20-0067 RFB.docx

Bid No: 20-0067

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.

60KV PULSED POWER SUPPLY

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 #:

Contents

1. Submittal Instructions

BIDS MUST BE DELIVERED TO:

Purchasing Services, 21 N. Park Street, Suite 6101, Madison, WI 53715-1218.

NUMBER OF COPIES TO BE SUBMITTED:

Two (2) hard copies of the completed bids, including the signed original, may be mailed, delivered by Bidder, or by a third-party/courier service in a sealed envelope or package with the RFB number on the outside. Bids must be received and date/time stamped prior to 2:00 p.m. CT on the stated bid due date. Bids not so date/time stamped shall be considered late. Late bids shall be rejected.

RETAIN A COPY OF YOUR BID RESPONSE FOR YOUR FILES

If hand delivering to Purchasing Services, please come to 6th Floor Reception Desk in Suite 6101 and call 608-262-1526 for assistance.

Bids may be dropped off at Purchasing Services, 21 N. Park Street, Suite 6101, Madison, WI 53715-1218, between the hours of 7:00 AM and 4:00 PM prior to the due date and time.

FAXED RESPONSES WILL NOT BE ACCEPTED.

If e-mailing, the University will accept completed bids e-mailed to bids@bussvc.wisc.edu, provided they are date/time stamped prior to 2:00 p.m. CT on the stated bid due date.

Submitting a bid to any other e-mail address than bids@bussvc.wisc.edu does not constitute receipt of a valid bid by Purchasing Services. Proof of transmission does not constitute proof of receipt. E-mail submissions must be a scanned copy of the document with ACTUAL signatures and initials (not typed or electronic signatures), or those pages that require signatures and/or initials must be signed and returned via fax (608-262-4467) and should be received prior to 2:00 p.m. CT on the stated due date.

VENDOR NOTE:

For the purpose of the return address label, if the address is the same as you listed on the REQUEST FOR BID FORM – you do not need to fill out the Return Address Label.

RETURN ADDRESS LABEL:

Below is a label that can be taped to the outside of your sealed bid response. If returning your bid response by mail or in person, please fill out the information and tape to the outside of your bid package.

OFFICIAL SEALED BID

NUMBER: 20-0067

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.

2. General Information Conditions of bid which include the word “must” or “shall” describe a mandatory requirement. All specifications are defined as mandatory minimum requirements unless otherwise stated. FAILURE TO MEET A MANDATORY REQUIREMENT SHALL DISQUALIFY YOUR BID. If no bidder is able to comply with a given specification, condition of bid or provide a specific item/service on the Itemized Bid List, Purchasing reserves the right to delete that specification, condition of bid or item without having to complete the bid process again. This contract bid document and the awarded bidder’s (Contractor’s) response information shall become the Contract.

2.1. Purpose:

The University of Wisconsin-Madison, hereinafter referred to as the “University”, through its Purchasing Services Department, hereinafter referred to as “Purchasing”, on behalf of Electrical & Computer Engineering, hereinafter referred to as “Department” or “ECE”, requests bids for the purchase of a 60KV PULSED POWER SUPPLY.

2.2. Scope:

See Specifications Section 6 and Attachment B and Itemized Bid List (Attachment C) 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 and ECE both mean UW-Madison Department of Electrical & Computer Engineering.

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 to the Bidder Response: Registration and Sign-in Process for further instructions. Registration allows a vendor to:

2.4.1 Register for a bidders list for commodities/services that the vendor wants to sell to the state.

2.4.2 Receive an automatic e-mail notification each time a state agency, including the University of Wisconsin System campuses, posts a Request for Bid (RFB) or a Request for Proposal (RFP) with an estimated value over $50,000 in their designated commodity/service area(s).

2.4.3 Receive an e-mail notification of addendums/amendments relative to the RFB or RFP.

Only vendors registered, with a valid e-mail address, at the time the RFB or RFP is posted will receive e-mail notifications of addendums/amendments. Vendors who obtain the RFB or RFP from a third party; through the public notice website; or other means assume responsibility for checking for updates to the RFB or RFP.

2.5. Campus Delivery Requirements:

Delivery of orders shall be made to University departments five days per week, Monday through Friday, during normal University business hours.

