INVITATION FOR BID BID NUMBER: CB-16-052 Submit to: DESCRIPTION: Leica DM750 P Microscope BUYER: Rhonda Boyd BID OPENING: March 1, 2016, 10:00 AM,CST Rhonda Boyd Rhonda.Boyd@uafs.edu FAX (479) 424-6072 BIDS MAY BE MAILED, FAXED, OR EMAILED, BUT RECEIVED NO LATER THAN 10:00 A.M., CST ON MARCH 1, 2016. BIDS RECEIVED AFTER THAT DATE AND TIME WILL NOT BE CONSIDERED. FOR STANDARD TERMS & CONDITIONS, PLEASE VISIT OUR WEBSITE: http://www.uafs.edu/procurement/standard-terms-and-conditions Company Name: Phone: Address: Cell: City Fax: State & Zip Code: Email: VENDORS WHO DO NOT WISH TO RESPOND TO A BID ARE NOT REQUIRED. HOWEVER, VENDORS NOT RESPONDING AND/OR SUBMITTING A NO BID RESPONSE TO THREE CONSECUTIVE BID INVITATIONS FOR THE REQUESTED COMMODITY MAY BE REMOVED FROM THE UNIVERSITY S BIDDER LIST. 1
SECTION 1 GENERAL INFORMATION 1.1 ACCEPTANCE OR REJECTION OF BIDS Unless otherwise specified, the award will be made to the responsible and responsive bidder who has submitted the lowest overall bid that meets the requirements and criteria set forth in the invitation for bids, provided the bid price is reasonable, and does not exceed the funds available, and it is in the best interest of the University to accept it. UAFS reserves the right to accept or reject any or all bids and to waive any formalities not subject to Arkansas Statute. Bid will be awarded on an "all or none" basis. 1.2 BID AWARD A purchase order will be sent to the awarded vendor. 1.3 INVOICING To ensure timely payment, original invoices must be mailed to Accounts Payable, UAFS, P.O. Box 3649, Fort Smith, AR 72913-3649. All invoices must be billed in the name of the University, not to any individual. The vendor shall be paid upon satisfactory receipt of goods or services with terms of Net 30 days after receipt of invoice. 1.4 TAXES UAFS is not tax exempt from paying sales or use tax except on those items that are specifically exempt by law. If any out-of-state vendor is not set up to collect Arkansas sales tax, such tax will be accrued and remitted directly to the Department of Finance & Administration, State of Arkansas. 1.5 STANDARD TERMS & CONDITIONS UAFS Standard Terms and Conditions are applicable to all formal and competitive bids released by the University. 2
SECTION 2 STATE REQUIREMENTS 2.1 MINORITY POLICY It is the policy of the State of Arkansas and this University that Minority Business Enterprises shall have the maximum opportunity to participate in the State Procurement process. Therefore, the University encourages all minority businesses to compete for, win, and receive contracts for goods, services, and construction. Also, the State encourages all companies to subcontract portions of any state contract to Minority Business Enterprises. If contractors are unable to include minority owned businesses as subcontractors, they may explain the circumstances preventing minority exclusion. MINORITY PURCHASING REPORTING. The Minority Business Economic Development Act (A.C.A. 15-4-301 through 15-4-314) at 15-4-303(2) defines a "Minority" as "a black citizen or black lawful permanent resident of the State of Arkansas, black African American, Hispanic American, American Indian, Asian American, Pacific Islander American, or a service-disabled veteran as designated by the United States Department of Veteran Affairs." For purchasing records and informational purposes only, pursuant to 15-4-312 (State Agency Reports) please designate below if you, as an individual, or as a company 51% (minority owned) qualify as being a minority business. YES NO 2.2 EO 98-DISCLOSURE Pursuant to Executive Order 98-04 which establishes mandatory guidelines and procedures to be followed in the areas of employment, grants, contracts and purchasing to prevent waste, abuse or the appearance of impropriety and to create a clearinghouse for grants and contracts for state government, we must require as a condition of this invitation for bid, that you disclose any relationship with the State of Arkansas. As an individual, you must disclose whether you are a current or former: member of the general assembly, constitutional officer, board or commission member, state employee, or the spouse or immediate family member of any of the persons described in this sentence. If you are a non-individual entity, you must disclose (i) any position of control, or (ii) any ownership interest of 10% or greater, that is held by a current or former: member of the general assembly, constitutional officer, board or commission member, state employee, or the spouse or immediate family member of any of the persons described in this sentence. 2.3 EQUAL EMPLOYMENT OPPORTUNITY POLICY In compliance with Act 2157 of 2005, UA Fort Smith requires that prior to accepting a bid proposal, RFQ, or entering into negotiations for a professional consultant services contract, any entity or person interested in contracting with the University must submit a copy of their most current equal opportunity policy. UA Fort Smith will maintain a file of all vendor EO policies submitted in response to solicitations for our campus. The submission is a one-time requirement but bidders are responsible for providing updates or changes to their respective policies. Bidders that do not have an established EO policy will not be prohibited from receiving a contract award, but are required to submit a written statement to that effect. This act may be viewed at http://www.arkleg.state.ar.us/assembly/2005/r/acts/act2157.pdf 3
2.4 OVER 25,000 BID PROPOSAL/CONTRACTS Pursuant to Act 157 of 2007, Arkansas Code Ann. 19-11-105 the successful bidder must certify prior to award of the contract that they do not employ or contract with any illegal immigrant(s) in its contract with the state Bidders shall certify online at the Vendor Illegal Immigrant Contracting Disclosure Reporting Screen: https://www.ark.org/dfa/immigrant/index.php/user/login The act is printed in full on the website and contains all information regarding any penalties and the procedures for certification by subcontractors. 4
