VDL Equipment Calibrations

Agency:	Iowa State University
State:	Iowa
Type of Government:	State & Local
NAICS Category:	811219 - Other Electronic and Precision Equipment Repair and Maintenance
Posted Date:	Mar 1, 2024
Due Date:	Mar 15, 2024
Solicitation No:	RFQ-1000931
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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RFQ-1000931

Issue Date: 3/1/2024

Questions Deadline: 3/11/2024 03:00 PM (CT)

Response Deadline: 3/15/2024 03:00 PM (CT)

Contact Information

Contact: Craig Sondgeroth Procurement Agent

Address: 1340 Administrative Services Building

2221 Wanda Daley Drive

Ames, IA 50011-1004

Phone: 1 (515) 2949918

Fax:

1 (515) 2949606 xCSONDGEROT

Email: csond1@iastate.edu

Page 1 of 14 pages

Deadline: 3/15/2024 03:00 PM (CT)

RFQ-1000931

Event Information

Number:

RFQ-1000931

Title:

VDL Equipment Calibrations

Type:

Request for Proposal (Public)

Issue Date:

3/1/2024

Question Deadline: 3/11/2024 03:00 PM (CT)

Response Deadline: 3/15/2024 03:00 PM (CT)

Notes:

Iowa State University of Science and Technology (ISU) is soliciting information from

qualified contractors to provide on campus calibration services for the Veterinary

Diagnostic Laboratory.

Contractors should read all materials carefully and note the due date.

Contractors must submit all questions in the "Questions" tab related to this bid

opportunity.

Bid responses will ONLY be accepted online via ISUBid. Please allow adequate

time to review and submit your response prior to the deadline.

Bid Activities

Pre-Bid Walkthrough

Please us the following point of contact to register for the pre-bid walkthrough.

Craig Sondgeroth, Purchasing Agent

csond1@iastate.edu

515-294-9918

Participation by Suppliers is not required to submit a bid.

3/6/2024 2:00:00 PM (CT)

Bid Attachments

ISU Instructions.pdf

Download

Review the instructions for important information. REVISED APRIL 2022

ISU General Terms & Conditions.pdf

Download

Review the general terms and conditions carefully and any exceptions should be listed in the "Attributes" section.

REVISED APRIL 2022

Insurance Language - Equipment Repair, Install, Maintenance (low risk) 09-2020.pdf

Download

Insurance Requirements - Equipment Repair, Install, Maintenance (low risk) 09-2020

2024-02-20 VDL equipment for calibration.xls

Download

Equipment list

Requested Attachments

Detailed Quote

(Attachment required)

Subcontractor credentials

Example certificate, accreditation credentials, and accreditation scope for each subcontractor.

Page 2 of 14 pages

Deadline: 3/15/2024 03:00 PM (CT)

RFQ-1000931

Accreditation Certificate

ISO 17025 Accreditation

Example of calibration certificate

(Attachment required)

Bid Attributes

1 Scope of Work

Ability to come on-site at least quarterly to perform equipment calibrations and minor repairs. Equipment

calibrations are due annually, however, the volume of equipment in need of service is broken out into smaller

groups so not all units are due for service at once.

Invoice must include VDPAM number and type of service performed.

Willingness of company to update certificate to meet lab needs (e.g. calibration next due dates if on

certificates).

Service provider can only service equipment during standard VDL hours of operation - M-F 8AM-5PM, unless

prior arrangements are made.

Ability to provide one week turn-around-time on certificate corrections or missing certificates.

Measurement traceability to NIST/ SI units

I have read and understand

(Required: Check if applicable)

2 Pricing Format

Please roll up any cost associated with labor, lodging, travel or per-diems into your per item cost.

I have read and understand

(Required: Check if applicable)

3 Evaluation Criteria

The evaluation of this RFP/RFQ may be based upon, but not limited to the following criteria which are in no

particular order.

Overall Cost

Ability to complete requested services

Company qualifications

Technician training program/experience

Exceptions to terms and conditions

References

Payment terms

I have read and understand

(Required: Check if applicable)

4 Contract Term

The contract is for an initial three year term with the option for 2 annual renewals. Renewal between the initial three

calendar years is automatic, but dependent upon acceptable performance. Pricing must be firm through the first

year. Any increases, thereafter must be given in the form of a written notice and must be requested at least 30 days

before any price change can take effect. One price increase will be allowed per 12 month period. Price increases

will be limited to the escalation clause, stated in your Form of Bid.

