Image Guided Surgery System

Image Guided Surgery System

Oxford University Hospitals NHS Trust. UK-Oxford: operating theatre devices and instruments

2012/S 20-032364

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Oxford University Hospitals NHS Trust
John Radcliffe Hospital, Headley Way, Headington
Contact point(s): Procurement and Supplies Department
For the attention of: Mathew Edwards, Senior Procurement Manager
OX3 9DU Oxford
Telephone: +44 1865225497

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Body governed by public law
I.3)Main activity

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1.1)Title attributed to the contract by the contracting authority:

Image Guided Surgery System 2011/12.
II.1.2)Type of contract and location of works, place of delivery or of performance

Main site or location of works, place of delivery or of performance: John Radcliffe Hospital.
NUTS code UKJ1

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 50 000,00 and 500 000,00 GBP

II.1.5)Short description of the contract or purchase(s)

The scope and description of the contract are incorporated into section II.2.1.
II.1.6)Common procurement vocabulary (CPV)

33162000 – LA25, 45215141, 50422000, 50421000

II.1.7)Information about Government Procurement Agreement (GPA)

This contract is divided into lots: no
II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Supply, installation and maintenance of at least one image guided surgery system and the supply of consumables where necessary or appropriate. It is envisaged that the contract shall include proprietary supplies and that generic supplies may also be purchased from the contractor. Enabling works are not foreseen but may be required depending on the specification of the offered equipment. Training for all neuro-surgeons, theatre staff, Medical Technical Officers and other staff as required shall be offered.
The Contracting Authority would like to invite Economic Operators which supply Neurosurgical Image Guided Surgery Systems without rigid head fixation to offer to supply, install and maintain the same. The specification will require a system with optical tracking and the specific requirements of, Touchscreen HD monitors, Wireless camera, and Ultrasound and microscope integration. The facility to use previously acquired MRI anc CT images where necessary must be offered. Any Economic Operators wishing to be considered must confirm that the system offered will be quoted with each area of functionality mentioned and each item mentioned.
The Authority requires delivery as soon as possible in the light of a catastrophic failure of an existing asset and any pre-requisites to ensure this occurs must be highlighted by the Economic Operator in its offer.
Note that the contract for the supply of equipment shall continue until expiry of the warranty period save for obligations that continue thereafter such as for the performance of the system and the commitment to offer the supply parts and maintenance services and on-going training; the contract for the provision of maintenance and for consumables shall be available to the Contracting Authority for a period of no less than 7 years from the date of the lst production of the equipment whether or not the Contracting Authority orders the same at all points during that period.
Estimated value excluding VAT:
Range: between 50 000 and 500 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: All current and works in progress options, upgrades and enhancements etcetera shall be quoted for as options with delivery dates where not currently available. The Contracting Authority shall reserve the right to acquire these during the operating life of the equipment. The contract shall separately identify the consumables and services to be provided which shall be offered at a capped price which shall not be exceeded for each extension of the contract for the provision of the same.
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Starting 5.3.2012. Completion 4.3.2019

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

See tender documentation.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

See tender documentation.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Joint and several liability.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Compliance witih the NHS conditions of contract for the purchase of goods, NHS conditions of contract for the supply of equipment and the NHS conditions of contract for the supply of services.
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

1. Register your company on the eSourcing portal at (this is only required once)

— Browse to the eSourcing Portal at,

— click the “click here to register” link,
— accept the terms and conditions and click “continue”,
— enter your correct business and user details,
— note the username you chose and click “save” when complete,
— you will shortly receive an email with your unique password (please keep this secure).
2. Express an Interest in the tender
— login to the portal with the username/password,
— click the “open access itts” link. (these are invitations to tender open to any registered supplier),
— click on the relevant itt to access the content,
— click the “express interest” button in the “actions” box on the left-hand side of the page,
— this will move the itt into your “my itts” page. (this is a secure area reserved for your projects only),
— click on the itt code, you can now access any attachments by clicking the “settings and buyer attachments” in the “actions” box.
3. Responding to the tender
— you can now choose to “reply” or “reject” (please give a reason if rejecting),
— you can now use the ‘messages’ function to communicate with the buyer and seek any clarification,
— note the deadline for completion, then follow the onscreen instructions to complete the itt,
— there may be a mixture of online & offline actions for you to perform (there is detailed online help available).
If you require any further assistance please consult the online help, or contact the eTendering help desk Mon — Fri (8am — 6pm) email Phone +44 8000112470 Fax +44 2070800480.

