Supply Autoclaves – Steriliser and HPV Chamber

Tender for Autoclaves – Steriliser and HPV Chamber

Lot 1: 1 of Steriliser in room G20, Lot 2a: 1 off Fumigation chamber in room G20, and
Lot 2b: 1 off Hydrogen Peroxide Generator for Fumigation Chamber only.

United Kingdom-Edinburgh: Autoclaves

2013/S 246-428446

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Contact point(s): Procurement
For the attention of: Andy Kordiak
EH1 1HT Edinburgh
UNITED KINGDOM
Telephone: +44 1312429310
E-mail: andy.kordiak@ed.ac.uk
Fax: +44 1316502154

Internet address(es):

General address of the contracting authority: http://www.ed.ac.uk/schools-departments/procurement/supplying

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00107

Electronic access to information: https://in-tendhost.co.uk/edinburghuni/aspx/Home

Electronic submission of tenders and requests to participate: https://in-tendhost.co.uk/edinburghuni/aspx/Home

Further information can be obtained from: University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Contact point(s): Procurement
For the attention of: Andy Kordiak
EH1 1HT Edinburgh
UNITED KINGDOM
Telephone: +44 1312429310
E-mail: andy.kordiak@ed.ac.uk
Fax: +44 1316502154
Internet address: http://www.ed.ac.uk/schools-departments/procurement/supplying

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Contact point(s): Procurement
For the attention of: Andy Kordiak
EH1 1HT Edinburgh
UNITED KINGDOM
Telephone: +44 1312429310
E-mail: andy.kordiak@ed.ac.uk
Fax: +44 1316502154
Internet address: http://www.ed.ac.uk/schools-departments/procurement/supplying

Tenders or requests to participate must be sent to: University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Contact point(s): Procurement
For the attention of: Andy Kordiak
EH1 1HT Edinburgh
UNITED KINGDOM
Telephone: +44 1312429310
E-mail: andy.kordiak@ed.ac.uk
Fax: +44 1316502154
Internet address: http://www.ed.ac.uk/schools-departments/procurement/supplying

I.2)Type of the contracting authority

Other: Research
I.3)Main activity

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

EC0621_Steriliser and HPV Chamber_RIPH2b_ 12_2013.
II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Purchase
Main site or location of works, place of delivery or of performance: Edinburgh.
NUTS code UKM25

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

Invitation to Tender Letter
The University of Edinburgh
Dear Sir / Madam,
EC_0621_Steriliser and HPV Chamber_RIPH2b_102013
1. Your company is invited by the University of Edinburgh to tender for the supply, installation and technical services relating to the equipment, listed in this document, in terms of, and in accordance with, the Invitation to Tender of which this Letter forms part.
2. The Tender process will be used to equip the RIPH2B during 2014.
3. Your Tender must be submitted in accordance with this Invitation to Tender Letter, and in accordance with the following attached documents, all of which shall be deemed to form, and to be read and to be construed as part of this Invitation to Tender.
4. The packages are divided into 2 separate Lots. Tenderers are required to bid for complete individual or complete multiple Lots.
Lot 1: 1 of Steriliser in room G20,
Lot 2a: 1 off Fumigation chamber in room G20,
and
Lot 2b: 1 off Hydrogen Peroxide Generator for Fumigation Chamber only
5. Tenders may bid for individual or all or any combination of Lots. Each Lot shall be mutually exclusive, assessed, scored and awarded on their own individual merits. To be clear, Lot 2a and Lot 2b is a single Lot and cannot be offered separately.
6. Where Tenderers are bidding for more than one Lot, they may also offer additional discounted pricing for a joint purchase of both Lots. See Schedule 11 Pricing. Each Lot will be scored and awarded based on the prices offered on a Lot by Lot basis. To be clear we are prevented by the Procurement Directives to use a combined net price in our scoring of the Tender, where a mutually exclusive Lots structure is stipulated.
7. We reserve the right to order only part or none of the above.
