UNIVERSITY OF ALASKA FAIRBANKS

Procurement & Contract Services

INVITATION FOR BID (IFB) NO. 13B0012DLH

TITLE OF SOLICITATION: Marine Safety and Survival Equipment (BRAND NAME ONLY, NO SUBSTITUTIONS – Mustang Survival) – The University of Alaska Fairbanks is soliciting sealed bids from qualified vendors for the referenced equipment as specified therein. MAIL OR DELIVER BIDS TO: For Delivery of electronic media:

University of Alaska Fairbanks Procurement & Contract Services

3295 College Rd, Rm 103

Fairbanks, AK 99709 For Email: dlmoe@alaska.edu

BIDS MUST BE RECEIVED NO LATER THAN:

November 7 2012 3:00 P.M. Alaska Time

(FAX BIDS WILL NOT BE ACCEPTED)

SUBMITTAL DEADLINE

PRE-BID CONFERENCE: None Scheduled

DEADLINE FOR QUESTIONS: October 19, 2012

ISSUE DATE:

October 10, 2012

NOTE: Faxed, telegraphed proposals, or bids submitted by means other than those indicated on the Electronic Signature Page are not acceptable and shall be rejected as non-responsive.

NOTICE TO BIDDERS:

POINT OF CONTACT FOR IFB INQUIRIES: Denise L. Moe, Purchasing Agent

email: dlmoe@alaska.edu

Phone: 907.474.7374 Fax: 907.474.7720

MAILING ADDRESS: University of Alaska Fairbanks

Procurement & Contract Services

3295 College Rd, Rm 103 Fairbanks, AK 99709

The person designated above in this notice shall be the only contact for all inquiries regarding any aspect

of this IFB or its requirements. Bidders who seek or receive information regarding this solicitation from any University official other than those listed above may be declared non-responsive and removed from

further consideration. A copy of this solicitation, support documents and any amendments issued shall be accessed from the UAF Procurement and Contract Services Website at the following starting link:

http://www.uaf.edu/procurement/community/solicitations/current-solicitations/index.xml.

AVAILABILITY OF FUNDING: A contract resulting from this IFB shall only be issued subject to the availability of funding. The funding

source allows or does not allow application of Alaska preference laws.

PROCUREMENT OFFICER:

Denise L. Moe, Purchasing Agent

IFB Support Document Bid E-Signature Form University of Alaska Fairbanks

Electronic Signature Page

The following sections are integral to this solicitation and have legal implications. Signature indicates agreement and/or

compliance with all marked sections. Any exceptions must be indicated on the Statement of Compliance Form. Vendors

may be declared non-responsive for failure to comply and respond appropriately.

Solicitation Support Documents & Checklist of Required Submittals for 13B0012DLH: Marketing Group Administrator Group Legal/Risk Group

Cover Instructions to Bidders Purchase Order Terms

Electronic Signature Terms & Conditions Award Contract

Representations & Certifications Non Personal Services Contract

Bid Form Business License (Alaska) Professional Services Contract Instructions-The groups are linked to website access for documents to be downloaded and reviewed by the appropriate authority. Complete all forms and submit (PDF) with your proposal in the order indicated below. Combine the files in an organized manner so that an offer will consist of two files. Send questions immediately to the responsible procurement officer noted on cover page. Special or project specific requirements

Order documents for submittal in the following manner: Save all of your documents as one Adobe PDF file with a separate rate sheet PDF.

Administrator GroupForms to submit

PDF

IFB Bid Form

Reps & Certs

Electronic Signature

Statement ofCompliance

Transmittal or Cover Sheet

.PDF

+ +

Marketing Group

AlaskaBusinessLicense

Offers will be received in the following format(s):

USB Flash Memory CD or DVD Email

Preparer signature: ................................................................................................................................. 1

Please list Company Name and staff member (with authority) that reviewed documents: Company Date Name Date Signature __________________________________________ Date __________________

1 Bidders/Offerors agree by submittal of their bid or offer by electronic means that: Email and fax responses may not be as secure or confidential as if delivered or mailed in a

sealed envelope; The risk of busy signals or delayed transmissions, especially as the submittal deadline approaches, is substantial; Electronic responses must include all required pages, and information and shall be received in its entirety prior to the submittal deadline; An Incomplete electronic response, or a response not received in its entirety prior to the submittal deadline are late and shall be rejected as untimely; That no accommodation will be made for receipt of electronic responses that are late due to busy phone lines and networks, malfunction of the fax machine of either the sender or receiver, equipment incompatibility, or delays in transmission, and that rejection of a bid due to the above causes is not grounds for protest; The bidder bears sole responsibility for follow-up to ensure that the entire document has been received timely.

PROCUREMENT & CONTRACT SERVICES

BID FORM IFB NO. 13B0012DLH

ELECTRONIC SUBMITTAL PROCESS

The University of Alaska Fairbanks (UAF), Procurement and Contract Services (P&CS) Division is

modifying the solicitation process to better serve clients, vendors, and staff in the following manner:

match the current business process by leveraging web services and availability

reflect the way vendors do business in response to a solicitation by parsing sections out to staff members by functional area

save on resources to include staff and vendor preparation time

enhanced communication

bolster competition

The current document describes the project. The solicitation is complemented by a number of support

documents that are identified in the checklist on the electronic signature page. Any strikethroughs of

text shall indicate that the term or condition does not apply to this solicitation.

ACTION PLAN: Vendors may download, review, and print sections at their option. The documents are

organized into three control groups. Marketing Group I-links to two documents; a cover page that

outlines the bid, and the bid form (this document) that includes specifications. Legal/Risk Group II-

links to the instructions to bidders, contract document, general provisions, modified insurance

requirements, and special conditions (if applicable). Administrator Forms Group III-links to one form for

completion; an electronic signature document (with hyperlinks to all other documents).

The groups are to be downloaded and reviewed by the appropriate authority. Administrative staff may

prepare, print, and distribute the support documents to staff members with the appropriate expertise.

Make a special note of documents that require signature and must be submitted with a bid. The

documents shall be assembled in the proper order and combined into a single PDF with the bid form in a

separate PDF. This will be accompanied by a second PDF file with the vendor’s rate response

information. The University website provides access to all support documents, opens communication,

and facilitates a team response to a solicitation.

MARINE SAFETY AND SURVIVAL EQUIPMENT

Bidders must complete this Bid Form and all other required submittals, and submit by email, as an

Adobe PDF file or electronic media to the addresses noted on the cover page of this solicitation. All

forms must be submitted with your bid in the order indicated on the Electronic Signature Page as a

single Adobe PDF file along with your bid form PDF file. Bids will consist of two PDF files. Additional

documentation may be requested to confirm your firms’ responsiveness and standards of responsibility

by schedule.

Note: Faxed or telegraphed bids are not acceptable and shall be rejected as non-responsive.

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BIDS WILL BE RECEIVED IN THE FOLLOWING FORMAT(S):

USB Flash Memory CD or DVD Email [ dlmoe@alaska.edu ]

BID FORM – 13B0012DLH MARINE SAFETY AND SURVIVAL EQUIPMENT (BRAND

NAME ONLY - NO SUBSTITUTES - MUSTANG SURVIVAL)

It is the intent of P&CS to issue a Purchase Order for Brand Name Only – No Substitutes - Mustang

Industrial Marine Suits and related marine safety equipment (www.mustangsurvival.com) as specified

herein, on behalf of the UAF School of Fisheries and Ocean Science (SFOS), Seward Marine Center.

Line

Description

Qty. Each

Extended Cost

1

MV3192: Work Vest, Type III/V USCG-UL1123 Type III Approved Work Vests; with lettering, as specified and described herein

25

$_________

$___________

2

MC1534: Coat, ThermoSystem Plus, USCG-UL1123 Type III Approved In the sizes specified below: Small Medium Large X-Large XX-Large Coats; with lettering, as specified and described herein

8

12 16 12 8

$_________ $_________ $_________ $_________ $_________

$___________ $___________ $___________ $___________ $___________

3 MS2175: Coverall and Worksuit, Deluxe Anti-Exposure USCG-UL1123 Type V Approved (only when worn) In the sizes specified below: Small Medium Large X-Large XX-Large Coveralls; with lettering, as specified and described herein

8

12 12 12 8

$_________ $_________ $_________ $_________ $_________

$___________ $___________ $___________ $___________ $___________

4 MD3188: HIT™ Inflatable Work Vest USCG-UL1180 Type V (Commercial Use) Work Vests as specified and described herein

18

$_________

$___________

5 MSD901: Dry Suit, Breathable Industrial Industrial Marine In the sizes specified below: Small Medium Large X-Large XX-Large Dry Suits; with lettering, as specified and described herein

2 4 4 3 2

$_________ $_________ $_________ $_________ $_________

$___________ $___________ $___________ $___________ $___________

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6 MSD576: Dry Suit, Water Rescue for Cache Protocol In the size specified below: Large Dry Suits; with lettering, as specified and described herein

2 $_________ $__________

Delivery: The desired delivery date is twelve (12) weeks ARO. Please indicate in the space provided the time required to make delivery ARO. SHIP COMPLETE NO BACKORDERS Delivery Time ARO: Delivery time required to final F.O.B. point ARO: Date ______________or Weeks ARO_____________

Warranty: Warranty period: please state __________________ *Bid price includes all packaging, handling, shipping, taxes, duties and surcharges to the F.O.B. delivery point below: F.O.B.: University of Alaska Fairbanks R/V Sikuliaq, Seward Marine Center Attn: Safety Department 201 Railway Avenue Seward, Alaska 99664

*TOTAL

$___________

VENDOR NAME SUBMITTER NAME & # OF AMENDMENT ACKNOWLEDGED

EMAIL PHONE/FAX NUMBER

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BASIS OF AWARD

Award will be made in the aggregate to the low, responsive, responsible - bidder.

Shipping: F.O.B. Final Destination, University of Alaska Fairbanks, R/V SIKULIAQ, Seward Marine Center,

Attn: Safety Department, 201 Railway Ave, Seward, Alaska 99664. SHIP COMPLETE – NO BACKORDERS

REQUIRED SUBMITTALS

Bid Form (pages 2and 3, bid form)

Signed Electronic Signature Page

Bidder Representations & Certifications (electronic attachment from e-signature page)

Descriptive Literature

Samples of Imprinting

BRAND NAME ONLY

Brand Name Only –No Substitutes. This brand has been identified to be the only acceptable

manufacturer for this IFB:

MUSTANG SURVIVAL: www.mustangsurvival.com

Bids for brands other than this shall be considered non-responsive.

AUTHORIZED TO BIND

A bidder shall be an original equipment manufacturer (OEM), or an authorized distributor or regular

dealer of the manufacturer with legal authority to bind the manufacturer to the terms and conditions of

this IFB. The bidder shall be an agent of the manufacturer with authority to make UAF the first owner of

record of the items solicited herein, and the first holder of the manufacturer’s warranty. Substitute

warranties, or warranties provided by other than the OEM, are not acceptable, unless otherwise

provided for in this solicitation. Bidders must be able to provide, if requested by UAF, written

verification from the OEM that this legally binding relationship existed at the time the bid was

submitted. Bidders not in compliance with this section shall be considered non-responsive.

DESCRIPTIVE LITERATURE

All bids must include descriptive literature and specifications which detail the bid sufficiently to ensure

compliance with the specifications of this solicitation. If, due to lack of descriptive literature or technical

drawings and specifications, it is impossible for UAF to determine whether or not a bid meets all

required specifications, the Procurement Officer reserves the right to declare the bid non-responsive.

Failure to provide descriptive literature may cause the bid to be declared non-responsive.

It is acceptable to reference descriptive literature located online at a Vendor’s or Manufacturer’s

website. However, such references must be specific to the items being bid, citing specific lines and

model numbers which clearly correspond with individual line items in the Bid Form. It is not acceptable

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to refer simply to a manufacturer’s website without specific direction to a particular item. Failure to

clearly indicate the item being referenced may cause the bid to be determined non-responsive.

As part of the required descriptive literature, bidders must include information specifically outlining the

warranty included in all items offered. Failure to include warranty information with descriptive

literature may cause the bid to be determined as non-responsive.

WARRANTY

Bidder warrants that all items supplied under this contract, when delivered, will be new and in good

working order and will conform to the manufacturer’s official published specifications and the technical

specifications of this solicitation. UAF requires that the successful bidder be able to transfer to UAF all

first holder rights of any guarantees and warranties offered by the manufacturer. Substitute warranties,

or warranties provided by other than the OEM, are not acceptable, unless otherwise provided for in this

solicitation. Minimum acceptable coverage is one (1) year from the date of University acceptance or the

manufacturer’s standard warranty, whichever is longer. Manufacturing defects or faulty workmanship

discovered during the period of coverage will require the affected unit or part be repaired or replaced at

NO additional cost to UAF. Vendor will be responsible for all costs associated with shipping, packing,

delivery and assembly, F.O.B. Destination, of replacements during the period of coverage. UAF

requires that bidders honor all guarantees and warranties offered by the manufacturer which may

exceed the warranty requirements outlined herein. Bidders not in compliance with this section shall be

considered non-responsive.

PAYMENT TERMS

UAF’s standard payment terms are NET 30 Days upon receipt of item, proper invoicing, and UAF

acceptance. UAF anticipates to issue the Purchase Order for this solicitation on or about November 26,

2012.

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SALIENT CHARACTERISTICS AND SPECIFICATIONS

MUSTANG INDUSTRIAL MARINE SUITS AND RELATED SAFETY EQUIPMENT

1. GENERAL

1.1 All items shall be Mustang Orange in color.

1.2 Any required imprinting shall be done by Mustang Survival in 2-3” black block text.

2. IMPRINTING

2.1 The following items shall be imprinted accordingly:

2.1.1 MV3192: Work Vest, Type III/V “R/V SIKULIAQ” on back of garment

2.1.2 MC1534: Coat, ThermoSystem Plus –Initial of garment size on front, “R/V SIKULIAQ”

and initial of garment size on back of garment

2.1.3 MS2175: Coverall and Worksuit, Deluxe Anti-Exposure - Initial of garment size on

front, “R/V SIKULIAQ” and initial of garment size on back of garment

2.1.4 MSD901: Dry Suit, Breathable Industrial - Initial of garment size on front, “R/V

SIKULIAQ” and initial of garment size on back of garment

2.1.5 MSD576: Dry Suit, Water Rescue for Cache Protocol - Initial of garment size on front,

“R/V SIKULIAQ” and initial of garment size on back of garment

3. SHIPPING AND F.O.B.

3.1 Order shall be shipped complete with no backorders including all handling, shipping, taxes,

duties and surcharges to the following F.O.B. delivery point:

3.2 University of Alaska Fairbanks

R/V Sikuliaq, Seward Marine Center

Attn: Safety Department

201 Railway Aveneu

Seward, Alaska 99664