ISU is not obligated to purchase a minimum amount, nor should any dollar amount/estimated quantity referenced be

interpreted as anticipated revenues by Company or expenditures on ISU’s behalf.

I have read and understand

(Required: Check if applicable)

Page 3 of 14 pages

Deadline: 3/15/2024 03:00 PM (CT)

RFQ-1000931

5 Individual certificates format for each piece of equipment.

VDPAM number

Serial number

Date completed (dates include MM/DD/YYYY)

Status (pass/fail)

Date next due (dates include MM/DD/YYYY)

I have read and understand

(Required: Check if applicable)

6 Individual label format for each piece of equipment.

VDPAM number

Serial number

Date completed (dates include MM/DD/YYYY)

Date next due (dates include MM/DD/YYYY)

I have read and understand

(Required: Check if applicable)

7 Ranges of calibrations needed

Pipettes- 0.1μL – 5mL

Bottle top dispensers or repeaters- 0.1mL - 50mL

Digital thermometer- -80C - 120C

Weight set- master set 1mg – 2kg, necropsy set 10-50lbs

Analytical balance- 1mg (analytical chemistry) – 200 lbs (necropsy)

Humidity monitors- temperature 0-50C, humidity 0-100%RH

Centrifuge- time in minutes, temperature 0-8C, and speeds from 1000 - 14,000 rpm

Autoclave- temp up to 121C, time in minutes, and pressure up to 30psi

Caliper - 0.1 - 8 inches

Crane Scale - 80 - 2,000 lbs

I have read and understand

(Required: Check if applicable)

8 Equipment requiring calibrations.

Pipettes (single and 8 or 12 channel multi-channel) (data collection required on all channels), bottle top

dispensers, repeaters - Costar, Eppendorf, Finnpipette, Thermo, Fisher, Gilson, Integra biosciences, Matrix,

Rainin, VWR, and Brand (If a pipette is found failing calibration, a notification from the service provider is

required. If the lab authorizes the vendor to do so, the vendor would disassemble, clean, lubricate, provide

other service as needed, then perform an as left calibration to see if repairs corrected the issue.)

Autoclaves - Primus

Balances - A&D, Avery, Denver Instrument, Fisher, Mettler, Ohaus, Sartorius, VWR, Rubbermaid, Brecknell

Centrifuges - Beckman, Eppendorf, Fisher, International Equipment Company, Jouan, Sorvall, Thermo, VWR

Humidity monitors - Acurite, Control Company

Thermometers - Fisher, Thermco

Weights - Rice Lake, Central Carolina Scale

Calipers - Mitutoyo

Crane scale - Brecknell

Must provide as found data. If any adjustments, repairs, cleaning, etc. to equipment occurs, we will need as

returned data too.

I have read and understand

(Required: Check if applicable)

Page 4 of 14 pages

Deadline: 3/15/2024 03:00 PM (CT)

RFQ-1000931

9 Off-Site Service

If any of the equipment types listed in the bid must be taken off-site for calibration services, please list these

equipment types and reasoning below.

Note: Expected turn-around-time for equipment taken off-site for service is 3 weeks.

(Required: Maximum 1000 characters allowed)

1 ISO 17025 Accreditation

0 ISO 17025 is not required at this time, but could be a need in the future. Please note if you have ISO 17025

accreditation.

Yes No

(Required: Check only one)

1 Company Profile

1 Provide a brief company profile including date of incorporation, business composition (proprietorship, partnership or

incorporation), the state under which your business is organized, and any other pertinent information that can be

used to evaluate the proposal.

(Required: Maximum 1000 characters allowed)

1 Technician Training Program

2 Please describe your initial training program for technicians and any ongoing competency assessments for

personnel.

(Required: Maximum 4000 characters allowed)

1 Technician Experience

3 Please note your technician's average level of experience for each type of equipment listed for service.

(Required: Maximum 4000 characters allowed)

1 Yearly Escalation Allowance

4 Please note the requested maximum yearly escalation as a percentage.

(Required)

Page 5 of 14 pages

Deadline: 3/15/2024 03:00 PM (CT)

RFQ-1000931

VDL Equipment Calibrations

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