8. Your Tender must be submitted in accordance with this Invitation to Tender Letter, and in accordance with the following attached documents, all of which shall be deemed to form, be read and to be construed as part of this Invitation to Tender.
9. The equipment shall be delivered and installed at the following address:
RIPH2b
c/o Miller Construction Ltd.
Easter Bush Campus,
Bush Farm Road
Edinburgh
EH25 9SY
10. Offers shall be valid until the end of July 2014.
11. Your proposed equipment shall meet, or better, the specifications shown in Schedule 2 Statement of Requirements.
12. RIPH2B room layout CAD drawings are supplied with this document through In Tend e-tendering system. Tenderers are required to use the drawings to produce their own site-specific drawings for each item of equipment offered. As the quality of designs presented by Tenderers is a scoreable dimension as per Schedule 1, Table 1, it is in the interest of Tenderers to provide high quality detailed designs that demonstrate the capability of the Tenderer and the attributes of the equipment offered.
13. If you cannot supply the exact equipment we need, you may suggest alternatives that meets or exceeds the specifications. Please clearly show the benefits of any such alternatives.
14. Tenderers shall complete Pricing Schedule 11, in the format indicated for the Lots offered, including delivery, installation, commissioning, training and any other special requirements as listed elsewhere in this document. Tenderers shall also supply costed offers in their own detailed formats, this is in addition to completing the Pricing Schedule 11.
15. Once the University has completed the tender process and decided on the most economically advantageous tender, Miller Construction Ltd shall place the order and sign formal Contracts for the supply of equipment. To be clear, the Contract for the supply of the equipment shall be completed by Miller Construction Ltd and the Tenderer shall be contracted to Miller Construction Ltd to supply the equipment. Further detail on this can be found in Schedules 4 and 14.
16. Your pricing should exclude VAT. The University will issue Zero Rating VAT certificates if appropriate.
17. The University may ask to see demonstration equipment to allow end-users to evaluate products (post tender) at Equipment Tenderers’ expense. The Tenderers are expected to make all arrangements at a mutually agreeable time for all parties concerned.
18. Tenderers will be invited to a clarifications meeting.
Wednesday 29.1.2014
Start time: 13:30 hrs.
Site survey 14:30 hrs.
Final round up and end of meeting: 16:00 hrs
Location:
Meeting Room (TBA)
Easter Bush Campus
Bush Farm Road
Edinburgh
EH25 9RG
19. Exact location of the meeting will be confirmed directly with the Tenderers via In Tend.
20. Confirm your attendance through the In Tend Correspondence system to Andy Kordiak by 16:00 hrs Friday 24.1.2014.
21. Also attending the survey shall be End Users, Design Team, Project Team, Miller Construction Ltd representatives and Procurement.
22. Only two persons per Tenderer shall be allowed to attend the meeting and there will be no other meeting dates available. This may need to be reduce to one person IF the number of Tenderers expressing an interest in attending is large. Tenderers will be advised nearer the time.
23. All Tenderers must make their own arrangements for transportation and parking.
24. In no circumstances shall the University pay any claims for parking fees, transportation costs, flight tickets, parking tickets or fines, or any incidental or consequential costs relating to the site meeting. Attendance at the meeting confirms the Tenderers agreement to these terms.
25. The University expects to work in partnership with the selected Tenderer(s) to reduce costs to both parties and achieve improved value for money. You are invited to offer any other appropriate benefits to The University, such as sponsorship. We would consider financial concessions on equipment Charges, warranty and service terms, in exchange for access to the equipment for future training/workshops or demonstration purposes. We would also consider other suggestions that would help give an ongoing income stream.
II.1.6)Common procurement vocabulary (CPV)

