ESBD_File_354004_IFB #24-15 Portable Coordinate Measuring Machine.pdf

IFB #24-15 Portable Coordinate Measuring Machine 1

INVITATION FOR BIDS (IFB) #24-15

PORTABLE COORDINATE MEASURING MACHINE

PROPOSED SOLICITATION SCHEDULE

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

DATE ACTION

March 22, 2024 IFB issued.

April 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.

April 4, 2024 Issuance of final addendum, if necessary.

April 8, 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.

April 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 #24-15 Portable Coordinate Measuring Machine 2

SPECIFICATIONS

1. General

San Jacinto Community College District (“SJCCD” or “College”) is soliciting sealed bids from qualified firms to provide a portable coordinate measuring machine (CMM).

SJCCD reserves the right to select one or more companies based on the best value, as determined by SJCCD, with consideration given to bid(s) that best meet the desired scope of work and specifications set forth in this invitation for bids.

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) portable CMM. Specifications shall include, but are not limited to the following:

• Contact and/or non-contact metrology-grade measurements.

• High resolution/High-definition optical and/or laser scanning and measurement capability.

• Articulated portable CMM arm with a “minimum” of seven (7) axes.

• Ability to scan diverse surface materials simultaneously without a target application required to begin scan.

• Cables and power adapters

• Calibration plates/hardware

• All equipment should be compatible with U.S. standard 110v/120V power.

• Storage case(s)

• 3D modeling software compatible with portable CMM and SJCCD ITS requirements.

• A one-year warranty shall be included with each portable CMM.

3. Training

a. Training shall be in-person or virtual (synchronous) and shall include operating instructions for one (1) portable CMM.

b. Training date and time shall be scheduled and confirmed with SJCCD representative prior to delivery of portable CMM.

IFB #24-15 Portable Coordinate Measuring Machine 3

4. Preventative Maintenance Services (Optional)

a. Annual Preventative Maintenance Services for one (1) portable CMM.

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 (if applicable).

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 portable CMM 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.

6. College Locations

a. District Offices – 4620 Fairmont Parkway, Pasadena, TX 77504

b. Central Campus – 8060 Spencer Hwy, Pasadena, TX 77505

c. North Campus – 5800 Uvalde, Houston, TX 77049

d. South Campus – 13735 Beamer Road, Houston, TX 77089

e. Maritime – 3700 Old Hwy 146, La Porte, TX 77571

f. Generation Park Campus – 13455 Lockwood Rd., Houston, TX 77044

g. Edge Center – 13150 Space Center Blvd., Houston, TX 77059

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 #24-15 Portable Coordinate Measuring Machine 4

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 one (1) portable CMM inclusive of initial annual warranty, faculty training, and installation/calibration fee.

2. Delivery Fee

3. Annual Preventative Maintenance Fees (optional)

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.

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 Line Items pricing shall prevail.

2. Specification Sheet

Upload a specification sheet for proposed portable CMM in the Response Attachment tab in IonWave.

3. 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.

4. 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.

IFB #24-15 Portable Coordinate Measuring Machine 5

5. 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.

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

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)

8. Supplier Diversity Reporting

IFB #24-15 Portable Coordinate Measuring Machine 6

IFB 24-15

BUSINESS QUESTIONNAIRE

Company Name: ______________________________________________

Products

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

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

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

4. 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.

5. 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)?

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Equipment Installation and Operation

6. 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

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

8. 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.

9. 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.