CONTRACT DOCUMENTS Date: 2007-10-25 Last day for submission of tender: 2007-12-18 Ref no: Dnr ITN 212/07-27 Validity of tender: 2008-02-28 Procurement procedure: Open procurement You are hereby invited to submit a tender for STEROSCOPIC PROJECTOR For Norrköping Visualization and Interaction Studio (NVIS), at the Dept. of Science and Technology (ITN), Linköpings Universitet, Sweden According to the conditions stated in these contract documents. 1(11)
1 ADMINISTRATIVE REGULATIONS 1.1 GENERAL INFORMATION Norrköping Visualization and Interaction Studio (NVIS) was founded in 2000 and is operated as a centre hosted by the division for Visual Information Technology and Applications (VITA), Linköpings Universitet. The mission is to conduct research on interaction and visualization, provide resources for courses in these fields, host diploma works, and be open to the public. NVIS acts as an umbrella organization for researchers from many different departments. It is a meeting place for researchers working in other departments, including the Culture, Society and Media programme. An important part of NVIS is the Virtual Reality Theatre, a room with a large curved projection screen providing an immersive virtual reality experience for up to 20 persons. The screen is driven by three CRT projectors, which need to be replaced. The requirements for the new projector(s) are very stringent and the keywords are brightness, contrast and stereoscopic quality. This procurement concerns delivery, installation and service for stereoscopic projector(s). 1.2 SCOPE An offer should be given for one or multiple stereoscopic projector(s) including delivery, installation and service as specified in the technical specification. 1.3 CONTRACTING ENTITY Linköpings universitet Dept. of Science and Technology (called ITN) SE-601 74 NORRKÖPING SWEDEN 1.3.1 Contact person Name: Magnus Glänneskog Fax: +46 (0)11 363270 E-mail: maggl@itn.liu.se If the tenderer wishes clarification of any aspect of the Contract documents, an enquiry must be submitted in writing or e-mail directly to the contact person for this procurement, at such point of time that a response can be delivered six (6) days before the last day for tender submittal. Questions of technical matters will be forwarded to employee at NVIS. The enquiry will be answered and the answer will be published at http://www.liu.se/upphandlingar. If the tenderer has obtained the enquiry information elsewhere, he is solely responsible for notifying the contact person to receive clarifications. The Tenderer is solely responsible for obtaining all material pertaining to this procurement. 2(11)
1.3.2 Additions/amendments Complementary additions/amendments according to the enquiry information are only binding if distributed by the above contact person, and distributed in writing. This information will be published at http://www.liu.se/upphandlingar. The Tenderer is solely responsible for obtaining all material pertaining to this procurement. 1.4 CONTRACT DOCUMENTS 1.4.1 List of documents The contract documents consist of the following documents and appendices: This document -administrative regulations, qualification of the tenderer and technical specifications Appendix 1 Public contract (draft) Appendix 2, ALOS 05 E Appendix 3, Assurance of truthfulness The tenderer is solely responsible for obtaining complete documentation according to this list of documents. 1.5 PROCUREMENT PROCEDURE This is an open procurement procedure, in accordance with the Swedish law of public Procurements, chapter 2. Tenders will be accepted without former negotiation. 1.6 THE TENDER-FORMAL REQUIREMENTS 1.6.1 Formality and validity of the tender The tender is valid provided that it is: signed by an authorised representative of the tendering company, submitted no later than December 18, 2007 The tenderer is solely responsible for the timely arrival of the tender. A tender that arrives later than stipulated, will not be considered, valid until Feb 28, 2008 which explicitly must be confirmed in the tender. 1.6.2 Formality of the tender Formal requirements for the tenders are as follows: written in the Swedish or English language submitted in a closed envelope/package marked with Tender and reference number ITN 212/07-27. Please note that tenders submitted by delivery firms often have to be remarked on the package submitted in one (1) original and two (2) complete copies, Tenders submitted by fax or e-mail will not be accepted. 3(11)
1.6.3 Submission of tender The tender can either be sent by post, by express or be delivered personally at the address stated below. Mailing address: Visiting and Express delivery address: Linköpings universitet Linköpings universitet Dept. of Science and Technology Dept. of Science and Technology Magnus Glänneskog Bredgatan 33-34 601 74 NORRKÖPING Kåkenhus SWEDEN NORRKÖPING SWEDEN Office hours are Monday Friday 09.00 15.30. Keep in mind that tenders are submitted at the risk of the tenderer, and to ensure that the tender can be submitted correctly, the office hours should be taken into consideration. 1.6.4 Disposition of the tender To ensure equal treatment and to facilitate assessment of tenders, the tenderer is requested to follow the order and numbering of this document. If no statement is made with respect to a requirement in chapter 3-11, the contracting entity is entitled to interpret this as the requirement is not fulfilled. 1.7 EVALUATION PROCESS Before the evaluation process starts, the formal requirements are checked in accordance with 1.6. If any of those are not fulfilled, the tender in question may not be taken into consideration. 1.7.1 Qualification of the tenderer The requirements in chapter 2 are to ascertain that the tenderer has the necessary technical ability and capacity to fulfill the obligations concerning this public procurement. To qualify, these requirements must be fulfilled. 1.7.2 Examination Thereafter the requirements indicated as must in chapters 3-11, are checked. Only tenders that fulfill all these requirements and contain an approval of the draft of the Public contract (Appendix 1) in its entirety, will be evaluated further. The public contract will be awarded to the economically most advantageous tender considering the price. 4(11)
1.8 COMMERCIAL SECRECY In accordance with the Official Secrets Act (Sekretesslagen 1980:100) all data pertaining to procurement matter is subject to secrecy until an agreement has been entered into or procurement has otherwise been concluded. Any data mentioned may be subject to secrecy even after the aforementioned time. Note, however that only in exceptional cases data and prices according to the evaluation of the tender is considered to be of such nature that it may be held secret for commercial reasons. With respect to commercial secrecy for the protection of a tenderer s data, the requirement is that the data in question refers to the tenderer s business- or service conditions and that there is a specific reason to presume that the tenderer will suffer damages if the data is disclosed. If a tenderer considers the data submitted in connection with this procurement matter fulfills the aforementioned requirements for commercial secrecy, the tenderer must submit a request for commercial secrecy, in writing; with clarification concerning the data referred to and what damage the tenderer would suffer if the data were disclosed. The decision whether or not the data submitted by the tenderer fulfills the requirements for commercial secrecy will be made by the Contracting Entity. 1.9 NOTIFICATION OF DECISION At least 10 days before signing the public contract, notification of the entities decision in this matter of procurement will be sent in writing to all tendering companies. Until the public contract is signed, an appeal for reconsideration of this decision may be made to Länsrätten (the County Administrative Court) in Östergötland County. Address: Box 406, SE-581 04 Linköping, Sweden. E-mail: lansratteniostergotland@dom.se 1.10 AGREEMENT Please note that there is no legally binding agreement until a public contract is signed by both parties. 5(11)
2. QUALIFICATION OF THE TENDERER To ensure that the tenderer is suitable as a supplier for the specified procurement, the requirements listed below must be fulfilled. 2.1 LEGAL POSITION According to the Act of public procurement (LOU), Chapter 1, 17, the tenderer may not: Be in bankruptcy or liquidation proceedings, under compulsory administration or subject to composition or have until further notice ceased making payments or be subject to trade prohibition. Be subject to filing for bankruptcy, compulsory liquidation, compulsory administration, composition or other similar proceedings. Have been found guilty of unprofessional conduct according to final and conclusive judgement. Have been guilty of serious wrongdoings in professional conduct. Have failed to fulfill liabilities concerning taxes and social fees. Furthermore, checks are made that: The tenderer is registered in the companies register, commercial register or similar register. The tenderer is registered for reporting and payment of value-added tax, withheld preliminary tax and employer fees. For Swedish tenderers the form SKV4820 Begäran/Svar, Offentliga uppgifter, completed and signed by Skatteverket (not older than two (2) months, counting from last day for submission of tender), must be appended to the tender. Note that corresponding demands are made on foreign tenderers. These tenderers must append affidavits from competent authorities in their home countries according to the following: That any situations mentioned above (bankruptcy a.s.o.), according to LOU, Chapter 1, 17, does not exist. That registration in a professional or commercial register exists. That the tenderer has paid prescribed taxes and social fees A completed and signed copy of Appendix 3 must be appended to the tender. 6(11)
3. TECHNICAL SPECIFICATION As mentioned before three CRT projectors will be replaced, the new technical solution is going to provide an immersive virtual reality experience on a large curved projection screen. The projectors can be replaced with either one or multiple projector(s). 3.1 CURRENT PROJECTORS & SETUP The current projectors are three TAN (Electrohome) CRT projectors with fast green phosphor for optimal stereo channel separation and are ceiling-mounted, suspended from a wooden rig. The projection surface is a curved screen which is 3 meters tall (set about 5 cm off the floor), 10 meters long and covers 150 of arc (see Figure 1). The images from the projectors overlap by 10 % and this is achieved by soft-edge-blending hardware (TANorama-Soft-Edge-Blending). The wooden rig ceiling height is 2.93 meters above the floor. Figure 1: Sketch of the current setup. 7(11)
3.2 INPUT SIGNALS The projector(s) will be driven by a three channel output source, either a 3-pipe SGI Prism or a 3-node PC graphics cluster. The sources are connected to a video multiplex (VeeMux 8 4) for video source switching. The input signals will mainly consist of Virtual Reality applications running in stereo, but also some non-stereo applications for Planetariums, and therefore projector(s) with deep blacks are highly wanted. If multiple projectors are used, they must be able to handle a high-bandwidth output from a single channel source, and split the signal between the projectors (a single computer generating a high-resolution image, that is fed to all projectors). 3.3 EACH CHANNEL MUST 3.3.1 Have an aspect ratio of 4:3 3.3.2 Have at least native SXGA+ (1400x1050) resolution or higher 3.3.3 Have stereo capabilities up to SXGA+ 3.3.4 Refresh rate per stereo channel must be at least 50 Hz 3.3.5 Have at least 6000 ANSI Lumen after colour correction 3.4 EACH PROJECTOR MUST 3.4.1 Have DVI, stereo sync input and RGB on 5 BNC connectors either with separate sync or sync on green. 3.4.2 Be DLP technology 3.4.3 Have a minimum contrast ratio of 1500:1 3.4.4 Have at least 24 bit colour depth (16.7 Million true colours) 3.4.5 Shape the generated image to fit the curvature of the wall, with bi-cubic geometric correction. 3.4.6 Have internal colour matching 3.4.7 Be able to correct the image geometry by motorized lens shift 3.4.8 Have motorized zoom and focus 3.4.9 Have a maximum noise output of 60 dba at maximum brightness 3.4.10 Have a brightness uniformity of at least 90 % 3.4.11 Have a lamp lifetime of at least 1200 hours of usage in the brightest mode 3.4.12 Be able to handle different signal sources at different resolutions and refresh rates 3.4.13 Support management from an on-site controller computer (eg. turn on/off, select input mode) 3.4.14 Support stereo rear projection. 3.4.15 If multiple projectors are used they must be able to use a single wide high-resolution image source that is fed to all projectors, then switch to each projector displaying a sub-image (with edge blending) of the single source (a single source feeding all projectors) 8(11)
3.5 THE PROJECTOR(S) SHOULD 3.5.1 Fit and be mounted on the existing wooden rig (described in 3.1) 3.6 ACCESSORIES Following accessories must be delivered together with the projector(s). 3.6.1 Ceiling mount for each projector (should be adjustable in 6 DOF) 3.6.2 Spare lamp for each projector 3.6.3 Cables 3.6.4 One colorimeter 3.7 EXTRA ACCESSORIES Following are optional add-ons the tenderer may bid on and will not affect the evaluation of the projector(s) in this procurement. 3.7.1 Noise reduction kit with heat diverting properties 3.7.2 Optical soft edge blending (for better blacks) 3.7.3 Stereoscopic Glasses 4. DOCUMENTATION Detailed documentation in English of all delivered equipment, its operation, maintenance and service must be included and supplied on delivery. 5. DELIVERY The delivery must take place as soon as possible and delivery time must be specified. The delivery time must not be longer than 4 weeks. 6. INSTALLATION 6.1 Any special requirements for installation at the theatre must be stated in 9(11)
the quotation. 6.2 Installation tests must be done on site by the Contractor/manufacturer and the Purchaser in co-operation, when the delivered equipment is installed in the theatre. See draft of the Public Contract 10.2. 6.3 Must be installed in collaboration with NVIS staff 6.4 Must be adjusted and tuned at the installation for at least three display modes (different resolutions) 6.5 Must include maintenance and calibration software 6.6 Must be colour corrected using a colorimeter 6.7 The supplier must within the offered price take full responsibility for the installation and start-up of the delivered equipment. 7. ACCEPTANCE TEST Delivered equipment and software will be accepted after a test period of four weeks, if complete and operating in accordance with the specifications. 8. TRAINING An on-site introduction to the system and subsequent appropriate training, conducted at the Purchaser s premises (installation site) after approved installation test (or at a time agreed upon by the parties), must be included in the total price (including all associated costs, travel, accommodation etc). The training covers all aspects, i.e., from general usage to detailed hardware maintenance and troubleshooting, as well as all software components. 9. WARRANTY The warranty must be a full warranty including all direct costs connected with warranty actions. Delivered equipment must have a warranty period of at least 3 years 10. SERVICE AND SUPPORT 10.1 The user must have the possibility to order service without a signed service contract for a period of at least 5 years after delivery. 10.2 Qualified service engineers must be available next business day, 10(11)
during service period. 10.3 The Purchaser must have the possibility to purchase spare parts, for a period of at least 5 years after delivery. 10.4 Must include three years of service. 10.5 Must include at least 2 scheduled maintenance visits per year 10.6 Must include repair and replacement cost of delivered equipment throughout the service/warranty period 10.7 The user must be able to order on-call visits, if there is any problem with the projector(s). (The price will not be evaluated.) 11. CONTRACT PRICE The tender must include prices, given as DDU on-site ITN incl. freight, transport and insurance, installation, setting the system into operation, testing, documentation, training (including travelling costs) and warranty. The total price must be fixed and given in EURO excluding Swedish VAT. Cost of projector(s) Extra Accessories (is not going to be evaluated) Cost of additional on-call visits (is not going to be evaluated ) 12. THE DRAFT OF THE PUBLIC CONTRACT (APPENDIX 1) The draft of the Public contract (Appendix 1) must be approved in its entirety, which explicitly must be confirmed in the tender 11(11)