IFB - Scope of Work.docx

INVITATION FOR BID (IFB)

Issue Date: 10-13-2026

Solicitation Number: SRC000475 Solicitation Name: NDSU – Optical Profilometer Deadline for Questions: 10-23-2026 by CT Bid Closing Date: 11-2-2026 by 2pm CT Delivery Location: R1A – 1735 NDSU Research Park Drive, Fargo, ND 58102 Commodity Codes: 22068, 49043, 49058, 49072, 49073

1. PROCUREMENT OFFICER

The Procurement Officer is the point of contact for this IFB. Bidders shall direct all communications regarding this IFB to the Procurement Officer. Do not add the Procurement Officer to any marketing distribution lists.

PROCUREMENT OFFICER: Casie Ewalt EMAIL: casie.ewalt@ndsu.edu

PHONE: 701-231-9599

TTY Users call: 7-1-1

Engaging in unauthorized communication or seeking to obtain information about an open solicitation with any state employee or official other than the responsible Procurement Officer or designee is sufficient grounds for suspension or debarment. [N.D.A.C. § 4-12-05-04(7)]

SECTION 1 - BIDDERS INSTRUCTIONS

1. Vendor Bid Submission Checklist

Vendors are responsible for ensuring that all requirements of the solicitation are met prior to submission.

Pre-Submission Requirements

☐ Register your company as a supplier in NDBuys.

☐ Locate the solicitation and select Participate in RFx.

☐ Complete and submit all required questionnaire responses.

☐ Review the solicitation in its entirety and ensure compliance with all instructions, terms and conditions, specifications, and delivery requirements.

☐ Prepare pricing using the specified unit of measure and quote prices FOB Destination to the designated delivery location.

Required Bid Documents

As part of its Bid Response, the Bidder shall submit the following:

☐ Complete the Cost Proposal Form.

☐ Complete the Technical Compliance Form.

☐ Upload all required proposal documents through the Supplier Information tab in NDBuys.

☐ Submit any required samples, certifications, or supporting documentation identified in the solicitation.

Final Review and Submission

☐ Verify all required forms and attachments have been completed and uploaded.

☐ Confirm that pricing, technical responses, and supporting documentation are accurate and complete.

☐ Submit the bid response before the solicitation closing date and time.

Note: Bidders are solely responsible for ensuring their complete bid response is successfully submitted and received in NDBuys prior to the stated deadline. Late submissions may not be considered.

2. Definitions

· Bid Response: the executed document submitted by a Bidder in response to a solicitation.

· Bidder: any person or firm submitting a competitive bid in response to a solicitation.

· Commodities: all property, including equipment, supplies, materials, printing, insurance, and the lease of equipment.

· Contractor: any person or firm having a contract with a governmental body.

· N.D.A.C.: North Dakota Administrative Code; rules with the force and effect of law.

· N.D.C.C.: North Dakota Century Code; state laws.

· NDBuys: a procurement information website maintained by the State Procurement Office pursuant to N.D.C.C. § 54-44.4-14.

· OMB: Office of Management and Budget (OMB); a North Dakota state agency.

· Procurement Officer: an individual duly authorized to enter into and administer purchasing contracts and make written determinations with respect thereto; also includes an authorized representative acting with the limits of designated purchasing authority.

· Services: the furnishing of labor, time, or effort by a Contractor, not involving the delivery of a specific end product other than reports that are merely incidental to the required performance.

· Solicitation: a document to notify prospective Bidders of a bidding opportunity.

· SPO: State Procurement Office, a division of the Office of Management and Budget.

SECTION 2 – SCOPE OF WORK

1. Purpose and Background North Dakota State University (NDSU) seeks bids for a non-contact optical profilometer system for polymer surface roughness and surface topography measurements in support of research on electrically responsive surface textures for autonomous platforms. NDSU intends to award to the lowest responsive and responsible bidder meeting all mandatory specifications and solicitation requirements.

2. Scope of Supply The successful bidder shall furnish a complete, operable optical profilometer system, including the hardware and software necessary to perform the measurements described in this Scope of Work. The proposed equipment shall be identified by manufacturer, model, configuration, and included components. Any optional components needed to satisfy a mandatory requirement must be included in the base bid price.

3. Minimum Technical Requirements

3.1 Minimum Specifications and Equivalency

The specifications set forth in this IFB represent the minimum requirements of NDSU. Bidders shall propose equipment that meets or exceeds all stated specifications. References to specific performance characteristics, features, measurements, or capabilities are intended to establish a minimum acceptable standard. Equipment offering equivalent or superior functionality, performance, or capability may be considered, provided the bidder clearly demonstrates that the proposed equipment meets or exceeds all stated requirements. The burden of proving equivalency rests solely with the bidder. NDSU reserves the right to determine whether a proposed alternative meets or exceeds the minimum specifications.

