Request for Quotation RFQ Subject: Passive Integrated Transponder (PIT)

Transcription

1 Request for Quotation RFQ Subject: Passive Integrated Transponder (PIT) DATE OF ISSUE: January 27, 2016 TO RESPOND BY: February 12, 1400 Hours (2:00 PM ) Local Time RESPOND TO: Leslie Burke, Purchasing Agent Purchasing Department University of Northern British Columbia 3333 University Way Prince George, BC V2N 4Z9 SIGNATURE AT ISSUE:

2 RFQ Page 1 REQUEST FOR QUOTATION Quotation Number: RFQ Closing Date: February 12, 2016 Description: Passive Integrated Closing Time: 2:00 PM Transponder (PIT) Date of request: January 27, 2016 The University of Northern British Columbia is looking to purchase new Passive Integrated Transponder (PIT) tags, readers, antennas and power supplies. This system is being purchased through a Canadian Foundation for Innovation (CFI) and British Columbia Knowledge Development Fund (BCKDF) grant. The Canada Foundation for Innovation is an independent corporation created by the Government of Canada to fund research infrastructure. Research infrastructure includes state-of-the-art equipment, buildings, laboratories, and databases required to conduct research. Respondents are requested to list additional discounts under the provisions of these grants. The University needs to demonstrate a 20% gift-in-kind contribution for the entire cost of the overall project. INSTRUCTIONS TO QUOTE 1. Upon receipt of these quotation documents, a potential respondent shall sign one copy of the QUOTATION ACKNOWLEDGEMENT LETTER (Refer to SCHEDULE III) and the signed copy to the attention of the Purchasing Agent. No Respondent who signs and returns the Acknowledgement Letter is obligated to submit a quotation. 2. Any inquiries relating to this Request for Quotation are to be directed to the Purchasing Agent. This RFQ is not to be discussed with any other University of Northern British Columbia employee except at the direction of the Purchasing Agent. Failure to do so could result in the rejection of your proposal. 3. Questions or concerns by any potential Respondent needing clarification or verification of information are to be submitted in written form and ed to purchasing@unbc.ca, with the RFQ number as the subject line, and to be received by the end of February 2, Respondents questions and answers from the University of Northern British Columbia will be issued in written form as an addendum. Any Addendum shall be

3 RFQ Page 2 considered as part of the RFQ Documents. All Addendums will be posted on the UNBC Purchasing website listed as Active Tenders & RFP s. In the event the University s server is not available, or for any other situation the University deems reasonable, then the addendums will be ed to parties registered as having returned the Receipt Confirmation form and/or submitted an inquiry on time. Any Respondent who does not submit the RECEIPT CONFIRMATION (Schedule III) will not necessarily be sent any amendments or addenda. It is the responsibility of each Respondent to inquire about and clarify any requirements of this Request for Proposal which are not understood. 4. Any quotation received after the stated closing date and time shall be considered disqualified and will not be considered. Under no circumstances, regardless of weather conditions or any other situation, will late submissions be accepted. The University accepts no responsibility for non-receipt and delays in receipt caused by transmission and reception problems, equipment failure, or any other similar cause. 5. Quoted prices must remain open for acceptance for a period of forty-five (45) days from time of quotation opening, unless otherwise stated. 6. The University reserves the right to disqualify any quotation, which fails to meet any of the requirements of this RFQ. 7. The lowest prices or any quotation may not necessarily be accepted by the University. Awards may be made on a combination of price, delivery, quality, and other considerations as deemed to be in the best interests of the University. 8. Potential vendors are advised that no contract will be formed to supply any component of this quotation without the approval of the Purchasing Agent. 9. Acceptance of your quotation shall be by official purchase order(s) only. 10. The Proponent s proposal must be submitted to the Issuing Office on or before the closing date and time. The Signature Page, Schedule II must be signed. The Proponent s proposal is to be uploaded at: It is strongly recommend that you give yourself sufficient time and at least ONE (1) hour before Closing Time to begin the uploading process and to finalize your submission. File size limit is 100mb. Multiple files can be uploaded if exceeding this limit. When using Bonfire, each item of Requested Information is instantly sealed and will only be visible by the University after the Closing Time. Uploading large documents may take significant time, depending on the size of

