Request for Quote - Xray systems - 2025.08.13.pdf

REQUEST FOR QUOTE (RFQ)

---This is not an order---

SOLICITATION INFORMATION

Descrip on: The Oregon LegislaƟve AdministraƟon (OLA) seeks quotes for Smiths DetecƟon

6040ds or 6040C X-ray imaging detecƟon systems, extended service agreement for onsite parts, labor, and annual maintenance (see AƩachment 2 for specificaƟons). OLA may consider other systems if the previously idenƟfied

Smith DetecƟon systems are not available or are cost prohibiƟve.

Return To: Brenda Alfano, Contracts Specialist

Phone: 503-986-1184

Email: Brenda.alfano@oregonlegislature.gov

Due Date/Time: June 27, 2025, 5:00 PM, Pacific Standard Time

Responses received aŌer this date and Ɵme will not be considered.

Bids must be submi ed electronically via OregonBuys:

hƩps://oregonbuys.gov/bso

Date Product or Service Requested: In service within 90 days of issuance of Purchase Order.

Delivery Loca on: AƩenƟon: Brad Brainard – Capitol Security Office

900 Court St NE

Salem OR 97301

QUOTE REQUIREMENTS

1. This Request for Quote (RFQ) is issued under the authority of ORS 173.720

2. POINTS OF CONTACT: Individual named in the ‘Return To” secƟon of page one of this document.

Offerors are not to contact any other staff besides the POINTS OF CONTACT, at any Ɵme for any reason.

3. OLA reserves the right to amend the RFQ or cancel this RFQ to serve the public interest.

4. OLA, at is sole discreƟon, will determine what is cost prohibiƟve, will integrate well with exisƟng systems or otherwise has compaƟble system characterisƟcs.

5. If OLA proceeds with this procurement based on responses to this Request for Quote, OLA shall issue a PO to the offeror that most closely meets OLA’s needs.

6. The terms and condiƟons set forth in AƩachment 3 control over any contrary or conflicƟng terms and condiƟons that otherwise might apply to this procurement. OLA may negoƟate any terms and condiƟons that an offeror proposes as a condiƟon of supplying the goods idenƟfied in this

Request for Quote.

7. Shipping: shipping must be fully loaded, free on board (FOB) desƟnaƟon.

8. Offerors must submit a brochure for all X-ray imaging systems for which the offeror provides a quote.

9. FORMS:

a. Offerors must submit all informaƟon requested on the Offeror Quote Cost Sheet

(AƩachment 1).

b. Offerors must agree to the terms and condiƟons set forth in AƩachment 3.

AƩachment 1

OFFEROR QUOTE COST SHEET

Descrip on Per Item Price

Quan ty Bid Amount

1. X-ray Imaging System as specified in AƩachment 2 – Scope of Work. Price must be fully loaded including shipping, insurance, fuel surcharges, etc.

$ X 3 $

Brand/Mfg (include brochure):

Model/Part Number:

Time to delivery:

Warranty period:

2. Extended service plan/agreement aŌer expiraƟon of manufacturer warranty to include on-site parts, labor, training, and annual maintenance inspecƟons. Shall begin aŌer iniƟal service plan expires. OLA reserves the right to add addiƟonal years of service.

$ X 2 years $

Total Bid Amount for all items

This Offeror Bid Cost Sheet must be signed, dated and returned. By signing offerors accept all of OLA’s terms and condiƟons on AƩachment 3.

I aƩest to the bids above and agree to all of the terms and condiƟons in AƩachment 3.

Authorized Signature:

Print Name:

Title: Date:

AƩachment 2

SCOPE OF WORK

Purpose

OLA is currently expanding entry points to the Oregon State Capitol Building and is uƟlizing Smiths

DetecƟon 6040DS or 6040C X-ray imaging detecƟon systems and seeking addiƟonal systems. To streamline training and rotaƟng staff the desire is to uƟlize the same systems. If these systems are not readily available or are cost prohibiƟve OLA is interested in what other systems that would integrate well with exisƟng systems are available.

Descrip on of Goods/Services

The X-ray imaging detecƟon systems will be used at a staƟonary entry control point for inspecƟng handbags, backpacks, small parcels/mail, food items, and clothing.

