Contract notice
Section I: Contracting
authority
I.1) Name and addresses
UNIVERSITY OF SOUTHAMPTON
10007158
BUILDING 37, HIGHFIELD CAMPUS,UNIVERSITY ROAD
SOUTHAMPTON
SO171BJ
UK
Contact person: Amy Taylor
Telephone: +44 2380591656
E-mail: procurement@soton.ac.uk
NUTS: UKJ32
Internet address(es)
Main address: http://www.southampton.ac.uk
Address of the buyer profile: https://in-tendhost.co.uk/universityofsouthampton/aspx/Home
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://in-tendhost.co.uk/universityofsouthampton
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://in-tendhost.co.uk/universityofsouthampton
Tenders or requests to participate must be sent to the abovementioned address
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Education
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Lightwave Vector Network Analyser
Reference number: 2023UoS-0678
II.1.2) Main CPV code
38434000
II.1.3) Type of contract
Supplies
II.1.4) Short description
The Optoelectronics Research Centre has a requirement to purchase an opto-electronic (lightwave) network analyser as part of a project that aims at establishing an open experimental facility for the UK research community that will enable its users to characterise the bandwidth of their photonic components and circuits up to very high frequencies. The new facility will enable the high speed characterisation of components and circuits that convert electrical signals into optical signals, optical signals into electrical signals as well components that have electrical inputs and outputs or optical inputs and outputs. This allows testing of for example optical modulators, photodetectors, transmitter modules, receiver modules, etc. The frequency range that the equipment will be capable of is such that a deeper understanding of components and circuits will be gained, allowing development of components that can serve future application requirements in optical data communications and beyond.
The equipment will benefit from being situated at the University of Southampton, which has established strong experimental capabilities in areas, such as photonics, communications and the life sciences. Research at the extended cleanroom complex of Southampton's Zepler Institute, a unique facility in UK academia, will benefit from the availability of this equipment, which will enable fabrication and advanced applications research to be intimately connected.
II.1.5) Estimated total value
Value excluding VAT:
733 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.3) Place of performance
NUTS code:
UKJ32
Main site or place of performance:
Southampton, Hampshire, UK
II.2.4) Description of the procurement
This purchase is for an opto-electronic (lightwave) network analyser and is part of a project that aims at establishing an open experimental facility for the UK research community that will enable its users to characterise the bandwidth of their photonic components and circuits up to very high frequencies. The new facility will enable the high speed characterisation of components and circuits that convert electrical signals into optical signals, optical signals into electrical signals as well components that have electrical inputs and outputs or optical inputs and outputs. This allows testing of for example optical modulators, photodetectors, transmitter modules, receiver modules, etc. The frequency range that the equipment will be capable of is such that a deeper understanding of components and circuits will be gained, allowing development of components that can serve future application requirements in optical data communications and beyond.
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 3 years and 4 months with the successful tenderer.
This will comprise of an delivery lead time of up to 4 months followed by a 3 year warranty period. Please note delivery time is estimated. Should the estimated delivery date be exceeded, the contract length will be extended and the 3 year warranty period will begin upon the delivery and acceptance of goods.
The contract will be effective upon signing. The term of the warranty will run for 3 years from the date of acceptance of the goods by the University.
The estimated value of the proposal is £733,000.00 GBP excluding VAT. 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.
II.2.5) Award criteria
Criteria below:
Quality criterion: Mandatory Technical Requirements
/ Weighting: Pass/Fail
Quality criterion: Desirable Technical Requirements
/ Weighting: 40%
Quality criterion: Training Requirements
/ Weighting: 20%
Quality criterion: Support and Implementation Requirements
/ Weighting: 10%
Price
/ Weighting:
30%
II.2.6) Estimated value
Value excluding VAT:
733 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 40
This contract is subject to renewal: No
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.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 III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.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 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 within the Invitation to Tender document set.
Minimum level(s) of standards required:
Tenderers are advised that a requirement of this procurement is to have in place, or commit to obtain prior to the commencement of the contract, the following minimum levels of insurance:
Employers (Compulsory) Liability: £10 million GBP per occurrence.
Public Liability: £10 million GBP per occurrence.
Product Liability: £10 million GBP per occurrence and in aggregate.
III.1.3) Technical and professional ability
List and brief description of selection criteria:
Tenderers attention is drawn to the MANDATORY requirements of the award critera:
- Mandatory Technical Requirements 1.1 - 1.13
- Grounds for mandatory exclusion
- Grounds for discretionary exclusion
- Economic and Financial Standing
- Insurance
- Compliance with equality legislation
III.2) Conditions related to the contract
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
No
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
07/07/2023
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.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)
IV.2.7) Conditions for opening of tenders
Date:
07/07/2023
Local time: 12:01
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.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 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 in 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 the relevant project
4. View details
5. Click on the tab relating 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 Regulations 2015 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.
Costs 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 potential suppliers/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.
VI.4) Procedures for review
VI.4.1) Review body
University of Southampton
University Road
Southampton
SO17 1BJ
UK
E-mail: procurement@soton.ac.uk
VI.5) Date of dispatch of this notice
05/06/2023