BID 27-15 HIGH-PURITY GERMANIUM (HPGE) WELL DETECTOR- GAMMA.pdf

REQUEST FOR BIDS/PROPOSALS COVERSHEET

THE UNIVERSITY OF SOUTHERN MISSISSIPPI

Procurement and Contract Services

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

Date: September 18, 2026

BID No. 27-15

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. October 7, 2026 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

RFP 27-15 High-Purity Germanium

RFx # 3160008273

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.) Bids must be signed and sealed with bidder’s name and address on the outside of the envelope, and the time and date 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 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 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, 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.

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.) Mandatory Legal Provisions

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. The Vendor shall have no limitation on 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

c. The intentional and willful misconduct or negligent acts of the Vendor and/or Vendor’s employees or subcontractors.

d. All requirements that the University pay interest are deleted, 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.

e. Should any of the terms and conditions in the purchase contract conflict with the laws of the State of Mississippi, the laws of the State of Mississippi shall supersede and govern. A revision of the terms and conditions will be required to ensure compliance with Mississippi state law.

f. The University shall not pay any 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 may be examined during normal working hours by bid participants.

Non- participants will be prohibited from obtaining any information relative to the bid until 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 detailed specifications or the omission of detailed 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 of discriminating 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 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.

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 of Southern Mississippi close due to inclement weather conditions, or any other unforeseen events on the bid opening date, sealed bids will open the following business day at the same time and location.

34.) 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.

Regarding construction bids, there is one additional step required during the bid submission process. Along with the bid response and other attachments, contractors will also need to attach their Certificate of Responsibility (COR), or a statement that the bid enclosed does not exceed Fifty Thousand Dollars ($ 50,000.00). If their COR or such statement is not attached, the bid will be invalid and not considered.

AA/EOE/ADAI

Specifications for a Low-Background High-Purity Germanium (HPGe) Well Detector Gamma Spectrometry System

I. Background

The University of Southern Mississippi is seeking quotations from qualified suppliers for a complete, turnkey low-background high-purity germanium (HPGe) well detector gamma spectrometry system to be installed in a university research laboratory. The system will support research in radioisotope geochemistry, sediment geochronology, and particle flux studies, including routine assay of naturally occurring and anthropogenic radionuclides such as Pb-210, Ra-226, Ra-228, Th-234, Th-228, Be-7, and Cs-137 in small-mass marine sediment, suspended particulate, filter, and water-column samples.

The selected supplier shall provide all hardware, shielding, software, licensing, factory characterization, documentation, and technical support necessary to place the system into routine operation.

II. Purpose

The purpose of this acquisition is to obtain a well-geometry HPGe spectrometer capable of high-efficiency, low-background gamma assay of small sample masses (nominally 1 to 10 g) over an energy range of approximately 40 keV to 2000 keV, with sufficient sensitivity to quantify environmentally relevant, low-activity radionuclides at the levels encountered in coastal and open-ocean sediments and particulate matter. Well geometry is required to obtain near-4-pi counting geometry for limited sample quantities, and heavy low-background shielding is required to achieve minimum detectable activities suitable for geochronology and export flux applications.

III. General Performance Specifications

The system shall consist of a low-background HPGe well detector of at least 25% relative efficiency and at least 130 cm³ active volume, a vertical cryostat and liquid nitrogen dewar assembly, a digital multichannel analyzer with integrated signal processing and detector bias supply, a low-background lead shield of at least 4 in. wall thickness with a graded liner, and a gamma spectroscopy software suite that includes computational (source-free) efficiency calibration for non-standard sample geometries. All components shall be new, currently in production, and fully supported by the manufacturer. All items shall be mechanically and electrically compatible as delivered, and the supplier is responsible for confirming that the detector, cryostat, dewar, shield entry port, and electronics form a functional assembly. Suppliers shall demonstrate proven experience supplying well-geometry HPGe systems to low-level counting laboratories. Pricing shall be itemized by line, with optional items quoted separately from the base system total.

IV. Specific Requirements

1. HPGe Well Detector: To support research objectives, the detector shall meet or exceed the following:

a) Well (re-entrant) geometry HPGe crystal suitable for gamma spectrometry from approximately 40 keV to 2000 keV, including usable efficiency at the 46.5 keV Pb-210 photopeak

b) Active volume of 130 cm³ nominal or greater

c) Relative efficiency of 25% or greater at 1332 keV

d) Energy resolution of 2.3 keV FWHM or better at 1332 keV, and 1.4 keV FWHM or better at 122 keV

e) Well cavity of 15.5 mm diameter or greater and 40 mm depth or greater, with the usable cavity dimensions stated

f) Ultra-low-background construction throughout, including low-background endcap, well liner, end cap holder, and internal mounting hardware; the supplier shall identify the materials used and their radiopurity grade

g) Endcap outer diameter of approximately 70 to 76 mm (3 in.) or as required to fit the specified shield cavity

h) Entrance window construction and thickness suitable for low-energy photon transmission; window material and thickness shall be stated

i) Resistive-feedback cold FET preamplifier matched to the detector, with preamplifier interconnect cable set of 10 ft or longer

j) Factory test data sheet delivered with the detector, reporting measured resolution, peak shape, relative efficiency, and cryostat serial number

