BIDS MUST BE SEALED AND ADDRESSED TO: State of Wisconsin DOA-3070 (R08/2003)

BIDS MUST BE SEALED AND ADDRESSED TO: State of Wisconsin DOA-3070 (R08/2003)
State of Wisconsin
Wis. Statutes s.16.75
DOA-3070 (R08/2003)
BIDS MUST BE SEALED AND ADDRESSED TO:
AGENCY ADDRESS:
Remove from bidder list for this commodity/service. (Return this page only.)
Bid envelope must be sealed and plainly marked in lower corner with due date and Request for Bid
#SS-1118. Late bids will be rejected. Bids MUST be date and time stamped by the soliciting
purchasing office on or before the date and time that the bid is due. Bids dated and time stamped
in another office will be rejected. Receipt of a bid by the mail system does not constitute receipt of
a bid by the purchasing office. Any bid which is inadvertently opened as a result of not being
properly and clearly marked is subject to rejection. Bids must be submitted separately, i.e., not
included with sample packages or other bids. Bid openings are public unless otherwise specified.
Records will be available for public inspection after issuance of the notice of intent to award or the
award of the contract. Bidder should contact person named below for an appointment to view the
bid record. Bids shall be firm for acceptance for sixty (60) days from date of bid opening, unless
otherwise noted. The attached terms and conditions apply to any subsequent award.
University of Wisconsin-Eau Claire
Purchasing Office, Schofield Hall 103
105 Garfield Ave.
Eau Claire, WI 54701
REQUEST FOR BID SS-1118
Bids MUST be in this office no later than
THIS IS NOT AN ORDER
BIDDER (Name and Address)
April 11 2011; 2:30 PM
Name (Contact for further information)
Steve Slind
Date
715-836-4643
March 28, 2011
Quote Price and Delivery FOB
Destination Phillips Hall and Installed
Fax bids are accepted
Item
No.
1
Quantity
and Unit
1 Each
Fax bids are not accepted
Price
Per Unit
Description
Total
University of Wisconsin-Eau Claire, Materials Science Center
is accepting bids for a Dispersive Raman Microscope
Bids will be accepted per the attached:
Special Conditions of Bid
Standard Terms and Conditions
Itemized Bid Form
Fax Bids Accepted at 715-836-2020
Technical Questions Contact: Laurel McEllistrem
Phone: 715-836-2565 E-mail: [email protected]
Payment Terms
Delivery Time
We claim minority bidder preference [Wis. Stats. s. 16.75(3m)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Minority Business Enterprises. Bidder must be
certified by the Wisconsin Department of Commerce. If you have questions concerning the certification process, contact the Wisconsin Department of Commerce, 5th Floor, 201 W. Washington
Ave., Madison, Wisconsin 53702, (608) 267-9550. Does Not Apply to Printing Bids.
We are a work center certified under Wis. Stats. s. 16.752 employing persons with severe disabilities. Questions concerning the certification process should be addressed to the Work Center
Program, State Bureau of Procurement, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53702, (608) 266-2605.
Wis. Stats. s. 16.754 directs the state to purchase materials which are manufactured to the greatest extent in the United States when all other factors are substantially equal. Materials covered in
our bid were manufactured in whole or in substantial part within the United States, or the majority of the component parts thereof were manufactured in whole or in substantial part in the United
States.
Yes
No
Unknown
In signing this bid we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free
competition; that no attempt has been made to induce any other person or firm to submit or not to submit a bid; that this bid has been independently arrived at without collusion with any other bidder,
competitor or potential competitor; that this bid has not been knowingly disclosed prior to the opening of bids to any other bidder or competitor; that the above statement is accurate under penalty of
perjury.
We will comply with all terms, conditions and specifications required by the state in this Request for Bid and all terms of our bid.
Name of Authorized Company Representative (Type or Print)
Title
Signature of Above
Date
Phone
(
Fax
(
Federal Employer Identification No.
This form can be made available in accessible formats upon request to qualified individuals with disabilities.
)
)
Social Security No. if Sole
Proprietor (Voluntary)
University of Wisconsin-Eau Claire
Bid Number: SS-1118
March 24, 2011
Table of Contents
Section 1: Standard Terms and Conditions
Page
1-3
Section 2: Designation of Confidential and Proprietary Information
4
Section 3: Vendor Agreement
5
Section 4: Special Conditions of Bid
Scope
Minority Business Participation
Bid Response Requirements
Bidder Qualifications
Delivery
F.O.B. Term
On Site Service
Method of Bid
Method of Award
Invoicing and Payment
Possible Purchasers
Additional Information
1. Indemnification
2. Property Damage
3. Technical Contact
4. Insurance Requirements
Notification to Bidders
Safety
Warranty
Energy Star
Environmentally Friendly “Green” Product
Background Checks
Fair Price Analysis
6
6
7
7
7
7
7
8
8
8
8
8
8
9
9
9
9
9
9
Section 5: Dispersive Raman Microscope Requirements and Specifications
General Description
Specific Requirements
10
10-13
Section 6: Itemized Bid Form
Prices
Bidder Information
14
15
Wisconsin Department of Administration
Chs. 16, 19, 51
DOA-3054 (R10/2005)
Page 1 of 3
Standard Terms and Conditions
1.0
SPECIFICATIONS: The specifications in this request are the minimum acceptable. When specific manufacturer and model numbers are used,
they are to establish a design, type of construction, quality, functional capability and/or performance level desired. When alternates are
bid/proposed, they must be identified by manufacturer, stock number, and such other information necessary to establish equivalency. The State of
Wisconsin shall be the sole judge of equivalency. Bidders/proposers are cautioned to avoid bidding alternates to the specifications which may
result in rejection of their bid/proposal.
