AX-27-003 Erler-Zimmer Natural Bone Full Body X-Ray Phantom

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University of Arkansas at Fort Smith
5210 Grand Avenue
Fort Smith, AR 72904
Invitation for Bid AX-27-003
ERLER-ZIMMER NATURAL BONE FULL BODY
X-RAY PHANTOM
SOLICITATION INFORMATION
Solicitation
Bid Number: AX-27-003 October 13, 2026
Issued:
Description: Erler-Zimmer Natural Bone Full Body X-Ray Phantom 7200
SUBMISSION DEADLINE FOR RESPONSE
Deadline: October 27, 2026 Bid Opening Time: 3:00 p.m., Central Time
Proposals shall not be accepted after the designated bid opening date and time. In accordance with Arkansas
Procurement Law and Rules, it is the responsibility of vendors to submit proposals on or before the bid opening date and
time. Proposals received after the designated deadline shall be considered late and shall be returned to the Vendor
without further review.
In the event that UAFS is closed for inclement weather, the bid opening shall be postponed until 3:00 p.m. the next fully
open and operational workday.
DELIVERY OF RESPONSE DOCUMENTS
One (1) hard copy, one (1) digital copy, and one (1) digital redacted copy should be mailed directly
Delivery Address: to UAFS, Attn: Lance Killough, 5210 Grand Avenue, Fort Smith, AR 72904. If using USPS, the
mailing address is PO Box 3649, Fort Smith, AR 72913.
Shipping label or outer packaging should reference: AX-27-003 Erler-Zimmer Natural Bone Full
Body X-Ray Phantom
Improperly marked packages may be opened for identification purposes
UAFS PROCUREMENT SERVICES CONTACT INFORMATION
Issuing Officer: Lance Killough, Director Procurement & Contracts Phone Number: 479-788-7041
Email Address: lance.killough@uafs.edu UAFS Website https://uafs.edu
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GENERAL INSTRUCTIONS AND INFORMATION
SECTION 1
1.1 Introduction
The Board of Trustees of the University of Arkansas, acting for and on behalf of the University of Arkansas at
Fort Smith ("the University" or "UAFS" or "Client"), is soliciting proposals from qualified and experienced
suppliers to provide two (2) Erler-Zimmer Full Body X-Ray Phantoms- Model 7200, including transport and
storage cases.
Proposals shall be in accordance with the terms, conditions, and requirements set forth in this Invitation for Bid
(IFB).
1.2 Institution Summary
The University of Arkansas at Fort Smith was established in 1928 as a junior college extension of the public-school
system. Most of its history is that of a two-year institution that has operated under several names including Fort
Smith Junior College, Westark Junior College, Westark Community College, and Westark College.
On December 15, 2000, the respective governing boards of Westark College and the University of Arkansas System
entered into an agreement to merge Westark with the System as a four-year, baccalaureate institution. UAFS
became a four-year university and joined the UA System on January 1, 2002.
UAFS is one campus with 922 total employees (575 full-time, 347 part-time). Today, UAFS is the third largest of
the five universities in the University of Arkansas System and the sixth largest of the state's four-year institutions.
In the fall of 2015, UAFS offered its first graduate degree, a Master of Science in healthcare administration. In
2019, it launched its second graduate degree, a Master of Education with emphasis areas of English and curriculum
and instruction.
The University of Arkansas at Fort Smith is a vibrant mid-sized public university dedicated to breaking the higher
education mold by bringing truly transformative, hands-on experiences to every student. From high school seniors
to senior professionals, first-generation students to "second chancers", our goal is to provide a high-quality,
future-focused education that honors each student's unique, personal situations and goals. Our tiered approach
to learning offers students access to more than 80 degree plans and programs including certificate, associate,
bachelor's, and master's degrees. We seek to recruit and retain a diverse workforce as a reflection of our
commitment to serve the diverse population of Arkansas, to maintain the excellence of the University, and to
offer students richly varied disciplines and perspectives.
The UAFS campus is comprised of 77 buildings and facilities located on 170 beautifully manicured acres and
crowned with the Donald W. Reynolds Campus Plaza, Tower, and Campus Green. Students who choose to live on
campus may do so in one of two residence hall complexes, complete with a full-service dining center, or the on-
campus apartment complex for married students and upper-class students. Campus involvement is encouraged
by participation in more than 100 registered student organizations, which includes academic societies, a dynamic
Greek life system, intramural sports, and cultural/special interest groups. The UAFS Lions compete in the NCAA
Division II MIAA Athletic Conference in men's baseball, women's volleyball, and men's and women's basketball,
golf, cross country, and tennis.
Enrollment:
* Fall 2021 - 5,444
* Fall 2022 - 5,360
* Fall 2023 - 5,506
* Fall 2024 - 5,496
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Location: Fort Smith, Arkansas
Website: https://uafs.edu
1.3 Delivery and Shipping
A. All goods must be delivered no later than December 31,2026. A timely delivery is a critical requirement
of this contract. Failure to complete delivery by the specified date will render the bid non-responsive, and
the vendor will not be eligible for the award.
B. All deliveries must be made during normal stated work hours and delivered F.O.B. Destination.
C. Loss of damage that occurs during shipping or at any point before the university receives the order is the
supplier's responsibility. All orders should be properly packaged to prevent damage during shipping.
Damage to goods that is not apparent prior to acceptance will be inspected and reported to the vendor
within thirty (30) days of receipt.
1.4 Term of Contract
A. As a result of this IFB, UAFS intends to issue a purchase order to a single vendor.
B. By submitting a signed proposal in response to the IFB, the prospective vendor represents and warrants
that it will honor its proposal as being held open as irrevocable after this period.
C. Pursuant to Ark. Code Ann. 19-11-249, any campus, unit or division of the University of Arkansas
System or any college or university in Arkansas will be eligible to acquire from the successful purchaser
or bidder goods or services that are the subject of this procurement, on all of the terms and conditions
contained in any contract issued under this solicitation.
1.5 Anticipated Calendar of Events (Table A)
TASK DATE
Release of Invitation for Bid October 13, 2026
Deadline for Written Questions by Vendors October 16, 2026
Answers to questions posted (issued by addendum)* October 19, 2026
Bid Deadline/Bid Opening October 27, 2026
Intent to Award* November 2026
Contract Start Date* November 2026
Table A *Anticipated Dates
Should the time periods specified following the Proposals Due from Vendors date differ, UAFS will not be
penalized. UAFS will make a good faith effort to follow the timeline above for evaluating, negotiating and
issuing an award.
1.6 Virtual Proposal Opening
Use the information below to view the proposal opening online at the day and time listed in Table A.
Zoom Meeting Link:
https://teams.microsoft.com/meet/2820842641980519?p=4CMob8ZAOndRrkm0DS
Meeting ID: 282 084 264 198 051 9
Passcode: Uq3xB2ZN
Meeting ID: 915 8502 2359
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Passcode: 365419
Attending the bid opening event is not required. No award will be made at the time of bid opening
1.7 Clarification of IFB Solicitation
Submit any questions requesting clarification of information contained in this solicitation via email to the buyer
no later than the date and time listed in Table A. Questions will be consolidated and responded to by the
university as deemed appropriate. The university's consolidated, written response is anticipated to be posted on
the university's website by the close of business on the date provided in Table A.
1.8 Response Documents
All responses should be submitted in English. Do not include any other documents or ancillary information,
such as a cover letter or promotional/marketing information.
A. Bid Response Packet
The following are submission requirements and should be submitted in the original bid response
packet.
a. Original signed Bid Signature Page (see Bid Response Packet)
An official authorized to bind the prospective supplier(s) to a resultant contract should sign
the Bid Signature Page included in the Bid Response Packet.
The prospective supplier's signature signifies agreement to and compliance with all
requirements in this IFB. Any exception that conflicts with Terms and Conditions or a
requirement of this solicitation will cause the prospective supplier's bid to be rejected.
b. One (1) original hard copy of the Official Bid Price Sheet.
Any management fees or costs should be disclosed below as well.
Pricing should be proposed in US dollars and cents.
c. Prospective Supplier's Equal Opportunity Policy, if available
d. Proposed Subcontractors Form, if applicable
e. One (1) flash drive with the following documents in PDF format.
Bid Signature Page
Official Bid Price Sheet
Prospective Supplier's Equal Opportunity Policy
Proposed Subcontractors Form
1.9 Additional Terms and Conditions
A. This solicitation incorporates all of the Procurement Terms and Conditions located on the UAFS
Procurement Services website here: https://uafs.edu/about/offices-and-services/finance-and-
administration/procurement/terms.php.
a. Any special terms and conditions included in this solicitation shall override the Solicitation Terms
and Conditions.
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SPECIFICATIONS
SECTION 2
2.1 Item Requested
Erler Zimmer Full-body X-Ray Phantom with Real Human Skeleton Bones- Model 7200
* Quantity: Two (2)
* Must include transport and storage cases
* Cannot be plastic bones
* Warranty: at least One (1) year
2.2 Shipping/Other Costs
The proposal should also include shipping and any other costs.
2.3 General Requirements
A. Insurance Requirements
a. The vendor shall maintain liability insurance and shall file certificates of insurance with the
university before contract commencement and every year thereafter.
b. Insurance policies shall be written by a company or companies authorized to do business in the
State of Arkansas.
c. Failure to file certificates or acceptance by the university, which does not indicate the specified
coverage, shall in no way relieve the vendor of their responsibility for maintaining adequate
insurance.
B. Personnel Requirements
a. The vendor(s) shall comply with all applicable governmental regulations related to employment,
compensation, and payment of personnel and shall abide by all rules and regulations concerning the
employment of minors.
b. The vendor(s) and all employees of the supplier(s) shall observe all university rules and regulations
that apply to university employees while on campus.
TERMS AND CONDITIONS
SECTION 3
3.1. Doing Business with the University of Arkansas at Fort Smith
A. To conduct business with UAFS, all suppliers must be registered and approved in PaymentWorks, our
secure supplier management system.
B. Procurement Services will issue the apparent successful vendor an invitation to PaymentWorks (if
applicable) upon completion of the evaluation, release of the Intent to Award letter.
C. Failure to register in PaymentWorks may result in the cancellation of this award or resulting contract.
3.2. Piggyback Clause
Pursuant to Ark. Code Ann. 19-11-249, any campus, unit, or division of the University of Arkansas System
or any college or university in Arkansas will be eligible to acquire from the successful purchaser of bidder
goods or services that are the subject of this procurement, on all of the terms and conditions contained in
any contract issued under this solicitation.
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3.3. Equal Employment Opportunity Policy
In compliance with Arkansas Code Annotated 19-11-104, UAFS must have a copy of the vendor's
Equal Opportunity Policy before issuing a contract award. UAFS will maintain a file of all vendor
EO policies submitted in response to solicitations issued by this office.
A. EO Policies may be submitted electronically to the following email address: lance.killough@uafs.edu, but a
hard copy should also be included with the bid response.
B. Submitting an EO Policy to UAFS is a one-time Requirement. Vendors are responsible for
providing updates or changes to their policies and supplying EO Policies upon request to other state
agencies, which must also comply with this statute.
C. Prospective Vendors who are not required by law to have an EO Policy must submit a written
statement to that effect.
3.4. Prohibition Of Employment Of Illegal Immigrants
A. Pursuant to Arkansas Code Annotated 19-11-105, Contractor(s) providing services of $25,000 or greater
shall certify with UAFS that they do not employ or contract with illegal immigrants.
B. By signing and submitting a response to this Bid Solicitation, a Prospective Contractor for services of $25,000
or greater agrees and certifies that they do not employ or contract with illegal immigrants. In addition, if
selected, the Prospective Contractor certifies that they will not employ or contract with illegal immigrants during
the aggregate term of a contract.
3.5. Restriction Of Boycott Of Israel
A. Pursuant to Arkansas Code Annotated 25-1-503, a public entity shall not enter into a contract with a
company unless the contract includes a written certification that the person or company is not currently
engaged in, and agrees for the duration of the contract not to engage in, a boycott of Israel. B. This prohibition
does not apply to:
a. A company that offers to provide the goods or services for at least twenty percent (20%) less
than the lowest certifying business.
b. Contracts with a total potential value of less than $1,000.
C. By checking the designated box on the first page of this bid, a Prospective Contractor agrees and certifies that
they do not, and will not, for the duration of the contract, boycott Israel.
3.6. Restriction Of Boycott Of Energy, Fossil Fuel, Firearms, and Ammunition Industries
In accordance with Ark. Code Ann. 25-1-1002, the respondent certifies that it is not currently engaged in a
boycott of the energy, fossil fuel, firearms, and ammunition industries and agrees for the duration of its
agreement not to engage in a boycott of the energy, fossil fuel, firearms or ammunition industries.
A. The preceding does not apply to:
a. A financial services provider as defined at Ark. Code Ann. 25-1-1001(8)(A),
b. An agreement with a total potential value of less than $75,000, or
c. A contract under which the supplier's price for the goods or services is at least 20% less than the
lowest certifying business.
3.7. Restriction Of Contracts with Scrutinized Companies
A. In accordance with Ark. Code Ann. 25-1-1001, the respondent certifies that the government of the
People's Republic of China ("PRC") does not wholly own the bidder or hold a majority interest in the
bidder. Bidder further certifies that the PRC does not own or hold a majority interest in a for-profit
parent company, subsidiary, or affiliate of the bidder or in a subsupplier to be employed by the bidder.
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B. A "scrutinized company" is an entity in which the People's Republic of China holds 51% or greater ownership
and includes any for-profit parent, subsidiary, or affiliate of such a company.
C. This restriction applies regardless of the source of the funds but does not apply to exempt commodities and
services.
3.8. Payment and Provisions
A. Invoices are accepted by mail or email. Supplier shall send invoices to one of the following:
PHYSICAL ADDRESS EMAIL
University of Arkansas at Fort Smith ACCOUNTSPAYABLE@UAFS.EDU
ATTN: Accounts Payable
5210 Grand Avenue
Fort Smith, Arkansas 72904
B. Payment shall be made in accordance with applicable State of Arkansas accounting procedures upon
acceptance by the university. UAFS may not be invoiced before delivery and acceptance of any
equipment, service or commodity.
C. Payment will be made only after the supplier has successfully satisfied the university as to the goods
and/or services purchased.
D. Vendors shall provide an itemized invoice for all charges.
E. The Purchase Order number should be referenced on each invoice.
AX-27-003 Erler-Zimmer Full Body X-Ray Phantom

OFFICIAL BID PRICE SHEET
AX-27-003 ERLER ZIMMER FULL BODY X-RAY PHANTON-MODEL 7200
If pricing is dependent on any assumptions that are not specifically stated on this Official Price Sheet, please list those
assumptions accordingly on a separate spreadsheet and show detailed pricing. Any additional pricing lists should remain
attached to the Official Price Sheet for purposes of accurate evaluation. All pricing set forth in any response to this IFB
shall be unconditionally guaranteed for a minimum of six months from the published due date for responses to this IFB.
The University will not be obligated to pay any costs not identified accordingly. The vendor must certify that any costs
not identified by the vendor, but subsequently incurred in order to achieve successful operation of the service, will be
borne by the vendor. Failure to do so may result in rejection of the bid.
Vendor may use additional sheet if pricing model is different than the one provided.
ITEM DESCRIPTION PRICE (Each) EXTENDED
1 Erler Zimmer Full Body X-Ray Phantom with $
transport and storage cases (Qty. 2)
2 Shipping $
3 Other Costs $
Grand Total $

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BID SIGNATURE PAGE
The undersigned affirms they are duly authorized to execute any resulting contract, that this bid has not been
prepared in collusion with any other Offeror, and that the contents of this bid have not been communicated to any
other Offeror or any employee of the University of Arkansas at Fort Smith prior to the official review of this bid.
RECEIPT OF THE FOLLOWING ADDENDA ARE HEREBY CONFIRMATION OF REDACTED COPY
ACKNOWLEDGED (LIST ALL / ANY ADDENDA)
ADDENDUM NO. ______________ YES, a redacted copy of submission documents is
enclosed.
ADDENDUM NO. ______________
NO, a redacted copy of submission documents is not
enclosed. I understand a full copy of non-redacted
ADDENDUM NO. ______________
submission documents will be released if requested.
MINORITY AND WOMEN-OWNED DESIGNATION
Not Applicable American Indian Service-Disabled Veteran
African American Hispanic American Women-Owned
Asian American Pacific Islander American
Pursuant to Arkansas law, a Vendor must submit the below certifications prior to entering into a contract with a
public entity for an amount as designated by the applicable laws.