4 RFQ Page 3 the file(s) and your Internet connection speed. You will receive an confirmation receipt with a unique confirmation number once you finalize your submission. Minimum system requirements: Internet Explorer 8/9/10+, 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 your submission. You can also visit the help forum at The University accepts no responsibility for non-receipt and delays in receipt caused by transmission and reception problems, equipment failure, or any other similar cause. RFQ s will be opened after the submission deadline. Respondents are invited to attend the RFQ opening. Only the names of the respondents and the total purchase price will be disclosed by the University of Northern British Columbia and only to those in attendance. 11. The successful respondent shall have and maintain a valid and appropriate business license. 12. TELEPHONE, , OR FAX QUOTES WILL NOT BE ACCEPTED BY THE UNIVERSITY. 13. The University will not be responsible for any costs incurred by respondents in the preparation or submission of quotations. 14. Respondents are required to use the enclosed form for submitting their quotations. 15. This Agreement shall be governed by and construed in accordance with the laws of the Province of British Columbia applicable therein and shall be treated, in all respects, as a British Columbia Contract. 16. Quotes that contain qualifying conditions or otherwise fail to conform to these instructions may be disqualified or rejected. 17. It is the sole responsibility of the Respondent to ascertain that they have received a full set of the Quotation Documents when preparing to respond. Upon submission of their Quotation, the Respondent shall be deemed conclusively to have been in possession of a full set of Quotation Documents 18. For alternative products when submitting your quotation please submit a separate Itemized Price List, fill in the information, and submit all along with full specifications for alternate through Bonfire s alternate s option. 19. The University shall not be responsible for, and the Respondent shall not rely upon, any instructions or information given to any Respondent other than in writing in accordance with the requirements of the Request for Quotation documents.

5 RFQ Page In accordance with the Freedom of Information and Protection of Privacy Act, all information regarding the items and conditions, financial and/or technical aspects of the Respondent's quote which in the Respondent's opinion are of a proprietary or confidential nature, should be clearly marked "CONFIDENTIAL" at each relevant item or page. All information marked "CONFIDENTIAL" by the Respondent will be held in strict confidence, and shall not be revealed to another party without the consent of the Respondent. Similarly, information about the University obtained by a Respondent and declared by the University's representative to be CONFIDENTIAL must not be disclosed unless authorized by the University. It is agreed that these reciprocal obligations of confidentiality will survive the termination of any contract that might arise between the parties. 21. Notwithstanding any custom in the industry or trade, or any other policy or practice, the lowest or any Quotation will not necessarily be accepted. The University of Northern British Columbia reserves the right to reject any or all Quotations and to accept any Quotation which the University, in its sole discretion, considers advantageous, whether or not it is the lowest priced qualified submission. During the selection process the University may also request the Respondent to submit various pricing options to allow for any additions, deletions or adjustments that the University may require. It is not the intent of the University to allow for new or significantly altered quotations, but rather to ensure the University has the flexibility it requires to arrive at a mutually agreeable final agreement. The University of Northern British Columbia reserves the right to increase or delete any item or number of items shown hereunder. The unit prices shall not increase should amounts be adjusted. Your quotation must be received by the undersigned no later than the closing date and time indicated, in order to be considered. Leslie Burke Purchasing Agent - University of Northern British Columbia

6 RFQ Page 5 IMPORTANT DATES ISSUE DATE January 27, 2016 QUESTIONS DEADLINE end of February 2, 2016 UNIVERSITY S RESPONSE end of February 4, 2016 RFQ SUBMISSION DEADLINE February 12, 2016 at 2:00 p.m. RESPONDENT S CHECKLIST Note: Please ensure that the Quotation is submitted on time. FAILURE TO SIGN YOUR QUOTE WILL RESULT IN DISQUALIFICATION

