NOTICE TO VENDORS. Request for Proposal No

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1 NOTICE TO VENDORS Request for Proposal No Sealed bids for Equine telemetry and informatics motion analysis system for the Veterinary Clinical Sciences Department at Iowa State University, Ames, Iowa, will be received at the Purchasing Department, 3616 Administrative Services Building, Iowa State University, Ames, Iowa on, Wednesday June 4, 2008 until 3:00 p.m. C.D.S.T., and then will be publicly opened and read aloud. No Vendor may withdraw a bid for a period of ninety (90) days after scheduled closing time for receipt of bids. Copies of the specifications and other contract documents are on file in the Purchasing Department, 3616 Administrative Services Building, Iowa State University and are available for public inspection. A set of such documents may be obtained from the Purchasing Department, 3616 Administrative Services Building, Iowa State University, Ames, Iowa , or on-line at: Preference will be given to material produced in Iowa and Iowa labor as provided by the Code of Iowa. The University reserves the right to waive irregularities and defects and to reject any or all bids. The University also reserves the right to accept that bid which is deemed to be in the best interests of the University. Dated at Ames, Iowa on this 9 th day of May, 2008 Iowa State University Al Brooks Purchasing Agent Purchasing Department 3616 Administrative Services Building Ames, Iowa

2 SECTION I Specifications Iowa State University requests proposals to provide an Equine telemetry and informatics system suitable for motion studies for the department of Veterinary Clinical Sciences. The University believes a system with the following specification will best meet its research requirements. Vendors may offer alternate systems as long as the functional requirements are substantially met. ISU may consider optical systems that can perform similar measurements. Portable system comprised of: A Hub that is WiFi, GPS and Bluetooth capable. A laptop workstation with at least a 15.4 color display, 120 GB hard drive, CD/DVD R/R drive and 2 GB memory. ISU would prefer a hardened lap top for this application 18 sensor nodes capable of sensing force between 1.7 g to 250 g with a sampling rate of approximately 2 khz and data streaming capabilities of 15 minutes or longer. Levels of sensor accuracy should be mm linear and degrees for angular calculations 12 attachment harnesses (or boots) to position the sensors to hoof, ankle, poll, rump and withers. Data backup capabilities either on a vendor supplied server or server that can be installed and maintained at ISU Cases, cables, and connectors for all system components One year parts and labor warranty on-site Proposal Process and Evaluation The proposal process employed by ISU allows vendors latitude in responding to the needs of our departments. The features and requirements stated above represent our best assessment of the department s technical requirements. Vendors should communicate with ISU to insure they understand the research requirements of the university. Proposals are then submitted by the vendors based on their instrument configurations that will best meet the needs of the university. Proposals for the Equine telemetry and informatics motion analysis systems offered will be evaluated on the following technical criteria based on a consensus of the faculty committee charged with acquiring the new instrumentation. Provide complete literature with offer including software information and technical specifications for all system components offered. For information concerning application and intended use, please contact Dr. Scott McClure at or mcclures@iastate.edu. 2

3 Specifications provided by ISU are intended to reflect the level of performance required to meet our research objectives and is not intended to restrict competition. 3

