APPROVED
Latvian Institute of Organic Synthesis
Procurement Commission
Meeting on 8-th of January, 2015
Protocol No. 2015/03 - 01
DPP LATVIAN INSTITUTE OF ORGANIC SYNTHESIS
Pursuant to the Procedure under Section 82 of the Public
Procurement Law:
“Supply of video tracking system of laboratory animals to the Latvian
Institute of Organic Synthesis within the Framework of ERDF activity
2.1.1.3.3.”
RULES
Procurement identification number
OSI 2015/03 MI ERAF
Riga
2015
Tender Rules OSI 2015/03 MI ERAF pursuant to Section 82 of the PPL
Contents
DIRECTIONS FOR THE TENDERERS ................................................................................... 3
1. GENERAL INFORMATION .............................................................................................. 3
2. INFORMATION REGARDING THE SUBJECT OF PROCUREMENT AND THE
CONTRACT ............................................................................................................................... 4
3. REQUIREMENTS FOR THE EXCLUSION, SELECTION AND QUALIFICATION OF
TENDERERS ............................................................................................................................. 5
4. DOCUMENTS FOR SUBMISSION................................................................................... 5
5. THE PROPOSAL ASSESSMENT AND SELECTION CRITERIA .................................. 7
TECHNICAL SPECIFICATION................................................................................................ 8
GENERAL INFORMATION ..................................................................................................... 8
TECHNICAL SPECIFICATIONS OF VIDEO TRACKING SYSTEM OF LABORATRY
ANIMALS .................................................................................................................................. 9
DESCRIPTION OF THE GOODS TO BE SUPPLIED ............................................................ 9
SAMPLES FOR THE PREPARATION OF THE PROPOSAL ............................................ 12
SAMPLE 1 ............................................................................................................................ 13
SAMPLE 2 ............................................................................................................................ 14
SAMPLE 3 ............................................................................................................................ 15
SAMPLE 4 ............................................................................................................................ 16
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Tender Rules OSI 2015/03 MI ERAF pursuant to Section 82 of the PPL
DIRECTIONS FOR THE TENDERERS
1. GENERAL INFORMATION
1.1. Procurement identification number
OSI 2015/03 MI ERAF
1.2. Contracting Authority
Name of the
contracting authority
Address
Registration No.
Bank account No.
Contact person
Telephone No.
Fax No.
Email address
Working hours
Latvian Institute of Organic Synthesis
Aizkraukles iela 21, Riga, LV -1006, Latvia
LV90002111653
LV41UNLA0001001609845
Artūrs Aksjonovs
+371 67014884
+371 67014813
[email protected]
From 9.00 to 17.00
1.3. Proposal Submission Term
Proposals shall be submitted by 14:00 hours, 21 January, 2015, to the Latvian Institute of
Organic Synthesis, at Aizkraukles street 21, Room 112.
1.4. Securing of the Proposal
The proposal shall not require securing.
1.5. Arrangement of the Proposal
1.5.1. The proposal, the documents and correspondence related to the process of the
procurement between the Contracting Authority and the Tenderer shall be in
Latvian, or in English if the Tenderer is registered outside Latvia. Additional
technical documentation may also be enclosed in English.
1.5.2. The proposal shall be submitted in a sealed envelope on which name of the
Tenderer and the procurement identification number shall be indicated (OSI
2015/03 MI ERAF).
1.5.3. The Tenderer shall submit one original and one copy of the proposal. The words
“ORIGINAL” and “COPY” shall be indicated on the original and the copy of the
proposal respectively. The original and the copy of the proposal shall be placed in
the envelope indicated in Clause 1.5.2.
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Tender Rules OSI 2015/03 MI ERAF pursuant to Section 82 of the PPL
1.5.4. The proposal shall be signed by the Tenderer’s manager or a person authorised
thereto.
1.5.5. The proposal consists of three parts:
1.5.5.1.
The application for participation in the tender with the Tenderer’s
selection documents enclosed;
1.5.5.2.
The technical proposal;
1.5.5.3.
The financial proposal.
1.6. Obtaining of the Tender Rules
The Tender Rules are freely downloadable from the Contracting Authority’s homepage
http://www.osi.lv
1.7. Composition of the Procurement Commission
Chairman of
the
Commission
Commission
members
Secretary
Name, surname
Position
Ivars Kalviņš
Director
Osvalds Pugovičs
Deputy Director
Dace Kārkle
Deputy Director
Gunārs Duburs
Head of the
Membrane Active
Compounds
Laboratory
Modris Banka
Senior Engineer
Artūrs Aksjonovs
Head of the
Procurement
Department
2. INFORMATION REGARDING THE SUBJECT OF PROCUREMENT AND THE
CONTRACT
2.1. Subject of Procurement
The subject of procurement shall be the supply of video tracking system capable to track and
analyze movement, activity, and behaviour of one or more animals in 1 arena, to the Latvian
Institute of Organic Synthesis within the Framework of Implementation of European
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Regional Development Fund (hereinafter referred to as the ERDF) activity 2.1.1.3.3
according to the Technical Specification.
