Date 2011-03-08 Last day for submission of tender

2011-03-29

Validity of tender 2011-06-16

Ref no: IKE-2011-00113 Procurement procedure Simplified procedure

INVITATION TO TENDER

The Dept. of Clinical and Experimental Medicine (IKE) at Linköpings University, Sweden wishes to procure a Micro

computerized tomography (µCT) system.

You are hereby invited to submit a tender according to the conditions stated in these contract documents.

Linköping universityDepartment of Clinical and Experimental Medicine

SE-581 83 Linköping

1 ADMINISTRATIVE REGULATIONS

1.1 GENERAL INFORMATION

A micro computerized tomography (µCT) system is to be procured by Linköpings universitet (LiU) for the Dept. of Clinical and Experimental Medicine (IKE). The system will be used for imaging of biological samples mainly comprising bone tissue up to h: 10mm w: 10mm l: 30 mm. The system must allow for 3D reconstruction and quantification of micromorphometric and densitometric bone parameters.

1.2 SCOPE

The µCT system should include an x-ray source, detector, sample folder and software package for image acquisition, processing, 3 D reconstruction and computation of micromorphometric and densitometric bone parameters within easily defined volumes of interest. The system will be used for analysis of mainly rat and mouse bone specimens up to about h: 10mm w: 10mm l: 30 mm. Analyses will be performed by students staying only a few months in the lab, and the interface should therefore be sufficiently user-friendly to enable handling of the system after brief hands-on training. Data acquisition must be possible within a reasonable time limit, typically not more than 1 hour.

1.3 CONTRACTING ENTITY

Linköpings universitetDepartment of Clinical and Experimental MedicineSE-581 83 LinköpingSweden

1.3.1 Contact person

Questions concerning this procurement should be addressed to:

Erland Ljunggren, upphandling@liu.se .

If the tenderer wishes clarification of any aspects of the Contract documents, an enquire must be submitted in writing directly to the contact person for this procurement, no later than the 22nd of March 2011. Questions after this date will not be answered. Enquiries will be answered and published at http://www.liu.se/upphandlingar/ . The tenderer is solely responsible for obtaining complete documentation.

1.3.2 Additions/amendments

Complementary additions/amendments to the contract documents will be announced at http://www.liu.se/upphandlingar.

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1.4 CONTRACT DOCUMENTS

1.4.1 List of documents

The contract documents consist of the following documents and appendices: This document - administrative regulations, qualifications of the tenderer, technical

specifications and commercial conditions, public contract (draft), appendix 1, ALOS 05 E, appendix 2, declaration of truthfulness, appendix 3.

The tenderer is solely responsible for obtaining complete documentation.

1.4.2 Disposition of the contract documents

The administrative regulations contain requirements about formality and administration and also describe how the qualification of the tenderer and evaluation of the tender is performed. The technical specifications contain specific requirements concerning the procurement object. The commercial conditions stipulate requirements for the public contract.

1.5 PROCUREMENT PROCEDURE

This is a simplified procurement procedure, in accordance with the Swedish law of public procurements (SFS 2007:1091 chapter 15).

1.6 THE TENDER – FORMAL REQUIREMENTS

1.6.1 Validity of the tender

The tender is valid provided that it is: signed by an authorised representative of the tendering company, submitted no later than March 29, 2011. The tenderer is solely responsible for the timely arrival of the tender. A tender that arrives later than stipulated, may not be considered, valid until June 16, 2011, which explicitly must be confirmed in the tender.

1.6.2 Formality of the tender

Formal requirements for the tenders are as follows: written in the Swedish or English language, submitted in a closed envelope/package marked with Tender and reference IKE-2011-

00113. Please note that tenders submitted by delivery firms will need the envelope / outer packaging to bear the tender number also,

submitted as hard copies (one (1) original and two (2) complete copies) as well as (1) complete electronic version (on USB memory stick or CD/DVD media) in MS Word *.docx format or equivalent format.

Tenders submitted by fax or e-mail will not be accepted, since confidentiality cannot be guaranteed.

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1.6.3 Submission of tender

The tender can either be sent by regular or courier mail or be delivered personally at the address below:

Visiting and express delivery address: Mailing address:Linköpings universitet Linköpings universitetRegistrator, Building Origo RegistratorSE-58183 Linköping, Sweden SE-58183 Linköping, Sweden

Office hours are Monday – Friday 09.00 – 15.00. There is a small mailbox (width: 27, 5 cm, height: 3, 5 cm) outside the Origo building were tenders can be delivered. Keep in mind that tenders are submitted at the risk of the tenderer, and to ensure that the tender is timely submitted, office hours must be strictly adhered to.

A notification of reception will be sent upon formal opening of the tenders.

1.6.4 Disposition of the tender

To ensure equal treatment and to facilitate assessment of tenders, the tenderer is requested to follow the order and numbering of this document.

If no statement is made concerning a specific requirement, the contracting entity is entitled to interpret this as requirement not fulfilled.

1.7 EVALUATION PROCESS

Before the evaluation process starts, the formal requirements are checked in accordance with 1.6. If any of those are not fulfilled, the tender in question may not be taken into consideration.

1.7.1 Qualification of the tenderer

The requirements in section 2 are to ascertain that the tenderer has the necessary technical ability and capacity to fulfill the obligations concerning this public procurement. To qualify, these requirements have to be fulfilled.

1.7.2 Examination

Thereafter the requirements indicated as “must” in sections 3 and 4, will be checked. Only tenders that fulfill all these requirements will be evaluated further.

1.7.3 Evaluation

The public contract will be awarded to the economically most advantageous tender considering the award criteria below, listed in order of priority.

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Criteria Weight

1. Technical performance and scientific potential of the proposed instrument

plus most beneficial service, delivery and installation terms 90 %

2. Total price 10 %

The total mark for each criterion will be weighted 9:1 as stated above

Criterion 1: Technical and service performance

The tenders will be evaluated regarding fulfillment of the “should”and “specify”- requirements, and given points in accordance with the intervals stated at each requirement in the “Technical specifications” chapter 3 and the “Delivery, installation and service” chapter 4. The number of evaluation points awarded for each item will be based on the quality of the equipment and the standard of the customer service.

Once the basic points are set all tenders will receive a mark between 0 and 50 for the criterion, based on the formula below for criterion 1.

Criterion 2: Total price

Tenders will be ranked with regard to the lowest total price offered.

The total price will be given marks in relation to the lowest price as specified below.

Final resultThe sum of the weighted marks will be the final total mark, which corresponds to the economically most advantageous tender.

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50sumpoint maximum The

points of sum achieved s tender'The

50price totals tender'The

price offeredLowest

1.8 COMMERCIAL SECRECY

In accordance with the Public Access to Information and Secrecy Act (SFS 2009:400 Offentlighets- och sekretesslag) all data pertaining to a procurement matter is subject to secrecy until an agreement has been entered into or procurement has otherwise been concluded.

Any data mentioned may be subject to secrecy even after the aforementioned time. Note, however that only in exceptional cases are data and prices pertinent to the evaluation of the tender considered to be of such nature that they may be held secret for commercial reasons. With respect to commercial secrecy for the protection of a tenderer’s data, the requirement is that the data in question refers to the tenderer’s business- or service conditions and that there is a specific reason to presume that the tenderer will suffer damage if the data is disclosed.

If a tenderer considers that the data submitted in connection with this procurement matter fulfills the aforementioned requirements for commercial secrecy, the tenderer must submit a request for commercial secrecy, in writing; specifying the data in question as well as the damage the tenderer would suffer if the data were disclosed.

The decision whether or not the data submitted by the tenderer fulfills the requirements for commercial secrecy will be made by the Contracting Entity.

1.9 NOTIFICATION OF DECISION

Prior to signing the public contract, notification of the contracting entity´s decision in this procurement matter will be sent in writing to all tendering parties.

An appeal for reconsideration of this decision may be made to the Administrative Court in Linköping. Such an appeal has to be sent within 10 days from receipt of the decision.

Address: Förvaltningsrätten , Box 406, SE-581 04 Linköping, SwedenE-mail: forvaltningsrattenilinkoping@dom.se

1.10 AGREEMENT

Please note that there is no legally binding agreement until a public contract is signed by both parties.

2 QUALIFICATION OF TENDERER

To ensure that the tenderer is suitable as a supplier for the specified procurement, the requirements below must be fulfilled.

2.1 LEGAL POSITION

According to the Swedish law of public procurement (LOU) the tenderer may not:

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Be in bankruptcy or liquidation proceedings, or be under compulsory administration or subject to composition or have ceased making payments until further notice or be subject to trade prohibition. Be subject to filing for bankruptcy, compulsory liquidation, compulsory administration, composition or other similar proceedings. Have been found guilty of unprofessional conduct according to final and conclusive judgment. Have been found guilty of serious wrongdoings in professional conduct. Have failed to fulfill liabilities concerning taxes and social fees.

Furthermore, checks are made that:

The tenderer is registered in the companies’ register, commercial register or similar register. The tenderer is registered for reporting and payment of taxes, withheld preliminary tax and employer fees.

The tenderer must confirm that there are no grounds for exclusion according to the above, through provision of the documents mentioned below:

Tenderer located abroad The following national official documents must be enclosed with the tender:1) certificate of enrolment in a professional trade register,2) certificate that the tenderer has fulfilled obligations relating to the payment of social security contributions,3) certificate that the tenderer has fulfilled obligations relating to the payment of taxes

Swedish tenderer Registreringsbevis from Bolagsverket must be enclosed. The purchaser will check with Skatteverket regarding payment of taxes and social security contributions.

All tenderer Appendix 3, “Tender form/Declaration of truthfulness” must also be signed and enclosed with the tender.

The information must not be older than 3 months from last day for submission of tender.

2.2 SUBCONTRACTORS

If the tenderer intends to engage subcontractors to perform certain parts or services, these shall be stated, and specified in the tender. Documents, as presented in section 2.1, must be appended for each subcontractor.

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3 TECHNICAL SPECIFICATIONS

3.1 GENERAL DESCRIPTION OF THE INSTRUMENTATION

This procurement concerns a µCT system that should include an x-ray source, detector, sample holder and software package for image acquisition, processing, and 3D reconstruction analysis. The µCT system’s intended use is research studies of trabecular bones in rats and mice. The system will be used daily by graduate students and postdoctoral fellows.

NOTE: The points given for each “should”, and “specify” request show the maximum points attainable for that item upon evaluation of the tender. The maximum number of points may only be given to a fulfilled request, accompanied with an adequate description or specification that will allow the evaluators to judge the technical solution (if applicable).

3.2 A FULLY FUNCTIONAL SYSTEM

FulfilledYes No

All components and peripherals in terms of hardware and software, with associated licenses, necessary to achieve the level of integration and technical specifications stated in the tender, must be included in the offer.

3.3 FIXED PRICE

FulfilledYes No

Price must be clearly specified, given in SEK and not exceed 600 000 SEK excluding Swedish VAT. A lower price will be evaluated positively according to criterion 2 stated in section 1.7.3.The total contract price must be given as DAP (includes transport and insurance costs to the site of installation) on-site IKE and include installation, start-up operation, testing, documentation and warranty. All payments must be against invoice 30 days net. The payment schedule is: 80 % payment after approved Installation test and remaining 20 % payment after approved Acceptance test (see section 4.3). A description of what is included in the price should be given.Specify the price and provide a description of the equipment:     

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3.4 SPATIAL RESOLUTION

FulfilledYes No

A key function in a µCT system is the low contrast resolution (LCR) i.e. the smallest size object that is detectable at low-contrast. The system must for us to be able to visualize bone microstructure with an adequate spatial resolution at LCR. We have a demand that the system must have a spatial resolution of 10 µm at LCR. Tenders with better spatial resolution will be evaluated positively. Specify the spatial resolution.Specify (0 – 10p):     

3.5 IMAGE NOISE REDUCTION

FulfilledYes No

There are a number of factors affecting image noise e.g. resolution, kV etc. The tender should specify their technical solution to reduce image noise so the best possible visualization of bone microstructure can be achieved.Specify (0 – 10p):     

3.6 CE CERTIFICATION

FulfilledYes No

The system must be CE certified.

3.7 RADIATION SAFETY

FulfilledYes No

The radiation from any point of the instrument surface should be < 1µSv/h. Specify the radiation (the lower the better).Specify (0 – 3p):     

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3.8 OBJECT SIZE

FulfilledYes No

The instrument must be able to scan object sizes of h:10mm w:10mm and length 30mm.

3.9 COMPUTER AND PRINTER

FulfilledYes No

The system must include all necessary hardware needed to ensure that running software for e.g. various analyses and rendering of 3D reconstruction is smooth and without interference. Specify the console hardware (handheld maneuvering unit, console PC, PC display and printer etc.)Specify (0 – 3p):     

3.10 3D RECONSTRUCTION

FulfilledYes No

The system must allow for 3D reconstruction and quantification of micromorphometric and densitometric bone parameters.

3.11 SOFTWARE SPECIFICATIONS I

FulfilledYes No

The system must include all necessary software for analyses and quantification of micromorphometric and densitometric bone parameters.

