SUBMIT BID TO:
UNIVERSITY OF FLORIDA
971 ELMORE DRIVE
PO Box 115250
GAINESVILLE, FL 32611-5250
Phone: (352) 392-1331 - FAX: (352) 392-8837
Web Address: https://procurement.ufl.edu/
INVITATION TO BID
Page 1 of 12 pages
BID WILL BE CLOSED: February 13th , 2023 at 3:00PM local time and may not
be withdrawn within 90 days after such date and time.
BID NO.: ITB23AW-124
BID TITLE: Miniature Laser Scanning System
VENDOR MAILING ADDRESS
REASON FOR NOT SUBMITTING BID
CITY - STATE - ZIP CODE
AREA CODE TELEPHONE NO.
POSTING OF BID TABULATIONS
Bid tabulations with intended award(s) will be posted electronically for
review by interested parties at https://procurement.ufl.edu/ and will remain
posted for a period of 72 hours excluding Saturdays, Sundays, or state
holidays. Failure to file a protest in accordance with Board of Governors
(BOG) Regulation 18.002 or failure to post the bond or other security as
required in the BOG regulations 18.002 and 18.003(3), 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 vendor and that the vendor is in compliance
with all the requirements of the Invitation to Bid, including but not limited to,
certification requirements. In submitting a bid on behalf of the Board of Trustees,
hereinafter known as the University, the vendor offers and agrees that if the bid is
accepted the vendor will convey, sell, assign, or transfer to the University 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 University for price
fixing relating to the particular commodities or services purchased or acquired by
the University. At the University’s discretion, such assignment shall be made and
become effective at the time the purchasing agency tenders final payment to the
AUTHORIZED SIGNATURE (MANUAL)
NAME AND TITLE (TYPED)
SEALED BIDS: All bid sheets and this form must be executed and submitted in a
services. Failure to do so will be at vendor's risk. In case of a mistake in extensions
sealed envelope. (DO NOT INCLUDE MORE THAN ONE BID PER ENVELOPE.) The
the unit price will govern.
face of the envelope shall contain, in addition to the above address, the date, and
(d) INVOICING AND PAYMENT: Payment will be made by the University of Florida
time of the bid opening and the bid number. Bids not submitted on the attached bid
after the items awarded to a vendor have been received, inspected, and found to
form shall be rejected. All bids are subject to the conditions specified herein. Those
comply with award specifications, free of damage or defect and properly invoiced. All
which do not comply with these conditions are subject to rejection.
invoices shall bear the purchase order number. Payment for partial shipments shall
not be made unless specified. An original invoice shall be submitted. Failure to follow
1. EXECUTION OF BID: Bid must contain an original manual signature of
these instructions may result in delay in processing invoices for payment. Payment
authorized representative in the space provided above. Bid must be typed or printed
shall be made in accordance with Section 215.422 (1) (2) F.S. VENDOR
in ink. Use of erasable ink is not permitted. All corrections to prices made by vendor
OMBUDSMAN: The University’s vendor ombudsman, whose duties include acting as
must be initialed.
an advocate for vendors may be experiencing problems in obtaining payment from
the University, may be contacted at 352-392-1241.
2. NO BID: If not submitting a bid, respond by returning only this vendor
(e) ANNUAL APPROPRIATIONS: The University’s performance and obligation to
acknowledgment form, marking it "NO BID", and explain the reason in the space
pay under any contract awarded is contingent upon an annual appropriation by the
provided above. Failure to respond to a procurement solicitation without giving
justifiable reason for such failure, nonconformance to contract conditions, or other
(f) CONDITION AND PACKAGING: It is understood and agreed that any item
pertinent factors deemed reasonable and valid shall be cause for removal of the
offered or shipped as a result of this bid shall be a new, current standard production
supplier’s name from the bid mailing list. NOTE: To qualify as a respondent, vendor
model available at the time of this bid. All containers shall be suitable for storage or
must submit a "NO BID", and it must be received no later than the stated bid opening
shipment, and all prices shall include standard commercial packaging.
date and hour.
(g) SAFETY STANDARDS: Unless otherwise stipulated in the bid, all manufactured
items and fabricated assemblies shall comply with applicable requirements of
3. BID OPENING: Shall be public, on the date, location and the time specified on
Occupational Safety and Health Act and any standards hereunder.
the bid form. It is the vendor'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
5. CONFLICT OF INTEREST: The award hereunder is subject to the provisions of
delivered will not be considered. A bid may not be altered after opening of the bids.
