16-14 Nutrient Analyzer.pdf

BID 16-14

Nutrient Analyzer

Worcester State University

486 Chandler Street Worcester, MA 01602

Bid 16-14 Nutrient Analyzer October 19, 2015

Worcester State University, an agency of the Commonwealth of Massachusetts, is soliciting bids for the purchase of a new Nutrient Analyzer as specified on page 3.

The Bids must be submitted on the forms supplied by the University for receipt NO LATER THAN November 6, 2015 at 10:00 AM, at which time they will be publicly opened and read. Mail or deliver bids SEALED AND NOTING “BID # 16-14 Nutrient Analyzer” TO THE PURCHASING OFFICE AT THE ABOVE ADDRESS. No fax or email responses will be accepted.

Prices quoted must be available for acceptance for at least thirty (30) days after the bid opening date unless otherwise noted in your bid.

All prices must be submitted on a net basis. Cash, trade and quantity discounts to be reflected in bid prices. Delivery free of all charges to Worcester State University, Worcester, MA.

Firm Name: ___________________________________

Contact Individual: ___________________________________

Address: ___________________________________

Telephone: ___________________________________

Fax: _________________________________

E-mail: _________________________________

By: ___________________________________

(SIGN YOUR BID IN INK)

Date: __________________________________

___ I have received and reviewed the Bid and all amendments to Bid #16-14.

Bid #16-14

Worcester State University is currently inviting competitive bids for the purchase of a nutrient analyzer as specified on page 3.

The University reserves the right to accept the proposal deemed best for the Commonwealth of Massachusetts and the University. Upon inspection at the time of delivery, any materials not in accordance with specifications will be returned at the Contractor’s expense.

Schedule of Events

Questions due in by October 29, 2015 @ 4:00 PM

Responses Posted on CommBUYS November 2, 2015 by 5:00 PM

Bid Closing November 6, 2015 @ 10:00 AM

Bids will be publically opened in the Administration Building, Room 330

At 10:00 AM on November 6, 2015. Late bids will not be accepted.

All questions to be forwarded to Brenda Bussey by email at bbussey@worcester.edu

If at the time of the scheduled bid opening, Worcester State University is closed due to uncontrolled events such as fire, snow, ice, wind, or building evacuation, the bid opening will be postponed until 2:00 PM on the next normal business day. Bids will be accepted until that date and time.

mailto:bbussey@worcester.edu

Nutrient Analyzer Specifications – A Specification Sheet MUST be included with the bid.

Looking to purchase an automated, discrete photometric analyzer for nutrient analysis. The analyzer shall meet the following specifications:

1) Automated, computer driven system using Windows based software with direct USB connectivity

2) Consist of a compact, tabletop form-factor (ie. less than 24” length x 24” depth).

3) Perform up to 7 discrete, sequential analyses without operator intervention.

4) Minimum analyses must include nitrite, nitrate, ammonia, phosphate, phosphorous, total Kjeldahl Nitrogen, silicate.

5) The robotics system must provide immediate, on-demand start-up, automated method changeover, and automated shutdown under computer control with no operator intervention,

6) Provide automatic dilution of samples and standards,

7) The system must be equipped with a 10 mm Path Length temperature-stabilized optical quality glass self fill cuvette and automate complete washout between samples.

8) The software must perform closed-loop data quality monitoring and control and automatic reporting of results without any further analysis needed to generate concentrations.

9) Reliable technical support.

Also needed is a hot block kjeldahl digestion system for automated acid digestions. Must meet the following specifications:

1) Capable of digesting 25 to 50 laboratory samples simultaneously.

2) Microprocessor controlled for complete unattended overnight operation.

3) Small footprint.

4) Capable of automated and replicating multistep (up to 30 steps) digestion methods.

5) Ability to maintain digests and protect samples in the event of power failure.

Warranty:

Must include a minimum warranty of one (1) year parts labor. Service to be performed by Manufacturer Authorized Service technicians with a response time of no more than 24 hours.

Pricing Summary Sheet for Creaser

Nutrient Analyzer $_________________

Hot Block Kjeldahl Digestion System $_________________

Total Cost – Note any discounts for system purchase_______________ $__________________

Note any deviations from options above: ____________________________________________

Length of Warranty period if greater than 1-year parts and labor: ________________

Annual Maintenance Agreement after the minimum warranty period. $_________________

Response time for service calls (Must be 24 hours or less.): _________________

Firm Name_______________________________________________________________________

Authorized Signature Date

General Specifications:

The terms of 801 CMR 21.00: Procurement of Commodities and Services are incorporated by reference into this bid. Words used in this bid shall have the meanings defined in 801 CMR 21.

