19-0059 RFB AMD1.docx

Bid No: 19-0059

UNIVERSITY OF WISCONSIN

MADISON, WISCONSIN 53715-1218

Bid prices and terms shall be firm for sixty (60) days from the date of bid opening, unless otherwise specified in this Request for Bid by the UW-Madison Purchasing Services.

Unless otherwise noted, public openings will be on the date and time specified. Award(s), if any, will be made as soon thereafter as possible.

The bid abstract will be on file and is open to public inspection only after award determination has been made.

If NO BID (check here) and return.

19-0059 / AMENDMENT #1 / MODULAR MW-CLASS DC/DC CONVERTER POWER SWITCHING UNITS Amendment #1 is issued to answer questions received from bidders; revise the following sections: 2.2 Scope, 3.2. Applicable Dates, 5.4 Timeliness of Delivery, 5.6 Payment Terms, 5.10 Entire Contract, and 6.3.2 (all changes are noted in RED); update Attachment A; Revise Section 23.0 of Attachment G; and EXTEND the DUE date. If this amendment is not signed and returned, your bid may be disqualified. The DUE DATE has been EXTENDED to: 04/26/2019 2:00 PM CDT. We have enclosed a new return label for your convenience.

In signing this bid, we have read and fully understand and agree to all terms, conditions and specifications and acknowledge that the UW-Madison Purchasing Services bid document on file shall be the controlling document for any resulting contract. We certify that we have not, either directly or indirectly, entered into any contract 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 stated statement is accurate under penalty of perjury. I certify that the information I have provided in this bid is true and I understand that any false, misleading or missing information may disqualify the bid.

By submitting a bid, the bidder certifies that no relationship exists between the bidder and the University that interferes with fair competition or is a Conflict of Interest, and no relationship exists between such bidder and another person or firm that constitutes a Conflict of Interest. Further, bidder certifies that no employee of the University whose duties relate to this request for bid assisted the bidder in preparing the bid in any way other than in his or her official capacity and scope of employment.

The Bidder certifies by submission of the bid that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency.

Company Name:

Company Street Address:

Company City, State & Zip: Date:

Signature:

Type or Print Name:

Title:

Telephone Number: ( ) Fax Number: ( ) Email address:

Fein Number : DUNS #:

QUESTIONS AND ANSWERS FOR UW RFB 19-0059

Q1. Contractor suggests use of a straight chopper rather than buck-boost system, but that would require a different input capacitor bank for stored energy (proposed 1.2 kV -> 450 V) instead of present user-supplied capacitor bank that runs from (450V -> 225 V). Is this acceptable, provided the different energy storage and charging system is furnished by Contractor?

A1. We have not explicitly specified the power supply topology that would meet our requested requirements to allow industry to offer solutions using topologies/technologies that we may be unaware of.

We anticipate a chopper/buck topology would likely not satisfy our requirement 2.e.2 regarding large output common-mode voltage swings. Electromagnetic interference (EMI) in our lab due to such swings is presently high— of order kV/s—and we wish to minimize EMI emissions from new power systems to the extent possible. Therefore, proposed solutions that satisfy 2.e.2 will be given favorable consideration over those that do not.

If a proposed solution would be better off with/require a different capacitor bank/charging system than the present user-provided 450V floating capacitor banks, then that is acceptable for consideration, provided (a) the cost for the new energy storage and charging system is incorporated in the bid; (b) the proposed energy storage system is sufficiently sized to allow operation for the full pulse length; and (c) the charging system provides means to report the charge voltage and be shut down via an external safety system’s logic assertion signal (TTL and/or HFBR-X528 type fiber optic signal).

If a proposed design does not wish to use this energy source, then that will be considered, provided (a) the cost for the new energy storage and charging system is incorporated in the bid; (b) the proposed energy storage system is sufficiently sized to allow operation for the full pulse length; and (c) the charging system provides means to report the charge voltage and be shut down via an external safety system’s logic assertion signal (TTL and/or HFBR-X528 type fiber optic signal).

Q3. The specification is stating: “the required DC/DC converter must provide time-variable gain to account for a drooping capacitor bank and support extraction of ~75% of the available input stored energy. The power switching unit should have: a continuously-variable voltage output, with step-up and step-down output voltage gain capability that can be feedback controlled (e.g. PWM);”

We understand that you need 2 levels of conversion:

· First level is maintaining a steady output of 450V despite capacitor banks drop.

