IFB 08222025MC.pdf

Invitation for Bid for Kitchen Ovens and Equipment at the University of Utah Health Main

Hospital

Bid #08222025MC

Issued 09/04/2025

University of Utah Health Contact:

Brandon Colledge University of Utah Health Purchasing Dept.

127 S 500 E., Suite 140 Salt Lake City, UT 84112-9351

Tel. (801) 587-6642 Fax (801) 587-6555 E-Mail: brandon.colledge@hsc.utah.edu

Questions regarding this IFB should be submitted to:

www.bidnetdirect.com//universityofutah-health Solicitation #08222025MC

In the Question and Answer section http://www.bidnetdirect.com/universityofutah-health

SECTION 1 - PURPOSE OF IFB

1.01 Purpose of Bid. The purpose of this Invitation for Bid (IFB) is to solicit bids from a qualified Vendor to obtain ovens and braising pans for the Main Hospital Kitchen of the University of Utah Health. University of Utah Health is examining several alternatives of providing these ovens and braising pans and may decide, after reviewing proposals submitted, not to enter into any agreement or to proceed with a purchase.

1.02 Background. Replacement of the ovens and braising pans in the hospital kitchen was initiated due to the current equipment being significantly outdated and no longer operating at the performance level required to meet the hospital’s food service standards. Over time, the wear and inefficiency of the existing units have affected both the consistency and quality of meal preparation, which is critical in a healthcare setting. Upgrading this equipment is essential to ensure reliability, maintain compliance with health and safety standards, and support the kitchen staff in delivering high-quality meals to patients and staff consistently.

1.03 Definitions.

U Health – University of Utah Health CAP – Chef Assistance Program RCI – Rational Certified Installation

SECTION 2 – BID DETAILS

2.01 Issuing office and BID Reference Number. The Purchasing Department of the University of Utah (“Purchasing Department”) is the issuing office for this BID and all subsequent addenda relating to it. The reference number for the transaction is 08222025MC. This number must be referenced on all proposals, correspondence, and documentation relating to the BID.

2.02 Important Dates. The following dates are significant for this BID:

BID Dated and Issued 09/04/2025 BID Inquiry Questions Due 09/09/2025 Proposal Due 09/11/2025

2.03 Pre-Proposal Conference/Site Visit. A pre-proposal conference will not be held for this bid.

2.04 Submission Due Date. Submit your bid electronically through BidNet Direct

(www.bidnetdirect.com//universityofutah-health) by 11:00 am current Mountain Time on 09/11/2025. Bids submitted electronically through BidNet Direct may require uploading of electronic attachments. BidNet Direct will accept a wide variety of document types as Word, Excel, and PDF attachments but not all. You MAY NOT submit documents that are embedded (zip files), movies, wmp and mp3 files or password protected files, etc. Such actions may cause your proposal(s) to be deemed as “Non-responsive”. All cost documents must be attached as separate files.

http://www.bidnetdirect.com/universityofutah-health

Bids received after this deadline shall be late and ineligible for consideration.

Following the deadline, the names of those responding to the bid will be made public.

Bids submitted electronically through BidNet Direct may require uploading of electronic attachments. BidNet Direct will accept a wide variety of document types such as Word, Excel and PDF attachments but not all. You MAY NOT submit documents that are embedded (zip files), movies, wmp. and mp3. files or password protected files, etc.

Vendors are responsible for ensuring that their BidNet Direct registration information is current and correct. The University of Utah accepts no responsibility for missing or incorrect information contained in the vendor registration in BidNet Direct. Incorrect or missing vendor registration information may result in failure to receive notification from BidNet Direct regarding this procurement.

BidNet Direct customer support may be contacted at (800) 835-4603, option 2 or support@bidnet.com for guidance on the BidNet Direct site.

2.05 Inquiries. Questions arising subsequent to the issuance of this BID, that could have a significant impact on the responses to the BID, should be submitted in the BID Question and Answer section (BID #08222025MC). All such questions should be received by 10:00 am current Mountain Time on 09/09/2025. Answers to questions will be posted on BidNet Direct which will then email the answer to all sellers that downloaded the BID.

2.06 Award of Contract. The Purchasing Department is the only entity authorized to award a Contract for the proposed purchases.

The University reserves the right to award this bid to the lowest responsive and responsible Vendor who meets the minimum specifications listed on attachment “A”.

At the Universities option, bid alternatives may be considered as meeting specifications or rejected in full.

This bid shall be valid and guaranteed for a minimum of 120 days after Bid Opening.

Pricing to be guaranteed as listed on the Bid Pricing Form Attachment “B”.

2.07 Shipping Requirements

F.O.B Destination

2.08 Payment Terms. Standard University Payment Terms: Net 30-days ARO

Prepayment on a contract or a purchase order represent a significant risk to the

University of Utah and are generally prohibited. In accordance with Utah Code 63G- 6a-1208, prepayments may be used on a limited basis with the approval of the Chief Procurement Officer. Please provide any requirements and supporting documentation that you may have. The University reserves the right to consider a prepayment request.

mailto:support@bidnet.com

2.09 Award. This solicitation will be awarded to the low-cost vendor that meets the specifications listed in the bid documents.

