RFQ # 931 Ultraviolet Sterilization Unit Page 1 of 6

IDAHO DEPARTMENT OF FISH & GAME

ATTACHMENT 1 – SECTION 1

RFQ Title: Ultraviolet Sterilization Unit

RFQ Number: RFQ 931

RFQ Solicitation Contact: Eric Wagner - Buyer Email Address – Eric.wagner@idfg.idaho.gov Phone – 208.287.2815

Submit Electronically via IPRO: Supplier Portal / Supplier Portal (inforgov.com)

Deadline to Receive Questions: See IPRO

RFQ Closing Date: See IPRO

Award: Award will be made, all or none, to the responsive responsible vendor with the lowest Total Cost.

A. Purpose The Idaho Department of Fish & Game (IDFG) is requesting quotes from qualified vendors for the purchase and delivery of a Ultraviolet Sterilization Unit (UV Sterilizer) for filtered well water as further detailed below.

B. General Information & Solicitation Instructions This Solicitation is issued by IDFG via IPRO - Supplier Portal / Supplier Portal (inforgov.com) The RFQ Lead is the only contact for this Solicitation. All correspondence regarding this RFQ must be in writing. In the event that it becomes necessary to revise any part of this RFQ, amendments will be posted at IPRO. It is the responsibility of the Bidder to monitor IPRO for any updates or amendments. Any oral interpretations or clarifications of this RFQ will not be relied upon. All changes to this RFQ must be in writing and posted in IPRO to be valid. Alternate Bids are not allowed.

C. Submission Requirements Your response to this RFQ may be submitted electronically via IPRO or email. IDFG will not be accepting manual submissions for this solicitation. Your submission must include the Required Submittals listed below and be received prior to the deadline noted below.

Failure to provide any of the documents or submission on a form different from those provided, may cause your submission to be found as non-responsive.

Electronic Submission:

IPRO – Enter your pricing in IPRO- Supplier Portal / Supplier Portal (inforgov.com)` . and upload all Required Submittals.

When a Bidder has successfully submitted a response to IPRO, the Bidder should see a change in the system from “Draft Bid” (see Fig. 1) to “Submission confirmation email sent” (see Fig. 2). Bidders are encouraged to document notification of successful submission for their records. If you believe you have submitted your Bid, but have not received the “Bid Submitted” message, you are advised to contact the IPRO provider’s help desk (phone number available at https://purchasing.idaho.gov/ipro.html) and notify the solicitation lead prior to the solicitation End Time. Vendors are strongly encouraged to begin the process of submitting the response far enough in advance of the End Time to allow for resolution of technical difficulties. Be advised that the State is not responsible for a Vendor’s failure to timely submit a responsive submission due to any technical or technological difficulties. See

IDAPA 38.05.01.61.02.

mailto:Eric.wagner@idfg.idaho.gov https://sms-idaho-prd.tam.inforgov.com/fsm/SupplyManagementSupplier/page/XiSupplyManagementSupplierPage?csk.SupplierGroup=LUMA https://sms-idaho-prd.tam.inforgov.com/fsm/SupplyManagementSupplier/page/XiSupplyManagementSupplierPage?csk.SupplierGroup=LUMA https://sms-idaho-prd.tam.inforgov.com/fsm/SupplyManagementSupplier/page/XiSupplyManagementSupplierPage?csk.SupplierGroup=LUMA https://purchasing.idaho.gov/ipro.html

RFQ # 931 Ultraviolet Sterilization Unit Page 2 of 6

Fig. 1

Fig. 2

If submitting via IPRO, be advised that that the Offeror for Proposal evaluation and award purposes is the entity profile under which the Proposal is submitted in IPRO, which must be the same legal entity presented in the uploaded response materials. If the entity identified on the state supplied Signature Page differs from the entity under which you submit your Proposal in IPRO, the information provided on the Signature Page prevails.

While it is not mandatory to submit your Proposal electronically via IPRO, all Offerors participating in a Solicitation issued through IPRO must establish an account in the IPRO system (even if submitting a Proposal manually outside of IPRO) as it is necessary in order to process and/or award the resulting Contract(s). Establishing an account is free and only takes a few minutes.

Offerors are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows evaluators to efficiently navigate the Offeror’s response; as the State will print uploaded documents for evaluation in the manner received via IPRO

Email:

Send an email to the Solicitation Contact (listed above) and attach all Required Submittals.

D. Required Submittals As part of your response to this RFQ, the following documents are required.

Attachment 2 – Price Sheet Attachment 3 – Signature Page Attachment 4 - Insurance Design drawings and a detailed specifications sheet detailing the UV Sterilizer must be submitted for this solicitation. This must include all the dimensions of all components, capacities, electrical requirements, and installation recommendations.

(Proof of UV dose vs. water flow rates must be included as well. Reference Attachment #1, Section 3, Specification 2.9)

E. Award Award may be all to one or by line item (if applicable) to the responsive responsible Bidder with the lowest fully burdened cost per UV Sterilizer in the best interest of the State, as provided in Attachment 2 in IPRO.

F. Resulting Contract If IDFG awards a contract from this Solicitation, it will do so by issuing a Purchase Order (PO) document, which will be an acceptance of the successful bid. The PO will be comprised of the following documents; this RFQ, including any incorporated documents; the successful bid, including any clarifications requested by IDFG; and an artifact formalizing any requirements agreed upon through Contract discussions or negotiations, if applicable.

The following documents are incorporated into this RFQ as if set out in their entirety:

Solicitation Instructions for Vendors – January 2017 State of Idaho Standard Contract Terms and Conditions – July 2024

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The documents may be found on the “Information for Vendors” page of the State’s Division of Purchasing (DOP) website ( https://purchasing.idaho.gov/governing-laws-and-policies/ ). If multiple versions of any of these documents are available on the website, the version in effect on the day the RFQ is issued shall apply.

ATTACHMENT 1 – SECTION 2

The following special terms and conditions are incorporated into the resulting Contract to supplement or add to the State of Idaho Standard Contract Terms and Conditions.

A. Delivery Contractor must provide an estimated Delivery date on Attachment 2 – Price Sheet. The Contractor is responsible for the unloading of the UV Sterilizer. Freight FOB destination, prepaid and allowed.

Delivery must be made Monday through Thursday, 8:00 am to 4:00 pm local time excluding state of Idaho recognized holidays (https://www.idaho.gov/government/holidays.html), unless otherwise approved in writing by IDFG. Contractor must notify IDFG, in writing, no less than seven (7) business days prior to delivery. IDFG delivery contact information will be provided upon Award.

Delivery Location Idaho Department of Fish and Game – Eagle Hatchery, 1800 Trout Road, Eagle, Idaho 83616

B. Acceptance Upon receipt of the UV Sterilizer, per the delivery location, the UV Sterilizer will be inspected by the delivery contact (or approved designee) to ensure the requirements and specifications are met. The Acceptance period will be thirty (30) calendar days from the date the UV Sterilizer is delivered.

In the event the specifications are not met, the Contractor must pick-up, correct any discrepancies, and re-deliver within thirty (30) calendar days after notification from IDFG, at no additional cost to IDFG. In the event that the UV Sterilizer does not meet the specifications or is found with discrepancies that are not fixed by the Contractor during the Acceptance period, IDFG reserves the right to reject the UV Sterilizer via official notification.

If approved by IDFG, the Contractor may correct discrepancies on-site at IDFG’s location in lieu of pick-up and return shipping. The Contractor will be responsible for providing all labor; tools, parts, supplies, and worksite clean up to make any necessary corrections.

The timeframe for corrective action will still be as identified above.

C. Invoicing & Payments Invoices – Invoices must be submitted as further detailed below. Invoices submitted prior to Acceptance, or without the required information listed below, will be returned to the Contractor for correction and resubmission.

Invoices must include the following information:

• Contractor Company Name & Contact Information

• Contract Name & Number (PO #)

• Invoice Number & Date

• Itemization of the purchased goods to include: description matching the contract, quantity, unit of measure, unit price, extended price, and total invoiced amount.

Payments – Payment for correctly submitted invoices will be made in accordance with Idaho Code 67-2302:

https://legislature.idaho.gov/statutesrules/idstat/title67/t67ch23/sect67-2302/

D. Warranty Manufacturer’s standard warranty must be included for the entire UV Sterilizer, after Acceptance. Warranty must include all tools, parts, equipment, labor, and freight to repair or replace a defective warrantied item, which may include the entire UV Sterilizer.

Warranty must include all tools, parts, equipment, labor, and freight to repair or replace a defective warranted item, which may also include the entire UV Sterilizer. All warranty work must be complete within thirty (30) calendars days after receipt of written notice https://purchasing.idaho.gov/governing-laws-and-policies/ https://www.idaho.gov/government/holidays.html https://legislature.idaho.gov/statutesrules/idstat/title67/t67ch23/sect67-2302/

RFQ # 931 Ultraviolet Sterilization Unit Page 4 of 6 from IDFG. If approved by IDFG, the Contractor may perform warranty work on-site, at the Delivery location, in lieu of pick-up and return shipping. The Contractor will be responsible for all travel costs and work-site clean-up associated with any necessary repairs.

The timeframe for corrective action will still be as identified above. If the Contractor is unable to repair the UV Sterilizer on-site within thirty (30) calendars days, or if the UV Sterilizer continuously malfunctions and causes it to be out of service on multiple occasions, IDFG reserves the right to require the Contractor to pick-up, repair, and return the UV Sterilizer at no additional cost to

IDFG.

Contractor is responsible for all warranty requirements. No third-party warranties will be allowed.

E. Vendor Requirement Vendor must have a current and signed written agreement with the manufacturer stating that the vendor is an authorized dealer or authorized re-seller for the product(s) being quoted in this solicitation.

F. Remedial Action In addition to any remedies available to the State under law or equity, the State may it its sole discretion require one (1) or more of the following remedial actions if any of the service does not conform to the Contract requirements: 1) require the Contractor to take corrective action to ensure that performance conforms to the Contract requirements, 2) require the Contractor to subcontract all or part of the Contract at no additional cost to IDFG, 3) withhold payment or require payment of actual damages caused by the Discrepancy, 4) terminate the Contract pursuant to Section 2.F, Termination of Contract, in addition to any remedies imposed by the State.

If IDFG must perform or hire a separate contractor to perform any of the Contract’s requirements, which is the responsibility of the Contractor under the terms of the Contract, IDFG may withhold the actual cost to IDFG from the Contractor’s payment(s).

G. Termination of Contract For Cause - See Section 1.4, Termination, of the State of Idaho Standard Contract Terms and Conditions – July 2024.

For Fiscal Necessity – See Section 1.18, Termination for Fiscal Necessity, of the State of Idaho Standard Contract Terms and Conditions – July 2024.

For Convenience – Either party may terminate this Contract for its convenience at any time upon providing its written notification at least ninety (90) calendar days prior to the desired termination date.

ATTACHMENT 1 – SECTION 3

A. Requirements The UV Sterilizer must meet the minimum specifications provided below and must be the latest model produced and sold to commercial trade. The UV Sterilizer must be new, not used. Though they are not specifically covered herein, all parts necessary to provide a complete and functional UV Sterilizer must be included. All parts must conform in design, strength, quality of materials, and workmanship to meet or exceed current engineering practices and accepted standards of the industry. All parts must be the manufacturer’s standard unless otherwise specified in this RFQ.

B. Brand Name The brand name(s) specified in this solicitation are intended to be descriptive, but not restrictive; indicative of the quality and characteristics of items that meet the minimum requirements. Contractor offering an “equal” must include documentation, which demonstrates, to IDFG’s satisfaction, that the offered item(s) meets the requirement of the solicitation. In the event documentation is not satisfactory, IDFG reserves the right to seek clarification from the Contractor. Failure to provide satisfactory documentation or a clarifying response to IDFG may eliminate the Contractor from further consideration.

C. Manuals The Contractor must provide one (1) parts manual (Manual) and one (1) operation Manual for the UV Sterilizer at the time of Delivery. The manuals must include all components and exploded view drawings with both parts’ identification and parts list. The manuals must be in either paper (book) format or portable document format (PDF) via universal serial bus (USB) drive.

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D. General Specifications – UV Sterilizer The following Specifications are the minimum that IDFG is willing to accept.

1. S.I.T.A. (Societa Italiana Trattamento Acque) – Industrial 440 Series UV Sterilizer, Model 440/10, or equal.

2. Design and Performance

2.1 Sterilizer must operate at flow rates to achieve a minimum UV dose of 410,000 micro-watts-sec per square centimeter at end of lamp life with a minimum UVT of 97% including a (ten) 10% safety factor. Flow rate: 410mj/cm2 for 300 GPM.

2.2 The UV reactor must accept its respective UV lamps through only one end of the vessel.

2.3 All electrical connections to the unit's lamps must be made only on one end of the unit.

2.4 Lamp cable length must be thirty feet (30’).

2.5 Pressure drop across the sterilizer, from inlet to outlet, must be no greater than five (5) psi when operated at an intensity of 410,000 micro-watt-sec per square centimeter.

2.6 Maximum design operating pressure shall be greater or equal to 135 psi; test pressure shall be no less than 170 psi.

2.7 Temperature limitations are from 35°F to 80°F process water temperatures at ambient air temperatures from 25°F to

100°F.

2.8 Water flow pattern must have proven performance to create sufficient turbulence to assume full exposure to ultraviolet rays.

2.9 Proof of UV dose vs. water flow rates must be able to be demonstrated using industry accepted calculation methods, (Bolton Photosciences UV Cale modeling program recognized by the United States E.P.A.), and be provided for review at time of submittal.

2.10 Minimum lamp life under the specific design ratings must be 16,000 hours to 80% UV-C output.

2.11 The unit must not require cooling fluid to prevent overheating but rather be equipped with an automatic over-temperature lamp power cutoff switch feature that will keep the unit from being damaged by excessive heat during a no flow situation. Units shall be equipped with an automatic over-temperature lamp power cutoff switch feature the cutoff temperature shall be 120 degrees F.

2.12 The UV Sterilizer must be powered by one electronic power supply.

2.13 The electronic power supply must not be frequency dependent.

2.14 Power supply must be 208-230-volt, 60 Hz, single-phase.

3. Water Containment Vessel Requirements

3.1 Must be a “L-Type” vessel configuration with the main quartz sleeve retaining end fully flanged for access into the vessel for inspection and service if required.

3.2 Material - Must be ANSI 316L Stainless Steel.

3.3 Body Dimensions – Must be approximately eighty-nine and three-quarter inches (89.75”) in length with a maximum length of sixty-seven and three-quarter inches (67.75”) between the inlet and outlet of the UV body. Distance from Mid-point of UV chamber to top of outlet flange is twenty-one and a quarter inches (21.25”).

3.4 Inlet / Outlet – Must be a twelve-inch (12”) ANSI with a swivel / free spinning flange.

3.5 The water containment vessel shall utilize quartz sleeves that are open on only one end and held in place by a single piece retainer section and sealed by a EDPM O-ring material.

4. UV Lamps

4.1 Each lamp within the unit shall operate on its own circuit within the power supply so as to prevent consecutive lamp failures should one lamp fail.

4.2 Amalgam 440-watt, low pressure high output, premium efficiency lamps constructed of hard quartz non-ozone producing glass and be of the linear type design in a T6 series diameter.

4.3 The lamps must use an internal coating to reduce the effects of solarization and have a minimum end-of-life UV-C output of

80%.

4.4 The lamps must have a stepped ceramic base design to prevent arcing of the lamps electrical terminals.

4.5 Lamp sleeves must be quartz glass specifically designed for transmission of U.V. light.

4.6 All wetted components must be Schedule 80 Type I PVC plastic, DuPont Teflon plastic, quartz glass, or Type 304 or 316 stainless steel.

RFQ # 931 Ultraviolet Sterilization Unit Page 6 of 6

5. Control Panel

5.1 Exterior cabinet and hardware (not exposed to process water) must have a IP66 / NEMA 4X protection class rating and the total enclosure & controls assembly must be fully UL 508-A listed. Cabinet will be wall mounted.

5.2 Must have main power on/off switch.

5.3 PLC controls to monitor and alarm on the following functions:

5.3.1 Monitor/display main input voltage and set an alarm if the input voltage goes above or below the normal operating range 218-242-VAC.

5.3.2 Monitor/display the total number of hours the system has been on, this function is to be a user resettable function.

5.3.3 Monitor/display each individual lamp for the number of hours it is on, this function is to be a user resettable function and used to compare the number of hours the unit has been active against the number of hours each lamp has been on. This function will also alert the user via an alarm as to when the lamps are coming to their end-of-life hour rating (9,000- hours).

5.3.4 Monitor/display each individual lamp for its status on/off; this function will set an alarm if a lamp failure is detected. This is to be a user resettable function.

5.3.5 Monitor/display the UV intensity as a percentage of lamp output (zero to 100%). This function must have a user settable minimum intensity level that will set an alarm if the UV intensity drops below the user set point value.

5.3.6 Monitor/display the power supply enclosures internal temperature and set an alarm if the enclosures temperature exceeds 145 degrees F.

5.3.7 Monitor/display the UV sterilizer's water containment vessel temperature and set an alarm if the unit's water temperature exceeds 120 degrees F. This feature will also shut the unit's lamps off when the water temperature is exceeded to protect the unit from excessive heat that could damage the unit.

5.3.8 All alarms must activate a set of dry contacts that can be used to signal an external alarm device.

5.3.9 The PLC must have the ability to receive a remote on/off start signal.

5.3.10 The PLC display controls must be NEMA 4X rated to maintain the unit's power supply enclosure rating of NEMA-4X.

6. Installation

6.1 IDFG Staff will install the equipment per the manufacturer’s instructions.

6.2 The vendor must provide one set of equipment operation and installation manuals with delivery of the sterilizer.

6.3. The vendor must provide one day (up to eight (8) hours) of onsite startup services. Startup services must include, but not limited to:

6.3.1 Inspection of the control panel wiring.

6.3.2 Installation of the UV lamps.

6.3.3 Water testing the vessel and initial startup.

6.3.4 Calibrate the UVC sensor.

6.3.5 Provide operational training and preventative maintenance protocols for hatchery staff.

C. Submission Requirements