Basic Information

Reference Number

0000235094

Issuing Organization

University of Ottawa

Owner Organization

University of Ottawa

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

40113-9a-RFP

Title

PRECLINICAL INFRARED IMAGER NIR II

Source ID

PU.AC.ON.11752.C94742

Agreement Types

Broader Public Sector (BPS)

Canada-European Union Comprehensive Economic and Trade Agreement(CETA)

Canadian Free Trade Agreement (CFTA)

Details

Location

Canada, Ontario, Ottawa

Purchase Type

One Time Only- Delivery Date:2023/08/31

Description

1. - Statement of Requirements
  1. The Unversity of Ottawa is pleased to invite qualified proponents to submit a proposal for Preclinical infrared imager for tissue imaging especially the simultaneous structural and functional assessment of microvasculature.

The requested preclinical infrared imager in the NIR II field (1000 - 1600nm) is a critical piece of infrastructure required to allow enhanced visualization and through skull monitoring of microvascularization in murine animals in vivo. The equipment should enable an unprecedented combination of fast acquisition speed, multispectral imaging, high spatial resolution and penetration depth that allows for the simultaneous study of structure and function. Monitoring of blood flow, metabolic rates, heart and respiratory rates are of equal importance.

General Description:

Fluorescence imaging in the near-infrared range is characterized by reduced scattering, minimal autoflurescence and less absorption allowing deeply real-time imaging with high resolution. Therefore the requested preclinical infrared imager will be capable of in-vivo real-time visualization of vascular anatomy (microvasculature) and function through-skull monitoring with the substantial potential for improving understanding of angiogenesis and circulatory system-related pathologies. The equipment enables contact-free respiratory rate measurements and cardiography and can be used on both awake and anesthetized animals using the high speed imaging fast frame rates of InGaAs cameras.

The NIR II window should have an emission spectral range up to 1600nm allowing enhancing the signal to background noise. The reduced scattering and minimal absorption in this range help to improve spatial resolution and depth penetration.
The in-plane spatial sampling should be equal or less than 80µm to allow enhanced visualization and through-skull monitoring of micro-vascularization.
The purchased instrument should allow for in depth imaging without craniotomy to at least a depth of ≥ 1mm as the cortical thickness of a mouse brain is around 1mm. Without bones in depth imaging of several millimeters should be possible.
The effective camera frame rate should be higher than 25fps to allow high-speed imaging to monitor high dynamic vascular processes/ functions.
The quantum efficacy (QE) should be higher than >70% from 900 to 1600nm

Specifications listed in Appendix A – Technical Specifications Compliance Form of this RFP are the mandatory minimum requirements for the preclinical infrared imager in the NIR II.

1. 1. Should any equipment included in a proposal be superseded by a newer model during the period of time between the award of contract and the delivery date, the successful Proponent will be required to inform the University of Ottawa of the new specifications, the newer model pricing will remain the same as what was offered in the RFP. At its sole discretion, the University of Ottawa may opt to make changes from the list of equipment by altering, adding, or deducting some equipment.

1: Statement of Work

1. - Background

1. 1. Requirements-Specifications and Environment

Please refer to APPENDIX A - TECHNICAL SPECIFICATIONS COMPLIANCE AND APPENDIX B - RATED CRITERIA.

1. - Delivery Schedule

1. 1. The equipment outlined in this document shall be guaranteed to be delivered to the specified location at the University of Ottawa. The University is anticipating that the equipment or component will be delivered and installed by August 2023 or a date that has been negotiated by the University and the successful Proponent. The delivery schedule is tentative and may be subject to change, at the University’s discretion, based on lab construction/renovation progress, at no extra cost.

1. 1. It is the responsibility of the successful Proponent to coordinate the delivery of the completed system with the University Contact.

1. - Installation and Power Requirements

1. 1. The equipment installation includes all labour, material, delivery, handling, storing, internal delivery and transfer to proper location, connections to building services, covering and protection of equipment, and all necessary procedures to form a fully operating system, in accordance with the drawings and specifications of the equipment.

