and online channels for specified PerkinElmer equipment such as the VICTOR NIVO, Zephyr SPE Workstation, and TRI-CARB 5110TR, with all repairs to be performed exclusively by manufacturer-approved personnel using only original equipment manufacturer parts—refurbished components are strictly prohibited. The base contract term begins September 1, 2026, and runs through August 31, 2027, with options to renew for up to four additional one-year periods and a potential one-year extension beyond all renewals. All pricing must be submitted via Exhibit C as firm, fixed, all-inclusive rates covering labor, materials, shipping, travel, and all related expenses, with no automatic price adjustments permitted and any future reductions required to be implemented immediately and reported in writing. The contractor must respond to all service requests within four business hours and ensure on-site repairs are completed within three business days of notification. Work must be conducted Monday through Friday, 8 a.m. to 5 p.m. Central Time, and preventative maintenance visits must be scheduled at least ten business days in advance, with final service reports due within 48 hours of completion. The primary performance location is 1100 W 49th St, Austin, TX, though the agency reserves the right to modify service locations with 30 days’ written notice. The contractor is fully responsible for all shipping costs and arrangements for parts and equipment and must comply with stringent insurance mandates including workers' compensation and employer’s liability coverage of $1,000,000 per accident and per employee, along with an aggregate umbrella liability policy of $1,000,000. Invoices must be submitted monthly, itemized per service, include the contract number and detailed description of work performed, and are subject to agency approval before payment—per diem, travel, hotel, phone calls, office space, and other incidental expenses are non-reimbursable. The contractor must comply with all state