Section one: Contracting authority
one.1) Name and addresses
UNIVERSITY OF SOUTHAMPTON
BUILDING 37, HIGHFIELD CAMPUS,UNIVERSITY ROAD
SOUTHAMPTON
SO171BJ
Contact
Amy Hands
Telephone
+44 2380595000
Country
United Kingdom
Region code
UKJ32 - Southampton
UK Register of Learning Providers (UKPRN number)
10007158
Internet address(es)
Main address
Buyer's address
https://in-tendhost.co.uk/universityofsouthampton/aspx/Home
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://in-tendhost.co.uk/universityofsouthampton/aspx/Home
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://in-tendhost.co.uk/universityofsouthampton/aspx/Home
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Education
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Tunable Broadband QC Laser System
Reference number
2023UoS-0836
two.1.2) Main CPV code
- 38636100 - Lasers
two.1.3) Type of contract
Supplies
two.1.4) Short description
The Optoelectronics Research Centre (ORC) is looking to purchase a tunable mid-IR laser system that can be used in the frame of the MISSION EPSRC programme grant. The ORC already possesses a tunable laser systems that cover the 6-12 m spectral range, however it does not operate in CW regime, has low output optical power and it has no beam pointing control. The MISSION is a flagship project with the main objective to demonstrate medical and environmental sensors based on absorption spectroscopy using silicon photonics platforms. It is a multi-institutional, multi-disciplinary project which requires a widely tunable mid-IR source with large CW output power and excellent beam pointing control. Since we are developing various sensing platforms it is crucial we get such a source to be able to efficiently test our sensors. The system will be used for research and will be based in Building 53 (Mountbatten building at Highfield campus).
two.1.5) Estimated total value
Value excluding VAT: £180,500
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKJ32 - Southampton
Main site or place of performance
Southampton, Hampshire, UK
two.2.4) Description of the procurement
The Optoelectronics Research Centre (ORC) is looking to purchase a tunable mid-IR laser system that can be used in the frame of the MISSION EPSRC programme grant. The ORC already possesses a tunable laser systems that cover the 6-12 m spectral range, however it does not operate in CW regime, has low output optical power and it has no beam pointing control. The MISSION is a flagship project with the main objective to demonstrate medical and environmental sensors based on absorption spectroscopy using silicon photonics platforms. It is a multi-institutional, multi-disciplinary project which requires a widely tunable mid-IR source with large CW output power and excellent beam pointing control. Since we are developing various sensing platforms it is crucial we get such a source to be able to efficiently test our sensors. The system will be used for research and will be based in Building 53 (Mountbatten building at Highfield campus).
The University is conducting this procurement using the Open procedure in accordance with the requirements of the Regulations for the purpose of procuring the goods described in the Specification. The University proposes to enter into a Contract for up to 8 years and 4 months with the successful tenderer.
This will comprise of an estimated delivery lead time of up to 4 months followed by a 1 year warranty period and an optional 7 x 12 month extensions to the warranty that can be used at the University's discretion. Should the estimated delivery date be exceeded, the contract length will be extended and the initial 1 year warranty period will begin upon delivery and acceptance of the goods. The Contract will be effective upon signing.
The estimated value of the proposal is £180,500.00 (excluding VAT). The estimated Contract Value of the initial 1 year and 4 month contract term is no greater than £170,000.00 (excluding VAT). The estimated value of the 7 x 12 month optional extension periods is no greater than £1,500.00 (excluding VAT) per extension.
Whilst bidders are expected to provide a proposal that falls within this budget, for the benefit of doubt, the University reserves the right to automatically exclude any bidders whose proposal exceeds this figure. All related components, delivery, installation, commissioning, training and warranties MUST be included within the proposal.
Details of current expenditure or potential future uptake are given as a guide based on past purchasing and current planning to assist you in the preparation of your Tender. They should not be interpreted as an undertaking to purchase any goods or services to any particular value and do not form part of the Contract.
two.2.5) Award criteria
Quality criterion - Name: Mandatory Technical Requirements / Weighting: Pass/Fail
Quality criterion - Name: Desirable Technical Requirements / Weighting: 12%
Quality criterion - Name: Software Requirements / Weighting: 5%
Quality criterion - Name: Training Requirements / Weighting: 5%
Quality criterion - Name: Maintenance and Support Requirements / Weighting: 17%
Quality criterion - Name: Delivery and Acceptance Requirements / Weighting: 21%
Price - Weighting: 40%
two.2.6) Estimated value
Value excluding VAT: £180,500
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
40
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.14) Additional information
This Contract is NOT suitable for splitting into Lots. The risk of dividing the requirement into Lots would render the execution of the Contract excessively technically difficult, not cost effective and would undermine proper execution of the Contract.
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
List and brief description of selection criteria
To support the financial assessment, the University will obtain a Business Risk Report for all Tenderers and every organisation that is being relied on to meet this procurement, using an independent company called Creditsafe.
The University reserves the right to exclude a Tenderer or request provision of further assurances such as a parent company guarantee or a bank guarantee where a Tenderer's Business Risk Score is: "Moderate Risk"; "High Risk"; "Very High Risk" or "Not Rated", based on the rating provided by Creditsafe.
Where a Business Risk score from our external system is not available, then an alternative method of assessing financial standing will be used. This method is detailed with the Invitation to Tender document set.
Minimum level(s) of standards possibly required
Tenderers are advised that a requirement of this procurement is to have in place, or commit to obtain prior to commencement of the Contract, the following minimum insurance levels:
Public Liability - £5 million
Product Liability - £5 million
Employer's Liability - £10 million
Professional Indemnity - £2 million
three.1.3) Technical and professional ability
List and brief description of selection criteria
Tenderers attention is drawn to the MANDATORY requirements of the award criteria:
- Grounds for mandatory exclusion
- Grounds for discretionary exclusion
- Mandatory Technical Requirements
- Economic & Financial Standing
- Insurance
- Compliance with equality legislation
- Health & Safety
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
18 December 2023
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 4 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
18 December 2023
Local time
12:01pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
E-Tendering Portal: The University is utilising an electronic tendering tool, In-Tend (https://in-tendhost.co.uk/universityofsouthampton), to manage this procurement and to communicate with potential suppliers and/or tenderers (as appropriate).
All documentation in relation to this tender can be downloaded from In-Tend.
Tenderers are advised that there will be no hard copy documents issued and all communications with the University, including the submission of Invitation to Tender responses will be conducted via In-Tend.
Regular monitoring of the portal is the responsibility of the Tenderer.
If you are not already registered as a supplier with the University of Southampton, you will need to register on In-Tend in order to access the procurement documentation.
Once you have logged in as a supplier: click on 'Tenders'; locate the relevant project; and click 'View Details'. Once you are in the project screen you will be able to register your organisation against the project and access all documentation by clicking 'Express Interest'.
Tenderers are advised that formal expressions of interest in the project must be by way of completion and return of the relevant documents via In-Tend.
Further instructions for the submission of responses are below:
To submit your return:
1. Log in
2. Click 'Tenders'
3. Locate relevant project
4. View details
5. Click on the tab relation to the relevant project stage (e.g. 'Invitation to Tender').
6. Click on the 'Attach Documents' button and upload your return.
7. Check ALL your response documents are uploaded and displayed in the 'My Tender Return' panel. The system will only permit your organisation to make one return.
8. Click the red 'Submit Return' button.
Please note, to preserve the integrity of the procurement, all communications with the University must be made via the correspondence function within In-Tend.
Publication of Award Details: In accordance with Regulation 50, paragraph (2) of the Public Contracts Regulations2015 and subject to Article 5 and Annex 5, Part D (13) of Directive 2014/24/EU of the European Parliament and of the Council (if applicable), the University intends to publish the value of any resulting contract at the award stage and reserves the right to do so. By submitting a response, tenderers are consenting to publication of this information unless otherwise agreed in advance with the University.
Cost and Expenses: Tenderers are solely responsible for their costs and expenses incurred in connection with the preparation and submission of responses and participation in this and all future stages of this procurement. Under no circumstances will the University be liable for any costs or expenses borne by Tenderers or any of their supply chain, partners or advisers in this procurement process.
The University is not liable for any costs in the event of the cancellation of this procurement process.
six.4) Procedures for review
six.4.1) Review body
University of Southampton
University Road
Southampton
SO17 1BJ
Country
United Kingdom