System Requirements:

Maximum dimensions: 36 inches wide and 120 inches long to fit the allocated space. Two (2) metal rollers required to fit within dimensions and preferably extend to 39-inch exit roller table and an 18-inch entry/exit roller table.

Must accommodate objects with a maximum size of 24.2 inches x 16.1 inches.

Must include a 19-inch monitor screen or larger.

Must include an external UPS (Universal Power Supply), sized appropriately for the system load.

Must uƟlize one (1) 120-volt, 20 AMP circuit electrical receptacle.

DetecƟon & Image Management Requirements:

o Automated explosives detecƟon system, enhancing security screening capabiliƟes.

o Image Management System for processing, storing, and reviewing scanned images.

Quotes must include iniƟal and reoccurring training for system operators. This must include training aids and instructor lead training to include topics:

Operator keyboard calibraƟon to ensure accuracy and efficiency in system operaƟon.

RadiaƟon safety cerƟficaƟon for all operators, ensuring compliance with relevant safety regulaƟons.

Training events will occur on different days and Ɵme to accommodate departmental shiŌs.

Quotes must include an extended service agreement for on-site parts, labor, and annual maintenance inspecƟon for 2 years aŌer the manufacturer warranty expires.

Quotes must include shipping and installaƟon of units at Oregon State Capitol – 900 Court St NE, Salem

Oregon 97301

AƩachment 3

STANDARD TERMS AND CONDITIONS

LEGISLATIVE ADMINISTRATION

CONTRACT FOR THE PURCHASE OF SUPPLIES AND/OR SERVICES

1. DEFINITIONS: "Contract' means the enƟre wriƩen agreement between the parƟes, including but not limited to the Request for Quote and its specificaƟons, terms and condiƟons; solicitaƟon instrucƟons; solicitaƟon addenda and contract amendments, if any; the purchase order or price agreement document.

"Contractor" means a person or organizaƟon with which LegislaƟve AdministraƟon has contracted for the purchase of goods the terms

"Contractor" and "Seller" as used in the Uniform Commercial Code (ORS chapter 72) are synonymous; "ORS' means the Oregon Revised

Statutes.

"State" means LegislaƟve AdministraƟon making the purchase and is synonymous with "Buyer" as used in ORS chapter 12. "State" also means an ORCPP member if the purchase is being made under the State's cooperaƟve purchasing program authorized by ORS 190.240.

2. WORKERS' COMPENSATION: The Contractor, its subcontractor, if any, and all employers providing work, labor or materials under this Contract are subject employers under the Oregon Workers’ CompensaƟon Law and shall comply with ORS 656017, which requires them to provide

Oregon workers' compensaƟon coverage that saƟsfies Oregon law for all their subject workers.

3. STANDARD AND SPECIAL TERMS AND CONDITIONS: The terms and condiƟons printed on this page are standard to LegislaƟve AdministraƟon contracts for the purchase of goods. There may also be special terms and condiƟons in a Request for Quote that apply only to this contract.

4. DELIVERY: All deliveries shall be F.O.B desƟnaƟon with all transportaƟon and handling charges paid by Contractor, unless specified otherwise in the solicitaƟon documents. Responsibility and liability for loss or damage shall remain with Contractor unƟl final inspecƟon and acceptance when responsibility shall pass to the State except as to latent defects, fraud and Contractor's warranty obligaƟons.

5. INSPECTIONS: Goods furnished under this contract shall be subject to inspecƟon and test by the State at Ɵmes and place determined by the

State. If the State finds goods furnished to be incomplete or not in compliance with solicitaƟon specificaƟons, the State may reject the goods and require Contractor to either correct them without charge or deliver them at a reduced price, whichever is equitable under the circumstances. If Contractor is unable or refuses to cure any defects within a Ɵme deemed reasonable by the State, the State may reject the goods and cancel the contract in whole or in part. Nothing in this paragraph shall in any way affect or limit the State's rights as buyer, including the rights and remedies relaƟng to rejecƟon under ORS 72.6020 and revocaƟon of acceptance under ORS 72.6080.

6. WARRANTIES: Unless otherwise stated, all goods shall be new and current model and shall carry full manufacturer warranƟes. Contractor warrants all goods delivered to be free from defects in labor, material and manufacture and to be in compliance with solicitaƟon specificaƟons.