3.12 SOFTWARE SPECIFICATIONS II

FulfilledYes No

The tender should give a detailed description of all accompanying software with the system (everything from e.g. data acquisition to 2D and 3D visualization). In particular the tender should specify analysis functions relevant to the study of bone parameters.Specify (0 – 15p):     

.

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3.13 SOFTWARE SPECIFICATIONS III

FulfilledYes No

Off-line data evaluation should be possible at the same time as ongoing analyses.Specify (0 – 1p):      

3.14 SOFTWARE SPECIFICATIONS IV

FulfilledYes No

Specify available export options to be used in third-party applications.Specify (0 – 3p):      

3.15 DATA AQUISITION TIME

FulfilledYes No

Data acquisition must be possible within a reasonable time limit, typically not more than 1 hour. Specify the data acquisition time for an object of h:10mm w:10mm and length 30mm. Shorter data acquisition times will be evaluated positively.Specify (0 – 10p):      

3.16 SOFTWARE, LICENSES

FulfilledYes No

Specify the number of computers on which the software can be simultaneously installed within the license agreement.Specify ( 0 – 5p):      

3.17 SOFTWARE, UPGRADES

FulfilledYes No

The supplied software should be freely upgraded on the supplier´s initiative for at least 2 years after date of final acceptance of the system. Specify the time in years for free software upgrades.Specify ( 0 – 10p):      

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3.18 MAINTENANCE

FulfilledYes No

Specify the minimum level of maintenance required. (A lower level of maintenance will give a higher score).Specify (0 – 5p):      

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3.19 TRANSFER OF KNOWLEDGE AND TRAINING ON THE INSTRUMENT

We require training and technical support once the instrument is installed. Specify how you plan to provide us with this.Specify (0 – 5p):     

3.20 OPTIONS

The offered system may include options, which can provide additional or different functionality or replace already included functionality for different technical performance, without negatively affecting the integration or functionality of the system. The options will be part of our technical and price evaluation. Specify all options, their integration and effect on the total functionality of the platform. Also, specify the associated costs and the period for which these will be valid.Describe and specify (0 – 3p):     

4 DELIVERY, INSTALLATION AND SERVICE

4.1 DELIVERY SCHEDULE

FulfilledYes No

Time for complete delivery must be stated in weeks. If delivery time is stated in intervals, the longest delivery time will be evaluated. Complete delivery includes installation, set up of operation, completed acceptance tests, and scheduling of training at Linköping University.Specify time for delivery:     

4.2 SITE REQUIREMENTS

FulfilledYes No

The tender must specify special requirements of the installation site (in addition to 230 or 400 V AC outlets) to make it suitable for delivery and installation.Specify:     

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4.3 INSTALLATION TEST AND FINAL ACCEPTANCE TEST

FulfilledYes No

Upon installation representatives of the Contractor and IKE must together test that system performance is in accordance with specifications given in the tender (Installation test).

If the installation test is approved there will be a test period of one (1) month with follow-up tests by IKE (Acceptance test). The Acceptance test period will start immediately after the training specified in the tender has been completed.

If the Acceptance test shows that the delivered equipment is working according to the specifications in the tender, the equipment will be approved and accepted by the University.

If the tests show that the delivered equipment does not fulfill the tender performance specifications, the Contractor can perform necessary adjustments/repair followed by another Acceptance test period of one (1) month.

4.4 WARRANTY

1FulfilledYes No

Proposals must state what level of warranty is offered for manufacture and workmanship of the system and the duration of this. At least one year warranty must be included. Any additional years of warranty will be evaluated positively.Specify years of warranty (0 – 3p):     

4.5 SERVICE

FulfilledYes No

Proposals should include at least 2 years of full service contract. If this is not offered, please specify the available service contract options and the associated costs.Specify offered service contract (0 – 3p):      

4.6 SPARE PARTS AND CONSUMABLES

3FulfilledYes No

Proposals must state which parts are considered consumables, i.e, typically 14/15 Dnr: IKE-2011-00113

in need of replacement within 18 months of continuous operation. Specify if any spare parts or consumables are delivered with the system.Specify:      

4.7 DOCUMENTATION

FulfilledYes No

A detailed documentation in English of all delivered equipment, its operation, maintenance and service as well as trouble-shooting schemes must be included and supplied upon delivery (documentation available in both paper and electronic formats is accepted).

4.8 DRAFT CONTRACT

FulfilledYes No

The included commercial conditions (Appendix 1, Public Contract) are presumed to form the basis for an agreement between the parties.Comments:     

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