The University of Wisconsin-Madison no longer permits access to trucks over 30 ft. in length on several designated streets on this campus. The exceptions are trucks necessary for the delivery or pick up of perishable commodities, private construction vehicles, vehicles carrying radioactive materials, and campus service vehicles. For specific policy language, a campus map and restrictions, see the University Transportation Services website at http://transportation.wisc.edu/resources/large_truck.aspx.

This contract requires that Contractor deliver goods to the stated delivery address in accordance with the 30’ truck policy referenced in Section 2.5.2 above. Any unique delivery arrangements must be pre-approved by contacting the ordering department or Material Distribution Services (MDS) at (608) 497-4432. MDS reserves the right to charge Contractor reasonable material handling fees for any deliveries they make for the Contractor.

2.6. Parking:

University parking is very limited. Each Contractor and/or Contractor employee(s) shall make their own arrangements for parking through UW Transportation Services at 610 N. Walnut Street, WARF Building Room #120, Madison, WI 53726 (608) 263-6667. No additional Contractor costs will be allowed for parking fees or violations. Unauthorized vehicles parking in University lots or loading docks without permits will be ticketed and/or towed.

2.7. Promotional Materials/Endorsement:

Contractor agrees that they will not use any promotional or marketing material which states expressly or implies that the University endorses either the Contractor or any party related to the Contractor or this Contract.

2.8. Supplier Diversity:

2.8.1 Minority Business Enterprise Program (MBE)

The State of Wisconsin is committed to the promotion of minority business in the state's purchasing program and a goal of placing 5% of its total purchasing dollars with certified minority businesses. Authority for this program is found in ss. 15.107(2), 16.75(4), 16.75(5) and 560.036(2), Wisconsin Statutes. The University of Wisconsin-Madison is committed to the promotion of minority business in the state's purchasing program.

The State of Wisconsin policy provides that Wisconsin Certified minority-owned business enterprises should have the maximum opportunity to participate in the performance of its contracts. The supplier/contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to minority-owned business enterprises or by using such enterprises to provide goods and services incidental to this agreement, with a goal of awarding at least 5% of the contract price to such enterprises.

The supplier/contractor may be requested to provide information about its purchases from Wisconsin certified MBEs.

A listing of certified minority businesses, as well as the services and commodities they provide, is available from the Department of Administration, Office of the Minority Business Program, 608/267-7806. To view all MBE firms, go to https://wisdp.wi.gov/search.aspxhttps://wisdp.wi.gov/search.aspx select the MBE box and click search.

2.8.2 Woman Owned Business (WBE)

The State of Wisconsin is committed to the promotion of Woman-Owned Businesses as outlined in 560.035, Wisconsin Statutes.

The State of Wisconsin policy provides that Woman-Owned Businesses certified by the Wisconsin Department of Administration should have the maximum opportunity to participate in the performance of its contracts. The supplier/contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to Woman-Owned Businesses or by using such businesses to provide goods and services incidental to this agreement.

2.8.3 Disabled Veteran Owned Business (DVB)

The State of Wisconsin policy provides that Disabled Veteran-Owned Business Enterprises certified by the Wisconsin Department of Administration should have the maximum opportunity to participate in the performance of its contracts. The supplier/contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to Disabled Veteran-Owned Businesses or by using such enterprises to provide goods and services incidental to this agreement, with a goal of awarding at least 1% of the contract price to such enterprises.

The supplier/contractor may be requested to provide information about its purchases from Wisconsin certified DVBs.

A listing of certified minority businesses, as well as the services and commodities they provide, is available from the Department of Administration, State Supplier Diversity Program, 608/267-9550. To view all DVB firms, go to https://wisdp.wi.gov/search.aspx, select the DVB box, and click search.

2.9. Discriminatory Boycotts in Israel:

Effective October 27, 2017, consistent with 2017 Wisconsin Executive Order 261, contractor agrees it is not engaged in a boycott of the State of Israel and further, contractor will not during the term of the contract engage in a boycott of the State of Israel. State agencies may not execute a contract and reserve the right to terminate an existing contract with a business entity that is not compliant with this provision. This provision applies to all contracts of all values.