· For this purpose, our understanding is that voltage gain should be 1 to 2, and not 0 to 2 => could you confirm our position, or explain if 0 to 2 is a requirement?

· Does University control voltage gain with PWM? Or output voltage is set to a value, and bidder has to maintain it by its own control?

· Second level is a switch connecting to the load that can be switched on during 25ms to 50ms. During ON time, current is only depending from the resistance value (for example 18,000A for 450V and 35mΩ)

· The specification says 1 pulse every 5 min. However this is not enough for our design => Could you define the functioning cycle and/or life expectancy needed?

A3. We take no position / place no restriction on the bidder’s internal power system topology (buck, buck-boost, Ćuk, SEPIC, etc.) for their proposed solutions. Accordingly, we restrict our gain specification therefore only as ratio of the load output voltage Vo to the (drooping) input capacitor bank voltage Vin.

The intended physics application of these modules is to provide continuously time-variable voltage control to the helicity injector loads. A “worst-case” power supply load would be to drive from 0 -> Vo,max (nominal 400 V in our specification 2.f) in 1 ms (2.i), sustain Vo,max (2.f) at Io,max (2.g) for the t_pulse >= 25-50 ms (2.l), then ramp to zero in 1 ms. We intend to use the voltage gain capability to, for example, implement increasing / decreasing voltage ramps in the t_pulse, or to adjust and hold Vo at level(s) lower than Vo,max during the plasma shot.

Accordingly, a user-requested output voltage gain of zero to two is our intent. Some practical limits on attainable gain due to switch duty cycle limits are expected (e.g., zero gain at zero switching frequency, sub-unity minimum gain -> 2), and was our intent for including requirement 3.a8.

Yes, the University intends to provide the PWM feedback control for actuating the output voltage gain. Bidder-provided feedback control systems are not a requirement for this application.

With respect to the pulse length requirement, the time between Pegasus experimental discharges is 5 minutes. This was intended to provide guidance on any required active cooling for the proposed modules. Any proposed power systems should be capable of delivering the “worst-case” power supply load described above (an operational duration of t_pulse, ~25-50 ms) after a five-minute cooldown period.

As noted above, present Pegasus MW-class power systems are inertially cooled, in large part due to the O(50 ms) pulse lengths of the experiment.

This leads to the control input specification requirement 2.n. For our purposes of designing the (external, University-supplied) feedback controller, we must know the expected response of the proposed module design in response to varied switch duty cycle. For example, an ideal inverting buck-boost converter with a single switching element has a gain transfer function G(D) = Vo(D) / Vin = -D / (1 – D), where D in [0, 1] is the on-time duty cycle of the switching element in a feedback time interval T_feedback = 1/f_feedback, and Vin is assumed to be slowly varying with respect to T_feedback.

Some practical limits on D are expected due to choice of power semiconductor(s), etc., so specifying D_real = [0, Dmin … Dmax] and associated G(D_real) is the desired response to 2.n.

This specification arises from our present experience with multi-MW-class power converters of our own design, where we presently control the conduction states of switches via fiber-optic links. By extension, our intent with specifications 2.n is to control the module using a single fiber-optic logic level signal, with the concept of controlling the internal switching element(s).

However, recognizing the role that industry may have for technologies we are unaware of, specification 2.n.3 allows for alternate / more sophisticated output gain control schemes (e.g. a frequency-to-output voltage gain encoding, with some form of internal feedback control) to be favorably considered.

To be clear, we do not require a dedicated feedback control system to be incorporated into the response for this bid.

Q9. If the input and output components are provided by the Contractor, is it ok for them to sit external to the Cuk supply? We believe there are better locations for them, such as the input inductor sitting in/near the capacitor bank.

A9. Yes. Specify the footprint of any needed cage / rack / etc. for a given module as appropriate. This is the intent behind requirement 3b.

Q10. Our standard IGBT has become obsolete and we need written approval to use them. If Contractor uses different ones, would UW allow Contractor to test some modules using them at their facility?

A10. We seek solutions that can comply with the full terms of the bid contract, including the maintenance/repair provisions. We expect commercially-procured solutions to operate and be serviceable for a reasonably-expected, vendor-specified lifetime of the equipment. The University will conduct acceptance testing pursuant to the terms of the contract (Section 5.5) on-site.

We have the 450 V capacitor banks, charging supply, and associated control systems available for on-site testing for acceptance testing and/or design confirmation prior to a full fabrication/production run. We can provide facility access to these resources if requested by the successful bidder, subject to the experimental program schedule. Vendors should specify any such proposed testing schedule, if required, in the context of proposed time-to-delivery in their responses.

Q11. With respect to Attachment B 2j. The ripple of the supply is defined by the output filter inductor and capacitor. If UW is providing these components, then Contractor has no control over the ripple. If Contractor is providing these filter components, then this spec is in direct contradiction to 2i (output slew rate). Please clarify this apparent contradiction.

A11. As noted in the bid package, the University will provide the input capacitor bank stored energy. Any other necessary components to implement the proposed modular power supply must be furnished by the bidder. We see no inherent contradiction in the specified output voltage ripple and slew rate requirements for the desired power system.

If these specifications are in conflict (or represent an engineering tradeoff for a vendor’s chosen power system topology), our intent is for the desired modules to provide full-scale output voltage change on timescales comparable to that of the plasma phenomena under study (1 millisecond). We anticipate larger voltage ripple would be more detrimental than a slightly slower temporal response.

If particular specifications cannot be met, indicate as such and additionally specify the projected performance metric of the proposed solution. We will judge vendor’s responses in a wholistic manner.

Q12. With respect to Attachment B 2e. Does the Cuk topology with sufficiently size output filter components intrinsically meet these specifications? We believes that it does.

A12. Yes, a Ćuk topology could meet specifications B 2e.

Q13. With respect to Attachment B 2e1. Does Vo = the output voltage of the supply? If not, please clarify what it is.

A13. Yes.

Q14. With respect to Attachment B 2h. We assume the module chassis is grounded and internal the PCB modules are what floats to 5 kV. Please confirm that this is correct, and if not, please clarify.

A14. The proposed electrical topology of a grounded chassis and 5 kV standoff for inputs, internal components, and outputs would meet requirement B 2h.

Q15. With respect to Attachment B 2i. Is meeting this spec important? To achieve this slew rate, the switching frequency will have to be increased (perhaps above 100 kHz) which would significantly raise the price of our system. Attached is a waveform for a switching frequency of ~30 kHz. Is this slew rate sufficient? Can you reconcile this requirement with attachment B 2j which appears to conflict with this requirement?

A15. The furnished plot appears to satisfy the intent of a nominal 400 V/ms slew rate and ripple specification.

If these specifications are in conflict (or represent an engineering tradeoff for a vendor’s chosen power system topology), our intent is for the desired modules to provide full-scale output voltage change on timescales comparable to that of the plasma phenomena under study (1 millisecond). We anticipate voltage ripple would be more detrimental than a slightly slower temporal response.

Q16. With respect to Attachment B 2l1. This is not a yes/no question. Please clarify how to respond.

A16. Answer ‘No (see comment)’, and provide supporting documentation. We will judge vendor’s responses in a wholistic manner.

Q17. With respect to Attachment B 2n3. This is not a yes/no question. Please clarify how to respond.

A17. Indicate ‘N/A’ in your response.

Q18. With respect to Attachment B 3a3. Is it up to Contractor to select the appropriate output connector? If not, please specify the required connector.

A18. The University seeks an integrated solution to its power supply module. Any other necessary components to implement the proposed modular power supply must be furnished by the bidder.

Q19. With respect to Attachment B 3a7. Is this the switching frequency of the internal solid-state switches or is UW asking something about a feedback and control frequency? Please clarify what this refers to.

A19. Requirement B 3a7 is in reference to a feedback / control frequency of the power module for purposes of design of its externally-provided feedback control system.

Q20. With respect to Attachment B 3a8. For the Cuk topology this equation is . Is UW asking for some other equation for this, or is this relation sufficient? If not, please clarify.

A20. This would address requirement B 3a8, assuming all values of D are acceptable, and that the ideal function accurately reflects the module’s performance. We anticipate real systems to have practical restrictions on the allowable duty cycle D due to particular choices of power semiconductor, feedback cycle period, etc. Our intent with specifications of 3a7 and 3a8 is to accurately assess control requirements/implications for vendor’s proposed solutions.

