BIDDER: _____________________

COMMUNITY COLLEGE DISTRICT NO. 502

BID NUMBER: 2027-B0007

OPTICAL COHERENCE TOMOGRAPHY (OCT) SYSTEM

BIDS DUE: THURSDAY, SEPTEMBER 10, 2026, AT 1:00 P.M. CENTRAL TIME

In the event of College closure due to circumstance outside of the College’s control, the bid deadline will be extended to the next business day at the same time.

RETURN BIDS TO: COLLEGE OF DUPAGE PROCUREMENT SERVICES

INSTITUTIONAL RESOURCE CENTER (IRC), ROOM 1001

425 FAWELL BLVD.

GLEN ELLYN, ILLINOIS 60137

ATTENTION: BID NO. 2027-B0007

Issue Date: August 20, 2026

ISSUED BY THE COLLEGE OF DUPAGE PROCUREMENT SERVICES

Bid No. 2027-B0007

Procurement Services 425 Fawell Boulevard Glen Ellyn, Illinois 60137-6599 http://www.cod.edu

PHONE (630) 942-2217

August 20, 2026

INVITATION FOR BID

Sealed bids for an Optical Coherence Tomography (OCT) System will be received between the hours of 8:00 a.m. to 5:00 p.m. Central Time by the College of DuPage, District 502, at the Office of the Procurement Manager, Institutional Resource Center (IRC) Building, Room 1001, 425 Fawell Blvd., Glen Ellyn, IL 60137, until Thursday, September 10, 2026, at 1:00 p.m. Central Time, at which time they will be publicly opened. In the event of College closure due to circumstance outside of the College’s control, the bid deadline will be extended to the next business day at the same time.

Any bid received after the date and time stated above will be returned unopened. College of DuPage shall not be responsible for bids that are not received at the specific office location indicated above by the stated deadline. Failure by a delivery service company or person to meet the deadline will not excuse the respondent from the deadline requirement. It is solely the bidder’s responsibility to ensure that adequate time is allowed for timely and accurate delivery.

Prices offered shall be F.O.B. Destination, College of DuPage, 425 Fawell Blvd., Glen Ellyn, IL 60137.

Prices must be firm. No bids will be accepted on the basis of a price prevailing at the time of shipment.

The award(s) of the contract will be made to the lowest responsible and qualified bidder whose bid complies with all the requirements prescribed. Brand or trade names in bid specifications are used for identification purpose only.

Respondents may download the Bid in addition to any future addenda from the College’s Procurement website at the following URL address: http://cod.edu/about/purchasing/requests/index.aspx.

No bid shall be withdrawn for a period of ninety (90) days after the bid opening date without the consent of the College.

LEGAL NOTICE

BID NOTICE

No. 2027-B0007

The College of DuPage is accepting sealed bids for an Optical Coherence Tomography (OCT) System.

The Bid documents and Zoom meeting instructions may be downloaded from the Procurement Website at www.cod.edu/about/purchasing/requests by clicking on the link for this bid and following the instructions.

Bids will be received between the hours of 8:00 a.m. to 5:00 p.m. Central Time to the College of DuPage Procurement Services in the Institutional Resource Center (IRC) Building, Room 1001, 425 Fawell Blvd., Glen Ellyn, IL 60137 up to and no later than Thursday, September 10, 2026, at 1:00 p.m. Central Time, at which time they will publicly opened.

A pre-bid conference is scheduled via Zoom for Thursday, August 27, 2026, at 10:00 a.m. Central Time. The pre-bid conference is not mandatory, but highly recommended.

The College of DuPage is committed to the economic development of disadvantaged business enterprises;

qualified Minority, Women, and Persons with Disabilities Owned Businesses are highly encouraged to participate.

College of DuPage Board of Trustees Reserves the right to reject any and all responses. This invitation is issued in the name of the Board of Trustees of College of DuPage, Community College District 502, Glen Ellyn, Illinois.

