BID 25-22 ADVNACED BATTERY SYSTEM.pdf

REQUEST FOR BIDS/PROPOSALS COVERSHEET

THE UNIVERSITY OF SOUTHERN MISSISSIPPI

Procurement and Contract Services

118 College Drive #5003, Hattiesburg, Mississippi 39406-0001

Date: November 6, 2024

BID No. 25-22

THE UNIVERSITY OF SOUTHERN MISSISSIPPI is considering the purchase of the following item(s). We ask that you submit your bid and retain one copy for your files. Right is reserved to accept or reject any part of your bid. Your quotation will be given consideration if received in Bond Hall, Room 214 on or before:

2:00 p.m. CT TERMS - Bidder should state terms of sale. Our terms are 2% ten days, net 45 days.

These terms will apply per Mississippi law. November 21, 2024 AWARDING CONTRACT - Cash terms will not be used as a basis for awarding contracts; however, the University will accept cash discounts when earned. Buyer: Amber Floyd

NOTE: If you cannot quote on the exact material shown, please indicate any exception giving brand name and complete specifications of any alternate. If additional space is required, use a separate sheet or letter of transmittal.

ITEM

QUANTITY

DESCRIPTION

BID 25-22 Advnaced Battery System

RFx # 3160006989

UNIT PRICE

TOTAL NET PRICE

PROPOSAL MUST BE RETURNED TO THE UNIVERSITY IN

ACCORDANCE WITH THE SPECIFICATIONS. RFP NUMBER AND

DATE OF BID OPENING MUST BE SHOWN ON THE OUTSIDE OF

THE ENVELOPE IF USING THAT METHOD.

We quote you as above - F.O.B. The University of Southern Mississippi.

Shipment can be made in days from receipt of order. DATE ______________ Return quotation to Procurement Services at above address.

AA/EOE/ADAI Signature Required__________________________________________

THIS IS NOT

AN ORDER

Name: ____________________________________

Company: _________________________________

Address: __________________________________

City/State/Zip: ______________________________

THE UNIVERSITY OF SOUTHERN MISSISSIPPI

PROCUREMENT SERVICES

118 COLLEGE DRIVE

#5003

HATTIESBURG, MS 39406-0001

GENERAL TERMS, CONDITIONS AND INSTRUCTIONS FOR BIDS/PROPOSALS

1.) Failure to examine any drawings, specifications, and instructions will be at bidder’s risk.

2.) Samples of items when called for must be furnished free of expense and if not destroyed in testing, will, upon request, be returned at the bidder’s expense.

Request for the return of samples must be made within ten (10) days following opening bids. Each individual sample must be labeled with bidder’s name and manufacturer’s brand name and number.

3.) As a public entity of the state, we use sealed bidding to ensure “fair and open competition” to ensure no one in the buying organization can influence the bidding process or steer the selection of a particular company by sharing competitive bid information during the solicitation process. Generally, all bids must remain sealed until they are opened publicly at the time stated in the notice—advance disclosure of the terms of a bid may be cause for rejection of said bid. Bidders should never send advanced copies of a sealed bid via email or screenshots of electronic bids. Bidders must submit sealed bids to be opened at the time and place stated in the solicitation for the public opening of bids and must not be revealed to the buyer before that time. Bids must be signed and sealed with bidder’s name and address on the outside of the envelope, and the date and time of the bid opening and the bid file number shown in the lower-left corner of the packages, envelopes, express mailing labels, boxes, etc.

4.) At least one (1) signed original and one (1) signed copy of the bid MUST be provided. The University requires a portable electronic virus/malware free copy

(thumb drive) of the bid response from the responding Vendor to be included in the bid response package. If an electronic copy is not included, the University reserves the right to request an electronic copy of the exact bid response prior to review of the bid.