Q21. With respect to Attachment B 3e. We believe that this is a good idea but requiring this will increase the time to full system delivery significantly. Is this correct? Specifically, the timeline would be: Design system -> order parts -> fab proto -> test proto at Pegasus -> order all parts for full build -> fab full build -> test full build -> install and accept full build? The lead time for the needed switches is likely to be long (estimated 3 to 6 months) since the needed quantity are unlikely to be stocked by any vendor. Are there any additional comments regarding the lead time?

A21. Requirement B 3e should not be construed as requiring a two-stage fabrication. Vendors are free to follow any fabrication schedule as long as at least two units are available at the time of acceptance testing. Particular details / tradeoffs / options may be specified in a vendor’s response to requirement B 3d regarding time to delivery.

Q22. With respect to Attachment B 1a, 1b, 2c, 2d, 2f, 2g: These specifications are based on a 20-module system, but Contractor plans to deliver a 30-module system. The 30-module system will meet the intent of all of these specifications, but because the number of modules is different, it will not meet the numeric value specified, since only a 20-module system could do that. This RFQ clearly allows for systems containing other than 20 modules. As such, should it be understood that the listed specifications should be adjusted accordingly, such that their numeric value changes, but the intent remains? Specifically, Contractor will provide 30 modules. Each module will operate at 333 V and 3.2 kA. 6 can be placed in series, by 5 in parallel for a system that delivers 32 MVA. The output of each module will be 1.1 MVA. The gain range that corresponds to the charge voltage falling from 450 V to 225 V is 0 to 1.5. The sustained output voltage of each module will be 333 V, and the sustained output current will be 3.2 kA. The modules can be assembled in different ways to realize outputs that range from 1.1 MVA to 32 MVA, in 1.1 MVA increments. Is this the correct understanding of the listed sections? As described, does this set of 30 modules satisfy the listed requirements? If not, please clearly state why not, and please state what the equivalent requirements would be for a 30-module system based on 6 in series by 5 in parallel.

A22. Section 2.2 on page 7 notes “Variance on the nominal module operating point and total number of modules will be considered if found to be cost-effective following the requested design activity.” Solutions with alternate numbers of modules and concomitant nominal operating point will therefore require numeric value changes; the intent behind these specifications remains. We will judge vendor’s responses in a wholistic manner.

Q23. With respect to section 6, 6.3. Is the intent to have sufficient components on hand to replace the full system within 5 days in the event of a catastrophic failure. If yes, this would require that we build an entire 2nd system to keep on hand in the event of such a failure, and it will double the price of our bid. Is this the intent of this section, or is the intent of this section that Contractor would maintain a few modules and key components on hand for what might be a more likely failure? Please clarify what is required here, and specifically focus on the type of failures that parts need to be on hand within 5 days of. We would suggest that 1 or two modules, and key components for a few more modules would be sufficient. Is this sufficient to meet the requirements of this section?

A23. We agree that for the scope of this custom work a 5-day replacement constraint for a “catastrophic” full system replacement may be a significant cost driver. Our intent is to allow vendors to comment on the repair/maintenance capabilities they offer, and use that as a factor in evaluating bids. We will judge vendor’s responses in a wholistic manner.

Please specify cost and time-to-delivery for two categories of anticipated repair scenarios (or more as vendor finds appropriate): (a) simple repair, e.g. due to component failure, etc. in 1-2 modules; vs. (b) major failure, e.g. due to consequence of unanticipated design flaw requiring service/repair of a significant number of modules.

Q24. With respect to Attachment G 9.0. Is it possible for Contractors to receive a partial payment at start of build to cover the materials cost? If yes, what is the process for putting this into the bid? If partial payment up front for materials is not an option, can either partial payment be made based on specific milestones, or can payment be made with biweekly or monthly invoicing with net 30 terms during the project? If not, can UW suggest other alternatives.

A24. See Revised Section 5.6.

