ESBD_412001_1744938911213_QR 721-25062 _ Equipment and Software for Digital Twin Project.pdf

QR 721-25062 Equipment and Software for Digital Twin Project

Issued: April 16, 2025 Page 1 of 20

QR Number: 721-25062 Equipment and Software for Digital Twin Project

UT Purchasing Contact: Rocio Torres Email: purchasing-rfp@austin.utexas.edu

Submittal Due Date & Time: Wednesday, May 14, 2025, by 2:30 PM local time

1. Overview The University of Texas at Austin (“University”) on behalf of The Nuclear Engineering and Teaching Lab (NETL) requests quotations in response to this Quote Request No. 721-25062 (“QR”) from qualified vendors to provide Equipment and software for its Digital Twin Project (“Services”).

The Nuclear Engineering and Teaching Lab (NETL) is looking to purchase equipment and software that will act as a central controller to support experiments for the Digital Twin Project and any other projects that may need use of the equipment.

The equipment will be used to collect sensor data from a variety of sensors in and around the TRIGA (Training, Research, Isotopes, General Atomics) reactor, perform computation on the collected data, and to operate a control rod.

The Nuclear Engineering Teaching Laboratory (NETL) is an innovative facility with unique capabilities. Services provided by the NETL are available to researchers and clients both within and outside The University of Texas at Austin including international clients. Services include education and training, nuclear and radiation related research, nuclear analytical services, radioisotope production, and specialized technical services. With the varied areas of specialty of NETL staff, NETL welcomes all nuclear and radiation related inquiries.

The Digital Twin project is a research and development project that combines modeling, simulation, and experimental methods to improve power output and track production of isotopes in nuclear reactors. The Training, Research, Isotopes, General Atomics (TRIGA) reactor at the University of Texas (UT) at Austin has a 1.1MW license limit. The power fluctuations inherent in the current system cause power spikes as high as +/- 15%, therefore this restricts the steady power output to below 900KW to maintain reactor safety and stay below our license limits. Our proposed solution is to implement a Digital Twin of the UT reactor that will model and simulate the TRIGA reactor in faster than-real time. The simulation results will be fed back into a central controller to inform the real-time operation of a control rod to smooth the power fluctuations.

1.1 Current Issues:

The existing reactor instrumentation and control console was designed and built in the late 80’s, and therefore the reactor console’s capabilities are limited. In other words, the technology samples sensor signals too slowly, and does not have the computational ability that is needed to perform complex prediction and control algorithms. To meet the signal sampling and computational requirements for the Digital Twin Project, we need to incorporate modern technology.

mailto:purchasing-rfp@austin.utexas.edu

Issued: April 16, 2025 Page 2 of 20

1.2 Special Considerations:

The data collection, transfer of data, computation, and control must all be performed in real-time and the sensor data will be collected in parallel streams. The equipment is intended to be a single system of data collection and control modules that is easy to manage, rather than multiple separate measurement systems.

The computation, sampling speeds, and data transfer rates are expected to be future proofed for the next 10 years. Therefore, the hardware modules should have the fastest data acquisition and production rates currently available as the equipment will be used to support a variety of research projects which will have a range of signal bandwidths and data rate requirements.

Finally, the system must be designed in a way that is inherently safe. Students, training reactor operators, and NETL staff will be working closely with the system. Because there are inherent risks, both perceived and real, when operating and using experimental facilities near a nuclear reactor, safety should be a priority in the design. The design decisions regarding safety must be outlined, and the final configuration must provide proper signage to prevent accidental personnel or equipment damage due to operator error.

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Issued: April 16, 2025 Page 3 of 20

2. Notice to Respondent

2.1 Submittal Deadline

The University will accept responses until the following “Submittal Deadline.”

Wednesday, May 14, 2025, by 2:30 PM local time

NOTE: A public opening of responses will not be conducted for this QR.

2.2 QR Contact Information and Questions

Respondents will submit all questions or concerns regarding this QR via the University Bonfire portal.

University instructs interested parties to restrict all contact and questions regarding this QR to written communications delivered (i) through the University Bonfire portal, or (ii) if questions relate to Historically Underutilized Businesses, to HUB Coordinator (ref. Section 2.6 this QR).