5.) For your bid to be considered, it must be received, and time stamped in our office by 2:00 P.M. of the bid opening date. It is the responsibility of the vendor to ensure their bid is received within the appointed time. If your bid package is not received in Bond Hall, Room 214, by 2:00 P.M. of the bid opening date, it will not be considered.

a. If you are delivering your bid, you need to hand carry the bid package to:

The University of Southern Mississippi Procurement Services (RFP #) Bond Hall, Room 214 Hattiesburg, Mississippi

b. If you are mailing your bid package via U.S. Postal Service, mail to: The

University of Southern Mississippi Procurement Services (RFP #) 118 College Drive #5003 Hattiesburg, MS 39406-0001

c. If you are express mailing your bid package via Federal Express or UPS, or any other delivery service which requires the use of a physical address, deliver to:

The University of Southern Mississippi Receiving Department 2609 West 4th Street

Hattiesburg, MS 39401

6.) Bids or proposals shall not be modified, corrected, altered, or amended after the specified closing time and the opening of such bids, unless otherwise noted in the request for bids or proposals.

7.) The University of Southern Mississippi reserves the right to reject any and all bids, to waive any informality in bids, and unless otherwise specified by the bidders, to accept any items on the bid. If the bidder fails to state the time within which bids must be accepted, it is understood and agreed that The University of Southern Mississippi shall have 90 days to accept. The University of Southern Mississippi reserves the right to make an award to this bid on an all or none basis, or on a line-by-line basis, whichever serves the best interest of The University of Southern Mississippi.

8.) Contracts and purchases will be made or entered into with the lowest and most advantageous responsible bidder meeting specifications.

9.) A written purchase order or contract award mailed or otherwise furnished to the successful bidder within the time of acceptance specified in the Invitation for Bid results in a binding contract without further action by either party. The contract shall not be assignable by the vendor in whole or in part without the written consent of The University of Southern Mississippi.

10.) Unless written exception is provided in the bid response, the winning Vendor agrees to be bound by the USM Terms and Conditions, which are incorporated herein, and may be found at https://www.usm.edu/procurement-contract-services/usm-terms-and-conditions.php.

11.) Respondents are required to comply with all applicable local, State and Federal laws, codes, ordinances, and regulations in the provision of the materials required.

12.) Respondents must comply with Personally Identifiable Information (PII) data protection regarding State, Federal, and University regulations and policies.

13.) Legal Provisions to Which USM Cannot Agree http://www.usm.edu/procurement-contract-services/usm-terms-and-http://www.usm.edu/procurement-contract-services/usm-terms-and-http://www.usm.edu/procurement-contract-services/usm-terms-and-http://www.usm.edu/procurement-contract-services/usm-terms-and-

a. Any provisions disclaiming implied warranties shall be null and void. See Mississippi Code Annotated Sections 11-7-18 and 75-2-719(4). The Vendor shall not disclaim the implied warranties of merchantability and fitness for a particular purpose.

b. Any limitation of liability for claims related to the following items:

i. Infringement issues;

ii. Bodily injury;

iii. Death;

iv. Physical damage to tangible personal and/or real property; and/or the intentional and willful misconduct or negligent acts of the Vendor and/or Vendor’s employees or subcontractors.

c. Any requirements that the University pay interest, except for those in conjunction with USM’s standard payment terms of Net 45 days. Payments made beyond 45 days are subject to late fees and interest.

d. Any terms and conditions in the purchase contract that conflict with the laws of the State of Mississippi. Any such instances shall require a revision of the terms and conditions to ensure compliance with Mississippi state law.

e. Any provision requiring USM to pay attorney's fees, prejudgment interest or costs associated with any legal action to or for the Vendor, except that which are ordered by a court of competent jurisdiction.

14.) Bid files can only be examined during normal working hours by interested parties, but only after the official award has been made.

15.) If purchase orders or contracts are canceled because of the awarded vendor’s failure to perform or request for price increase, that vendor shall be removed from our bidders’ list for a period of 24 months.

16.) No addendum will be issued within a period of two (2) working days prior to the time and date set for the bid opening. Should it become necessary to issue an addendum within the two-day period prior to the bid opening, the bid date will be reset giving bidders ample time to answer the addendum.

17.) Alternate bids, unless specifically requested or allowed, will not be considered.

18.) Bid openings will be conducted open to the public. However, they will serve only to open the bids. No discussion will be held with any vendor as to the quality or provisions of the specifications, and no award will be made either stated or implied at the bid opening. After the close of the bid opening meeting, the bids will be considered to be in the evaluation process and will not be available for review by bidders. Proposal openings are not required to be open to the public;

however, the resulting award is open for public inspection.

19.) Prices quoted shall be firm for the term of the contract or for the stated time of acceptance.

20.) The bidder understands that The University of Southern Mississippi is an equal opportunity employer and, therefore, maintains a policy which prohibits unlawful discrimination based on race, color, creed, sex, age, national origin, physical handicap, disability, or any other such discrimination; and the bidder, by signing this bid, agrees during the term of agreement that the bidder will strictly adhere to this policy in its employment practices and provision of products or services.

21.) Bidders must upon request of The University of Southern Mississippi furnish satisfactory evidence of their ability to furnish products or services in accordance with the terms and conditions of these specifications. The University of Southern Mississippi reserves the right to make the final determination as to the bidder’s ability.

22.) Questions or problems arising from bid procedures should be directed to the

Buyer listed on the solicitation at:

118 College Drive #5003 Hattiesburg, MS 39406-0001 Phone: (601) 266-4131 Bids@usm.edu

23.) All items must equal or exceed the specifications listed. The absence of detail specifications or the omission of detail description shall be recognized as meaning that only the best commercial practices are to prevail, and that only first quality materials and workmanship are to be used.

24.) It is the intent of the specifications to obtain a product that will adequately meet the needs of the user while promoting the greatest extent of competition that is practicable. It is the responsibility of the prospective bidder to review the entire Invitation to Bid packet and to notify The University of Southern Mississippi if the Specifications, Instructions, General, or Special Conditions are formulated in a manner which would unnecessarily restrict competition.

25.) It shall be incumbent upon the bidders to understand the specifications. Any requests for clarifications shall be in writing and shall be submitted to our Procurement Services office at least seven (7) business days prior to the time and date set for the bid opening, unless otherwise noted in the bid or proposal specifications.

26.) The minimum specifications are used to set a standard and in no case are used with the intention to discriminate against any manufacturer. Bidders should note the name and the manufacturer and model number of the product they propose to furnish and submit descriptive literature.

27.) Trade names, brand names, and/or manufacturer’s information used in these specifications are for the purpose of establishing a level of quality, unless otherwise noted. Bids on products of other qualified manufacturers are acceptable, provided they are demonstrated as equal to those specified in construction, design, and suitability. Each bidder shall submit with his bid a complete brochure with pictures on each item and shall point out specifically any deviations from the specified items. Failure to do so may disqualify any bid.

Please bid as specified or an approved equal.

mailto:Bids@usm.edu

28.) A copy of the manufacturer’s standard guarantee/warranty shall accompany and become a part of this bid.

29.) There are no federal or state laws that prohibit bidders from submitting a bid lower than a price or bid given to the U.S. Government. Bidders may bid lower than U.S. Government contract price without any liability as The University of Southern Mississippi is exempt from the provisions of the Robinson-Patman Act and other related laws. In addition, the U.S. Government has no provisions in any of its purchasing arrangements with bidders whereby a lower price to The University of Southern Mississippi must automatically be given to the U.S.

Government.

30.) All invoices, unless noted otherwise, are to be billed to:

IT Invoices 118 College Drive #5181 Hattiesburg, MS 39406-0001 ITInvoices@usm.edu

31.) All equipment bids shall be of current production and of the latest design and construction.

32.) Where all, or part(s), of the bid is requested on a unit price basis, both the unit prices and the extension of the unit prices constitute a basis of determining the lowest responsible and responsive bidder. In cases of error in the extension of price, the unit price will govern.

33.) Should the University close due to inclement weather conditions, or any other unforeseen events on the bid opening date, sealed solicitations will open the following business day at the same time and location.