1. 1. The assembly and installation must be performed by qualified representatives of the successful Proponent, and the successful Proponent shall work in co-operation and harmony with other trades and the University of Ottawa representatives.

1. 1. The Proponent must evaluate the existing electrical power supply and recommend any changes to insure that both regular and emergency power supplies meet the requirements for optimal operation of the equipment. The University of Ottawa has standard single phase, and 3 phase, 60Hz Canadian power distribution. The stated voltage current can vary by +/- 10%. Where equipment specification identifies voltages other than 120V, 208V, and 600V, it is necessary for the Proponent to identify if the equipment can operate within provided tolerances. If the quality of the existing power supply is not satisfactory, the Proponent shall include in his proposal any costs required to improve the quality to the required level and if required, a step up transformer.

1. 1. The Proponent must identify any special requirements such as dedicated circuits, clean electrical supplies, and any HVAC requirements in their proposal as well as in Appendix C and D of this RFP.

1. 1. At the time of delivery of the equipment, the successful Proponent must supply to the RFP contact one complete and unabridged set of service manuals, operator manuals, electronic schematics and troubleshooting documentation for the model purchased. The manuals and documentation shall contain identical diagnostic codes and service commands to those available to the Proponent’s representatives. The University of Ottawa will receive, at no additional cost, all upgrades and revisions of these manuals, schematics and other documentation as they become available to the Proponent.

1. - Equipment Inspection and Acceptance

1. 1. The unit shall be CSA approved as a complete system, including all options and/or subassemblies per applicable CSA standards. All cost associated with CSA approval is the Proponent’s responsibility. For more information concerning the CSA Standards, please refer to the University of Ottawa, Office of Risk Management Web site: http://www.uottawa.ca/services/ehss/Standards.html

1. 1. When required, the successful Proponent shall initiate a log book and record the results of performance testing, quality control, and related documentation with a description of all procedures and equipment required to duplicate the results at a later date.

1. 1. At the time of acceptance, the successful Proponent shall provide the University of Ottawa with a copy of the log book and a copy of the installation report. The successful Proponent shall make use of the log book to record any subsequent quality control procedures, component failure and maintenance.

1. 1. For the purpose of observation, the successful Proponent shall make provisions for the presence of designated University of Ottawa’s personnel during the full time of installation and warranty service.

1. 1. The equipment must have completed successfully a performance inspection as per specifications provided below as well as per any other document supplied with the proposal prior to shipping and upon arrival. New equipment must have completed successfully the Installation Acceptance Test (IAT) after installation and prior to use. The successful Proponent must provide a copy of the certificate of acceptance. In instances where no specifications or standards are available, good engineering practices will prevail.

i.        Full control of the equipment be demonstrated
ii.       All available techniques to be demonstrated during the installation stage
iii.      Parameters must be achieved to the satisfaction of the principal investigator
iv.      End user must be able to replicate performance parameters in University of Ottawa laboratory
v.       The University reserves the right to supply samples with appropriate features for demonstration of techniques prior to acceptance.
vi.      The University reserves the right to ask for a demo and/or sample testing before awarding the contract. It is the   University    discretion to accept or reject the proponent’s proposal/ contract based on the result. Presentation / sample testing is at the Proponent’s own expense.

1. - User Training
  1. The Proponent shall state the scope of training to be received and the methods used for the training of the University of Ottawa’s personnel.

2: Warranties, Service, and Maintenance

1. - Warranty

1. 1. The successful Proponent shall warrant its work and/or products including third party products and integrations for a period of no less than one (1) year from acceptance date, against all defects and deficiencies in manufacture, workmanship and installation. The successful Proponent shall also promptly remedy or replace any defect or deficiency, in the goods or services as solely determined by the University, upon notice from the University to do so, and at no cost to the University.

1. 1. The following conditions of effectiveness levels shall apply to the warranty period and any subsequent extensions of the warranty period. The effectiveness level shall be determined monthly, by dividing the total uptime hours by the total of uptime and downtime hours for that month.