Table of Contents

1.0 GENERAL INFORMATION

1.1 DEFINITIONS

1.2 BIDS TO CONFORM TO REQUIREMENTS OF LEGAL ADVERTISING

1.3 COMPLIANCE

1.4 COMPLIANCE WITH LAWS - PUBLIC CONTRACTS

1.5 REGULATIONS

1.6 BID MODIFICATIONS

1.7 PRICES FIRM

1.8 AWARD OF CONTRACT

1.9 CONSIDERATION OF BIDS

1.10 COMPETENCY OF BIDDER

1.11 BIDDER WARRANTIES

1.12 PAYMENT TERMS

1.13 PAYMENT REMITTANCE

1.14 CASH BILLING DISCOUNTS

1.15 LOCAL BUSINESS PREFERENCE

1.16 EQUAL EMPLOYMENT OPPORTUNITY

1.17 TAX EXEMPTION

1.18 HOLD HARMLESS CLAUSE

1.19 CONTRACTORS LIABILITY INSURANCE

1.20 PREVAILING WAGE ACT

1.21 BUSINESS ENTERPRISE PROGRAM

2.0 INSTRUCTIONS TO BIDDERS

2.1 OUTSIDE DOCUMENT DISCLAIMER

2.2 BLACKOUT PERIOD

2.3 PRE-BID MEETING

2.4 REQUESTS FOR INFORMATION/CLARIFICATION

2.5 BID DEADLINE AND SUBMISSION

2.6 EXCEPTIONS

2.7 ERROR IN BID

2.8 WITHDRAWAL OF BIDS

2.9 NOTICES

2.10 BID DEPOSIT

2.11 PERFORMANCE AND PAYMENT BOND

3.0 BID SPECIFICATIONS

3.1 SHIPMENTS

3.2 TERM

3.3 PRICING

3.4 PAPER PRICE ESCALATION CLAUSE

3.5 ESTIMATED USAGE QUANTITIES

3.6 SAMPLES

3.7 BASIS OF AWARD

4.0 BID FORM

5.0 BUSINESS ENTERPRISE PROGRAM

6.0 CERTIFICATIONS **Required**

7.0 SIGNATURE PAGE **Required**

8.0 CONFLICT OF INTEREST DISCLOSURE AND NON-COLLUSION FORM **Required**

ATTACHMENT A – CAMPUS MAP

ATTACHMENT B – SAMPLE SERVICE AGREEMENT

ATTACHMENT C – NO BID FORM

BID SUBMISSION CHECKLIST

Things to Remember When Submitting a Response to an Invitation to Bid for the College of DuPage

1. Read the entire document. In your review, note critical items such as: blackout period, required goods and services, submittal dates, submission requirements, etc.

2. Note the contact information provided. The Procurement Services Office Buyer at purchasing@cod.edu is the single point of contact for this Invitation to Bid and is the only person with whom you are allowed to communicate regarding this bid. This person is an excellent source of information for any questions you may have.

3. Take advantage of the “question and answer” period. Submit your questions to Procurement Services by the date in the Invitation to Bid and view the answers given in the formal addenda issued for the Invitation to Bid. All addenda issued for an Invitation to Bid will be emailed to each company that downloaded the bid documents and will include all questions asked and answered concerning the Invitation to Bid. Please ensure when downloading the bid documents, you use a valid email address.

4. Do not alter, add to, or delete and part of the Bid documents without prior approval.

Please refer to the section titled Exceptions for instruction on how to request a deviation to the original Invitation to Bid.

5. Ensure all Addenda are signed. Before submitting your response, check the College Procurement website at http://www.cod.edu/about/purchasing/requests/index.aspx to see whether any addenda were issued for this Bid request. If so, you must submit a signed copy of the addenda along with your bid response.

6. Review and read the bid document again to make sure you have addressed all requirements.

*Bids will not be accepted if Sections 4, 5, 6, 7, and 8 are not completed. (Please note there are two (2) signature lines in Section 8 that must be signed.)

*If your company is a Certified Women-Owned, Minority-owned, or Persons with Disability-owned business, please include a copy of any and all certifications.

7. Submit your response on time. Note the date and time listed on the front page of the Invitation to Bid and be sure to submit all required items on time. Late responses will not be accepted. It is the sole responsibility of the Respondent to ensure that adequate time is allowed for timely and accurate submission and that the Bid is received as required.

8. Important dates to know:

• Bid Publication Date – Thursday, August 20, 2026

• Pre-Bid Meeting – Thursday, August 27, 2026, at 10:00 a.m. Central Time

• Questions Due – Friday, August 28, 2026, by 12:00 p.m. Central Time

• Bids Due – Thursday, September 10, 2026, at 1:00 p.m. Central Time

• Target Board Approval Date – Thursday, October 15, 2026

1.0 GENERAL INFORMATION

1.1 DEFINITIONS

A. BIDDER shall mean the individual or business entity submitting a Bid to supply any or all of the services or goods required by the Bid Documents.

B. BID shall mean the Bid Documents as completed by the Bidder which constitutes the Bidder's offer.

C. CONTRACT shall mean the agreement between the College and Contractor as set forth in the Bid Documents and as awarded by the College of DuPage Board of Trustees.

D. BID DOCUMENTS shall mean collectively the Instructions to Bidders, General Conditions, Special Conditions, Specifications, Attachments, and Addenda, if any, Bid, Site Inspection Certificate, Contractor Certifications and Forms for Minority Participation. The above documents shall be considered as one integrated document setting forth the obligations of the parties.

E. CONTRACTOR shall mean the individual or business entity submitting a Bid and to whom the College of DuPage Board of Trustees awards the Contract.

F. COLLEGE shall mean the College of DuPage, Community College District No. 502, a body politic and corporate of the State of Illinois.

G. DIRECTOR shall mean the person or persons authorized by the College to act in connection with this Contract. Such authorization shall not include any power to change the scope of the Contract or to obligate the College to pay additional sums beyond the amount of the Contract awarded by the College of DuPage Board of Trustees.

H. PROCUREMENT MANAGER shall mean the Procurement Manager of the College of DuPage.

I. SPECIFICATIONS shall mean the description of the required services, Contract Goods, equipment, personnel, volume and use statistics and all requirements for the scope of work set forth in the Bid Documents.

1.2 BIDS TO CONFORM TO REQUIREMENTS OF LEGAL ADVERTISING

The College will not entertain or consider any Bid responses: (i) received after the exact time specified in the legal advertisements; (ii) not accompanied by the required bid deposit/bond, if required; or (iii) in any other way failing to comply fully with the conditions stated in the legal advertisement.

1.3 COMPLIANCE

Submissions under this Invitation to Bid shall be for items at least equal to or better than the quality and performance characteristics stated herein. The burden of proof that product and services meet specifications shall be documented by the bidder and be provided as part of the submitted bid. Failure to provide complete documentation of the product compliance with specifications required may result in bid rejection.

1.4 COMPLIANCE WITH LAWS - PUBLIC CONTRACTS

This Contract is a competitively bid public contract of the College of DuPage subject to laws and ordinances governing public contracts. The Bidder shall at all times observe and comply with all laws, ordinances, regulations and codes of the Federal, State and other local government agencies which may in any manner affect the preparation of the Bid or the performance of the Contract. If the Bidder observes that any of the Bid Documents are at variance therewith, it shall promptly notify the Procurement Manager in writing and necessary changes shall be effected by appropriate modification.