33191110, 33191100, 90924000

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

The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots
II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

1 x Steriliser.
1 x HPV chamber and generator.
II.2.2)Information about options

Options: yes
Description of these options: Extended warranty may be procured if funding permits.
II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Starting 30.3.2014. Completion 22.8.2014

Information about lots

Lot No: 2 Lot title: HPV Chamber and Generator

1)Short description

Lot 2a: 1 off Fumigation chamber
General Description
The primary function of the decontamination chamber is to provide an enclosed, safe and process interlocked environment to sterilise a range of laboratory materials and equipment, primarily by using, hydrogen peroxide or other modes of fumigation, if these become industry norms in the future.
The workflow shall be in the direction of dirty to clean which is set by the design of the room and surrounding areas. The chamber should follow the general layout at the suggested location as presented in our designs see, Schedule 16 CAD Drawings and related information.
It is envisaged that the hydrogen peroxide generator (Lot 2b) shall be located and operated on the dirty side of the chamber. All inlet vents, extract ducts and ports are to be fully self-sealing when not in use. Inlets may also require protection with HEPA filtration. An integrated or a stand-alone generator can be offered.
Furniture
Presentation trolleys with flexible racking (3 off) for sterilising electronic equipment, animal house materials such as bedding or feed and related items shall be supplied making best use of the volume available. Tenderers shall include the costings for the trolleys in Schedule 11 Pricing Schedule.
The chamber shall also to accommodate poultry cages on their own trolleys. These are provided via another contract. These cages and trolleys have a minimum overall dimensions of 2.00 m long/depth x 1.10 m wide x 1.80 m high. The chamber MUST be able to easily accommodate, intact poultry cages with their attachments wheeled into the steriliser. See details of the poultry cages which are provided with this ITT, see Schedule 16 CAD drawings.
Design
Double-sided, push in / pull through, rectangular front loading chamber, with integral fumigation nozzles, vapour distribution mechanisms, decay rate enhancement processes (may be a generator function as in Lot 2b), system controlled exhaust to the outside as detailed below) and fail-to-safe operator and environment protection systems. Ramp free design at both ends.
The chamber’s floor shall match FFL. As there is little or no space for an acceptable ramp, hinged doors are unlikely to meet the ergonomics of the department, therefore, we are seeking a solution with concertina or sliding doors, if technically feasible and safe for operating with gas and vapours. The University are seeking Tenderers design suggestions to aid the ergonomics of the facility. All finishing plates for the floor to complete gaps, provide smooth push through to the chamber shall be provided as required. An unlined pit is provided for the chamber, see the CAD drawings provided.
The chamber shall have integral, sealed and wipe down lighting units suitable and safe for the environment. The chamber is to be finished in suitable materials and have hygienic surfaces, which can be easily cleaned. All joins shall be radiused to allow easy cleaning and avoid dust retention. All electrical switches and displays as presented to the end users shall be low voltage. Power outlets shall be suitably IP rated to allow washing.
As the VHP chamber will be immediately next to a steriliser system the heat generated will be considerable. The VHP chamber shall be supplied with suitable heat insulation so as the VHP cycle shall not be affected by heat.
The VHP chamber shall require a full barrier seal to be installed by the VHP Tenderer to meet environment barrier requirements. The barrier seals are required to be installed on the clean side of the facility. Engineering access SHALL be from the dirty side of the facility.
The approximate external dimensions are provided on the CAD drawings as supplied with this ITT. The equipment shall be supplied with bespoke stainless steel panels, which may also be used to create a “plant room” area, if necessary. The panel work shall be of a high quality finish and shall extend from ceiling to floor and wall to wall (or to adjacent equipment). Doors or lift out panels shall be provided to allow service personnel access but will prevent operators from accessing the plant room area without the use of a key or tools. Access to control circuits, transducers and components which may require replacing, calibration or be accessed during normal servicing and performance testing, shall be easily accessible from the dirty side. Access panels should be easily removed/ replaced albeit that a tool will be required to gain access to any hazardous or non-user parts of the system.
Engineering access shall be from the dirty side of the facility NOT from the barrier seal side. The VHP generator (Lot 2b) shall be accommodated and interface fully on the dirty side.
Mechanical and Electrical Services
Single-phase electrical power outlet(s) will be supplied to within 2.0 m of the chamber, alarm system and other parts of the system as required. The Tenderer shall complete final connections.
Fixings to ceiling and/or soffit shall be carried out by the Tenderer. All finish work to maintain aesthetics and hygiene barrier requirements shall be finished by the Tenderer.
User Controls
A comprehensive set of easily readable indicators with audio visual alarms shall be presented on the outside of the chamber, controlled from the dirty side. This is expected to include but is not limited by the following:
power on/off,
cycle and cycle stage,
safe /unsafe air flow,
door status,
damper operation/position,
special feature monitoring,
fault conditions monitoring systems.
Status indicators or slaves will be present on the clean side to inform operators of the process stage or the status of the system, along with alarms and warnings.
Multiple programme touch screen control, including data archiving for at least 30 completed cycles, which can be downloaded remotely, if required. Controller to be IP addressable from the University network to facilitate data set downloads. An integral printer is required. This could be in conjunction with the generator, Lot 2b.
The chamber shall be supplied with interlocking doors that continuously provides a hygiene barrier, prevents access to the chamber during sterilisation cycles, prevents fumigant release and prevents cycle initiation if any door is open. An emergency stop button will be required in the chamber and on main control panel. It is envisaged that the control of the cycles will be via the generator and this will work in conjunction with any built-in controls that are necessary within the chamber, say, to maintain the barrier interlock.
Fan, control systems and ducting
It is envisaged that one, 150 mm diameter PVC extract duct, ultimately terminating in a roof discharge stack will be supplied through the Main Contract. The ducting will be presented to the chamber within 2.0 m. A dedicated extract fan and control system will also be required and these will be supplied and installed by the Tenderer.
The purpose of the extract system is to provide the following:
at the end of a sterilisation cycle, active venting to the outside shall be provided to evacuate fumigant, with the aim of lowering overall cycles times and to ensure a safe working environment for operators after sterilisation,
during sterilisation cycles, if a fumigant leak is sensed by the monitoring system, the fumigant generation cycle shall be terminated automatically and the chamber would be evacuated by the activation of the extract system,
End Users should be able to terminate a cycle manually and this should automatically instigate an evacuation cycle,
a method of automatically opening and closing the damper(s) as appropriate to the stage of the sterilisation cycle will be required to ensure the chamber is fully sealed when required,
during evacuation, the chamber may require an intake of HEPA filtered air to balance the volume discharged, the Tenderer shall provide a suitable method / design to facilitate this function if required.
As the routing of the fumigation chamber duct from the laboratory areas to the plant room on the upper floor will be highly complex, the Main Contractor shall supply and fit the ducting from the chamber to a suitable location in the plant room area where fans shall be located.
The Tenderer shall supply, fit and commission energy efficient fans, with mounting plinths suitable for the location. The fans shall be suitable for the intended use and for the profile / pressure drop of the full ducting route. The fan shall have adjustable damping / speed control as appropriate to allow the chamber extract to be set within compliance parameters and to allow automatic adjustments to be made by the control system to maintain containment and minimise energy consumption during normal variations expected during operations and ambient conditions.
The fumigation chamber shall be protected with an anti-blow back valve.
The Tenderer shall also be required to supply, fit and commission a control system between the fumigation chamber and the fan to complete a fully operational and fit for purpose system for fumigation and containment of the fumigant. The Main contractor shall supply conduit / cable trays and pull wires for any data and / or power wiring required from the fumigation chamber to the fan and dampers. The Tenderer shall be responsible for pulling control/ data / power wires that connect between the fumigation chamber the fan and dampers. This shall not include any BMS connections that will the responsibility of the Main Contractor.
An independent air monitoring system and alarm (independent of the generator) shall be provided with the chamber. Fumigant sensors shall be located in the immediate vicinity of both dirty and clean chamber doors, as a minimum requirement, to provide air monitoring/alarms. Additional sensors may be required for the operation of the extract system. The positioning of the sensors should be agreed with the Main Contractor and Health and Safety.
The air monitoring/alarm control unit shall be located in the dirty area. This shall be a standalone system with audio and visual beacon alarms at each door of the chamber. The system shall be able to shut down hydrogen peroxide production if alarms are tripped and initiate evacuation of the chamber.
The monitor should measure principally H2O2. If a system that could measure or formaldehyde based fumigants with alternative sensors and minor adjustments where available, this may wish to be considered by the University dependant on cost.
The fans shall be provided with a voltage free connection for use with the BMS to indicate failure. Connection to the BMS shall be carried out by the Main Contractor. This shall be in addition to any fan status monitoring provided via the chamber installation.
The Tenderer shall complete the mechanical, electrical power and data connections at the fumigation chamber and at the fan.
The Main Contractor shall complete the final limb of the ducting, connecting to the exit port of the fan and routing the ducting up through stacks to the roof.
The Tenderer shall be responsible for completing testing and sign off for each sub system that they supply and shall assist the Main Contractor to test and sign off the complete system.
Documentation
Operator manuals, service cards, Health and Safety / COSHH signage shall be supplied and fitted as appropriate. Signage may be required in the plant room in relation to fans.
The Tender shall complete the validation of the Fumigation Chamber, fans and control systems in conjunction with the Main Contractor. Once this is complete, the Tenderer shall supply a copy of all hand over documents to the University directly.
End User Training
A comprehensive on-site programme for training 3 End User and 1 Supervisor is required. It is intended that the Supervisor is given in depth training on the system, and will deliver on going training to new End Users as they are appointed. This will take place during the initial delivery / commissioning phase.
Training shall include all aspects of chamber function, how to load it for effective sterilisation, first line maintenance, fault conditions with interlock and the fan extract.
The Supervisor shall be provided with a comprehensive End User’s manual and is envisaged to be the point of contact for on going service and warranty matters.
BREEAM documentation.
The University requires the Tenderer to provide all appropriate certificates and documentation, in accordance to the above standards to ensure that the University maximises the BREEAM credits available.
Lot 2b, 1 off Hydrogen Peroxide Generator for Fumigation Chamber and large volume use (must be offered in conjunction with Lot 2a)
General Description
High volume capacity generator to be used permanently with the fumigation chamber (Lot 2a) for regular sterilisation of incoming goods.
The generator will be required for up to 5 cycles per day, the system package shall include all necessary desiccants and regeneration sub systems to allow the generator to run with the minimum of interruption between cycles. Depending on the system offered it is envisaged that the following will be required (or equivalent) if the system offered uses alternative technologies:
Generator Accessories
The generator will be required for up to 5 cycles per day, the system package shall include all necessary connectors, sensors, desiccants and regeneration sub systems to allow the generator to run with the minimum of interruption between cycles. Depending on the system offered it is envisaged that the following (or equivalent) technologies will be required and costing shall be presented in Schedule 11 Pricing.
As indicated above the VHP generator can be standalone or built in.
Safety
The H2O2 generator should fully interface with door interlocks, active ventilation, dampers and other functions of the chamber to provide an integrated, efficient and safe functional system.
Any system measured parameter that fails to meet the expected levels or results should result in either a cycle failure and/or an alarm that highlights a specific system or process fault.
Warning signs, COSHH advice, and safety notices specific to the equipment shall be supplied by the Tenderer. The content of the signage should contain advice regarding equipment set up, safety with chemicals, what to do in an emergency etc.
SPF Cycle Validation Requirements
It is envisaged that a number of validated cycles will be required to be set up by the Tender. Additional cycles will be set up by End User, following End User training. The following cycles are required to be completed by the Tenderer:
5 of specific cycles for the fumigation chamber for various types of in coming goods and equipment,
A comprehensive on-site programme for training 3 End User and 1 Supervisor is required. It is intended that the Supervisor is given in depth training of the system and cycle validation processes and will deliver on going training to new End Users as they are appointed. This will take place during the initial delivery / commissioning phase. Training shall include all aspects of generator function, sterilisation, verification testing with chemical and bio indicators, accessory choice for particular tasks, first line maintenance, record keeping, downloading data via networks etc.
The Supervisor shall be provided with a comprehensive End Users manual and is envisaged to be the point of contact for on going service and warranty matters.
2)Common procurement vocabulary (CPV)

