IFB DOC UU200182827.docx

INVITATION FOR BIDS (IFB)

Liquid Nitrogen Cryorepository System

Bid #UU200182827

Issued 05/05/2025 This is not a purchase order

University of Utah Contact:

Kayla McMullen University of Utah Purchasing Dept.

201 S. President’s Circle Rm. 159 Salt Lake City, UT 84112-9351

(801) 587 3784 E-Mail: kmcmullen@purchasing.utah.edu

Questions regarding this IFB should be submitted through BidNet Direct (formerly BidSync) http://www.bidnetdirect.com/utah/universityofutah Solicitation #: UU200182827 In the Question and Answer section

Version: 11.18.2024

The University of Utah (University) on behalf of Cell Therapy Facility is seeking a Liquid Nitrogen Cryorepository System for the storage of human cells for transplantation of hematological and solid tumor patients Supplier (Vendor). Proposed items or systems must be able to provide services as described in the mandatory specifications.

1.0 Scope of work:

This bid is for the purchase and installation of Liquid Nitrogen Cryorepository System for the storage of human cells for transplantation of hematological and solid tumor patients. This purchase of Liquid Nitrogen (LN2) Freezers and inventory system is an expansion of the existing cryorepository system to continue storing patient transplant products/cells. The current cryorepository system includes 13 LN2 Freezers and associated Oxygen monitoring systems and LN2 Micro bulk tank .

This bid is brand specific to MVE equipment only.

Vendors must complete and submit this IFB document by the established closed date in section 5.0 order to be considered responsive. Please also include a vendor quote.

2.0 Mandatory Specifications:

Mandatory Requirements

(Yes or No) Proposed Alternate (May list on separate page by Spec. #) Comments

Outside dimensions: 60” wide x 68.2” High Maximum Storage Capacity: 1,584 250ml Cassettes

Outside dimensions: 42” wide x 61.3” high Maximum Storage Capacity: 812 250ml Cassettes

O2 Display and built-in horn strobe Controller will require 110 power wired to the controller

In lab delivery of MVE LN2 Freezers Installation and Qualification (IQ/OQ) of MVE Freezers by vendor (no sub-contracts) IQ/OQ documentation Installation, configuration, calibration and testing of O2 monitoring system Complete function test of all equipment after installation Travel Expenses Freight

Price Table:

Line Item #

Outside dimensions: 60” wide x 68.2” High

Outside dimensions: 42” wide x 61.3” high

Shipping charge (F.O.B Destination Prepaid)

TOTAL QUOTE PRICE

The University reserves the right to purchase all or a limited number of items requested.

Pricing must include all applicable cost, including any/all additional charges such as installation, setup fees, training, additional warranties, Tariffs, shipping cost, etc.

The University reserves the right to include the additional vendor qualification and performance qualification costs for new vendors as an addition to the bid. (Item 10)

The University reserves the right to analyze the cost of having two service vendors for the MVE LN2 freezers and Tech 3000 units. (Item 14)

Please respond to the following:

· Does your quote include a warranty? If so, what is the warranty coverage included with your quote? _________________months.

· The University requires with 6 weeks of PO receipt or the earliest possible delivery. Please provide your guaranteed delivery date. _______________

For international shipments CIP or DDP are acceptable. The university reserves the right to estimate any item requiring importation costs, tariffs, and management into a bid to determine the lowest responsive vendor.

If your bid requires customers to manage importation, please provide the following details:

1. What is the product and potential HTS code up to 6 digits? (harmonized tariff schedule)

2. Where is the product shipping from, AND where is it manufactured?

3. Is it coming in by boat or air and what carrier?

4. When is it coming? Estimate from receipt of order.

5. Please advise if item contains any aluminum or steel? If yes, please provide value and percentage of aluminum/steel content:

Additional Statement(s):

SUA (single use account) is a virtual payment solution that is processed like a credit card, streamlining the payment process for both buyers and vendors and is the University of Utah’s preferred payment method. Each payment is given a unique 16-digit account number, which is assigned a credit limit equal to that payment amount. This account number is active for only a defined timeframe and is electronically matched to pre-purchase information. SUA is a virtual card payment just like a credit card. The vendor will receive a 16-digit number which you process like a standard credit card transaction. The acceptance of SUA accelerates payments compared to current payment methods, simplifies the process, eliminates cost of processing checks, and there is no need to store account numbers or other payment information.