2.2. Number of Proposals
The Tenderer may submit one proposal for the entire amount of the procurement according
to the Technical Specification.
2.3. Conditions for Entering into the Contract
One contract will be entered into with regard to the entire amount of the procurement.
2.4. Place of Performance of the Contract
The places of performance of the contract shall be Rātsupītes street 1, Riga, LV-1068,
Latvia.
2.5. Term of Performance of the Contract
2.5.1. The term of performance of the contract shall be 1 (one) month from the date of
signing of the contract.
2.6. Contract Provisions
2.6.1. Software licence type - perpetual licence.
2.6.2. Amendments to the procurement contract, where necessary, shall be introduced in
line with the provisions of Section 671 of the Public Procurement Law.
3. REQUIREMENTS FOR THE EXCLUSION, SELECTION AND QUALIFICATION
OF TENDERERS
3.1. Conditions for the Tenderer’s Participation in the Tender
Any person or a group of persons from any country who is registered as provided for by the
law and who corresponds to the requirements set forth in the Rules may participate in the
tender.
3.2. The Tenderer Exclusion Conditions
The Contracting Authority will exclude the Tenderer from further participation in the tender
and will not examine the Tenderer’s proposal if it establishes the facts indicated in Section
82 Paragraph Five Clause 1 or Clause 2 of the Public Procurement Law.
3.3. Qualification Requirements
No qualification requirements are set forth for the Tenderers in this tender.
4. DOCUMENTS FOR SUBMISSION
4.1. The Tenderer’s Selection Documents
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4.1.1. The Tenderer’s application for participation in the tender, which confirms the
Tenderer’s commitment to ensure delivery of the Goods according to the Tender
Rules. The application shall be signed by a person or persons authorised to act so on
behalf of the company. The signature of each person shall be supplemented with the
full name, surname and position thereof.
The application for participation in the tender shall be prepared according to the
sample annexed hereto. See Sample 1 of the Tender Rules.
4.1.2. General information about the Tenderer according to Sample 4 of the Tender
Rules. All boxes shall be completed.
4.2. Documents Necessary to Assess the Exclusion Provisions Regarding Tenderers who
Prove to be Eligible to Enter into the Contract
4.2.1. Prior to the passing of the decision regarding the tender results, in order to assess
a Tenderer according to Section 82 Paragraph Five of the Public Procurement Law
the Procurement Commission shall act as provided for by Section 82 Paragraph
Seven Clauses 1 and 2 of the Public Procurement Law (PPL).
4.2.2. Should the Procurement Commission establish that the Tenderer who is eligible to
enter into the contract has debts of taxes administered by the State Revenue Service,
including state mandatory social insurance contributions that exceed a total of EUR
150, it shall act pursuant to Section 82 Paragraph Eight Clause 2 of the PPL.
4.3. Qualification Documents of the Tenderer
No qualification documents are required.
4.4. The Technical Proposal
4.4.1. The technical proposal shall be prepared according to the requirements of the
Technical Specification.
4.4.2. The Tenderer shall prepare the technical proposal according to the Sample
Technical Proposal (Sample 2). The Tenderer may freely enclose additional
materials regarding the offered goods.
4.5. The Financial Proposal
4.5.1. The financial proposal shall be prepared taking into account the amount and
description of the Goods and Related Services to be delivered pursuant to the
Technical Specification, according to the Sample Financial Proposal (Sample 3).
4.5.2. The prices in the financial proposal shall be indicated in EUR, by quoting the
price less value added tax, the applicable VAT (the relevant proportion) and the
price with VAT.
4.5.3. Both the unit prices and the total price for the entire amount of the procurement
(or the part thereof if the procurement is divided into parts) shall be indicated in the
proposal.
4.5.4. The unit prices of the goods indicated in the financial proposal shall include all
costs related to the Goods to be supplied and the Related Services.
4.5.5. The prices and unit rates offered by the Tenderer shall remain unchanged over the
entire period of performance of the contract. Should the amount of the Goods and
Related Services change during the performance of the contract, the amendments
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shall be made on the basis of the unit prices indicated by the Tenderer according to
the terms and conditions of the contract.
5. THE PROPOSAL ASSESSMENT AND SELECTION CRITERIA
5.1. Presentation of the Goods
No presentation of the Goods is required.