All implied and expressed warranty provisions of the Uniform Commercial Code (ORS chapter 72) are incorporated in this contract. All warranƟes shall run to the State.

7. CASH DISCOUNT: If the State is enƟtled to a cash discount, the period of computaƟon shall commence on the date the enƟre order is delivered or the date the invoice is received, whichever is later.

8. PAYMENT: Payment for compleƟon of State contracts is normally made within 30 days following the date the enƟre order is delivered or the date the invoice is received, whichever is later. AŌer 45 days, Contractor may assess overdue account charges up to a maximum rate of two-thirds of one percent per month (8% APR) on the outstanding balance (ORS 293.462).

9. TERMINATION: This contract may be terminated by mutual consent of both parƟes or by the State at its discreƟon. The State may cancel an order for goods at any Ɵme with wriƩen noƟce to Contractor, staƟng the extent and effecƟve date of terminaƟon. Upon receipt of this wriƩen noƟce, Contractor shall stop performance under this contract as directed by the State. If this contract is so terminated, Contractor shall be paid in accordance with the terms of the contract for goods delivered and accepted if Contractor's damages arising out of return of the goods cannot be miƟgated by the resale as provided in the Uniform Commercial Code (ORS 72.7060).

10. FORCE MAJEURE: Neither party to this contract shall be held responsible for delay or default caused by fire, riot, acts of God and/or war, which is beyond the party's reasonable control. The State may terminate this contract upon wriƩen noƟce aŌer determining such delay or default will reasonably prevent successful performance of this contract.

11. BREACH OF CONTRACT: Should Contractor breach any of the provisions of this contract, the State reserves the right to cancel this contract upon wriƩen noƟce to Contractor. Contractor shall be liable for any and all damages suffered by the State as the result of Contractor's breach of contract including but not limited to incidental and consequenƟal damages, as provided in ORS 72.7110 to 72.7170 in the event of repeated breach of public and/or private contracts, Contractor shall be subject to disqualificaƟon on State of contracts, as provided in ORS chapter 279B and OAR chapter 137.

12. HOLD HARMLESS: Contractor shall indemnify, defend and hold harmless the State and its divisions, officers, employees, agents and members, from all claims, suits or acƟons of any nature arising out of or related to the acƟviƟes of Contractor, its officers, subcontractors, agents or employees under this contract.

13. ACCESS TO RECORDS: The Contractor shall maintain all fiscal records relaƟng to this contract In accordance with generally accepted accounƟng principle and shall maintain any other records relaƟng to this contract in such a manner as to clearly document Contractor's performance hereunder. The State and its agencies, the Secretary of State Audits Division, the federal government and their duly authorized representaƟves shall have access to such fiscal records and to all other books, documents, papers, plans and wriƟngs of Contractor which relate to this contract, to perform examinaƟon, and audits and make excerpts and transcripts.

14. AMENDMENTS: The terms of this contract shall not be waived, altered, modified, supplemented, or amended in any manner whatsoever without prior wriƩen approval of the State.

15. SEVERABILITY: If any provision of this contract is declared by a court of competent jurisdicƟon to be illegal or in conflict with the law, the validity of the remaining terms and provisions shall not be affected; and the rights and obligaƟons of the parƟes shall be construed and enforced as of the contract did not contain the parƟcular provision held invalid.

16. WAIVER: Failure of the State to enforce any provision of this contract shall not be a waiver or relinquishment by the State of its right to such performance in the future nor of the right to enforce any other provisions of this contract.

17. GOVERNING LAW; JURISDICTION, VENUE: This contract shall be governed and construed in accordance with the laws of the State of Oregon, without resort to any jurisdicƟon's conflict of laws rules or doctrines. Any claim, acƟon, suit, or proceeding (collecƟvely, "the claim”) between the State (and/or any other agency or department of LegislaƟve AdministraƟon) and the contractor that arises from or relates to this contract shall be brought and conducted solely and exclusively within the Circuit Court of Marion County for LegislaƟve AdministraƟon. Provided, however, if the claim must be brought in a federal forum, then it shall be brought and conducted solely and exclusively within the United States

District Court for the District of Oregon. Contractor hereby consents to the in personal jurisdicƟon of said courts.