3.0 Substitution: N/A Brand specific bid

4.0 Pre-bid Meeting: Choose Optional or Mandatory

A pre-bid conference will not be held for this IFB.

5.0 Bid Submission:

Submit your bid electronically through BidNet Direct by Monday, May12th, 2025 by 12 p.m. current Mountain Time on (date, usually a Thursday). Bids submitted electronically through BidNet Direct may require uploading of electronic attachments. The BidNet Direct system will accept a wide variety of document types as Word, Excel, and PDF attachments but not all. Note that Periscope does best using Chrome or Firefox browsers over Safari. 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 bid(s) to be deemed as “Non-responsive.”

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

Question Due Date: Thursday, May 8th, 2025 by 12 PM current Mountain Time. All questions should be submitted through BidNet Direct under Solicitation: #UU200182827

When submitting an offer electronically through BidNet Direct, please allow sufficient time to complete the online forms and upload documents. The solicitation will end at the closing time listed in the offer. If you are in the middle of uploading your documents at the closing time, the system will stop the process and your offer will not be received by the system. It is recommended that the submission process be completed the day prior to the due date, with the knowledge that any changes/updates will be accepted through the due date and time. Incomplete bids may be deemed as “Non-responsive” and will not receive further consideration.

BidNet Direct customer support may be contacted at (800) 835-4603 or support@bidnet.com forguidance on the BidNet Direct site.

Vendors are responsible for ensuring that their BidNet Direct registration information is current and correct. The University and Stakeholders shall not be responsible for missing or incorrect information contained in the vendor registration in the BidNet Direct site. Incorrect or missing vendor registration information may result in failure to receive notification from BidNet Direct regarding this procurement.

6.0 Award: (Single)

The University reserves the right to award this bid to the lowest responsive and responsible Vendor who meets the mandatory specifications listed in section 2.0. At the University’s option, bid alternatives may be considered as meeting specifications or rejected in full.

This bid shall be valid and guaranteed for a minimum of 30 days after Bid Opening.

· Pricing to be guaranteed as listed on the Bid Pricing table in section 2.0.

7.0 Contract term:

This bid may result in a 1 year agreement with 4 Renewal Options for any listed or unlisted Cryogenic related products and services. Optional renewal terms that will be subject to annual performance and quality review and University approval.

· Pricing must be firm and fixed and considered as “All-inclusive” to include equipment and service for the first year.

· Price Escalation A price increase may be requested within (60) days prior to end date of the current 1 year term and is subject to University approval. Vendor requests shall include detailed documentation explaining and supporting the price increase request. Any approved price increase shall carry a one (1) year price guarantee period. Price decreases shall be passed on to the University immediately.

Send cost increase requests to: University of Utah;

Nelissa Woodard; Manager

CELL THERAPY FACILITY

675 ARAPEEN RM 300

SALT LAKE CITY, UT 84108

United States

Upon successful completion and award of this IFB as described above, the University will post notice of an Intent to Award which shall be based upon completion of a mutually agreed upon contract. The University is examining several alternatives of providing this Liquid Nitrogen Cryorepository System and service and may decide, after reviewing proposals submitted, not to enter into any agreement.

8.0 General Provisions:

8.1 University Terms and Conditions. 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. Exceptions to the University of Utah’s standard Terms and Conditions (reference link above) may cause your bid to be considered non-responsive.

For amounts provided, 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.

8.2 University Payment and Shipping Terms.

8.2.1 Payment Terms: Net 30-days ARO. Does vendor agree to these terms? Yes or No

8.2.2 F.O.B. Destination Prepaid Add (or equivalent for international shipments). Does vendor agree to these terms? Yes or No

Alternate Payment and/or Shipping Requirements

F.O.B Destination Prepaid

Shipment will be made via _______________ from _______________ within _________ days after receipt of order.

Installation will occur on_______________________________________________.

Vendors who wish to have other payment terms considered should specify their alternate payment terms in this section. The University reserves the right to consider alternate payment term requests.

Alternate payment terms of _________________________________

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.

8.3 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 purchase and / or agreement.

