Request for Quotation RFQ SUBJECT: FT-IR SYSTEM
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1 Request for Quotation SUBJECT: FT-IR SYSTEM DATE OF ISSUE: January 31, 2018 TO RESPOND BY: RESPOND TO: February 26, 1400 Hours (2:00 PM Pacific Time) Sandra Shelke Contract & Supply Chain Management Department University of Northern British Columbia 3333 University Way Prince George, BC V2N 4Z9 purchasing@unbc.ca SIGNATURE AT ISSUE:
2 RECEIPT CONFIRMATION FORM REQUEST FOR QUOTATION Please complete this form and to: University of Northern British Columbia Contracts & Supply Chain Management 3333 University Way Prince George, BC V2N 4Z9 Attn: Sandra Shelke, Purchasing Agent Failure to return this form may result in no further communication regarding this Request for Quotation. We wish to confirm we will be responding to this RFQ: COMPANY NAME: COMPANY ADDRESS: CITY: PROVINCE: POSTAL CODE: CONTACT PERSON: PHONE: FAX:
3 UNIVERSITY OF NORTHERN BRITISH COLUMBIA REQUEST FOR QUOTATION 1.0 INFORMATION AND INSTRUCTIONS 1.1 PURPOSE The University of Northern British Columbia, hereinafter referred to as the University or UNBC, is seeking pricing from qualified vendor(s) for the supply of a FT-IR System. This request for Quotation states the instructions for submitting Quotations and the procedure & criteria by which a Vendor(s) will be selected. 1.2 DEFINITIONS Hereinafter, each company receiving this Request for Quotation (RFQ) is referred to as a Vendor, and a Vendor s Quotation in response to the RFQ is referred to as a Quotation. 1.3 ISSUING OFFICE University of Northern British Columbia Contracts & Supply Chain Management 3333 University Way Prince George, BC V2N 4Z9 Attention: Sandra Shelke purchasing@unbc.ca 1.4 KEY DATES A. Issue of Request for Quotation January 31, 2018 B. Return Receipt Confirmation Form immediately C. Vendor s Inquiries Up to the end of February 9, 2018 D. University s Answers Up to the end of February 14, 2018 E. Due Date for Submission of Quotations February 26, CLOSING DATE AND TIME Quotations signed by the Vendor s authorized representative must be submitted to the Issuing Office, not later than the due date listed in 1.4 Key Dates. Page - 1 -
4 The University will not accept submissions of any Quotations after the closing date and time. Any submissions received after the closing date and time shall be considered disqualified. 1.9 INQUIRIES AND CHANGES It is the responsibility of each Vendor to inquire about and clarify any requirements of this Request for Quotation which are not understood by the Vendor. Inquiries should be received before the Date and Time listed in Section 1.4 Key Dates and be directed to: Sandra Shelke Subject Line should contain this RFQ number. Questions and the answers, if any, from the University of Northern British Columbia will be issued as an addendum and posted on the UNBC Contract & Supply Chain Management website listed as Active Tenders & RFP s, with notification posted to BC Bid, on the date specified in Section 1.4 Key Dates. The University may provide additional information, clarification or modification by written addenda. All addenda shall be incorporated into, and become part of, the Request for Quotation. The RFQ is not to be discussed with any University of Northern British Columbia employee, other than the Purchasing Agent or designate, except at the direction of the Purchasing Agent. Any information or instructions obtained from any other source is not official and should not be relied upon. Any discussions with any University of Northern British Columbia employee, other than the Purchasing Agent or designate, may lead to the response to the RFQ being disqualified. Submission of a Receipt Confirmation Form does not bind a Vendor to the submission of a Quotation. 1.6 QUOTATION SUBMISSION Quotations must be in English and must be submitted, using the submission method below. Vendors must include with their response a Schedule III Quotation Signature(s) signed by an authorized representative of the Vendor that confirms the Vendor s intent to be bound by their submission. The Vendor s quotation is to be uploaded at: Page - 2 -