4 SECTION II Bid Submittal Instructions 2.0 Iowa State University of Science and Technology (also referred to as ISU) in Ames, Iowa, desires to obtain proposals for Equine Telementry and Informatics Motion Analysis System. Proposals should be provided for each available instrument with hardware, firmware and software capabilities satisfying the specifications shown in this Request for Proposal (RFP) (see Form of Bid, to price configurations requested) All Vendors shall be responsible for submitting a point-by-point response to this RFP using an exact copy of the Bid Compliance Form (Attachment A) contained herein (see Section IV). Vendors are to indicate full compliance and/or acceptance to each term, condition and specification or provide a detailed narrative that defines their exception. General statements, i.e., see attached literature, will be considered non-responsive The Vendor shall promptly notify ISU of any ambiguity, inconsistency or error which they may discover upon examination of the bidding document New Equipment Unless otherwise stated, this bid (proposal) request is for new equipment. 2.1 Each Vendor, by submitting a proposal, represents that Vendor has: Read and completely understands the proposal documents Based the proposal upon the materials and equipment described in the proposal documents. 2.2 Bid Acceptance Period and Pricing The offer is firm and irrevocable for ninety (90) days after the June 4, 2008, opening date. 2.3 Receipt and Opening of Proposals Proposals must be submitted in a sealed envelope labeled "Sealed Bid Quote : Equine telemetry and informatics motion analysis system. Your proposal must be received in the ISU Purchasing Department, 3616 Administrative Services Building, by 3:00 p.m., CDST, Tuesday, June 4, Any Proposal received after the date and time specified for receipt of Proposals shall be returned unopened to the sender as non-responsive ISU reserves the right to accept or reject any or all proposals and to waive any informalities in technical or price proposals if such waiver does not substantially change the offer or provide a competitive advantage to any vendor No oral, telephonic or telegraphic, or modifications of proposals will be considered. If a proposal is sent by mail, allowance should be made by the Vendor for the time required for such transmission. The officer whose duty it is to open proposals will decide when the specified time has arrived and no proposal received thereafter will be accepted The legally authorized representative of Vendor shall sign the proposal No responsibility will be attached to any person for premature opening of a proposal not properly identified. 4

5 2.3.6 The laws of the State of Iowa require that at the conclusion of the selection process, the contents of all proposals will be placed in the public domain and be open to inspection by interested parties. Trade secrets or proprietary information that are recognized as such and are protected by law may be withheld if clearly identified as such in the proposal All proposals become the property of ISU and will not be returned to the offeror Proposals may be withdrawn anytime prior to scheduled closing time for receipt of proposals; no proposal may be modified or withdrawn for a period of one year (365 calendar days) thereafter All erasures or corrections shall be initialed by the person(s) signing the proposal Failure to supply information requested is cause for rejection of the proposal as noncompliant ISU expressly reserves the right to negotiate, prior to award, any contract in whole or in part, which may result from this proposal Unnecessarily elaborate brochures and other presentations beyond that sufficient to present a complete and effective proposal are not desired and may be construed as an indication of the offerors lack of cost consciousness. Elaborate artwork, expensive paper and bindings, and expensive visual and other presentation aids are neither necessary nor desired The requesting department requires three (3) copies of your proposal at least one of which must be an original. 2.4 Addenda Any and all interpretations, corrections, revisions, and amendments shall be issued by the ISU Purchasing Department to all holders of proposal documents in the form of written addenda. Such addenda shall be issued so as to be received at least seven (7) days prior to the time set for receipt of proposals. All addenda so issued shall become part of the contract documents and shall be acknowledged in the proposal form Vendors are cautioned to refrain from including in their proposal any substitutions that are not confirmed by written addenda. 2.5 Inquiries Questions relative to the technical specifications of this RFP should be directed to Dr. Scott McClure at Questions relative to the administrative aspects should be directed to Al Brooks at