Additional definitions may also be identified in this BID. Unless otherwise specified in this BID, all communications, responses, and documentation must be in English, all measurements must be provided in feet, inches, and pounds and all cost proposals or figures in U.S. currency. All times listed are Eastern Standard Time. All responses must be submitted in accordance with the specific terms of this BID. No electronic responses may be submitted in response to this BID.

1. General Information Bidder Communication: Bidders are prohibited from communicating directly with any employee of the procuring department except as specified in this BID, and no other individual Commonwealth employee or representative is authorized to provide any information or respond to any question or inquiry concerning this BID. Bidders may contact the contact person for this BID in the event this BID is incomplete or the bidder is having trouble obtaining any required attachments electronically through CommBUYS.

Reasonable Accommodation: Bidders with disabilities or hardships that seek reasonable accommodation, which may include the receipt of BID information in an alternative format, must communicate such requests in writing to the contact person. Requests for accommodation will be addressed on a case-by-case basis. A bidder requesting accommodation must submit a written statement that describes the bidder’s disability and the requested accommodation to the contact person for the BID. The Procurement Management Team (PMT) reserves the right to reject unreasonable requests.

Public Records: All responses and information submitted in response to this BID are subject to the Massachusetts Public Records Law, M.G.L., Chapter 66, Section 10, and to Chapter 4, Section 7, Subsection 26. Any statements in submitted responses that are inconsistent with these statutes shall be disregarded.

Best Value Selection and Negotiation: The PMT may select the response(s) which demonstrates the best value overall, including proposed alternatives that will achieve the procurement goals of the department. The PMT and a selected bidder, or a contractor, may negotiate a change in any element of contract performance or cost identified in the original BID or the selected bidder’s or contractor’s response which results in lower costs or a more cost effective or better value than was presented in the selected bidder’s or contractor’s original response.

Costs: Costs which are not specifically identified in the bidder’s response, and accepted by a department as part of a contract, will not be compensated under any contract awarded pursuant to this BID. The Commonwealth will not be responsible for any costs or expenses incurred by bidders responding to this BID.

CommBUYS: This BID has been distributed electronically using the CommBUYS system. BID attachments that are referenced are available either as separate .pdf files with this BID or in the CommBUYS Forms and Information section: https://www.commbuys.com/bso/. Bidders are solely responsible for obtaining and completing the required attachments that are identified in this BID and for checking CommBUYS for any addenda or modifications that are subsequently made to this BID or attachments. The Commonwealth and its subdivisions accept no liability and will provide no accommodation to bidders who fail to check for amended BIDs and submit inadequate or incorrect responses. Bidders are advised to check the "last change" field on the summary page of BIDs for which they intend to submit a response to ensure that they have the most recent BID files. Bidders may not alter (manually or electronically) the BID language or any BID component files.

Modifications to the body of the BID, specifications, terms and conditions, or which change the intent of this BID are prohibited and may disqualify a response.

Prompt Payment Discounts (PPD):

All bidders responding to this procurement must agree to participate in the Commonwealth Prompt Payment Discount (PPD) initiative for receiving early and/or on-time payments, unless the bidder can provide compelling proof that it would be unduly burdensome. PPD benefits both Contractors and the Commonwealth. Contractors benefit by increased, usable cash flow as a result of fast and efficient payments for commodities or services rendered.

The requirement to use PPD offerings may be waived by the PMT on a case-by-case basis if participation in the program would be unduly burdensome on the bidder. If a bidder is claiming that this requirement is a hardship or unduly burdensome, the specific reason must be documented in or attached to the PPD offering form. The PMT will consider such requests on a case-by-case basis.

Bidders must note their prompt pay discount on their invoices. The turn-around time for payments will be measured from a) date services were rendered, goods received or b) receipt of a valid and accurate invoice, whichever is later.

Northern Ireland Notice and Certification: All bidders must complete the Northern Ireland Notice and Certification form to satisfy M.G.L. c.7 section 22C, which states that no state agency may procure commodities or services from any bidder employing ten (10) or more employees in an office or other facility located in Northern Ireland unless the bidder certifies through the notice and certification form that if it employs ten or more employees in Northern Ireland, a) the bidder does not discriminate in employment, compensation or the terms, conditions and privileges of employment on account of religious or political belief, b) the bidder promotes religious tolerance within the workplace and the eradication of any manifestations of religious and other illegal discrimination and, c) the bidder is not engaged in the manufacture, distribution or sale of firearms, munitions, including rubber or plastic bullets, tear gas, armored vehicles or military aircraft for use or deployment in any activity in Northern Ireland.