Chapter 112, F.S. All vendors must disclose with their bid the name of any officer,
NOTE: Bid tabulations will be posted electronically at https://procurement.ufl.edu/. Bid
director, or agent who is also an employee of the University of Florida. Further, all
tabulations will not be provided by telephone.
vendors must disclose the name of any University employee who owns, directly or
indirectly, an interest of five percent (5%) or more in the vendor's firm or any of its
4. PRICES, TERMS AND PAYMENT: Firm prices shall be bid and will include all
packing, handling, shipping charges, and delivery to the destination shown herein.
(a) TAXES: The University does not pay Federal Excise and Sales taxes on direct
6. AWARDS: As the best interest of the University may require, the right is
purchases of tangible personal property or services. The Florida Tax Exempt Number
reserved to make award(s) by individual item, group of items, all or none or a
is 85-8012646174C-8. This exemption does not apply to purchases of tangible
combination thereof; to reject any and all bids or waive any minor irregularity or
personal property or services made by vendors who use the tangible personal
technicality in bids received. When it is determined there is no competition to the
property or services in the performance of contracts for the improvement of
lowest responsible vendor, evaluation of other bids are not required. Vendors are
University-owned real property as defined in Chapter 192, F.S.
cautioned to make no assumptions unless their bid has been evaluated as being
(b) DISCOUNTS: Vendors are encouraged to reflect trade discounts in the unit
prices quoted; however, vendors may offer a discount for prompt payment. Prompt
payment discounts will not be considered in the bid award. However, every effort will
7. INTERPRETATIONS/DISPUTES: Any questions concerning conditions or
be made to take the discount within the time offered.
specifications shall be directed in writing to the Procurement Department. Inquiries
(c) MISTAKES: Vendors are expected to examine the specifications, delivery
must reference the date of bid opening and bid number. No interpretations shall be
schedule, bid prices, extensions, and all instructions pertaining to supplies and
considered binding unless provided in writing by the University in response to
requests in full compliance with this provision.
8 NOTICE OF BID PROTEST BONDING REQUIREMENT; Any person or entity who
files an action protesting a decision or an intended decision pertaining to a
competitive solicitation shall at the time of filing the formal protest, post with the
University a bond payable to the University in an amount equal to: 10% of the
estimated value of the protestor’s bid or proposal; 10% of the estimated expenditure
during the contract term; $10,000.00; or whichever is less. The bond shall be
conditioned upon the payment of all costs which may be adjudged against the person
or entity filing the protest action. In lieu of a bond, the University may accept a
cashier’s check, bank official check or money order in the amount of the bond.
FAILURE OF THE PROTESTING PERSON OR ENTITY TO FILE THE REQUIRED
BOND, CASHIER’S CHECK, BANK OFFICIAL CHECK OR MONEY ORDER AT THE
TIME OF THE FILING THE FORMAL PROTEST SHALL RESULT IN DENIAL OF
9. GOVERNMENTAL RESTRICTIONS: In the event any governmental restrictions
may be imposed which would necessitate alteration of the material, quality,
workmanship or performance of the items offered in this bid prior to their delivery, it
shall be the responsibility of the successful vendor to notify the purchaser at once,
indicating in writing the specific regulation which requires an alteration. The University
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.
10. LEGAL REQUIREMENTS: Applicable provision 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, by and through its officers, employees and
authorized representatives, or any other person, natural or otherwise: and lack of
knowledge by any vendor shall not constitute a cognizable defense against the legal
11. LOBBYING: Vendor is prohibited from using funds provided under any contract
or purchase order for the purpose of lobbying the Legislature or any official, officer,
commission, board, authority, council, committee, or department of the executive
branch or the judicial branch of state government.
12. ADVERTISING: In submitting a bid, the vendor agrees not to use the results
therefrom as a part of any commercial advertising. Vendor may not use the names,
logos, or trademarks of the University, its employees, or affiliates without the prior
written consent of the University.
13. ASSIGNMENT: Any contract or purchase order issued pursuant to this Invitation
to Bid and the monies which may become due hereunder are not assignable except
with the prior written approval of the purchaser.
14. LIABILITY: The vendor agrees to indemnify and save the University of Florida,
the State of Florida and the Florida Board of Governors, their officers, agents, and
employees harmless from any and all judgments, orders, awards, costs and
expenses, including attorney's fees, and also all claims on account of damages to
property, including loss of use thereof, or bodily injury (including death) which may be
hereafter sustained by the vendor, its employees, its subcontractors, or the University
of Florida, the State of Florida and the Florida Board of Governors, their officers,
agents, or employees, or third persons, arising out of or in connection with any
contract awarded and which are the result of the vendor's breach of contract or of the
negligent acts of the vendor, its officers, agents, and employees. This clause does not
apply to contracts between government agencies.
