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Procurement Notice Details

Optical instruments [optics for pp-laser production systems]
Hamburg, Germany

Purchaser: European X-Ray Free-Electron Laser Facility GmbH

29/10/2015 S210 Member states - Supply contract - Contract notice - Open procedure
I.II.III.IV.VI.
Germany-Hamburg: Optical instruments

2015/S 210-380939

Contract notice

Supplies

Directive 2004/18/EC
Section I: Contracting authority

I.1)
Name, addresses and contact point(s)
European X-Ray Free-Electron Laser Facility GmbH
Albert-Einstein-Ring 19
For the attention of: Jan Christoph Rüscher
22761 Hamburg
GERMANY
E-mail: xfel-procurement@xfel.eu
Fax: +49 4089981905
Internet address(es):
General address of the contracting authority: http://www.xfel.eu
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
Other: GmbH: limited liability company subject to German private law, publicly funded mainly by the Federal Republic of Germany
I.3)
Main activity
Other: research
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:
Optics for PP-laser production systems.
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: D-22607 Hamburg.
NUTS code DE600
II.1.3)
Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
II.1.4)
Information on framework agreement
II.1.5)
Short description of the contract or purchase(s)
The European XFEL GmbH will commence installation of 3 high power optical lasers and 6 subsequent optical beam lines to experimental end-stations in 2016. Installation and full commissioning will require up to 3 years.
At 1030 nm and 515 nm, these lasers will emit millisecond-long bursts of pulses with up to 50 mJ single pulse energy. Pulses have a duration ranging from 800 fs to half a ns and occur with repetition rates between 0…5 MHz within the burst. At 800 nm, similar conditions prevail with single pulse energies up to 5 mJ and pulse durations as short as 10 fs.
This call for tender is for the equipment of the actual laser systems and the according beam lines with suited laser optics. The scope of supply comprises the manufacturing, testing, documentation, packaging, and delivery of in total 1 913 optics for the laser systems and beam lines according to the following additional specifications:
— In general, all substrates shall be made of UV-grade fused silica, unless specified differently.
— The prisms are to be manufactured or sourced by the supplier. Where specifically stated, prescribed type and subcontractor should be used.
— All optics should be for high power pulsed laser operation in the femtosecond to picosecond range.
— Surface form tolerance in reflection and transmission should be less or equal to 3/0.2(0.2) for 633 nm test wavelength.
— Coatings should cover the complete optical surface. In cases where this is not possible, this should be stated with the offer, together with respective width of uncovered area.
— The protection chamfer size for round and rectangular substrates should be: 0.2 — 0.5 mm.
The contract is divided into 4 lots. Lot 1: 1030 nm and 515 nm optics; Lot 2: Conversion 800 nm; Lot 3: Conversion 1030 nm; Lot 4: Waveplates.
II.1.6)
Common procurement vocabulary (CPV)
38600000
II.1.7)
Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)
Lots
This contract is divided into lots: yes
Tenders may be submitted for all 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:
The European XFEL GmbH will commence installation of 3 high power optical lasers and 6 subsequent optical beam lines to experimental end-stations in 2016. Installation and full commissioning will require up to 3 years.
At 1030 nm and 515 nm, these lasers will emit millisecond-long bursts of pulses with up to 50 mJ single pulse energy. Pulses have a duration ranging from 800 fs to half a ns and occur with repetition rates between 0…5 MHz within the burst. At 800 nm, similar conditions prevail with single pulse energies up to 5 mJ and pulse durations as short as 10 fs.
This call for tender is for the equipment of the actual laser systems and the according beam lines with suited laser optics. The scope of supply comprises the manufacturing, testing, documentation, packaging, and delivery of in total 1 913 optics for the laser systems and beam lines according to the following additional specifications:
— In general, all substrates shall be made of UV-grade fused silica, unless specified differently.
— The prisms are to be manufactured or sourced by the supplier. Where specifically stated, prescribed type and subcontractor should be used.
— All optics should be for high power pulsed laser operation in the femtosecond to picosecond range.
— Surface form tolerance in reflection and transmission should be less or equal to 3/0.2(0.2) for 633 nm test wavelength.
— Coatings should cover the complete optical surface. In cases where this is not possible, this should be stated with the offer, together with respective width of uncovered area.
— The protection chamfer size for round and rectangular substrates should be: 0.2 — 0.5 mm.
The contract is divided into 4 lots. Lot 1: 1030 nm and 515 nm optics; Lot 2: Conversion 800 nm; Lot 3: Conversion 1030 nm; Lot 4: Waveplates.
II.2.2)
Information about options
Options: no
II.2.3)
Information about renewals
This contract is subject to renewal: no
II.3)
Duration of the contract or time limit for completion
Information about lots

Lot No: 1 Lot title: Optics for PP-laser production systems — lot 1
1)
Short description
The scope of supply comprises the manufacturing, testing, documentation, packaging, and delivery of in total 1 244 optics (1030 nm and 515 nm optics) for the laser systems and beam lines.
2)
Common procurement vocabulary (CPV)
38600000
3)
Quantity or scope
The scope of supply comprises the manufacturing, testing, documentation, packaging, and delivery of in total 1 244 optics (1030 nm and 515 nm optics) for the laser systems and beam lines.
4)
Indication about different date for duration of contract or starting/completion
5)
Additional information about lots
Lot No: 2 Lot title: Optics for PP-laser production systems — lot 2
1)
Short description
The scope of supply comprises the manufacturing, testing, documentation, packaging, and delivery of in total 233 optics (conversion 800 nm) for the laser systems and beam lines.
2)
Common procurement vocabulary (CPV)
38600000
3)
Quantity or scope
The scope of supply comprises the manufacturing, testing, documentation, packaging, and delivery of in total 233 optics (conversion 800 nm) for the laser systems and beam lines.
4)
Indication about different date for duration of contract or starting/completion
5)
Additional information about lots
Lot No: 3 Lot title: Optics for PP-laser production systems — lot 3
1)
Short description
The scope of supply comprises the manufacturing, testing, documentation, packaging, and delivery of in total 321 optics (conversion 1030 nm) for the laser systems and beam lines.
2)
Common procurement vocabulary (CPV)
38600000
3)
Quantity or scope
The scope of supply comprises the manufacturing, testing, documentation, packaging, and delivery of in total 321 optics (conversion 1030 nm) for the laser systems and beam lines.
4)
Indication about different date for duration of contract or starting/completion
5)
Additional information about lots
Lot No: 4 Lot title: Optics for PP-laser production systems — lot 4
1)
Short description
The scope of supply comprises the manufacturing, testing, documentation, packaging, and delivery of in total 115 optics (waveplates) for the laser systems and beam lines.
2)
Common procurement vocabulary (CPV)
38600000
3)
Quantity or scope
The scope of supply comprises the manufacturing, testing, documentation, packaging, and delivery of in total 115 optics (waveplates) for the laser systems and beam lines.
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:
See commercial section of the tender documents.
III.1.3)
Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
A bidders consortium must fulfil the following requirements:
— the request for participation and the offer are submitted jointly, and
— all members of the consortium are jointly and severally liable.
With its request for participation the bidding consortium also has to describe its members and their responsibilities within the project. Furthermore the bidding consortium also has to specify its motives for the co-operation.
The contracting authority reserves the right to request further documentation in order to verify the legitimacy of the co-operation.
III.1.4)
Other particular conditions
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: — Extract from the Commercial Register,
— Self-declaration that they have not committed proven acts of grave misconduct, which casts doubt on their reliability as a candidate,
— Self-declaration that they have met their obligation to make due payments of taxes and contributions to statutory national insurance.
III.2.2)
Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: — Self-declaration that no bankruptcy proceedings or similar legal proceedings have been initiated against their assets, and no petition for such proceedings has been filed or has been rejected for lack of sufficient assets,
— Self-declaration that they are not in the process of liquidation,
— Self-declaration concerning the economic and financial capabilities of the company, in particular financial statements of the last 3 years, statement of total turnover of the enterprise and turnover with respect to the special type of service which is the subject-matter of the award, each pertaining to the last 3 financial years.
III.2.3)
Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
Support documents for the evaluation of the offer (These documents serve as the basis for evaluation, see point IV.2.1). Award Criteria, and should be submitted if applicable and if available):
— incidences of out performance of call for tender specifications;
— guaranteed damage thresholds for ps-pulses ([J /cm2] — with according pulse conditions);
— experimentally confirmed results of damage thresholds;
— interferometric measurements as proof of surface qualities;
— statement and substantiation concerning achievable surface imperfections on substrates;
— statement concerning achievable coating area coverage on substrates;
— Packaging of optics should allow long term storage in non-clean room environments. Preferably, optics should be vacuum-packed, if not vacuum-packed, they should at least be protected against humidity and other environmental influences. Bidder should declare how he intends to package the goods. The suggested packaging is included in the quoted prices;
— Inscribed labels are preferred over hand-written (i.e. laser inscription). Bidder should add a declaration which type of label (inscribed/hand-written) will be used. Suggested labelling is included in the quoted prices.
Support documents serving as evidence of qualification (These documents are mandatory):
— Bidders should give information which type of coating technology is utilized for the respective lot;