Subcontracting Policies: Prior approval of the department is required for any subcontracted service of the contract. Contractors are responsible for the satisfactory performance and adequate oversight of its subcontractors. Subcontractors are required to meet the same state and federal financial and program reporting requirements and are held to the same reimbursable cost standards as contractors.

Affirmative Market Program (AMP): Massachusetts Executive Order 390 established a policy to promote the award of state contracts in a manner that develops and strengthens Minority and Women Business Enterprises (M/WBEs). As a result, M/WBEs are strongly encouraged to submit responses to this BID, either as prime vendors, subcontractors, joint venture partners or other type of business partnerships.

Non-certified bidders are strongly encouraged to develop creative initiatives to help foster new business relationships with M/WBEs within the primary industries affected by this BID. In order to satisfy the compliance of this section and encourage bidder’s participation of AMP objectives, the Affirmative Market Plan for large procurements greater than $50,000 must be evaluated at 10% or more of the total evaluation. Once an AMP Plan is submitted, negotiated and approved, the agency will then monitor the contractor’s performance, and use actual expenditures with SOMWBA certified contractors to fulfill their own AMP expenditure benchmarks. M/WBE participation must be incorporated into and monitored for all types of procurements regardless of size, however, submission of an AMP Plan is mandated only for large procurement over $50,000.

Agencies may require some or all of the following components as part of the Affirmative Market Program Plan submitted by bidders: Sub-contracting with certified M/WBE firms, Growth and

Development activities to increase M/WBE capacity, Ancillary use of certified M/WBE firms, Past Performance or information of past expenditures with certified M/WBEs. Agencies are encouraged to include additional incentives for bidders to commit to at least one certified MBE and WBE in the submission of AMP plans.

M/WBEs are required to submit an up to date copy of their State Office of Minority and Women Business Assistance (SOMWBA) certification letter.

A Minority Business Enterprise (MBE), Woman Business Enterprise (WBE), M/Non-Profit, or W/Non-Profit, is defined as such by SOMWBA. All certified businesses are required to submit an up to date copy of their State Office of Minority and Women Business Assistance (SOMWBA) certification letter. The purpose for this certification is to participate in the Commonwealth’s Affirmative Market Program for public contracting. Minority- and Women-Owned firms that are not currently certified but would like to be considered as an M/WBE for the purpose of this BID should submit their application at least two weeks prior to the BID closing date. For further information on SOMWBA certification, contact their office at 1-617-727-8692 or via the Internet at www.ma.gov/somwba.

Affirmative Market Program Subcontracting Policies: Prior approval of the agency is required for any subcontracted service of the contract. Agencies may define required deliverables including, but not limited to, documentation necessary to verify subcontractor commitments and expenditures with Minority- or Women-Owned Business Enterprises (M/WBEs) for the purpose of monitoring and enforcing compliance of subcontracting commitments made in a bidder’s Affirmative Market Program (AMP) Plan. Contractors are responsible for the satisfactory performance and adequate oversight of its subcontractors. Subcontractors are required to meet the same state and federal financial and program reporting requirements and are held to the same reimbursable cost standards as contractors.

Indemnification: Unless otherwise exempted by law, the contractor shall indemnify and hold harmless the State, its agents, officers and employees against any and all claims, liabilities and costs for any personal injury or property damages, patent or copyright infringement or other damages that the State may sustain which arise out of or in connection with the Contractor’s performance of a Contract, including but not limited to the negligence, reckless or intentional conduct of the contractor, its agents, officers, employees or subcontractors. The Contractor shall at no time be considered an agency or representative of the Department or the State. After prompt notification of a claim by the State, the Contractor shall have an opportunity to participate in the defense of such claim and any negotiated settlement agreement or judgment. The State shall not be liable for any costs incurred by the Contractor arising under this paragraph. Any indemnification of the Contractor shall be subject to appropriate and applicable law.

Brand Name or Equal: Unless otherwise specified in this BID, any reference to a particular trademark, trade name, patent, design, type, specification, producer or supplier is not intended to restrict this BID to any manufacturer or proprietor or to constitute an endorsement of any commodity or service, and the department may consider clearly identified offers of substantially equivalent commodities and services submitted in response to such reference.