15. FACILITIES: The University reserves the right to inspect the vendor's facilities at
any time with prior notice.
16. ADDITIONAL QUANTITIES: For a period not exceeding ninety (90) days from
the date of acceptance of any offer by the University of Florida, the right is reserved to
acquire additional quantities up to but not exceeding those shown on bid or the bid
level at the prices bid in this invitation. If additional quantities are not acceptable, the
bid sheets must be noted "BID IS FOR SPECIFIED QUANTITY ONLY".
17. SERVICE AND WARRANTY: Unless otherwise specified, the vendor shall
define any warranty service and replacements that will be provided during and
subsequent to this contract. Vendors must explain on an attached sheet to what
extent warranty and service facilities are provided.
18. SAMPLES: Samples of items, when called for, must be furnished free of
expense, on or before bid opening time and date, and if not destroyed, may upon
request, be returned at the vendor's expense. Each individual sample must be labeled
with vendor's name, manufacturer's brand name and number, bid number and item
reference. Request for return of samples shall be accompanied by instructions which
include shipping authorization and name of carrier and must be received with the bid.
If instructions are not received within this time, the commodities shall be disposed of
by the University.
19. INSPECTION, ACCEPTANCE AND TITLE: Inspection and acceptance will be
at destination unless otherwise provided. Title and risk of loss or damage of all items
shall be the responsibility of the contract supplier until accepted by the University,
unless loss or damage results from negligence by the University. The contract
supplier shall be responsible for filing, processing and collecting all damage claims.
However, to assist him in the expeditious handling of damage claims, the University
(a) Record any evidence of visible damage on all copies of the delivering carrier's
Bill of Lading.
(b) Report damage (Visible or Concealed) to the carrier and contract supplier
confirming such reports in writing within 15 days of delivery, requesting that the
carrier inspect the damaged merchandise.
(c) Retain the item and its shipping container, including inner packing material until
inspection is performed by the carrier, and disposition given by the contract
(d) Provide the contract supplier with a copy of the carrier’s Bill of Lading and
damage inspection report.
20. PATENTS, COPYRIGHTS, TRADEMARKS, ROYALTIES and other Intellectual
Property: The vendor, without exception, shall indemnify and save harmless the
University and its employees from liability of any nature or kind, including cost and
expenses for or on account of any copyrighted, patented, or unpatented invention,
process, or article manufactured or used in the performance of the contract, including
its use by the University of Florida. If the vendor uses any design, device, or materials
covered by letters, patent or copyright, it is mutually agreed and understood without
exception that the bid prices shall include all royalties or costs arising from the use of
such design, device, or materials in any way involved in the work.
21. CONFLICT BETWEEN DOCUMENTS: If any terms and conditions contained
within the documents that are a part of this ITB or resulting contract are in conflict with
any other terms and conditions contained therein, then the various documents
comprising this ITB or resulting contract, as applicable, shall govern in the following
order of precedence: change order, purchase order, addenda, special conditions,
general conditions, specifications, departmental description of work, and bid.
22. MANUFACTURERS' NAMES AND APPROVED EQUIVALENTS: Any
manufacturer's names, trade names, brand names, information and/or catalog
numbers listed in a specification are for information and not intended to limit
competition. If bids are based on equivalent products, indicate on the bid form the
manufacturer's name and number. Vendor shall submit with the bid, cuts, sketches,
and descriptive literature, and/or complete specifications. Reference to literature
submitted with a previous bid will not satisfy this provision. The vendor shall also
explain in detail the reasons why the proposed equivalent will meet the specifications
and not be considered an exception thereto. The University of Florida reserves the
right to determine acceptance of item(s) as an approved equivalent. Bids which do not
comply with these requirements are subject to rejection. Bids lacking any written
indication of intent to quote an alternate brand will be received and considered in
complete compliance with the specifications as listed on the bid form.
23. NONCONFORMANCE TO CONTRACT CONDITIONS: Items may be tested
and/or inspected for compliance with specifications by any appropriate testing
facilities. Should the items fail, the University may require the vendor to reimburse
the University for costs incurred by the University in connection with the examination
or testing. The data derived from any tests for compliance with specifications are
public records and open to examination thereto in accordance with Chapter 119, F.S.
Items delivered not conforming to specifications may be rejected and returned at
vendor's expense. These items and items not delivered as per delivery data in bid
and/or purchase order may result in vendor being found in default in which event any
and all reprocurement costs may be charged against the defaulting vendor. Any
violation of these conditions may also result in the vendor's name being removed from
the University of Florida's vendor file.
24. PUBLIC RECORDS: Any material submitted in response to this Invitation to Bid
will become a public document pursuant to Section 119.07 F.S. This includes material
which the responding vendor might consider to be confidential or a trade secret. Any
claim of confidentiality is waived upon submission, effective after opening pursuant to
Section 119.07 F.S.
25. DELIVERY: Unless actual date of delivery is specified (or if specified delivery
cannot be met), show number of days required to make delivery after receipt of
purchase order in space provided. Delivery time may become a basis for making an
award (see Special Conditions). Delivery shall be within the normal working hours of
the University of Florida, Monday through Friday, unless otherwise specified.
26. PUBLIC PRINTING - PREFERENCE GIVEN PRINTING WITHIN THE STATE:
The University of Florida shall give preference to vendors located within the state
when awarding contracts to have materials printed, whenever such printing can be
done at no greater expense than, and at a level of quality comparable to, that
obtainable from a vendor located outside of the state.
(a) CONTRACTS NOT TO BE SUBLET: In accordance with Class B Printing Laws
and Regulations "Printing shall be awarded only to printing firms. No contract shall be
awarded to any broker, agent, or independent contractor offering printing
manufactured by other firms or persons."
(b) DISQUALIFICATION OF VENDOR: Reasonable grounds for believing that a
vendor is involved in more than one bid for the same work will be cause for rejection
of all bids in which such vendors are believed to be involved. Any or all bids will be
rejected if there is reason to believe that collusion exists between vendors. Bids in
which the prices obviously are unbalanced will be subject to rejection.
(c) TRADE CUSTOMS: Current trade customs of the printing industry are
recognized unless accepted by Special Conditions or Specifications herein.
(d) COMMUNICATIONS: It is expected that all materials and proofs will be picked
up and delivered by the printer or his representative, unless otherwise specified. Upon
request, materials will be forwarded by registered mail.
(e) RETURN OF MATERIAL: All copy, photos, artwork, and other materials
supplied by the University of Florida must be handled carefully and returned in good
condition upon completion of the job. Such return is a condition of the contract and
payment will not be made until return is affected
27. E-VERIFY COMPLIANCE. Agency is obligated to comply with the provisions of
Section 448.095, Fla. Stat., "Employment Eligibility." Compliance with Section
448.095, Fla. Stat., includes, but is not limited to, utilization of the E-Verify System to
verify the work authorization status of all newly hired employees. Vendor affirms and
represents that it is registered with the E-Verify system and are using same, and will
continue to use same as required by Section 448.095, Fla. Statute.
END OF SECTION
NOTE: ANY AND ALL SPECIAL CONDITIONS AND SPECIFICATIONS ATTACHED HERETO WHICH VARY FROM THE GENERAL CONDITIONS SHALL HAVE PRECEDENCE.
The University of Florida Geomatics Program in the School of Forest, Fisheries, and Geomatics
Sciences is seeking to purchase a miniature laser scanning system to be used to collect high resolution
mobile and Unmanned Aerial System (UAS)-borne lidar elevation data, develop methods to estimate
and improve the accuracy of laser scanner data, and develop methods to characterize coastal
1. The system should be capable of mounting and operation on both a small UAS (>55 lbs.,
capable sustained flight of ≥ 25 minutes with laser scanning payload), such as the Inspired Flight
IF1200A, and on a terrestrial vehicle, such as car or van. Purchase should include mounting
hardware and batteries for both modalities.
2. The laser scanner apparatus should be a Riegl VUX-1UAV, or equivalent system, with the
following minimum expected performance:
a. Laser beam divergence of ≤ 0.5 mrad (1/e2)
b. Laser range accuracy ≤ 10 mm (RMSE)
c. Laser range precision (repeatability) ≤ 5 mm (1 σ)
d. Maximum pulse repetition rate ≥ 500 kHz
e. Maximum laser ranging ≥ 300 m @ maximum pulse repetition rate
f. Maximum returns per outgoing laser pulse ≥ 5
g. Maximum scan rate ≥ 200 RPM
h. Capable of online waveform processing
3. The system should have a fully integrated navigation system including GNSS/INS hardware
capable of generating point clouds with 3D absolute accuracy of ≤ 3 cm (RMSE) @ 50 m range.
4. The system should include all hardware and software required for UAS and mobile laser
scanning acquisition and processing for generating georeferenced point clouds.