1.5 REGULATIONS

The Contractor or Subcontractor, warrants that they are familiar with and they shall comply with all Federal, State, and Local Laws, statutes, ordinances, rules and regulations and the orders and decrees of any courts or administrative bodies or tribunals in any manner affecting the performance of the Contract, including, without limitation, Workmen’s Compensation Laws, minimum salary and wage statutes and regulations, laws with respect to permits and licenses and fees in connection therewith, laws regarding maximum working hours and regulations with respect to use of explosives. No plea of misunderstanding or ignorance thereof will be considered. Whenever required, the Contractor, or Subcontractor, shall furnish the college with satisfactory proof of compliance with said Federal, State and Local Laws, statutes, ordinances, rules, regulations, orders, and decrees.

1.6 BID MODIFICATIONS

Unless indicated, it is understood that bids are in strict accordance with specification requirements. Bids shall be deemed final, conclusive, and irrevocable. No bid shall be subject to correction or amendment for any error or miscalculation. Bid prices shall include cost of materials as specified, any applicable discounts and shipping. Installation costs shall be included only when indicated on page one. Installation shall include, but is not limited to, all assembly required, setting in place, and mounting all materials at various campus locations.

1.7 PRICES FIRM

All prices quoted in the Bid shall be firm and will not be subject to increase during the term of the Contract awarded to the Contractor, except as otherwise provided in the Bid Documents.

1.8 AWARD OF CONTRACT

The award of the contract will be made within ninety (90) calendar days after the opening of bids to the lowest responsible and qualified bidder whose bid complies with all the requirements prescribed. The successful bidder will be notified by electronic mail that their bid has been accepted and that they have been awarded the contract. Notification will also be posted on the College’s Procurement website at http://www.cod.edu/about/purchasing/ . Failure to execute performance as per accepted bid may result in legal action by the College of DuPage to recover damages.

If a contract is not awarded within ninety (90) days after the opening of bids, a bidder may file a written request with the Procurement Manager for the withdrawal of their bid and the Procurement Manager will permit such withdrawal.

The bid security (if required) of all except the three (3) low bidders will be returned promptly after the bids have been checked, tabulated, and the relation of the bids established. Bid security of the three (3) lowest bidders, if required in legal notice, will be returned as soon as the contract and the bond of the successful bidder have been promptly executed and approved. If contracts cannot be awarded promptly, the College may permit the three (3) lowest bidders to substitute bid bonds for bank cashier’s checks, bank drafts or certified checks submitted with their bids. Bid bonds executed by corporate surety companies shall be satisfactory to the Owner, but such substitution shall not be made until a period of fifteen (15) days has elapsed after the date of opening of bids and bond forms furnished by the College shall be used.

1.9 CONSIDERATION OF BIDS

The College reserves the right to reject or accept any or all Bid responses, to extend the bidding period, to waive technicalities in the documents and/or to direct that the solicitation be abandoned or rebid prior to award of the Contract.

1.10 COMPETENCY OF BIDDER

No Bid will be accepted from or Contract awarded to a Bidder that is in arrears or is in default to the College upon any debt or Contract, or that is a defaulter, as surety or otherwise upon any obligation to said College, or has failed to perform faithfully any previous contract with the College.

1.11 BIDDER WARRANTIES

The submission of a Bid shall constitute a warranty that: (i) Bidder has carefully and thoroughly reviewed the Bid Documents and has found them complete and free from ambiguities and sufficient to describe the Contract work; (ii) Bidder and all workers and/or employees it intends to use in the performance of this Contract are skilled and experienced in the type of work or services called for by the Bid Documents; and

(iii) neither the Bidder nor any of its employees, agents, suppliers or subcontractors have relied on any verbal representations from the College, or any of the College's employees, agents, or consultants, in preparing the Bid.

1.12 PAYMENT TERMS

All invoices must be provided to the College for services rendered directly to the College. Undisputed invoices will be paid to the contractor within sixty (60) days of receipt of properly submitted invoices, in accordance with the Local Government Prompt Payment Act.

1.13 PAYMENT REMITTANCE

All College vendors are required to receive payment from the College via an Automated Clearing House (ACH) transfer. Instructions to register for ACH payments will be sent, upon request, to successful bidders.

Failure to comply with the ACH requirements may result in termination of the contract or purchase order.

College ACH transfers typically occur the third week of each month. Invoices must be received at least 3 weeks prior to each ACH payment release. You are strongly encouraged to set up your account upon notice of award to avoid a delay payment.

1.14 CASH BILLING DISCOUNTS

Cash billing or percentage discounts for payment will not be considered in evaluating Bids.

1.15 LOCAL BUSINESS PREFERENCE

When two (2) or more responsible bidders submit the same low bid, the contract award will be determined by drawing lots in a public meeting unless one bidder is a local bidder within the District boundaries and one is a non-local bidder, in which event the local bidder will be awarded the contract.

1.16 EQUAL EMPLOYMENT OPPORTUNITY

In the hiring of employees for the performance of work under the Contract and any subcontract thereunder, no Contractor or Subcontractor shall, by reason of race, color, sex, religion, national origin, ancestry, age, marital status, disability, unfavorable military discharge or sexual orientation discriminate against any citizen of the United States, in the employment of Labor or workers, who are qualified and available to perform work to which the employment is related. Neither shall any Contractor or Subcontractor, or any person on behalf of either, discriminate against or intimidate any employee hired for the performance of work under this Contract on account of race, color, sex, religion, national origin, ancestry, age, marital status, disability, unfavorable military discharge or sexual orientation.

1.17 TAX EXEMPTION

College of DuPage District #502 is exempt from Federal, State and Municipal taxes. Exemption certificates will be furnished upon request.

1.18 HOLD HARMLESS CLAUSE

Contractor shall indemnify, hold harmless and defend the College of DuPage, its officers, trustees, agents, servants, and employees, from and against any and all claims, lawsuits, demands, liabilities, and losses whatsoever occurring or resulting to any and all persons, firms or corporations furnishing or supplying work, services, materials, or supplies in connection with the performance of this agreement, and from any and all claims, liabilities, and losses occurring or resulting to any person, firm, or corporation for damage, injury, or death arising out of or connected with Contractor’s performance of this agreement, unless such claims, liabilities, or losses arise out of the sole negligence or willful misconduct of the College of DuPage.

“Contractors performance” includes Contractor’s action or inaction and the action or inaction of Contractor’s officers, employees, agents and Subcontractors.

1.19 CONTRACTORS LIABILITY INSURANCE

The Contractor shall not commence work under this contract until all insurance required herein is obtained and approved by the College. Nor shall the Contractor allow any subcontractor to commence work until all similar insurance required of the subcontractor has been so obtained.

The Contractor shall furnish the College of DuPage with a Certificate of Insurance, with College of DuPage, its trustees, officers, agents, employees, and any other parties designated by COD named as an additional insured for Commercial General and Automobile Liability, showing the minimum coverage indicated below.

Insurance companies must have a Best Rating of at least A VI and otherwise be acceptable to the College.

Workers’ compensation insurance shall include a waiver of subrogation in favor of the College of DuPage.

The College will also be shown as the certificate holder. Further, the Certificate of Insurance shall state that coverage provided is primary to any other coverage available to College of DuPage. An endorsement page showing coverage must accompany the certificate of insurance. The foregoing certificate shall contain a provision that coverage afforded under the policies will not be cancelled or non-renewed until at least sixty (60) days prior written notice has been given to College of DuPage.

TYPE OF INSURANCE MINIMUM INSURANCE COVERAGE

Combined Single Limit per Occurrence/Aggregate

Commercial General Liability including:

1. Premises – Operations $1,000,000 / $2,000,000

2. Explosion, Underground and Collapse Hazard

3. Products/Completed Operations

4. Contractual Insurance

5. Broad Form Property Damage

6. Independent Contractors

7. Bodily Injury

Automobile Liability Owned, Non-owned, or Rented $1,000,000 / $2,000,000

Workers' Compensation and Employers’ Liability As Required by Applicable Laws

Professional Liability If Performance Specifications are required by the Contract

1.20 PREVAILING WAGE ACT

When applicable, and as a condition of receiving payment, Contractor must pay its employees prevailing wages in the locality in which the work is to be performed as establish for Public Works (construction and maintenance of a public work) prevailing wage and other requirements under Contract for Public Workers 820 ILCS 130/4. When required by the College Contractor shall provide a copy of the certified payroll on request. Contractor is responsible for contacting the Illinois Department of Labor to ensure understanding of prevailing wage requirements.

The prevailing rates of wages are determined by the Illinois Department of Labor and are available on the Department’s official website: https://www2.illinois.gov/idol/Laws-Rules/CONMED/Pages/prevailing-wage-rates.aspx The College of DuPage has adopted the resolution regarding the prevailing wage rates for DuPage County in accordance with Illinois Prevailing Wage Act and are available the College’s website: http://www.cod.edu/about/purchasing/illinois_prevailing_wage_act.aspx .

1.21 BUSINESS ENTERPRISE PROGRAM

The College of DuPage encourages the participation of qualified minorities, females, and persons with disabilities owned businesses in public contracts. It is the practice of the College to ensure full and equitable economic opportunities to persons and businesses that compete for business with the College of DuPage, including minorities, females, and persons with disabilities owned business enterprises The College is committed to the economic development of disadvantaged business enterprises and the award of contracts to businesses owned by minorities, females, and persons with disabilities for services to the extent provided by the Business Enterprise for Minorities, Females and Persons with Disabilities Act (“Act”), 30 ILCS 575.

END OF SECTION

2.0 INSTRUCTIONS TO BIDDERS

2.1 OUTSIDE DOCUMENT DISCLAIMER

The College of DuPage cannot warrant, represent, or guarantee the accuracy or completeness of documents which have not been obtained directly from the College. If you have obtained these documents from a third-party source, the College is not responsible for any loss or damage including, but not limited to, time, money, or goodwill arising from errors, inaccuracies or omissions in any third party bid documents.

To obtain official documents, please visit: https://www.cod.edu/about/purchasing/requests/index.aspx .

Click on the link for this solicitation and follow the prompts to enter your information onto our vendor list and download the original documents. This will ensure your contact information is registered on our vendor list, and we can send you any addenda that may be issued. This website is the only official website for prospective bidders to obtain digital copies of bid documents. It is the responsibility of each prospective bidder to verify the completeness of their printed bid documents before submitting a bid and accompanying executed addenda acknowledgement, and other required forms.

2.2 BLACKOUT PERIOD

Under no circumstances are respondents to contact or discuss this Invitation to Bid, or any of the information contained herein or about this solicitation in general, with any College of DuPage trustee, employee, vendor, contractor or subcontractor, other than using the methods outlined in this bid. Respondents are strictly forbidden from visiting the College’s locations or approaching any College trustee, employee, vendor, contractor or subcontractor for any information related to this Invitation to Bid or this solicitation without the direct knowledge and authorization in writing in advance from the Procurement Manager or Buyer. Violation of these provisions may subject the respondent to immediate disqualification.

2.3 PRE-BID MEETING

A. The College will hold a Zoom Pre-Bid Meeting on Thursday, August 27, 2026, at 10:00 a.m.

Central Time. All parties interested in responding to the BID are urged to attend the Zoom meeting.

The College will clarify the objectives of the Bid and answer questions during the Pre-Bid Meeting.

B. Zoom Invite Meeting Information for the Pre-Bid meeting

Topic: Pre-Bid, 2027-B0007 Optical Coherence Tomography (OCT) System

Time: Thursday, August 27, 2026, at 10:00 a.m. Central Time

Join Zoom Meeting; https://cod.zoom.us/j/9664432149

Meeting ID: 966 443 2149

One tap mobile +13126266799,,9664432149# US (Chicago) +16465588656,,9664432149# US (New York) Dial by your location +1 312 626 6799 US (Chicago) +1 301 715 8592 US (Washington DC) +1 646 558 8656 US (New York) +1 253 215 8782 US (Tacoma) +1 346 248 7799 US (Houston)

Meeting ID: 966 443 2149 Find your local number: https://cod.zoom.us/u/kckqVBnmFb

2.4 REQUESTS FOR INFORMATION/CLARIFICATION

If any firm submitting a bid for this solicitation is in doubt as to the true meaning of the specifications or other documents or any part thereof, bidder shall request clarification from the Procurement Services.

Questions must be submitted in writing and be directed via email to the Procurement Services at purchasing@cod.edu no later than Friday, August 28, 2026, by 12:00 p.m. Central Time. Questions for which answers are provided will be communicated to all registered recipients of bid documents via addendum. All issued addenda must be signed and returned to the College as per the instructions in the addenda or bid will not be accepted.

2.5 BID DEADLINE AND SUBMISSION

To be assured of consideration, Bids must be received Monday through Friday, between the hours of 8:00 a.m. to 5:00 p.m. Central Time by the College of DuPage Procurement Services in the Institutional Resource Center (IRC) Building, Room 1001, 425 Fawell Blvd., Glen Ellyn, IL 60137, no later than Thursday, September 10, 2026, at 1:00 p.m. Central Time. See Attachment A for the location of the Institutional Resource Center (IRC) Building.

Late bids will not be considered. Failure by a delivery service company or person to meet the deadline will not excuse the Bidder from the deadline requirement. It is solely the Bidder’s responsibility to ensure that adequate time is allowed for timely, accurate delivery and that the Bid is received as required.

All Bidders shall submit one (1) sealed original hard copy, and one (1) flash drive containing all completed documents of the Bid.

Bids must be in a sealed envelope and delivered to:

College of DuPage Procurement Services Institutional Resource Center (IRC) Building, Room 1001 425 Fawell Blvd.

Glen Ellyn, Illinois 60137 Attention: Bid No. 2027-B0007

Bids must be received by the date and hour of the Bid Opening as shown in the legal advertisement. The sealed envelope submitted by the Bidder shall carry the following information on the face of the envelope:

Bidder's name, address, Bid Notice Number, advertised date of Bid Opening and the hour designated for Bid Opening as shown in the legal advertisement. Unless otherwise stated, all blank spaces on the bid forms shall be fully completed. Bidder bears all responsibility for error or omissions in the submission of the Bid.

2.6 EXCEPTIONS

If any Respondent intends to take any deviations or exceptions from the specifications or other bid documents, Respondent shall submit to the Procurement Manager a written request for a deviation or exception at least 10 business days prior to the date and time of advertised bid opening date. If the Procurement Manager considers such deviation or exception acceptable, the Procurement Manager shall issue an Addendum setting forth such deviation or exception from the specifications or other which shall be applicable to all Respondents submitting a response.

If no Addendum is issued by the Procurement Manager/Buyer, then such deviation or exception shall be deemed rejected.

The College may reject any response containing deviations or exceptions not previously accepted through a written Addendum. A copy of such Addendum will be e-mailed or delivered to each Respondent receiving a set of such bid documents. Respondent shall acknowledge receipt of each Addendum issued in the space provided on the bid form or via a signed addendum. Failure to acknowledge receipt of addenda may result in disqualification of the bid. All written requests for deviations or exceptions shall be sent to purchasing@cod.edu.

2.7 ERROR IN BID

Where a bidder claims to have made a mistake, such mistake must be called to the attention of the Procurement Manager within twenty-four (24) hours after the opening of bids. Within forty-eight (48) hours of the bid opening, bidder shall submit to the College’s designated Procurement Manager original documentary evidence and a detailed explanation of how the mistake was made. Failure to conform to this requirement precludes the bidder from withdrawing its bid based upon a bid mistake. If such notice, proof and explanations have been tendered, and the Procurement Manager is convinced that a bona fide mistake has been made, the Procurement Manager may recommend to the Board of Trustees that the bidder be allowed to withdraw its bid and recommend that the bid be awarded to the next lowest responsible, responsive bidder. If the Board determines by majority vote, that the bidder has made a bona fide error, no award will be made upon such bid and the bid security will be returned.

2.8 WITHDRAWAL OF BIDS

Bidders may withdraw their Bids at any time prior to the time specified in the legal advertisement as the date and hour set for the Bid Opening. However, no Bidder shall withdraw, cancel or modify its Bid response for a period of ninety (90) calendar days after said advertised Bid Opening. Requests for withdrawal must be made in writing on the Bidder’s letterhead to the College’s Procurement Services. Bidders must make their own arrangements for the return of their Bid.