- - i. Uptime shall be defined as the time the equipment is ready for use, to the University of Ottawa’s satisfaction, during the standard hours of operation in effect at that time.

- - ii. Downtime shall be defined as the time the equipment is not available for use because of software or equipment breakdown, or does not perform to specifications satisfactorily. Downtime shall be measured from the time the service call is logged with the successful Proponent’s service center to the time the equipment is returned for use in acceptable working condition.

- - iii. External failures due to the University of Ottawa's utilities, scheduled preventive maintenance, and scheduled upgrades shall not be considered downtime.

1. 1. The successful Proponent must contact the user to schedule a complete system performance assessment within three weeks, prior to the end of the warranty’s expiry date and ensure that it meets or exceeds the specifications initially provided at the time of the system acceptance. Failure to perform this system check and any corrective procedures shall automatically extend the warranty period until such time as the system check is completed. Should the system fail to meet the specifications agreed upon in the purchase documents, the warranty period will automatically be extended until such time as the system is compliant with those specifications.

1. 1. Should the successful Proponent fail to remedy any defect or deficiency promptly within a reasonable time after notice to do so, the University of Ottawa may remedy the defect or deficiency, at the successful Proponent’s expense.

1. 1. Any equipment(s) or system(s) supplied and installed by the successful Proponent shall be installed in such a manner as to preserve any and all manufacturers’ warranties, for the benefit of the University of Ottawa.

1. - Service

1. 1. On-site service response-time shall be within 72 hours for a qualified representative of the successful Proponent. Telephone or email service is expected within 24 hours.

1. 1. The successful Proponent shall keep all maintenance and service manuals current for a period of five (5) years following the date of system acceptance and shall incorporate the following:

1. 1. 1. Service, maintenance and operating instructions for each piece of equipment required to form the system;
    2. Descriptive and technical data;
    3. Control and schematic drawings;
    4. Wiring diagrams;
    5. A list of specialized test equipment, calibration devices and diagnostic software required for servicing and quality assurance;
    6. A list of recommended spare parts;
    7. Copies of all factory and field tests performed on the equipment.

1. 1. All technical records, manuals and diagnostic software licenses pertaining to the system and its options at time of acceptance are considered part of the purchase of the equipment and shall be the property of the University of Ottawa.

1. 1. Where available, the successful Proponent shall provide, at no extra charge to the University of Ottawa, all remote diagnostic software packages.

1. 1. In the event that the equipment is modified or upgraded during the warranty period the successful Proponent shall provide supplementary service training to the University of Ottawa.

1. 1. The successful Proponent shall provide all software’s and special diagnostic devices required for user operation, calibration, maintenance and repair of the equipment.

1. 1. The University of Ottawa and its designated representatives shall have the right to use all software’s and upgrades for the operation, repair and calibration of the

1. - Service and Maintenance Agreements

1. 1. Upon expiration of the warranty period, a service agreement shall be available annually as an option to the University of Ottawa. The total period including the standard warranty needs to cover at least five (5) years after acceptance of the equipment.

1. 1. The University of Ottawa shall be entitled to purchase from the successful Proponent, at discounted prices, all replacement parts, components, subassemblies, and peripheral devices, as needed, for the maintenance and repair of all items purchased from the successful Proponent, for at least five (5) years from the date of acceptance. No excessive shipping or handling charges shall be applied to these purchases.

1. 1. The successful Proponent shall expedite all shipments in a timely fashion in order to limit equipment downtime.

1. - Preventive Maintenance

1. 1. During the warranty period the successful Proponent will provide a complete preventive maintenance schedule at specified times convenient to the University of Ottawa. These times may be outside the normal working hours and at no extra cost to the University of Ottawa.

1. - Software Upgrade

1. 1. For a period of five (5) years after acceptance, the Proponent shall be responsible to provide, free of charge, software (operational and diagnostic) upgrades that enhance the existing capabilities of the equipment.

