ITB - Product Purchase
Contents
1. Adapter and can apply to any hardware that converts one communication protocol to a different communication protocol ITB AUTONOMOUS WATER QUALITY SONDE SYSTEMS PURCHASE 2015A Page 3 of 16 N Sonde means an instrument probe that automatically transmits information about its surroundings O USB means Universal Serial Bus an industry standard communication protocol using cables and connectors to transfer data and power between computers and electronic devices P Vented means a sensor is open to atmospheric pressure typically via a tube integrated into a data cable 1 2 PURPOSE This invitation to bid ITB provides guidelines for the submission of bids for the project entitled NORTHWEST FLORIDA WATER MANAGEMENT DISTRICT AUTONOMOUS WATER OUALITY SONDE SYSTEMS PURCHASE 2015A 1 3 ISSUING OFFICE DATE AND LOCATION OF OPENING Division of Resource Management Northwest Florida Water Management District Headguarters 81 Water Management Drive Havana Florida 32333 Hereinafter referred to as the District Bid opening is a public meeting to be held in the District Headguarters Governing Board Room at 3 00 P M Eastern time on June 5 2015 THE DISTRICT MUST RECEIVE ALL BIDS BY 3 00 P M ET ON JUNE 5 2015 1 4 INVITATION TO BID The District solicits bids for programmable field deployable multi parameter data sonde systems to include all sensors cables adapters calibration maintenance and interface e2. 6 2 3 DATA AND COMMUNICATION SPECIFICATIONS Sonde system will be able to interface with computers using all of the following A Bluetooth B RS 232 C USB Sonde system will have the ability to either directly or through the use of a signal output adapter SOA data capture platform adapter or combination thereof output data to an external data logger using the following protocols A SDI 12 B RS 232 Sonde must have a minimum of 512 MB of internal memory and be capable of recording a minimum of 1 000 000 logged readings when deployed without a separate data logger 2 4 BIDITEMS Items on this list are not reguired to be unigue Sensors and data adapters that combine multiple parameters or functions are acceptable as long as all specifications in 2 1 2 2 and 2 3 are met If multiple parts are needed to satisfy the reguirements of a specific bid item those parts should be listed as separate line items on the Price List Attachment B Bid for Autonomous Water Ouality Sonde Systems Purchase 2015A If there are multiple options for a particular item that all meet the specifications the bidder may reguest clarification as to which option is preferred A Seven 7 multi parameter sondes to include all tools necessary to maintain sonde and install remove sensors a calibration cup for sensor calibration a minimum of 4 port plugs to allow use of sonde with a variety of sensor configurations User Manual and software B Seven
3. 7 lead cables 33 meter non vented for communication during deployment with a variety of data loggers using both RS 232 and SDI 12 May employ adaptors listed as separate line items Seven 7 conductivity sensors Seven 7 temperature sensors Seven 7 Optical DO Sensors Seven 7 pH sensors Seven 7 turbidity sensors Seven 7 fDOM or CDOM sensors Two 2 total algae sensors optimized for freshwater use Seven 7 automatic anti fouling mechanisms modules Seven 7 sonde sensor guards anti fouling A A E 00 1 00 105 ITB AUTONOMOUS WATER OUALITY SONDE SYSTEMS PURCHASE 2015A Page 12 of 16 L Three 3 handheld display interface instruments water debris resistant IP Rating of 67 or better internal memory of two 2 GB or more capable of recording a minimum of 2 000 000 data sets M Three 3 cordless power supplies for handheld units rechargeable with chargin cord station N Two 2 SOA to USB to allow connection between the sonde and a personal computer running Microsoft Operating System software O One 1 ten 10 meter wet mateable non vented field cable to connect to handheld display or SOA P One 1 15 meter wet mateable non vented field cable to connect to handheld display or SOA Q One 1 33 meter wet mateable non vented field cable to connect to handheld display or SOA R Three 3 Hard sided carrying cases to protect sond
4. 850 539 5999 and asking for the Agency Clerk before the bid opening time Bids received after the established deadline will not be considered A respondent may withdraw a bid by notifying the District in writing at any time prior to the opening Respondents may withdraw bids in person or through an authorized representative Respondents and authorized representatives must disclose their identity and provide a signed receipt for the bid Bids once opened become the property of the District and will not be returned to the respondents All bids must be made on the required bid sheet Attachment B of this ITB All blank spaces for bid prices must be filled in in ink or typewritten and the bid sheet must be fully completed and ITB AUTONOMOUS WATER OUALITY SONDE SYSTEMS PURCHASE 2015A Page 7 of 16 executed when submitted The District may waive any informalities or minor defects or reject any and all bids Respondents must satisfy themselves of the accuracy of their response in the bid form by examination of the criteria and specifications including addenda After bids have been submitted respondents shall not assert that there was a misunderstanding concerning the number or type of parameters nor the accuracy reguired of each parameter Upon opening bids become public record and shall be subject to public disclosure consistent with Chapter 119 Florida Statutes Respondents must invoke the exemptions to disclosure provided by law in t
5. MS PURCHASE 2015A Attachment C ATTACHMENT D TAX FORM W 9 Reguest for Taxpayer Identification Number and Certification Rev Dec 2014 ITB AUTONOMOUS WATER OUALITY SONDE SYSTEMS PURCHASE 2015A Attachment D
6. NOMOUS WATER OUALITY SONDE SYSTEMS PURCHASE 2015A Page 5 of 16 1 8 TIMETABLE The District and respondents shall adhere to the following schedule in all actions concerning this bid A On May 22 2015 the District issues the invitation to bid B From May 22 2015 to 3 00 P M ET on June 5 2015 the District will receive and answer inguiries received by telephone and or by mail C The District must receive the bids by the 3 00 P M ET opening time on June 5 2015 D From opening time the District will review and evaluate the bids on a timely basis E The District may enter into a purchase agreement after conducting negotiations and obtaining approval from the District Governing Board 1 9 DELAYS The District may delay scheduled due dates if it is to the advantage of the District to do so The District will notify respondents of all changes in scheduled due dates by posting the information of the District web site and State Vendor Bid system web site ITB AUTONOMOUS WATER OUALITY SONDE SYSTEMS PURCHASE 2015A Page 6 of 16 1 10 SUBMISSION AND WITHDRAWAL Respondents shall submit four 4 copies of the bid in a sealed opague envelope or box The respondent may submit the bid in person or by mail to this address Northwest Florida Water Management District Attn Agency Clerk 81 Water Management Drive Havana FL 32333 Please be advised that mail delivery to the District is not always by 3 00 PM ET Respondents who utili
7. NORTHWEST FLORIDA WATER MANAGEMENT DISTRICT INVITATION TO BID NO 155 012 NORTHWEST FLORIDA WATER MANAGEMENT DISTRICT AUTONOMOUS WATER OUALITY SONDE SYSTEMS PURCHASE 2015A The Northwest Florida Water Management District 81 Water Management Drive Havana FL 32333 is soliciting bids for 7 programmable field deployable multi parameter sondes to collect continuous water quality data The deadline for submission of bids is 3 00 P M ET June 5 2015 The opening of bids is open to the public and will be at District headquarters U S Highway 90 10 miles west of Tallahassee FL Provisions will be made to accommodate the handicapped if requested provided the District is given at least 72 hours advance notice All bids must conform to the instructions in the Invitation to Bid ITB and comply with applicable Florida Statutes Interested parties may obtain a copy of the complete ITB package at the above address or by calling 850 539 5999 or visit the District s website at www nwfwater com or on the state Vendor Bid system through the BUSINESS link at MyFlorida com ITB AUTONOMOUS WATER QUALITY SONDE SYSTEMS PURCHASE 2015A Page 1 of 16 Table of Contents PART I GENERAL INFORMATION 1 1 Definitions 1 2 Purpose 1 3 Issuing Office Date and Location of Opening 1 4 Invitation to Bid 1 5 Awarding of Bid 1 6 Development Costs 1 7 Inquiries 1 8 Timetable 1 9 Delays 1 10 Submission and Withdrawal 1 11 Addenda 1 12 Egual Opportuni
8. e sensors guards and other standard parts during transport to and from field deployments S One 1 shipping cost to ship to the District at 81 Water Management Dr Havana FL 32333 assuming a purchase of the entire contents of the Price Sheet If shipping is not charged enter a line item Shipping included in purchase price The line item must be completed ITB AUTONOMOUS WATER QUALITY SONDE SYSTEMS PURCHASE 2015A Page 13 of 16 PART III BID REOUIREMENTS At a minimum bids submitted for consideration by the District should include the following information 1 Name s and business address of vendors other than the Bidder if any who may be utilized to provide products to the District under an awarded Purchase Order 2 Other materials or information necessary to verify that the eguipment software and accessories included in the bid meet the specifications and requirements set forth in this ITB and would assist the District in evaluating the bid 3 A summary of any pertinent litigation filed against the firm during the last three years 4 Submit a signed Bidder Acknowledgment Attachment A and include it in your package 5 Submit a schematic of the sonde showing dimensions locations of sensors sensor ports and communication connections 6 Submit a completed Price List and signed Bid for Autonomous Water Ouality Sonde Systems Purchase 2015A Attachment B 7 Submit completed Vendor Registration Form Attachme
9. entations 1 14 NEWS RELEASES The respondent shall obtain prior approval of the District for all news releases or other publicity pertaining to this bid or the service or any project to which it relates 1 15 PUBLIC ENTITY CRIMES A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work may not submit bids on leases of real property to a public entity may not be awarded or perform work as a contractor supplier subcontractor or consultant under a contract with any public entity and may not transact business with any public entity in excess of the threshold amount provided in Section 287 017 for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list 1 16 DISCRIMINATORY VENDOR LIST An entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid on a contract to provide goods or services to a public entity may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work may not submit bids on leases of real property to a public entity may not award or perform work as a contractor supplier subcontractor or consultant under contract w
10. guipment including software necessary to collect and record continuous water guality data that meet the Districts needs as defined in this ITB Sealed bids will be received until 3 00 p m Eastern Time on June 5 2015 at the District Headguarters The opening of the bids is open to the public All bids must comply with applicable Florida Statutes ITB AUTONOMOUS WATER OUALITY SONDE SYSTEMS PURCHASE 2015A Page 4 of 16 1 5 AWARDING OF BID The District anticipates purchasing through a Purchase Order seven 7 multi parameter data sondes and associated sensors software and other pertinent hardware from the respondent who submits the bid judged by the District to be the most advantageous The District anticipates a single purchase which is in its best interests The respondent understands that this bid does not constitute an agreement or a contract with the District An official contract or agreement is not binding until the bids are reviewed and accepted by appointed staff approved by the appropriate level of authority within the District and the contract or agreement is executed by both parties The District reserves the right to reject any and all bids to negotiate with apparent best gualified respondents to waive any informalities of a minor nature and to solicit and re advertise for other bids Mistakes clearly evident on the face of the bid documents such as computation errors may be corrected by the District All bids are sub
11. he response to the ITB by providing the specific statutory authority for the claimed exemption identifying the data or other materials to be protected and stating the reasons why such exclusion from public disclosure is necessary Bids will be made available for inspection at the time the District posts notice of its decision or intended decision concerning award of the Purchase Order or ten 10 working days after the bid opening whichever is earlier The Purchase Order will enumerate and identify the items to be purchased Information obtained from an officer agent or employee of the District or any person shall not affect the risks or obligations assumed by the bidder or relieve the respondent from delivering the eguipment software or services included on the bid at or below the prices presented on the bid The successful bidder shall supply the names and addresses of major material suppliers and sub vendors when reguested to do so by the District 1 11 ADDENDA If addenda become necessary the District will provide written addenda to all prospective respondents who reguested the bid The written addenda will also be posted on the District s internet website and on the State of Florida s Vendor Bid System website All addenda issued by the District will include a receipt form that must be signed and included with any bids that are submitted to the District In the event multiple addenda are issued a separate receipt for each addendum mu
12. ith any public entity and may not transact business with any public entity ITB AUTONOMOUS WATER OUALITY SONDE SYSTEMS PURCHASE 2015A Page 9 of 16 2 1 ITB AUTONOMOUS WATER OUALITY SONDE SYSTEMS PURCHASE 2015A T ru ln HG PART II SONDE AND SONDE SYSTEM SPECIFICATIONS GENERAL SPECIFICATIONS Sonde must be deployable and retain full function inside a four 4 inch diameter stilling well with water levels as low as 18 inches Sonde system must have an automated attachment or connected tool that mechanically cleans sensors to minimize fouling during extended field deployments This anti fouling device cannot increase the effective diameter of the Sonde beyond the four 4 inch maximum diameter when deployed Sonde must have an anti fouling sensor guard to physically protect the sensors from damage Anti fouling for the sensor guard may be passive or active but must not increase the effective diameter of the Sonde beyond the four 4 inch maximum diameter when deployed The number and type of sensors deployed on the sonde must be customizable by the user with a minimum of seven 7 sensor ports For deployments when the District determines that the automated anti fouling device is necessary it is acceptable for the anti fouling device to occupy one sensor port Sonde system must provide a method to calibrate sensors and perform calibration verification for sensors Sonde system must have an option for deploying a
13. ject to the approval of the Northwest Florida Water Management District Governing Board at a duly noticed Board meeting Notice of a bid award shall be posted in the office of the Agency Clerk Failure to file a protest within the time prescribed in Section 120 57 3 Florida Statutes shall constitute a waiver of the proceedings under Chapter 120 Florida Statutes 1 6 DEVELOPMENT COSTS The District shall not be responsible or liable for any expenses incurred in connection with the preparation of a response to this bid Respondents should prepare the bid simply and economically to provide a straightforward and concise description of the respondent s ability to meet the reguirements of the bid 1 7 INOUIRIES The District encourages interested parties to contact the District to discuss this ITB Edward Chelette Program Manager Hydrologic Data Services will receive guestions concerning this bid at 850 539 5999 x221 from 9 00 A M to 5 00 P M ET weekdays from the date of this release to 3 00 P M ET on June 5 2015 The District may provide written answers to substantive guestions in the form of written addenda If addenda are issued the District will post addenda on the District web site and State Vendor Bid System web site at least seven calendar days before the bid opening date All respondents should contact the District at least seven days before the bid opening date to ascertain whether any addenda have been issued ITB AUTO
14. nt C and W 9 Attachment D and include both in your package These may be omitted if the Respondent has previously registered as a Vendor with the District and is in active status including submission of W 9 8 If applicable a statement of the Respondent s status as a designated or certified minority 9 A properly marked envelope package See PART 1 Section 1 10 of this ITB for further details ITB AUTONOMOUS WATER OUALITY SONDE SYSTEMS PURCHASE 2015A Page 14 of 16 PART IV PURCHASE AWARDS The District reserves the right to accept at its sole discretion those bids which it considers to be most favorable to the District s interests to negotiate or to re advertise Those firms considered to be best able to provide the reguired products will be notified of the time and place for discussions PART V PURCHASE ORDER A Purchase Order shall be issued within thirty 30 days of the Bid Opening Should there be reasons why the Purchase Order cannot be issued within such period the time may be extended by mutual agreement between the District and Respondent If the Purchase Order has not been issued within the thirty 30 day period or within the period mutually agreed upon the Respondent may terminate the agreement without further liability on the part of either party PART VI COMPENSATION The winning bidder will be issued a District Purchase Order for part or all of the items included on the bid s Price Sheet Payment by the Dist
15. of a sensor E IP Rating means Ingress Protection Rating as defined by international standard EN 60529 to indicate the level of sealing effectiveness of electrical enclosures against intrusion from foreign bodies tools dirt etc and moisture F ORP means Oxidation Reduction Potential a measure of the water s capacity to break down contaminates G Parameter means a specific characteristic of the water such as temperature conductivity turbidity pressure etc H Respondent or Bidder means purchaser contractor vendor consultant organization firm or other person s submitting a response to this bid I Responsive Bid means a bid package that meets all requirements for submission evaluation and selection J RS 232 means the recommended standard published by the Telecommunications Industry Association TIA 232 F Interface Between Data Terminal Equipment and Data Circuit Terminating Equipment Employing Serial Binary Data Interchange issued in 1997 K SDI 12 means Serial Digital Interface at 1200 baud and is a communication protocol typically used in remote locations for communication between a data logger and an intelligent sensor or sensors L Sensor means a device that responds to a physical stimulus as heat light sound pressure magnetism electric charge etc and transmits a resulting impulse to a measuring or control instrument M SOA means Signal Output
16. rict shall be made within thirty 30 days of receipt of a correct and valid invoice unless prevented by circumstances beyond the control of the District Invoices shall be submitted upon delivery of the eguipment software or services described on the Purchase Order and shall provide sufficient detail for proper pre audit and post audit purposes ITB AUTONOMOUS WATER OUALITY SONDE SYSTEMS PURCHASE 2015A Page 15 of 16 PART VII VENDOR CHECKLIST Please review the checklist for this bid ITB No 15B 012 to ensure that you have properly followed the instructions Many bids and proposals are rejected because the respondent simply failed to comply with reguired preparation and submission reguirements O Have you verified all amounts to ensure that they are complete and accurate O Have you signed the Bidder Acknowledgment and included it in your package O rf applicable for each addendum have you completed and included the Addenda Receipt Form that was included with each addendum O Have you completed and signed the Bid for Autonomous Water Quality Sonde Systems Purchase 2015A and included it in your package O Have you completed the Vendor Registration Form and W 9 Form and included them in y p vendor Kegistrauon Form Z Form your package These documents may be omitted if your company is already a registered Vendor with the District and the District has your W 9 Form on file O Have you provided evidence of your Minority Business de
17. signation if applicable Please attach any pertinent documents to the Invitation to Bid package LI IS YOUR ENVELOPE PROPERLY MARKED See PARTI Section 1 10 of this ITB for further details Most rejected bids are caused by the respondent failing to properly mark their package All incoming correspondence is opened when received unless properly marked for a specified opening date and time If your bid is opened prior to the designated date and time it cannot be considered O Have you selected the method of shipping that will ensure that your response will arrive before the deadline Responses received after the date and time specified will not be considered The following additional documents must be included and attached to your final bid O Completed Price Sheet including shipping O Schematic of sonde system showing dimensions locations of sensors sensor ports and communication connections O User Manuals and or other documentation to allow evaluation of sonde system to meet the reguired specifications ITB AUTONOMOUS WATER OUALITY SONDE SYSTEMS PURCHASE 2015A Page 16 of 16 ATTACHMENT A BIDDER ACKNOWLEDGMENT ITB AUTONOMOUS WATER OUALITY SONDE SYSTEMS PURCHASE 2015A Attachment A ATTACHMENT B BID FOR AUTONOMOUS WATER OUALITY SONDE SYSTEMS PURCHASE 2015A ITB AUTONOMOUS WATER OUALITY SONDE SYSTEMS PURCHASE 2015A Attachment B ATTACHMENT C VENDOR REGISTRATION FORM Form 14 ITB AUTONOMOUS WATER QUALITY SONDE SYSTE
18. st be included with the bid at the time it is submitted to the District Prospective bidders are responsible for determining whether addenda have been issued and are advised to check the websites or with the District s project manager prior to submitting their bid 1 12 EOUAL OPPORTUNITY The District recognizes fair and open competition as a basic tenet of public procurement Respondents doing business with the District are prohibited from discriminating on the basis of race color creed national origin handicap age or sex It is the policy of the District to ensure that gualified respondents wishing to participate in the procurement process have the maximum opportunity to compete and perform on District contracts and purchases The District encourages participation by minority business enterprises MBE and requests MBE s to submit evidence of such designation with their bid For further information on designation as a minority business enterprise prospective respondents may contact the District s Bureau of Finance and Accounting at 850 539 5999 A vendor registration form is included in this ITB package ITB AUTONOMOUS WATER OUALITY SONDE SYSTEMS PURCHASE 2015A Page 8 of 16 1 13 ORAL PRESENTATIONS At its discretion the District may require a respondent to make an oral presentation of the bid These presentations provide an opportunity for the respondent to clarify the bid for the District The District will schedule any such pres
19. ty 1 13 Oral Presentations 1 14 News Releases 1 15 Public Entity Crimes 1 16 Discriminatory Vendor List PARTII SONDE AND SONDE SYSTEM SPECIFICATIONS 2 1 General Specifications 2 2 Sensor Specifications 2 3 Data and Communications Specifications 2 4 Bid Items PART IH BID REQUIREMENTS PARTIV PURCHASE AWARDS PARTV PURCHASE ORDER PART VI COMPENSATION PART VII VENDOR CHECKLIST ATTACHMENT A BIDDER ACKNOWLEDGEMENT ATTACHMENTB BID FOR AUTONOMOUS WATER OUALITY SONDE SYSTEMS PURCHASE 2015A ATTACHMENT C VENDOR REGISTRATION FORM ATTACHMENT D TAX FORM W 9 ITB AUTONOMOUS WATER OUALITY SONDE SYSTEMS PURCHASE 2015A PAGE O O O O 0 058 Ja A Aa nun nt HL O 10 11 12 12 14 15 15 15 16 Page 2 of 16 PARTI GENERAL INFORMATION 1 1 DEFINITIONS For the purpose of this bid the following words shall unless the context clearly indicates otherwise mean A Bluetooth means a short range low power consumption wireless interface technology using short wave radio freguencies to interconnect wireless electronic devices B CDOM means Colored Dissolved Organic Matter the optically measurable component of dissolved organic matter in water C fDOM means Fluorescent Dissolved Organic Matter a characteristic of a limited fraction of organic compounds that can serve as tracers of soil organic matter in water D Fouling means any build up of material that result in degraded performance
20. vented water level sensor using a vented data cable Sonde must be operational at depths from O to 750 feet Software must be pre loaded in each sonde and hand held interface device User manuals will be provided for all sondes sensors and hand held interface devices Sonde must have a replaceable internal power source capable of providing sufficient power to allow the system to make measurements from installed sensors run the automated anti fouling mechanism at the recommended rate record and store data for a minimum of 61 consecutive days Page 10 of 16 2 2 SENSOR SPECIFICATIONS The sensors listed in Table 1 must be user replaceable Operating ranges and accuracy are minimums and greater range or accuracy is acceptable All sensors must be deployable with the automated mechanical anti fouling device module Table 1 Select sensor specifications Parameter Operating Range Accuracy 5 to 35 C 0 01 C Temperature 35 to 50 C 0 05 C 0 to 100 mS cm Greater of 0 5 of reading or 0 001 mS cm Conductivity 100 to 200 mS cm 1 of reading Dissolved 0 to 20 mg L Greater of 1 of reading or 0 1 mg L en 20 to 50 mg L 5 of reading fDOM 0 to 300 ppb OSU Linearity of 0 99R pH 0 to 14 SU 0 2 SU 0 to 999 FNU Greater of 2 of reading or 0 3 FNU Turbidity 1000 to 4000 FNU 5 of reading ORP 999 to 999 mV 20 mV ITB AUTONOMOUS WATER OUALITY SONDE SYSTEMS PURCHASE 2015A Page 11 of 1
21. ze courier service packing and shipping materials should place the bids in a sealed and labeled envelope or box inside the courier supplied shipping materials For deliveries via courier service please use the address below Northwest Florida Water Management District 81 Water Management Drive Havana FL 32333 Located off U S Highway 90 10 miles west of Tallahassee just north of Midway FL The face of the envelope or box shall state in capital letters SEALED BID ITB 15B 012 NORTHWEST FLORIDA WATER MANAGEMENT DISTRICT AUTONOMOUS WATER QUALITY SONDE SYSTEMS PURCHASE 2015A TO BE OPENED JUNE 5 2015 3 00 PM ET AT THE HEADOUARTERS OF THE NORTHWEST FLORIDA WATER MANAGEMENT DISTRICT The sealed envelope or box shall also include the respondent s name and business address Bids received by the bid submission deadline but not properly sealed and marked may not be considered Receipt of a bid by any District office or personnel other than the District receptionist or the Division of Administration at the headquarters office located at 81 Water Management Drive does not constitute delivery as required by this ITB THE DISTRICT MUST RECEIVE ALL BIDS BY 3 00 PM ET ON JUNE 5 2015 The District cautions the respondents to assure actual delivery of mailed or hand delivered bids to the District s Division of Administration prior to the deadline set for opening Telephone confirmation of timely receipt of the bid may be made by calling
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