University must receive all questions no later than Thursday, May 1, 2025, at 2:00 PM CT (Question Deadline).

Questions submitted will be answered at the sole discretion of the University in a “Question and Answer” document that will be posted as an amendment to the QR if required. Only answers provided in writing by the University will be considered official. All questions should, to the degree possible, cite the specific QR section and paragraph number(s) to which the question refers.

University will provide responses as soon as practicable. University reserves the right to decline to respond to any question.

Interested parties may direct questions about this QR to the contact listed on fist page of this solicitation

QR Contact: Rocio Torres (purchasing_RFP@austin.utexas.edu) Bonfire Link: Click here for Bonfire link

Respondents shall make no contact concerning this QR with other University personnel, except as permitted by the points of contact listed above.

mailto:purchasing_RFP@austin.utexas.edu https://utexas.bonfirehub.com/projectDrafts/178992/publicFiles https://utexas.bonfirehub.com/projectDrafts/178992/publicFiles

Issued: April 16, 2025 Page 4 of 20

2.3 Schedule of Events

Solicitation Milestone Proposed Date

Quote Request issued Wednesday, April 16, 2025

Pre-Proposal conference Click here to register

Wednesday, April 23, 2025 @ 10:00 AM

Deadline for Questions from Vendors Thursday, May 1, 2025, 2:00 PM local time

Answers to Vendor Questions (estimated) Tuesday, May 6, 2025, by 2:30 PM local time

QR Proposal Submittal Deadline Wednesday, May 14, 2025, by 2:30 PM local time

Final review and Intent to award June, 2025

NOTE: The University reserves the right to revise this schedule. Any such revision will be formalized by the issuance of an addendum to the QR and issued via email for your convenience

2.4 Addendum

An Addendum shall be posted when an addition or correction is required after the QR is issued.

Respondents are responsible for periodically checking the University Bonfire portal for Addenda or additional information.

2.5 Method of Award

The Contract award shall be based on the best value, Texas Education Code Section 51.9335, and the University reserves the right to make a single, multiple or no award. The resulting award shall be governed by The University of Texas at Austin Purchase Order Terms and Conditions.

In determining what is the best value, the University shall consider the following in accordance with Texas Education Code Section 51.9335: (1) the purchase price; (2) the reputation of the vendor and of the vendor's goods or services; (3) the quality of the vendor's goods or services; (4) the extent to which the goods or services meet the institution's needs; (5) the vendor's past relationship with the institution; (6) the impact on the ability of the institution to comply with laws and rules relating to historically underutilized businesses and to the procurement of goods and services from persons with disabilities;

(7) the total long-term cost to the institution of acquiring the vendor's goods or services; and (8) any other relevant factor that a private business entity would consider in selecting a vendor.

Respondents are encouraged to submit a response offering the maximum benefit to the University in terms of (1) total overall cost, (2) service, and (3) project management expertise.

https://utexas.zoom.us/meeting/register/IoJG1WEHQ-Ot1oTkZpNTNg https://utexas.app.box.com/v/order-terms-1

Issued: April 16, 2025 Page 5 of 20

The evaluation of response and the selection of Contractor will be based on the information provided in the response. University may consider additional information if University determines the information is relevant. By submitting a response in response to this solicitation, Respondent agrees to the selection and award process, and accepts the University’s judgment and decision of award. The University reserves the right to accept or reject any or all responses, waive informalities and technicalities, and accept the offer considered the most advantageous to the University. The University reserves the right to make the decision as to the system, product(s) or services that best meets the minimum specifications and best suits the needs of the University.

2.6 Historically Underutilized Businesses

2.6.1 HISTORICALLY UNDERUTILIZED BUSINESSES SUBMITTAL REQUIREMENTS: It is the policy of the University of Texas at Austin to promote and encourage contracting and subcontracting opportunities for Historically Underutilized Businesses (HUBs) in all contracts. The policy applies to all contracts with an expected value of $100,000 or more. If Owner determines that subcontracting opportunities are probable, then a HUB Subcontracting Plan (E-HSP) is a required element of the Qualifications. Failure to submit a required E-HSP will result in rejection of the Qualifications.