8.4 University Trademark/Logo. Suppliers wishing to submit a bid containing a University trademark or logo must be registered with the University of Utah Licensing Program. Suppliers not licensed at the time of the bidding process will be considered non-responsive. Please note that licensing takes a minimum of 3 months for processing. For more information regarding how to be licensed, please visit http://www.clc.com/Licensing-Info.aspx.

8.5 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_Form.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.

8.6 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 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.

8.7 Drug- Alcohol- Tobacco-Free Campus. The University of Utah is a drug-, alcohol-, and tobacco-free campus, with no smoking and/or use of any tobacco product on all University property and in any outdoor area controlled by the University. This rule is applicable 24 hours a day, 7 days a week. The campus will officially operate as tobacco-free as of July 1, 2018. University property includes any property owned, leased, or controlled by the University and includes but is not limited to: all buildings, vehicles, residential and recreational areas, athletic fields, parking lots, parking structures, streets, sidewalks, hospitals and clinics. All representatives of the awarded vendor, including delivery and installation personnel, shall adhere to these requirements, including being free of the effects of these substances while on campus. Not adhering to these standards shall be considered a breach of any contract or purchase order resulting from this bid. Please see the following link for more information regarding the University Rule. https://regulations.utah.edu/administration/rules/R3-300A.php

8.8 Public Contract Boycott Restrictions. If Vendor has 10 or more full-time employees and the total value of the any resulting Contract is $100,000 or greater, Vendor agrees not to engage in a Boycott of the State of Israel, as defined in Utah Code § 63G-27-102(2), for the duration of any resulting contract and further certifies that it is not currently engaged in an “economic boycott,” as defined in Utah Code § 63G-27-102(5), and that Vendor will notify University in writing if it begins an “economic boycott” while any resulting Contract remains in effect.

9.0 Vendor Quote Acknowledgement and Company Information

The undersigned, by submission of this Quote, is responsive to the quote document, minimum specifications and terms and conditions.

The undersigned also attests to being familiar with all of the conditions surrounding the products and/or services proposed for this Project, including the availability of labor. The undersigned Vendor hereby proposes to furnish all labor, materials, and supplies as required for the work in accordance with the above-mentioned Documents, within the time set forth, at the price stated.

The University reserves the right to conduct a financial responsibility analysis for responding Vendor. If vendor is unable to prove financial strength/responsibility, the University reserves the right to consider vendor's quote non-responsive.

If Issued, I/We acknowledge receipt of the following Addenda, numbered .

I/We [am/are ___ ] [am/are not___ ] quoting Prior Approved Substitutions. If quoting Substitutions, I/We have read and complied with the substitution’s provisions stated above in this quote request.

I/We agree to furnish the items identified herein, at the prices listed opposite each, and guarantee that if the order is placed with us, we will furnish these goods as described in a resulting contract and/or purchase order.

By responding to this solicitation, Vendors are certifying that neither they nor their principals are presently debarred, suspended, proposed for debarment or ineligible for contracting by a governmental entity. Vendor is also agreeing to notify the University within 30 days if suspended, debarred, or declared ineligible for contracting with a government entity. Additionally, Registration in SAM.GOV is required when federal funding sources are being used for payment of services. Vendors must provide a copy of your active registration, including unique entity ID, confirming you have no exclusions. https://sam.gov/content/home

Signature: _______________________________________________________________

Name of Company: ________________________________________________________

Type/Print Name & Title of Authorized Vendor Representative:

Remitting Address:_________________________________________________________________

Email Address (where purchase orders can be received):___________________________________

Telephone Number: _________________________________________________

Fax Number (where purchase orders can be received):__________________________________

PaymentWorks is a tool the University of Utah uses to ensure vendor onboarding is an orderly, secured, and trackable process. Each newly awarded vendor will be sent an invitation to a secure PaymentWorks site to enter their account information.

Legal Classification (check as applies):

C Corporation _____ S Corporation______ Partnership______ Individual/Sole Proprietor______

Limited Liability Company_______ Other__________________________

The Small Business Administration has classified this firm as (check all that apply):

Small________ Large _______ HubZone (Historically Underutilized Business Zone)_______

Woman Owned _________ Minority Owned ___________

Veteran Owned ___________ Service Disabled Veteran Owned __________

University of Utah Purchasing Department | 201 S. President’s Circle Rm. 159 | Salt Lake City | Utah | 84112-9351 image1.jpeg