REQUEST FOR QUOTATION (RFQ)
ANNUAL MAINTENANCE CONTRACT (AMC) FOR HPLC SYSTEMS

RFQ Reference: AMC-2025-VTX-001  
Issue Date: May 14, 2025  
Proposal Due Date: June 22, 2025  
Contract Award Date: July 15, 2025  
Contract Start Date: August 1, 2025  
Document Version: 1.2  
Classification: CONFIDENTIAL  
Prepared by: Procurement Department  


1. DOCUMENT PURPOSE
This RFQ invites qualified vendors to submit quotations for an Annual Maintenance Contract (AMC) covering High-Performance Liquid Chromatography (HPLC) systems at Vertexa Scientific’s main facility in Cedar Grove, Wisconsin. The goal is to secure reliable technical maintenance aligned with regulatory and operational standards.
2. BACKGROUND & CONTEXT
Vertexa Scientific is a U.S.-based manufacturer of analytical reagents and fine chemicals serving pharmaceutical, diagnostics, and food industries. Our Quality Control and Assurance (QC&A) lab operates in accordance with ISO 17025 and FDA regulations. Timely maintenance of HPLC systems is essential for lab performance and compliance.
3. EQUIPMENT DETAILS
Systems Covered:


5 × Agilent 1260 Infinity II HPLC Systems

Includes: Quaternary Pump, Autosampler, Column Compartment, Diode Array Detector
Integrated with OpenLab CDS



Location: QC&A Laboratory, Cedar Grove, WI


Equipment Inventory:



Asset ID
Model
Serial Number
Installation Date
Warranty Status




HPLC-WI-01
Agilent 1260 Infinity II
VX2603421
June 12, 2022
Expired


HPLC-WI-02
Agilent 1260 Infinity II
VX2603422
June 12, 2022
Expired


HPLC-WI-03
Agilent 1260 Infinity II
VX2605874
August 21, 2022
Expired


HPLC-WI-04
Agilent 1260 Infinity II
VX2607965
January 05, 2023
Expired


HPLC-WI-05
Agilent 1260 Infinity II
VX2608732
February 18, 2023
Expired



4. MAINTENANCE SERVICE REQUIREMENTS
4.1 Preventive Maintenance (PM):

Frequency: Twice annually per unit  
Tasks: Diagnostics, calibration, system cleaning, PQ, wear part replacement  
Reports: Electronic format with calibration data  
Timing: Scheduled to avoid production downtime  

4.2 Corrective Maintenance (CM):

Onsite Response: Within 1–2 business days  
Issue Resolution: Within 3 business days  
Remote Triage: Response within 4 hours  
Coverage: Labor included, parts as per agreement  
Escalation Protocol: Clearly defined escalation ladder  

4.3 Technical Support:

Hours: 8:00 AM – 5:00 PM CST, Monday–Friday  
Channels: Phone, Email, Remote Access  
Log: All interactions must be recorded and reported  

5. COMPLIANCE REQUIREMENTS
5.1 Vendor Qualifications:

Agilent-certified service provider  
ISO 9001:2015 preferred  
At least 3 years of relevant maintenance experience  
Midwest-based team preferred  
Agilent-trained field engineers

5.2 Regulatory Alignment:

Maintenance must align with ISO 17025, FDA 21 CFR Part 11  
Documentation must be audit-ready  
Vendor support may be required during regulatory inspections  

5.3 Recordkeeping:

PDF-format service reports and PQ certificates  
Component traceability required  
Quarterly service and performance reports  

6. COMMERCIAL REQUIREMENTS
6.1 Contract Terms:

12-month term with up to 2 annual extensions  
Clear list of included vs. chargeable services  
Standard payment terms: Net 30 days  

6.2 Service Level Objectives (SLOs):

99% on-time PM completion  
100% PQ success following service  
72-hour resolution for critical issues  
Penalties for repeated SLA violations may be applied  

6.3 Additional Benefits:

Annual operator training (2 hours)  
Guaranteed spare part availability  
Software update compatibility assessment  
Green disposal of replaced components  

7. PROPOSAL EVALUATION CRITERIA



Evaluation Area
Weight




Technical Solution
35%


Vendor Experience & Team
20%


SLA Commitment & Reporting
15%


Pricing & Cost Structure
15%


References & Performance
10%


Value-Added Services
5%



8. TIMELINE



Activity
Date




RFQ Issuance
May 14, 2025


Pre-Bid Conference (Zoom)
June 9, 2025


Proposal Deadline
June 22, 2025


Vendor Selection Complete
July 6, 2025


Contract Finalization
July 15, 2025


Service Start
August 1, 2025



9. PRE-BID CONFERENCE
A virtual pre-bid meeting will be hosted to answer questions and ensure understanding of the scope. Additional queries should be emailed. Consolidated responses will be sent to all vendors.
10. CONTACT INFORMATION
Procurement Contact:

Alex Morgan

Manager – Strategic Procurement

📧 alex.morgan@vertexascientific.com

📞 +1 (414) 555-9073  
Technical Contact:

Dr. Leila Hammond

QC & Regulatory Lead

📧 leila.hammond@vertexascientific.com

📞 +1 (414) 555-9081  
11. APPROVALS



Name
Department
Signature
Date




Alex Morgan
Procurement
__
__


Dr. Leila Hammond
QC & Compliance
__
__


James Lo
Finance
__
__


Carla Moore
Operations
__
__



Vertexa Scientific Inc.

7211 Lakeside Industrial Parkway

Cedar Grove, WI 53013

Website: www.vertexascientific.com

12. TERMS & CONDITIONS
Vendor agreement will be governed by Vertexa’s standard terms, including confidentiality, warranty, indemnity, and force majeure. Disputes will be resolved under Wisconsin law. Legal review is required for any deviations.
13. ETHICS & RESPONSIBILITY
Vertexa enforces fair competition, transparency, and sustainability. All vendors must comply with our Supplier Code of Conduct and uphold standards in safety, labor, and environmental stewardship.

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