MINES24086 Radiation Dosimetry DQ - Repost.pdf

Procurement and Contracting 1500 Illinois Street, Room 240

Golden, CO 80401

INVITATION FOR DOCUMENTED QUOTE (DQ) – THIS IS NOT AN ORDER

Bid Number: MINES24086 Radiation Dosimetry DQ - Repost

Purchasing Agent: Jennifer Good E-Mail: procurement@mines.edu

BID DUE DATE AND TIME: Monday, July 15, 2024, 5:00 PM (Mountain Time)

SCHEDULE OF ACTIVITIES DATE TIME (MT)

DQ Publication Wednesday, June 26, 2024 Written Inquiry Deadline Wednesday, July 03, 2024 3:00 PM Publication of Responses to Written Inquiries

As soon as available prior to bid due date

DQ Submission Deadline Monday, July 15, 2024 5:00 PM

SUBMISSION FORMAT:

Submit the following proposal information. Please name each file appropriately per the below.

1. Written responses to REQUIRED INFORMATION FROM BIDDERS.

2. SIGNATURE section, completed and signed

3. Signed W-9, W-8BEN, or W-8BEN-E (whichever applies)

4. Any addenda posted on Bidnet Direct, signed

5. ISO/IEC 17025 Accreditation Certification

6. Dosimeter literature

7. Any other documents or information requested

GENERAL SERVICE DESCRIPTION:

Colorado School of Mines (Mines) is seeking a qualified vendor (Contractor) to supply ionizing radiation dosimeters and provide analysis of dosimeter data.

The purpose of this bid is to obtain pricing for dosimeters and analysis. Totals listed for items are estimated. As it becomes necessary to acquire dosimeters, a Mines representative will place orders either by Purchase Order or Credit Card. There will be no minimum guaranteed order.

This Documented Quote pricing must be valid for a 12-month period with an option to renew for four

(4) additional years.

MANDATORY QUALIFICATIONS:

Below are mandatory qualifications. All Bidders must be able to satisfy these requirements in order for their bid to be considered.

- Must have ISO/IEC 17025 Accreditation.

- Must comply with Nuclear Regulatory Commission (NRC) and any other applicable state or federal regulations.

- Must be able to provide analysis of dosimeter data and NVLAP accredited

- Contractor must obtain and maintain the minimum insurance coverages set forth in Exhibit A, section 11 “INSURANCE” during the duration of the contract.

SCOPE OF WORK:

Contractor(s) must provide the following Goods and Services:

- Radiation dosimeters for approximately 100 users and provide analysis of dosimeter data.

Dosimeter Requirements:

- All components must be contained within the dosimeter housing.

- Must be wearable.

- Must be able to withstand heat, moisture, impact and increased pressure.

Service Requirements:

- Must be able to conduct analysis of collected dosimeter data.

- Ensure timely delivery of new dosimeters before wearing period

- Must provide radiation reports for individual dose exposure:

i. Mines has a certified dosimetry processor on staff to review reports. Review of reports by a Certified Health Physicist (CHP) or another certified processor is not required.

ii. Reports that include review of exposure levels and recommendations at no additional cost are acceptable.

REQUIRED INFORMATION FROM BIDDERS:

In order for your company’s response to be considered responsive by Mines, your bid must respond or provide further information to each of the following questions. Return this section with your responses.

Please list the question as well as your response to each question.

1. Administrative Information:

a. Please list firm name (include any DBAs or parent companies), address, FEIN#, e-mail address and phone number. If you have a Denver Metro office that is different from the firm’s primary location, please provide that information.

b. Provide a company overview and qualifications that pertain to this Documented Quote.

c. Provide evidence of ISO/IEC 17025 accreditation.

d. Has your firm ever operated under a different name? Please list any previous names within the last ten (10) years.

e. Provide a company profile including number of employees, years in business, number of vehicles, size of facility, current inventory, etc. (limit this response to the profile of staffing and facilities located within Colorado that maybe be dispatched to Mines).

f. List whether your firm is registered (on SAM.gov) as a small business or other special business designation (e.g., veteran-owned, woman-owned, minority-owned, HUB-zone, etc.). If any of the designations apply, please be sure your firm’s W-9, W-8BEN, or W- 8BEN-E is noted as such.

g. Awarded Offeror is required to obtain and maintain insurance as outlined in Exhibit A, section 11 “INSURANCE.” Please affirm that your firm can meet these insurance requirements. You may have to check with your insurance carrier to verify that you can meet the requirements. Mines must be listed as additional insurance and subrogation waiver is required. If your company is chosen as an approved vendor, then you must submit proof of insurance with all requirements within 10 days of award.

h. As a note, Mines, as a State of Colorado University of higher education, is exempt from all federal excise taxes and from all state government use taxes. Ensure any pricing excludes taxes. Please confirm acknowledgement.

i. Has your company ever been subject to or filed any litigation, judgements, claims, arbitration proceedings or lawsuits? If yes, provide details and state the current status.

