UWEAU-03112025-RFI Robotics Lab.pdf

REQUEST FOR INFORMATION (RFI)

Robotics Academic Labs

UWEAU-03112025-RFI

Responses Due: March 28, 2025, 2:00 PM CT

• This is not a bid or proposal.

• This Request for Information (RFI) is issued solely for information and planning purposes and does not constitute a solicitation.

• Responses to the RFI will not be returned.

• Responses to this RFI are not an offer and cannot be accepted by the University to form a binding contract.

Direct all communications concerning this RFI to the designated Procurement Specialist per Section 2.1.

Request for Information (RFI), Robotics Academic Labs, # UWEAU-03112025-RFI

Table of Contents

1. INTRODUCTION AND PURPOSE

2. PREPARING AND SUBMITTING A RESPONSE

2.1 Calendar of Events

2.2 Supplier RFI Questions

2.3 No Obligation

2.4 RFI Organization and Format

2.5 Electronic Submission

3. BACKGROUND

3.1 General Specifications

3.2 Minimum Requirements

4. INFORMATION REQUESTED

4.1 Company Information

4.2 Technical Information

4.3 Pricing Structure

4.4 Optional Information

5. FORMS

5.1 Required Vendor Information Sheet (Form DOA-3477)

5.2 Designation of Confidential and Proprietary Information (Form DOA-3027)

1. INTRODUCTION AND PURPOSE

The University of Wisconsin-Eau Claire (UW-Eau Claire, UWEC or University) through its Procurement & Strategic Sourcing Office, is releasing this Request for Information (RFI) to identify market information for our Department of Physics and Astronomy regarding Robotics and Mechatronics Academic Labs that allow students to program, control, design and build mobile robotic systems seamlessly through multiple university courses.

The main purpose of the RFI is to obtain current, detailed market information regarding available robotics and mechatronics labs apparatus. The information gained from this RFI is for informational purposes only. The information gained may be used to develop a competitive procurement. The University will solely determine if a competitive procurement will be conducted. If suppliers responding to this RFI hold competitively awarded contracts with consortium groups or other states, it may be used to select a supplier from an eligible contract. University selection for such products and/or services is not contingent on RFI responses. This RFI does not substitute a competitive procurement process, nor will it result in a contract. The University will determine how the results of the RFI will be used based on its best interest, for which it is the sole determinant.

2. PREPARING AND SUBMITTING A RESPONSE

2.1 Calendar of Events

All RFI questions and submitted responses shall be received by no later than the cited due date and time.

Date Event March 11, 2025 RFI released March 18, 2025 2:00 PM CT Supplier questions deadline March 20, 2025 Estimated date for responses to Supplier questions March 28, 2025 2:00 PM CT Responses due by Suppliers

2.2 Supplier RFI Questions

Question shall be submitted via e-mail to purchasing@uwec.edu with the subject line “RFI Robotics Lab Questions (Supplier Name)”.

Questions shall be submitted by the Calendar of Events due date. Responses to questions, revisions, or amendments to this RFI will be shared with suppliers.

2.3 No Obligation

The receipt of an RFI response from a supplier does not imply any contractual obligation or competitive solicitation on the part of the University, nor does it create any further obligation by the University.

2.4 RFI Organization and Format

A. Suppliers responding to this RFI should organize and present the response using the applicable headers and numbers noted in the RFI. Headings and subheadings should be separated and clearly marked.

mailto:purchasing@uwec.edu

B. Information received in response to this RFI that is marked “proprietary” (via the form DOA-3027

Designation of Confidential and Proprietary Information) will be handled accordingly. Information will only be kept confidential to the extent allowed by State of Wisconsin Public Disclosure Law. A link to the form is provided in the FORMS section of the RFI.

C. The RFI title and number to list on the submission and related forms: UWEAU-03112025-RFI Robotics Academic Labs

D. Suppliers shall provide a response to each question. Include additional information essential to an understanding of the response. This might include diagrams, excerpts from manuals, or other explanatory documentation, which would clarify and/or substantiate the response document.

E. Suppliers shall complete and return Vendor Information Sheet (Form DOA-3477).

2.5 Electronic Submission

Respondents must submit an electronic response via email to: purchasing@uwec.edu with the subject line “UWEAU- 03112025-RFI Robotics Lab Questions (Supplier Name)”.

3. BACKGROUND

UW-Eau Claire, an institution of approximately 10,000 students and 1,200 faculty and staff, is consistently recognized as a top comprehensive university in the Midwest and is widely known as a leader in faculty-undergraduate research and study abroad. The Department of Physics and Astronomy is developing a robotics engineering major designed to meet ABET accreditation in for Mechatronics, Robotics, and Similarly Named Engineering Programs. The major combines computer science, physics and engineering with the goal of preparing students for careers in robotics engineering or graduate school. Hands-on learning is a key component of the curriculum.

3.1 General Specifications

A multipurpose lab apparatus for an undergraduate robotics engineering lab that allows the use of the instrumentation over several levels of coursework. The system should use the same interface so that students can learn it and use it for multiple courses throughout the curriculum. The ability to use multiple programming options (Python, C++, ROS, MATLAB, Simulink, Java) and an already developed lab curriculum suitable for undergraduates is important.

3.2 Minimum Requirements

The system must consist of at least 6 physical lab stations each having:

Servomotor platform for teaching control concepts (inertia disk, inverted pendulum) Mobile robot system (with LiDAR, cameras, gyroscopes, accelerometers, etc.)

Robotic arm with at least 4 DOF Ability to integrate the robotic arm with the mobile robot system for more complicated tasks Digital twins for each of the physical hardware devices mailto:purchasing@uwec.edu

4. INFORMATION REQUESTED

For all questions, provide a clear and concise response. Include model numbers and illustrative examples where appropriate.

4.1 Company Information

Provide information about your company, background, history, or any other information that might be relevant including:

1. Complete and submit the Vendor Information Sheet (Form DOA-3477).

2. Introduce your organization (e.g., parent company, history, size, market territory, and other pertinent information).

3. Identify contact name(s) and information for questions concerning information and products and services discussed in the RFI Response.

4. Identify the scope of experience and expertise your company offers pertinent to this RFI. Clearly identify when such experience and expertise is offered through partnerships or alliances.

5. Describe your product and services concerning the information submitted in the RFI Response, including information regarding any strategic partnerships or alliances with other suppliers.

6. How would your company achieve a strategic collaborative approach with the University on a project such as this?

7. Describe your Supplier viewpoint of your role and the University’s role in the RFI solution, including when problem-solving with the University on issues and concerns.

4.2 Technical Information

1. Provide any associated software license or service agreements for recommended products.

2. Provide a copy of End User License Agreement (EULA).

3. Are all software and firmware patches for the recommended devices provided at no additional cost for the supported life of the products?

4. Explain a brief description of how the recommended products could interact with other IT systems and devices.

a. Provide any requirements for interacting with external system (i.e. Requirements for interfacing with a personal computer - operating system, hardware specs, etc.)

5. Is access to a local network required for normal operation?

a. If Wi-Fi access is required, provide information regarding related requirements.

6. Do the recommended devices require Internet access for normal operation?

a. Do specific communication ports need to be available for normal operation?

7. Provide a list of at least 10 educational institutions using the hardware, software and lab curriculum in their undergraduate curriculum.

4.3 Pricing Structure

Fiscal information regarding the acquisition of the solution as identified within this RFI is for planning purposes only. It is understood that exact pricing is not possible based on the information provided herein; however, it is important for the University to gain some knowledge of cost model, methodology, assumptions and areas which shape the pricing. Please respond with estimated pricing for your product solution(s) and services, including information on software that is currently available or due for release within the next six months. These figures will be used to analyze general pricing structure and will not necessarily reflect the University’s requirements since they are yet to be determined.

1. Discuss how the recommended products and services provide a turn-key solution for the robotic labs need, as defined by the University.

2. Provide the following information and related costs:

a) Functional Component/Software (list of items);

b) Non-recurring costs to the University (generally one-time costs);

c) Annual Recurring Costs to the University (excluding maintenance);

d) Annual Maintenance to the University;

e) Non-recurring costs to the End Users outside of the cost to the University;

f) Annual costs to the End Users outside of the cost to the University for recurring costs;

g) Customer premises equipment and support required as part of the solution. For purposes of this

RFI, the cost listed for such is $0 for customer provided equipment and support.

h) Training options

3. Provide product license and pricing structure information, including each type of licensing or subscription available and the benefit of choosing a particular licensing or subscription and pricing structure.

4. The RFI response should also address any related information regarding cost methodologies, preferred cost model, and assumptions utilized to shape pricing.

5. Identify if reporting or other aspects of the solution require additional costs.

6. Disclose whether your product or solution is available through resellers or partners.

7. What are the costs associated with maintenance/support?

8. What are the other costs for implementation services?

9. What is the expected life cycle of the solution? Include an explanation.

4.4 Optional Information

1. Suppliers may offer additional observations or other solutions not otherwise contained within the RFI.

Suggestions related to, or pitfalls to consider with, future solicitation, contracting with subcontractors, or other issues are welcome.

5. FORMS

5.1 Required Vendor Information Sheet (Form DOA-3477)

https://doa.wi.gov/Forms/DOA-3477VendorInformation.doc

5.2 Designation of Confidential and Proprietary Information (Form DOA-3027) https://doa.wi.gov/Forms/DOA-3027DesignationofConfidentialandProprietaryInformation.doc https://doa.wi.gov/Forms/DOA-3477VendorInformation.doc https://doa.wi.gov/Forms/DOA-3027DesignationofConfidentialandProprietaryInformation.doc