5. The system should allow the easy addition of a co-mounted camera and include software for
6. Purchase should include rugged carrying case(s) for hardware.
7. Purchase should include comprehensive training for ≥ 4 trainees.
8. Minimum 1-year warranty
(1) INVITATION TO BID FORM - All bids should be submitted on the University of Florida Invitation to
Bid/Bidders Acknowledgment form with one (1) complete original bid and one (1) electronic copy
in a sealed envelope, with the following information on the outside of the envelope: bid number,
date and time of bid closing, and Company name in order to be considered in the award.
Attn: Ann Wright
Miniature Laser Scanning System
February 13th, at 3:00 p.m. EST
From: Company Name
(2) BID DELIVERY - If this bid will be mailed through the U. S. Postal Service as regular mail, address
the bid to the PO Box as shown on the Invitation to Bid Acknowledgment Form. If a company
representative plans to attend the bid opening; if the bid will be hand delivered; or if the bid will
be delivered by a service other than the U. S. Postal Service regular mail, i.e., Federal Express,
Airborne, United Parcel Service, Courier, U. S. Postal Express Mail, etc., address the bid to the
building and room number as shown on the Invitation to Bid Acknowledgment form
University of Florida – Procurement Services
971 Elmore Drive, Elmore Hall Room 102
Gainesville, FL 32611
(3) AWARD - Award will be made on an "All-or-None Offer Total Offer" basis. Any contract awarded
pursuant to this Bid/RFP will be awarded to the single best bidder/proposer or to none at all.
(4) INQUIRIES - The University will not give verbal answers to inquiries regarding the specifications,
or verbal instructions prior to or after the award of the bid. A verbal statement regarding same
by any person shall be non-binding. The University is not liable for any increased costs resulting
from the Bidder accepting verbal direction. All changes, if necessary, shall be made by written
addendum to the bid.
Any explanation desired by bidders must be requested of UF Procurement Services, in writing,
and if an explanation is necessary, a reply shall be made in the form of an addendum. Direct all
inquiries to Ann Wright, Procurement Agent II, firstname.lastname@example.org.
The University will make a good-faith effort to provide a written response to each question or
request for clarification that requires addenda within five (5) University business days.
All addenda will be posted to UF Procurement Services’ web site only:
Bidders who want the addenda supplied to them in another form must notify the Procurement
Agent listed above of that request. Otherwise, it will be the bidder’s responsibility to check the
web site for any additional information and addenda concerning this ITB.
The University may not respond to any questions/requests for clarification that require addenda,
if received by the University after January 30th, 2023.
(5) FLORIDA PREFERENCE—Preference for Florida Based Vendors for Purchases of Personal Property
in accordance with 287.084 Florida Statute; a preference shall be provided to vendors with a
principal place of business in Florida. If the lowest responsible and responsive bid for personal
property is from a vendor whose principal place of business is outside of Florida and is in a state
or political subdivision thereof that grants a preference for the same purchase of personal
property to a vendor in such state or political subdivision, as applicable, then the University shall
grant the same preference to the Florida based vendor with the lowest responsible and
responsive bid received pursuant to this Invitation to Bid.
If the lowest responsible and responsive bid is from a vendor whose principal place of business is
in a state that does not grant a preference for the purchase of personal property to a vendor in
such state, then the University shall grant a preference in the amount of 5 percent to the lowest
and responsive Florida base vendor.
For vendors whose principal place of business is outside of Florida, such vendors must, at the time
of submitting its bid, provide a written opinion from a licensed attorney in its state specifying (a)
the preference(s) granted by the state or political subdivision and (b) how the preference(s) is/are
The attached Attestation of Principal Place of Business must be completed and returned with
your ITB response.
(6) CANCELLATION - Orders or contracts resulting from the bid award will be subject to immediate
cancellation if either the product or the service does not comply with the bid specifications.
(7) RIGHT TO TERMINATE - In the event that any of the provisions of a contract resulting from the
bid award are violated by the successful bidder, the University may serve written notice upon
such bidder of its intention to terminate the contract. Such notice is to state the reason(s) for such
intention to terminate the contract, and unless within ten (10) days after serving such notice upon
the bidder, such violation shall cease and satisfactory arrangements for correction are made, the
contract shall, upon expiration of said ten (10) days, cease and terminate, but the liability of such
bidder and his surety for any and all such violations(s) shall not be affected by any such
(8) AVAILABILITY OF FUNDS - The State of Florida's and the University’s performance and obligation
to pay under this contract is contingent upon an annual appropriation by the Legislature of the
State of Florida.