SECTION 3 – SCOPE OF WORKS

3.01 Minimum Specifications: As outlined in “Attachment A – Minimum Mandatory Requirements” Vendors will be evaluated on a “Pass/Fail” (YES/NO) basis. Any vendor who responds to any of the minimum mandatory requirements with a “no” will be deemed non-responsive and will not be considered further.

3.02 Delivery/Installation Address: As specified in “Attachment A – Minimum

Mandatory Requirements”, the equipment will need to be stored offsite until the location is ready for installation. Installation for this project is to occur 10/06/2025 at the earliest. This date is subject to change. The delivery and installation address for this equipment will be:

50 N Medical Drive Salt Lake City, UT 84132

SECTION 4 – BID FORMAT

All bids must be organized with the following documents:

1. Fully Populated “Attachment A – Minimum Mandatory Requirements”

2. Fully Populated “Attachment B - Cost Proposal”

SECTION 5 – GENERAL PROVISIONS

This invitation for bid is subject to the attached Bid Terms and Conditions.

5.01 Protected Information. Under the Government Records Access and Management Act, Utah Code §§ 63G-2-101 to -901, as amended ("GRAMA"), certain information submitted in the proposal(s) may be open for public inspection or disclosure.

Pursuant to Section 63G-2-309 of GRAMA, any confidential information provided to the University Which Vendor believes should be protected from inspection or disclosure must be accompanied by a written claim of confidentiality and a concise statement of reasons supporting such claim. A copy of the University’s standard business confidentiality claim form may be found at (http://fbs.admin.utah.edu/download/purchasing/Business_Confidentiality_Claim_For m.pdf ). Non-specific statements of confidentiality (e.g., marking a document confidential or proprietary in a cover letter, header, footer or watermark) are insufficient to claim confidentiality under GRAMA. All material contained in and/or submitted with the proposal becomes the property of the University and may be returned only at the University's option.

5.02 Federal Exclusion. Vendor warrants and represents that Vendor, its officers, directors, and any employees or subcontractors providing goods or services under this Contract (i) are not currently excluded, debarred, or otherwise ineligible to participate in federal health care programs as defined in 42 U.S.C. § 1320a-7b(f) or to provide http://fbs.admin.utah.edu/download/purchasing/Business_Confidentiality_Claim_Form.pdf http://fbs.admin.utah.edu/download/purchasing/Business_Confidentiality_Claim_Form.pdf goods to or perform services on behalf of the federal government as either a contractor or subcontractor. This shall be an ongoing representation and warranty during the term of this Contract and Vendor shall immediately notify University of Utah of any change in the status of the representation and warranty. University of Utah may immediately terminate this Contract for cause in the event of a breach of this section or as a result of any material change in status of the representation and warranty. Notwithstanding any other provision in this Contract, Vendor shall defend and indemnify University of Utah and its officers, employees, and agents in connection with any and all claims, losses, causes of action, judgments, fines, damages, or other similar expenses, including reasonable attorney fees, resulting from a breach of this section.

5.03 Right of Rejection. The University reserves the right to reject any or all submittals, or to waive any formality or technicality in any submittal, in the best interests of the University, while still complying with the Utah State Procurement Code. While it is the intent of the University to proceed with this appointment, this solicitation does not obligate the University to enter into a contract.

5.04 The amounts shown below do not include Utah State Sales and Use Tax on materials purchased for the Work. I/We acknowledge responsibility for complying with all Utah State Sales and Use Tax exemption requirements.

5.05 Any order issued against this inquiry shall be subject to the Terms and Conditions of

Purchase Order and/or Appendix A or B as required by the University of Utah.

Vendor wishing to take exception to these terms and conditions may be considered non-responsive.

5.06 Exceptions to the University of Utah’s standard Terms and Conditions may cause your bid to be considered non-responsive.

5.07 Debarment Clause. Vendor certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction (contract), by any governmental department or agency. If Vendor cannot certify this statement, attach a written explanation for review by the University. Vendor must notify the Director of Purchasing within 30 days if debarred by any governmental entity during the Contract period.

5.08 Substitutions. Please provide written detailed specifications on equivalent or substituted items. Failure to comply with this instruction may render the bid invalid for material non-compliance to the University's specifications. The University reserves the right to judge as to whether equipment proposed by suppliers meet the requirements for the University's needs including compatibility with current equipment/systems. Any product offering may be rejected based on the University's determination of meeting requirements.

5.09 Background Checks. Vendor is responsible to ensure that any employee hired by the vendor to do work at any UUHC location has passed through a FACIS Level 3 criminal background check and recent drug screening. Employees also need to be current on required immunizations for working in a health care environment (Two step TB skin test, MMR, Varicella, Hepatitis B, Tdap, and annual Influenza).

Employees will be required to sign a Security and Confidentiality, HIPPA, and http://fbs.admin.utah.edu/purchasing/supplier/po_terms/ http://fbs.admin.utah.edu/purchasing/supplier/po_terms/ privacy agreements prior to or on their first day of contract employment.