2.6.2 STATEMENT OF PROBABILITY: Owner has determined that subcontracting opportunities are probable in connection with this procurement solicitation. Therefore, an E-HSP is required as a part of the Respondent's Qualifications. Respondents shall develop and administer an E-HSP as a part of the Respondent's Qualifications in accordance with the Policy on Utilization of HUBs (Attachment Two).

2.6.3 A list of small, minority and women business trade organizations and development centers can be obtained at:

http://www.comptroller.texas.gov/purchasing/vendor/hub/resources.php

2.6.4 Respondents must electronically complete and submit the E-HSP via the UT Austin HUB

Compliance Reporting System (B2Gnow) in accordance with the Terms and Conditions of this solicitation. Refer to Attachment Two for instructions on how to access the E- HSP. Respondents that fail to submit the signed E-HSP will be considered non-responsive to this RFQ as required by §2161.252, Government Code.

Questions regarding the E-HSP may be directed at:

HUB Office Email: uthub-E-HSP@austin.utexas.edu

2.6.5 HUB Subcontracting Goal: The goal for this solicitation is 25% Respondent will be expected to make a good faith effort to meet this goal.

http://www.comptroller.texas.gov/purchasing/vendor/hub/resources.php mailto:uthub-E-HSP@austin.utexas.edu

Issued: April 16, 2025 Page 6 of 20

2.6.6 All modifications to the E-HSP must be made via the UT Austin HUB Compliance Reporting System (B2Gnow). Contractors may proceed with any changes in scope or subcontractors only when the change request has been approved via B2Gnow.

2.6.7 At the same time Respondent submits its response no later than the Submittal Deadline

(ref. Project Detail Page). University will review the Respondent’s E-HSP prior to opening the response to confirm Respondent submitted E-HSP. The Respondent’s failure to submit the E-HSP will result in University’s rejection of the response as non-responsive due to material failure to comply with advertised specifications.

2.6.8 The University may offer the Respondent an opportunity to seek informal review of its draft

E-HSP by University’s HUB Office before the Submittal Deadline. The informal review can be submitted via the UT Austin HUB Compliance Reporting System (B2Gnow) by selecting the cursory review option. A cursory review is designed to help address questions the Respondent may have about how to complete its E-HSP properly. Concurrence or comment on Respondent’s draft E-HSP by University will not constitute formal approval of the E-HSP and will not eliminate the need for the Respondent to submit its final E-HSP to University as instructed by Section 1.13

Issued: April 16, 2025 Page 7 of 20

3. Submittal Requirements The following is required to be submitted with the response. Failure to provide the requested information may result in disqualification of the response.

3.1 Electronic Submission

The Quote Request submittal process is solely by electronic submission.

Responses must be received by the University on or before the Submittal Deadline (ref. Section 2.1) via the University Bonfire portal.

Additional Information:

The electronic copy of the response shall be organized in a manner consistent with the solicitation requirements.

Response must be formatted in typed, letter-size (8-1/2” x 11”), and must be submitted in PDF or the required Microsoft Office format. Any supplemental or marketing type material shall be referenced in the response and included as labeled attachments. The maximum upload file size is 1000 MB.

Do not embed any documents within the uploaded files, as they will not be accessible or evaluated.

University will not accept Responses submitted by mail, telephone, or FAX transmission.

University shall not be responsible for failure of electronic equipment or operator error. Late or otherwise non-responsive responses will not be considered under any circumstances.

Please contact Bonfire at Support@GoBonfire.com for technical questions related to your submission.

Respondent can also visit their help forum at https://bonfirehub.zendesk.com/hc.