(a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order for compulsory winding up or administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by any means which the contracting authorities can demonstrate;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under this section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal organisation, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26.5.1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j) has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10.6.1991 on prevention of the use of the financial system for the purpose of money laundering.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Published accounts from the last three years shall be made available to the Contracting authority by the Economic Operator.
Minimum level(s) of standards possibly required: The Contracting Authority shall be satisfied that the Economic Operator is capable of sustaining the investment in the contract required in order to supply equipment and sustain the supply of goods and services throughout the contract period including liability for maintaining the equipment for at least 7 years from the last date of production of the equipment.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
A brief response outlining that the specified equipment is available to offer and that, if there are any particular parts of the specification that cannot be offered then this must be stated and forwarded to the above contact immediately. A database of previous deliveries and installed base information required. Should this not be available then the reasons (e.g. new entrant /no sales) must be stated. Telephone numbers and contact names must be supplied and unless otherwise stated next to the specific name this will indicate the consent of the Economic Operator for the Contracting Authority to contact any or all of the people or institutions stated.
Minimum level(s) of standards possibly required:
All essential requirements of the specification or variants that are accceptable to the Contractin Authority shall be shown to be available to offer by the Economic Operator. The Contracting Authority must be satisfied that previous installations of similar equipment by the Economic Operator have been successfully installed and maintained to its original specification and performance. Full disclosure of the features and benefits as well as the disadvantages of the system to be offered are expected to be volunteered by any persons contacted especially from the staff and customers of the Economic Operator.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

Accelerated restricted
Justification for the choice of accelerated procedure: Equipment has unexpectedly broken down and has not been repairable to date.
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 2: and maximum number 5
Objective criteria for choosing the limited number of candidates: It is the intention of the Contracting Authority to allow all Economic Operators that meet the requirements of this contract notice to bid for the contract. Where necessary the objective criteria for limiting the number of candidates shall be the lead time between Contract Award and the date of commissioning a system which meets the specification.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

IV.3.2)Previous publication(s) concerning the same contract

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate

10.2.2012 – 14:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

Other: Should no offer have been received by the closing date stipulated in the invitation to tender, the Contracting Authority reserves the right, but does not guarantee, to contact all Economic Operators and extend the deadline by 2 hours such that difficulties submitting an offer electronically can be overcome.
Should the Contracting Authority overcome the urgency of the requirement and cancel this procedure the Contracting Authority shall not be liable for costs incurred by any economic operator.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening tenders

Date: 23.2.2012 – 10:00

Tenders shall be opened utilising the functionality of the BravoSolution eTender system and shall be effected on-line.

Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information

The Contracting Authority intends to use an eTendering system in this procurement exercise and any mini-competition initiated thereafter and reserves the right to use an electronic reverse auction. Dates stated in this document are intended to be a guide and, while complying with mandatory minimum periods of time, the Contracing Authority shall not be restricted to the specified dates and times quoted for events following this contract notice.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: If it deemed appropriate this Contracting Authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. Applicants have two working days from notification of the award decision to request additional debriefing and that information has to be provided a minimum of 3 working days before expiry of the standstill period. Such additional information should be requested from the address in section 1.1 via through the e-Tender messaging function where possible. If an appeal regarding the award of a contract has not been successfully resolved the Public Contracts Regulations 2006 (SI 2006 No 5) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought promptly (generally within 3 months). Where a contract has not been entered into the court may order the setting aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into the court may only award damages.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:26.1.2012