Fast, low-temperature, cryogen-free screening system (UW-MAD) [19-0045]

The University of Wisconsin-Madison's Purchasing Services is seeking bids for a Fast, Low-Temperature, Cryogen-Free Screening System for the Department of Physics, located in Dane County, Madison. The procurement requires a specialized cryogenic system with specific technical specifications, including compatibility with a KF-50 flange probe interface and maximum probe component diameter of 1.97 inches. Bidders must be established manufacturers or authorized distributors of cryogenic systems with at least five years of business experience, and must provide three client references from comparable institutions served within the past three years. The Request for Bid (RFB) 19-0045 was originally issued on January 29, 2019, with written questions due by February 5, 2019, and initial bid submissions due February 12, 2019 (later extended to February 14, 2019 via Amendment #2). The University reserves the right to require oral presentations, product demonstrations, and vendor site visits to validate submitted information, with acceptance testing to occur within 30 days after installation and a minimum one-year warranty required on all items and parts.

The procurement includes potential set-aside opportunities for Minority Business Enterprises (MBE) and Disabled Veteran-Owned Businesses (DVB), which may receive contract preference if their qualified bid is not more than 5% higher than the apparent low bid. Bidders must submit bids in triplicate and include comprehensive documentation such as specifications, descriptive brochures, itemized bid lists, vendor information sheets, and client reference lists. The University will pay net 30 days after acceptance, and contractors must maintain manufacturer-trained personnel, provide replacement parts within five days, and complete maintenance within two weeks of initial contact. While no specific award value or budget range was explicitly stated, the procurement involves a complex scientific screening system requiring significant technical capabilities. Potential vendors must also certify bid independence, confirm no collusion or conflicts of interest, and verify their non-debarment status. Maintenance contract options and quotes will be available after the initial warranty period expires.