2.0
DEVIATIONS AND EXCEPTIONS: Deviations and exceptions from original text, terms, conditions, or specifications shall be described fully, on the
bidder's/proposer's letterhead, signed, and attached to the request. In the absence of such statement, the bid/proposal shall be accepted as in strict
compliance with all terms, conditions, and specifications and the bidders/proposers shall be held liable.
3.0
QUALITY: Unless otherwise indicated in the request, all material shall be first quality. Items which are used, demonstrators, obsolete, seconds, or
which have been discontinued are unacceptable without prior written approval by the State of Wisconsin.
4.0
QUANTITIES: The quantities shown on this request are based on estimated needs. The state reserves the right to increase or decrease quantities
to meet actual needs.
5.0
DELIVERY: Deliveries shall be F.O.B. destination freight prepaid and included unless otherwise specified.
6.0
PRICING AND DISCOUNT: The State of Wisconsin qualifies for governmental discounts and its educational institutions also qualify for educational
discounts. Unit prices shall reflect these discounts.
6.1
Unit prices shown on the bid/proposal or contract shall be the price per unit of sale (e.g., gal., cs., doz., ea.) as stated on the request or
contract. For any given item, the quantity multiplied by the unit price shall establish the extended price, the unit price shall govern in the
bid/proposal evaluation and contract administration.
6.2
Prices established in continuing agreements and term contracts may be lowered due to general market conditions, but prices shall not be
subject to increase for ninety (90) calendar days from the date of award. Any increase proposed shall be submitted to the contracting
agency thirty (30) calendar days before the proposed effective date of the price increase, and shall be limited to fully documented cost
increases to the contractor which are demonstrated to be industry-wide. The conditions under which price increases may be granted shall
be expressed in bid/proposal documents and contracts or agreements.
6.3
In determination of award, discounts for early payment will only be considered when all other conditions are equal and when payment terms
allow at least fifteen (15) days, providing the discount terms are deemed favorable. All payment terms must allow the option of net thirty
(30).
7.0
UNFAIR SALES ACT: Prices quoted to the State of Wisconsin are not governed by the Unfair Sales Act.
8.0
ACCEPTANCE-REJECTION: The State of Wisconsin reserves the right to accept or reject any or all bids/proposals, to waive any technicality in
any bid/proposal submitted, and to accept any part of a bid/proposal as deemed to be in the best interests of the State of Wisconsin.
Bids/proposals MUST be date and time stamped by the soliciting purchasing office on or before the date and time that the bid/proposal is due.
Bids/proposals date and time stamped in another office will be rejected. Receipt of a bid/proposal by the mail system does not constitute receipt of
a bid/proposal by the purchasing office.
9.0
METHOD OF AWARD: Award shall be made to the lowest responsible, responsive bidder unless otherwise specified.
10.0
ORDERING: Purchase orders or releases via purchasing cards shall be placed directly to the contractor by an authorized agency. No othe r
purchase orders are authorized.
11.0
PAYMENT TERMS AND INVOICING: The State of Wisconsin normally will pay properly submitted vendor invoices within thirty (30) days of
receipt providing goods and/or services have been delivered, installed (if required), and accepted as specified.
Invoices presented for payment must be submitted in accordance with instructions contained on the purchase order including reference to
purchase order number and submittal to the correct address for processing.
A good faith dispute creates an exception to prompt payment.
12.0
TAXES: The State of Wisconsin and its agencies are exempt from payment of all federal tax and Wisconsin state and local taxes on its purchases
except Wisconsin excise taxes as described below.
The State of Wisconsin, including all its agencies, is required to pay the Wisconsin excise or occupation tax on its purchase of beer, liquor, wine,
cigarettes, tobacco products, motor vehicle fuel and general aviation fuel. However, it is exempt from payment of Wisconsin sales or use tax on its
purchases. The State of Wisconsin may be subject to other states' taxes on its purchases in that state depending on the laws of that state.
Contractors performing construction activities are required to pay state use tax on the cost of materials.
13.0
GUARANTEED DELIVERY: Failure of the contractor to adhere to delivery schedules as specified or to promptly replace rejected materials shall
render the contractor liable for all costs in excess of the contract price when alternate procurement is necessary. Excess c osts shall include the
administrative costs.
(1)
14.0
ENTIRE AGREEMENT: These Standard Terms and Conditions shall apply to any contract or order awarded as a result of this request except
where special requirements are stated elsewhere in the request; in such cases, the special requirements shall apply. Further, the written contract
and/or order with referenced parts and attachments shall constitute the entire agreement and no other terms and conditions in any document,
acceptance, or acknowledgment shall be effective or binding unless expressly agreed to in writing by the contracting authority.
15.0
APPLICABLE LAW AND COMPLIANCE: This contract shall be governed under the laws of the State of Wisconsin. The contractor shall at all
times comply with and observe all federal and state laws, local laws, ordinances, and regulations which are in effect during the period of this
contract and which in any manner affect the work or its conduct. The State of Wisconsin reserves the right to cancel this contract if the contractor
fails to follow the requirements of s. 77.66, Wis. Stats., and related statutes regarding certification for collection of sales and use tax. The State of
Wisconsin also reserves the right to cancel this contract with any federally debarred contractor or a contractor that is presently identified on the list
of parties excluded from federal procurement and non-procurement contracts.
16.0
ANTITRUST ASSIGNMENT: The contractor and the State of Wisconsin recognize that in actual economic practice, overcharges resulting from
antitrust violations are in fact usually borne by the State of Wisconsin (purchaser). Therefore, the contractor hereby assigns to the State of
Wisconsin any and all claims for such overcharges as to goods, materials or services purchased in connection with this contract.
17.0
ASSIGNMENT: No right or duty in whole or in part of the contractor under this contract may be assigned or delegated without the prior written
consent of the State of Wisconsin.