Alternatives: A response which fails to meet any material term or condition of the BID, including the submission of required attachments, may lose points or be deemed unresponsive and disqualified. Unless otherwise specified, bidders may submit responses proposing alternatives which provide equivalent, better or more cost effective performance than achievable under the stated BID specifications. These alternatives may include related commodities or services that may be available to enhance performance during the period of the contract. The response should describe how any alternative achieves substantially equivalent or better performance to that of the BID specifications.

http://www.ma.gov/somwba

The department will determine if a proposed alternative method of performance achieves substantially equivalent or better performance. The goal of this BID is to provide the best value of commodities and services to achieve the procurement goals of the department. Bidders that propose discounts, uncharged commodities and services or other benefits in addition to the BID specifications may receive a preference or additional points under this BID as specified.

Contractors may also propose alternatives for equivalent, better or more cost-effective performance than specified under the Contractor’s original response to enable the department to take advantage of enhanced technologies, commodities or services which become available during the term of the contract.

Contract Expansion: If additional funds become available during the contract duration period, the department reserves the right to increase the maximum obligation to some or all contracts executed as a result of this BID or to execute contracts with contractors not funded in the initial selection process, subject to available funding, satisfactory contract performance and service or commodity need.

Pricing: Price Limitation. The bidder must agree that no other customer of similar size and similar terms and conditions shall receive a lower price for the same commodity and service during the contract period, unless this same lower price is immediately effective for the Commonwealth.

The bidder must also agree to provide current or historical pricing offered or negotiated with other governmental or private entities at any time during the contract period upon the request of the contract manager.

Emergency Standby Commodities and/or Services: Due to a declaration of a state of emergency where the safety and well being of Commonwealth citizens are at risk, the Commonwealth of Massachusetts may request specific commodities and/or services from its Contractors. Contractors may be called upon to supply and/or deliver to the Commonwealth on a priority basis such commodities and/or services currently under contract.

Such accommodations may be requested from a Contractor during an actual emergency. To accommodate such requests, Contractors may be requested and must make every effort to service these requests to the best of their ability from regular sources of supply at the rates set forth in any standard contract resulting from this BID.

Return Policy: The bidder must include their written return policy with their responses.

Replacements will be delivered as in accordance with the department’s request. If no return policy is specified and therefore accepted as part of this contract, then their contract will assume that the department can return items to the contractor for up to one year for a full refund. In addition, there will be no charge for returns, e.g., freight, re-stocking, etc.

Shipping, Freight, Delivery, Handling or Fuel Charges: Delivery will be F.O.B. destination with no shipping, freight, delivery, handling, fuel charges or any other additional charge. Payments of this nature will not be processed under this contact.

Purchase Order Numbers: Contractors will be responsible for obtaining an approved purchase order number from the procuring fiscal department for all services and/or outright purchases. This purchase order number should appear on all correspondence such as the invoice, packing slip or work order. No service or delivery shall be performed unless an approved purchase order number is assigned or unless an authorized Department of Correction employee has expressed that the purchase of item or service is an emergency. In the case of an emergency, the contractor shall immediately call the appropriate fiscal office for verification on that day or the next business day, if it is on a weekend or holiday.

Payment: Invoices should be sent to the Accounts Payable Department (accountspayable@worcester.edu) after the delivery or service performance. Invoices shall be date stamped when received by the department. It is highly encouraged that the contractors attach the work order or delivery slip that is signed by the receiving department.

Order Receipt and/or Work Completion Receipt: The contractor is required to obtain department employee signatures as verification of shipment and/or work completion. It is highly encouraged that a copy of said document is attached to their invoice. Work orders or work completions shall state the number of hours and the exact times in which the contractor performed their service.

Terms and Conditions: The department is not obligated and should not complete, sign or execute any vendor’s contract or other terms and conditions. It must be clearly understood that the Massachusetts Terms and Conditions supersede any contractor or vendor contract, invoice or other terms and conditions. If, by chance, any said contractor or vendor contracts, invoices or other terms and conditions are signed, it is immediately considered void.

Bid/Response Rejection: The department reserves the right to reject any or all bids (responses), in whole or in part and for any reason deemed necessary.

Contract Termination: The department reserves the right to amend or terminate the contract in whole, or with any number of contractors, with or without cause, at any time, without prior notice and upon any time felt necessary by the department.

Proposals must be submitted using pages 1 and 3 of this BID supplied by the University.

Should the bidder find discrepancies in or omissions from the specifications, or shall be in doubt as to their meaning, he/she shall at once notify the University by email. The University will not be responsible for any oral instructions. In turn, if the University desires, it will notify the other bidders by posting on CommBuys. Any bulletins and/or addenda issued during the time of bidding are to be covered in the proposal and closing the contract thereof.

Proposals must also include prompt-pay attachment, specification sheets and return policy.

The Contractor shall execute a W-9 Taxpayers ID number and Commonwealth Terms and Conditions within 5 working days of receipt of notification of award from the University.