33191100, 90924000

3)Quantity or scope

One complete system with full installation services warranty and service back up to be provided.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 1 Lot title: Steriliser

1)Short description

Lot 1: one off Steriliser RIPH2B Room Number G20
High through put sterilisation of porous and non-porous loads, bottled fluid products, glass & plastic ware (polycarbonate or polysulphone) , wrapped and unwrapped metal instruments, lab coats, bedding 121 °C and 134 °C cycles free steam cycles of 100 °C, automatic leak-rate test, vacuum cycle, air detector, air ballast, Bowie Dick Test and waste (ACDP Cat I & II pathogens only). Facility to programme bespoke cycles are essential and the expected number of cycles per day >15.
Double sided push through steriliser with stainless steel rectangular front loading chamber, stainless steel jacket with horizontal sliding doors, minimum volume 3000 litres , maximum envisaged just over 3000 litres. Ramp free design at both ends.
This steriliser requires an integrated steam generator, compressed air pump, vacuum pump i.e. the main input services need to be contained within the steriliser plant room foot print.
The steriliser shall include an air detector and there should be an easy method or automated way to verify the correct performance of this device.
Condensate retention for waste cycles, so that it is sterilised before discharge.
Tenderer will need to cool condensate, drain discharge to at least 100 deg c before final discharge to building drainage
Venting filter is sterilised in situ to ensure vacuum is broken with sterile air with an integral filter integrity test cycle.
Independent monitoring and validation device i.e. a standalone device.
The chamber shall be supplied with interlocking doors that continuously provides a hygiene barrier. The Chamber is expected to have clear internal dimensions of 2.00 m high x 1.00 m wide x 1.50 m long/depth. The steriliser chamber floor would need to match FFL. An unlined pit is provided for the chamber, see the CAD drawings provided.
The approximate external dimensions are provided on the CAD drawings as supplied with this ITT. The equipment shall be supplied with bespoke stainless steel panels to create a “plant room” area on all sides and if necessary a false ceiling, which will also accommodate a ceiling mounted heat extraction unit and this where the service points will be located. The panel work shall be of a high quality finish and shall extend from ceiling to floor and wall to wall. Doors or lift out panels shall be provided to allow service personnel access but will prevent operators from accessing the plant room area without the use of a key or tools. The panel work shall have strategically placed vents to draw heat and steam from the operator’s area to the heat extraction units without direct tracking i.e. vents to provide an airflow profile in the plant room area, which helps extract excess heat efficiently from both the operator and the plant room areas. It is envisaged that the panel work vent will be at low to medium level. All finishing plates for the floor to complete gaps, provide smooth push through to the chamber shall be provided as required.
Engineering access shall be from the dirty side of the facility NOT from the clean the barrier seal side.
Tenderers are to note
Multiple programme touch screen control, including data archiving for at least 30 cycles, which can be down loaded remotely if required. Controller to be IP addressable from the University network to facilitate data set downloads. An integral printer is required on the front facia.
All temperature probes are to be shielded with armour protection.
For all cycles (loads to be provided by End Users) it is a requirement that The University is provided with complete 12 lead thermo couple tests certificates at hand over. The sterilisers shall comply with GLP but does not need to comply with HTM.
As the steriliser / steriliser plant room will be immediately next to a VHP chamber the heat generated will be considerable. The steriliser / steriliser plant room shall be supplied with suitable heat insulation so as the VHP chamber / cycles shall not be affected by heat.
The steriliser shall require a full barrier seal to be installed by the steriliser Tenderer to meet environment barrier requirements. The barrier seals are required to be installed on the clean side of the facility. Engineering access SHALL be from the dirty side of the facility.
Furniture
1 x Full height mobile presentation trolleys with adjustable shelves for poultry accessories.
1 x Set of baskets, trays and waste bins for sterilisation of smaller items which will fit onto the above trolley.
The chamber shall also to accommodate poultry cages on their own trolleys. These are provided via another contract. The chamber MUST be able to easily accommodate, intact poultry cages with their attachments wheeled into the steriliser. See details of the poultry cages which are provided with this ITT, see Schedule 16 CAD drawings.
2)Common procurement vocabulary (CPV)

33191110, 33191100

3)Quantity or scope

One complete system with full installation services warranty and service back up to be provided.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Payment terms will be defined and agreed with the Main Contractor, as described in the Invitation to Tender document.
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.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Schedule 01 Instructions & Information for Tenderers:
1 Electronic Tendering:
1.1. The University operates an electronic tender management system (In Tend), which maintains all tender offer documents securely and confidentially until the tender closing date / time has elapsed.
1.2. University of Edinburgh staff and the In Tend system providers do not have access to the tender offer documents until the tender return time and date has elapsed. The link to the University’s In tend website is: https://in-tendhost.co.uk/edinburghuni/aspx/Home

1.3. If logging on to the website for the first time you will need to register. Once logged into the site, Tenderers can download tender documentation. Once tender offers are completed, Tenderers can upload their offers back into the site. No other parties can view your documents, apart from The University, following the official closing time and date.
1.4. If you have any questions relating to tendering with The University of Edinburgh please contact Jeff.Borthwick@ed.ac.uk or call us on +44 1316514224. If you have any questions on how to use this web site please contact the In-Tend Support team at support@in-tend.com or call us on 0844 272 8810 / + 44 1709331085. If this number is inoperative due to a fault then the alternative number is +44 7785355314 (please note this mobile number will only be active in the event of a fault on the main support number).

1.5. Following the closing date / time a formal opening process is used to open all tender returns at the same time.
1.6. The University shall not be liable for the loss, damage, destruction of files submitted via the electronic management system, however caused. Corruption or un-readability of files submitted via the e-tender management system may not be discovered by University of Edinburgh until after the tender closing time.
1.7. Immediately prior to submitting an ITT response electronically, you MUST check the electronic files making up the ITT response for viruses or other malware using current checking software, and shall remove all viruses, Trojans and other malware from the files.
1.8. Please note the following important points:
1.8.1. all late returns will be rejected automatically,
1.8.2. it is the Tenderer’s responsibility to ensure all documents are submitted before the closing date / time,
1.8.3. it is important that all communications are made via the In Tend Correspondence link, which is a facility within the In tend system. Correspondence via this link is automatically recorded, other methods are not recorded and may result in a delayed or no response,
1.8.4. uploading large electronic files may take time, so Tenderers should allow sufficient time to transmit the full ITT response prior to the closing time. The speed with which ITT returns are made is dependent upon the file size of the document in question. The inclusion of graphics, logos, photographs etc. considerably increases the size of electronic files and should be included only where essential,
1.8.5. electronic signatures are not required where ITTs are submitted electronically,
1.8.6. all responses shall be in Microsoft Word or Excel 2010 format or later versions. Brochures, drawings, certificates, etc. should be supplied in PDF format,
1.8.7. all documents including PDFs should be copy enabled,
1.8.8. the maximum single file size = 20 Mb (The system will not upload / submit files larger than this size),
1.8.9. should your organisation be unable to submit your tender return electronically, then manual returns must be notified at least one week in advance of the closing date.
2 Tenderer Information Collection.
It is the responsibility of the Tenderer to obtain for themselves, at their own expense any information necessary for the preparation of their tender and for any costs incurred during the tendering process.
3 Confidentiality
All information supplied by The University in connection with the ITT shall be treated as confidential by Tenderers except that such information may be disclosed for the purpose of obtaining sureties, quotations and designs necessary for the preparation and return of the tender, this includes consortia members, sub-contractors and advisors.
4 Information Disclosure and the Freedom of Information Act 2002
4.1 All information submitted to The University may need to be disclosed and/or published by The University. The University may disclose information in compliance with the Freedom of Information (Scotland) Act 2002, (the decisions of The University in the interpretation thereof shall be final and conclusive in any dispute, difference or question arising in respect of disclosure under its terms), any other law, or, as a consequence of judicial order, or order by any court or tribunal with the authority to order disclosure.
4.2 Further, The University may also disclose all information submitted to them to the Scottish or United Kingdom Parliament or any other department, office or agency of Her Majesty’s Government in Scotland or the United Kingdom, and their servants or agents. When disclosing such information to either the Scottish Parliament or the United Kingdom Parliament or their executive bodies, it is recognised and agreed by both parties that The University shall, if they see fit, disclose such information and are unable to impose any restriction upon the information that they provide to Members of the Scottish Parliament, or Members of the United Kingdom Parliament.
4.3 Accordingly, if you consider that any of the information included in your bid is commercially confidential, please complete and return Schedule 13 Freedom of Information. It should be noted though, that, even where you have indicated that information is commercially sensitive, The University may disclose this information where they see fit. Receipt by The University of any material marked “confidential” or equivalent should not be taken to mean that The University accept any duty of confidence by virtue of that marking.
5 Modifications to the Invitation To Tender by The University
Any significant modifications to the Invitation To Tender by The University will be notified to Tenderers no less than 10 working days prior to the tender return date. If appropriate, The University will revise the tender return date to all Tenderers to accommodate this. The notifications will normally be issued by the correspondence link via the In-Tend electronic tendering system.
6 Withdrawal and Replacement of Tenders
In the event that Tenderer identifies an error(s) in its tender after submission but before the tender return date, the Tenderer must notify The University. The In tend electronic tender management systems allows multiple returns to be made, so a Tenderer may resubmit a revised tender before the return date. However, it is the Tenderer’s responsibility to ensure that The University is fully aware of the version of return which should be considered and which should be rejected due to error(s).
7 Accuracy of Tender Response
Tenderers will be deemed to have examined all the documents enclosed with this ITT and will be held to have fully informed themselves as to the nature and extent of the requirements detailed in the ITT. Tenderers must check the accuracy of their tender return prior to return, paying particular attention to clerical errors and omissions. The University may, at its discretion, seek clarification regarding any concerns over accuracy of Tenderer responses. Tenderers will not be permitted to amend tenders after the tender return date except as part of any tender clarification process. The University reserve the right to disqualify incomplete tenders.
8 Clarification Regarding the Invitation to Tender
8.1 All requests for clarifications must be received through the In Tend Correspondence Link.
8.2 Please note that the responses to any questions raised during the tendering period will be circulated to all Tenderers in the form of written information provided through the In Tend Correspondence link.
8.3 The closing date for Tenderers to raise clarifications by is normally 1 full week prior to the expiry date /time of tender submissions.
8.4 The identity of the Tenderer requesting a clarification will be preserved when issuing In Tend Correspondence link. However, the University reserves the right to circulate responses to ensure the principle of equal treatment is not breached.
8.5 Tenderers should indicate if they do not want their query and response circulated. However, the University reserves the right to circulate responses to ensure the principle of equal treatment is not breached.
9 Tendering Timetable – Key Dates
9.1 It is the University’s intention to conclude this tender based on the following:
9.1.1 Miller Construction Ltd aim to conclude formal contracts following the awards made by the University early 2014.
9.1.2 The delivery of equipment will be fully scheduled in conjunction with Miller Construction Ltd. However, at this stage, it is envisaged that major items of equipment will need to complete and handed over to University End Users mid August 2014.
9.1.3 Tenderers will be notified in writing by the In Tend Correspondence Link, of any further delivery dates that may be agreed in the meantime.
9.2 The delivery of equipment will be fully scheduled in conjunction with the University of Edinburgh and Miller Construction Ltd.
9.3 Tenderers will be notified in writing by the In Tend Correspondence Link, of any further delivery dates that may be agreed in the meantime.

