RFP 2511CA UC San Diego Vivarium Equipment and Maintenance Services

Agency:	University of California
State:	California
Type of Government:	State & Local
NAICS Category:	811219 - Other Electronic and Precision Equipment Repair and Maintenance
Posted Date:	Apr 2, 2026
Due Date:	May 15, 2026
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Contact information:	Please Login to View Page
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Request for Proposal 2511CA

Vivarium Equipment and Maintenance Services

University of California, San Diego

TABLE OF CONTENTS

A. Purpose of the RFP........................................................................................................................... 2

B. Background ...................................................................................................................................... 2

C. Minimum Requirements .................................................................................................................. 3

D. Scope of Work.................................................................................................................................. 3

C. RFP Timeline, Contract Term and Point of Contact ......................................................................... 5

D. Invoice Submission........................................................................................................................... 6

E. Submission Package Instructions and Requirements ...................................................................... 7

F. Evaluation Criteria............................................................................................................................ 8

G. Additional Terms............................................................................................................................ 10

Request for Proposal 2511CA

Vivarium Equipment and Maintenance Services

University of California, San Diego

A. Purpose of the RFP

The purpose of this Request for Proposal (“RFP”) is to invite qualified bidders to submit proposals to

provide vivarium equipment at the University of California, San Diego (“UC,” “University,” or “UC San

Diego”). UC San Diego seeks to obtain competitive pricing for equipment and related parts to support

ongoing operational needs.

Bidder agrees to make the offering and services available to any UC location upon the terms, conditions

and pricing set forth in an agreement awarded in response to Bidder’s proposal.

This RFP is structured into two modules. Bidders may submit proposals for one or both modules. UC San

Diego reserves the right to make separate or combined awards, whichever is in the University’s best

interest.

Module 1 – Equipment, Delivery, and Installation

Covers new vivarium equipment, including site preparation requirements, rigging, installation,

commissioning, and user training.

Module 2 – Preventative and Ad‑Hoc Repair Services

Covers all scheduled preventative maintenance (PM), emergency and ad‑hoc repair services, and parts

replacements for UC San Diego facilities where such equipment is located.

B. Background

The University of California, San Diego is a top-ranked public research institution, currently recognized

as the No. 1 public college for research and consistently ranked among the top 10 public universities

nationwide. Reliable laboratory equipment - including autoclaves, sterilizers, cage washers, bottle

washers, tunnel washers, and other vivarium-related systems - is essential to supporting the University’s

research operations. For the purposes of this RFP, vivarium equipment refers to specialized systems

used in animal research environments to support sterilization, sanitation, containment, and the

maintenance of controlled, compliant conditions necessary for animal welfare and research integrity.

Disruptions in equipment availability can impact research timelines, compromise controlled

environments, and delay scientific progress.

UC San Diego Facilities Management (FM) maintains a large and diverse portfolio of this equipment

across shared research facilities campuswide and performs maintenance and repairs in-house whenever

feasible to support continuous operations. However, due to the scale and technical complexity of the

portfolio, the University also relies on qualified third-party vendors for supplemental expertise and

specialized service support.

UC San Diego seeks to partner with one or more suppliers capable of delivering a comprehensive suite

of services along with the timely provision of parts and equipment - as defined in Section D: Scope of

Work - to support ongoing research and operational needs.

Request for Proposal 2511CA

Vivarium Equipment and Maintenance Services

University of California, San Diego

C. Minimum Requirements

• Bidder must demonstrate successful experience in providing the products and services specified

in this RFP.

• Bidder must possess all trade, professional, or business licenses as may be required to complete

the work and meet the requirements specified by this RFP.

• Bidder must be able to demonstrate the capability of providing the required products/services

by possessing adequate available resources, including personnel, facilities, systems, organization

structure, operation controls, quality control and other related factors.

• Supplier must supply their Dun & Bradstreet number. Finalist will be researched to ensure they

meet UC’s requirement for financial solvency.

• The successful awardee will be required to pay prevailing wages. The work described in the RFP

is a public work subject to California Labor Code section 1771. The successful awardee will be

required to post the applicable prevailing wage rate determination and any job site notices as

prescribed by the Department of Industrial Relations (DIR). The work is subject to compliance

monitoring and enforcement by the DIR at https://www.dir.ca.gov/.

D. Scope of Work

The scope of this Request for Proposal (RFP) includes the supply, delivery, installation (as applicable),

and ongoing support of vivarium equipment that meet the University of California, San Diego’s specified

minimum requirements.

Module 1: New Equipment, Parts, and Accessories Expectations

Suppliers are expected to provide a comprehensive catalog of offerings for new equipment, parts, and

accessories, including but not limited to the following:

A. New Equipment

a. All new equipment must include a minimum two-year warranty, effective upon

installation, successful testing, and University approval.

b. During the warranty period, the Supplier must provide preventive maintenance and

emergency service in accordance with manufacturer specifications, including all

required parts.

c. Warranty service shall be performed by the Supplier’s field service technicians or the

manufacturer’s trained and authorized representatives.

d. All new equipment sold to UC must comply with the UC Energy and Water Conservation

and Management Policy (Volume 6, Chapter 5) provided in the attachments.

e. While not mandatory, UC San Diego prefers equipment that demonstrates the following

attributes:

i. Manufactured in the United States

ii. Non-Proprietary Design - Equipment and parts should allow Facilities

Management (FM) to perform repairs and maintenance without reliance on

exclusive manufacturer access.

iii. Customizable Specifications - Ability to tailor equipment dimensions and

configurations to fit varying laboratory layouts and requirements.

iv. Integration Capability - Support for MS/TP (Master-Slave/Token-Passing)

communication protocols and full compatibility with UC San Diego’s Metasys

Building Automation System (Johnson Controls).