5 It is strongly recommend that Vendors give themselves sufficient time and at least ONE (1) hour before the due date for submission of quotations to begin the uploading process and to finalize the submission. The file size limit is 100mb. If the submission exceeds this limit, Vendors may upload multiple files. When using Bonfire, each item of Requested Information is instantly sealed and will only be visible by the University after the Due Date for Submission of Quotes. Uploading large documents may take significant time, depending on the size of the file(s) and Internet connection speed. Vendors will receive an confirmation receipt with a unique confirmation number once the submission is finalized. Minimum system requirements: Internet Explorer 11, Google Chrome, or Mozilla Firefox. Javascript must be enabled. If assistance is required during the upload, contact Bonfire at Support@GoBonfire.com for technical questions related to the submission. Vendors can also visit the help forum at Hard Copy, Faxed or ed quotation submissions will NOT be accepted by UNBC. ALL INFORMATION MUST BE RECEIVED PRIOR TO THE CLOSING DATE AND TIME LISTED IN SECTION 1.4 KEY DATES. The University accepts no responsibility for non-receipt and/or delays in receipt caused by transmission and reception problems, equipment failure, or any other similar cause. Amendments/modifications to a submission must be done in Bonfire. To be considered, amendments /modifications or the re-submitted original must be received prior to the Closing Date and Time. Vendors may not make modifications to their submissions after the Closing Date and Time. SECTIONS 1.0, 2.0, 3.0 and 4.0, ATTACHMENT A, SCHEDULES I, II, III, IV, addenda, specifications, terms and conditions, and any attachments hereto shall become part of any Agreement entered into between the successful supplier and the University of Northern British Columbia. Quotations which contain qualifying conditions may be disqualified or rejected. Quotations will be opened after the Closing Date at the office of the Contracts and Supply Chain Management, University of Northern British Columbia, Room 1085, 3333 University Way, Prince George, BC V2N 4Z9. There will not be a public opening. Page - 3 -
6 The University may reproduce any of the Vendor s submission and supporting documents for internal use or for any other purpose required by law. 1.7 QUOTATION COSTS Vendors are solely responsible for their own expenses in participating in this RFQ process, including the costs of preparing a Quotation and for subsequent finalizations with UNBC, if any. UNBC will not be liable to any Vendor for any claims, whether for costs, expenses, damages or losses incurred by the Vendor in preparing its Quotation, loss of anticipated profit in connection with any final Contract, or any other matter whatsoever. 1.8 IRREVOCABLE OFFER A Vendor may amend or withdraw its Quotation in Bonfire prior to the Closing Date. Upon the Closing Date, unless the RFQ otherwise provides, all submissions become irrevocable SELECTION PROCESS Because the University bases any decision to award a purchase order(s) on the Quotations submitted, Vendors should include all requirements, terms or conditions it may have in their Quotation, and should not assume that any opportunity will exist to add such matters after the Quotation is received by UNBC. The University reserves the right, at its sole discretion, to negotiate, ask for additional information, and/or clarify with any Vendor as it sees fit, or with another Vendor or Vendors concurrently. In no event will the University be required to offer any modified terms to any other Vendor. The University shall incur no liability to any other Vendor as a result of such negotiations or modifications CANCELLATION UNBC reserves the right to cancel this RFQ at any time CONTRACT PROVISIONS BY REFERENCE The University s acceptance of the Vendor s Quotation by issuance of a Purchase Order shall create a contract between the University and such Vendor containing all specifications, terms and conditions in the Quotation except as amended in the Purchase Order. Any exceptions taken by the Vendor which are not included in the Purchase Order will not form part of the contract. In the event of a conflict between the terms and conditions of the Request for Quotation and information submitted by a Vendor, the terms and conditions of this Page - 4 -
7 Request for Quotation and the Purchase Order will govern CONFIDENTIALITY In accordance with the Freedom of Information and Protection of Privacy Act R.S.B.C., 1996 c.165 the Contractor will treat as confidential and will not, without the prior written consent of UNBC: publish, release or disclose, or permit to be published, released or disclosed, any information supplied to, obtained by, or which comes to the knowledge of, a Contractor as a result of this Contract except insofar as such publication, release or disclosure is necessary to enable the Contractor to fulfil its obligations under this Contract, or by the laws of British Columbia. 2.0 PRICE AND DELIVERY 2.1 PRICE All prices must be quoted duty exempt and tax excluded. 2.2 DELIVERY DATES The Vendor must specify its best delivery date/lead time, in days, from receiving notification of award from UNBC TERMINATION BY EITHER PARTY This Agreement may be terminated by either party, on one (1) months written notice to the other. 3.2 CONSEQUENCES OF TERMINATION If this Agreement is terminated as herein provided, the following provisions shall apply: The University shall pay the Vendor the amounts due to the Vendor (if any) The Vendor shall cease forthwith the provision of its service at the University Under this agreement. Page - 5 -
