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Procurement Notice Details

Digital standard — call for testing procedure [ for the development of a new international standard for the data format for digital instrumentation acquiring list-mode data from radiation detectors etc]
Geel, Belgium

Purchaser: European Commission, Joint Research Centre (JRC), Institute for Reference Materials and Measurements

17/11/2015 S222 Commission - Service contract - Call for expressions of interest - Not specified
Belgium-Geel: Digital standard — call for testing procedure

2015/S 222-403785

Notice of call for expression of interest

1.
Contracting authority:

European Commission, Joint Research Centre (JRC), Institute for Reference Materials and Measurements, Unit D04: Standards for Nuclear Safety, Security and Safeguards, Retieseweg 111, 2440 Geel, BELGIUM. E-mail: jrc-irmm-procurement@ec.europa.eu Internet: http://www.jrc.ec.europa.eu/callsfortender
2.
Application procedure:

The objective of this call is to set up a list of selected candidates.
Expressions of interest should be submitted in one of the official languages of the European Union by post to the address indicated at point 1 including 1 original and 1 copy on a USB drive and/or by e-mail to jrc-irmm-procurement@ec.europa.eu by 30.11.2015.
Inclusion on the list entails no obligation on the part of the contracting authority concerning the conclusion of collaboration agreements.
3.
Information and documents to be provided:

Interested parties should provide their full contact details in their expression of interest.
The documents to be provided are indicated at point 12.
4.
General description of the procedure:

Manufacturers wishing to have their digital data acquisition equipment included on the list of instruments to be tested in the frame of the project ‘Digital standard’ and at the same time wishing to contribute to the development of a standard data format for such equipment are invited to submit an expression of interest in accordance with the rules set out in this notice.
The contracting authority will draw up a list of selected candidates who meet the criteria set out at point 11.
5.
Protection of personal data:

If processing your expression of interest involves the recording and processing of personal data (such as your name, address and CV), such data will be processed pursuant to Regulation (EC) No 45/2001 of the European Parliament and of the Council of 18.12.2000 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data. Unless indicated otherwise, your reply to this notice and any personal data requested are required for the purposes indicated above in point 4 and will be processed solely for those purposes by the contracting authority indicated in point 1, which is also acting as data controller. Details concerning the processing of your personal data are available on the privacy statement at:
http://ec.europa.eu/dataprotectionofficer/privacystatement_publicprocurement_en.pdf
Your personal data may be registered in the early warning system (EWS) only or both in the EWS and central exclusion database (CED) by the Accounting Officer of the Commission, should you be in one of the situations mentioned in:
— the Commission Decision 2008/969/EC, Euratom of 16.12.2008 on the Early Warning System for the use of authorising officers of the Commission and the executive agencies (for more information see the privacy statement on http://ec.europa.eu/budget/contracts_grants/info_contracts/legal_entities/legal_entities_en.cfm), or
— the Commission Regulation (EC, Euratom) No 1302/2008 of 17.12.2008 on the central exclusion database (for more information see the privacy statement on http://ec.europa.eu/budget/explained/management/protecting/protect_en.cfm#BDCE).
6.
Use of the list resulting from this notice:

The list resulting from this notice will be used exclusively for establishing a collaboration agreement with the selected manufacturers.
7.
Full description of the fields covered by the call for expressions of interest:

7.1. Objectives of the project:
Digital data acquisition systems are high-performance, compact instruments that sample signals from radiation detectors in order to process them in a digital way. Their use has increased significantly over the last 5 years, as they offer advantages over conventional data acquisition systems and allow new applications in, for example, nuclear security and safeguards. At this moment, however, there is no standard data format specifying the output of these instruments, which hinders the deployment and interoperability of hardware and software for data acquisition and analysis.
The type of data is often called ‘list-mode data’, and contains typically, but is not restricted to, the timestamp and the pulse height of the events associated with the interactions of radiation in the detector.
The digital standard project aims at developing a new international standard for the data format for digital instrumentation acquiring list-mode data from radiation detectors. The voluntary standard data format will be applicable to data files and streams.
The project offers the opportunity for manufacturers to get involved in the development of the draft standard and to test state-of-the-art equipment and the draft standard at the nuclear facilities of the JRC-IRMM. As such, manufacturers can implement the draft standard at an early stage, provide feedback to the standardisation process, and improve the performance of their equipment.
The Joint Research Centre (JRC) is the European Commission's research and development-based policy support organisation. With 7 institutes (headquarters in Brussels), the JRC is located in 5 Member States (Belgium, Germany, Spain, Italy and Netherlands). One of the 7 scientific institutes of the JRC is the Institute for Reference Materials and Measurements (IRMM), located in Geel, Belgium. The core competencies of JRC-IRMM are the development, production and distribution of reference materials, the development and validation of methods for food and feed analysis, bioanalysis, isotopic measurements and the provision of reference data for neutron physics and radionuclide metrology.
It is not the aim of the project to provide certification of data acquisition equipment.
The participation of the digital standard project shall not be used as promotion for the equipment.
7.2. Manufacturer involvement in development of the standard:
The draft of the standard will be made available to the selected manufacturers resulting from this notice. Manufacturers are expected to comment on the draft and to implement the draft in the equipment (hardware or software) that they choose to test. The comments formulated by the manufacturers will be taken into account in the development of the standard, without breaching the principles laid down in the ISO/IEC Directives.
7.3. Description of the tests carried out during the project:
The selected manufacturers resulting from this notice will be invited to take part in 1 or more exercises, organised at the nuclear facilities of JRC-IRMM, which encompass:
— a 150 MeV linear electron accelerator (Gelina) with a high-resolution neutron time-of-flight (TOF) facility,
— a 7 MV Van de Graaff facility for the production of continuous and pulsed proton, deuteron and helium ion beams which is serving as a source of well characterised quasi-monoenergetic neutrons,
— a broad set of experimental set-ups used for nuclear decay measurements,
— a low-level radioactivity laboratory in the deep underground facility HADES.
The contracting authority will create experimental set-ups in the available facilities, which enable, for example, the following exercises. The final list of exercises and the schedule will be included in the invitation for establishing a collaboration agreement.
Examples of exercises:
— study the effect of signals, larger than the input dynamic range of the data acquisition system. For example, pulses caused by interaction of cosmic radiation in a large NaI detector,
— perform gamma-gamma coincidence counting on 2 NaI scintillator detectors,
— perform beta-gamma coincidence counting with a proportional counter and a NaI well-type detector,
— perform high-resolution gamma-ray spectroscopy on a high-purity germanium detector,
— perform neutron/gamma pulse shape discrimination on a plastic or liquid scintillator, using an AmBe source,
— perform neutron/gamma pulse shape discrimination on a plastic or liquid scintillator, in combination with neutron time of flight (Gelina).
For each of the exercises, the invited manufacturers will need to:
— foresee data acquisition systems that they want to test, including personal computers,
— foresee the necessary staff, with a maximum of 2 persons, to perform the tests at the JRC-IRMM site,
— carry the costs of travel, equipment transport and installation/de-installation.
In addition, the following applies to staff from invited manufacturers performing tests at the JRC-IRMM site:
— at JRC-IRMM the rules of conduct applicable for all Commission personnel shall be followed,
— access to a controlled area is only granted when JRC-IRMM has received a copy of a valid medical certificate. Access to controlled areas will not be granted to individuals from particular countries (e.g. countries which are not members of the Non-Proliferation Treaty or countries for which the Commission has security reservations).
A series of 1 or more exercises will be combined over a time slot of 3 to 5 days, during which access to the experimental set-ups is provided and during which JRC staff will be available for support at the technical level. The manufacturers will install their equipment, perform the exercise(s), interact with the project leader, and test their equipment. At the end of the exercises, radiation protection officers will check the equipment for contamination before it can be released from the controlled area, after which the manufacturer is allowed to transport the equipment back.
7.4. Results of the project:
The outcome of the digital standard project will be a draft international standard, developed according to the ISO/IEC Directives.
A final report on the performance of the data acquisition equipment will be prepared. The final report will list the manufacturers that took part in the test, and will describe the test set-ups and conditions. The report will not make reference to individual test results, the name of the manufacturer, or the model name of the equipment used to obtain the result. The final report will be made publicly available.
It shall be understood that this project cannot provide a comprehensive survey of this fast-developing market.
8.
Place of delivery:

Joint Research Centre (JRC), Institute for Reference Materials and Measurements, Retieseweg 111, 2440 Geel, BELGIUM.
9.
Expiry date of the list resulting from this call for expressions of interest:

The list resulting from this notice is valid for 2 years from dispatch of this notice.
10.
Exclusion criteria:

Tenderers will not be eligible to take part in this contract award procedure if they are in any of the exclusion situations listed in Articles 106 and 107 of Regulation (EU, Euratom) No 966/2012 of the European Parliament and of the Council of 25.10.2012 (OJ L 298 of 26.10.2012). According to this provision tenderers are required to submit a declaration on their honour. The template is available at the link provided in Section 1.
11.
Selection criteria:

This call is open to manufacturers from the EU Member States and 3rd countries, with the reservation of exclusion of certain countries as mentioned under point 7.3.
Criteria for manufacturers:
Only manufacturers who produce digital data acquisition systems for nuclear instrumentation addressed to detect or measure ionising radiation are eligible. These systems comprise at least an analog-to-digital convertor that samples the signal from a radiation detector with at least 100 million samples per second. In addition, the systems shall process the digitised signal from the radiation detector in real time using FPGA/DSP techniques and provide, for every event associated with the detection of a particle or photon in the detector, at least the timestamp of the event, and the integrated charge or the pulse height of the signal. The data acquisition system connects to a personal computer that stores the data in a file or streams the data to recipients over a network.
Candidates shall indicate which products they plan to include in the test, based on the example exercises listed in 7.3.
Candidates will be informed of the result of their application.
12.
Full list of information, formalities and documents to be supplied by candidates:

Any candidate shall:
— prove that he is authorised to provide the services/deliver the supplies under national law, as evidenced by inclusion in a trade or professional register, or a sworn declaration or certificate, membership of a specific organisation, express authorisation, or entry in the VAT register,
— provide a copy of the legal entity form to be downloaded at the following website: http://ec.europa.eu/budget/index.cfm
— complete and sign a declaration of honour with respect to the exclusion criteria and absence of conflict of interest as indicated in point 10 above,
— provide a signed copy of the draft collaboration agreement, template available at the link provided in Section 1.
13.
‘Ex post’ transparency:

Details on the entities who have concluded a collaboration agreement following this call shall be published on the website of the contracting authority no later than 30 June of the year following contract award.
These details include name, locality (address for legal persons and region of origin for natural persons) and subject of the collaboration agreement. For natural persons, the information shall be removed 2 years after the year of contract award.
14.
Further steps:

Upon co-signature of the collaboration agreement, the manufacturers selected by this call will be contacted and requested to submit an application to participate in the tests and to provide feedback on the draft standard data format. This request will include a detailed description of the different exercises, the corresponding set-ups and the maximum length of the time slot offered during which the exercise should take place.
Depending on the number of manufacturers on the list resulting from this notice and the available resources (laboratory equipment and staff), the contracting authority may decide to reduce or increase the time slot per manufacturer, to reduce or increase the number of exercises, to reduce or increase the number of set-ups where tests will be performed or to perform exercises in parallel for different manufacturers. In any case, equal opportunities will be offered to all manufacturers.
15.
Time schedule of the project:

Preferably, the manufacturers should participate in the preparatory stage of the IEC standard, estimated from March 2016 until the middle of September 2016, when the working draft of the standard will be submitted to the IEC as first Committee draft. The tests of the equipment and draft standard at the JRC-IRMM site will be organised during the preparatory stage.
The forecast publication date of the standard is 5.3.2019.
In case the new work item proposal is not accepted by the IEC, the contracting authority might decide to cancel the project.
16.
Economic conditions:

The contracting authority will provide the following:
— infrastructure and logistics for testing, including radiation detectors, power supplies for the detectors, oscilloscopes, radioactive sources,
— radioprotection and medical services during the presence of external persons on site,
— European Commission staff for technical support,
— insurance covering possible damages of the equipment during the test period (civil liability).
The following aspects will be at manufacturers' own expense:
— expenses generated by the transport of the equipment to and from the test location,
— installation and removal of the equipment,
— travel, hotel and meal costs of the manufacturers' staff who perform the tests at the JRC-IRMM site.
17.
Insurance conditions:

Equipment will be duly covered by JRC laboratory's insurance contract during all the permanence of the equipment in the testing site. JRC will not be responsible for damages occurred during transportation from/to the laboratory.
18.
Date of dispatch of notice:

9.11.2015.
19.
Date of receipt by the Publications Office:

9.11.2015.


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