2.9 NOTICES

All communications and notices between the College and Bidders regarding the Bid Documents shall be in writing via email. Notices to the Bidders shall be addressed to the email address provided by the Bidders; notices to the Procurement Manager shall be addressed to Procurement Services Department via-email at purchasing@cod.edu.

2.10 BID DEPOSIT

When required in the legal advertisement, the Bid shall be accompanied by cashier's check, certified check or surety bond in the amount shown in the legal advertisement or as may be prescribed in these Bid Documents. A certified or cashier's check shall be drawn on a responsible bank doing business in the United States and shall be made payable to the order of the College of DuPage. The Surety issuing the bond must have a general rating of "A", and shall be a Class V or higher in the financial size category as defined by Best's Key Rating Guide - Property and Casualty. Failure to submit the bid deposit shall constitute an informal Bid and such Bid shall be rejected.

The Bidder hereby agrees that the bid deposit shall be forfeited to the College as liquidated damages and not as penalty in the event Bidder fails to comply with the terms of this invitation to bid, or otherwise fails or refuses to honor the Bid upon award of the Contract by the College.

The bid deposit of all bidders will be returned, with the exception of the winning Contractor, after the College has awarded the Contract. The bid deposit of the Contractor will be returned after the Contract has been awarded and the Contractor has submitted all insurance documentation and the Performance and Payment Bond, as required by the Bid Documents.

*This solicitation does not require a bid deposit.

2.11 PERFORMANCE AND PAYMENT BOND

The successful Bidder shall furnish a Performance and Payment Bond in the full amount of the Contract on the College Bid Form. The Surety issuing the Performance and Payment Bond must have a general rating of "A" and shall be a Class V or higher in the financial size category as defined by Best's Key Rating Guide- Property and Casualty.

In the event that the Bidder fails to furnish the Performance and Payment Bond within fourteen (14) calendar days after service of the Notice of Award, the College may elect to retain Bidder's bid deposit as liquidated damages and not as a penalty and the Contract may be terminated. The parties agree that the sum of the bid deposit is a fair estimate of the amount of damages that the College will sustain due to the Bidder's failure to furnish the Performance and Payment Bond and the termination of the Contract.

*This solicitation does not require a performance and payment bond.

3.0 BID SPECIFICATIONS – 2027-B0007 OPTICAL COHERENCE TOMOGRAPHY (OCT) SYSTEM

GENERAL SPECIFICATIONS

The College of DuPage is looking to purchase one (1) Optical Coherence Tomography (OCT) System with retinal camera capabilities. The OCT System will be placed in the Ophthalmic Technician Program, Health and Sciences Center, HSC 1313, Eye Care/Ophthalmic Technician Laboratory, and will be used for instructional, clinical, and ophthalmic technician training purposes.

The system shall provide high-resolution retinal imaging, OCT scanning of the macula and optic nerve head, color fundus photography (highly recommended), automated scan acquisition, and glaucoma analysis.

Delivery, installation, system setup, training, and all associated costs necessary to place the system into full operational service must be included in the bid.

Installation and Training:

The bid shall include complete installation, system setup, configuration, operational testing, and one day (8 hours) of in-house applications and system training for designated College of DuPage faculty and staff.

Training shall include, at a minimum:

• Patient setup and positioning.

• OCT scan acquisition.

• Macular scanning protocols.

• Optic nerve head scanning protocols.

• Retinal imaging.

• Color fundus photography – highly recommended.

• Glaucoma analysis and protocols.

• Basic image interpretation.

• Image review and management.

• Software operation and navigation.

• Routine system maintenance.

• Basic user troubleshooting.

Additional applications support shall be available remotely or on-site as needed

Software:

The bid shall include all software necessary for complete operation of the OCT System.

The College will supply the computer, if applicable. Vendor shall identify all computer hardware, operating system, network, connectivity, or other technical requirements necessary for proper operation of the proposed system.

Software updates shall be provided as needed to maintain proper system performance and functionality.

Firmware updates shall also be provided when applicable.

Warranty:

The bid shall include a minimum of a one-year Extended Warranty.

Warranty coverage shall include parts, labor, and technical support necessary to maintain the OCT System in proper operating condition.

All replacement parts shall be new and shall meet manufacturer specifications.

Vendor shall maintain access to replacement components throughout the contract period.

Delivery:

Delivery costs must be included in the cost of the Unit.

Vendor shall coordinate delivery with the College of DuPage and deliver the equipment to the Health and Science Center.

Vendor shall be responsible for delivery to the designated installation location, HSC 1313, unless otherwise directed by the College.

Vendor shall provide all equipment, components, accessories, cables, software, and other items required for a complete and operational installation.

ITEM NO. 1: ONE (1) OPTICAL COHERENCE TOMOGRAPHY (OCT) SYSTEM

• The Optical Coherence Tomography (OCT) System must be suitable for use in an Ophthalmic Technician educational and clinical training laboratory.

• The OCT System shall provide high-resolution retinal imaging suitable for instructional and clinical applications.

• The OCT System shall provide OCT scanning of the macula.

• The OCT System shall provide OCT scanning of the optic nerve head.

• The OCT System shall include color fundus photography capability - highly recommended.

• The OCT System shall provide automated scan acquisition to facilitate consistent image acquisition and student training.

• The OCT System shall provide glaucoma analysis and associated imaging protocols.

• The OCT System shall provide appropriate protocols for macular and optic nerve/glaucoma evaluation.

• The system shall provide image review and analysis capabilities appropriate for ophthalmic technician education and clinical training.