3.2 System architecture

The proposed optical profilometer shall have a modular design permitting future upgrades if additional funding becomes available.

3.3 Image stitching

The system shall provide software-enabled image stitching.

3.4 Working distance

The system shall provide a working distance within the range of 4 mm to 10 mm.

3.5 Surface topography repeatability

Surface topography of plus minus 5 nm

3.6 RMS repeatability

RMS repeatability shall be 0.5 nm or better

3.7 Specimen access

The system shall provide accessible workspace suitable for larger specimens.

3.8 Operational volume

The operational volume shall be at least 80 mm × 150 mm × 150 mm.

3.9 Transparent films and buried interfaces

The system shall be capable of measuring the thickness of transparent films and buried interfaces through transparent films or coatings.

3.10 Application

The system shall support non-contact surface topography and polymer surface roughness measurement.

4. Software and Licensing The base bid shall include software necessary to operate the instrument and perform the required measurements, including image stitching. The bidder shall identify the software supplied, the type and duration of each license, and whether any recurring fee is required for continued operation or use of required functions. Pricing for additional software years, if requested on the Cost Proposal Form, shall be separately identified and shall not be assumed included in the base bid unless expressly stated.

5. Delivery, Installation, and Commissioning The successful bidder shall be responsible for delivery, on-site installation, assembly, configuration, commissioning, and functional demonstration of the complete optical profilometer system at R1A Laboratories, 1735 NDSU Research Park Drive, Fargo, ND 58102. Installation by the vendor is mandatory and shall be included in the base bid price; University personnel will not be responsible for installing the equipment. A laboratory table is already installed. The bidder shall identify any additional site preparation, utility, space, environmental, or access requirements in its bid. The vendor shall verify and demonstrate that the installed system operates as proposed.

The requested delivery period is Fall 2026, with installation completed by January 2027. Bidders shall confirm their ability to meet these dates and identify alternate dates if they cannot.

6. Training The successful bidder shall provide required training for designated University personnel on routine instrument operation, applicable software functions, basic measurement workflows, and routine care. Training shall be provided by the vendor and included in the base bid price; it shall not be an optional or separately purchased service. The bidder shall state the training format, duration, number of attendees supported, and whether training is on-site or remote.

7. Warranty, Service, and Maintenance The system shall include a minimum one-year warranty. The bidder shall describe warranty coverage, exclusions, commencement date, and procedures for obtaining service. The bidder shall identify availability of on-site service and preventive maintenance support and disclose any related costs. No specific service-call response time or supply of replacement consumables is established by the intake form.

8. Vendor Deliverables

· Complete optical profilometer system and required hardware.

· Operational software and applicable license information.

· Installation, configuration, and functional demonstration.

· Required user training and user/operating documentation.

· Warranty information and service/maintenance contact details.

· Completed Attachment – Technical Compliance, Vendor Response, and Clarification Form, with supporting documentation references.

· Completed Attachment – Cost Proposal Form, identifying base pricing and separately priced additional software years.

9. Bid Submission and Compliance Bidders shall identify the exact manufacturer, model, and proposed configuration and provide sufficient manufacturer documentation to establish compliance with each minimum technical requirement. Each exception, deviation, qualification, or additional cost necessary to meet the stated requirements shall be expressly disclosed. The University may request clarification of submitted information in accordance with the IFB terms, but bidders are responsible for submitting a complete and responsive bid. Bidders shall complete the delivery and installation schedule confirmation in Section 5, including proposed alternative dates when applicable.

10. Inspection and Acceptance Following installation, NDSU will inspect the delivered equipment and supporting documentation for consistency with the accepted bid and verify that the system powers on, operates, and demonstrates the required capabilities. Final acceptance shall be subject to successful completion of installation, functional demonstration, and required training. Any detailed acceptance-test method or sample-based test protocol should be defined in the IFB before issuance if the University intends to require one.

11. Pricing and Award Basis The Cost Proposal Form shall separately identify the base equipment price, included software, delivery, required vendor installation, required vendor training, and other required costs. All mandatory installation and training charges shall be included in the base bid total used for evaluation, even if shown as separate line items. Optional future-year software renewals and optional maintenance or upgrades shall be separately itemized. The IFB shall expressly identify which other price components are included in the evaluated bid total. Award shall be made to the lowest responsive and responsible bidder meeting all mandatory specifications and solicitation requirements, consistent with the final IFB.

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