IFB UU208321710 Utah FORGE Makeup Water Pump Rental.pdf

INVITATION FOR BIDS (IFB)

Utah FORGE makeup water pump rental

Bid UU208321710

Issued 10/30/2025 This is not a purchase order

University of Utah Contact:

Terrance Palmer University of Utah Purchasing Dept.

201 S. President’s Circle Rm. 170 Salt Lake City, UT 84112-9351

(801) 585-1841 E-Mail: tpalmer@purchasing.utah.edu

Questions regarding this IFB should be submitted through BidNet Direct

(formerly BidSync) http://www.bidnetdirect.com/utah/universityofutah

Solicitation #: UU208321710 In the Question and Answer section

Version: 6.26.2025 http://www.bidnetdirect.com/utah/universityofutah

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

The University of Utah (hereinafter University) invites bids for makeup water pumps rental at the Utah FORGE (Frontier Observatory for Research in Geothermal Energy) site in central Utah.

Utah FORGE (https://utahforge.com/) is a dedicated underground geothermal field laboratory sponsored by the US Department of Energy (DOE) for developing, testing, and accelerating breakthroughs in Engineered Geothermal System technologies to advance the development of geothermal resources around the world. The subject well is part of an array of wells for gathering scientific data and testing tools.

List of Appendices and Attachments

Attachment A: Maps and Directions to Utah FORGE Attachment B: Mandatory Requirements checklist Attachment C: Cost proposal form

Important Dates

The following dates are significant for this IFB.

IFB Dated and Issued October 30, 2025 IFB Inquiry Questions Due November 05, 2025, 2:00 p.m. Mountain Time Proposal Due November 10, 2025, 2:00 p.m. Mountain Time Estimated Date of Service January 5, 2026

1.0 Background:

Purpose of IFB:

To get an acceptable IFB response on the rental pumps for makeup water at the Utah FORGE test site.

2.0 Specifications:

SOW for makeup water pump rental IFB

1. Two (duplicate) pumps required.

2. Vendor delivers pumps to Utah FORGE site near Milford on or about Jan. 5, 2026.

3. Vendor picks up and removes pumps at the end of six month rental.

4. Delivery to and pickup from Milford site includes unloading and loading.

5. Pump installation not included.

6. Duty cycle: One pump in 3-shift service, second pump on ready standby.

7. Fluid temperature range 0-49 C (32-120 F).

8. Power 480 VAC.

https://utahforge.com/

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

9. Automatic shutdown protection (e.g., dry suction, overtemp).

10. Self-priming.

11. Maximum solids handling 0.6 cm (0.25 in).

12. Rated for continuous service with no more than weekly preventive maintenance.

13. Each pump flow 19 l/s (300 gpm) at 1.52 MPa (220 psig or 508 ft) maximum head.

2.1. Mandatory Requirements. Mandatory Requirements are listed in Attachment B. Vendors that do not meet the mandatory requirements may be deemed unresponsive and will be excluded from further consideration. Attachment B must be completed and included in the bid package for bids to be considered responsive. Have you included attachment B with your submission _______YES/NO?

2.2 Cost Proposal. The Cost Proposal form (Attachment C) shall include all costs for all specified material and delivery F.O.B. to Utah FORGE. If there are charges for any equipment, service, or otherwise that are not listed on the cost proposal sheet please add lines and include those costs. Have you included attachment C with your submission _______YES/NO?

By responding to this solicitation, Vendor acknowledges any resulting contract's negotiable terms will be limited by Utah state law.

3.0 Substitution:

Not applicable

4.0 Pre-bid Meeting:

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

5.0 Bid Submission:

Submit your bid electronically through BidNet Direct by 2:00 p.m. Mountain Standard Time (MST) on 11/10/2025. 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: 11/05/2025 by 2:00 p.m. Mountain Standard Time (MST). All questions should be submitted through BidNet Direct under Solicitation: # UU208321710

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

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

The award of this solicitation may result in multiple awards to responsive and responsible Vendors who meets the minimum specifications listed in Paragraph 2.0. At the University’s option, bid alternatives may be considered as meeting specifications or rejected in full. Describe how the multiple awarded contracts will be used.

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

7.0 Contract term:

This bid may result in a 1-year agreement with 4 renewal options. The optional renewal terms that will be subject to annual performance and University approval.

- Pricing must remain firm and fixed for the initial term of this agreement.

- Price Escalation

A price increase may be requested sixty (60) days prior to end date of the current 1-year agreement 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.

The award of this solicitation may result in multiple awards to responsive and responsible vendors who meets the minimum requirements listed in Section 3.0 Scope of Work. At the University’s option, bid alternatives may be considered as meeting specifications or rejected in full.

Awarded vendors may be asked to provide pricing for future Well projects related to Utah FORGE during the agreement term. If the pricing is determined to be fair and reasonable, the University may place additional order pursuant to the agreement.

Upon completion of the evaluation process, the University may award the contract (“Contract”) to the highest scoring responsive and responsible supplier.

Upon successful completion and award of this RFP 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.

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

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

Award and contract are dependent on receiving DOE award and subsequent DOE funding to go forward.

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.

8.2.2 F.O.B. Destination Prepaid

Alternate Payment and/or Shipping Requirements

F.O.B Destination Prepaid

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.

http://fbs.admin.utah.edu/purchasing/supplier/po_terms/ http://www.clc.com/Licensing-Info.aspx

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

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.

8.9 Procurement contracts. The Contract is considered a “procurement contract” and subject to Utah Code § 63G-6a-1203. Nothing in the Contract shall be construed as a waiver of any provision of Utah Code § 63G-6a-1203 http://fbs.admin.utah.edu/download/purchasing/Business_Confidentiality_Claim_Form.pdf https://regulations.utah.edu/administration/rules/R3-300A.php

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

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: _________________________________________________ https://sam.gov/content/home

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

**Please provide a copy of your Company W-9 with bid submittal.

**Please provide your company certificate of insurance.

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 __________