• The system software shall provide an intuitive, user-friendly interface suitable for use by faculty, staff, and students following appropriate training.

• The system shall allow users to acquire, review, analyze, and store OCT and retinal images.

• The system shall provide image quality and acquisition features appropriate for teaching proper patient positioning, scan acquisition, and retinal imaging techniques.

• The system shall be suitable for routine use in an instructional ophthalmic laboratory environment.

• Vendor shall provide all standard accessories and components necessary for normal operation of the OCT System.

• Vendor shall provide complete installation, system configuration, calibration, and operational testing.

• Vendor shall demonstrate proper operation of the OCT System following installation.

• The system shall be capable of supporting instructional, clinical, and training activities conducted by the College of DuPage Ophthalmic Technician Program.

ITEM NO. 2: COMPLETE STANDARD SUPPORT– FOR A FIVE (5) YEAR TERM

The Vendor shall provide complete standard support for a five (5) year term, including:

• Phone/Email Support during normal business hours 9:00 a.m. – 5:00 p.m. CST.

• Technical troubleshooting and diagnostic support.

• Remote technical support.

• On-site technical support when remote support is insufficient.

• Emergency service.

• Repair services.

• Preventive maintenance.

• Calibration and calibration verification.

• Software and firmware updates.

• Applications support.

Preventive Maintenance Vendor shall provide annual preventive maintenance performed by factory-trained or manufacturer-authorized technicians.

Preventive maintenance shall include, at a minimum:

• Inspection of optical components.

• Cleaning of optical and imaging components as appropriate.

• Calibration verification.

• Software diagnostics.

• Performance testing.

• Verification of system operation and image quality.

• Firmware/software updates, when applicable.

• Identification of components requiring repair or replacement.

• Written documentation of all preventive maintenance performed.

Replacement Parts

• All replacement parts shall be new.

• Replacement parts shall meet manufacturer specifications.

• Replacement components shall maintain the performance and functionality of the OCT System.

• Vendor shall maintain reasonable access to replacement components throughout the five (5) year support period.

• Parts and labor shall be covered in accordance with the applicable warranty and service agreement.

Applications Support Vendor shall provide ongoing applications support for faculty and staff. Applications support shall include assistance with:

• Patient setup and positioning.

• OCT scan acquisition.

• Macular protocols.

• Optic nerve head protocols.

• Retinal imaging.

• Color fundus photography - highly recommended.

• Glaucoma analysis.

• Image quality optimization.

• Image review and analysis.

• Software operation.

• Routine user-level troubleshooting.

Applications support shall be available remotely or on-site, as appropriate.

3.5 BASIS OF AWARD

In the event that a contract is awarded pursuant to this specification, the College may award such contract to the lowest responsive and responsible bidder as determined by the bid price meeting the terms and conditions set out in the Bid documents. The Bidder must provide complete bid response.

Bids received without this information may be rejected due to noncompliance with the bid specification.

The College reserves the right to award one (1) or more Contracts or reject any or all Bids when the best interest of the College will be served thereby.

4.0 BID FORM

2027-B0007 ONE (1) OPTICAL COHERENCE TOMOGRAPHY (OCT) SYSTEM

Person to contact regarding bid:

Name and Title:

Company Name:

Phone:

Address:

E-mail Address:

Submitted by: (printed)

Submitted by: (signed)

The College reserves the right to award one (1) or more Contracts or reject any or all Bids when the best interest of the College will be served thereby.

A contract will be awarded to the lowest responsive and responsible bidder as determined by the Grand Total price, meeting the terms and conditions set out in the Bid Documents.

The below prices include all stipulations and requirements of Addenda No. _________

ITEM

NO DESCRIPTION QUANTITY UOM UNIT PRICE EXTENDED

PRICE

1.

ONE (1) OPTICAL

COHERENCE

TOMOGRAPHY (OCT)

SYSTEM, MINIMUM 1-

YEAR WARRANTY,

DELIVERY, TRAINING,

SET-UP COSTS, AND

START UP SUPPLES, AS

PER SPECIFICATONS

HEREIN

MFR: .

MFR NO. .

1 EA $_____________ $ .

ITEM

NO DESCRIPTION QUANTITY UOM UNIT PRICE EXTENDED

PRICE

2.

COMPLETE STANDARD

SUPPORT– FOR A FIVE

(5) YEAR TERM, AS PER

SPECIFICATONS HEREIN

5 YR $_____________ $ .

GRAND TOTAL

Comments:

Bidders must fully complete and submit the required Forms in this bid document:

• Section 4.0 Bid Form

• Section 5.0 BEP Utilization Plan

• Section 6.0 Certifications

• Section 7.0 Signature Page

• Section 8.0 Conflict of Interest Disclosure and Non-Collusion

• Any issued addenda, signed (if applicable)

5.0 BUSINESS ENTERPRISE PROGRAM

STATE OF ILLINOIS

BUSINESS ENTERPRISE PROGRAM

MINORITIES, FEMALES, PERSONS WITH DISABILITY

PARTICIPATION AND UTILIZATION PLAN

The Business Enterprise for Minorities, Females and Persons with Disabilities Act (BEP) establishes a goal for community colleges contracting with businesses that have been certified as owned and controlled by persons who are minorities (MBE), female (FBE/ also referred to as WBE), or persons with disabilities (PDBE) (collectively, BEP certified vendor(s)). 30 ILCS 575

Contract Goal to be Achieved by Vendor: This solicitation includes an aspirational BEP participation goal of 30% based on the availability of BEP certified vendors to perform or provide the anticipated services and/or supplies required by this solicitation.