6 SECTION III ISU STANDARD TERMS AND CONDITIONS General 3.1 Literature All offers must include complete literature describing your offer and providing all relevant technical specifications. Any offer which does not include literature as requested may be considered non-compliant based on an inability to properly evaluate your offer New Equipment Unless otherwise stated, this bid (offer) request is for new equipment. 3.2 Warranty The bidder shall unconditionally warrant the product as being free from defect and capable of performing to the requirements of this offer when operated by ISU within the parameters specified in the manufacturer's specifications. Within one (1) year from final acceptance of said equipment, the bidder shall correct all errors subsequently discovered in the design not due to the fault and negligence of ISU and without charge to ISU Vendor expressly warrants that all goods supplied hereunder shall be merchantable in accordance with the Uniform Commercial Code and Iowa Code sections through Attempts to avoid warranties of merchantability, fitness for a particular purpose and all other express and implied warranties by use of preprinted terms appearing on vendor's forms will be deemed of no effect, and vendor so agrees by responding to this bid solicitation. Vendors are hereby notified and agree that any express wording that waives the above warranties will be grounds for rejection of vendor's bid. Warranties may be considered in the bid evaluation process. 3.3 Remedies Upon Default In any case where the vendor has failed to deliver or has delivered nonconforming goods or services, ISU shall provide a Cure Notice. If after notice the vendor continues to be in default, ISU may procure goods or services and substitution from another source and charge the difference between the contracted price and the market price to the defaulting vendor. ISU Purchasing will assess a five percent (5%) administration fee for any adjustments or credits made as compensation for the vendor s failure to perform. The Attorney General shall be requested to make collection from the defaulting vendor. 3.4 Bid Format Indicate the net cost by line item. Do not list educational, quantity or other discounts separately. 3.5 Evaluation Criteria Offers must include all equipment, supplies and services being offered. No consideration will be given for goods or services offered but not included in the written response to this RFP/RFQ. 3.6 Acceptance Testing Subsequent to completion of installation of equipment, ISU shall perform an acceptance test to verify equipment performance in accordance with the Specification which is attached hereto. Upon successful completion of acceptance testing, ISU shall provide Seller with written notification of acceptance. Title to said equipment shall remain with Seller until receipt of written acceptance from ISU. 3.7 References All offers shall include three (3) references currently using equipment of the type being offered. At a minimum, this shall consist of the names and telephone numbers for each reference. 6

7 3.8 Utility Requirements Bidders must specify all utility requirements essential to the operation of the equipment offered. These shall include, but are not limited to: electricity, compressed air, water, natural gas, etc. 3.9 Physical Dimensions 3.10 Service Indicate the physical dimensions and weight of the largest piece of hardware offered or the minimum size doorway which will accommodate entrance Specify any floor load requirements Specify the minimum working area required for efficient use of the equipment offered All offers shall include current service rates for travel, labor and per diem All offers shall specify the location of the field service representative(s) responsible for this account Specify the parts depot location from which orders for Iowa State University would be shipped State the current price for a one (1) year warranty extension contract Service Training The University may be interested in obtaining service training for a University employee. Please indicate your willingness to permit enrollment of an ISU employee in your service school, the cost of training, the duration of the school, the location, and the next scheduled date Service Equipment In the event the University elects to acquire the service training referenced in the preceding paragraph, the trained technician will need test equipment to perform the service function. Please list the essential test equipment items Used or Demo Equipment Vendors are encouraged to offer used or demo equipment as an alternate. All such offers must include a description of the items offered, a statement relative to the condition of the item(s), and the warranty available. Any order for used or demo equipment will be conditional, subject to acceptance upon inspection by ISU personnel Alternate Bids or Offers An item(s) which deviate(s) from the specifications as stated in Section (I) may be offered as an alternate(s). Any such items must be clearly marked as "alternate". Iowa State University and/or its appointed designee will be the sole authority in determining whether an alternate item(s) will be considered as comparable to and/or compatible with the specifications of this bid request Environmental Requirements List all environmental requirements essential to the operation of the equipment offered. These should include, but are not limited to: temperature range, relative humidity, lighting requirements, etc Delivery Delivery must be accurately quoted as it may be a consideration in making an award. 7

8 Any order resulting from this RFQ/RFP must be shipped complete. No partial shipments will be accepted F.O.B. All quotes must be F.O.B. Destination or exact freight charges must be quoted as a separate item, see Section Installation If requested by ISU All offers must include installation by a fully qualified field service engineer with prior experience installing equipment similar to that offered in your offers Installation shall commence not later than 20 days after delivery and shall be completed no later than 30 days after delivery In submitting this offer, the bidder agrees not to use the results as a part of any commercial advertising without prior approval of ISU Computer Software If applicable, updates or additions to software which improve the performance or capabilities of the unit will be provided at no charge to the University, if such updates or additions become available during the initial warranty period Exceptions Vendors will list any and all exceptions to Iowa State University's specifications, terms and conditions on a separate sheet labeled "Exceptions". This sheet should be attached behind page 1, "Form of Bid". By not including any "Exceptions", vendor agrees to comply with the terms and conditions stated in this documents The terms and conditions of this bid constitute the exclusive agreement between the parties. The terms and conditions cannot be changed without prior written consent of both parties Preprinted Vendor's Terms and Conditions Iowa State University takes exception to any preprinted terms and conditions appearing on vendor's forms associated with this bid solicitation, as well as, any preprinted terms and conditions appearing on subsequent order confirmations and invoices, should vendor receive an order, based on this bid solicitation Termination/Rejection All goods which are rejected for nonconformity with the terms and conditions of this agreement are rejected at vendor's expense and shall be returned at vendor's risk of loss and expense. Buyer reserves the right to terminate for non-conformity Guarantee In filling this order, vendor warrants and guarantees to buyer that the articles are in compliance with sections 5 and 12 of the Federal Trade Commission Act; the Fair Packaging and Labeling Act; the Federal Food, Drug and Cosmetic Act; the Consumer Product Safety Act; the Federal Insecticide, Fungicide and Rodenticide Act; the Federal Hazards and Substance Act; the Fair Labor Standards Act; the Wool Products Labeling Act; the Flammable Fabrics Act; the Occupational Safety and Health Act; and the Federal Anti-Kickback Enforcement Act All packaging, transportation and handling of hazardous materials shall be in accordance with applicable federal and state regulations including, but not limited to, the Material Safety Data Sheet provision of O.S.H.A. Hazard Communication Standard 29 CFR , and Iowa Administrative Code, Section Public Records The laws of the State of Iowa require procurement records to be made public unless exempted by the Code of Iowa. 8

9 3.25 Clean Air and Water Certification Vendor certifies by filling this order, that its facility(s) is not on the Environmental Protection Agency (EPA) List of Violating Facilities. Vendor will immediately notify buyer's purchasing department of the receipt of any communication indicating that any vendor's facilities are under consideration to be listed on the EPA List of Violating Facilities Statement of Current Manufacture In submitting this response, the vendor warrants that the items offered are new and represent the most recent model currently being sold Shipping FOB: Destination, Installed, or as stated below All orders shipped to ISU via common carrier, will be declared at their exact value and fully insured. Insurance which is based on a payout per pound of weight basis is not acceptable. All order acknowledgments must include confirmation of a fully insured shipment This term may only be taken exception to by vendors bidding delivery as F.O.B. Installed or F.O.B. Destination Evaluation The evaluation of RFP's will be based upon, but not limited to, the following criteria: Ability to meet technical specifications (Section I, and 3.29). Delivery dates. Ability to provide satisfactory references. Warranty Responsiveness to RFP terms and conditions. Payment terms Cost 3.29 Demonstration / Review of Literature ISU will evaluate technical merit based not only on those specifications stated in Section I, but also on demonstrations if requested, and/or literature submitted with offers. ISU reserves the right to wave minor differences in the stated specifications, if through demonstration, and, or, review of the literature submitted an offered product is found to be substantially compliant, and its purchase would be in the University s best interest Specifications Provided. Specifications provided in this RFP may be linked to a particular product or brand are not intended to restrict competition, but rather serve as a reference to quality and performance levels desired. 9

10 SECTION IV FORM OF BID RFQ #: Title: Equine telemetry and informatics motion analysis system Vendor Name: Address: Total Bid Price F.O.B. Delivered: Delivery Date: Payment Terms: Cost For One Year Service Contract: REFERENCES #1 Name #2 Name Firm Firm Phone # Phone # #3 Name Firm Phone # Authorized Signature: Name Printed or Typed: Telephone Number: Date: Federal Employment Identification Number: NOTE: Bids may not be considered complete unless this form is completed, signed, and returned with your offer. 10