JRB-2025-14 - Walk-In Seed and Sample Storage Room.pdf

IFB # JRB-2025-14 –Walk-In Seed and Sample Storage Room Page 1

October 3, 2025

INVITATION FOR BID NAME: WALK-IN SEED AND SAMPLE STORAGE ROOM

INVITATION FOR BID NUMBER: JRB-2025-14

CONTACT PERSON: Jon Babcock,, Asst. Director Procurement, jon.babcock@uwyo.edu

Please bid on the provided sheet the price at which you will furnish, D.A.P. Incoterms® 2010, University of Wyoming, Laramie, WY, 82071, any or all items listed below, subject to the usual inspection and approval at the place of delivery.

Questions regarding this invitation for bid (IFB) must be in writing and be directed to the University via the BidNet platform any time after the issuance of this IFB through and including 2:00 p.m. MT on October 13, 2025. Questions received after the date/time and/or not submitted electronically through the BidNet platform may not be addressed. Each question submitted, as well as the

University’s response thereto, shall be provided in a questions and answers document/addendum via www.bidnetdirect.com Note:

Every question must be submitted individually. Multiple questions per entry may not be answered.

The University of Wyoming will only accept and consider electronically submitted bids from suppliers, which must be submitted and received in the www.bidnetdirect.com electronic solicitation portal on or before 2:00 p.m. MT on October 20, 2025, at which time the submission portal will close and no further submissions be allowed or considered. It is the sole responsibility of the supplier to see that the response to the IFB is submitted through the BidNet portal by the submission deadline. Responses received after this date and time or outside of the BidNet portal will be deemed non-responsive. This completed and signed bid form shall be uploaded to the

BidNet platform along with any additional requested information.

Sales Prohibited/Conflict of Interest: No officer, employee, or member of the University, shall have a financial interest in the sale to the University of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision-making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the University. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the University is prohibited.

Contact with University personnel regarding this solicitation, other than inquiries to the specific Procurement Agent noted above may be grounds for elimination from the selection process.

Collusive or sham bids: Any bid deemed to be collusive, or a sham bid will be rejected and reported to authorities as such. Your authorized signature on this bid assures that such bid is genuine and is not a collusive or sham bid. The University of Wyoming reserves the right to accept or reject a bid on any or all items, to waive any irregularities or informalities and to award the contract in the best interest of the University.

PREFERENCE: Preference shall be allowed in the purchase of materials, supplies, equipment, machinery, or provisions provided by bona fide Wyoming residents when such materials, supplies, equipment, machinery or provisions are of quality equal to those offered by an out-of-state supplier. Such preference shall be five percent (5%) and shall apply to materials, supplies, equipment, machinery or provisions produced, manufactured or grown in this state, and to materials, supplies, equipment, and machinery supplied by a Wyoming

Resident. (Wyoming Statute 16-6-105) However, preferences shall not be given in violation of any Federal law, rule or regulation.

Whenever Federal laws are applicable, Federal laws shall supersede any State laws.

Suppliers must have a current Wyoming residency certification on file with the Wyoming Department of Workforce Services at the time of the bid submission in order to qualify for resident preference. Inquiries regarding obtaining a residency certification number should be directed to the Wyoming Department of Workforce Services, Labor Standards Office at (307) 777-7261. The

Department of Workforce Services certifies residency and enforces the preference law.

EQUAL EMPLOYMENT OPPORTUNITY:

Both parties shall fully adhere to all applicable local, state and federal law, including equal employment opportunity and including but not limited to compliance with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination Act of 1975 and the American with Disabilities Act of 1990. The University is committed to equal opportunity for all persons in all facets of the University’s operations and is an Equal Opportunity/Affirmative

Action employer.

http://www.bidnetdirect.com/ http://www.bidnetdirect.com/

IFB # JRB-2025-14 –Walk-In Seed and Sample Storage Room Page 2

The University will provide all applicants for admissions, employment and all University employees with equal opportunity without regard to race, gender, religion, color, national origin, disability, age, protected veteran status, sexual orientation, genetic information, gender identity, creed, ancestry, political belief, any other applicable protected category, or participation in any protected activity. The

University ensures non-discriminatory practices in all matters relating to its education programs and activities and extends the same non-discriminatory practices to recruiting, hiring, training, compensation, benefits, promotions, demotions, transfers, and all other terms and conditions of employment.