Request for Proposal 2511CA

Vivarium Equipment and Maintenance Services

University of California, San Diego

B. Equipment Accessories and Parts

a. Awarded Supplier(s) will collaborate with UC San Diego FM to establish a list of critical

parts to be maintained in Supplier-owned inventory and made available to campus

within 24 hours.

b. All parts and materials supplied must be OEM or equivalent quality.

Module 2: Service Expectations

Suppliers are expected to provide comprehensive service and support to ensure continuous equipment

operation, including the following:

A. General Service Requirements

a. All technicians performing work on UC equipment must have a minimum of two (2)

years of experience with similar equipment.

b. Technicians must be qualified and capable of working in cleanroom and/or vivarium

environments and must comply with all local campus requirements.

c. Any technician servicing equipment in Biosafety Level 3 (BSL-3) areas must be fit-tested

and certified for appropriate respiratory protection.

d. Supplier must be able to report on-site and begin work within 24 hours for urgent calls.

If this is not feasible, the exception must be disclosed in the proposal.

e. Replaced parts must be made available to UC San Diego upon request.

f. Quotes and invoices must itemize all charges (parts, labor hours, travel, fuel, etc.).

g. A post-service report must be provided with each invoice. The report must include

photo evidence of completed work, a checklist of tasks performed, and any relevant

notes.

h. Supplier may bill for travel to UC campus locations; however, additional travel fees for

movement between campus buildings or sites should be avoided. UC expects that travel

and fuel charges will be reasonable, limited in number, and only applied to necessary

trips.

i. Any parts or labor required to bring equipment up to standard operating condition prior

to maintenance plan initiation must be quoted and approved in advance.

j. Subcontractors must be disclosed and approved prior to performing any work and must

comply with all contract terms; the primary Supplier remains responsible for all

performance obligations.

k. Supplier must maintain and follow lock-out/tag-out safety procedures for all applicable

equipment.

B. Preventative Maintenance (PM)

a. At minimum, one (1) annual preventive maintenance service and one (1) annual

inspection and calibration.

b. All preventive maintenance and breakdown services must include parts, labor, and

related fees.

c. Supplier must provide a two-hour response time for service requests.

d. Supplier must provide a detailed service checklist documenting date and scope of work

performed.

e. All parts and services must be covered by a minimum 30-day guarantee.

f. Maintenance services must meet or exceed manufacturer-recommended standards.

C. Ad-Hoc Services

a. Hourly service requests must be responded to within 24 hours.

b. All ad-hoc service work must carry a 30-day guarantee on parts and labor.

Request for Proposal 2511CA

Vivarium Equipment and Maintenance Services

University of California, San Diego

C. RFP Timeline, Contract Term and Point of Contact

Schedule of Events

Anticipated Action

Release of Electronic RFP

Mandatory Job Walk

• Optional for bidders submitting

proposals under Module 1 - Equipment,

Delivery, and Installation

• Required for bidders submitting

proposals under Module 2 -

Preventative and Ad‑Hoc Repair

Services

Deadline for Supplier Q&A via Discussion Forum

University’s Response to Supplier Q&A

Deadline for RFP Response

Notice of Intent to Award

Anticipated Action Date

Friday, April 3rd, 2026

Monday, April 13th, 2026

Time: 8:00 AM – 12:00 PM (PT)

Location: Biomedical Sciences Building

3120 Biomedical Sciences Wy, La Jolla, CA

92093

Please confirm job walk attendance by

emailing Catalina Aguilar at

c7aguilar@ucsd.edu by EOD April 9th and

include the number of attendees.

Additional logistical details will be

communicated through the CalUsource

Discussion Forum as the job walk date

approaches.

Friday, April 17th, 2026, 2:00 PM (PT)

Friday, April 24th, 2026

Friday, May 15th, 2026, 2:00 PM (PT)

Friday, June 5th, 2026

UC San Diego reserves the right to modify the above schedule of events and make changes to other

provisions in this RFP. It is the bidder’s responsibility to review the entire document, including any

addendums, and comply with all requirements listed herein.

Contract Term

It is anticipated that any Master Purchasing Agreement (“Agreement”) resulting from this RFP will

commence upon execution and will continue for an initial term of three (3) years. The University may, at

its sole discretion, extend or renew the contract for up to three (3) additional one-year periods under

the same terms and conditions, for a potential total term of six (6) years. The Agreement serves as a

vehicle through which UC San Diego may purchase the Goods or Services; it does not constitute a

guarantee or commitment to purchase.

Price Protection

After one year from the Effective Date, prices may be increased no more than once in each successive

twelve (12) month period. The Seller shall provide UC San Diego with at least thirty (30) days’ written

notice prior to the effective date of any price increase.

No annual price increase shall exceed the Consumer Price Index (CPI) or 3% of sales, whichever is lower.

Price adjustments will be calculated on an aggregate basis based on the total Product offering purchased

This page summarizes the opportunity, including an overview and a preview of the attached documents.

RFP 2511CA UC San Diego Vivarium Equipment and Maintenance Services

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