ESBD_File_344261_IFB #24-13 Programmable Sewing Machines.pdf

INVITATION FOR BIDS (IFB) #24-13

PROGRAMMABLE SEWING MACHINES

PROPOSED SOLICITATION SCHEDULE

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

DATE ACTION

December 11, 2023 IFB issued.

December 22, 2023 - January 1, 2024 San Jacinto College Closed – Winter Break

January 3, 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.

January 5, 2024 Issuance of final addendum, if necessary.

January 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.

January/February 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 #24-13, Programmable Sewing Machines 2

SPECIFICATIONS

1. General

San Jacinto Community College District (“SJCCD” or “College”) is soliciting sealed bids from qualified firms to provide two (2) programmable sewing machines.

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. Product Specifications

a. Quantity of two (2) Brother NEXIO BAS-360H programmable sewing machines. Alternate programmable sewing machines of equal or better value will be considered. Specifications shall include, but are not limited to, the following:

• Single needle lock stitch

• Maximum sewing speed of 2,700 sti/min

• Maximum sewing area of 500mm x 400mm

• Intermittent feed

• Double-capacity shuttle hook

• Needle cooler

• Thread wiper

• Thread trimmer

• Digital tension

• Thread breakage detector

• Internal flash memory

• LCD touch panel display

• USB Port supported

• SD Card supported

• Complete set of operator and service manuals

b. A one-year warranty shall be included with each programmable sewing machine.

IFB #24-13, Programmable Sewing Machines 3

3. Training

a. Training shall be in-person or virtual (synchronous) and shall include operating instructions for all programmable sewing machine components.

b. Training date and time shall be scheduled and confirmed with SJCCD representative prior to delivery of programmable sewing machines.

4. Preventative Maintenance Services (Optional)

a. Annual Preventative Maintenance Services for two (2) programmable sewing machines.

5. Delivery and Installation

a. Equipment and technology must be delivered, installed, and operational no later than

August 31, 2024.

b. Delivery shall be made FOB destination, inside delivery, to San Jacinto College Edge

Center, 13150 Space Center Blvd, Houston, TX 77059. The College’s loading dock will not be available; thus the awarded vendor(s) must provide lift gate service upon delivery.

c. All equipment shall be assembled, set in place, and ready for College use upon delivery.

d. Pricing shall include equipment installation, calibration, faculty training and on-site technician set-up.

e. Bidder shall provide all accessories necessary for complete installation and operation of the programmable sewing machines 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.

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. Quantity of two (2) Brother NEXIO BAS-360H Programmable Sewing Machines inclusive of initial annual warranty, faculty training, and installation/calibration fee.

a. Commodity alternates will be accepted.

2. Delivery Fee

3. Training (if not included in cost of machines)

4. Annual Preventative Maintenance Fees (optional)

IFB #24-13, Programmable Sewing Machines 4

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. Any costs not explicitly stated in a bid response shall not be charged to the College.

2. Business Questionnaire

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

3. 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.

4. 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. Business Questionnaire

2. Specification sheet for alternate machine(s), if applicable

3. Conflict of Interest Form

4. Proof of Insurance Requirements

5. Federal Vendor Certification Form

6. Exceptions to Terms and Conditions (optional)

7. Additional Costs Not Included in Pricing (optional)

IFB #24-13, Programmable Sewing Machines 5

IFB 24-13

BUSINESS QUESTIONNAIRE

Company Name: ______________________________________________

Products

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

• Are you submitting commodity alternate brands from what is listed in the specifications? If yes, list the brands below, and upload a specification sheet for each alternate machine as a Response Attachment in IonWave.

• Describe any special requirements, if applicable, for the product, including but not limited to, performance, maintenance, electrical, etc.

• Describe your training protocol. Is training conducted in-person or virtual (synchronous)? What is the estimated total training time?

• Describe your initial, inclusive, annual warranty on labor and/or products (extent of warranty, limitations on warranties, term of warranty, process), including any warranty disclaimers.

IFB #24-13, Programmable Sewing Machines 6

• Describe your preventative maintenance services (if applicable). Are services conducted virtually or onsite by a registered technician? How often are preventative maintenance services provided (monthly, quarterly, annually)?

Equipment Installation and Operation

• List any special installation requirements stating the electrical power requirements for protection from loss of power and other power line interferences.

• 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.

Delivery

• Explain the delivery and installation your company anticipates performing. Indicate if a third party is to provide any of these services?

• The College’s delivery/installation deadline is August 31, 2024. Confirm if you can meet this deadline or provide the earliest date you can deliver/install.

• The College’s shipping terms are FOB Destination. Confirm if you can agree to these terms. If not, provide your shipping terms. Submittal of alternate shipping terms does not guarantee acceptance by the College.