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

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:

02/06/2020

Date of Issue of the RFB

02/17/2020

Written questions due

03/02/2020 – 2:00 PM CST

RFB Due Date (Local Madison Time)

3.3. Oral Presentations, Product Demonstrations and Site Visits (Pre Award):

The University, at its sole discretion, may require oral presentations, product demonstrations and/or vendor location site visits to validate information submitted with the bids. Failure of a bidder to conduct a presentation on the date scheduled or allow an on-site/vendor site visit may result in rejection of the bid. These events cannot be used as an opportunity to alter bids submitted.

3.4. Proprietary Information:

Any information contained in the Bidder’s response that is proprietary must be detailed separately on form DOA-3027. Marking of the entire response as proprietary will neither be accepted nor honored. The University cannot guarantee that all such material noted remains confidential, particularly if it becomes a significant consideration in contract award. Information will only be kept confidential to the extent allowed by State of Wisconsin Public Disclosure Law (refer to Standard Terms and Conditions, Section 27.0). A copy of the form needed to designate portions of your submission as proprietary can be found at:

http://vendornet.state.wi.us/vendornet/doaforms/doa-3027.doc

3.5. Reasonable Accommodations:

The University will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you think you need accommodations for your site visit, contact Agent.

3.6. Method of Bid:

Bidder must submit a net unit price and an extended net total for the item specified. Prices listed should be in US dollars unless otherwise indicated.

3.7. Method of Award:

Award(s) shall be made on the basis of the lowest extended net total which is judged to be in the best interest of the University. Bids that state the University shall guarantee orders of a specific quantity or dollar amount will be disqualified.

For University Imports: See Section 5.2 Supplier Diversity Preferences State of Wisconsin agencies may make awards to certified Minority Business Enterprise (MBE), or Disabled Veteran-Owned Business (DVB) firms submitting the lowest qualified bid when that qualified bid is not more than 5% higher than the apparent low bid or the proposal is no more than 5% lower than the apparent high point score. Authority for this program is found in ss. 16.75(3m) (b)2,3, 16.75(3m) (c)(4) and 560.0335(1)(b)(3), 15.107(2), 16.75(4), 16.75(5) and 560.036(2), Wisconsin Statutes.

Additional Options for Method of Award:

3.7.1 Life Cycle Cost:

Life Cycle Cost formulas may be used in evaluation for bid awards which may include, but are not limited to: the applicable costs of energy efficiency, acquisition and conversions, interest charged, transportation, warranties, maintenance fees, licenses, disposal or any other costs not directly related to the bid

4. Bidder Qualifications

4.1. Bidder Information:

Bidder must complete the attached Vendor Information Form (Attachment D) to identify designated contact people, to provide information regarding the size of the bidder’s company, and other information as requested. All sections of this form must be completed.

4.2. Bidder Experience:

Bidder company or its principals must be in the business of providing Custom Pulsed power supply items/service and must have done so for the past three (3) years.

4.3. Authorization:

Bidder must be an original manufacturer, authorized distributor, or dealer authorized by manufacturer with service and repair capabilities for the item.

4.4. Client List/References:

Bidder should supply with their bid a client list of three (3) firms to which similar items/services have been provided during the past three (3) years to a comparable sized institution or company (see Attachment E). If contacted, information received from those clients will be used to determine whether bidder can reasonably meet contract requirements and specifications. Client references may be used in the award consideration.

4.5. Fair Price Analysis:

Purchase made under this contract may require further fair price analysis. Bidders should Identify on the Bidder Response Sheet the type of documentation they will provide (i.e. published price list, list of previous buyers, etc.) to allow the University to complete this analysis. The awarded Bidder will be required to provide this documentation prior to the order being issued.

4.6. Debarment:

Federal Executive Order (E.O.) 12549 “Debarment “requires that all contractors receiving individual awards, using federal funds, and all subrecipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government. By signing this document, you certify that your organization and its principals are not debarred. Failure to comply or attempts to edit this language may disqualify your bid. Information on debarment is available at the following websites: https://www.sam.gov/SAM/ and https://acquisition.gov/far/index.html see section 52.209-6.