18.0
WORK CENTER CRITERIA: A work center must be certified under s. 16.752, Wis. Stats., and must ensure that when engaged in the production
of materials, supplies or equipment or the performance of contractual services, not less than seventy-five percent (75%) of the total hours of direct
labor are performed by severely handicapped individuals.
19.0
NONDISCRIMINATION / AFFIRMATIVE ACTION: In connection with the performance of work under this contract, the contractor agrees not to
discriminate against any employee or applicant for employment because of age, race, religion, color, handicap, sex, physical condition,
developmental disability as defined in s. 51.01(5), Wis. Stats., sexual orientation as defined in s. 111.32(13m), Wis. Stats., or national origin. This
provision shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising;
layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. Except with respect to
sexual orientation, the contractor further agrees to take affirmative action to ensure equal employment opportunities.
19.1
Contracts estimated to be over twenty-five thousand dollars ($25,000) require the submission of a written affirmative action plan by the
contractor. An exemption occurs from this requirement if the contractor has a workforce of less than twenty-five (25) employees. Within
fifteen (15) working days after the contract is awarded, the contractor must submit the plan to the contracting state agency for approval.
Instructions on preparing the plan and technical assistance regarding this clause are available from the contracting state agency.
19.2
The contractor agrees to post in conspicuous places, available for employees and applicants for employment, a notice to be provided by the
contracting state agency that sets forth the provisions of the State of Wisconsin's nondiscrimination law.
19.3
Failure to comply with the conditions of this clause may result in the contractor's becoming declared an "ineligible" contractor, termination of
the contract, or withholding of payment.
20.0
PATENT INFRINGEMENT: The contractor selling to the State of Wisconsin the articles described herein guarantees the articles were
manufactured or produced in accordance with applicable federal labor laws. Further, that the sale or use of the articles descr ibed herein will not
infringe any United States patent. The contractor covenants that it will at its own expense defend every suit which shall be brought against the
State of Wisconsin (provided that such contractor is promptly notified of such suit, and all papers therein are delivered to it) for any alleged
infringement of any patent by reason of the sale or use of such articles, and agrees that it will pay all costs, damages, and profits recoverable in
any such suit.
21.0
SAFETY REQUIREMENTS: All materials, equipment, and supplies provided to the State of Wisconsin must comply fully with all safety
requirements as set forth by the Wisconsin Administrative Code and all applicable OSHA Standards.
22.0
WARRANTY: Unless otherwise specifically stated by the bidder/proposer, equipment purchased as a result of this request shall be warrant ed
against defects by the bidder/proposer for one (1) year from date of receipt. The equipment manufacturer's standard warranty shall apply as a
minimum and must be honored by the contractor.
23.0
INSURANCE RESPONSIBILITY: The contractor performing services for the State of Wisconsin shall:
23.1
Maintain worker's compensation insurance as required by Wisconsin Statutes, for all employees engaged in the work.
23.2
Maintain commercial liability, bodily injury and property damage insurance against any claim(s) which might occur in carrying out this
agreement/contract. Minimum coverage shall be one million dollars ($1,000,000) liability for bodily injury and property dama ge including
products liability and completed operations. Provide motor vehicle insurance for all owned, non-owned and hired vehicles that are used in
carrying out this contract. Minimum coverage shall be one million dollars ($1,000,000) per occurrence combined single limit for automobile
liability and property damage.
23.3
The state reserves the right to require higher or lower limits where warranted.
24.0
CANCELLATION: The State of Wisconsin reserves the right to cancel any contract in whole or in part without penalty due to non-appropriation of
funds or for failure of the contractor to comply with terms, conditions, and specifications of this contract.
25.0
VENDOR TAX DELINQUENCY: Vendors who have a delinquent Wisconsin tax liability may have their payments offset by the State of Wisconsin.
(2)
26.0
PUBLIC RECORDS ACCESS: It is the intention of the state to maintain an open and public process in the solicitation, submission, review, and
approval of procurement activities.
Bid/proposal openings are public unless otherwise specified. Records may not be available for public inspection prior to issuance of the notice of
intent to award or the award of the contract.
27.0
28.0
PROPRIETARY INFORMATION: Any restrictions on the use of data contained within a request, must be clearly stated in the bid/proposal itself.
Proprietary information submitted in response to a request will be handled in accordance with applicable State of Wisconsin procurement
regulations and the Wisconsin public records law. Proprietary restrictions normally are not accepted. However, when accepted, it is the vendor's
responsibility to defend the determination in the event of an appeal or litigation.
27.1
Data contained in a bid/proposal, all documentation provided therein, and innovations developed as a result of the contracted commodities
or services cannot be copyrighted or patented. All data, documentation, and innovations become the property of the State of Wisconsin.
27.2
Any material submitted by the vendor in response to this request that the vendor considers confidential and proprietary information and
which qualifies as a trade secret, as provided in s. 19.36(5), Wis. Stats., or material which can be kept confidential under the Wisconsin
public records law, must be identified on a Designation of Confidential and Proprietary Information form (DOA-3027). Bidders/proposers
may request the form if it is not part of the Request for Bid/Request for Proposal package. Bid/proposal prices cannot be held confidential.
DISCLOSURE: If a state public official (s. 19.42, Wis. Stats.), a member of a state public official's immediate family, or any organization in which a
state public official or a member of the official's immediate family owns or controls a ten percent (10%) interest, is a party to this agreement, and if
this agreement involves payment of more than three thousand dollars ($3,000) within a twelve (12) month period, this contract is voidable by the
state unless appropriate disclosure is made according to s. 19.45(6), Wis. Stats., before signing the contract. Disclosure must be made to the
State of Wisconsin Ethics Board, 44 East Mifflin Street, Suite 601, Madison, Wisconsin 53703 (Telephone 608-266-8123).