III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: Conditions are listed within the Invitation to Tender document.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Conditions are listed within the Invitation to Tender document.
Minimum level(s) of standards possibly required: Conditions are listed within the Invitation to Tender document.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Conditions are listed within the Invitation to Tender document.
Minimum level(s) of standards possibly required:
Conditions are listed within the Invitation to Tender document.
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

Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
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:

EC0621_Steriliser and HPV Chamber_RIPH2b_ 12_2013
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 11.2.2014
IV.3.4)Time limit for receipt of tenders or requests to participate

12.2.2014 – 16:00
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

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender

until: 31.7.2014
IV.3.8)Conditions for opening of tenders

Date: 13.2.2014 – 09:00
Place:

Edinburgh using In Tend e tender management system.

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information

Schedule 01 Instructions & Information for Tenderers:
1 Electronic Tendering:
1.1. The University operates an electronic tender management system (In Tend), which maintains all tender offer documents securely and confidentially until the tender closing date / time has elapsed.
1.2. University of Edinburgh staff and the In Tend system providers do not have access to the tender offer documents until the tender return time and date has elapsed. The link to the University’s In tend website is: https://in-tendhost.co.uk/edinburghuni/aspx/Home

1.3. If logging on to the website for the first time you will need to register. Once logged into the site, Tenderers can download tender documentation. Once tender offers are completed, Tenderers can upload their offers back into the site. No other parties can view your documents, apart from The University, following the official closing time and date.
1.4. If you have any questions relating to tendering with The University of Edinburgh please contact Jeff.Borthwick@ed.ac.uk or call us on +44 1316514224. If you have any questions on how to use this web site please contact the In-Tend Support team at support@in-tend.com or call us on 0844 272 8810 / + 44 1709331085. If this number is inoperative due to a fault then the alternative number is +44 7785355314 (please note this mobile number will only be active in the event of a fault on the main support number).