2. Cryostat, Dewar, and Cooling: The cooling assembly shall meet or exceed the following:

a) Vertical or horizontal dipstick or streamline cryostat configuration compatible with top-loading operation inside a lead shield

b) Tailstock length sufficient to position the crystal at the center of the shield cavity through a 4 in. thick shield lid, nominally 31.75 in. (80 cm) or as required by the quoted shield

c) Liquid nitrogen dewar of 30 L capacity, supplied with the collar appropriate to the quoted cryostat tail tube diameter

d) Static hold time of 14 days or greater without refill under normal laboratory conditions; the supplier shall state the rated hold time

e) All cryostat materials in the vicinity of the crystal selected for low radioactive background

f) Liquid nitrogen level monitoring with low-level alarm and automatic high-voltage inhibit on warm-up may be quoted as an option

g) Suppliers may propose an electrically cooled or hybrid cooling alternative as an alternate line item, provided that resolution, microphonic performance, and background impact are documented

3. Signal Processing and Data Acquisition: The electronics shall meet or exceed the following:

a) Integrated digital signal analyzer combining multichannel analyzer, digital pulse processing, and detector high-voltage bias supply in a single unit

b) Spectral memory of 16,384 channels minimum; 32,768 channels preferred

c) Digital trapezoidal pulse shaping with automatic pole-zero adjustment, baseline restoration, and digital gain stabilization

d) Pulse height analysis mode required; multichannel scaling, multispectral scaling, and time-stamped list mode desirable

e) Ethernet and USB interfaces, with the capability to be operated from a standard Windows workstation

f) Integrated web server or equivalent capability for remote status monitoring and diagnostics is desirable

g) Detector bias supply appropriate to the quoted detector, with automatic shutdown on detector warm-up

h) All interconnect cables, power supplies, and mounting hardware required for operation

4. Low-Background Shield: The shielding assembly shall meet or exceed the following:

a) Vertical, top-opening lead shield sized and configured for the quoted detector and cryostat

b) Lead wall, floor, and lid thickness of 4 in. (10 cm) minimum, using low-background or reprocessed lead; the supplier shall state the Pb-210 activity of the lead if known

c) Interior cavity of 11 in. diameter or greater and 16 in. height or greater

d) Graded inner liner, such as tin and copper, to suppress lead fluorescence X-rays

e) Annular plug or entry port in the lid matched to the quoted cryostat tail tube diameter; the supplier shall confirm the plug bore and tail tube dimensions are compatible as quoted

f) Supplied with a stand or table with adjustable feet, rated for the assembled shield weight

g) The supplier shall state the total assembled weight, the weight of the heaviest single component, floor loading requirements, and whether handling, rigging, and installation of shield components are included or must be provided by the University

5. Spectroscopy Software and Licensing: The software suite shall provide the following:

a) Acquisition control of the quoted multichannel analyzer, spectrum display, multiple peak search, and energy and FWHM calibration

b) Gamma analysis including background subtraction, efficiency calibration and correction, nuclide identification with interference correction, weighted mean activity, and minimum detectable activity calculation

c) True coincidence (cascade) summing correction, which is required for well geometry, and self-attenuation correction for varying sample matrix and density

d) Computational or mathematical efficiency calibration that does not require radioactive calibration sources, including geometry templates appropriate to well counting, together with the detector-specific factory characterization required to use it with the delivered detector

e) Quality assurance control charting, interactive peak fitting, batch processing, and user scripting or programming support

f) Compatibility with current Windows operating systems (Windows 10 and 11 or successor), with electronic licensing preferred over hardware dongles

g) License terms shall be stated explicitly, including whether licenses are perpetual or annual subscription, the number of computers or virtual machines covered, the annual renewal cost, and what is included in updates and technical support

h) Complete electronic documentation and manuals, with hardcopy available on request

6. Optional Items: The following shall be quoted separately and shall not be included in the base system total:

a) On-site installation, setup, and performance verification by a factory-trained engineer, including all labor and travel, as a firm fixed price

b) On-site operator training of up to two days, including all travel expenses

c) First-year service or support agreement, including at least one scheduled preventive maintenance visit, one emergency on-site visit, and priority technical support

d) Extended warranty providing at least one additional year of coverage beyond the standard warranty on the detector, cryostat, dewar, and electronics, priced by component

7. Acceptance Testing and Documentation: The following shall be provided:

a) Factory test data sheet documenting measured resolution, peak shape, and efficiency at delivery

b) On-site acceptance demonstration confirming that resolution and efficiency specifications are met after installation in the delivered shield

c) An integral background spectrum acquired in the installed shield over a counting period of at least 24 hours, with results reported for the regions of interest relevant to the radionuclides listed in Section I; the supplier shall state the expected integral background count rate for the quoted configuration

d) Complete documentation, including hardware manuals, software installation media or download access, license keys, and safety data for lead and cryogenic components

e) Final acceptance and final payment shall be contingent on demonstrated compliance with the specifications at the installed location

8. Delivery and Response Requirements: Responding suppliers shall provide the following with their quotation:

a) A total delivered price to the University's designated laboratory facility, with freight terms, packaging, and insurance identified; delivery of shield components shall account for their weight and handling requirements

b) Estimated lead time in weeks after receipt of order for each major component, and a statement of whether partial shipment is required or permitted

c) Quotation validity of at least 90 days from the date of issue

d) Itemized line pricing for the base system, with any list price, discount, and net price shown for each line

e) Disclosure of any surcharges or adjustments, including raw material surcharges, tariffs and duties, inflation or component adjustment clauses, and payment method fees, together with a statement of whether the quoted prices are firm through delivery

f) Contact information for technical and application support, and confirmation that parts and service will remain available for at least ten years

g) A deviation table listing any item that does not meet these specifications;

substitutions of equal or better performance are acceptable when clearly identified and technically justified