State classified and former employees and certain University of Wisconsin faculty/staff are subject to separate disclosure requirements, s. 16.417,
Wis. Stats.
29.0
RECYCLED MATERIALS: The State of Wisconsin is required to purchase products incorporating recycled materials whenever technically and
economically feasible. Bidders are encouraged to bid products with recycled content which meet specifications.
30.0
MATERIAL SAFETY DATA SHEET: If any item(s) on an order(s) resulting from this award(s) is a hazardous chemical, as defined under 29CFR
1910.1200, provide one (1) copy of a Material Safety Data Sheet for each item with the shipped container(s) and one (1) copy with the invoice(s).
31.0
PROMOTIONAL ADVERTISING / NEWS RELEASES: Reference to or use of the State of Wisconsin, any of its departments, agencies or other
subunits, or any state official or employee for commercial promotion is prohibited. News releases pertaining to this procurement shall not be made
without prior approval of the State of Wisconsin. Release of broadcast e-mails pertaining to this procurement shall not be made without prior
written authorization of the contracting agency.
32.0
HOLD HARMLESS: The contractor will indemnify and save harmless the State of Wisconsin and all of its officers, agents and employees from all
suits, actions, or claims of any character brought for or on account of any injuries or damages received by any persons or property resulting from
the operations of the contractor, or of any of its contractors, in prosecuting work under this agreement.
33.0
FOREIGN CORPORATION: A foreign corporation (any corporation other than a Wisconsin corporation) which becomes a party to this Agreement
is required to conform to all the requirements of Chapter 180, Wis. Stats., relating to a foreign corporation and must possess a certificate of
authority from the Wisconsin Department of Financial Institutions, unless the corporation is transacting business in interstate commerce or is
otherwise exempt from the requirement of obtaining a certificate of authority. Any foreign corporation which desires to appl y for a certificate of
authority should contact the Department of Financial Institutions, Division of Corporation, P. O. Box 7846, Madison, WI 53707-7846; telephone
(608) 261-7577.
34.0
WORK CENTER PROGRAM: The successful bidder/proposer shall agree to implement processes that allow the State agencies, including the
University of Wisconsin System, to satisfy the State's obligation to purchase goods and services produced by work centers certified under the
State Use Law, s.16.752, Wis. Stat. This shall result in requiring the successful bidder/proposer to include products provid ed by work centers in its
catalog for State agencies and campuses or to block the sale of comparable items to State agencies and campuses.
35.0
FORCE MAJEURE: Neither party shall be in default by reason of any failure in performance of this Agreement in accordance with reasonable
control and without fault or negligence on their part. Such causes may include, but are not restricted to, acts of nature or the public enemy, acts of
the government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes and
unusually severe weather, but in every case the failure to perform such must be beyond the reasonable control and without the fault or negligence
of the party.
(3)
STATE OF WISCONSIN
DOA-3027 N(R01/98)
DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION
The attached material submitted in response to Bid/Proposal # SS-1118 includes proprietary and confidential information which
qualifies as a trade secret, as provided in s. 19.36(5), Wis. Stats., or is otherwise material that can be kept confidential under the
Wisconsin Open Records Law. As such, we ask that certain pages, as indicated below, of this bid/proposal response be treated as
confidential material and not be released without our written approval.
Prices always become public information when bids/proposals are opened, and therefore cannot be kept
confidential.
Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in s. 134.90(1)(c), Wis. Stats. as
follows: "Trade secret" means information, including a formula, pattern, compilation, program, device, method, technique or
process to which all of the following apply:
1. The information derives independent economic value, actual or potential, from not being generally known to, and
not being
readily ascertainable by proper means by, other persons who can obtain economic value from its
disclosure or use.
2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.
We request that the following pages not be released
Section
Page #
Topic
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
IN THE EVENT THE DESIGNATION OF CONFIDENTIALITY OF THIS INFORMATION IS CHALLENGED, THE UNDERSIGNED
HEREBY AGREES TO PROVIDE LEGAL COUNSEL OR OTHER NECESSARY ASSISTANCE TO DEFEND THE DESIGNATION OF
CONFIDENTIALITY AND AGREES TO HOLD THE STATE HARMLESS FOR ANY COSTS OR DAMAGES ARISING OUT OF THE
STATE'S AGREEING TO WITHHOLD THE MATERIALS.
Failure to include this form in the bid/proposal response may mean that all information provided as part of the bid/proposal response will be open
to examination and copying. The state considers other markings of confidential in the bid/proposal document to be insufficient. The
undersigned agrees to hold the state harmless for any damages arising out of the release of any materials unless they are specifically identified
above.
Company Name
___________________________________________
Authorized Representative
___________________________________________
Signature
Authorized Representative
___________________________________________
Type or Print
Date
___________________________________________
This document can be made available in accessible formats to qualified individuals with disabilities
(4)
Division of State Agency Services
State Bureau of Procurement
State of Wisconsin
Department of Administration
DOA-3333 (R03/2004)
Vendor Agreement
Wisconsin’s Cooperative Purchasing Service
Wisconsin statutes (s. 16.73, Wis. Stats.) establish authority to allow Wisconsin municipalities to purchase from state contracts.
Participating in the service gives vendors opportunities for additional sales without additional bidding. Municipalities use the
service to expedite purchases. A "municipality" is defined as any county, city, village, town, school district, board of school
directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having the
authority to award public contracts (s. 16.70(8), Wis. Stats.). Federally recognized Indian tribes and bands in this state may
participate in cooperative purchasing with the state or any municipality under ss. 66.0301(1) and (2), Wis.Stats.