ATTENTION BIDDERS Act 2157 of 2005 of the Arkansas Regular Legislative Session requires that any business or person bidding, responding to a request for proposal, request for qualifications, or negotiating a contract with the State for professional or consultant services, submit their most current equal opportunity policy (EO Policy). Although bidders are encouraged to have a viable equal opportunity policy, a written response stating the bidder does not have such an EO Policy will be considered the bidder s response and will be acceptable in complying with the requirement of Act 2157. Submitting the EO Policy is a one-time requirement. The University of Arkansas Fort Smith Procurement Department will maintain a database of policies or written responses from bidder. NOTE: This is a mandatory requirement when submitting an offer as described above. Please complete and return the attached form with your bid. Should you have any questions regarding this requirement, please contact this office by calling (479)788-7073. Sincerely, Rhonda Caton Agency Purchasing Official 5
REQUIRED EQUAL OPPORTUNITY POLICY INFORMATION (to be completed by businesses or person submitting response) Check appropriate box: EO Policy attached EO Policy previously submitted to UA Fort Smith Procurement Department EO Policy is not available from business or person Company or Individual Name: Title: Date: Signature: 6
INVITATION TO BID Procurement Services PO BOX 3649 FT. SMITH, AR 72913 PHONE 479-788-7072 BID NUMBER OPENING DATE OPENING TIME CB-16-052 March 1, 2016 10:00 A.M. CST Bids are invited for furnishing the item listed below FOB DESTINATION. Follow specifications exactly. If you are awarded the bid, a purchase order will be sent to you. UAFS reserves the right to accept or reject all or any part of your bid. Return forms must be signed by an authorized official. Name (Type or Print) Title Signature Date BIDS MAY BE EMAILED OR FAXED DIRECTLY TO THE UNIVERSITY IN RESPONSE TO THIS INVITATION FOR BID. FOR STANDARD TERMS & CONDITIONS, PLEASE VISIT OUR WEBSITE: http://uafs.edu/procurement/standard-terms-and-conditions 7
Bids are invited for the items listed below. FOB DESTINATION. Follow specifications exactly. Item Quantity Description Unit Cost Total Cost 1 7 Leica DM750 P - Large 178 mm diameter stage for easy specimen placement and viewing of calibrations - Leica EZLite LED illumination saves the cost of replacement lamps and provides a cool white light for over 20 years of average use - EZStore design with Handle and cord wrap allows easy carrying, easy lifting, and protection against microscope component damage - 4-position individually center able nosepiece for exact centration of each objective to the stage rotation axis, for quick and easy change of magnification. Preconfigured Outfits DM 750P LED 40X Transmitted Light Outfit which includes: DM 750P LED Stand with 4 Position center able nosepiece, Koehler Illumination, Polarizer for Transmitted Light, Add on lens for Condensers, Universal Power Supply plus USB Power with integrated connector, circular rotating state with graduations and adjustable brake, LED illumination, Auto off, built in handle and cord wrap, objective centering tools, 2 Object Clamps, Dust Cover, user Manual CD, 30 degree Binocular Pol Tube with eyepiece locking mechanism and orientation key in right eyetube for the Crosshair reticle eyepiece, 10X/20 focusing eyepiece w/eyeguard, 10X/20 focusing eyepiece with eyeguard and Crosshair reticle and pin for orientation, 530nm Lambda Compensator, Analyzer/Bertrand Lens Module, Pol Abbe Condenser 0.85 NA, HI Plan Pol 4X/0.10 NA 18.0mmW.D., HI Plan Pol 10X/0.25 NA 12.0mm W.D., HI Plan Pol 40X/0.65 NA 0.36mmW.D. 2 7 Objectives Objective HI PLAN 20x/0.40 POL Free working distance: 0.9 mm Cover glass: 0.17 Suitable for quantitative Polarization, low strain 3 7 Power Cables U.S. Power Cord Fits the cord wrap of DM500, DM750, DM750P, DM750M stands 8
Item Quantity Description Unit Cost Total Cost 4 1 Camera Leica ICC50 W Microscope Camera with Software - WiFi Mode for Wireless connection to Mobile Devices using Leica Apps or connection to WiFi enabled PC using Leica Imaging Software - HD Mode for Live image 1920x1080p directly to an HD display or for image capture to SD card (No PC required) - PC mode for use with PC and Leica Imaging Software - Network mode for direct connection using Ethernet cable - Fits Leica Compound microscopes in an integrated way between the viewing tube and the stand - Light distribution: 50% visual/50% camera - Interfaces: USB2, HDMI, Ethernet - Maximum Image size 5.0 Mpixel (2592 X 1944) - Complete camera kit contains Camera Module, USB2 cable 1.8m, HDMI cable 2.5m, Leica imaging software for basic image capture and simple measuring and annotation applications, Quick start guide, Safety Booklet 5 1 Computer & Accessories IR Remote Control RC3 - For remotely controlling functions of HD cameras such as capturing, viewing gallery of images on SD card, fine tuning camera settings, etc. - Including battery 2xAA Total: Educational Discount (if any): Shipping (if any): Grand Total: Minimum Required Warranty on: LEICA MICROSCOPE(S): 5 Years on Parts, 2 Years on Labor and Camera (with the exception of FX series camera, DFC3000G and the camera included on the EZ4W, DMS300/1000, which is 1 year warranty), 1 Year on Electronics & Electrical Components Vendor s Initials Do NOT include sales tax in your quote. We are not tax exempt; we are requesting that you quote prices without sales tax for accurate bid comparison. Vendor requires awarded purchase order weeks in advance to ensure delivery by March 31, 2016. 9