5.2. Verification of the Arrangement of the Proposals
The arrangement of the proposal, the tenderer selection and qualification documentation
and the compliance of the technical and financial proposals will be assessed by the
Procurement Commission at a closed meeting.
5.3. The Proposal Selection Criteria
The Procurement Commission will select the proposal with the lowest price, which
corresponds to the Tender Rules and the Technical Specification on the condition that
the Tenderer complies with the Tenderer selection and qualification requirements. (Where
the procurement has been divided into parts the Commission chooses one proposal for each
part of the procurement.)
5.4. Awarding of the Contract
The Procurement Commission will award the contract to the Tenderer whose proposal is
selected according to Clause 5.3 of the Tender Rules and who has not been excluded
subject to Section 82 Paragraph Five of the PPL.
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TECHNICAL SPECIFICATION
GENERAL INFORMATION
The Tenderer shall prepare the technical proposal according to the Technical Specification.
Contracting Authority
APP Latvian Institute of Organic Synthesis, Aizkraukles 21, Riga LV-1006, Latvia
The Description of the Supply
Latvian Institute of Organic Synthesis is going to acquire a video tracking system (VTS) capable
to track and analyze movement, activity, and behaviour of one or more animals in 1 arena.
Supply shall include number of templates for all standard tests, allowing immediate starting
experiments. System should reliably detect and track any kind of animal, even when there is low
contrast. Tracking software should work in any type of arena, enclosure, or maze.
Purchasing of the database will be done within European Regional Development Fund (ERDF)
activity 2.1.1.3.3.
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TECHNICAL SPECIFICATIONS OF VIDEO TRACKING SYSTEM OF LABORATRY
ANIMALS
DESCRIPTION OF THE GOODS TO BE SUPPLIED
The software package should meet the specifications below:
Position
Description / requirements
1
2
General requirements
License type
Perpetual
Platform
The software package shall be compatible with at least Mac, Windows and
Linux operating systems
Report formats
Data collection
parameters
Data selection
options
General features
At least following
features shall be
supported
 time-event plot together with the track data and the video file to
provide an instant informal feel for data;
 Heatmaps of the tracks per group or per animal in high resolution
 Graphs and groups statistics in tabeles;
 Simultaneous display of all tracks and possibility to export these
tracks as image;
 Export of all images as *.jpg, *.png, *.bmp, and *.gif.
At least the following data shall be collected:
 velocity;
 distance;
 time spent in a certain zone;
 distance to a specific zone or point
 zone transitions
 heading, turn angle and angular velocity
 time spent immobile (a measure of fear);
 time spend moving or sitting still (general activity)
 rotation (brain defects);
 Manually scored events.
At least the following data selection options shall be possible:
 selection of tracks and/or parts of tracks:
 selection of treated/untreated animals;
 combination of data on the basis of time, zone or behavioral state.
 center body point detection;
 automatic detection settings – based on video file or live feed;
 detection of freezing behavior
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(available)
Social Interaction
Module (SIM)
Features of SIM
Installation and
training
 activity detection which detects changes in the arena for each frame
instead of changes in the location of the animal (detection of
freezing behavior)
 an option to set automated start or end tracking trial when predefined temporal, spatial or behavioral (for example velocity,
movement, rotation etc) conditions are met;
 minimum distance moved setting;
 live acquisition or acquisition from video or both should be
available
 batch processing of pre-recorded video should be possible
 at least 3 detection methods to optimize the detection of the animals
 zones can be redefined after data acquisition and used for data
analysis;
 export of graphical images (heatmaps and graphs) and tables as raw
and statistical data for further analysis.
The option shall be capable to track multiple animals per arena
simultaneously and calculate at least the following social parameters:
 distance between subjects – The distance between one animal and
another animal.
 proximity – A discrete variable with two possible states, ‘in
proximity’ and ‘not in proximity’, indicating whether an animal is
within the proximity of another animal, with user-definable
thresholds.
 relative movement – discrete variable describing the animal’s
movement relative to another animal with four possible states;
‘moving to’, ‘moving from’, ‘no relative movement’, and ‘no
interaction’. The maximum interaction distance is user-definable.
 change in distance between two subjects from one sample to the
next.
 nose-nose interaction of rodents;
 nose-tail interactions of rodents.
 capability to analyze interaction of two or more animals in the same
arena;
 tracking up to 6 color marked animals in the same arena;
 tracking up to 10 unmarked animals if identifying each individual
animal is not required.
All components purchased by shall be preinstalled and integrated at our
laboratory. Number of participants could be up to 8 per day. On-site
training shall include:
 installation of all hardware and software components purchased;
 project design and creating a configuration for customers project;
 acquiring data live or from video;
 data profiles and analysis of results;
 project and digital video management;
 export to other programs;
 travel and lodging expenses shall be included.