Interested municipalities:

will contact the contractor directly to place orders referencing the state agency contract number; and

are responsible for receipt, acceptance, inspection of commodities directly from the contractor, and making payment
directly to the contractor.
The State of Wisconsin is not a party to these purchases or any dispute arising from these purchases and is not liable for
delivery or payment of any of these purchases.
The State of Wisconsin will determine the contractor’s participation by checking a box below.
MANDATORY: Bidders/Proposers must agree to furnish the commodities or services of this bid/proposal to Wisconsin
municipalities. Vendors should note any special conditions below.
OPTIONAL: Bidders/Proposers may or may not agree to furnish the commodities or services of this bid/proposal to
Wisconsin municipalities. A vendor’s decision on participating in this service has no effect on awarding this contract.
A vendor in the service may specify minimum order sizes by volume or dollar amount, additional charges beyond normal
delivery areas, or other minimal changes for municipalities.
Vendor: please check one of the following boxes in response.
I Agree to furnish the commodities or services of this bid/proposal to Wisconsin municipalities with any special
conditions noted below.
I Do Not Agree to furnish the commodities or services to Wisconsin municipalities.
Special Conditions (if applicable):
Signature
Date (mm/dd/ccyy)
Name (Type or Print)
Title
Company
Telephone
(
Address (Street)
City
State
Commodity/Service
)
ZIP + 4
Request for Bid/Proposal Number
This form can be made available in accessible formats upon request to qualified individuals with disabilities
(5)
UW-Eau Claire
March 24, 2011
Dispersive Raman Microscope
Special Conditions of Bid
Request for Bid SS-1118
SCOPE:
The Material Sciences Program at the University of Wisconsin-Eau Claire is requesting bids for a Dispersive Raman
Microscope. The primary function of the microscope will be use in undergraduate laboratory curriculum. Therefore
ease of use, robustness, and ease of setup will be important. As the curriculum is developed and then matures, the ability
of the microscope to be adaptable to a wide variety of experiments will also be important.
Equipment delivery and installation is requested for the earliest possible date of the contractor’s receipt of a purchase
order. Please indicate on the itemized bid form when the earliest delivery and installation date would be.
See SPECIFICATIONS and/or ITEMIZED BID LIST for the minimum acceptable specifications for products desired.
If you are bidding an alternative product, please provide complete specifications (performance features, and descriptive
brochure or detail for units you propose to furnish), clearly identified by manufacturer’s name and catalog number. See
“Standard Terms and Conditions,” items 1.0, 2 .0 and 3.0.
Conditions of bid, which include the word “must” or “shall” describe a mandatory minimum requirement. All
specifications are defined as mandatory minimum requirements unless otherwise stated. If no bidder is able to comply
with a given specification or condition of bid, purchasing reserves the right to delete that specification, condition of bid
or item.
Failure to meet a mandatory requirement could disqualify your bid.
Revisions to this bid may be made only by an official written amendment issued by Purchasing.
Retain a copy of your bid response for your files. If a contract is developed from this request for bid, these documents
will become terms and conditions of the contract.
MINORITY BUSINESS PARTICIPATION:
The UW-Eau Claire is committed to the promotion of minority business in the State’s purchasing program and a goal of
placing 5 percent of its total purchasing dollars with certified minority businesses. Authority for this program is found in
Wisconsin Statutes 15.107(2), 16.75(4), and 16.755 and 560.036(2).
A listing of certified minority businesses, as well as services and commodities they provide is available from Department
of Commerce, Bureau of Minority Business Development, 201 W. Washington Avenue 5th Floor, Madison, WI 53703,
608-261-7729. Questions regarding certification of minority businesses should be directed to DOA Minority Business
Program at 608-267-7806.
(6)
BID RESPONSE REQUIREMENTS:
Send Two Copies of Each
If you are faxing your bid the second copy should be mailed and received at UW-Eau Claire, Purchasing Office
within 2 (two) working days of the due date.
1. Request for Bid form
2. Itemized Bid form
3. Copies of the manufacturer’s product brochure that includes detailed product information
4. Vendor Agreement Wisconsin’s Cooperative Purchasing Service
5. Designation of Confidential and Proprietary Information
BIDDER QUALIFICATIONS:
To be eligible for an award, you must be qualified and be able to provide the following as required. Failure to meet the
qualifications or to provide this information may be cause for disqualification of your bid.
1. Bidder must designate a person in their company to provide on-going communication, coordinate service, answer
questions and expedite delivery.
2. Bidder must be an original manufacturer, distributor or a dealer authorized by the manufacturer to sell the product
bid. All of the manufacturer’s product liability shall apply through bidders contractual relationship with the
manufacturer of the equipment proposed. Bidder shall be able to provide service and support for the equipment and
be an authorized equipment service center.
3. Bidder must be prepared to honor the manufacturer’s standard warranty at a minimum. Indicate the warranty term on
the appropriate line of the itemized bid form.
4. Bidder must be able to provide upon request, by the University, at least three higher education institutions or firms
that the vendor has supplied with a microscope similar to the model being bid. If contacted information received
from these clients or customers will be used to determine if the bidder meets qualifications.
DELIVERY:
Equipment delivery and installation is requested at the earliest possible date after the contractor receives a purchase
order. Please indicate on the itemized bid sheet the delivery schedule.
F.O.B. DESTINATION FREIGHT PREPAID INCLUDED AND INSTALLED:
Products are to be delivered to the designated room in Phillips Science Hall, 101 Roosevelt Avenue, Eau Claire WI
54701. Price will include setup and installation at the designated location. Bid prices are to include all packing,
transportation, set-up, insurance charges and instructional, service and operators manual charges. Installation
schedule shall be coordinated with Laurel McEllistrem 715-836-2565 or another MSC staff member if designated after
an award.