Contractors are notified that they may be subject to the provisions of 41 CFR Section 60-300.5(a); 41 CFR Section 60-741.5(a); 41

CFR Section 60-1.4(a) and (c); 41 CFR Section 60-1.7(a); 48 CFR Section 52.222-54(d); and 29 CFR Part 471, Appendix A to

Subpart A with respect to affirmative action and posting requirements. If applicable, this contractor and subcontractor shall abide by the requirements of 41 CFR 60-300.5(a). This regulation prohibits discrimination against qualified protected veterans, and requires affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified protected veterans. If applicable, this contractor and subcontractor shall abide by the requirements of 41 CFR 60-741.5(a).

This regulation prohibits discrimination against any qualified persons with physical or mental disabilities and requires affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified protected persons with physical or mental disabilities.

INSURANCE: Commercial general liability insurance including property damage, bodily injury, contractual liability, errors and omissions, and products completed operations, with minimum occurrence limits of not less than $1,000,000 and minimum aggregate limits of $2,000,000.

Comprehensive automobile liability insurance with a minimum combined single limit of $1,000,000 per occurrence for bodily injury and property damage. Such policy must cover owned, non-owned and hired vehicles, trailers, or semi-trailers designed for travel on public roads.

Workers’ compensation coverage as required by law and employer’s stop gap liability coverage.

Policies other than workers’ compensation and employer’s stop gap liability must name the University, its trustees, officers, and employees as additional insureds. Certificates will be delivered, prior to commencement of the contract, to the

University of Wyoming, Director of Claims and Risk - Dept. 4305, 1000 E. University, Laramie, WY 82071-2000.

Workers' Compensation and Employer’s Liability Coverage: The insurer(s) shall agree to waive all rights of subrogation against the University of Wyoming for losses arising from work performed at the University.

All Coverages (i.e., general liability, errors and omissions, automobile liability, workers' compensation, and employer’s liability) must include:

1. Cancellation. Each policy shall be endorsed to state the coverage shall not be canceled, suspended, voided, allowed to expire, or be reduced in coverage or limits, by either party, except after thirty (30) days, prior written notice by certified mail, return receipt requested, has been given to the University of Wyoming.

2. Jurisdiction. The insurance shall be construed under the laws of the State of Wyoming. The exclusive forum for the resolution of disputes arising out of such insurance shall be a court of competent jurisdiction of the State of Wyoming.

3. Acceptability of Insurers. Insurance shall be placed with insurers licensed to do business in Wyoming and having an

A.M. Best Company rating of no less than AVIII.

Verification of Coverage: Prior to commencement of the Agreement, the University shall be provided with certificates of insurance and original endorsements evidencing required coverage. The certificates and endorsements for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf. All certificates and endorsements are to be received by the University before the contract commences. The University reserves the right to require complete, certified copies of all required insurance policies at any time. If at any time during the term of this contract or any extension thereof, any required policies of insurance should expire, or are canceled, the University of Wyoming must be provided a certificate of insurance indicating renewal or an acceptable replacement of the expiring policy prior the expiration.

SUSTAINABILITY PRACTICES: The University of Wyoming strongly encourages the campus community to adhere to sustainable practices. For product categories that have ENERGY STAR rated products available, the university will focus its procurement efforts on products with this rating, consistent with the needs of the UW campus community.

IFB # JRB-2025-14 –Walk-In Seed and Sample Storage Room Page 3

EXPORT COMPLIANCE: The University, its employees and its agents are subject to and shall comply with U.S. export control laws that prohibit or restrict a) transactions with certain parties, and b) the type and level of technologies and services that may be exported.

These laws include, without limitation, the Arms Export Control Act, the Export Administration Act, and the International Economic

Emergency Powers Act, and regulations issued pursuant to these, including the International Traffic in Arms Regulations (ITAR) and the Export Administration Regulations (EAR).

As part of its commitment to compliance with U.S. export controls, UW requires information on the product(s) being purchased to enable the University to determine the applicable export controls. To be considered for this bid award, Bidder must identify the export jurisdiction (ITAR or EAR) and classification of its product, component, or service(s) in the response to this bid request. The suggested format for this information is set out in Exhibit 1 below.