— a list of proposed subcontractors including goods and services supplied by these subcontractors, if not applicable a declaration that no
subcontractors will be employed;
— written coating/surface specifications for all surfaces (incl. backs and prisms) as well as mechanical specifications for the different substrates;
— reflection and transmission values with tolerances (%);
— for the wavelengths of interest (nm);
— for the corresponding angle of incidence (AOI) (°);
— for the orthogonal polarisations (P- and S-polarisation) in case of AOI > 20°;
— all relevant dimensions of the substrate including tolerances;
— planarity and wedge, respectively (including tolerances);
— curvatures with value and name of curvature (convex, concave) for relevant sides;
— effective diameter or clear aperture dimensions in case of rectangular substrates for coating/optic (mm);
— surface form tolerances with according test wavelength (nm);
— surface imperfection tolerances (mm);
— reflection curves as function of wavelength;
— for all specified wavelength ranges and AOIs;
— for both P- and S-polarisation in cases of AOI > 20°;
— include information about vendor article ID and reference ‘type-number’ used by European XFEL ;
— can be displayed in 1 graph if they are distinguishable (best with different colours and line types) and can be assigned to each polarisation and property, respectively;
— reflection curves of both sides for types: 17, 59a, 60a;
In addition to the reflection data, group-delay-dispersion (GDD) curves as function of wavelength need to be provided for the following optics:
— for types 51a, 52a the GDD should be displayed in both transmission and reflection;
— for types 14 and 68 the transmitted GDD distribution is sufficient;
— for types 53, 54, 55, 56 the reflected GDD distribution is sufficient;
— all GDD curves shown are for both P- and S-polarisations;
— can be displayed in 1 graph if they are distinguishable (best with different colours and line types) and can be assigned to each polarisation and property, respectively;
— include information about vendor article ID and reference ‘type-number’ used by European XFEL.
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:
78-CT003978
IV.3.2)
Previous publication(s) concerning the same contract
no
IV.3.3)
Conditions for obtaining specifications and additional documents or descriptive document
Payable documents: no
IV.3.4)
Time limit for receipt of tenders or requests to participate
11.12.2015 - 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
English.
IV.3.7)
Minimum time frame during which the tenderer must maintain the tender
until: 30.4.2016
IV.3.8)
Conditions for opening of tenders
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
A) The offer is to be submitted in written form either by post, by messenger or in person.
b) The contracting authority reserves the right to cancel this call for tender in case of an objective cause. Indemnity claims are excluded.
c) Tenderers, who have not submitted the required documents of sec. III of this public notice, can be excluded from the further tendering procedure. The contracting authority reserves the right, to request missing documents.
However, tenderers can not rely on a subsequent filing.
Offers must be submitted in a duly sealed envelope with the following information on the envelope:
‘SUBMISSION — Please do not open!
Open procedure
Ref.-No. 78-CT003978
Closing date for submission: 11.12.2015, 14:00 ’
Offers have to be addressed to:
European X-Ray Free-Electron Laser Facility GmbH
Procurement Group, attn. Jan Christoph Rüscher
c/o DESY Poststelle
Notkestrasse 85
22607 Hamburg
Germany.
VI.4)
Procedures for appeal
VI.4.1)
Body responsible for appeal procedures
Vergabekammer des Bundes beim Bundeskartellamt
Villemomblerstraße 76
53113 Bonn
GERMANY
Telephone: +49 22894990
Internet address: http://www.bundeskartellamt.de
Fax: +49 2289499163
VI.4.2)
Lodging of appeals
Precise information on deadline(s) for lodging appeals: Precise information on deadline(s) for lodging appeals: The time limit for appeal is regulated under sec. 107para. 3 GWB, see link:
http://www.gesetze-im-internet.de/gwb/__107.html
unofficial English translation:
http://www.gesetze-im-internet.de/englisch_gwb/englisch_gwb.html#p0708
(3) The application is inadmissible if
1. the applicant became aware of the violation of provisions governing the awarding of public contracts during the award procedure and did not object to the contracting entity without undue delay.
2. violations of provisions governing the awarding of public contracts which become apparent from the tender notice are not notified to the contracting entity by the end of the period specified in the notice for the submission of a tender or application.
3. violations of provisions governing the awarding of public contracts which only become apparent from the award documents are not notified to the contracting entity by the end of the period specified in the notice for the submission of a tender or application.
4. more than 15 calendar days have expired since receipt of notification from the contracting entity that it is unwilling to redress the complaint.
Sentence 1 shall not apply to an application under § 101b (1) no. 2 to have the award contract declared ineffective. § 101a (1) sentence 2 shall remain unaffected.
Further Information to the time limit for appeal under sec. 107 para. 3 GWB can be obtained by the abovementioned body (see sec. VI.4.1) of this public notice).
VI.4.3)
Service from which information about the lodging of appeals may be obtained
VI.5)
Date of dispatch of this notice:
26.10.2015


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