Request for proposal

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3.14 Subcontracting

3.15 Fair Price Analysis

3.16 Severability

3.17 Environmentally Friendly (“Green”) Product

3.18 Supplier Diversity

3.19 Debarment

3.20 Promotional Materials/Endorsements

Section #4: Requirements and Specifications 11-12

4.1 Specifications

Section #5: Evaluation and Award of Contract(s) 13-14

5.1 Proposal Scoring

5.2 Scoring Criteria and Method

5.3 Best and Final Offers

5.4 Contract Award

5.5 Notification of Award

Attachment A – Vendor Information Form 15-17

Attachment B – Cost Proposal Form 18

Attachment C – Client Reference List 19

Attachment D Standard Terms and Conditions 20-24

Attachment E Applicable Federal Rules 25-28


Section #1: General Information

1.1 Purpose

The University of Wisconsin-Madison, hereinafter referred to as the “University”, through its Purchasing Services Department, hereinafter referred to as “Purchasing”, is requesting proposals for the Department of Biochemistry hereinafter referred to as “Department”, for the purchase of a Helium Liquefier.

NMRFAM currently maintains and operates 9 NMR spectrometers (two 500 MHz, four 600 MHz, 750 MHz, 800 MHz, 900 MHz) with diverse capabilities for both solution and solid-state NMR spectroscopy. Each year, over 9,000 L of liquid helium is required to maintain the operation of these instruments. Liquid helium is a non-renewable resource that is rapidly escalating in price. A liquid helium recycling system sited at NMRFAM will enable us to recycle helium boil off from the spectrometers (including during magnet fills). This will reduce our liquid helium costs, help insulate NMRFAM from future liquid helium price increases and allow us to be a better steward of non-renewable liquid helium resources.


This bid is to cover the purchase and installation of a helium (He) recovery and liquefaction facility capable of meeting the needs of the NMR facility. The system needs to be capable of liquefying up to 30 liters of He per day, producing high pressure (up to 3200 psi) gas in cylinders, and doing so with an input stream of He derived from the boil-off of all of the NMR magnet dewars and the output of the pumped-magnet pumping stations. The output will be buffered through an existing bag collection system.

See Requirements and Specifications (Section 4) for the minimum acceptable specifications for items/services desired. The estimated item quantities identified on the Cost Proposal Form are for proposal purposes only. The University does not guarantee to purchase any specific quantity or dollar amount. This contract must not be construed as mandatory upon any University campus, State agency or municipality. The University reserves the right to issue separate proposals when deemed in the best interest of the University.

1.2 Organization of this Solicitation Document

This document is divided into five (5) main sections. The sections also refer to “Attachments” when such organization assists in making this document more fluid. The five (5) main sections are:
Section 1 General Information (generally states the intent of the solicitation and submittal instructions)

Section 2 Preparing and Submitting a Proposal.

Section 3 Terms and Conditions of Contract (contains performance clauses that will become part of any awarded contract).

Section 4 Requirements and Specifications (technical and other specifications for the proposal).

Section 5 Evaluation and Award of Contract(s) (contains details of the evaluation process).

1.3 Definitions

The following definitions are used throughout this document:
Agent means UW Madison Purchasing Agent responsible for this Request for Proposal. Full contact information can be found in Section 2.7.

Contractor means successful proposer awarded a contract.

Department means UW Madison Department of Biochemistry.

DVB means Disabled Veteran-Owned Business.

MBE means Minority Business Enterprise.

NMR means Nuclear Magnetic Resonance

NMRFAM means National Magnetic Resonance Facility at Madison

Proposer means a firm submitting a Proposal in response to this Request for Proposal.

Purchasing card means State credit card.

Purchasing means the Purchasing Services Department in the Division of Business Services responsible for the procurement of goods and services on UW-Madison campus, located at 21 N. Park St., Madison, WI 53715.

RFP means Request for Proposal.

State means State of Wisconsin.

University and UW both mean University of Wisconsin-Madison.

WBE means Woman-Owned Business Enterprise.


1.4 VendorNet Registration

Registration on the State of Wisconsin’s VendorNet System ( is available free of charge to all businesses and organizations that want to sell to the state. Registration allows a vendor to:
1.4.1 Register for a bidders list for commodities/services that the vendor wants to sell to the state.
1.4.2 Receive an automatic e-mail notification each time a state agency, including the University of Wisconsin System campuses, posts a Request for Bid (RFB) or a Request for Proposal (RFP) with an estimated value over $50,000 in their designated commodity/service area(s).
1.4.3 Receive an e-mail notification of addendums/amendments relative to the RFB or RFP.

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