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DOCUMENTS TO BE SUPPLIED
Detailed manual of the software package with regard to its use and application notes shall be
supplied in English or an Internet site containing the manual shall be indicated.
PLACE OF DELIVERY
The software package shall be delivered to the Latvian Institute of Organic Synthesis Laboratory
of Pharmaceutical Pharmacology at Ratsupites 1, LV-1067, Riga, Latvia.
SCHEDULE AND TIME OF DELIVERY
Time of delivery is 1 month from the date of signing of the contract.
AFTER-SALE SERVICES
If necessary, the tender shall separately quote the costs of updates and other services, but they
shall not be included in the tender price.
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Tender Rules OSI 2015/03 MI ERAF pursuant to Section 82 of the PPL
SAMPLES FOR THE PREPARATION OF THE PROPOSAL
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Tender Rules OSI 2015/03 MI ERAF pursuant to Section 82 of the PPL
SAMPLE 1
APPLICATION FOR PARTICIPATION IN THE TENDER
pursuant to Section 82 of the Public Procurement Law
Contracting Authority: Latvian Institute of Organic Synthesis
ID No.: OSI 2015/03 MI ERAF
_____________________________
/Date/
Title of the Tender: “Supply of video tracking system of laboratory animals to the Latvian
Institute of Organic Synthesis within the Framework of ERDF activity 2.1.1.3.3.”
Having familiarised ourselves with the open tender rules, we, the undersigned, hereby offer the
delivery of goods and related services in line with the requirements of Section 82 of the Public
Procurement Law and in agreement with all the provisions of the tender.
Should our proposal be accepted, we undertake to deliver all the Goods indicated in the
Technical Specification according to the technical and financial proposals that are a part of our
proposal.
We hereby confirm that our proposal is valid for 60 days after the date of the proposal
submission term indicated in the Tender Rules and it may be accepted at any time before the
expiry of the term of validity thereof.
We hereby submit our proposal that consists of the Tenderer selection and qualification
documents indicated in the Tender Rules and the technical and financial proposal.
Name of the Tenderer:
___________________________________________________________
Address:
___________________________________________________________
Authorised person,
Name, surname, position:
___________________________________________________________
Signature of the authorised person:
___________________________________________________________
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Tender Rules OSI 2015/03 MI ERAF pursuant to Section 82 of the PPL
SAMPLE 2
TECHNICAL PROPOSAL
Title of the Tender: “Supply of video tracking system of laboratory animals to the Latvian
Institute of Organic Synthesis within the Framework of ERDF activity 2.1.1.3.3.”
ID No.: OSI 2015/03 MI ERAF
1. Description of the offered goods
<Description of the offered goods according to the Technical Specification>
Requirements of Contracting Authority
Position
(from tech. specs)
Description / requirements
(from tech. specs)
Tenderer`s Offer
Parameters of offered product
2. List of information and documents to be submitted
The following documents will be submitted:
<Provide a list and description of the documents to be submitted>
3. Other information
We hereby confirm that we have familiarised ourselves with the Tender Rules and the documentation
annexed thereto, our proposal provides such a term of validity and conditions as are required by the
Tender Rules, and we guarantee the authenticity and accuracy of the provided information.
Signature of the authorised person ____________________________
Name, surname and position _______________________________
Name of the Tenderer _______________________________
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Tender Rules OSI 2015/03 MI ERAF pursuant to Section 82 of the PPL
SAMPLE 3
FINANCIAL PROPOSAL
Title of the Tender: “Supply of video tracking system of laboratory animals to the Latvian
Institute of Organic Synthesis within the Framework of ERDF activity 2.1.1.3.3.”
ID No.: OSI 2015/03 MI ERAF
We hereby submit the following proposal:
No.
Name of the goods
Unit
(if applicable)
Unit
price,
EUR
Number
of units
Amount,
EUR
Total price of goods, less VAT
Applicable VAT amount
Total price of goods with the applicable VAT amount
We hereby confirm that we have familiarised ourselves with the Tender Rules and the documentation
annexed thereto, our proposal provides such a term of validity and conditions as are required by the
Tender Rules, and we guarantee the authenticity and accuracy of the provided information.
Signature of the authorised person ____________________________
Name, surname and position _______________________________
Name of the Tenderer _______________________________
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TENDERER’S INFORMATION SAMPLE
SAMPLE 4
General information about the Tenderer:
1.
Company name:
2.
Address:
3.
Contact person:
4.
Telephone:
5.
Fax:
6.
Email (compulsory):
7.
General Internet address:
8.
Place of registration:
9.
Year of registration:
10.
Area of the company’s
activities (a short
description):
11.
Bank details:
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