34.) The University reserves the right to solicit Best and Final Offers (BAFOs) from Vendors, principally in situations in which proposal costs eclipse available funding, or the University believes none of the competing proposals presents a Best Value (lowest and best proposal) opportunity. Because of the time and expense incurred by both the Vendor community and the University, BAFOs are not routinely conducted. Vendors should offer their best pricing with the initial solicitation. Situations warranting solicitation of a BAFO will be considered an exceptional practice for any procurement. Vendors that remain in a competitive range within an evaluation may be requested to tender Best and Final Offers, at the sole discretion of the University. All such Vendors will be provided an equal opportunity to respond with a Best and Final Offer under a procedure to be defined by the University that encompasses the specific, refined needs of a project, as part of the BAFO solicitation. The University may re-evaluate and amend the original project specifications should it be deemed necessary in order to improve the opportunity for attaining Best Value scenarios from among the remaining competing Vendors. All BAFO proceedings will be uniformly conducted, in writing, and be subject to solicitation by the University and receipt mailto:ITInvoices@usm.edu from the Vendors under a precise schedule.

35.) As an alternative to traditional sealed bids in envelopes, the University of Southern Mississippi is capable of receiving electronic bid responses. While this option is available, it is not required, and we ask that all potential respondents keep in mind that with any electronic system there could be delays or glitches with the submission process; therefore the University highly encourages traditional sealed bids which are either mailed or submitted in person. Should a vendor choose to submit their response electronically, please follow the instructions below using the following website:

https://www.ms.gov/dfa/contract_bid_search/Home/Sell. On this site you will find helpful links to procurement opportunities, as well as a link to supplier registration.

If not already registered in this system, potential bidders will first need to click on ‘Supplier Registration’ and follow the steps outlined (a one-time process). Once registered, they can return to the original website and click on ‘Procurement Opportunities’ where they can either search by keyword for the bid they desire to respond to or leave the search box blank and click ‘Search’ for a listing of all current bids and proposals for the various State of Mississippi offices.

AA/EOE/ADAI

https://www.ms.gov/dfa/contract_bid_search/Home/Sell

C-Worker 5 Upgrade

REQUEST FOR BIDS

October 25, 2024

Bid # 25-22 University of Southern Mississippi

Advanced Battery System

1.0 Introduction

1.1 The University of Southern Mississippi (USM) is looking to procure an advanced battery for energy storage which is leak resistant, non-toxic, and made of recyclable materials.

2.0 Specifications

2.1 GENERAL PERFORMANCE SPECIFICATIONS

2.1.1 An advanced battery with high energy density with reduced thermal runaway, fires, explosions, and leakage which utilizes abundant, non-toxic, recyclable materials and has a 20+ year estimated life span.

2.2 REQUIREMENTS

2.2.1 The following specifications are to ensure that the advanced battery system will perform the tasks necessary to satisfy the project’s objectives. Any deviation from the following specifications must be explained and justified.

2.2.2 Bidder shall meet or exceed the following capabilities and design specifications:

General Equipment Description:

Primary Function Advanced battery technology for energy storage.

Energy Production/Storage Energy density: 18,000 Wh/L.

Efficiency High energy density with optimized ionic pathways.

Operational Temperature Range -46°C to 200°C.

Safety Significantly reduced thermal runaway, greatly reducing the risk of fires, explosions, and leakage.

Scalability Scalable for any application and size.

Environmental Impact Uses abundant, non-toxic, recyclable materials.

The following items shall also be provided with the equipment o Initial installation and training o Systems operations guide, maintenance manual, and spare parts list o Online and on-call technician support for software and hardware for the lifetime of the system (free or at cost)

2.3 CUSTOMER SUPPORT

2.3.1 The vendor should be willing to help The Mississippi Polymer Institute at The University of Southern Mississippi resolve any technical issues associated with the system, not only in the warranty period but also out of the warranty with reasonable service fee and lead time. Online and on-call technical support for unit for the lifetime of the system shall also be provided. A minimum of one full day of installation and familiarization and 3 days of onsite or online training with university staff. Training to include system setup, operation, maintenance, and troubleshooting.