Q25. With respect to Attachment G 23.0. Would it be acceptable for Contractors to wait until the funds have been appropriated so that this risk is removed? Specifically, how would Contractors make sure that the funds have been appropriated prior to starting work, such that if the contract is cancelled, Contractor is not left with unpaid costs. If not, how does UW suggest that this risk be mitigated? As stated, it means Contractors could build the full system, deliver and install it, and then not be paid for the work. Please provide clarity as to how this risk should be addressed and mitigated in bids. If the contract is cancelled due to no appropriation of funds, will Contractor be paid for all work performed up until that point?

A25. See revised Section 23.0 of Attachment G.

OFFICIAL SEALED BID

NUMBER: 19-0059

SHIP FROM:

VENDOR NAME HERE:

ADDRESS:

SHIP TO:

UNIVERSITY OF WISCONSIN-MADISON

PURCHASING SERVICES

21 N PARK ST, SUITE 6101

MADISON, WI 53715-1218

1.1. Bid Response Requirements:

In order for your bid to be considered, the following forms/information must be completed and submitted as part of your bid response. Failure to provide these forms/information with your bid submittal may disqualify your bid.

the specified operating point). A representative application employing a subset of this capability would be an 8 module array configured to supply ~13 MVA at 16 kA & 800 V. The array is composed of 4 parallel sets of modules, with each set consisting of 2 modules in series as shown in Fig. 1; each series set supplies 4 kA at 800 V. Variance on the nominal module operating point and total number of modules will be considered if found to be cost-effective following the requested design activity. Vendors may propose a separate energy storage system than the University-provided 450V capacitor banks, provided : any/all such stored energy, charge/dump systems, and control logic are self-contained; sized appropriately to operate the supply for the full pulse length; the charging system provides means to report charge voltage and be shut down via an external safety system’s logic assertion signal (TTL and/or HFBR-X528 type fiber optic); and the cost of any such alternate stored energy systems are identified as a separate line item for the total proposed cost.

See Specifications Section 6 and Attachment B or Attachment C (Conceptual Schematic) for the minimum acceptable specifications for items/services desired. The estimated item quantities identified on the Itemized Bid List are for bid purposes only. The University does not guarantee to purchase any specific quantity or dollar amount.

2.3. Definitions:

The following definitions are used throughout this document:

Agent means UW Madison Purchasing Agent responsible for this Request for Bid. Full contact information can be found in Section 3.1.

Bidder means a firm submitting a bid in response to this Request for Bid.

Contractor means successful Bidder awarded the bid.

Department means UW-Madison Department of Engineering Physics.

MBE means Minority Business Enterprise.

DVB means Disabled Veteran-Owned Business.

Purchasing means the Purchasing Services Department in the Division of Business Services responsible for the procurement of goods and services on UW-Madison campus, located at 21 N. Park St., Madison, WI 53715 RFB means Request for Bid.

State means State of Wisconsin.

University and UW both mean University of Wisconsin-Madison.

WBE means Woman-Owned Business Enterprise.

2.4. VendorNet Registration:

Registration on the State of Wisconsin’s VendorNet System (http://vendornet.state.wi.us) is available free of charge to all businesses and organizations that want to sell to the state. Refer Page 7 of 39

3. RFB Process Instructions

3.1. Clarifications and/or Revisions through Designated Contact:

All communications and/or questions in regard to this request must be in writing and must reference the bid number. Bidders should e-mail written questions to the Agent. Verbal questions, when permitted, must be directed to the Agent.

If a Bidder discovers any significant ambiguity, error, conflict, discrepancy, omission or other deficiency in this RFB, they have five (5) business days after the bid issue date and time to notify, in writing, the Agent at the address shown below of such error and request modification or clarification of the RFB document.

ADMINISTRATIVE:

JEFF WHITMAN

UW Purchasing

21 N Park St, Suite 6101

Madison, WI 53715-1218

E-mail: jeff.whitman@wisc.edu

PHONE (608)262-6120 – FAX 608/262-4467

If a Bidder fails to notify the Purchasing Office of an error in the RFB document which is known to the Bidder, or which should have reasonably been known to the Bidder, then the Bidder shall submit a bid response at the Bidder’s risk and if awarded a contract, shall not be entitled to additional compensation or delivery or installation time by reason of the error or its later correction.

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFB, supplements or revisions will be posted on http://vendornet.state.wi.us and publicnotices.wi.gov.