The BEP participation goal is applicable to all bids or offers. In addition to the award criteria established for this solicitation, the College will award this contract to a Vendor that meets the goal or demonstrates good faith efforts to meet the goal. This goal is applicable to change orders and allowances within the scope of work provided by the BEP certified vendors. If Vendor is an MBE and FBE certified vendor, the entire goal is met and no subcontracting with a BEP certified vendors is required; however, Vendor must submit a Utilization Plan indicating that the goal will be met by self-performance.

Following are guidelines for Vendor’s completion of the Utilization Plan. The Utilization Plan must demonstrate that Vendor has either: (1) met the entire contract goal; or (2) made good faith efforts towards meeting the goal.

At the time of bid or offer, Vendor, or Vendor’s proposed Subcontractor, must be certified with the Illinois Department of Central Management Services as a BEP certified vendor.

Failure to complete a Utilization Plan or provide Good Faith Effort documentation shall render the bid or offer non-responsive; and subject to rejection and/or disqualification in the College’s sole discretion.

1. If applicable where there is more than one prime vendor, the Utilization Plan should include an executed Joint Venture Agreement specifying the terms and conditions of the relationship between the parties and their relationship and responsibilities to the contract. The Joint Venture Agreement must clearly evidence that the BEP certified vendor will be responsible for a clearly defined portion of the work and that its responsibilities, risks, profits and contributions of capital, and personnel are proportionate to its ownership percentage. It must include specific details related to the parties’ contributions of capital, personnel, and equipment and share of the costs of insurance and other items; the scopes to be performed by the BEP certified vendor under its supervision; and the commitment of management, supervisory personnel, and operative personnel employed by the BEP certified vendor to be dedicated to the performance of the contract. Established Joint Venture Agreements will only be credited toward BEP goal achievements for specific work performed by the BEP certified vendor. Each party to the Joint Venture Agreement must execute the bid or offer prior to submission of the bid or offer to the College.

2. An agreement between a vendor and a BEP certified vendor in which a BEP certified vendor promises not to provide subcontracting or pricing quotations to other vendors is prohibited. The College may request additional information to demonstrate compliance. Vendor agrees to cooperate promptly with the College in submitting to interviews, allowing entry to places of business, providing further documentation, and to soliciting the cooperation of a proposed BEP certified vendor. Failure to cooperate by Vendor and BEP certified vendor may render the bidder or offeror non-responsive or not responsible. The contract will not be awarded to Vendor unless Vendor’s Utilization Plan is approved by the College.

3. BEP Certified Vendor Locator References: Vendor may consult CMS’ BEP Vendor Directory at www.sell2.illinois.gov/cms/business, as well as the directories of other certifying agencies, but firms must be certified with CMS as BEP certified vendors at the time of bid or offer.

4. Vendor Assurance: Vendor shall not discriminate on the basis of race, color, national origin, sexual orientation or sex in the performance of this contract. Failure by Vendor to carry out these requirements is a material breach of this contract, which may result in the termination of this contract or such other remedy, as the College deems appropriate. This assurance must be included in each subcontract that Vendor signs with a subcontractor or supplier.

5. Calculating BEP Certified Vendor Participation: The Utilization Plan documents work anticipated to be performed, or goods/equipment provided by all BEP certified vendors and paid for upon satisfactory completion/delivery. Only the value of payments made for the work actually performed by BEP certified vendors, by subcontractors or suppliers to such vendors, is counted toward the contract goal. Applicable guidelines for counting payments attributable to contract goals are summarized below:

5.1 The value of the work actually performed or goods/equipment provided by the BEP certified vendor shall be counted towards the goal. The entire amount of that portion of the contract that is performed by the BEP certified vendor, including supplies purchased or equipment leased by the BEP certified vendor shall be counted, except supplies purchased and equipment rented from the Prime Vendor submitting this bid or offer.

5.2 A vendor shall count the portion of the total dollar value of the BEP contract equal to the distinct, clearly defined portion of the work of the contract that the BEP certified vendor performs toward the goal. A vendor shall also count the dollar value of work subcontracted to other BEP certified vendor. Work performed by the non- BEP certified party shall not be counted toward the goal. Work that a BEP certified vendor subcontracts to a non-BEP certified vendor will not count towards the goal.

5.3 A Vendor shall count toward the goal 100% of its expenditures for materials and supplies required under the contract and obtained from a BEP certified vendor manufacturer, BEP certified regular dealer, or BEP certified supplier. A Vendor shall count toward the goal the following expenditures to BEP certified vendors that are not manufacturers, regular dealers, or suppliers:

5.3.1 The fees or commissions charged for providing a bona fide service, such as professional, technical, consultant or managerial services and assistance in the procurement of essential personnel, facilities, equipment, materials or supplies required for performance of the contract, provided that the fee or commission is determined by College to be reasonable and not excessive as compared with fees customarily allowed for similar services.

5.3.2 The fees charged for delivery of materials and supplies required by the contract

(but not the cost of the materials and supplies themselves) when the hauler, trucker, or delivery service is not also the manufacturer or a supplier of the materials and supplies being procured, provided that the fee is determined by the College to be reasonable and not excessive as compared with fees customarily allowed for similar services. The BEP certified vendor’s trucking firm must be responsible for the management and supervision of the entire trucking operation for which it is responsible on the contract, and must itself own and operate at least one fully licensed, insured and operational truck used on the contract.

5.3.3 The fees or commissions charged for providing any bonds or insurance specifically required for the performance of the contract, provided that the fee or commission is determined by the College to be reasonable and not excessive as compared with fees customarily allowed for similar services.

5.4 BEP certified vendors who are…