If bidding other than F.O.B. Destination, as stated above, F.O.B. point and shipping charges must be identified on the
Itemized Bid Form. This cost will be added to the bid total for determining the award.
Duty charges (FOB=DDP Destination Duty Paid), if applicable (includes but not limited to documentation fees, freight,
customs clearance, tax, etc.), must be included in the proposed price and referenced as separate costs on the Itemized Bid
List. A copy of the duty free paperwork, with the vendor portion filled out must be submitted to Purchasing at time of
award.
ON SITE SERVICE:
In carrying out the scope of this RFB, the contractor may be required to perform services on University property.
Bidders cost must include all business transportation and insurance charges.
The insurance requirements listed in section 23.0 of the Standard Terms and Conditions are the minimum required by the
State of Wisconsin. The contractor and any subcontractor receiving an award, from this bid must send a certificate of
insurance to the purchasing office at UW-Eau Claire, which indicates compliance, prior to providing services.
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METHOD OF BID:
Bidder shall submit net unit prices and extended totals for items listed on the Itemized Bid Form.
Where it is required, a total lot price must be indicated.
METHOD OF AWARD:
Award shall be made on the basis of the lowest net total price of requirements which is judged to be in the best interest of
the University. Timeliness of delivery may be used in the evaluation of bid submittals when appropriate.
INVOICING AND PAYMENT:
Invoices shall be sent to the Accounts Payable address indicated on the purchase order. All invoices shall reference the
purchase order number. The University must meet a statutory mandate to pay or reject an invoice within 30 days of
receipt of a properly submitted invoice.
POSSIBLE PURCHASERS:
In addition to the UW-Eau Claire, all UW-System campuses, State of Wisconsin agencies and municipalities, shall be
eligible to purchase from this bid or contract if one is developed. Any contract resulting from this bid shall not be
construed as mandatory upon any campus or state agency.
ADDITIONAL INFORMATION:
1. Indemnification: Contractor shall hold the State Harmless and shall indemnify the State and its agencies and
employees against any and all claims, suits, action, liabilities and costs of any kind, including attorney’s fees, for
personal injury or to property arising from the acts or omissions of the Contractor, its agents, officer, employees or
subcontractors. Contractor shall not be liable for any injury or damage as a result of any negligent act or omission
committed by the State.
2. Property Damage: Should university equipment or buildings be damaged as a result of sole negligence of the
contractor during the installation and training the contractor will be responsible for repairing to the original condition
or replacement. The university will have the final say on whether repair or replacement is acceptable.
3. Technical questions regarding this commodity should be directed to Laurel McEllistrem 715-836-2565. Contact
Steve Slind, 715-836-4643 if you have questions regarding this bid.
4.
Insurance Requirements: The contractor shall maintain insurance levels as required in Standard Terms and
Conditions, Section 23.0. A certificate of insurance must be provided prior to beginning work covered by any
contract that results from this solicitation.
If a certificate is required, the contractor shall have added “The Board of Regents of the University of
Wisconsin System, its officers, employees and agents” as additional insured’s under the commercial general,
automobile and contractor’s liability policies on any insurance certificate provided.
NOTIFICATION TO BIDDERS:
The State has implemented a registration service on an internet system called “VendorNet” to enable vendors to receive
notice of all official sealed bids/proposals (over $25,000.00) as solicited by all state agencies.
To obtain information on the state’s bidder registration, please visit the VendorNet web site at
http://vendornet.state.wi.us or call the VendorNet Information Center (1-800-482-7813). In the Madison area, please call
264-7897.
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SAFETY:
Any equipment bid must come complete with all safety shield, decals and warning labels at time of delivery. Equipment
must meet all safety regulations in place for this type of research equipment.
WARRANTY:
The Manufacturer’s standard warranty period shall be offered. Indicate the warranty period on the Itemized Bid Form.
ENERGY STAR:
The State encourages the use of equipment which meets the Environmental Protection Agency (EPA) Energy Star
requirements. The Energy Star Program is a voluntary contract between an Original Equipment Manufacturer (OEM)
and the EPA. It is not mandatory that every device offered meet Energy Star requirements but the bulk of the product
line should be energy efficient.
ENVIRONMENTALLY FRIENDLY “GREEN” PRODUCT:
Contractors are encouraged to identify products that are made of recycled products, that are manufactured using
environmentally friendly production methods, or that can be recycled at the end of their service life. The University will
make every effort to purchase “Green” products where ever feasible or possible based on individual project needs and
funding available.
BACKGROUND CHECKS:
The University requires the contractor to warrant they are supplying employees that have passed
background checks. This includes management, full and part-time staff. The contractor also agrees to
defend, indemnify and hold harmless the Board of Regents of the University of Wisconsin-System, its
officers, employees and agents for any claims, suits or proceeding alleging a breach of this warranty.
FAIR PRICE ANALYSIS:
Purchases made under this contract may require further fair price analysis if only one bidder responds. Bidders should
identify on the Bidder Response Sheet the type of documentation they will provide (i.e. published price list, list of
previous buyers, etc.) to allow the University to complete this analysis. If necessary for the award of the Contract, the
awarded Contractor will be required to provide this documentation prior to the order being issued.
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UW-Eau Claire
March 24, 2011
Bid Specifications
Dispersive Raman Microscope
Request for Bid SS-1118
General Description
The confocal dispersive Raman microscope system must be a state of the art Windows® computer controlled system. It must be equipped
with two lasers, one at 532nm and the other at 785nm, and operate in a confocal manner with both lasers.. Optics choices must be controlled
by the software. The white-light image of the laser-illuminated spot must also be viewable in an eye-safe manner.
All components of the spectrograph and detector should be integrated in the frame of the optical microscope. It is not acceptable if the
spectrometer is separated from the microscope and optically coupled to it by optical fiber.