5. Performance and Contract Requirements

5.1. F.O.B. Installed:

Items are to be installed at 1415 Engineering Drive, Madison, WI 53706 F.O.B. Destination Installed. Bid prices must include all packing, freight, insurance, set-up, instruction, per diem, and operation manual charges, excluding any import/export costs. Items must be set in place connected to utilities as applicable, installed in the area designated by University personnel, demonstrated to be in operating condition, and approved by University personnel. All debris must be removed from the University premises and properly disposed of by the Contractor. Upon installation, all operating instructions and operating and maintenance manuals must be furnished to University personnel as identified.

Indicate on the Bidder Response Sheet the Country of Origin and Shipping Point.

For University Imports: See Section 5.2 Failure to bid FOB DESTINATION INSTALLED, delivery and installation charges and risk of loss borne by the Contractor in price may disqualify your bid.

5.1. On Site Service:

In carrying out the scope of this Contract, the Contractor shall be required to perform services on University property. Bidders cost must include all transportation charges.

5.2. University Imports:

Definitions:

Custom Charges/Fees: typically includes, but is not limited to, United States duties, if applicable; port of entry documentation fees; custom clearance fees; applicable tax; etc.

University Imports: When the University is the Importer of Record or has responsibilities for paying Custom Charges/Fees for products purchased directly from a foreign country.

Bids must include costs from bidder’s door to port of destination and local delivery charges. Custom Charges/Fees should not be included in the bid price. The University will be responsible for determining Custom Charges/Fees from a University designated customs broker and adding the cost to the bid price. If these charges are identified in your bid, they will be deducted from your total bid price and the University’s estimate added instead. This adjusted total cost will serve as the basis for award.

The University will be responsible for arranging the payment of all United States Custom Charges/Fees, if applicable. The awarded Contractor must use the University's contracted customs broker, as identified on the purchase order. Customs charges will not be paid to the awarded Bidder or anyone other than the University’s designated customs broker under any circumstances, unless previously agreed to in writing by the University.

5.3. Timeliness of Delivery:

Delivery is desired on or before February 1, 2021. 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.

5.4. Acceptance and Testing (Post Award):

Acceptance testing will occur within 30 days after the item/service has been installed. 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 30 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.

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

5.5. Payment Terms:

Final payment will not be made until the item/service is determined to meet all specifications and has been accepted by the University of Wisconsin-Madison. The University will pay the Contractor Net 30 days as accepted by the University.

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 upon placement of order

• 25% due upon approval of final design and start of build

• 25% due upon delivery

• 25% due upon acceptance after installation

5.6. Shipping, Duplicates, and Over shipments:

Upon notification by the University of a duplicated order or over shipment, the items identified must be removed at the Contractor's expense. If the duplicated or over shipment items are not removed within 30 days of written notification, the University reserves the right to dispose of them as its own property and shall not be held liable for any cost for the items.

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.

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 award.

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. Record and Audit:

The Contractor shall establish, maintain, report as needed, and submit upon request records of all transactions conducted under the contract. All records must be kept in accordance with generally accepted accounting procedures. All procedures must be in accordance with federal, State of Wisconsin and local ordinances.

The University shall have the right to audit, review, examine, copy, and transcribe any pertinent records or documents held by the Contractor related to this contract. The Contractor shall retain all applicable documents for a period of not less than five years after the final contract payment is made. The University reserves the right to inspect any facilities used to support this Contract.

5.11. 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 C) 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:

All bidders must include in their response the following items:

· All power supply input requirements, including electrical, compressed gas, water, etc.

· All cooling requirements, including airflow, water flow, pressure, and temperature, maximum facility HVAC loads, etc.

· General outline of assembly, installation, and commissioning plans

· Examples of products similar to the one described in the bidder’s response which were provided by the bidder in a similar manner and which demonstrated successful operation

6.2. Deliverable Schedule:

After a contract is awarded, the following deliverables will be required:

6.2.1 Before Build starts:

The following must be presented for review prior to release of construction funds:

· Complete design

· Detailed project timeline, including benchmarks

· Definitions of quality metrics used in production and acceptance processes

· Final system layout, including modular component size and connection locations

6.2.2 Before Shipment:

· Acceptance testing, conforming to the specifications defined in this document, subsequent design meetings, and the design drawings as approved before the build began must be completed at the place of origin

· On-Site visit and inspection by David T. Anderson or his designee must be available at the time of acceptance testing

· Packaging suitable for transportation from place of origin to delivery location, as well as intermediate storage, must be approved by David T. Anderson or his designee before the items are packaged

· Updated assembly, installation, and commissioning plan reflecting any changes made during the build must be provided.