3.2 Submittal Checklist

The Respondent is instructed to complete, sign, and return the following documents as a part of its response. If Respondent fails to return each of the following items with its response, then University may reject the response:

3.2.1 Signed and Completed Price Proposal Signature (ref. Section 6.5)

3.2.2 Completed eHSP (ref. Section 2.6)

3.2.3 Completed Bid Table Products and Services (BT-16OR) in Bonfire

3.2.4 Completed Questionnaire in Bonfire Q-34BZ

3.3 Quote Validity Period

Each response must state that it will remain valid for the University’s acceptance for a minimum of one hundred and twenty (120) days after the Submittal Deadline, to allow time for evaluation, selection, and any unforeseen delays.

mailto:support@gobonfire.com https://bonfirehub.zendesk.com/hc

Issued: April 16, 2025 Page 8 of 20

4. General Information

4.1 Minimum requirements and specifications for Services, as well as certain requests for information to be provided by Respondent as part of the response, are set forth below. The successful Respondent is referred to as the “Contractor” or "Vendor."

Respondent agrees to comply with all conditions shown on this form and University Terms and Conditions.

University will award the QR based on best value criteria. University reserves the right, at its sole discretion, to determine whether the response meets specifications.

4.2 Contract Term

The University intends to enter into a UT Austin Service Agreement “(Contract)” with the Contractor to perform the Services for the duration of the services.

The University may terminate this Contract, without cause, upon 30 days written notice to Contractor. University does not guarantee that the Contractor will receive any specific amount of work under the Service Agreement.

The University reserves the right to reject any response if the Respondent fails to satisfactorily convince the University that the Respondent is properly qualified by experience and/or facilities to carry out the obligation of the agreement and to satisfactorily complete all the agreement requirements.

4.3 Group Purchasing Authority

Texas law authorizes institutions of higher education (defined by §61.003, Education Code) to use the group purchasing procurement method (ref. §§51.9335, 73.115, and 74.008, Education Code).

Additionally, Texas institutions of higher education may therefore elect to enter into a contract with the successful Respondent under this QR. In particular, the Respondent should note that University is part of The University of Texas System (UT System), which is comprised of fourteen institutions described at http://www.utsystem.edu/institutions. UT System institutions routinely evaluate whether a contract resulting from a procurement conducted by one of the institutions might be suitable for use by another, and if so, this QR could give rise to additional purchase volumes. As a result, in submitting its response, Respondent should consider proposing a pricing model and other commercial terms that consider the higher volumes and other expanded opportunities that could result from the eventual inclusion of other institutions in the purchase contemplated by this QR. Any purchases made by other institutions based on this QR will be the sole responsibility of those institutions.

Issued: April 16, 2025 Page 9 of 20

5. Scope of Work Below is a description of the minimum hardware, software, system, preventative maintenance, calibration, and warranty requirements being requested for NETL experimental operations. Respondents are encouraged to offer higher quality goods and services if available.

5.1 General System:

1. Form factor of the entire system is less than 4’ x 2’ x 2’ (Width x Height x Depth)

2. Able to readily swap replacement hardware modules, the system must be designed with maintenance and repair in mind

3. Modular equipment, hardware modules can be exchanged or substituted with other types of hardware modules

4. Data samples are taken synchronously (and simultaneously where conveniently available)

5. The Vendor must maintain equipment calibration services for up to 10 years after Initial Receipt of the equipment

6. The Vendor must maintain an inventory of replacement or equivalent/better hardware for up to 10 years

7. The Vendor shall supply 3 sets of equipment, which also includes 1 complete set of spares

8. Hardware must be operational for every standard workday in a year. The equipment is expected to be used 8 hours a day, for approximately 260 days a year.

5.2 Data Acquisition/Input:

1. One (1) multimeter for measuring voltage, resistance, current, and capacitance

○ Input voltages range from -120V to +120V

○ Input currents range from -200mA to 200mA

○ Input capacitance can range from 1nF to 1F

2. Three (3) Source Measurement Unit (SMU) channels that can measure signals simultaneously

○ Input signal ranges from 1 nA to 100 mA

○ SMU provides a 175 VDC bias

3. Ten (10) Thermocouple inputs that can accept Type K thermocouples

4. Four (4) Oscilloscope channels that can sample 10 kHz to 10MHz signals simultaneously

○ Signal voltage can range from -25V to 25V

5.3 Control/Output:

1. One (1) waveform generator that can produce at least 10 kHz - 10 MHz speed square, triangulator, or sine waves

○ Voltage ranges from -5V to +5V

2. Two (2) +/- 15 VDC Power supply channels

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5.4 Communication

1. One (1) Serial data port that can support 38400 bits per second (bps) data transfer rate

2. Four (4) ethernet ports or SFP ports that support 10 Gigabits per second (Gbps) data transfer rates

5.5 Software:

1. Supports a Real-Time Operating System (OS)

2. Provides a graphical user interface (GUI) that students can use with minimal training

3. Supports a common programming language such as Python

4. Able to read serial data using VT100 terminal emulation

5.6 Other Requirements:

1. Supports a common clock synchronization protocol such as Network Time Protocol (NTP), Precision Time Protocol (PTP), or Inter-range instrumentation group (IRIG) with sub microsecond synchronization performance

2. One (1) terabyte (TB) storage capacity of data using solid state storage drives

5.7 Communication Set up

Below is a description of the communication system for the central controller and peripheral equipment.

(Note: TACC refers to Texas Advanced Computing Center which are UT servers and computer clusters, RF refers to radio frequency)

Communication setup

Issued: April 16, 2025 Page 11 of 20

5.8 Example Parts List

Three (3) sets of equipment, including One (1) complete set of spares

Type Quantity Spares Included

Notes

Chassis 3 1

Human Machine Interface (HMI) Screen 3 1 For operator interaction & knowledge

Central Processer (CPU) 3 1 Multi-core or GPU enabled

Data Storage 3 1 1 TB+

Source Measurement Unit 9 3 1+ Channel

Thermocouple Measurement 2 1 8+ Channels

Ethernet/SFP Module 2 1 3+ Ports

O-scope Module 6 2 2+ Channels

Power Supply 3 1 2+ Channels

Waveform Generator 3 1 1+ Channel

Multimeter 3 1 1+ Channel

Synchronization Module (Slave Clock) 2 1

Receive signal from master clock to discipline the oscillator crystal and synchronize the backplane

5.9 Quality Assurance

5.9.1 The University reserves the right to reject the equipment if it does not meet acceptance testing or quality assurance standards, with an exception for any UT personnel situations of gross negligence.

University personnel will be informed that they must operate equipment from the vendor explicitly as in the provided instructional materials at all times.

5.9.2 If the Vendor requests the return of the rejected equipment, they must cover all shipping costs.

Issued: April 16, 2025 Page 12 of 20

5.9.3 If available, the Vendor shall provide a quality assurance manual with step-by-step procedures to University staff.

5.9.4 After Initial Receipt of all the equipment as listed in the manifest from the Vendor, the University will perform quality assurance testing on the equipment. This period known as the Quality Assurance Testing Period lasts up to 120 days, or until Final Receipt. Final Receipt status applies when Quality assurance Testing has been completed, or 120 days have passed after Initial Receipt. Quality assurance testing may be extended if any components fail.

5.9.4.1 Any failed test during the Quality Assurance Testing Period will require the Vendor and/or Warranty provider to provide technical assistance for troubleshooting.

5.9.4.2 If the equipment fails during the Quality Assurance Testing Period and needs repairs or modifications, this may result in an extension of the Acceptance Testing Period. At the University’s discretion, they may elect to extend the Quality Assurance Testing Period up to 120 days, which will begin once the equipment has been returned to the University for use after any repairs or modifications.

5.9.4.3 An extension of the 120-day Quality Assurance Testing Period must be in turn accompanied by identical extensions to the Quality Assurance Testing Warranty Period, as well as any other warranty timelines affected by delays to Final Receipt Acceptance.

5.10 Warranty

5.10.1 The Warranty Provider refers to the entity to which the University will submit their claims.

5.10.2 The minimum accepted System Warranty length is 12 months, begins after Final Receipt, and shall not include the 120-day Quality Assurance Testing Period Warranty.

5.10.3 The Warranty Provider must respond to warranty claims within 2 business days of initial contact and make a reasonable effort to complete repairs or provide replacements within 10 business days of the initial response.

5.10.4 The warranty shall cover all forms of equipment damage, accidental or otherwise, within the first 120 days of Initial Receipt for Quality Assurance Testing purposes, or until the Final Receipt of equipment, whichever comes first. This is known as the Quality Assurance Period Warranty. No exclusions may apply during the Quality Assurance Testing Period, except for University personnel gross negligence.

5.10.5 The warranty shall cover all equipment and essential accessories, unless specifically excluded, at no additional cost. The exclusions do not apply during the Quality Assurance Testing Period.

5.10.6 The warranty shall cover all parts and labor necessary for modifications or repairs during the warranty period, at no additional cost.

Issued: April 16, 2025 Page 13 of 20

5.10.7 Any modifications or repairs made by the warranty provider due to a warranty claim to individual modules that have calibration requirements will deem that equipment “out-of-calibration.” In this situation, the warranty must cover the recalibration, at no additional charge.

5.10.8 Any modifications, maintenance, or repairs performed by the warranty provider shall be documented in a detailed service log and provided to the University.

5.10.9 The warranty shall cover software/firmware defects, updates, and patches for the duration of the warranty, at no additional cost.

5.10.10 The warranty claim process shall be available via email and must be clear and accessible through other avenues. The warranty provider shall provide the details for the warranty response process.

5.10.11 If the repairs are performed offsite, the warranty provider shall provide details of the turnaround time and shipping requirements. Shipping costs shall be covered by the warranty provider.

5.10.12 If the repairs are performed onsite, the warranty provider shall provide a timeline of the repair onsite and must coordinate with University staff.

5.10.13 Replacement parts must be made available for a minimum of 10 years after final receipt of equipment, or a reasonable alternative solution must be provided.

Included in coverage:

The warranty provider shall discuss whether they will include the following in the warranty:

1. Onsite repairs

2. Accidental damage coverage (beyond Final Receipt), such as dropped equipment, spills, or other external causes.

3. Warranties for individual components beyond system warranty

4. Warranties for software/firmware updates beyond system warranty

5. Preventative maintenance services

Note: The warranty documents shall be provided separately.

Issued: April 16, 2025 Page 14 of 20

5.10.14 Warranty Exclusions:

The warranty provider shall list the warranty exclusions. All exclusions must be provided in clear and explicit writing. Any exclusions with vague language will not apply. Exclusions shall be limited to:

• Intentional misuse

• Neglect

• Acts of nature

• Consumables or wear items

• Unauthorized modifications

5.10.15 Extended warranty

Extended warranties may be offered up to a maximum of 10 years total including the original warranty period.

The Warranty provider must provide the extended warranty offer separately. Extended warranties must be a minimum of 12 months, and up to a maximum of 9 years.

5.11 Preventative Maintenance

1. The Vendor shall provide documentation and instructions for any preventive maintenance that is required. A maintenance schedule must be provided if preventative maintenance is required.

2. A preventative maintenance manual with step-by-step procedures must be made available to University staff.

3. Any specialized tooling necessary for preventive maintenance shall be made available for purchase by the

University.

4. Any consumable parts or goods necessary for maintenance shall be made available for purchase by the University.

5. Any firmware updates, software updates, or security patches that affect equipment safety or security shall be made available to the University, at no additional cost.

6. All other firmware updates or software updates that improve system usability must be made available to the University.

5.11.1 Any modifications or maintenance performed by the vendor shall be documented in a detailed service log and provided to the University.

Issued: April 16, 2025 Page 15 of 20

5.12 Calibration Services

Vendors are encouraged to provide calibration services as an upfront cost. The University will bundle this cost into the purchase contract. If offered, the contracted calibration services shall be a minimum of 3 years and up to 10 years in length.

5.12.1 List of Calibrated Components

1. The Vendor shall list all modules and components that require calibration.

2. The Vendor shall describe the lifecycle of the calibration services for the calibrated components.

3. The Vendor shall label all calibrated components with the relevant calibration dates including date of calibration, and out-of-calibration date.

4. The Vendor shall provide the expected tolerances and describe the drift of calibrated equipment over time.

5.12.2 Calibration Process

1. The Vendor shall describe the calibration process, and whether the calibration is performed onsite or offsite.

2. If the calibrations are performed offsite, the Vendor shall provide details of the turnaround time and shipping requirements.

3. If the calibrations are performed onsite, the Vendor shall provide a timeline of the calibration and must coordinate with University staff.

4. The Vendor shall maintain calibration services for up to 10 years after Initial Receipt of equipment.

Issued: April 16, 2025 Page 16 of 20

6. Equipment Price Proposal The proposer must complete this section in its entirety and may supplement this section with additional pages as to provide the University with a more detailed breakdown, backup and/or options of related cost associated with the scope of work in Section (5) five of this solicitation. The Total Price for the system provided proposal must include all additional costs.

Section 51.012, Education Code, authorizes University to make payments through electronic funds transfer methods. Respondent agrees to accept payments from University through those methods, including the automated clearing house system (ACH). Respondent agrees to provide Respondent’s banking information to University in writing on Respondent letterhead signed by an authorized representative of Respondent. Prior to the first payment, University will confirm Respondent’s banking information. Changes to Respondent’s bank information must be communicated to University in writing at least thirty (30) days before the effective date of the change and must include an IRS Form W-9 signed by an authorized representative of Respondent.

University, an agency of the State of Texas, is exempt from Texas Sales & Use Tax on goods and services in accordance with §151.309, Tax Code, and Title 34 TAC §3.322. Pursuant to 34 TAC §3.322(c)(4), University is not required to provide a tax exemption certificate to establish its tax-exempt status.

6.1 Equipment Purchase Schedule:

University’s standard payment terms are “Net 30 days.” as mandated by the Texas Prompt Payment Act (ref.

Chapter 2251, Government Code).

University will be entitled to withhold __________ percent (________%) of the total payment due under the Agreement until after University’s acceptance of the final work product.

Indicate below the prompt payment discount that Respondent offers:

Prompt Payment Discount: _____%_____days/net 30 days.

Please provide proposed payment terms, listing refund policies should the equipment not be accepted in terms of Quality Assurance Testing Period. Any remaining equipment costs will be paid after Final Receipt acceptance, but no later than 120 days after confirming Initial Receipt of all purchased equipment, assuming no warranty claims are made. Equipment will automatically be considered in Final Receipt status after 120 days if no warranty claims are made. Any claims made during the Quality Assurance Testing Period will extend the 120-day Quality Assurance Period as described under Section 5.9: Quality Assurance

Please submit your responses via Bonfire Bid Table No: BT-67IM

6.1.1 The Initial Receipt occurs when all purchased equipment, as described in the vendor manifest, arrives at the NETL facility, and the inventory of equipment is completed.

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6.1.2 The Final Receipt occurs when equipment has either passed the Quality Assurance Testing Period, or 120 days have passed after Initial Receipt, and no warranty claims are made.

6.1.3 Total Proposed Equipment Cost $_______________________

6.1.4 Proposed System Warranty Length _______________ (YRS)

6.1.5 Total Proposed Calibration Cost $_______________________

6.1.6 Proposed Calibration Service Contract Length ________________ (YRS)

Note: The University reserves the right to require the Proposer to explain the basis of the pricing and how the Proposer determined the pricing.

6.2 Discount

Describe all discounts that may be available to university, including educational, federal, state, and local discounts.

6.3 F.O.B. Designation

Check the applicable F.O.B. Designation below.

( ) F.O.B. Destination (Preferred)

( ) F.O.B. Shipping Point

6.4 Group Purchasing Organization (GPO) Contract (if applicable) The University of Texas System subscribes to a GPO Accreditation Program as noted on the referenced website.

Any proposal being made under an available GPO contract that is recognized by UT System, shall be noted below for consideration by the University.

Cooperative Contract Name:

Cooperative Contract No.:

Cooperative Contract Term:

Cooperative Contract Website link:

6.5 Price Proposal Signature

https://www.utsystem.edu/offices/business-affairs/group-purchasing-organization-gpo-accreditation-program

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The information in this QR is to be utilized solely for preparing the response to this QR and does not constitute a commitment by the University to procure any product or service in any volume.

