TGP-2025-03-Laboratory and Scientific Supplies Equipment and Related Items and Supplies.pdf

RFP # TGP-2025-03-Laboratory and Scientific Supplies, Equipment and Related Items and Supplies Page 1

UNIVERSITY OF WYOMING

Laboratory and Scientific Supplies, Equipment and Related Items and Supplies

Request for Proposal (RFP) # TGP-2025-03

RFP Schedule

RFP Issued to BidNet Monday, June 30, 2025 Supplier Questions Due In BidNet Friday, July 11, 2025, at 2pm MT Responses to Questions Posted to BidNet Wednesday, July 16, 2025 RFP Responses Due In BidNet Monday, July 28, 2025, at 2pm MT Supplier Demonstrations (tentative) TBD

RFP # TGP-2025-03-Laboratory and Scientific Supplies, Equipment and Related Items and Supplies Page 2

TABLE OF CONTENTS

PURPOSE OF RFP

BACKGROUND

GENERAL INFORMATION

I UNIVERSITY OVERVIEW

II ADMINISTRATION INFORMATION

III SCOPE OF WORK

IV COST PROPOSAL

V REFERENCES

VI EVALUATION OF PROPOSALS

VII MODEL FORMAT OF PROPOSALS

APPENDIX 1 – FEDERAL CLAUSES

APPENDIX 2 – FEDERAL CERTIFICATIONS

EXHIBIT A – FORM OF PROPOSAL

EXHIBIT B – INVENTORY LIST

RFP # TGP-2025-03-Laboratory and Scientific Supplies, Equipment and Related Items and Supplies Page 3

REQUEST FOR PROPOSAL – RFP # TGP-2025-03

UNIVERSITY OF WYOMING

LABORATORY AND SCIENTIFIC SUPPLIES, EQUIPMENT AND RELATED ITEMS AND SUPPLIES

The University of Wyoming (the “University”) is soliciting proposals from professional and qualified suppliers (“Suppliers”), through this Request for Proposals (RFP), for laboratory and scientific supplies, equipment and related items and supplies.

The University shall provide copies of this RFP to suppliers through the electronic solicitation platform www.bidnetdirect.com where registered suppliers are required to submit their electronic RFP response along with the first and last name, telephone number and e-mail address of the employee within their organization who will be designated as the University’s primary contact with respect to this RFP and their response thereto. The University may provide copies of this RFP to other suppliers upon request, who are also requested to provide the first and last name, telephone number and e-mail address of the employee within their organization who will be designated as the University’s primary contact with respect to this RFP and their response thereto.

Questions regarding this RFP must be in writing and be directed to the University via the BidNet platform any time after the issuance of this RFP through and including 2:00 p.m. MT on July 11, 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 will only accept and consider electronically submitted proposals 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 July 28, 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 RFP is submitted through the BidNet portal by the submission deadline. Responses received after this date and time or outside of BidNet will be deemed non-responsive.

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 below may be grounds for elimination from the selection process.

Collusive or sham proposals: Any proposal deemed to be collusive, or a sham proposal will be rejected and reported to authorities as such. Your authorized signature on this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The University reserves the right to reject any and all proposals and to waive any irregularities or informalities.

Sincerely, Trinidad Padilla Project Manager http://www.bidnetdirect.com/

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SECTION I

UNIVERSITY OVERVIEW

The University of Wyoming is the only accredited four-year school in a state of just over one-half million people.

The University is dedicated to providing quality instruction to students, conducting valuable research programs, and serving Wyoming through a wide variety of educational and cultural programs. The University has more than 3,000 benefited faculty and staff dedicated to educating about 10,900 students. More than 200 undergraduate, graduate, and professional programs of study are offered through eight colleges: Agriculture and Natural Resources, Arts and Sciences, Business, Education, Engineering and Applied Science, Health Sciences, Honors and Law. The main campus is located in Laramie but extends learning opportunities through a variety of credit and non-credit outreach programs, including the University of Wyoming at Casper and classes offered through Wyoming's seven community colleges. Additional information regarding the University of Wyoming is available at http://www.uwyo.edu.

SECTION II

ADMINISTRATIVE INFORMATION

A. ISSUING OFFICE: This Request for Proposal (RFP) is issued by the University of Wyoming, Procurement

Services.

B. INVITATION TO SUBMIT PROPOSALS: The University of Wyoming is hereby contacting prospective

Suppliers whom the University deems potentially qualified to meet its needs.

NOTE: The University of Wyoming, Office of Procurement Services has moved to an online bid system (BidNet) for both distribution and receipt of RFPs. All suppliers must complete the registration process. To register your company, please go to https://www.bidnetdirect.com/register.

C. SCOPE: This RFP contains the instructions governing the proposal and the material to be included herein;

mandatory requirements which must be met to be eligible for consideration; and other requirements to be met by each proposal.

D. INQUIRIES: Prospective Suppliers may make inquiries within BidNet Direct concerning this RFP to obtain clarification of requirements.

Response to any Supplier's inquiries will be made on BidNet Direct by Procurement Services in a timely manner to all prospective Suppliers. Any oral interpretations or clarifications of this RFP shall not be relied upon.

E. MODIFICATION OR WITHDRAWAL OF PROPOSALS: Proposals may be modified or withdrawn by the Supplier prior to the established due date and time.

F. PROPOSAL SUBMISSION: Responses should be uploaded to the BidNet Direct website up to but no later than July 28, 2025, at 2:00 PM MT. Electronic submission to the BidNet Direct website is mandatory.

The Form of Proposal MUST be signed in ink or digitally signed with an authenticated certificate by the Supplier or an officer of the Supplier who is legally authorized to bind the Supplier to the proposal.

Proposals which are determined to be at a variance with this requirement may not be accepted.

http://www.uwyo.edu/ https://www.bidnetdirect.com/register

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It is the responsibility of the Supplier to ensure that the proposal is uploaded to the BidNet Direct website on or before the proposal submission deadline.

G. ADDENDUM OR SUPPLEMENT TO REQUEST FOR PROPOSAL: In the event that it becomes necessary to revise any part of this RFP, an addendum will be issued on the BidNet Direct website. It is the responsibility of Suppliers, prior to the established due date for responses, to review the website and view addenda issued to ensure their response reflects any and all changes. All addenda shall be acknowledged on the Form of Proposal page and copies of the signed addenda must be included in the Supplier’s proposal.

H. ACCEPTANCE OF RFP TERMS: A proposal submitted in response to this RFP shall constitute a binding offer. Acknowledgment of this condition shall be indicated by the signature of the Supplier or an officer of the Supplier legally authorized to execute contractual obligations. A submission in response to this RFP acknowledges acceptance by the Supplier of all terms and conditions including compensation, as set forth herein. A Supplier shall identify clearly and thoroughly any variations between its proposal and the University's RFP. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance.

I. CONFIDENTIAL/PROPRIETARY INFORMATION: Any restrictions on the use or inspection of material contained within the proposal shall be clearly stated in the proposal itself. Written requests for confidentiality shall be submitted by the Supplier with the proposal. The Supplier must state specifically what elements of the proposal are to be considered confidential/proprietary. Confidential/proprietary information must be readily identified, marked, and separately packaged from the rest of the proposal. Co-mingling of confidential/proprietary and other information is NOT acceptable. Neither a proposal in its entirety, nor proposal price information will be considered confidential/proprietary. Procurement Services will make a written determination as to the apparent validity of any request for confidentiality. The written decision of Procurement Services will be sent to the Supplier as required.

J. RFP RESPONSE MATERIAL OWNERSHIP: All material submitted regarding this RFP becomes the property of the University of Wyoming. Proposals may be reviewed by any person after a contract has been issued, subject to the terms of law. The University of Wyoming has the right to use any or all information/material presented in reply to the RFP, subject to limitations outlined in Proprietary/Confidential Information. Disqualification of a Supplier, or submission of an unsuccessful proposal, does not eliminate this right.

K. SELECTION OF PROPOSAL: Upon review and approval of the evaluation committee's recommendation for award, Procurement Services will issue a "Letter of Intent to Award" to the apparent successful Supplier and other respondents via the BidNet Direct website. Final award will be issued to the successful Supplier once the contract has been fully negotiated and executed.

L. ACCEPTANCE OF PROPOSAL CONTENT: The contents of the proposal (including persons specified to implement the project) of the successful Supplier will become contractual obligations if acquisition action ensues. Failure of the successful Supplier to accept these obligations in a contract may result in cancellation of the award and such Supplier may be removed from future solicitations. The award will be made to that Supplier whose proposal, conforming to the RFP, will be the most advantageous to the University of Wyoming. The University does not forfeit its sovereign immunity through the execution of the contract.

M. STANDARD CONTRACT: The University of Wyoming reserves the right to incorporate standard UW contract provisions and other provisions contained in this RFP into any contract resulting from this RFP, such as, but not limited to the following: https://www.uwyo.edu/procurement/_files/docs/terms--conditions---april-1-2019.pdf https://www.uwyo.edu/procurement/_files/docs/terms--conditions---april-1-2019.pdf https://www.uwyo.edu/procurement/_files/docs/terms--conditions---april-1-2019.pdf

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The standard contract term is for a period of three (3) years, provided all conditions have been met satisfactorily, and the university and the supplier mutually agree in writing. The University is not bound to the stated standard contract term, and the official term will be set with the signing of the contract.

N. RFP CANCELLATION: The University reserves the right to cancel this RFP at any time, without penalty.

O. INCURRING COSTS: The University of Wyoming is not liable for any cost incurred by Suppliers prior to issuance of a legally executed contract. No property interest, of any nature, shall accrue until a contract is awarded and signed by all concerned parties.

P. 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. 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, and 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.

Q. REJECTION OF PROPOSALS: The University of Wyoming reserves the right to reject any or all proposals and to waive informalities and minor irregularities in proposals received, by the specific solicitation opening time and date, and to accept any portion of a proposal or all items proposed if deemed in the best interest of the University of Wyoming.

R. PARENT COMPANY: If a Supplier is owned or controlled by a parent company, the parent company name, main office address, and parent company's tax identification number shall be provided in the proposal.

S. NEWS RELEASES: News releases pertaining to this solicitation shall NOT be made prior to the full execution of the contract without prior written approval by the University.

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T. CERTIFICATION OF INDEPENDENT PRICE DETERMINATION:

1. By submission of this proposal, each Supplier, and in the case of a joint proposal, each party thereto, certifies as to its own organization, that, in connection with this procurement:

a. The prices in this proposal have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other Supplier or with any competitor;

b. Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the Supplier and will not knowingly be disclosed by the Supplier prior to opening, directly or indirectly, to any other Supplier or to any competitor; and

c. No attempt has been made or will be made by the Supplier to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition.

2. Each person signing the Form of Bid form of this proposal certifies that:

a. He/She is the person in the Supplier's organization responsible within that organization for the decision as to the prices being offered herein and that he has not participated, and will not participate, in any action contrary to (1 a) through (1 c) above; or

b. He/She is not the person in the Supplier's organization responsible within that organization for the decision as to the prices being offered herein but that he has been authorized in writing to act as agent for the persons responsible for such decision in certifying that such persons have not participated, and will not participate, in any action contrary to (1 a) through (1 c) above, and as their agent does hereby so certify; and he has not participated, and will not participate, in any action contrary to (1 a) through (1

c) above.

3. A proposal will not be considered for award where (1 a), (1 c), or (2) above has been deleted or modified. Where (1 b) above has been deleted or modified, the proposal will not be considered for award unless the Supplier furnishes with the proposal a signed statement which sets forth in detail the circumstances of the disclosure and the head of the agency, or his designee, determines that such disclosure was not made for the purpose of restricting competition.

U. CONFLICTS OF INTEREST: The holding of public office or employment is a public trust. A public officer or employee whose conduct departs from his fiduciary duty is liable for his or her actions.

V. TAXES: The University of Wyoming, as purchaser, is exempt from all federal excise taxes and from all State of Wyoming sales tax. A certificate of tax exemption is available upon request.

W. ASSIGNMENT: Neither party to any resulting contract may assign any portion of the agreement without the prior written consent of the other party.

X. AVAILABILITY OF FUNDS: Financial obligations of the University payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted, and otherwise made available. In the event funds are not appropriated, any resulting contract will become null and void, without penalty to the University.

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Y. BID BONDS/SECURITY: Not required for this proposal.

Z. CONTRACTOR'S PERFORMANCE BOND: Not required for this proposal.

AA. 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.

BB. INDEMNIFICATION: To the extent authorized by law, the supplier shall indemnify, save and hold harmless the University, its employees and agents, against any and all claims, damages, liability, and court awards including costs, expenses, and attorney fees incurred as a result of any act or omission by the

RFP # TGP-2025-03-Laboratory and Scientific Supplies, Equipment and Related Items and Supplies Page 9 supplier or its employees, agents, subcontractors, or assignees pursuant to the terms of the contract resulting from this RFP.

CC. WYOMING STATE PREFERENCE: Pursuant to UW Regulation, 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.

DD. PAYMENT TERMS: The University of Wyoming prefers to provide payment in full Net 45 days after acceptance of goods and services. The University may consider other terms if a substantial discount or benefit is available for doing so, however, all proposed payment methods, terms inclusive of any additional fees, or discounts must be clearly stated within the Supplier’s proposal.

EE. EVALUATION CRITERIA: Responses will be considered from suppliers demonstrating history of successfully providing similar solutions. A resulting contract may be awarded to the supplier who most completely meets the University’s needs and provides the best value to the University.

GG. TERMINATION PROVISIONS: A resulting contract may be terminated as follows:

1. The University and the supplier, by mutual written agreement, may terminate the contract at any time.

2. The University, in its sole discretion, may terminate the contract for any reason upon 45 days written notice to the supplier. Such termination shall not relieve the supplier of any obligations to provide services during the notification.

3. The University may terminate the contract, in whole or in part, if the supplier fails to perform its obligations under the contract in a timely and proper manner. The University may, by providing written notice of default to the supplier, allow the supplier to cure a failure or breach of contract within a period of ten (10) days (or longer at the University’s discretion considering the gravity and nature of the default). Said notice shall be delivered by Certified Mail, Return Receipt Requested or in person with proof of delivery. Allowing the supplier time to cure a failure or breach of contract does not waive the University’s right to immediately terminate the contract for the same or different contract breach which may occur at a different time. In case of default of the supplier, the University may contract the service from other sources and hold the supplier liable for any excess cost occasioned thereby.

4. The University may terminate the contract immediately for the following reasons:

a. Supplier has made an assignment for the benefit of creditors, has admitted in writing its inability to pay debts as they mature, has ceased operating in the normal course of business, the supplier has voluntarily or involuntarily entered into bankruptcy proceedings, or the supplier is otherwise deemed insolvent.

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b. A trustee or receiver of the supplier or of any substantial part of the supplier’s assets has been appointed by a court.

c. Fraud, misappropriation, embezzlement, malfeasance, misfeasance, or illegal conduct pertaining to performance under the contract by the supplier, its employees, officers, directors of shareholders.

d. Failure to uphold any fiduciary obligation to the University.

HH. SUSTAINABILITY PRACTICES: The University 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 University campus community.

II. GOVERNMENTAL CLAIMS: Any actions or claims against the University under this Agreement must be in accordance with and are controlled by the Wyoming Governmental Claims Act, W.S. 1-39-101 et seq. (1977) as amended.

JJ. INTERPRETATION: The Parties hereto agree that (i) the laws of Wyoming shall govern this Agreement, and (ii) any questions arising hereunder shall be construed according to such laws, (iii) this Agreement has been negotiated and executed in the State of Wyoming and is enforceable in the courts of Wyoming.

KK. SOVEREIGN IMMUNITY: The University does not waive its sovereign immunity or its governmental immunity by entering into this Agreement and fully retains all immunities and defenses provided by law with regard to any action based on this Agreement.

LL. ACCESSIBILITY COMPLIANCE: In regard to technology that will be utilized in regard to this RFP, please answer the following, where applicable:

1. Describe specifically how your product or services comply with Section 508 standards.

2. If your product it not currently compliant in certain areas, describe your plans and time frame for achieving compliance.

3. Describe your accessibility conformance testing process.

4. If you roll out upgrades after the University purchases the product, how can you assure the University that the upgrades will not interfere with accessibility?

5. Who will pay to remediate any necessary fixes after purchase?

6. Provide a completed Voluntary Product Accessibility Template (VPAT) for your product. If you do not have a VPAT, please provide your accessibility statement on how the product is fully accessible, or compliant, with Section 508. Questions regarding evaluating the accessibility of technology products or services should be directed to the ADA Coordinator, Employment Practices at 307-766- 6236.

MM. EXPORT CONTROL: 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

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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 the table below.

Are any of the products subject to the Export Administration Regulations (EAR)?

Yes _____ No _____

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

Are any of the products subject to the International Traffic in Arms Regulations

(ITAR)?

Yes _____ No _____

If YES, indicate the USML Category and Sub – Category of each product:

SECTION III

SCOPE OF WORK

A. SCOPE

1. The purpose of this RFP is to establish multiple awards with the most qualified Supplier(s) to provide high-quality products, cutting-edge solutions and proven applications for various laboratory and scientific supplies and services. Supplier(s) will provide the goods and services consistent with all local, state and federal rules and regulations applicable to their business.

2. Supplier(s) must have at least five (5) years of experience providing the goods and/or services being proposed.

3. Supplier(s) must be able to provide quality products and applicable services with on-time delivery, on an as-needed basis.

4. The University would like to create “Master Agreements” to include negotiated terms and conditions with the Supplier(s) to reduce the administrative burden associated with contracting.

5. It is not feasible to list all laboratory/scientific/research supplies, chemicals, biologicals, equipment and services purchased by the University in the past or would require in the

RFP # TGP-2025-03-Laboratory and Scientific Supplies, Equipment and Related Items and Supplies Page 12 future. It is the intention of this solicitation to offer flexibility in product and equipment selection and service offerings, competitive pricing, and premier service with the greatest array of value-added products and services available through a Supplier's complete catalog.

A sample list of items has been provided in Exhibit B as a separate attachment.

6. If the parties mutually agree, new goods and services may be added at any time during the agreement term.

7. Use of the Agreement does not preclude any participating entity from using other agreements or competitive processes as needed.

8. Supplier(s) agrees to provide a named individual (“Account Manager”) as the University’s primary contact to implement, perform and manage the provision of goods and/or services under any Agreement.

9. Supplier(s) will provide technical product support.

B. PRODUCT OFFERING

1. Supplier must certify and warrant that all products sold to the University are (a) new and genuine, (b) provided in the manufacturer’s original packaging (unless otherwise requested),

(c) sold by Supplier in compliance with all applicable laws, and (d) not misbranded by Supplier.

2. All products provided by Supplier must minimally include the Original Equipment Manufacturers (OEM) warranty which will pass directly to the University. Products which are inoperable at installation must either be replaced by the Supplier or repaired under warranty.

3. If requested, Supplier should provide product test samples free of charge within five (5) business days of the request.

4. Supplier(s) must offer environmentally friendly products.

5. In the event the Supplier adds a new specialty product line or service which is substantially different from other products, brands or services represented in the existing product/service offering, the University may enter into negotiations to establish an appropriate discount structure, net price, or grand total of the product or service. Supplier will provide appropriate documentation to support the pricing. Negotiations should be completed prior to marketing the product and/or service to the University community.

C. SERVICE OFFERING

1. Supplier must have the ability to perform OEM authorized services.

2. For orders involving services, Suppliers may not charge for time in-transit for on-site services and are to provide a not to exceed rate for expenses. All expenses will be billed in accordance with the University’s travel policies.

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3. New services that become available during the Master Agreement term may be added, at the request of the University, with all terms, conditions and pricing arrangements as negotiated and agreed to at the time of introduction.

4. Services that are direct replacements must be provided at the same discounted rate as the prior service that was replaced.

5. Any maintenance agreements available from the Supplier should be provided to the University as an option and priced as discounted off list price.

D. ePROCUREMENT FUNCTIONALITY

1. The University utilizes Oracle Cloud eProcurement for ease of ordering and prefers punch-out catalogs.

2. Supplier(s) with current e-procurement enabled punch out catalogs will be required to enable it within the Oracle Cloud eProcurement Marketplace.

a. The punch-out must allow customization of the catalog with the University’s marks, logos and/or specific language.

b. The punch-out catalog must offer a customized quote feature for orders that fall outside the scope of the standard catalog items, such as, customized, or volume orders.

c. The catalog must include identification of environmentally friendly products.

3. Supplier(s) should be able to accept electronic purchase order (PO) via CXML.

4. Supplier(s) will ensure catalog data is maintained, updated and accurate.

5. Supplier(s) will notify the University’s dedicated procurement agent of pricing and product changes prior to the change being available in the punch-out catalog.

6. Supplier(s) will invoice at catalog or promotional prices or lower and accept payment at those prices if there is a discrepancy.

7. If necessary, the Supplier(s) will maintain and update accurate ship-to addresses in its system.

8. Supplier(s) will encourage users to utilize the Oracle Cloud eProcurement Marketplace for placing orders.

E. ORDERING, SUBSTITUTIONS AND RETURNS

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1. There shall be no minimum order quantities or minimum dollar amounts on any purchase.

Any response that imposes a minimum order or dollar amount, or includes a surcharge based on set “minimums” may be subject to rejection without further consideration.

2. There will be no restocking fees.

3. On large or bulk single purchase requests, the University may purchase from the agreement, or, if deemed operationally or financially advantageous, separately solicit such single purchase requests.

4. Any PO may be cancelled by the University up until the time of shipment without penalty.

5. The University desires the Supplier's commitment to a guaranteed reorder fill-rate of 99% or higher. The basis for determining the Supplier's fill-rate performance will be captured on the Suppliers fill-rate reports, which is reflective of the supplier's performance.

6. Products damaged, duplicated, incorrectly ordered or shipped shall be replaced or picked up by Supplier at no cost and a credit issued (if applicable) within thirty (30) working days of notification. The University, at its discretion, can accept over-shipments.

7. Substitutions or alternate items of products ordered are only allowed with the University’s prior approval. If a product is not available in a given package size, the University will have the option to purchase another size at the same or lower price.

8. Based on changes to the availability of products, Supplier(s) may remove products from availability for the University. Supplier(s) will add replacement products as they become available.

9. POs will be issued and subject to the terms and conditions of this Agreement. Terms and Conditions presented on invoices, POs, packing slips and/or quotations are waived in favor of the terms of this Agreement.

F. DELIVERY

1. Each order shall have a packing label affixed indicating the order number, order date, ship to name & address, and any additional information requested by the University. In addition, each order shall have a packing list.

2. Product orders shall be shipped “D.A.P. Incoterms® 2010” to the requested location(s), including any “third party” products supplied as per this Agreement.

3. Title to, and risk of loss and damage as to all shipments made under this agreement, shall remain in, and be the responsibility of the Supplier until delivery and signed acceptance of the items by the University.

4. Should Supplier have any other shipping and/or ownership transfer terms, such products may not be presented in an electronic catalog for ordering as part of the Master Agreement. Such

RFP # TGP-2025-03-Laboratory and Scientific Supplies, Equipment and Related Items and Supplies Page 15 sales may only be conducted by separate quotations that clearly define the alternative terms of shipping and ownership transfer.

5. Supplier(s) must advise the University when delivery will not be made within the indicated time frame and an explanation for the delivery delay. Failure to deliver in this time frame would be considered authorization for the University to cancel the order and purchase the item(s) elsewhere. The Supplier would be liable for any additional cost over the Supplier's net contract price of the item(s) at the time of the order.

6. It is expected that deliveries shall be made within 5-7 business days from the date of order.

Supplier(s) to provide delivery lead time and delivery method for any order beyond the anticipated delivery term.

7. UW utilizes a central receiving model. The awarded Suppliers will pre-pay the freight and are responsible for this charge.

G. PAYMENT TERMS, INVOICING, AND INVOICE AUDITS

1. The University’s standard payment terms are N45 via ACH after receipt of the goods and/or services and the University’s receipt and approval of the corresponding invoice.

2. Invoices are to be submitted by Supplier to the location indicated on PO. Invoices will reference the University’s PO number.

3. Supplier(s) should have electronic invoicing capabilities. This does not mean fax or email submission of invoices, unless otherwise requested.

4. The University and Supplier agree to execute recurring invoice audits or price reviews to ensure the credibility of all contractual pricing and terms under this agreement. These activities will occur within a mutually agreed upon timeframe. Supplier will provide sales and order data in a format that will allow the University to verify that the prices paid for goods and services received by departments are in accordance with this Agreement and any additional terms/pricing that is specific to a particular department. If a sampling of transactions from University departments demonstrates that the invoices are consistent with this Agreement, the sampling method will be sufficient. If issues are identified, the transactions for review may be increased, and the University shall have the right to recover any overpaid amounts as a check. The University agrees that any pricing dispute for overcharge must be made within 12 months of the invoice date. The format and approach of this reporting shall be mutually agreed upon prior to the first request for pricing review.

H. REPORTING AND BUSINESS REVIEW MEETINGS

1. Supplier will provide to the University a quarterly electronic report of the total dollar expenditures generated by each University and participating entity for goods or services provided under the Agreement in a manner mutually agreed upon. The reports are to be filed with the University’s Office of Procurement Services within 30 days of the end of quarters.

Quarters shall end effective March 31, June 30, September 30, and December 31 of each year unless otherwise agreed.

RFP # TGP-2025-03-Laboratory and Scientific Supplies, Equipment and Related Items and Supplies Page 16

2. Supplier will provide an annual electronic report of all services provided to the University pursuant to the Agreement. Above referenced reports are to be filed with the University Procurement office within 30 days of University’s fiscal year unless otherwise agreed. The report format shall be as mutually agreed.

3. Business review meetings will be held periodically to mutually evaluate the overall performance of the University and Suppliers and the status of continuous improvement projects.

4. Supplier shall provide additional periodic performance reports such as;

a. Purchase history detail

b. Fill-rate/Line Fill

c. Backorders

d. Complaints

e. Environmentally Friendly Products/Services

f. Any other reports mutually agreed upon by the parties.

I. QUESTIONS/CLARIFICATIONS

1. Provide information in detail how the university would receive notification of the order placed and being processed. Describe system controls the supplier has in place to prevent duplicate orders, or an order has been marked completed but the University has not received the item(s).

J. VALUE ADDED/ADDITIONAL SERVICES (OPTIONAL)

1. The University is interested in maximizing professional services contracts as they relate to achieving additional value that would further benefit the University and its operations. As such, Suppliers are encouraged to consider, develop, and propose value-added concepts, programs, components, and the like that would further enhance the request represented in this RFP.

a. If available, describe any value added/additional services/functionality that the Supplier suggests for the University for this solution. Pricing on such value-added options shall be included in section IV, cost proposal. This pricing shall be clearly identified as value added/optional.

b. Describe any other designations, certifications, or licenses that the Supplier possesses that are related to this implementation and ongoing solution.

c. Describe any solutions to issues that the Supplier believes the University will encounter with this program.

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SECTION IV

COST PROPOSAL

A. FINANCIAL CONSIDERATIONS

1. Describe your strategy around cost savings for the University including an implementation plan, timeline, tracking and communication tools. Provide examples of where you have done this.

2. Provide pricing as percent off category discounts, line-item discounts or both.

3. Please identify any additional discounts, incentives, rebates and/or value-add offered to the University.

4. The University encourages Suppliers to come with their best pricing such as consortium, GPO, vet school pricing, university pricing, etc.

5. Any additions/deletions and price changes shall be reviewed and mutually agreed upon on an annual basis (award year). Price increase requests shall be submitted (60) days in advance of the increase requested date. Maximum allowed increases shall not exceed 2% or documented indices, whichever is less, on an aggregate basis annually and must be accompanied with supporting documentation to justify any increase. The University reserves the right to decline any request for price increases.

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RFP # TGP-2025-03-Laboratory and Scientific Supplies, Equipment and Related Items and Supplies Page 18

SECTION V

REFERENCES

Support relevant experience by providing three (3) references. Four (4) year colleges or university references are preferred. If four (4) year colleges or university references are not available, other governmental institutions or comparable organizations may be used. References shall include the length of time the company provided service to the institution, phone number and email address of main contact. The University reserves the right to contact any reference, whether provided by the Supplier or obtained by the University in connection with evaluation of this RFP.

1. Company Name

Address

Contact Person

Telephone

Email

Describe length of time and services performed

2. Company Name

3. Company Name

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SECTION VI

EVALUATION OF PROPOSALS

The University intends to award the contract to one (1) or more Supplier(s) for the requested solution indicated in this solicitation and deemed in the best interest of the University. Those proposals that are clearly non-responsive to the stated requirements may be eliminated prior to evaluation.

1. Responses will be individually evaluated based on the following criteria:

Evaluation Criteria Score 0-5 Weight Total Points

Possible Product/Service Offering 5 6 30 Experience and Capabilities

• eProcurement Functionality

• Ordering, Substitutions, Returns

• Delivery

5 6 30

Financial Considerations

• Payment Terms, Invoicing

• Pricing

5 5 25

Approach and Collaboration

• Reporting

• Business Reviews

5 3 15

Total 100

2. The University reserves the right to conduct demonstrations of proposed solutions with shortlisted Supplier(s) who submit a proposal but is not required to do so. The demonstrations may either be conducted via a virtual platform or in person at a University of Wyoming location (Laramie, Wyoming).

a. The determination of whether to conduct demonstrations with the shortlisted Supplier(s) shall be made by the University based solely on its determination of whether demonstrations would be helpful in evaluating the proposals.

b. Any Supplier selected for a demonstration will be expected to make an introductory presentation followed by a question-and-answer period. The University will not reimburse any travel related or other expenses related to a demonstration or preparation of the response to this RFP.

c. An invitation to present does not constitute an offer or commit the University to award.

SECTION VII

MODEL FORMAT OF PROPOSALS

To simplify the review process and obtain the maximum degree of comparability, proposals must be organized in the manner specified below.

RFP # TGP-2025-03-Laboratory and Scientific Supplies, Equipment and Related Items and Supplies Page 20

Responses to this RFP shall not exceed fifty (50) pages, single sided, including all solution information, company information, visuals/prints screens, white papers, signature pages (as required), etc.

A. TITLE PAGE

1. Show the solicitation subject, the name of the proposing Supplier, address, telephone number, name of the contact person and the date.

B. TABLE OF CONTENTS

1. Include a clear identification of the material by section and by page number.

C. LETTER OF TRANSMITTAL – Limit to three (3) pages.

1. Briefly state the Supplier’s understanding of the work to be done and describe in detail the Supplier’s ability to fulfil the scope of services and solution requested by the University.

2. State the names of the persons who will be authorized to make representations for the Supplier, their titles, addresses, phone numbers, and email addresses.

D. COMPANY INFORMATION

1. Describe the company’s business and background including the number of years in business, qualifications, and experience with similar contracts/agreements.

a. Confirm the company has been engaged in the business of providing the services described in this solicitation.

2. Details about ownership of the company.

3. Size of company, including number of offices and number of employees.

4. Location(s) of offices identify which will be the primary location for the University’s account.

5. Primary contact information for the company including contact name(s) and title(s), mailing address, phone number(s) and email address(es) and the individual(s) who will be directly servicing our account.

E. SUPPLIER’S APPROACH

1. Submit a work plan to accomplish the scope and implement the solution defined within.

2. Responses should be formatted in order, labeled as such, and follow the exact sequence of the solicitation.

3. Clarification questions and requests for information throughout the solicitation shall be clearly labeled with the section and subsection number and include the Supplier’s response/information.

4. Any and all…