PAYMENT TERMS: Payment terms are Net 45. It is the University of Wyoming’s policy to not prepay for goods or services to be provided by suppliers.

All bids are subject to the University’s Terms and Conditions that can be found at http://www.uwyo.edu/procurement/.

Bid below the total price to provide the products as indicated in this detailed listing. The total for each bid line must include material, freight, handling, fees, set-up fees, labor, duties, and all other costs that might be associated with an order for each item quantity, delivered D.A.P. Incoterms® 2010, University of Wyoming, Laramie, WY, 82071.

All Bidders must be a partner with the equipment manufacturer in good standing.

All equipment bid must be new products and carry any manufacturer’s product warranty for USA purchases. Used equipment will not be considered.

This IFB will be awarded on an all-or-nothing basis and the bidder must be capable of making full delivery of support indicated below.

Objective

The University of Wyoming is requesting bids from suppliers for the purchase, delivery, and installation of a walk-in cold/dry room for seed and sample storage to be installed in the new shop facility to be built at the Sheridan Research and Extension Center in

Sheridan, WY, per the specifications provided herein. Any equipment purchased as a result of this IFB shall be delivered to the following address and unloaded by the supplier onto the loading dock located at:

Sheridan Research and Extension Center

665 Wyarno Road

Sheridan, WY 82801

The University will connect equipment to electrical and water supplies already existing within the building. This work will be conducted by licensed electricians and plumbers.

Deadline

Delivery and installation shall be coordinated with the construction of the new facility. Tentative date for install is July 1, 2026.

Required Information

Suppliers shall submit the following information with their bid submission:

• Fully completed bid form

• Completed Exhibits 1

• Current lead time for equipment, after receipt of order

• Specification sheet for proposed equipment

• Warranty on proposed equipment

Specifications and Desired Options

• Environmental controlled room suitable for long-term seed storage http://www.uwyo.edu/procurement/

IFB # JRB-2025-14 –Walk-In Seed and Sample Storage Room Page 4

• Temperature range from 1 C to 7 C with an accuracy of sensor at least +/- ½ degree C

• Ability to set and maintain relative humidity at 40% or less with an accuracy of 1%

• Room/chamber with exterior dimensions 12 feet wide by 24 feet long, not taller than 12 feet in height.

• Ability to lock the door with key entry

• Insulated floor if it can be placed on an existing level concrete slab

• Small entry ramp if necessary

• High and low temperature and relative humidity alarms with remote output

• Safety features like ability to prevent someone from accidentally locking themselves in the room

• Interior lighting that is suitable for the weather conditions inside

• Web interface with ability to monitor and change settings remotely

• Interior electrical outlet

• Data logging capacity that maintains records of temperature and humidity

• Training session with owner

• See Exhibit A – Shop Building Project Manual and Exhibit B – Shop Building Drawings for more information about the location of the Seed and Sample Storage Room installation

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IFB # JRB-2025-14 –Walk-In Seed and Sample Storage Room Page 5

BID FORM

Bid Pricing and Information

UNIT PRICE: $____________________________. DELIVERY AND INSTALLATION: $________________________

TOTAL BID: $_________________________________________________________

PROPOSED MANUFACTURER AND MODEL: ___________________________________________________________________

WARRANTY: _______________________________________________________

LEAD TIME ARO: __________________________________________

DATE WHEN PO MUST BE SUBMITTED TO GUARANTEE DELIVERY BY DEADLINE: ____________________________

The undersigned hereby agrees to furnish, in conformity with this bid, any or all of the above articles at the prices bid.

This bid is irrevocable for 30 days.

Wyoming Workforce Certification #____________

Authorized signature

___________________________________________________ Printed name of authorized signature Date

Business name, address, zip code, telephone number and fax # Email address

Exhibit 1

Are any of the products, components, or services subject to the

Export Administration Regulations (EAR)?

Yes _____ No _____

If YES, indicate the ECCN No. of each product:

Are any of the products, components, or services subject to the

International Traffic in Arms Regulations (ITAR)?

Yes _____ No _____

If YES, indicate the USML Category and

Sub – Category of each product: