SUBMIT BID TO:
Via Bonfire Web Portal
University of Central Florida
UNIVERSITY OF CENTRAL FLORIDA
INVITATION TO BID
Your submission must be uploaded, submitted, and finalized prior
to the closing time on October 14, 2019 @ 3PM EST. We
strongly recommend that you give yourself sufficient time and at
least ONE (1) day before the Closing Time to begin the uploading
process and to finalize your submission. See Attachment 4 for
Page 1 of 19 Pages
BIDS WILL BE OPENED October 14, 2019 @ 3PM EST
ITB NO. 1907TC
UNIVERSITY MAILING DATE:
September 23, 2019
and may not be withdrawn within 120 days after such date and time.
ITB TITLE: Inhalation Exposure System
FEDERAL EMPLOYER IDENTIFICATION NUMBER
VENDOR MAILING ADDRESS
REASON FOR NO BID:
CITY - STATE - ZIP CODE
AREA CODE TELEPHONE NO.
Check all applicable
□ African American
□ American Women
□ Government Agency
□ MBE Federal
□ Native American
□ Non-Profit Organization □ Pride
□ Small Business Federal □ Small Business State
POSTING OF BID TABULATIONS
Bid tabulations with intended award(s) will be posted
for review by interested parties on the Procurement
Services solicitation webpage and will remain posted
for a period of 72 hours. Failure to file a protest in
accordance with BOG regulation 18.002, or
failure to post the bond or other security as
required in BOG regulation 18.003, shall
constitute a waiver of protest proceedings.
I certify that this bid is made without prior understanding, agreement, or
connection with any corporation, firm or person submitting a bid for the same
materials, supplies, or equipment and is in all respects fair and without
collusion or fraud. I agree to abide by all conditions of this bid and certify that
I am authorized to sign this bid for the bidder and that the bidder is in
compliance with all requirements of the Invitation to Bid, including but not
limited to, certification requirements. In submitting a bid to an agency for the
State of Florida, the bidder offers and agrees that if bid is accepted, the bidder
will convey, sell, assign or transfer to the State of Florida all rights, title and
interest in and to all causes of action it may now or hereafter acquire under
the Anti-trust laws of the United States and the State of Florida for price fixing
relating to the particular commodities or services purchased or acquired by
the state of Florida. At the State’s discretion, such assignment shall be made
and become effective at the time the procurement agency tenders final
payment to the bidder.
SEALED BIDS: All bid sheets and this form must be executed and
submitted as specified in Section 2. Bid prices not submitted on attached
bid price sheets when required may be rejected. All bids are subject to the
terms and conditions specified herein. Those which do not comply with
these terms and conditions are subject to rejection. The terms Contractor,
Payee and Vendor are used interchangeably in this document.
1. EXECUTION OF BIDs: Each bid must contain a manual signature of
the representative authorized to legally bind the Vendor to the provisions
herein. All spaces requesting information from the Vendor are to be
completed. Each bid must be typed or printed in ink. Use of erasable ink
is not permitted. All corrections to prices made by the bidder are to be
2. NO BID SUBMITTED: If not submitting a bid, respond by returning
only this bidder acknowledgment form, marking it "NO BID," and explain the
reason in the space provided above. Failure to respond without justification
may be cause for removal of the bidder’s name from the bid mailing list.
NOTE: To qualify as a respondent, bidder must submit a "NO BID," and it
must be received no later than the stated bid opening date and hour.
AUTHORIZED NAME (TYPED/PRINTED)
3. BID OPENING: The bid opening shall be public, on the date, location and
the time specified on the bid form. It is the bidder’s responsibility to assure
that the bid is delivered at the proper time and place of the bid opening. Bids
which for any reason are not so delivered will not be considered. Offers by
telegram or telephone are not acceptable. A bid may not be altered after
opening of the bids unless allowed by the Director of Procurement Services
in accordance with established procedures.
NOTE: Bid tabulations will be posted on the Procurement Services
4. PRICES, TERMS AND PAYMENT: Firm prices should be bid and
include all services/commodities rendered to the purchaser.
(a) TAXES: The State of Florida is a tax-immune sovereign and exempt
from the payment of all sales, use and excise taxes.
(b) DISCOUNTS: Cash discount for prompt payment shall not be
considered in determining the lowest net cost for bid evaluation purposes.
(c) MISTAKES: Bidders are expected to examine the conditions, scope
of work, bid prices, extensions, and all instructions pertaining to the services
involved. Failure to do so will be at the bidder’s risk. In case of a mistake in
extensions the unit price will govern. (d) INVOICING AND PAYMENT:
All vendors must have on file a properly executed W-9 form with their Federal
Employer Identification Number prior to payment processing.
Vendors shall submit properly certified original invoices to:
Finance & Accounting
12424 Research Parkway, Suite 300
Orlando, Florida 32726-3249
Invoices for payment shall be submitted in sufficient detail for a proper pre-
audit and post-audit. Prices on the invoices shall be in accordance with the
price stipulated in the contract at the time the order is placed. Invoices shall
reference the applicable contract and/or purchase order numbers. Invoices
for any travel expenses shall be submitted in accordance with the State of
Florida travel rates at or below those specified in Section 112.061, Florida
Statutes and applicable UCF policies. Travel Reimbursement must be made
using the UCF Voucher for Reimbursement of Traveling Expenses available
on the web at http://www.fa.ucf.edu/forms/forms.cfm#.
Final payment shall not be made until after the contract is complete unless
the University has agreed otherwise.
Interest Penalties: Vendor interest penalty payment requests will be
reviewed by the UCF ombudsman whose decision will be final.
Vendor Ombudsman: A vendor ombudsman position has been established
within the Department of Finance & Accounting. It is the duty of this
individual to act as an advocate for vendors who may be experiencing
problems in obtaining timely payments(s) from the University of Central
Florida. The Vendor Ombudsman can be contacted at (407) 823-1040 or by
mail at the address in paragraph 4.(d) above.
The ombudsman shall review the circumstances surrounding non-payment
• if an interest payment is due;
• the amount of the payment; and
• shall ensure timely processing and submission of the payment
request in accordance with University policy.
5. CONFLICT OF INTEREST: Submission of this Invitation to Bid (ITB)
shall certify that the Bidder is aware of the requirements of Chapter 112,
Florida Statutes and in compliance with the requirements of Chapter 112,
Florida Statutes and other laws and regulations concerning conflicts of
interests in dealing with entities of the State of Florida. The Bidder certifies
that its directors and/or principal officers are not employed and/or affiliated
with the University unless a current Conflict of Interest (Report of Outside
Activity/Employment) form has been completed, executed by such director
or officer and approved in accordance with applicable University policies or
rules. Violation of this section by the Bidder shall be grounds for rejection of
the bid or the cancellation of any contract or purchase order resulting from
this ITB, without penalty to the University of Central Florida. No person or
firm who receives a contract to perform a feasibility study for potential
implementation of a subsequent contract, participates in the drafting of a
competitive solicitation, assist in design or develops a program for future
implementation shall be eligible to contract with the University of Central
Florida for any project dealing with that specific subject matter. Bidders must
disclose with their bids any such conflict of interest dealing with that specific
subject matter in accordance with chapter 255,FS.
6. AWARDS: At the sole discretion of the University of Central Florida, the
right is reserved to reject any and all bids or waive any minor irregularity or
technicality in bids received. Bidders are cautioned to make no assumptions
unless their bid has been evaluated as being responsive. Product substitutions
may be submitted for evaluation of equivalency unless specifically indicated
otherwise. Bidders shall have burden of proof of equivalency.
7. GOVERNMENTAL RESTRICTIONS: In the event any governmental
restrictions may be imposed which would necessitate alteration of the material
quality of the services offered on this bid performance of the items offered on
this bid prior to their completion, it shall be the responsibility of the successful
bidder to notify the purchaser at once, indicating in writing the specific
regulation which requires an alteration. The University of Central Florida
reserves the right to accept any such alteration, including any price adjustments
occasioned thereby, or to cancel the contract at no expense to the University.
8. LEGAL REQUIREMENTS: Applicable provisions of all federal, state,
county and local laws, and of all ordinances, rules and regulations shall govern
development, submittal and evaluation of all bids received in response hereto
and shall govern any and all claims and disputes which may arise between
person(s) submitting a bid response hereto and the University of Central
Florida, by and through its officers, employees and authorized representatives,
or any other person, natural or otherwise: and lack of knowledge by any
bidders shall not constitute a cognizable defense against the legal effect
9. ADVERTISING: In submitting a bid, the Bidder agrees not to use the
results therefrom as a part of any commercial advertising. Bidder may not use
the names, logos, or trademarks of the University, its employees, or affiliates
without the prior written consent of the University.
10. ASSIGNMENT: Any contract or purchase order issued pursuant to this
Invitation to Bid and the monies which may become due thereunder are not
assignable, except with the prior written approval of the University of Central
Florida. Under no circumstances shall the Bidder assign to a third party any
right or obligation of the Bidder pursuant to any contract or purchase order
resulting from this Invitation to Bid, without prior written consent of the
University. If the Bidder is, or during the term of this Invitation to Bid or during
the term of any contract or purchase order resulting from this ITB becomes an
individual on the payroll of the State of Florida, the Bidder represents that he or
she has complied with all applicable provisions of the Florida Statutes and
Florida Administrative Code regarding outside or dual employment and
11. FACILITIES: The University reserves the right to inspect the Bidder’s
facilities at any time with prior notice.
12. PUBLIC RECORDS: Any contract or purchase order issued pursuant to
this Invitation to Bid may be canceled unilaterally by the University for refusal
by the Bidder to allow public access to all papers, documents, letters or other
material subject to the provisions of Chapter 119, Florida Statutes, and made
or received by the Bidder in conjunction herewith or any contract or purchase
order issued pursuant to this Invitation to Bid.
13. RECORDS: The Bidder agrees to keep and maintain, separate and
independent records, in accordance with generally accepted accounting
principles, devoted exclusively to its obligations and activities pursuant to a
contract or purchase order issued pursuant to this Invitation to Bid. Such
records (including books, ledgers, journals, and accounts) shall contain all
entries reflecting the business operations under a contract or purchase order
issued pursuant to this Invitation to Bid.. University or its authorized agent shall
have the right to audit and inspect such records from time to time during the
term of a contract or purchase order issued pursuant to this Invitation to Bid,
upon reasonable notice to the Bidder.
14. Method of Ordering: Orders shall be processed only upon receipt of an
authorized purchase order issued by University of Central Florida or University
of Central Florida Visa Procurement Card (if applicable). All orders shall be
initiated on an as-needed basis throughout the term of the contract. Orders
shall be promptly filled and delivered. Any item or items received that do not
meet specifications or duplicate shipments received will be returned at vendor’s
Note: Any and all special conditions and specifications attached hereto which
vary from these general conditions shall have precedence.
Invitation To Bid Acknowledgment Form (revised 10/17/18)
Addendum – Written or graphic instruments issued prior to the date for opening of bids, which modify or interpret the
solicitation documents by additions, deletions, corrections or clarifications.
Extension- A one-time (not to exceed 12 months) increase in the time allowed for the contract period in lieu of or after all
renewals are exhausted.
FOB Destination - Free on board at destination; title changes hands from vendor to purchaser at the destination of the
shipment; vendor owns goods in transit and files any claims. Payment of freight charges is determined by contract terms.
Invitation to Bid (ITB) – A written solicitation for competitive bids, advertised to the general public with a defined opening
date. Specifications are clearly defined to the point that any interested company will be able to submit a bid for the exact
item/service needed. This solicitation is generally required for acquisitions exceeding the established bid limit. Award is
based on lowest priced bid.
May, Should – Indicates something that is not mandatory, but permissible, recommended, or desirable.
Minor Irregularities – Irregularities that have no adverse effect on UCF’s interest will not affect the amount of the ITB and
will not give a Respondent an advantage or benefit not enjoyed by another Respondent.
Must, Shall, Will – The words “shall,” “must,” or “will” are equivalent and indicate mandatory requirements or conditions.
Purchase Order/Contract – The Purchase Order (PO) or other form or format, provided to the awarded Respondent(s),
UCF uses to make a purchase under the contract term, which includes a formal written PO, electronic PO, Procurement
Card (P-card), or any other means authorized by Procurement Services and which incorporates the requirements and
conditions listed in the Bid.
Renewal- Contracting with the same contractor for an additional period of time after the initial contract term, provided the
original terms of the agreement specify an option to renew or the renewal is determined by UCF General Counsel to be in
the best interest of the university.
Respondent – For the purpose of this solicitation, any person, respondent, corporation or agency submitting a response to
the Invitation to Bid or their duly authorized representative. The word Respondent, Payee, Vendor, Contractor, and Offeror
may be used interchangeably within the Invitation to Bid.
Response – The entirety of the Respondent’s submitted bid response to the ITB, including any and all supplemental
Responsible Respondent – Bidder who has the capability in all respects to perform fully the contract requirements, and
the experience, integrity, perseverance, reliability, capacity, facilities, equipment, and credit which will assure good faith
Responsive Respondent – Bidder who has submitted a bid that conforms in all material respects to the solicitation.
Sole Point of Contact - The Procurement Services Representative or designee to whom Respondents shall address any
questions regarding the solicitation or award process. The sole point of contact shall be the arbitrator of any dispute
concerning performance of the Contract.
Successful Respondent - The firms or individual who is the recommended recipient of the award of a contract under this
ITB (also synonymous with “Payee”, “Offerer,” “Contractor” and “Vendor”). If a Respondent is a manufacturer, its certified
dealers and resellers may also furnish products under the Contract; in choosing to do so, the dealers and resellers agree
to honor the Contract and the term “contractor” shall be deemed to refer to them. Unless awarded the Contract as a direct
Respondent, however, dealers and resellers are not parties to the Contract, and the Respondent that certifies them shall
be responsible for their actions and omissions.
UCF or University – University of Central Florida
UCF Burnett School of Biomedical Sciences would like to purchase one (1) Inhalation Exposure System. The
requirements for this system are located on page 11, Bid Sheet.
POSTING OF BID TABULATIONS:
A. Bids will be opened at the Procurement Services Department at the assigned date and time identified in this
B. Bid tabulations will be posted at such time as the Procurement Services Department provides notice of intended
decision or until 30 days after a public opening of the bids, whichever is earlier.
C. Notice of a decision or intended decision of award will be electronically posted for a period of
D. Failure to file a protest in accordance with BOG regulation 18.002, or failure to post the bond or other security
as required in BOG regulation 18.003, shall constitute a waiver of protest proceedings.
BID OPENING: Bids will be received and opened on October 14, 2019 @ 3:00PM EST via Bonfire’s Web Portal.
For additional information, please refer to Attachment 4. UCF shall in no way be responsible for or accept any
proposals not uploaded prior to the closing date and time. Procurement Services will not extend the bid opening to
accommodate vendors that did not discover the ITB early enough to place a bid. BID DOCUMENTS CAN BE
OBTAINED AT http://www.procurement.ucf.edu/bids/index.asp
ADDITIONAL INFORMATION & QUESTIONS: We encourage questions or comments which might aid in the
improvement of our existing specifications. The university will not give verbal answers to inquiries regarding the
specifications, or verbal instructions prior to or after award of the bid. A verbal statement regarding same by any
person is non-binding. The university is not liable for any increased cost resulting from the bidder accepting verbal
direction. All changes, if necessary, are made by written addendum to the bid.
Any explanation desired by vendors is to be requested of the University of Central Florida Procurement Services
Department in writing by October 4, 2019 at 1:00PM EST. Inquiries are to be legible and concise and clearly
identify the bidder who is submitting the inquiry. If an explanation is necessary, a reply shall be made in the form of
a written addendum. Specifications, terms and conditions may not be changed except by formal written addendum,
issued by UCF. Direct all inquiries/questions, preferably via email to:
University of Central Florida
Procurement Services Department
12479 Research Parkway, Bldg. 600
Orlando, Florida 32826
DELIVERY: Specify delivery date after receipt of order in terms of days or weeks on bid sheet. Failure to do this
may be cause for rejection of the bid. Commodities delivery is to be made to UCF’s Central Receiving location
(UCF, Building 16E, Libra Drive, Orlando, FL 32816). When delivery is specified to a location other than the
University’s Central Receiving Department, vendor shall direct its carrier to telephone the University’s Central
Receiving Department before unloading. Delivery of all shipments shall occur between 9:00 a.m. and 4:00 p.m.,
Mondays through Fridays only, except on State of Florida or U.S. holidays. The University of Central Florida is
committed to sustainable practices. Palletized shipments should not exceed 1500 pounds per pallet and when
possible, should be shipped on a 40”x48” pallet. Payee shall include a packing list showing contents of shipment
(if shipment is made in two or more containers). No boxing, packing, installation, assembly, or similar charges (not
included in the item price) will be allowed unless expressly and specifically authorized in writing by the University
on the face of any purchase order or contract resulting from this ITB.
FREIGHT TERMS: Unless otherwise specified, all shipments are to be shipped inside delivery, F.O.B. destination,
with all transportation charges prepaid and title transferring to the university at time of delivery, (Payee pays and
bears all freight related charges, owns goods in transit and files any claims). Bid prices shall include all cartage,
drayage, packing, etc., delivered to and unloaded at the receiving station at the site designated in the Invitation to
Bid or purchase order and there received by the designated university personnel.
PARKING: The Payee shall ensure that all vehicles parked on campus for purposes relating to work resulting from
this ITB shall have proper parking permits. This applies to all personal vehicles and all marked and unmarked
company vehicles that will be on any University campus for one (1) day or more or on a recurring basis. All such
vehicles must be registered with University’s Parking Services Department, and parking permits must be purchased
by the Payee. Payee’s vehicle(s) shall observe all parking rules and regulations. Failure to obtain parking permits,
properly display them, and otherwise comply with all of University’s parking rules and regulations could result in the
issuance of a parking ticket and/or towing at the expense of Payee or Payee’s employees. UCF’s Parking Services
Department can be contacted at (407) 823-5812 for additional information pertaining to parking and parking
EMPLOYMENT OF ALIENS: The employment of unauthorized aliens by any Contractor is considered a violation
of Section 274A(e) of the Immigration and Nationality Act. If the contractor knowingly employs unauthorized aliens,
such violation shall be cause for unilateral cancellation of the contract by the University without penalty to the
AVAILABILITY OF FUNDS: The obligations of the University under this award are subject to the availability of funds
lawfully appropriated annually for its purposes by the Legislature of the State of Florida.
AWARD: Award will be on all or none basis. The university will either accept or reject your offer. The university
may accept your offer even if it does not include 100% of the items requested, if it is in the best interest of the
Bids shall be awarded based on the lowest, responsive, responsible bidder, which meets specifications with
consideration being given to the specific quality of the product, conformity to the specifications, suitability to the
university’s needs, delivery terms, qualifications, and past performance.
REVISED QUANTITIES. The University reserves the right to increase or decrease total quantities as necessary.
The University may place additional orders for the same or modified scope of the commodities/services solicited
under this ITN within 180 days after expiration of the contract resulting from this ITB. Total additional
quantities/modified scope, if any, are unknown.
10. CANCELLATION/TERMINATION: UCF may terminate a contract resulting from this ITB without cause on thirty
(30) days’ advanced written notice to the vendor. The parties to the contract resulting from this ITB may terminate
that contract at any time by mutually consenting in writing. Either party may terminate the contract resulting from
this ITB immediately for breach by the other that remains substantially uncured after thirty (30) days’ advanced
written notice to the breaching party, which notice describes the breach in detail sufficient to permit cure by the
breaching party. The University shall be liable only for payment for services satisfactorily rendered or goods
satisfactorily delivered and accepted from the date of commencement until the effective date of
cancellation/termination. The thirty (30) days’ advanced written notice shall start on the date sent out by UCF, e.g.
date of email sent, date stamp on letter mailed, etc.
11. PAYEE INSURANCE. For all purchases under this ITB of $10,000 or below, Payee will have and maintain types
and amounts of insurance that at a minimum cover the Payee’s (or subcontractor’s) exposure in performing any
contract resulting from this ITB. For all purchases that exceed $10,000 (i.e. $10,000.01 and up) and/or all purchases
that require a UCF SAFE Form, Payee will have and maintain general liability insurance in an amount of no less
than one (1) million dollars per occurrence and Payee shall send a copy of Payee’s Certificate of Insurance (prior
to commencement of Payee’s performance or delivery hereunder) to the following address by email, fax or mail:
Mail: University of Central Florida
12601 Aquarius Agora Dr.