The system must be equipped with computer-controlled X-, Y-, and Z-stages that can be used, along with software, to map the Raman
spectra along an XY path or the entire XY plane, and autofocussing in the Z direction. The software must be able to reconstruct the data in
three-dimensional plots.
The Raman system shall also provide the capability to study bulk samples using either a fiber optic probe or a cuvette. The analysis of such
bulk samples bypasses the optical microscope. The system must be interfaced with a computer and data analysis software.
Specific Requirements of Raman System
1.1 Microscope: Requirements
a. The system must be equipped with an optical microscope that is an Olympus BX51, its equivalent, or with overall performance
specifications superior to the BX51.
b. The user must be able to view and capture images within the system software all samples illuminated by white light.
c. The system’s microscope must be configured with Koehler illumination.
d. The microscope will be fitted with a 5 position optical turret .The microscope must include at least two achromatic objectives: 10-20X
(typical NA is about 0.25, and typical WD is about 11 mm) and 50-100X (typical NA is about 0.9, and typical WD is about 0.2mm).
e. Upon switching between these objectives, and changing no other spectrometer setting, the visible laser power measured at the sample
through the objectives listed in 1.1.d must not differ by more than 15%.
f. The microscope must be equipped with a USB color camera (1 million pixels or more) for simultaneously visualizing the sample
(illuminated under white light illumination) and the laser spot’s location on the sample.
g. The microscope stage must be equipped with a motorized XY mechanical stage of travel range 50mmx50mm or larger. This XY stage
system must have a lateral resolution of 1 micron or better.
1.2 Lasers: Requirements
a. The system must be configured with two, internally-mounted lasers. Selection of the laser should be fully automated through the
instrument software.
b. One of the lasers will be a solid-state, air-cooled laser operating at 532nm with at least 20mW power.
c. One of the lasers will be a solid-state, air-cooled laser operating at 785nm with at least 90mW power.
d. The system must include Raman and laser filters for the 532nm and 785nm lasers.
e. The laser line cut-off must be 150cm-1 or less.
1.3 Raman and Microscope Optics: Requirements
a. The Raman system must use a dispersive optical design (as opposed to an interferometer optical design) for all operation modes.
b. The Raman system must include coupling optics between the microscope and to the spectrograph, or between the bulk sample analysis
subsystem and the spectrograph.
c. The system must be able to attenuate the laser intensity by the use of neutral density filters as needed. The system’s neutral density
filters will be controlled by the data collection software.
d. The system must be equipped with a flat field spectrograph equipped with entrance slit and an automated multi-grating turret. The
turret must accommodate at least 3 gratings and be automatically chosen by the system, depending on user-selected operation mode.
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1.4 Modes of Data Collection for Raman: Requirements
1.4.1 All modes
a. The Raman microscope must provide a spectral resolution that is at least 2.5 cm-1 across the spectral region with all lasers provided with
the system.
b. The system must allow spectra to be acquired in a continuous scanning mode.
c. The system must be capable of rejecting fluorescence by advanced automated methods. Examples include Raman difference
spectroscopy using shifted Raman laser excitation, iterative concave baseline correction, and confocal rejection.
d. The system must be able to operate under ambient room light and window light without degrading the Raman spectra. The system must
include a safety enclosure equipped with interlocks designed to accommodate eye-safe operation and operation under ambient room
light.
e. The system must automatically calibrate the wavelength for each optical configuration as part of routine use, either during spectra
acquisition or between spectral acquisitions.
1.4.2 Microscope + Raman: Confocal mode
a. The Raman system must be able to acquire spectra in a confocal mode. Operation in a true confocal mode (using a pinhole in the
optical path) is required. “Effective confocal mode” (using a combination of slits and/or reduced pixels at the detector) is
unacceptable. A light-piped (that is, a fiber-optically coupled) confocal mode is not acceptable.
b. The system must include at least two pinhole apertures used to determine the imaging volume in confocal mode, one ranging from
25 to 100 µm, and the other ranging from 50 µm to 300µm in diameter.
c.
The instrument must allow the confocal measurement volume to be set independently of the spectral resolution. It is required that
the confocal volume be determined using a pinhole. It is not acceptable if the spectrograph slit setting needs to be varied to achieve
a desired confocal volume as this will also vary the spectral resolution.
d.
The confocal depth resolution must be 3 µm or less with 532 laser excitation. Demonstration of confocal resolution must not
employ processing evaluation methods.
e.
In order to ensure that the correct measurement area is selected, the laser spot must be observable on the sample using a camera.
Alternatively, the user must be able to select an appropriate spot in a white-light image of the sample, using a “point-and-shoot”
type of operation.
f.
A system camera must be able to image capture the white light illuminated image. For safety reasons, if binocular viewing of the
sample is available, the laser spot must not be observable through the microscope binoculars.
1.4.3 Microscope + Raman: High throughput mode
a.
The Raman system must allow the user to switch to a “high throughput” mode that provides faster data acquisition (or better signal-tonoise) as a software-selectable option. The high throughput aperture can be either a pinhole or a slit as long as the spectral resolution of
the instrument is 2.5 cm-1 or less.
1.4.4 Bulk mode
a. The system must be equipped with a pre-aligned and independent fiber optic Raman probe for non-contact remote Raman spectrum
measurements for bulk samples and/or “in-situ” measurements. The probe must be configured as follows:
i.
A fiber coupling connector will couple the laser beam through a 100micron optical fiber.
ii.
The probe must include a set of laser and Raman filters for the 532nm laser.
iii.
The probe must include 10m of 100µm multimode input and output fibers with SMA connectors.