7 RFQ Page 6 ATTACHMENT A SPECIFICATIONS New Passive Integrated Transponder (PIT) tags, readers, antennas and power supplies. Respondents may quote on all or part of the items listed in this RFQ. Tags can be half duplex (HDX) or full duplex (FDX), but venders should specify if the readers can detect HDX, FDX or both. Specifications and details of proposed system may be included with pricing submission. TAGS 12mm tags cost per 100 (approximately 3000 required) 8 to 9mm tags cost per 100 (approximately 1000 required) Implant gun cost per (6) Syringe injectors cost per (20) Injector needles for 12mm tags (20) Injector needles for 8 or 9mm tags (20) Does the proposed Reader meet the following specifications? If not, please indicate how it differs. Yes No READERS handheld proximity readers (2) with software and cables to download data to computer backpack reader with pole antenna, charger, and batteries (1) with software and cables to download data to computer ARTIFICIAL STREAM PIT-TAG DETECTION SYSTEMS Readers and antenna systems for 3-concrete raceways; 2 antenna arrays per channel for a total of 6 antennas and enough readers to detect and store data from PIT tags from the 6 antennas. Software, Cables and / or Bluetooth devices to download data to laptop computer. Channels are 1.5 m wide and 1.5 m deep and 30 m long. There are actually 6 raceways ( Plan to install 2 antennas in 3 of the raceways; can have systems in adjacent raceways or separated by a raceway. Access to AC power is available. Does the proposed Systems meet the following specifications? If not, please indicate how it differs. Yes No PIT tag reader or readers to control 6 antenna arrays Antenna assemblies and mounting brackets ACDC voltage converter Power Supply

8 RFQ Page 7 Data loggers/antenna controls/inductance meters/tuning indicators As required Chest enclosures Cables to connect to antennas Optional: Bluetooth to connect to readers NATURAL STREAM PIT-TAG DETECTION SYSTEMS Readers and antenna systems for 4-streams; 1 antenna array per stream for a total of four antennas and separate long range readers to detect and store data from PIT tags for each stream. Software, Cables and / or Bluetooth devices to download data to laptop computer. Streams are approximately 10 wide. Sites are remote and would need to be remotely powered using Solar Panels to charge batteries or some other off-grid power source. Does the proposed Systems meet the following specifications? If not, please indicate how it differs. Yes No PIT tag readers (4) for remote deployment Batteries to power the 4 readers Solar panels and charge controllers to charge batteries 10 antennas (4) Data loggers/antenna controls/inductance meters/tuning indicators As required Chest enclosures Cables to connect to antennas Optional: Bluetooth to connect to readers Please ensure all costs are reflected in the quote submission. There will be no opportunity to add costs after the RFQ closes.

9 RFQ Page 8 SCHEDULE I ITEMIZED PRICE LIST The Unit Prices below should be for the product cost only. Any other charges for fees, shipping, handling, etc., should be filled out as indicated below. I/We hereby list below an itemized unit breakdown of prices as follows: NOTE 1: Pricing below must be submitted in Canadian Funds. Pricing to be for items described in Attachment A. Respondents are not required to quote on all of the items. The University reserves the right to award RFQ to more than one respondent. NOTE 2: All costs must be indicated below. There will be no opportunity to invoice for costs that were not included in Schedule I Itemized Price List NOTE 3: The University's standard term of payment is net 30 days from the date of invoice or receipt of goods, whichever is the latter. NOTE 4: The equipment listed requires pricing as per a Canadian Foundation for Innovation and British Columbia Knowledge Development Fund project. Respondents are requested to list additional discounts under the provisions of these grants in the format below. The University needs to demonstrate a 20% gift-in-kind contribution for the entire cost of the project. This is done in part through the process where Respondents provide in their quote the normal list price, the price it would normally be sold to an educational institute, and then the final price it is actually being sold at taking in to consideration it is for a CFI research grant. Often a Respondent will quote a CFI price that is lower than its list price and sometimes lower than its educational price. It is the difference between the educational pricing, which must be at fair market value, and the CFI pricing that the University may use in its calculations to represent the 20% gift-in-kind contribution. Educational/ List Discounted CFI Qty. Description Price Price Price SUMMARY: TAGS 1 12mm tags cost per 100 $ $ $ 2 8 to 9 mm tags cost per 100 $ $ $ 3 Implant gun cost per 6 $ $ $ 4 Syringe injectors cost per 20 $ $ $ 5 Injector needles for 12mm tags Cost per 20 $ $ $ 6 Injector needles for 8 or 9mm Cost per 20 $ $ $