2.4 SAFETY

2.4.1 Safety should be well weighted in the machine design and engineering delivery. Electronic controls shall be enclosed and not exposed to water or the external environment.

2.5 WARRANTY

2.5.1 Bidder warrants that the machinery shall be free from defects in material and workmanship under normal use and service with the obligation to repair or replace any parts which are proven defective, with a minimum of one year from delivery with a warranty start date which commences post system installation and verification.

2.6 DELIVERY

2.6.1 Vendor should quote the lead time required for delivery of the quoted equipment. Lead time shall not be greater than 18 weeks. Quoted prices should be F.O.B. Destination Freight Allowed. Onsite installation and system check is required.

Longevity 20+ years estimated lifespan with minimal degradation.

3.0 Points of Contact

For questions, contact the Buyer listed on the Bid Coversheet at:

bids@usm.edu

4.0 Submission Instructions to Bidders

One (1) signed original, two (2) copies, and one (1) portable virus/malware free electronic version (USB jump drive) of the sealed bid response (if an electronic copy is not included, USM reserves the right to request an electronic copy of the exact bid response prior to review of the bid), subject to the conditions made a part hereof, will be received by______, in the USM Procurement and Contract Services office, as indicated in the

General Terms, Conditions, and Instructions to Bidders described herein. It is the responsibility of the respondent to ensure that the proposal package arrives in the

Procurement and Contract Services Office.

Each bid must be submitted in a sealed envelope bearing on the outside the name “Bid

#____ advanced battery for MPI” the name of the Vendor, and the opening date specified on the coversheet.

The proposal should be addressed as follows:

For regular mail:

Attn: John Leggett, Buyer

118 College Drive, Box 5003 mailto:bids@usm.edu

Hattiesburg, MS 39406

Bid 25-22

For FedEx, UPS, or other express couriers:

Attn: Amber Floyd, Buyer

2609 W. 4th Street

Hattiesburg, MS 39401

Hand-carried responses should be brought to:

Attn: Amber Floyd, Buyer

214 Bond Hall

Hattiesburg, MS 39406

As an alternative to traditional sealed proposals in envelopes, the University of Southern

Mississippi is capable of receiving electronic bid responses. While this option is available, it is not required and we ask that all potential respondents keep in mind that with any electronic system there could be delays or glitches with the submission process; therefore the University highly encourages traditional sealed responses which are either mailed or submitted in person. Additionally, the University will not be responsible for issues with attempted submissions of bids using the electronic method.

Please note that emailed bids will not be accepted.

Should a vendor choose to submit their response electronically, please follow the instructions below using the following website:

On this site you will find helpful links to procurement opportunities, as well as a link to supplier registration. If not already registered in this system, potential bidders will first need to click on ‘Supplier Registration’ and follow the steps outlined (a one-time process).

Once registered, suppliers can return to the original website and click on ‘Procurement

Opportunities’ where they can either search by keyword for the bid they desire to respond to or leave the search box blank and click ‘Search’ for a listing of all current bids and proposals for the various State of Mississippi offices.

Any bid may be withdrawn prior to scheduled time for the opening of bids or authorized postponement thereof. Any bid received after the time and date specified will not be considered.

The University of Southern Mississippi reserves the right to accept or reject any or all bids and to waive any formalities.

The University of Southern Mississippi reserves the right to accept or reject optional line items included in the bid response.

Vendors are responsible for examining all specifications, terms, conditions, and instructions of this request. Failure to do so will be at Vendor’s risk.

In order to ensure all interested bidders receive any addenda that may be issued, proposers must email their intent to bid using the Intent to Bid link on the USM Bid

Calendar under Bid 22-38 prior to the deadline to submit:

https://www.usm.edu/procurement-contract-services/current-bids-and-sole-source-notices.php https://www.usm.edu/procurement-contract-services/current-bids-and-sole-source-notices.php https://www.usm.edu/procurement-contract-services/current-bids-and-sole-source-notices.php