IFB - Scope of Work.docx

INVITATION FOR BID (IFB)

Issue Date: 10-15-2026

Solicitation Number: SRC000482 Solicitation Name: NDSU – Dynamic Mechanical Analyzer (DMA) Deadline for Questions: 10-27-2026 by 2pm CT Bid Closing Date: 11-4-2026 by 2pm CT Delivery Location: R1A – 1735 NDSU Research Park Drive, Fargo, ND 58102 Commodity Codes: 49092, 49090, 49043, 49074

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) is soliciting bids for a Dynamic Mechanical Analyzer (DMA) for polymer testing 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 DMA system, including all hardware, accessories, fixtures, sensors, and software necessary to perform the required testing. The bidder shall identify the manufacturer, model, configuration, and included components. Any items required to meet mandatory specifications shall be included in the base bid price.

3. Minimum Technical Requirements

3.1 Minimum Specifications and Equivalency

The specifications establish NDSU’s minimum requirements. Bidders shall propose equipment meeting or exceeding the stated specifications. Where “or comparable” is specified, bidders may offer alternatives with demonstrated equivalent or superior performance. The bidder bears responsibility for documenting equivalency, and NDSU will determine acceptability.

3.2 Frequency range

Broad frequency range of 2 × 10⁻⁸ Hz to 200 Hz, or comparable.

3.3 Temperature range

Temperature range of −170 °C to +600 °C, or comparable.

3.4 Torque range

Optional rotational/torsional capability: Where offered, bidders shall identify the available torque range, including whether the system achieves 0.2 nNm to 230 mNm. Rotational/torsional capability and this torque range are not mandatory for the base system. Bidders shall state whether the capability is included, available through a future upgrade, or unavailable.

3.5 Normal force sensor

Normal force sensor range of 0.001 N to 50 N.

3.6 Testing modes

The base system shall support dynamic mechanical analysis in bending, tension, and compression modes. Torsion/rotational testing is optional and may be provided as an installed capability or through a future upgrade.

3.7 Extensional testing

System shall support extensional testing.

3.8 Modular design

System shall have a modular design allowing future expansion of capabilities, including potential rheology functionality. Bidders shall identify whether rotational/torsional testing can be added later, any required modules, fixtures, sensors, software, or other components, and any known compatibility or upgrade limitations. The rotational/torsional upgrade is optional and need not be included in the base bid.

3.9 Application

System shall be suitable for polymer testing.

4. Software and Licensing The base bid shall include all software necessary to operate the instrument and perform the required tests. Bidders shall identify included software, license type and duration, and any recurring fees required to retain essential functions. Optional future-year licensing shall be separately priced when requested on the Cost Proposal Form.

5. Delivery, Installation, and Commissioning The successful bidder shall deliver, assemble, install, configure, commission, and demonstrate the complete DMA system at R1A Laboratories, 1735 NDSU Research Park Drive, Fargo, ND 58102. Vendor installation is mandatory and shall be included in the base bid. A laboratory table has already been installed. Bidders shall disclose any additional site preparation, utilities, space, environmental, or access requirements. Requested delivery is Fall 2026, with installation completed by January 2027. Bidders shall confirm these dates or identify proposed alternatives.

6. Training The successful bidder shall provide training for designated NDSU personnel covering instrument operation, applicable software, testing workflows, and routine care. Training is mandatory and shall be included in the base bid. Bidders shall identify the 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. Bidders shall describe coverage, exclusions, warranty start date, and procedures for obtaining service. The equipment requires ongoing service/preventive maintenance and on-site maintenance capability. Bidders shall describe the availability and cost of these services. No specific service-call response time or vendor supply of replacement parts or consumables is required by the intake form.

8. Vendor Deliverables The successful bidder shall provide: (a) complete DMA equipment and required testing accessories; (b) operational software and license information; (c) delivery, installation, configuration, commissioning, and functional demonstration; (d) required training and user documentation; and (e) warranty and service/maintenance information. The bid response shall include completed Technical Compliance and Cost Proposal forms and supporting documentation.

9. Bid Submission and Compliance Bidders shall identify the exact manufacturer, model, and proposed configuration and submit documentation demonstrating compliance with each minimum requirement. Exceptions, deviations, qualifications, or costs necessary to meet the stated requirements shall be explicitly disclosed. Bidders shall confirm the delivery and installation schedule and provide alternate dates when applicable.

10. Inspection and Acceptance Following installation, NDSU will inspect the equipment and documentation against the accepted bid and verify that the system powers on and demonstrates required capabilities. Final acceptance shall be subject to successful installation, functional demonstration, and required training. Any detailed sample-based acceptance protocol must be specified before the IFB is issued.

11. Pricing and Award Basis The Cost Proposal Form shall identify the base equipment price and all mandatory software, delivery, vendor installation, training, and other required costs. All mandatory charges shall be included in the evaluated base bid total, even when itemized. Optional future-year software, maintenance, or upgrades, including any separately offered rotational/torsional capability, shall be separately identified and shall not be included in the evaluated base bid total. Award shall be made to the lowest responsive and responsible bidder meeting all mandatory specifications and solicitation requirements.

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