18. ASSIGNMENT/SUBCONTRACT/SUCCESSORS: Contractor shall not assign, sell, transfer, or subcontract rights or delegate responsibiliƟes under this contract in whole or in part, without the prior wriƩen approval of the State. No such wriƩen approval shall relieve Contractor of any obligaƟons of this contract, and any transferee or subcontractor shall be considered the agent of Contractor. Contractor shall remain liable to the State under the contract as if no such assignment, transfer, or subcontract had occurred. The provisions of this contract shall be binding upon and shall inure to the benefit of the parƟes to the contract and their respecƟve successors and assigns.

19. COMPLIANCE WITH APPLICABLE LAWS: Contractor shall comply with all federal, state and local laws, codes, regulaƟons and ordinances applicable to the provision of goods under this contract, including, without limitaƟon, the provisions of ORS 279C.505, 279C.515, and 279B.235, as set forth below and the provisions of: (i) Title VI of the Civil Rights Act of 1964; (ii) SecƟon V of the RehabilitaƟon Act of 1973; (iii) the

Americans with DisabiliƟes Act of 1990 (Pub L No 101- 336). ORS 659.425, and all amendments of and regulaƟons and administraƟve rules established pursuant to those laws; and (iv) all other applicable requirements of federal and state civil rights and rehabilitaƟon statutes, rules and regulaƟons.

20. PAYMENTS REQUIRED By ORS 279C.505 AND 279B.220:For all goods provided under this contract, Contractor shall (i) pay promptly, as due, all persons supplying labor or material; (ii) pay all contribuƟons or amounts due the industrial Accident Fund from the contractor or any subcontractor; (iii) not permit any lien or claim to be filed or prosecuted against the state, county, school district, municipality, municipal corporaƟon or subdivision thereof; and (iv) pay to the Department of Revenue all sums withheld from employees pursuant to ORS 316.167.

21. STATE PAYMENT OF CONTRACTOR CLAIMS: If Contractor fails, neglects or refuses to pay promptly as due, any claim for labor or services furnished to the Contractor or any subcontractor by any person in connecƟon with the goods provided under this contract, the State may pay such claim and charge the amount of the payment against funds due or to become due the Contractor under this contract. The payment of a claim by the State pursuant to this paragraph 21 shall not relieve the Contractor or its surety, if any, from obligaƟon with respect to any unpaid claims.

22. HOURS OF LABOR: No person shall be employed by the Contractor for more than eight hours in any one day, or 40 hours in any one week, except in cases of necessity, emergency, or where public policy absolutely requires it, and in such cases the laborer shall be paid at least Ɵme-and-a-half pay for all overƟme in excess of eight hours a day and for work performed on Saturday and on any legal holiday specified in ORS

279B.020 and 279C.540.

23. SAFETY AND HEALTH REQUIREMENTS: Goods and services provided under this contract shall comply with all federal OccupaƟonal Safety and Health AdministraƟon (OSHA) requirements and with all Oregon safety and health requirements, including those of the State Workers’

CompensaƟon Division.

24. AWARD TO FOREIGN CONTRACTOR: If Contractor is not domiciled in or registered to do business in the State of Oregon, Contractor shall promptly provide to the Oregon Department of Revenue and the Secretary of State CorporaƟon Division all informaƟon required by those agencies relaƟve to this contract. The State shall withhold final payment under this contract unƟl Contractor has met this requirement.

25. RECYCLABLE PRODUCTS: Contractor shall use recyclable products to the maximum extent economically feasible in the performance of this contract. Contractor shall specify the minimum percentage of recycled product in the goods provided.

26. MATERIAL SAFETY DATA SHEET: In accordance with the OR-OSHA Hazard CommunicaƟon Rules in OAR chapter 437, division 155, Contractor shall provide the State with a Material Safety Data Sheet for any goods provided under this contract which may release, or otherwise result in exposure to, a hazardous chemical under normal condiƟons of use (OAR 437- 155-005 (2); 437-155-025). In addiƟon, Contractor must label, tag or mark such goods.

Revised by LegislaƟve AdministraƟon 6/13/07