10 RFQ Page 9 Educational/ List Discounted CFI Qty. Description Price Price Price SUMMARY: READERS Proposed Make&Model: (price breakdown) $ $ $ ARTIFICIAL STREAM PIT-TAG DETECTION SYSTEMS Proposed Make&Model: (price breakdown) $ $ $ NATURAL STREAM PIT-TAG DETECTION SYSTEMS (price breakdown) Proposed Make&Model: (price breakdown) Other Costs (if any): $ $ $ Delivery Date in weeks from receipt of purchase order (prefer delivery and invoicing before March 21, 2016) FOB Point: University of Northern British Columbia main receiving dock Delivery Address: University of Northern BC 3333 University Way Prince George, BC, V2N 4Z9 Period Prices are in Affect:.

11 RFQ Page 10 SCHEDULE II QUOTATION SIGNATURE(S) REQUEST FOR QUOTATION RFQ The undersigned agrees not to withdraw or modify this Quote for a period of forty-five (45) days from submission deadline. FULL LEGAL NAME OF FIRM: AUTHORIZING SIGNATURE: Official Capacity: Address: City: Print Name Province or State: Postal Code: Date: Telephone: Fax: Duly authorized officers of the Respondent(s) shall properly execute the Proposal as follows: If the Respondent is a corporation, the proposal shall be signed in the name and under the seal of the corporation by a duly authorized officer of the corporation, with the designation of hislher official capacity, and attested properly. The proposal shall show the place in which the corporation is chartered. If the Respondent is an individual, he or she shall sign the proposal 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 Proposal. If the Respondent is a joint venture or partnership, the proposal 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 Proposal. 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 proposal, 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.

12 RFQ Page 11 SCHEDULE II (A) PROPOSAL RESPONSE FORM REQUEST FOR QUOTATION RFQ This proposal response form must be completed by each Respondent and forwarded to the University of Northern British Columbia. All requirements outlined in the Request for Proposal with their submission and any other documentation requested by the University of Northern British Columbia, and any important information developed by the Respondent as part of its presentation, must accompany this form. PROPOSAL We/I,, having examined the Request for Proposal and all other information and documents included in the Request for Proposal, do hereby offer and agree to as described. 1. Receipt of the following addenda is acknowledged: Addendum No. Date: Addendum No. Date: Addendum No. Date: 2. The University reserves the right to waive irregularities and informalities, to reject proposals from Contractors found not to be responsive according to the terms of the invitation, and the right to reject all proposals.

13 RFQ Page 12 SCHEDULE III RFQ PASSIVE INTERGRATED TRANSPONDER (PIT) ACKNOWLEDGEMENT LETTER The undersigned has received the full set of Request for Quotation documents. Signature Company Name (Please print) Address Title City Phone Number Fax Number Postal Code We presently intend to provide/ not provide a Quotation as requested. Return immediately to: Leslie Burke Purchasing Agent University of Northern British Columbia 3333 University Way Prince George, BC V2N 4Z9 purchasing@unbc.ca

14 RFQ Page 13 SCHEDULE IV RFQ PASSIVE INTERGRATED TRANSPONDER (PIT) WARRANTY INFORMATION Provide information on any warranty(s), if any, that may apply to the proposed items.