3: pricing schedule

1. - Pricing Schedule

1. 1. The price shall include delivery to the University of Ottawa campus, Ottawa, Ontario, Canada, to the address identified on the purchase order, including all applicable duties and taxes except HST, which shall be itemized separately, all labour and material costs, all transportation, travel and carriage costs, all insurance costs, all costs of installation and set-up, including any pre-delivery inspection charges and all other overhead, including any fees or other charges required by law.

1. 1. Prices quoted must remain firm for the duration of the contract, starting the day on which a purchase order is issued by the authority of the University of Ottawa. However, should there be any price decrease, the University of Ottawa shall benefit from the reduction.

1. 1. In all cases where the equipment is supported by software and training, the Proponent shall itemize and price the software and training being offered.

1. 1. Proponents are required to price separately (if applicable), with the mention “optional”, each equipment’s extended warranty up to four (4) individual warranty years. In no circumstance shall the annual price increase exceed the percentage increase of the Canadian Consumer Price Index as published by Statistics Canada for the preceding 12-month period, for the useful life of the equipment.

1. 1. The terms of payment for the University of Ottawa are net 30 days.

1. 1. Proponents may provide pricing in other currencies. Financial evaluation will be evaluated based on the currency exchange rate of the day prices are opened.

4: evaluation process

1. - Stages of Evaluation

1. 1. The University will conduct the evaluation of proposals in the following three (3) stages:

1. 1. 1. Stage I (one) - Mandatory Requirements

Stage I (one) will consist of a review of the proposals to determine compliance with all of the mandatory requirements. Proposals that fail to satisfy the technical and the mandatory proposal content requirements will not be considered for the next evaluation stage. The following Mandatory documents must be included with the Proponent’s Proposal:

Technical Specifications Compliance (Appendix A) - Attachment #1

Proponent must complete the Technical Specifications Compliance form (Appendix A) and include it with their proposal. Proponents are required to indicate that the equipment proposed is either compliant (Yes), or non-compliant (No) with each of the technical specifications listed by filling out the table provided, providing a detailed description of how the equipment satisfies the specifications, and indicate the page reference number where information is found in the proposal.

Rated Criteria (Appendix B) - Attachment #1

Proponent must complete the Rated Criteria form (Appendix B) and include it with its proposal.

Equipment, Utility, and Environmental Requirements (Appendix C) – Attachment #1

Proponent must fill out the Equipment, Utility, and Environmental Requirements form (Appendix C) and include all the requirements described on this form with its proposal.

Supplemental Information (Appendix D) – Attachment #1

Proponent must fill out the Supplemental Information form (Appendix D) and included it with its proposal.

Reference Consent Form (Appendix E) – Attachment #1

Proponent is required to provide three (3) references from clients who have obtained comparable goods or services to those requested in the RFP in the last five (5) years. Each Proponent must complete the Reference Form (Appendix E) and include it in its proposal.

Submission Declaration Form (Appendix F) – Attachment #1

Proponent must include a Submission Declaration Form (Appendix F) completed and signed by an authorized Proponent representative.

Pricing Structure Form (Appendix G) – Attachment #2

Proponent is required to complete the Pricing Structure form (Appendix G) with signature of an authorized representative of the Proponent.

Price Schedule Form (Appendix H) – Attachment #2

Proponent is required to fill out the Pricing Schedule form (Appendix H) and include all the requirements described on this form with its proposal. The options are not mandatory requirements for this proposal submission.

Proponent’s Checklist (Appendix I) – Attachment #1

Proponents are required to ensure that all the elements on the proponent’s checklist are included in their proposal by initialing where appropriate. The initialed checklist should be part of your proposal.

1. 1. 1. Stage II (two) - Rated Criteria

Stage II (two) will consist of scoring the proposals based on the rated criteria listed in Appendix B – Rated Criteria; the Proponent must demonstrate a specific level of ability in meeting the criteria listed therein.

1. 1. 1. Stage III (three) - Financial Evaluation

Stage III (three) will consist of scoring the pricing as per section 7.3.2. B).

1. - Tie Score

In the event that two or more Proponents obtain an identical proposal score, the selected Proponent shall be determined by way of a coin toss.

1. - Evaluation
  1. The University of Ottawa intends to award a contract to the Proponent who offers the proposal with the best value to the University of Ottawa. However, the University of Ottawa is under no obligation to award any contract in whole or in part and the University of Ottawa reserves the right, at its sole discretion, to cancel this RFP process at any time before or after the submission date of this RFP without providing reasons for such cancellation. The lowest proposal may not necessarily be retained.

1. 1. All proposals will be evaluated upon the following criteria:

Rated Evaluation CriteriaAssigned Value
Minimum Mandatory Requirements Pass/Fail
Technical Specifications / Service70%
Price 30%
Total Cumulative Score of Evaluation100%

Technical Specifications / Service (70%):

The higher percentage will consist of a scoring, by the University, of each eligible proposal on the basis of the rated requirements, and their maximum point and weight allocations, as described in the Appendix B – Rated Criteria.
Proponents are required to provide with their proposal complete and comprehensive documentation.

Price (30%):

The higher percentage will be allocated to the proposal that provides the lowest price.
The pricing schedule must be clear, detailed and complete including the prices for warranties and service.
Proponents should quote a range of possible options/add-ons, if applicable
Pricing will be scored based on a relative pricing formula using the costs provided by each proponent.

Each Proponent will receive a percentage of the total possible points allocated to price for the particular category it has bid on by dividing that Proponent’s price for that category by the lowest bid price in that category.

For example, “(30 x (lowest bid price / Proponent’s bid price), And so on, for each proposal”.

References:

Proponents are requested to supply at least three (3) references where similar goods and services have been provided including contact names, titles, telephone numbers and email address. This information should include a description and the date of the goods and services provided to the client. In the event that you have done or have being doing business with the University of Ottawa in the past five (5) years, you must include the University of Ottawa as one of your three (3) references. References must include one (1) from a higher education institution and two (2) from other similar environments to whom the Proponent has supplied the goods and services within the past five (5) years, preferably in Ontario Canada.
The Proponent authorizes the University to contact the persons or organizations listed for the purpose of obtaining reference information. The University may, at its own discretion visit the references.
Proponents are also advised that if the University chooses to contact a Proponent’s reference(s), the information and feedback obtained could impact the Proponent’s evaluation scores.
The Proponent shall co-operate with the University in its attempts to verify any such statement or claim.
1. - Award of Contract

Any award made by the University of Ottawa shall be published on Merx and shall be subject to the availability of funding at the time of award (if any).

APPENDIX A - technical specification compliance

Preclinical INFRARED IMAGER

1 - All components shall include the appropriate hardware and software that are required to meet the listed specifications. If this is not included, the cost for the hardware and software must be included with in your Proposal.

2 - Proponents are required to indicate that their proposal is compliant: Yes; or non-compliant (No) with justification. As per the Technical Specifications and the Statement of Requirements, by filling out the table below where appropriate.

3 - All detailed data, measurements, graphs etc. must be provided with your Proposal in order to justify that they meet or exceed the minimum technical specifications.

4 - In the event a Proponent is not compliant with one (1) or more technical specifications, the justification provided by the Proponent must clearly demonstrate it is equivalent or superior to the minimum requirements and must be approved and accepted by the evaluation team in order to be compliant.

5- Proponents that do not meet the minimum requirements establish in this Request for Proposal may be eliminated, at the sole discretion of the University.

Minimum Mandatory Requirements:
No.DescriptionCompliant
(Yes / No)Vendor Justification
1.In-Plane Sampling

1.1The in-plane spatial sampling must be equal or less than ≤80µm to allow enhanced visualization and through-skull monitoring of micro-vascularization in the brain.

2.In-Depth Sampling

2.1The purchased instrument must allow for in depth imaging without craniotomy to at least a depth of ≥1mm or higher without bones.

3.Time Resolution

3.1The effective camera frame rate must be equal or higher than ≥25fps to allow high-speed imaging.

4.Quantum Efficacy

4.1The NIR II window must have an emission spectral range from 900 – 1600nm.

4.2The quantum efficacy (QE) must be higher than >70% from 900 to 1600nm.

5. Illumination Sources

5.1A minimum of three (3) different illumination sources are possible (≥3).

6.Training & On-site Installation

6.1Must include on-site installation and training.

7.Warranty and CSA

7.1Must include a 1 (one) year standard warranty.

7.2Equipment must have CSA certification or equivalent.

APPENDIX B - rated criteria
The Proponent should use Appendix B – Rated Criteria, to respond to the rated criteria that will be evaluated by the University. All Proponents should refer to and review the applicable sections in the RFP before responding.
No.DescriptionWeightSupporting Page Number
1.0Performance and Robustness25

1.1Describe the supplier’s track record (publications, sold equipment, etc.) for producing high-quality, high-resolution research equipment.5

1.2Describe the general ability of the system and its individual components to demonstrate quality and robustness.10

1.3Describe the expected lifetime of system given regular use and user
Maintenance.10

2.0Operations and Maintenance20

2.1Describe how the equipment is ergonomically friendly for the researcher.2

2.2Describe your ability to provide additional extended warranty at no extra cost.3

2.3Describe what is included in the warranty (i.e., preventative maintenance, cost of parts, repairs, replacements, travels, shipping, technical support, software upgrades, etc.).10

2.4Demonstrate how you achieve a low operation cost, including consumables, gas, and power consumption.5

3.0Technical Specifications25

3.1Describe the minimum in plane sampling.15

3.2Describe the maximum in depth penetration.10

4.0Software15

4.1Describe a typical data acquisition and analysis procedure.2

4.2Are raw data accessible, and which formats are supported.3

4.3Is the analysis software open source and does it allow to call other scripts from other programming languages.5

4.4Is the software license free of charge and may it be installed in the labs or is it a multiuser license (charged).5

5.0Options and Upgrades10

5.1Is there an option for a motorization for precise control over location of the animals.

5

5.2Describe possible system extension or upgrades (e.g., 2D à 3D) and timelines keeping the same system.5

6.0Support5

6.1Describe the response time, available hours, and quality of technical support.5

Total100

Dates

Publication

2022/10/28 12:00:31 PM EDT

Bid Intent

Not Available

Question Acceptance DeadlineA - Latest Amendment

2022/11/09 03:00:00 PM EST

Questions are submitted onlineA - Latest Amendment

Yes

Closing Date

2022/11/21 03:00:00 PM EST

Contact Information

Ana Lopes

613-562-5800 ext. 2312

alopes@uottawa.ca

Roger Wills

613-562-5800 ext. 7113

rwills@uottawa.ca

A - Latest Amendment

Buyer Preferences, Guidelines & Requirements

General Requirements

- Installation Required

- Insurance Required

- Training Required

- Warranty Information Required

Bid Submission Process

Bid Submission Type

Electronic Bid Submission

Pricing

In attached document

Bid Documents List

Item Name	Description	Mandatory	Limited to 1 file
Attachment # 1	Technical/Qualitative Proposal	Yes	No
Attachment # 2	Financial Proposal	Yes	No
No entries

Additional Bidding Instructions

1: evaluation process

1. - Stages of Evaluation

1. 1. 1. Stage I (one) - Mandatory Requirements

Technical Specifications Compliance (Appendix A) - Attachment #1

Rated Criteria (Appendix B) - Attachment #1

Supplemental Information (Appendix D) – Attachment #1

Reference Consent Form (Appendix E) – Attachment #1

Submission Declaration Form (Appendix F) – Attachment #1

Pricing Structure Form (Appendix G) – Attachment #2

Price Schedule Form (Appendix H) – Attachment #2

Proponent’s Checklist (Appendix I) – Attachment #1

1. 1. 1. Stage II (two) - Rated Criteria

1. 1. 1. Stage III (three) - Financial Evaluation

Stage III (three) will consist of scoring the pricing as per section 7.3.2. B).

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