1. Israel Boycott Restriction: For contracts valued at $1,000 or greater. A public entity shall not enter into a
contract with a company unless the contract includes a written certification that the person or company is not
currently engaged in a boycott of Israel. If at any time after signing this certification the contractor decides to
engage in a boycott of Israel, the contractor must notify the contracting public entity in writing. See Arkansas
Code Annotated 25-1-503.
2. Illegal Immigrant Restriction: For contracts exceeding $25,000. No state agency may enter into or renew a public
contract for services with a contractor who employs or contracts with an illegal immigrant. A contractor shall
certify that it does not employ, or contract with, illegal immigrants. See Arkansas Code Annotated 19-11-105.
3. Energy, Fossil Fuel, Firearms, and Ammunition Industries Boycott Restriction: For contracts valued at, or
exceeding, $75,000. A public entity shall not enter into a contract with a company unless the contract includes a
written certification that the person or company is not currently engaged in, and agrees for the duration of the
contract not to engage in, a boycott of an Energy, Fossil Fuel, Firearms, or Ammunition Industry. If a company
does boycott any of these industries, see Arkansas Code Annotated 25-1-1102.
By signing this form, the contractor agrees and certifies that it does not, and shall not for the remaining aggregate
term of the contract, participate in the activities checked below:
Do not boycott Israel.
Do not employ illegal immigrants.
Do not boycott Energy, Fossil Fuel, Firearms, or Ammunition Industries.
Name of Vendor/Contractor
_____________________________________________ ___________________________________________
Contractor Signature Date
EQUAL OPPORTUNITY (EO) POLICY
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Contract and Grant Disclosure and Certification Form
Failure to complete all of the following information may result in a delay in obtaining a contract, lease, purchase agreement, or grant award with any Arkansas State Agency.
SOCIAL SECURITY NUMBER FEDERAL ID NUMBER SUBCONTRACTOR: SUBCONTRACTOR NAME:
TAXPAYER ID #: ---- ---- OR ---- Yes No
IS THIS FOR:
TAXPAYER ID NAME: Goods? Services? Both?
YOUR LAST NAME: FIRST NAME: M.I.:
ADDRESS:
CITY: STATE: ZIP CODE: --- COUNTRY:
AS A CONDITION OF OBTAINING, EXTENDING, AMENDING, OR RENEWING A CONTRACT, LEASE, PURCHASE AGREEMENT,
OR GRANT AWARD WITH ANY ARKANSAS STATE AGENCY, THE FOLLOWING INFORMATION MUST BE DISCLOSED:
F O R I N D I V I D U A L S *
Indicate below if: you, your spouse or the brother, sister, parent, or child of you or your spouse is a current or former: member of the General Assembly, Constitutional Officer, State Board or Commission Member, or State Employee:
What is the person(s) name and how are they related to you?
Mark () Name of Position of Job Held For How Long?
[i.e., Jane Q. Public, spouse, John Q. Public, Jr., child, etc.]
Position Held [senator, representative, name of board/
Current Former commission, data entry, etc.] From To Person's Name(s) Relation
MM/YY MM/YY
General Assembly
Constitutional Officer
State Board or Commission
Member
State Employee
None of the above applies
F O R A N E N T I T Y ( B U S I N E S S ) *
Indicate below if any of the following persons, current or former, hold any position of control or hold any ownership interest of 10% or greater in the entity: member of the General Assembly, Constitutional Officer, State Board or
Commission Member, State Employee, or the spouse, brother, sister, parent, or child of a member of the General Assembly, Constitutional Officer, State Board or Commission Member, or State Employee. Position of control means the
power to direct the purchasing policies or influence the management of the entity.
What is the person(s) name and what is his/her % of ownership interest and/or what is his/her
Mark () Name of Position of Job Held For How Long?
position of control?
Position Held [senator, representative, name of
From To Ownership Position of
Current Former board/commission, data entry, etc.] Person's Name(s)
MM/YY MM/YY Interest (%) Control
General Assembly
Constitutional Officer
State Board or Commission
Member
State Employee
None of the above applies
AX-27-003 Erler-Zimmer Full Body X-Ray Phantom