8 3.3 PAYMENT Payment is to be n/30 upon receipt of goods or invoice, whichever is the latter. Invoices must reflect the purchase order number. Page - 6 -
9 ATTACHMENT A SPECIFICATIONS REQUEST FOR QUOTATION The University of Northern British Columbia is requesting pricing for one (1) FT-IR System. MANDATORY REQUIREMENTS: Diamond ATR Basic Transmission Interface Range Resolution no less than 0.5 Computer hardware and software Page - 7 -
10 SCHEDULE I VENDORS SUBMISSION CHECKLIST REQUEST FOR QUOTATION YES NO 1. Schedule II Itemized Price List 3. Schedule 2. Schedule IV Quotation Signature(s) Receipt of the following addenda is acknowledged: Addendum No. Date: Addendum No. Date: Addendum No. Date: DO NOT FAX, MAIL, DELIVER or your quote to the University. Page - 8 -
11 SCHEDULE II ITEMIZED PRICE LIST REQUEST FOR QUOTATION NOTE 1: NOTE 2: Pricing below must be submitted in Canadian Funds FOB point is the University of Northern British Columbia SUMMARY: Quantity Description Price 1 Base Station $ 1 Computer Package $ 1 Installation $ 1 Diamond ATR $ OTHER COSTS (ie. document charge, filing fee, etc.): $ Details of OTHER COSTS above: SUBTOTAL: DELIVERY COST: GST: PST: GRAND TOTAL: $ $ $ $ $ LEAD TIME: Number of days from receipt of a University Purchase order to delivery to UNBC Page - 9 -
12 SCHEDULE III QUESTIONNAIRE REQUEST FOR QUOTATION Please provide the following details. 1. Is the system modular? (ie. ease of change between applications) 2. a. What is the life expectancy of the laser? b. Warranty details for the laser: 3. a. What is the life expectancy of the source? b. Warranty details for the source: 4. a. What is the life expectancy of the spectral mirrors? b. Warranty details for the spectral mirrors: Page
13 5. a. Is the sample platform compatible with liquid or solid analysis? b. What range of solid samples are compatible with the system? (ie, powders, granules, pellets, polymers) c. What is the ph range? 6. Does the spectral analysis include automatic correction for CO2 and humidity in the atmosphere? 7. Timeliness of warrantied work and the cost of dealing with non-warrantied repairs, based on the first five (5) years of usage. 8. Please provide letters of recommendation from other post-secondary institutes. Page
14 SCHEDULE IV QUOTATION SIGNATURE(S) REQUEST FOR QUOTATION The undersigned agrees not to withdraw or modify this Quotation for a period of sixty (60) days from submission deadline. THIS PAGE MUST BE RETURNED WITH YOUR BID, FAILURE TO DO SO MAY RESULT IN YOUR BID BEING DISQUALIFIED. AUTHORIZING SIGNATURE: Official Capacity: Address: City: Print Name Province or State: Postal or Zip Code: Date: Telephone: Fax: Address: Duly authorized officers of the Vendor(s) shall properly execute the Quote as follows: If the Vendor is a corporation, the Quote shall be signed in the name of the corporation by a duly authorized officer of the corporation, with the designation of hislher official capacity, and attested properly. The quote shall show the place in which the corporation is chartered. If the Vendor is an individual, he or she shall sign the quote in person or by representative and be witnessed, stating the name or style, if any, under which he or she is doing business. If the signing is by representative, his or her power of attorney or other authorization shall be stated, and a certified copy thereof shall be attached to the Quote. If the Vendor is a joint venture or partnership, the quote shall be signed by each of the persons or firms, which is a party to the joint venture agreement. A certified copy of the joint venture agreement shall be attached to the Quote. A joint venture will not be accepted unless the joint venture agreement or some other signed and legally binding instrument is certified and attached to the quote, containing provisions for one of the parties to the joint venture to be in full direction of the project and to exercise this direction through a single individual, to be appointed Manager of Operations with the consent of all parties to the joint venture agreement. Page
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