Any contact with University employees concerning this RFB are prohibited, except as authorized by the RFB manager during the period from date of release of the RFB until the notice of award is released. Contacting anyone other than the Designated Contact(s) above may disqualify your RFB.

3.2. Applicable Dates: Page 11 of 39

04/05/2019

Date of Issue of the RFB

04/12/2019

Written questions due

04/26/2019 – 2:00 PM CDT

RFB Due Date (Local Madison Time) awarded Bidder or anyone other than the University’s designated customs broker under any circumstances, unless previously agreed to in writing by the University.

5.4. Timeliness of Delivery:

Delivery is desired on or before October 1, 2019. State if this requirement can be met. If unable to deliver by the stated date, indicate on the Bidder Response Sheet the earliest delivery date possible. Timeliness of delivery may be used in evaluation for bid award.

Once awarded, failure to meet this delivery date may result in cancellation of order (award). The University reserves the right to contract with a second vendor/contractor to receive items/services per delivery request.

5.5. Acceptance and Testing (Post Award):

Acceptance testing will occur within 30 days after the item/service has been delivered. Acceptance testing will be performed by the University and will consist of verification of the specifications and performance requirements.

If the item/service does not meet specification or performance requirements, the Contractor will have 15 days to meet requirements. If after this time period the item/service still does not meet specifications or performance requirements, the Contractor agrees to remove the item and return any payments that may have been made.

Michael Bongard, or his designee, is the only authorized person who can sign an acceptance form. The warranty period will begin following the successful acceptance testing.

5.6. Payment Terms:

The University will pay the Contractor each phase in accordance with milestones and achievements and as accepted by the University.

A typical payment plan could include:

• 25% due with order

• 25% due upon shipment

• 25% due on delivery

· 25% due on acceptance

5.7. Training:

If requested, Contractor must provide personnel with instructions on set-up and operation of the items at no charge to the customer. Training requirements will be negotiated with the Contractor if not specified in the bid specifications. Page 16 of 39

5.8. Insurance:

The Contractor shall maintain insurance levels as required in Standard Terms and Conditions, Section 22.0. A certificate of insurance must be provided upon request.

The Contractor shall add: “The Board of Regents of the University of Wisconsin System, its officers, employees and agents” as an ‘additional insured’ under the commercial general and automobile liability policies. The certificate holder shall be listed as the University of Wisconsin-System Administration or System campus for their respective purchases.

5.9. Subcontracting:

5.9.1. Any Contract resulting from this bid shall not be, in whole or in part, subcontracted, assigned, or otherwise transferred to any Subcontractor without prior written approval by Purchasing. Upon request Contractor must provide Subcontractor’s complete contact information including EIN# (TIN#, SS#) and signed W-9 form.

5.9.2. The Contractor shall be directly responsible for any subcontractor's performance and work quality when used by the Contractor to carry out the scope of the job. University reserves the right to assess Contractor damages in excess of the contract amount for Subcontractor’s failure to perform or inability to complete required project milestones.

5.9.3. Subcontractors must abide by all terms and conditions under this Contract.

5.9.4. If Subcontractors are to be used, the Contractor must clearly explain their participation, deliverables, and project milestones prior to commencing work.

5.10. Entire Contract:

A contract will be awarded based on the criteria established in this Request for Bid, including attachments and any amendments issued. The RFB, the bid response, and written communications incorporated into the contract constitute the entire contract between the parties. The hierarchy of documents in descending order for resolution is as follows:

Any other terms and conditions provided by the Bidder with the bid or for future transactions against this contract, including but not limited to click on agreements accepted by the Customer; shrink wrapped agreements; or terms submitted with quotations, order acknowledgements, or invoices; will be considered null and void and will not be enforceable by the Contractor unless agreed to in a written amendment signed by the University Purchasing Department. Any exceptions to this RFB should be submitted with your response and alternative language proposed.

Submitting a standard Bidder contract or term and condition as a complete substitute or alternative for the language in this solicitation will not be accepted and may result in rejection of the bid. The University reserves the right to negotiate contractual terms and conditions or reject the Bidder‘s response and proceed to the next qualified bidder.

6. Specifications

SPECIFICATIONS OF ITEMS/SERVICES TO BE PROVIDED:

See Specifications Section 6 and Attachment B and Itemized Bid List (Attachment D) for the minimum acceptable specifications for items/services desired.

