ESBD_369616_1721959745185_IFB #24-33 Compact Benchtop Chromatography System..pdf

IFB #24-33 Compact Benchtop Chromatography System 1

INVITATION FOR BIDS (IFB) #24-33

Compact Benchtop Chromatography System

PROPOSED SOLICITATION SCHEDULE

This schedule may be modified or changed at the sole discretion of SJCCD.

DATE ACTION

July 26, 2024 IFB issued.

August 5, 2024

Questions and/or Clarifications Deadline

Requests for questions and clarifications regarding IFB documents shall be submitted in IonWave by 5:00 p.m. Central Time to be considered.

August 6, 2024 Issuance of final addendum, if necessary.

August 12, 2024

Bid Submission Deadline

All bid documents shall be submitted before 2:00 p.m. Central Time in IonWave.

Proposals will be digitally opened immediately following time due.

August 13, 2024 Recommendation of award and approval of contract award. Award will be announced after approval received.

IonWave:

https://sanjac.ionwave.net

PROCUREMENT CONTACT

Farrah Khalil, Buyer

281-998-6326 farrah.khalil@sjcd.edu https://sanjac.ionwave.net/ mailto:farrah.khalil@sjcd.edu

IFB #24-33 Compact Benchtop Chromatography System 2

SCOPE OF WORK AND SPECIFICATIONS

1. General

San Jacinto Community College District (“SJCCD” or “College”) is soliciting sealed bids from qualified firms to provide a new or refurbished Compact Benchtop Chromatography System or compatible commodity alternate.

The College’s budget for this purchase is $200,000.

All work performed must be in compliance with existing federal, state and local codes, statutes and requirements.

SJCCD is a public community college district organized under Chapter 130 of the Texas Education Code and is tax exempt in the State of Texas.

2. Specifications

a. Quantity of one (1) refurbished or new Compact Benchtop Chromatography System, or compatible commodity alternate, built no earlier than 2017. Bids shall include one (1) compact benchtop chromatography system, (replete with computer and preloaded software), initial one (1) year warranty, training, delivery fee, and installation/calibration.

b. The College’s preferred brand is Cytiva AKTA Pilot 600S; however, the following alternates will be considered for award: Millipore, ThermoFisher Scientific, Sartorius, and Eppendorf.

c. Specifications shall include, but are not limited to the following:

• Flow Rate: 0.1 to 1200 ml/min

• Column Capacity: 26 to 200 mm

• Maximum Operating Pressure: 20 bar

• pH probe and monitor

• Inlet Air detection

• Pressure meters pre and post column

• Temperature Monitor

• UV Monitor

• 2 x Chromatography Columns: 1 Axichrom 100/300 Chromatography column or

Equivalent and 1 BPG 70/300 column or equivalent. (Columns can be both the same size as well. Columns should include appropriate stands or holders.)

• Tubing Kits: Appropriate tubing kits for connecting the Axichrom columns on the floor

3. TX-RAMP Requirements

Awarded vendor must be Texas Risk and Authorization Management Program (TX-RAMP) Certified.

IFB #24-33 Compact Benchtop Chromatography System 3

4. Expedited Delivery and Installation

a. Equipment must be delivered no later than August 29, 2024. Completion of installation and training may occur after this deadline, but the College must take procession of the equipment no later than August 29, 2024. The College intends to make an award decision on August 13, 2024.

b. Installation date and time shall be scheduled and confirmed with SJCCD representative prior to delivery of compact benchtop chromatography system.

c. Delivery shall be made FOB destination, inside delivery, to:

San Jacinto College South Campus Science Building 1 Third Floor Room 361 13735 Beamer RD Houston, TX 77089

d. The College’s loading dock will not be available; the awarded vendor(s) must provide lift gate service upon delivery.

e. Bidder shall provide all accessories necessary for complete installation and operation of the compact benchtop chromatography system and all applicable accessories.

f. Awarded vendor shall clean up all debris and is responsible for haul-away of shipping and packaging debris.

g. Awarded vendor shall coordinate all installation activity with the SJCCD contact person.

5. Training

a. Training shall be in-person or virtual (synchronous) and shall include operating instructions for one (1) compact benchtop chromatography system.

b. Training date and time shall be scheduled and confirmed with SJCCD representative prior to delivery of compact benchtop chromatography system.

6. Annual Preventative Maintenance Agreement (Optional)

a. Annual Preventative Maintenance Services for one (1) compact benchtop chromatography system shall include, but are not limited to the following:

• The awarded vendor will perform in substantial compliance with its performance specifications, in the documentation accompanying the system, for a period of twelve (12) months after completion of installation.

• During the warranty period, the service company personnel will schedule planned maintenance visits in advance at a mutually agreeable time on weekdays, between 8:00am and 5:00pm.

• Updates to standard software for the system that do not require additional hardware or equipment modifications will be performed as a part of normal warranty service during the term of the warranty.

IFB #24-33 Compact Benchtop Chromatography System 4

• Awarded vendor will provide planned maintenance service (“PM”) pursuant to OEM recommended frequencies and published specifications as set forth in the OEM service manuals, (where available), or pursuant to documented alternate PM frequencies and specifications based on compact benchtop chromatography system’s risk-based assessment. PM includes PM-related Replacement Parts (subject to availability). PM and PM-related Replacement Parts for PM activities with a frequency of 7 years or greater are excluded.

• Awarded vendor will provide quality assurance activities (e.g., product and image quality control testing, calibrations, functional testing) to measure whether product is performing according to customer-determined standards.

b. The contract term, if any, for Annual Preventative Maintenance Services will be one (1) year with renewal options of four (4) one-year time periods subject to the termination provisions as further described in the sample contract terms and conditions on the Attachments tab section of this solicitation.

7. Supplier Diversity Reporting

SJCCD does not give preference to historically underutilized or small business in the awarding of contracts. However, if the awarded contractor utilizes a subcontractor(s) to fulfill the proposed requirements, the contractor will be required to track and report the amount paid to each subcontractor along with the subcontractor’s supplier diversity classification. This information will only be used for the purpose of statistical tracking. The reportable classifications include:

• African American

• Asian Pacific American

• Caucasian

• Hispanic American

• Native American

• Small Business

• Veteran Owned

• Minority Owned

• Woman Owned

• LGBTQ

• Other / Non-disclosed

IFB #24-33 Compact Benchtop Chromatography System 5

BID RESPONSE REQUIREMENTS

All bids response requirements must be submitted through IonWave. The system does not allow a bid submission unless all requirements have been met, including Attributes and Response Attachments. These requirements include, but are not limited to, the following:

1. Price

Include pricing on the Line Items tab in IonWave for the following:

1. Refurbished or new Compact Benchtop Chromatography System, built no earlier than 2017, (cost of system only)

2. Delivery Fee for delivery on or before August 29, 2024

3. Initial one (1) year warranty (list $0, if no additional cost)

4. Training (list $0, if no additional cost)

5. Installation/Calibration (list $0, if no additional cost)

6. Annual Preventative Maintenance Agreement (optional)

a. If fees increase annually, provide a response attachment with fee increases.

Additional Costs Not Included in Pricing: Upload a Response Attachment document, if needed, to provide details of any costs not listed in the Line Items section, including Annual Preventative Maintenance Agreement annual fee percent (%) increases. Any costs not explicitly stated in a bid response shall not be charged to the College.

The College reserves the right to consider pricing submitted through Line Items, Line Notes, and Response Attachments. If there is a discrepancy among the Line Items, Line Notes, and Response Attachments, the lower pricing shall prevail.

2. Specification Sheet

Upload a specification sheet for proposed compact benchtop chromatography system in the Response Attachment tab in IonWave.

3. Operator and Service Manuals

Upload operator and service manuals for proposed compact benchtop chromatography system in the Response Attachment tab in IonWave.

4. Maintenance Information

Upload maintenance agreement information and preventative maintenance recommendations for proposed compact benchtop chromatography system in the Response Attachment tab in IonWave.

5. TX-RAMP Certification

Upload your firm’s current TX-RAMP Certification in the Response Attachment tab in IonWave.

IFB #24-33 Compact Benchtop Chromatography System 6

6. Business Questionnaire

The Business Questionnaire is a fillable form in the Attachment Section in IonWave and shall be submitted as a Response Attachment in IonWave. If additional space is needed, please submit information on additional pages and clearly indicate each question and number.

7. References

The bidder shall provide at least three (3) references of entities for whom you have provided the goods or services included in this IFB within the past three years. The name, telephone number, and valid email address of a reference person who may be contacted for further information must be entered in the Attributes tab in IonWave. If the College chooses to contact your references, they will be contacted by email.

8. Exceptions to Terms and Conditions

An exception includes any addition, deletion, or other modification. Submit exceptions to terms and conditions as an attachment in the Response Attachment tab in IonWave as follows:

a. If you select Yes to “EXCEPTIONS TO TERMS AND CONDITIONS” under the Attributes tab, you must submit a written summary of each exception to this IFB, including the scope, specifications, and/or sample contract, as applicable. The summary shall include supporting justification that clearly identifies the specific reference, page, section, and sub-section of the change, relevance of the change, the vendor’s rationale for the change, and benefit to the College for accepting the change for the submitted exceptions to be considered.

b. Any exceptions not explicitly stated may not be considered during contract negotiations, if any. The submittal of exceptions to terms and conditions does not guarantee the College’s acceptance of exceptions. The College reserves the right to accept or reject any exceptions as necessary to negotiate a mutually beneficial contract.

IFB #24-33 Compact Benchtop Chromatography System 7

List of Response Attachments

The following documents are to be submitted through the Response Attachments tab in IonWave. All forms are available to download under the Attachments tab in IonWave. Except when listed as Optional, all documents are required and failure to provide the correct required document may deem the proposer non-responsive and disqualify the response from consideration for award.

1. Specification Sheet

2. Operator and Service Manuals

3. Maintenance Information

4. TX-RAMP Certification

5. Business Questionnaire

6. Disposable Items Price List (optional – see Business Questionnaire, Question #8)

7. Conflict of Interest Form

8. Proof of Insurance Requirements

9. Exceptions to Terms and Conditions (optional)

10. Additional Costs Not Included in Pricing (optional)

IFB #24-33 Compact Benchtop Chromatography System 8

IFB 24-33

BUSINESS QUESTIONNAIRE

Company Name: ______________________________________________

Performance and Reputation

1. How long has your company been providing the goods or services requested in this

IFB?

2. Has your company previously done business with SJCCD? If yes please provide information on the previous types of goods or services provided, and when.

Products

3. Does your product meet specifications according to this IFB? If not, list all variances between your product and the specifications.

4. Describe your warranty on labor and products (extent of warranty, limitations on warranties, term of warranty, process), including any warranty disclaimers.

IFB #24-33 Compact Benchtop Chromatography System 9

Delivery

5. The College’s delivery deadline is August 29, 2024. Completion of installation and training may occur after this deadline, but the College must take procession of the equipment no later than August 29, 2024. The College intends to make an award decision on August 13, 2024. Confirm if you can meet this delivery deadline.

6. Explain the delivery, installation, training, and maintenance, your company anticipates performing. Indicate if a third party will provide any of these services?

Equipment Installation and Operation

7. List any special installation requirements, including the electrical power requirements.

8. Does the equipment require any disposable items in order to use the product in a typical education setting? If yes, provide a price list as a Response Attachment.