Name:

Title:

Email:

Date:

Signature:

Issued: April 16, 2025 Page 19 of 20

7. Instructions for Proposers RESPONDENT(S) ARE CAUTIONED TO READ THE INFORMATION CONTAINED IN THIS SOLICITATION CAREFULLY

AND TO SUBMIT A COMPLETE RESPONSE TO ALL REQUIREMENTS AND QUESTIONS AS DIRECTED.

7.1 General Instructions

7.1.1 Proposers should carefully read the information contained herein and submit a complete response to all requirements and questions as directed.

7.1.2 Proposals and any other information submitted by Proposers in response to this Quote

Request (QR) shall become the property of the University.

7.1.3 University will not provide compensation to Proposers for any expenses incurred by the

Proposer(s) for proposal preparation or for any demonstrations that may be made, unless otherwise expressly stated. Proposers submit proposals at their own risk and expense.

7.1.4 Proposals, which are qualified with conditional clauses, or alterations, or items, not called for in the QR documents, or irregularities of any kind are subject to disqualification by University, at its option.

7.1.5 Each proposal should be prepared simply and economically, providing a straightforward, concise description of your firm's ability to meet the requirements of this QR. Emphasis should be on completeness, clarity of content, responsiveness to the requirements, and an understanding of University needs.

7.1.6 University makes no guarantee that an award will be made as a result of this QR, and reserves the right to accept or reject any or all proposals, waive any formalities or minor technical inconsistencies, or delete any item/requirements from this QR or resulting Agreement when deemed to be in University’s best interest. Representations made within the proposal will be binding on responding firms. University will not be bound to act by any previous communication or proposal submitted by the firms other than this QR.

7.1.7 Firms wishing to submit a “No-Response” are requested to return the first page of the

Execution of Offer (ref. Attachment One). The returned form should indicate your company's name and include the words “No-Response” in the Comment section of the table provided.

7.1.8 Failure to comply with the requirements contained in this Quote Request may result in the rejection of your proposal.

Issued: April 16, 2025 Page 20 of 20

7.2 Document Format and Content

7.2.9 Proposal must be signed by Proposer’s company official(s) authorized to commit such proposals. Failure to sign and return these forms may subject your proposal to disqualification.

7.2.10 Responses to this QR must include a response to the proposal requirements set forth in the

Scope of Services, above.

7.2.11 Proposals shall be submitted to the University Bonfire portal noted on page 1. Electronic proposal files should clearly indicate the company name on the file. Any questions regarding the submittal process shall be submitted to the Procurement Contracting Officer of record as noted on page 1 in advance before the Submittal Deadline.

7.2.12 The Quote Request response must be received electronically at the location noted above prior to the due date listed on the first page of this solicitation (as amended). The proposals will be time, dated, and secured for the proposal opening. Proposals are held until the proposal submission date. Any Proposals received after the specified time and date noted above will not be considered under any circumstance. University shall not be responsible for failure of electronic equipment or operator error. Late or otherwise non-responsive proposals will not be considered.

7.2.13 Proposals must be submitted and received in the University Bonfire portal on or before the time and date specified in the Solicitation Schedule.

7.2.14 Telephone, Facsimile (“FAX”) or electronic (email) proposals are not acceptable when in response to this Quote Request.

7.2.15 Certification Required by Texas Governor Executive Order GA-48

Pursuant to Executive Order GA-48 of the Governor of Texas effective November 19, 2024, Contractor certifies that it and, if applicable, any of its holding companies or subsidiaries, is not:

1. Listed in Section 889 of the 2019 National Defense Authorization Act (NDAA); or

2. Listed in Section 1260H of the 2021 NDAA; or

3. Owned by the government of a country on the U.S. Department of Commerce's foreign adversaries list under 15 C.F.R. § 791.4; or

4. Controlled by any governing or regulatory body located in a country on the U.S.

Department of Commerce's foreign adversaries list under 15 C.F.R. § 791.4.

https://gov.texas.gov/uploads/files/press/EO-GA-48_Hardening_State_Government_FINAL_11-19-2024.pdf