UW Specifications may not be revised without an official written amendment issued by Purchasing.

6.1. Bid Response:

The Bidder’s response must be clearly identified by manufacturer and catalog/model/stock number and/or appropriate identification as requested on the Itemized Bid List. Adequate detailed specifications of the items/services being offered or bid must be included with your bid to insure that the items/services being bid can be compared to determine if the items/services meet all specifications.

If you are bidding alternate items/services, provide complete specifications, documents and materials showing performance features and details for the items/services you propose to furnish for the items/services being bid. These will be used to establish equivalency. The University will be the sole judge of equivalent acceptability between Bidders responses.

Failure to provide the request product specifications and information for items/services bid may disqualify your bid.

6.2. Warranty:

6.2.1. Contractor must honor, at a minimum, the manufacturer's standard warranty on items and/or parts purchased under this contract. Bidder must indicate warranty term on Bidder Response Sheet and should enclose standard warranty documents with your bid.

6.2.2. Contractor must use only manufacturer trained personnel for this contract.

6.3. Maintenance and Repair:

6.3.1. Service and/or maintenance of this equipment may be required. Indicate on the Bidder Response Sheet whether work is performed on your site or ours, response time on any work requested, the number of miles your site is from ours, if work is performed on your site.

Contractor must perform all maintenance on site unless University grants permission to remove equipment from site.

6.3.2. Contractor must have access to replacement parts within ten (10) days to service machines identified under this bid.

Attachment A: Bidder Response Sheet NOTE: This form must be returned with your bid response. Numbers for each question below refer to the corresponding section of this document that explains the requirement. Bidder may attach additional relevant information to their bid response; identify sections to which information applies.

SUBMITTAL INSTRUCTIONS

Have you included three (3) complete sets of your bid? (Only one (1) copy required if faxing or e-mailing)

Do you certify that neither your organization nor your principals will, during the term of the contract, engage in a boycott in the State of Israel?

Contract #_______________

Identify account number with manufacturer, as applicable.

Account #_________________

Country of Origin

Shipping Point

If not state delivery time ______ days After Receipt of Order (ARO)

“The Board of Regents of the University of Wisconsin System, its officers, employees and agents” are added as an ‘additional insured’ under the commercial general and automobile liability policies on any insurance certificate provided.

If “No”, include information on alternates as required in Section 6.1 with your bid response.

If “YES”, have you enclosed standard warranty documents?

Warranty term: _____________________________________________

If so, have you included a copy of the lease/rental contract?

Attachment B: Specifications

Meet Specifications

Attachment G: Standard Terms and Conditions (cont.)

20.0 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 to UW Safety Department, 30 East Campus Mall, Madison WI 53715-2609.

21.0 WARRANTY: Unless otherwise specifically stated by the bidder/proposer, equipment purchased as a result of this request shall be warranted 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.

22.2 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 damage 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.

22.3 The state reserves the right to require higher or lower limits where warranted.

22.4 Upon request by the University, the Contractor is required to provide a Certificate of Insurance, from an insurance company licensed to do business in the State of Wisconsin, with a minimum AM Best rating of A-, and signed by an authorized agent. A minimum 60 day cancellation notice is desired.

23.0 CANCELLATION: The University reserves the right to cancel any contract in whole or in part without penalty due to failure of the Contractor to comply with terms, conditions, and specifications of this contract.

24.0 VENDOR TAX DELINQUENCY: Vendors who have a delinquent Wisconsin tax liability may have their payments offset by the State of Wisconsin.

25.0 OMNIBUS RECONCILIATION ACT: (Public Law 96-499) To the extent required by law, if this contract is for acquisition of services with a cost or value of $25,000 or more within any 12-month period, including contracts for both goods and services in which the services component is worth $25,000 or more within any 12-month period, the Contractor shall in accordance with 42 C.F.R., Part 420, Section 1861 of the Omnibus Reconciliation Act of 1980 (P.L. 96499) and permit the comptroller general of the United States, the United States Department of Health and Human Services, and their duly authorized representatives, access to the Contractor's books, documents and records until the expiration date of four (4) years after the approval of procurement activities.

26.0 PUBLIC RECORDS ACCESS: It is the intention of University 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 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.

image1.png image2.png