j. Provide contact information (phone number and e-mail address) for at least three (3) references, (preferably higher education) that you authorize Mines to contact. Include description of work completed or product provided, dates of the work, how the reference is relevant to this DQ and Mines.

k. Provide the name, phone number and email address of the person(s) that should be contacted regarding the proposal.

l. Provide the name, phone number and email address for the person(s) who shall be assigned as the direct contact(s) for Mines for the duration of services provided.

m. Provide any Agreement exceptions and/or redlines (a Word version of Exhibit A is available on Bidnet). Please note, not all contract exceptions will be accepted as Mines is a State of Colorado entity. Please confirm acknowledgement.

n. Mines is a pay-to-park campus. All parking information can be found at https://www.mines.edu/parking/. If, as a part of the final Agreement, Offeror must be on campus, Offeror is responsible for all parking costs. Please confirm acknowledgement.

2. Scope of Work:

a. What type of dosimeter are you offering? Please include product literature.

b. Respond to the following analysis questions:

1. What do the analysis reports include/what type of reports are provided?

2. What types of radiation are measured?

https://www.mines.edu/parking/

3. How many times per year does your company provide dosimeter analysis?

4. How are the dosimeters collected for analysis?

5. How long does it take to analyze data and provide reports?

c. Describe methods you use to ensure timely delivery of dosimeters and analysis results.

a. Provide any other information that would help us evaluate your company as qualified for this

DQ.

3. Pricing:

a. Provide a detailed cost summary for the dosimeters.

b. Provide a detailed cost summary for the analysis services.

BID SUBMITTAL AND CONDITIONS:

Bids must be submitted before the bid due date and time. Submission is through the Bidnet Direct website: (http://www.bidnetdirect.com/).

Questions must be submitted via the Bidnet Direct website prior to Wednesday, July 03, 2024 at 3:00 PM MT.

All bids must include this DQ form completed, answers to the required questions and any additional requested information.

All bids submitted must be signed by a duly authorized official of the company.

Fax or hardcopy bids will not be accepted.

Mines reserves the right to reject any or all submittals.

Mines will not accept a quote as a bid.

Mines may allow Bidders an opportunity to cure minor submissions errors.

Colorado School of Mines encourages participation from all types of businesses including, but not limited to: Small, Minority-Owned, Women-Owned, Disabled Veteran-owned, Veteran-Owned, and Large. If your company can provide the goods and/or services as requested, we encourage you to respond to this solicitation.

COMMUNICATIONS:

All communications regarding this solicitation should be sent via e-mail to: Jennifer Good at procurement@mines.edu.

Jennifer Good shall be the sole point of contact for this solicitation. This DQ and any written modifications, as posted on the Bidnet Direct website, represent the entire solicitation. Any information about this solicitation received by Bidders from sources other than from the documents posted on the Bidnet Direct or via an email from the Procurement and Contracting Department shall have no effect on the solicitation.

http://www.bidnetdirect.com/ mailto:procurement@mines.edu

Bidders finding fault in the specifications contained in this bid should notify the Purchasing Agent listed in this solicitation upon receipt of this DQ.

MODIFICATIONS / ADDENDUM:

In the event that it becomes necessary to revise or modify any part of this DQ, an addendum will be posted on Bidnet Direct (http://www.bidnetdirect.com/colorado). It shall be the responsibility of the Bidder to check the Bidnet Direct website periodically to see if any modifications have been issued.

Failure to retrieve such modifications, and include their provisions in your bid response, may result in your bid being disqualified.

AWARD:

The factors to determine the award of this DQ shall be as follows in no order of precedence:

1. Pricing.

2. The bid that is most advantageous for Mines.

3. Bidder's ability to fulfill the scope of work.

Mines may evaluate the bids received to bid responsiveness, bidder responsibility, and, at the Mines opinion, other relevant factors.

Award will be posted on the Bidnet Direct website.

CONTRACT TERM AND CONTRACT TERMS:

Upon award, a Colorado School of Mines Contract will be executed (a sample contract is attached as Exhibit A. All items and terms within the contract and the scope of work will apply to this DQ. It is the responsibility of Bidders to provide any exceptions to the contract. Note: Mines is a State of Colorado entity therefore not all exceptions will be accepted.

The Contract Term will be for a period of one (1) year from the date of award. Mines shall have the option to renew the contract for up to five (5) total years with the same terms and conditions.

PROCUREMENT POLICY:

Procurement Policy is linked below, please review for any questions or concerns https://www.mines.edu/policy-library/wp-content/uploads/sites/87/2020/05/Procurement-Policy-and- Procedures-May-2020.pdf http://www.bidnetdirect.com/colorado https://www.mines.edu/policy-library/wp-content/uploads/sites/87/2020/05/Procurement-Policy-and-Procedures-May-2020.pdf https://www.mines.edu/policy-library/wp-content/uploads/sites/87/2020/05/Procurement-Policy-and-Procedures-May-2020.pdf

SIGNATURE:

Bidder’s Legal Name:

Printed Name of Authorized Representative:

Signature of Authorized Representative:

Title:

Telephone:

Email:

Date of Signature: