S000000028 IFB Laboratory Equipment-Mass Comparators~2.pdf

STATE OF ARKANSAS

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES

OFFICE OF STATE PROCUREMENT

501 Woodlane St., Ste. 220 Little Rock, Arkansas 72201-1023

INVITATION FOR BID

SOLICITATION DOCUMENT

SOLICITATION INFORMATION

Solicitation Number: S000000028 Solicitation

Issued: July 12, 2021

Description: Laboratory Equipment-Mass Comparators

Department: Arkansas Department of Agriculture

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Bid Opening Date: August 05, 2021 Bid Opening Time: 2:00 p.m., Central Time

Bid responses for this Invitation for Bid must be submitted through ARBuy, the State’s eProcurement system.

It can be accessed at https://arbuy.arkansas.gov. Bids received after the submission deadline may be rejected as untimely. See section 1.2 for information regarding Live Bid Openings.

TSS OFFICE OF STATE PROCUREMENT CONTACT INFORMATION

TSS OSP Buyer: Jennifer Trancoso Buyer’s Direct Phone Number: 501-371-6070

Email Address: Jennifer.trancoso@arkansas.gov TSS OSP’s Main Number: 501-324-9316

TSS OSP

Website: https://www.transform.ar.gov/procurement/ https://arbuy.arkansas.gov/ mailto:Jennifer.trancoso@arkansas.gov

SECTION 1 – REQUIREMENTS

• Do not provide responses to items in this section unless specifically and expressly required.

1.1 INTRODUCTION

This Invitation for Bid (IFB) is issued by the TSS Office of State Procurement (TSS OSP) for the Arkansas Department of Agriculture to obtain pricing and a contract for a one-time purchase of Laboratory Equipment, specifically Mass Comparators. Direct all questions, comments, or concerns you may have regarding this solicitation to the TSS Office of State Procurement, not the Department of Agriculture.

1.2 LIVE BID OPENING

Use the information below to view the bid opening online.

Zoom Meeting Link:

https://arkansas-gov.zoom.us/j/85975495245?pwd=S2hySUl3OEQ4M0xpakVMc0FxWGtmQT09 Meeting ID: 859 7549 5245 Meeting Password: 926855 Dial-In Information: 877 853 5257 US Toll-free 888 475 4499 US Toll-free

1.3 CLARIFICATION OF SOLICITATION

A. Submit any questions requesting clarification of information contained in this Solicitation via the solicitation posting in ARBuy by midnight, Central Time on or before July 22, 2021.

1. For each question submitted, Prospective Contractor should reference the specific solicitation item number to which the question refers.

2. Prospective Contractors’ written questions will be consolidated and answered by the State as deemed appropriate. The State’s consolidated written response is anticipated to be posted to the solicitation posting in ARBuy by the close of business on July 30, 2021. If Prospective Contractor questions are unclear or non-substantive in nature, the State may request clarification of a question(s) or decline to answer.

B. The Prospective Contractor should notify the TSS OSP buyer of any term, condition, etc., that precludes the Prospective Contractor from submitting a compliant, Responsive Bid. Prospective Contractors should note that it is the responsibility of the Prospective Contractor to seek resolution of all such issues, including those relating to the terms and conditions of the contract, prior to the submission of a bid.

C. Prospective Contractors may contact the TSS OSP buyer with non-substantive questions at any time prior to the bid opening.

D. An oral statement by TSS OSP will not be part of any contract resulting from this solicitation and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and expressly adopted by TSS OSP.

1.4 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same meaning herein.

B. “Prospective Contractor” means a responsible bidder who submits a Responsive Bid in response to this solicitation.

C. The terms “Invitation For Bid”, “IFB” and “Solicitation” are used synonymously in this document.

https://arkansas-gov.zoom.us/j/85975495245?pwd=S2hySUl3OEQ4M0xpakVMc0FxWGtmQT09

D. “Responsive Bid” means a bid submitted in response to this solicitation that conforms in all material respects to this IFB.

E. “Shall” and “Must” mean the imperative and are used to identify requirements.

F. “Requirement” means something required.

G. “Specification” means any technical or purchase description or other description of the physical or functional characteristics, or of the nature, of a commodity or service. “Specification” may include a description of any requirement for inspecting, testing, or preparing a commodity or service for delivery.

H. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the State under a contract that results from this solicitation, that obligation is limited to the Department using such a contract.

1.5 MASS COMPARATOR SPECIFICATIONS

A. At a minimum, the mass comparators must include all of the following components or component equivalents as approved by TSS OSP and/or the Department of Agriculture.

B. The equipment manufacturer must be accredited to ISO 9001:2015 or ISO 17025:2017 standards.

C. Contractor shall provide the following new mass comparator equipment:

Mass Comparator 1 Minimum Calibration Range (OIML-M1) Maximum Load Readability Repeatability absolute Repeatability (typical) Repeatability typical ABA Linearity (typical) Eccentric load deviation Electrical weighing range Stabilization time Draft shield Self-centering pan Operating Temperature MAX Temperature change (°C/12 h) Relative humidity range

1 mg – 5 g 7 grams

0.1 micrograms

0.4 micrograms

0.15 micrograms

0.27 micrograms (5 g) 2 micrograms

0.0 mg 0 – 6.1 grams < 15 seconds, Balance Ready Status Light YES, Motorized

YES

10 - 30°C, Active Temperature Control System 0.5 40 – 70 %

Mass Comparator 2

OIML M1

Maximum Load Minimum weight Readability Repeatability (typical) Repeatability typical ABA nominal load Guaranteed repeatability Linearity Linearity (+/-) Gravimetric eccentricity elimination Stabilization time Draft shield Operating Temperature MAX Temperature change (°C/12 h)

35 grams < 1.5 mg 1 microgram

0.6 micrograms 2 micrograms (20 g)

0.001 mg 10 micrograms

0.01 mg MUST be included < 5 seconds

YES

10 - 30°C 0.5 40 – 70 %

Mass Comparator 3 Minimum Calibration Range (OIML-M1) Maximum Load Minimum weight Readability Repeatability (typical) Repeatability typical ABA nominal load Guaranteed repeatability Linearity Stabilization time Draft shield Operating Temperature MAX Temperature change (°C/12 h)

Eccentric Load deviation

200 g – 5 kg

5.1 kg < 5 grams 1 mg 1 mg

0.7 mg

1.5 mg 3 mg < 5 seconds

YES

10 - 30°C 0.5 40 – 70 % Elimination by an automatic leveling

Mass Comparator 4 Minimum Calibration Range (OIML-M2) Maximum Load Minimum weight Readability Repeatability (typical) Repeatability typical ABA nominal load Guaranteed repeatability Linearity Stabilization time Draft shield Operating Temperature MAX Temperature change (°C/12 h)

Eccentric Load deviation

200 g – 50 kg 64 +/- 0.5 kg < 200 grams 5 mg 10 mg 8 mg 15 mg ≤ 50 mg < 12 seconds

YES

10 - 30°C 0.5 40 – 70 % Elimination by an automatic leveling

1.6 DELIVERY: FOB DESTINATION

Arkansas Bureau of Standards 4608 W 61st Street Little Rock, AR 72209

A. The Department requests delivery within 30 calendar days after ordering. If this delivery date cannot be met, the Prospective Contractor must state the alternate number of days required to begin the service and/or place the commodity in the ordering Department’s designated location. (See Questions section of the Solicitation posting in ARBuy.) Failure to state the alternate delivery time obligates the Contractor to complete delivery by the Department’s requested date. Extended delivery dates may be considered when in the best interest of the State.

B. All deliveries must be made during normal State work hours and within the agreed upon number of days unless otherwise arranged and coordinated with the Department. The Contractor shall give the Department immediate notice of any anticipated delays or plant shutdowns that will affect the delivery requirement.

C. Loss or damage that occurs during shipping, prior to the order being received by the Department, is the

Contractor’s responsibility. All orders should be properly packaged to prevent damage during shipping.

D. The State assumes no liability for commodities produced, processed or shipped in excess of the amount specified on the Department’s purchase order.

1.7 WARRANTY

A. Contractor shall provide a standard manufacturer’s one-year warranty on all laboratory mass comparator equipment specified in this IFB and must begin upon date of delivery to the Department of Agriculture.

B. Warranty must cover defects in material and workmanship and cover all costs associated with the repair or replacement of the defective equipment including parts, labor, transportation costs, travel time and expenses, and any other costs associated with warranty related repair or replacement.

C. Upon delivery of equipment to the Department of Agriculture, Contractor shall provide a copy of the standard manufacturer’s warranty documentation for all equipment delivered.

Mass Comparator 5 Minimum Calibration Range (OIML-M2) Maximum Load Minimum weight Readability Repeatability (typical) Repeatability typical ABA nominal load Guaranteed repeatability Linearity Stabilization time Operating Temperature MAX Temperature change (°C/12 h) Relative humidity range Eccentric Load deviation Automatic Leveling Device Draft Shield

10 kg – 500 kg 600 kg < 10 kg

0.1 g

0.3 g

0.11 g 15 mg 10 g < 10 seconds 10 - 30°C 40 – 70 % < 50 g (@ 200 kg test load) Required if optional add to price Required if optional add to price

1.8 ACCEPTANCE STANDARDS

A. Inspection and acceptance/rejection of product(s) will be made within thirty (30) days of receipt.

B. The State has the option to return any product(s) within the thirty (30) day timeframe for any reason.

C. Bid must include a “total satisfaction” return policy for all products and must not impose any liability on the State for such returns.

SECTION 2 – GENERAL INSTRUCTIONS AND INFORMATION

• Do not provide responses to items in this section unless specifically and expressly required.

2.1 TYPE OF CONTRACT

A. As a result of this IFB, TSS OSP intends to award a contract to a single Contractor.

B. The anticipated starting date for any resulting contract is October 01, 2021, except that the actual contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting a signed bid in response to the IFB, the Prospective Contractor represents and warrants that it will honor its bid as being held open as irrevocable for this period.

C. The initial term of a resulting contract will be for one (1) year. Upon mutual agreement by the

Contractor and Department, the contract may be renewed by TSS OSP for up to six (6) additional one-year terms or portions thereof, not to exceed a total aggregate contract term of seven (7) consecutive years.

2.2 CONTRACTOR SELECTION

A. Award will be made to the lowest-bidding, responsible Prospective Contractor on an all or none basis.

B. Prospective Contractor must bid on all items. Should a Prospective Contractor fail to price one or more of the items on the Official Solicitation Price Sheet, the Prospective Contractor’s bid may be rejected.

2.3 RESPONSE DOCUMENTS

A. All bid responses must be submitted through ARBuy, the State’s eProcurement system. The system can be accessed at https://arbuy.arkansas.gov.

B. Bid Response Packet

1. The following are bid submission requirements and must be submitted as part of a Prospective

Contractor’s bid response.

a. Signed Bid Signature Page. Signature may be ink or digital. (See Bid Response Packet.)

b. Completed Bid Response Packet, which must be in the English language.

c. Completed Pricing Response. Pricing must be proposed in U.S. dollars and cents.

d. Proposed Subcontractors Form. The utilization of any proposed subcontractor is subject to approval by the Department.

e. Exceptions Form.

https://arbuy.arkansas.gov/

2. The following items, which must be submitted prior to a contract award to the Prospective Contractor, may also be included with the Prospective Contractor’s bid response:

a. EO 98-04 Contract & Grant Disclosure Form.

b. Copy of Prospective Contractor’s Equal Opportunity Policy.

c. Voluntary Product Accessibility Template (VPAT), if applicable.

3. DO NOT include any other documents or ancillary information, such as a cover letter or promotional/marketing information.

2.4 ACCEPTANCE OF REQUIREMENTS

A. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the Requirements in the Requirements Section(s) of this IFB by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor understands and agrees its submission of a bid to represent that its bid meets all such Requirements.

B. A Prospective Contractor’s bid may be rejected if the Prospective Contractor takes exception to any Requirements in the Requirements Section(s) of this IFB.

2.5 ADDITIONAL TERMS AND CONDITIONS

A. This IFB incorporates all of the Solicitation Terms and Conditions located on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates):

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

B. Any special terms and conditions included in this solicitation shall override the Solicitation Terms and Conditions.

C. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the terms in the Standard Commodities Contract by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor agrees and shall adhere to all terms if selected as the successful Contractor. Items identified as non-negotiable may only be modified if the legal requirement is satisfied and approved by the State. The Standard Commodities Contract can be viewed on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates):

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

D. A Prospective Contractor’s bid may be rejected if a Prospective Contractor takes exception to any terms or conditions in the documents listed in 2.5.A and 2.5.C.

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/ https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/

SECTION 2 – GENERAL INSTRUCTIONS AND INFORMATION