· Written approval to ship must be given by David T. Anderson or his designee

6.2.3 Before Final Payment:

· On-Site commissioning by the contractor, based on the project schedule and approved by David T. Anderson or his designee, including full performance testing using only Contractor supplied equipment

· “As-built” product documentation, including:

· Complete operation and maintenance manuals

· Safety guide and risk assessment documentation (e.g. HAZOP, see Attachment B references 5-7)

· Troubleshooting guide

· Preventative maintenance schedule

· Process & Instrumentation diagrams

· CAD drawings

· Circuit board drawings and layouts

· All control software, source code, and editing permissions

· Complete parts list including pricing and availability

· Certificate of conformance signed by Contractor’s representative

· Any required signage needed for safety or operability based on risk assessment documentation

· Any required tooling, monitoring, safety, or other equipment needed for operation, maintenance, or routine troubleshooting, as described in the documentation

· All inspection, quality, and testing records

· Warranty documentation

· Separate quotations for preventative maintenance and repair services past the warranty period

6.3. Warranty:

Contractor must provide a minimum warranty of one (1) year(s) on items and/or parts purchased under this contract.

6.4. Maintenance and Repair:

6.4.1. Contractor must have access to replacement parts within 7 days to service all machines identified under this bid.

6.4.2. Service calls received in the p.m. must be acknowledged by noon the following work day and machine must be serviced within 96 hours of initial call. The service representative shall leave the ordering department a copy of a dated written report indicating the service performed. This report must be signed by the University employee in charge of the machine.

6.4.3. Contractor must complete all maintenance or repair services within two (2) weeks of the initial call. If Contractor cannot complete all services within this time, the Contractor must provide a progress report of the repair to the department. The service representative shall leave with the ordering department a copy of a dated written report indicating the service performed. This report must be signed by the University employee in charge of the machine.

6.4.4. Contractor shall provide unlimited call-back maintenance service during normal business hours.

6.5. Employee Identification:

All Contractor’s employees, while working on University property, must wear a clearly displayed photo identification badge or uniform showing name of employee and/or company represented. Any identification must be provided by the Contractor at the Contractor’s cost. Badges must be available but will not be required to be worn when protective clothing and respiratory protection is required.

6.6. Cables:

Any alternate product bid must be compatible with a capable of being interfaced with identical cables and connectors used with the specified equipment with no additional expense to the University to make the alternate product compatible with existing equipment.

6.7. Third Party Financing:

Bidders that are bidding on Leases or Rentals using a third party for financing must identify the company, quote the interest rate, and include a copy of their lease or rental contract.

6.8. Environmentally Friendly (“Green”) Product:

Contractors are encouraged to identify products that are made of recycled products, that use environmentally friendly production methods, or that can be recycled at the end of their service life. The UW will make every effort to purchase “Green” products wherever feasible or possible based on individual project needs and funding available.

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 two (2) complete sets of your bid? (Only one (1) copy required if 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?

Country of Origin

Shipping Point

-AND-

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

Attachment B: Specifications Description The Helically Symmetric Experiment (HSX) Laboratory at the University of Wisconsin - Madison (Buyer) is seeking to procure a power supply from a qualified supplier (supplier) which will power an existing high power microwave vacuum tube (Gyrotron), model VGE-8071, manufactured by Communications & Power Industries (CPI) Microwave Power Products Division.

HSX is a device used to explore the physics basis of nuclear fusion as an energy source. The experiment uses magnetic fields to confine high temperature plasmas of several million degrees. The plasma is generated and heated using gyrotrons via electron cyclotron resonance heating (ECRH).