1.4.5 Mapping mode
a. The XY microscope stage must allow for automated positioning of samples and acquisition of Raman maps.
b. To minimize the Raman map acquisition times, it must be possible to scan a Raman map with an average time per map point of 25
milliseconds or better.
c. The system must be equipped with a computer-controlled XY motorized stage. Stage travel must be at least 50mm in both the X and Y
directions. The step size needs to be less than or equal to 0.5 µm. The system must include a positioning controller, computer interface
card, drive electronics and software for the XY motorized stage.
d. The system must be equipped with a computer-controlled motorized Z stage. The minimum step size must be 0.5 µm.
e. The system must be equipped for independent control of the computer-controlled Z motion and computer-controlled XY stage.
f. The system must be able to autofocus with accuracy and high speed in sync with the motorized Z-stage.
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1.5 Detectors: Requirements
a. The detector must be an open electrode thermo-electric cooled CCD with the following specifications:
a. 1” chip
b. Chip size: 1024x256
c. Pixel size 26 µm2
d. Cooling temperature: -70 Celsius or lower
b. The CCD must be able to acquire the spectral data without spectral distortion in both stationary and continuous scanning modes.
c. The CCD must operate in the MPP/AIMO mode for reduced noise and provide a QE of at least 30% from 200nm to 900nm.
1.6 Computer Interface & Software: Requirements
a. The following must be automated and software controlled:
i.
Pinhole (for confocal Raman spectra acquisition) and/or slit size (for high throughput) selection
ii.
Grating choice
iii.
Neutral density filter choices
iv.
X, Y, and Z motions of the sample stage
v.
Switching between the white light microscope camera and Raman measurement
b. The system must be equipped with spectral database management software, allowing for spectral database generation, management,
search, and export.
c. The software must operate under Windows® XP, or Windows 7.
d. The computer must be equipped with a 20” LCD flat panel display at =1280x1024 pixel resolution.
1.7 Installation and Training: Requirements
a. The supplier shall provide installation, including necessary electrical connections to facilities provided at the installation site,
demonstrate the specified performance of the system, and provide on-location training to thoroughly familiarize user(s) with proper
operation and routine maintenance.
b. The system must operate at 120V.
c. The system must include sample references, adjustment keys, user manuals, and quality control manuals.
d. The supplier shall pre-load the computer and test hardware and software before delivery.
1.8 Warranty: Requirements
a. The computers and lasers shall be covered by the warranty of the manufacturers of these items.
b. The quoted price shall include a warranty of one full year, to commence once the instrument is demonstrated to be fully operable and
meets required specifications.
c. During the warranty period, supplier shall assume responsibility for any and all defects in materials, workmanship, and performance.
d. Repair of instrument while under warranty will include a service call at supplier’s expense within 72 hours, when deemed appropriate
by the user.
1.9 Upgrade options: Requirements
The system must include the option to be upgraded at a time after the point of sale:
a. Polarization control of the laser for Microscope+Raman acquisition - The system must allow for the addition of appropriate waveplates
inside the instrument to provide for circularly polarized light (e.g., by using a half-wave plate), or to allow the user to rotate the plane of
polarized light (e.g., by using a quarter-wave plate) for all lasers when required. This polarization control can be controllable in
software, or be controlled manually by the user.
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2.0 Upgrade options: Not required
The following options are of interest but not required. The vendor is asked to provide a quote for the cost for these possible upgrade pathways,
but will not be used in determining the successful bidder.
a. A macroscopic sample handling system that allows for backscattered macro measurements at 180 and 90 degrees under the microscope
with “Double Pass Macro” for signal enhancement would be an asset. It must be able to hold a cuvette and operate in the visible range.
b.
Microscope - the capability to include a video camera coupled to the binocular sample viewer that allows sample viewing in white light
would be an asset.
c.
The capacity to add at least one additional objective on the microscope would be an asset.
d.
The computer video card that could drive two video displays, allowing the user to display more system information at once would be an
asset.
e.
A two-day user’s course in operation of the system, including supplies, for at least one operator (on-site or at a manufacturer-selected
site) would be an asset.
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UW-Eau Claire
March 24, 2011
Dispersive Raman Microscope
Itemized Bid Form
Request for Bid SS-1118
QTY
Description
1 Each
Dispersive Raman Microscope System per Specifications
And Requirements of the Bid
Item
Price
Extended
Price
_________
__________
Manufacturer: ___________________________
Model: _________________________________
Please List All System Components Included in the Price
On a Separate Page
QTY
Delivery to the Designated Location in Phillips Hall
__________
Installation and Setup per specification 1.7
__________
Staff Training per specification 1.7
__________
TOTAL
$__________
Upgrade Options (not included in the award review):
Description
Price
1 Each
Macroscopic sample handling system per specification 2.0a
Product Number: _________________________________
$___________
1 Each
Microscope per specification 2.0b
Product Number: _________________________________
$___________
1 Each
Capacity to add at least one additional objective on the microscope
Per specification 2.0c
Product Number: ________________________________
$___________
1 Each
Computer video card per specification 2.0d
Product Number: _________________________________
$___________
1 Each
User Course (two days) in operation of the system per specification 2.0e
$___________
Warranty Period for Dispersive Raman Microscope: ______________________________________
If there is a Limited Period of Time That Telephone and Internet Support is offered at No Charge, Indicate the Limit for
This Service: ___________Years
Earliest Possible Delivery Date: _____________________________ after receipt of purchase order.
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UW-Eau Claire
March 24, 2011
Bidder Information:
Company Name: ________________________________________
Address: _______________________________________________
Address: _______________________________________________
Phone: __________________________ Fax: ______________________
Authorized Signature: _____________________________________
_____________________________________
Print Name
Title: __________________________________________________
Date: __________________________________________________
Customer Service Contact: _________________________________
Phone: _____________________ Fax: _____________________
E-mail Address: _______________________________________
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