1.5. Following the closing date / time a formal opening process is used to open all tender returns at the same time.
1.6. The University shall not be liable for the loss, damage, destruction of files submitted via the electronic management system, however caused. Corruption or un-readability of files submitted via the e-tender management system may not be discovered by University of Edinburgh until after the tender closing time.
1.7. Immediately prior to submitting an ITT response electronically, you must check the electronic files making up the ITT response for viruses or other malware using current checking software, and shall remove all viruses, Trojans and other malware from the files.
1.8. Please note the following important points:
1.8.1. all late returns will be rejected automatically,
1.8.2. it is the Tenderer’s responsibility to ensure all documents are submitted before the closing date / time,
1.8.3. it is important that all communications are made via the In Tend Correspondence link, which is a facility within the In tend system. Correspondence via this link is automatically recorded, other methods are not recorded and may result in a delayed or no response,
1.8.4. uploading large electronic files may take time, so Tenderers should allow sufficient time to transmit the full ITT response prior to the closing time. The speed with which ITT returns are made is dependent upon the file size of the document in question. The inclusion of graphics, logos, photographs etc. considerably increases the size of electronic files and should be included only where essential,
1.8.5. electronic signatures are not required where ITTs are submitted electronically,
1.8.6. all responses shall be in Microsoft Word or Excel 2010 format or later versions. Brochures, drawings, certificates, etc. should be supplied in PDF format,
1.8.7. all documents including PDFs should be copy enabled,
1.8.8. the maximum single file size = 20 Mb (The system will not upload / submit files larger than this size),
1.8.9. should your organisation be unable to submit your tender return electronically, then manual returns must be notified at least one week in advance of the closing date.
2 Tenderer Information Collection.
It is the responsibility of the Tenderer to obtain for themselves, at their own expense any information necessary for the preparation of their tender and for any costs incurred during the tendering process.
3 Confidentiality
All information supplied by The University in connection with the ITT shall be treated as confidential by Tenderers except that such information may be disclosed for the purpose of obtaining sureties, quotations and designs necessary for the preparation and return of the tender, this includes consortia members, sub-contractors and advisors.
4 Information Disclosure and the Freedom of Information Act 2002
4.1 All information submitted to The University may need to be disclosed and/or published by The University. The University may disclose information in compliance with the Freedom of Information (Scotland) Act 2002, (the decisions of The University in the interpretation thereof shall be final and conclusive in any dispute, difference or question arising in respect of disclosure under its terms), any other law, or, as a consequence of judicial order, or order by any court or tribunal with the authority to order disclosure.
4.2 Further, The University may also disclose all information submitted to them to the Scottish or United Kingdom Parliament or any other department, office or agency of Her Majesty’s Government in Scotland or the United Kingdom, and their servants or agents. When disclosing such information to either the Scottish Parliament or the United Kingdom Parliament or their executive bodies, it is recognised and agreed by both parties that The University shall, if they see fit, disclose such information and are unable to impose any restriction upon the information that they provide to Members of the Scottish Parliament, or Members of the United Kingdom Parliament.
4.3 Accordingly, if you consider that any of the information included in your bid is commercially confidential, please complete and return Schedule 13 Freedom of Information. It should be noted though, that, even where you have indicated that information is commercially sensitive, The University may disclose this information where they see fit. Receipt by The University of any material marked “confidential” or equivalent should not be taken to mean that The University accept any duty of confidence by virtue of that marking.
5 Modifications to the Invitation To Tender by The University
Any significant modifications to the Invitation To Tender by The University will be notified to Tenderers no less than 10 working days prior to the tender return date. If appropriate, The University will revise the tender return date to all Tenderers to accommodate this. The notifications will normally be issued by the correspondence link via the In-Tend electronic tendering system.
6 Withdrawal and Replacement of Tenders
In the event that Tenderer identifies an error(s) in its tender after submission but before the tender return date, the Tenderer must notify The University. The In tend electronic tender management systems allows multiple returns to be made, so a Tenderer may resubmit a revised tender before the return date. However, it is the Tenderer’s responsibility to ensure that The University is fully aware of the version of return which should be considered and which should be rejected due to error(s).
7 Accuracy of Tender Response
Tenderers will be deemed to have examined all the documents enclosed with this ITT and will be held to have fully informed themselves as to the nature and extent of the requirements detailed in the ITT. Tenderers must check the accuracy of their tender return prior to return, paying particular attention to clerical errors and omissions. The University may, at its discretion, seek clarification regarding any concerns over accuracy of Tenderer responses. Tenderers will not be permitted to amend tenders after the tender return date except as part of any tender clarification process. The University reserve the right to disqualify incomplete tenders.
8 Clarification Regarding the Invitation to Tender
8.1 All requests for clarifications must be received through the In Tend Correspondence Link.
8.2 Please note that the responses to any questions raised during the tendering period will be circulated to all Tenderers in the form of written information provided through the In Tend Correspondence link.
8.3 The closing date for Tenderers to raise clarifications by is normally 1 full week prior to the expiry date /time of tender submissions.
8.4 The identity of the Tenderer requesting a clarification will be preserved when issuing In Tend Correspondence link. However, the University reserves the right to circulate responses to ensure the principle of equal treatment is not breached.
8.5 Tenderers should indicate if they do not want their query and response circulated. However, the University reserves the right to circulate responses to ensure the principle of equal treatment is not breached.
9 Tendering Timetable – Key Dates
9.1 It is the University’s intention to conclude this tender based on the following:
9.1.1 Miller Construction Ltd aim to conclude formal contracts following the awards made by the University early 2014.
9.1.2 The delivery of equipment will be fully scheduled in conjunction with Miller Construction Ltd. However, at this stage, it is envisaged that major items of equipment will need to complete and handed over to University End Users mid August 2014.
9.1.3 Tenderers will be notified in writing by the In Tend Correspondence Link, of any further delivery dates that may be agreed in the meantime.
9.2 The delivery of equipment will be fully scheduled in conjunction with the University of Edinburgh and Miller Construction Ltd.
9.3 Tenderers will be notified in writing by the In Tend Correspondence Link, of any further delivery dates that may be agreed in the meantime.
(SC Ref:288549)

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:17.12.2013