Low temperature cryostat with magnet (UW-MAD)[20-0039]

The University of Wisconsin-Madison, located in Dane County, is seeking bids for a specialized low temperature cryostat with magnet system for the Department of Mechanical Science and Engineering. The procurement requires a highly technical scientific instrument with specific performance characteristics, including low liquid helium consumption (100 liters or less every two months), capability to reach temperatures as low as 350 mK, and the ability to accommodate a precisely sized sample with a 16-pin DIP connector. The equipment must generate a magnetic field strength of at least 14 Tesla, maintained for a minimum of 18 hours, and include a calibrated sample probe with integrated thermometers and heaters. The bid opening was scheduled for November 19, 2019, at 2:00 PM Central Standard Time, with written questions due by November 12, 2019. Bidders were required to submit two hard copies (or one email copy) with mandatory forms including the Request for Bid Form, Bidder Response Sheet, Specifications, Itemized Bid List, Vendor Information Form, and Client Reference List. Award determination would be based on the lowest extended net total that best serves the University's interests, potentially considering life cycle costs and supplier diversity preferences.

The procurement includes several set-aside and compliance provisions that favor certain business types, specifically prioritizing Minority Business Enterprises, Women-Owned Businesses, and Disabled Veteran-Owned Businesses through the state's supplier diversity program. Contractors must meet multiple federal compliance requirements, including debarment certifications and affirmative action plans for contracts exceeding $50,000. The successful bidder must provide three client references from comparable institutions within the past three years and demonstrate manufacturer account numbers and service capabilities. Warranty and service requirements are stringent, mandating manufacturer standard warranties, replacement parts within five days, service call responses within 72 hours, maintenance completion within two weeks, and unlimited call-back maintenance during normal business hours. Acceptance testing will occur within 15 days of installation, with a 15-day cure period if specifications are not met. Payment terms are set at Net 30 days following University acceptance. Contractors must also maintain worker's compensation and commercial liability insurance with minimum $1,000,000 coverage. While no specific budget range was disclosed, the complex technical specifications suggest a significant investment in specialized scientific equipment.