HSX has recently acquired a 70 GHz gyrotron which is capable of injecting 300 kW into the plasma for about 100 ms. As shown in figure 1, the gyrotron generates microwaves using an intense electron beam (up to 20 A) with 80 keV that propagates through an intense magnetic field (2.7 T). The gyrotron operates with a body voltage of 20 kV and has to be connected to a main power supply, delivering 60 kV. While a 20 kV power supply is already available on site, a new 60 kV power supply is needed and is the subject of this document. The power supply is expected to generate ~100,000 pulses over 10 years.

The load at the gyrotron in steady state is mainly resistive over the voltage range of interest, with a cathode-to-body capacitance of 35 pF and a body-to-collector capacitance of 785 pF. The load impedance may vary nonlinearly as the voltage is ramped up to its steady state value, as demonstrated by the typical load characteristic shown in figure 3, however this is only a representative curve and may vary from the specific impedance of the gyrotron discussed in this document. The power supply must be able to supply nominally square pulses with fast ramp-up and ramp-down times, as well as low ripple on the flat-top of the pulse. Normal operation requires only one 100ms long pulse every three minutes, however testing operation requires 2ms long pulses at 2Hz. The pulse performance definitions are shown schematically in figures 2a and 2b for reference.

LOAD AND OPERATIONAL CHARACTERISTICS

Figure 3: Representative Gyrotron Impedance Characteristic

· Standard operation: 0.1 second (100 ms) on time, >180 second off time

· Testing operation: 0.002 second (2 ms) on time, 0.5 second off time (2Hz, 0.4% Duty Cycle, at full power)

· Voltages below 50V

· Venting of any gas pressure piping or manifolds to atmosphere (not including compressed gas storage cylinders)

· Stopping all moving parts

· Any additional stored energy as identified in the risk assessment documentation

· Internal fence/access fault indicating a voltage (>50V) hazard to personnel

· Over current or over voltage of the charging circuit

· Control fault of the main discharging circuit

· Inadequate cooling

· External emergency stop, fence stop, control stop, or fast shut-off command

· Internal arcing or ground fault

· Heat, smoke, or fire detected by the power supply inside the cabinet

· Any other appropriate hazards, as identified by the supplier in the risk assessment document

· A clean agent fire suppression system

· A containment tray in case of accidental capacitor leaks

· EN 60204-1: Cat 0

· EN 13849-1: PL C

· EN 62061: SIL 2

· EN 954-1: Cat 3 (Redundant)

· EN 60204-1: Cat 1

· EN 13849-1: PL C

· EN 62061: SIL 2

· EN 954-1: Cat 3 (Redundant)

· Remote mode, during typical operations, must interface with the HSX distributed control system using only low impedance analog (0-10VDC or 4-20mA) and digital (dry contact) control signals

· Local mode is intended for use in commissioning, testing, and maintenance only

· At least five individual inputs for external fault signals

· Circuit breakers and fuses for line voltage distribution to all subsystems

· Input AC phase fault, if necessary

· Overvoltage and overcurrent, with adjustable thresholds of 20-65kV and 0-25A, respectively, of both the charging and discharging circuits

· Independent “pulse off” timeout fault with adjustable threshold of 100%-200% of requested pulse length

· Over temperature of cooling or critical equipment (heatsinks, water, etc.) and any solid state switching components

· Low flow of any cooling water or forced air system such as fans or blowers

· Internal logic or control faults

· At least three individual external fast signals

· Power supply ground fault or internal arcing

· Uncontrollable power supply overvoltage or overcurrent fault

· Any other uncontrollable condition which creates an immediate hazard to personnel, equipment, or the environment, as identified by the supplier in the risk assessment document

· Inputs

· Power ON

· Enable ON

· Fault RESET

· Control stop

· Voltage request

· Pulse length request

· Fast - source ON (discharge/fire)

· Fast - fast shut-off ON (crowbar fire)

· External emergency stop (see safety section)

· External fence stop (see safety section)

· Spare digital inputs

· Outputs

· Power OK

· Enable OK (ready to source)

· Inputs OK (line voltage, gasses, etc.)

· Faults OK (one for each individual reading)

· All Faults OK

· Warning OK

· Reset OK

· Fast shut-off ready (crowbar ready)

· Voltage request readback

· Voltage measurement (charging and output terminals)

·…