ΟΓΚΟΛΟΓΘΚΟ ΚΕΝΣΡΟ ΣΡΑΠΕΖΑ ΚΤΠΡΟΤ Προμήθεια, εγκαηάζηαζη, δοκιμαζηική λειηοσργία, εκπαίδεσζη ζηη τρήζη και ζσνηήρηζη σζηήμαηος Τπολογιζμού Πλάνων Ακηινοθεραπείας (Radiotherapy Treatment Planning System (RTPS) Απ. Διαγωνιζμού: 2009/003 Τελεςηαία πποθεζμία ςποβολήρ πποζθοπών 30 Μαπηίος, 2009, 12:00 Σροποποιήζεις / απανηήζεις ζηα ζτόλια, ερωηήζεις και ειζηγήζεις ποσ σποβλήθηκαν μέτρι ηις 3 Μαρηίοσ 2009 και ώρα 12.00 Ημεπομηνία έκδοζηρ 9 Μαπηίος 2009 1
ΜΕΡΟ Α Παράγραθος 2.22 Εκηιμώμενη ημεπομηνία γνωζηοποίηζηρ αποηελεζμάηων διαγωνιζμού: 10 Αππιλίος 2009. Παράγραθος 2.23 Εκηιμώμενη ημεπομηνία ςπογπαθήρ ζύμβαζηρ: 21 Αππιλίος 2009. ΠΑΡΑΡΣΗΜΑ ΘΘ ΟΡΟΘ ΕΝΣΟΛΗ - ΣΕΥΝΘΚΕ ΠΡΟΔΘΑΓΡΑΦΕ Παράγραθος 3.2 (2 η παράγραθος) Τποποποιείηαι ωρ εξήρ: «Οι πποζθοπέρ ππέπει να παπαδοθούν μέσπι ηιρ 30 Μαπηίος, 2009. Η Σύμβαζη αναμένεηαι να ςπογπαθεί με ηον επιηςσόνηα πποζθοποδόηη, μέσπι ηη 21 η Απριλίοσ, 2009 και η παπάδοζη ηος RTP System ππέπει να γίνει μέσπι 15 Μαΐοσ, 2009, ηο απγόηεπο. Η εγκαηάζηαζη αναμένεηαι να ζςμπληπωθεί μέσπι ηιρ 18 Μαΐοσ, 2009. Ο έλεγσορ και η οπιζηική παπαλαβή ηος ζςζηήμαηορ αναμένεηαι να ζςμπληπωθεί μέσπι ηιρ 20 Μαΐοσ, 2009. Η εκπαίδεςζη για ηη σπήζη ηος ζςζηήμαηορ αναμένεηαι να ζςμπληπωθεί για ηοςλάσιζηον δύο ιαηποθςζικούρ και ένα μέλορ ηηρ πληποθοπικήρ μέσπι ηιρ 20 Μαΐοσ, 2009, και για ηο ςπόλοιπο πποζωπικό μέσπι ηιρ 30 Μαΐος, 2009.» 2
RESPONSE TO THE QUESTIONS SUBMITTED ON THE TENDER DOCUMENTS FOR THE RADIOTHERAPY TREATMENT PLANNING SYSTEM QUESTIONS FROM ALL TENDERERS ARE SUMMARISED BELOW WITH THE CORRESPONDING RESPONSES. Technical specification and Statement of Conformity (Entypo 8) 1. How many licenses for calculation and how many for contouring are needed? Reference was made in outline specification point 3 and at point 1.1.3b of entypo 8. Response and clarification: There is a need for four floating licenses for planning and three floating licenses for contouring. The text in the Outline of specification, point 3 and the point 1.1.3.b should be considered as modified accordingly. 2. Does the hardware have to be included in the tender? Reference was made in paragraph 1 paragraph 2 and paragraph3 of entypo 8. Response and clarification: This BOCOC Tender 2009/003 requires that the Radiotherapy Treatment Planning System (RTPS) to be purchased must come with its own server and four client workstations. This hardware must be of the latest technology. It is also required that the server and clients of the RTPS be able to communicate with the storage system of the Centre, for routine backups and archiving of the RTPS database, in addition to having the RTPS database/treatment plans in the RTPS server itself. The comments in paragraph 3 should be considered as modified accordingly, to read as follows: The Tenderers are required to provide all the hardware needed for the server and the four clients indicated in the tender, and state the specifications of the hardware offered with their RTPS. 3. Why is an Intel 7400 series processor requested? Reference was made in paragraph 3.3.1 of entypo 8. Response and clarification: The quad Intel Xeon processor 7400 series is stated because this series has a high speed. Another processor with the same or higher speed level would be equally acceptable. 4. Why are two 300 GB hard discs requested in the tender? Reference was made in paragraph 3.3.2 of entypo 8. 3
Response and clarification: Two HD with a minimum of 300 GB for the Operating System were requested, so that they can be mirrored for better performance and safety. A different approach would not be penalized if it achieves the same goals. 5. Why are three hard discs built as Raid 5 requested in the Tender? Reference was made in paragraph 3.3.3 of entypo 8. Response and clarification: Three hard disks are requested, built as RAID 5 for the server, in order to store the current treatment plans (in addition to the two mirrored hard discs that will run the RTPS operating system). It is required that the RTP system must be connected and communicate with the Centre s existing network and storage system. The Centre s storage system has a tape autoloader already. 6. Why is one GB PCI EXPRESS Graphics Card Adapter requested? Reference was made in paragraph 3.3.9 of entypo 8. Response and clarification: All workstations purchased for the Centre, for MOSAIC OIS and for PACS/RIS, have 1 GB graphics card, 4 GB DDR3 memory and Quad core Intel processors. 7. Why is memory of at least 4 GB DDR 3 requested? Reference was made in paragraph 3.3.11 of entypo 8. Response and clarification: Although it may be possible that the purchased Mosaic workstations could be utilized by the RTP System, the tenderers are asked to consider the Center s response to the previous questions. 8. Is the request for high Dose Rate Brachytherapy software only, or an interface to the Nucletron mhdr a pre-requisite? Reference was made in paragraphs 17.3, 18.13, and 22.14 of entypo 8. Response and clarification: The request is for both an interface with the existing Nucletron mhdr and software for seed implants that the Centre may decide to apply in the future. The interface with the Nucletron mhdr is not an absolute pre-requisite but Tenderers who cannot provide it will be penalized accordingly. 9. Would the service contract be activated and deactivated at the Centre s will? Reference was made in paragraphs 32.7 of entypo 8. The whole of 32.7 is revised to read as follows: 32.7. The Tenderer must provide a proposal for a maintenance Contract for the Treatment Planning System for eight years after the expiration of the warranty period. 4
Additionally the Tenderer must state clearly the following: a) That all software updates related to the safety and reliability of the system must be made available free of charge during both the warranty period and for the period during which there is a service contract in effect. Any upgrades of the supplied software related to increased performance of the system and released during the first 24 months after installation, and during the period covered by maintenance contract, must also be made available free of charge, with full documentation as to what these upgrades affect. b) Replacement of hardware components, e.g. monitors failure to meet the necessary image quality, etc., must be included in the service contract. c) The number of hours and the schedule needed for each preventive maintenance visit must be stated clearly and agreed in advance. d) Corrective maintenance work must be available on Saturdays also, and it should be possible to schedule quarterly, semi-annual and annual maintenance service on Fridays and Saturdays. e) Two service engineers must be trained at the manufacturers site, and certificates of their training presented within six months from the installation. A minimum amount of 10.000 Euros will be retained and released after the provision of such certificates. If not presented within the first six months, the tenderer will not be entitled to the above money retained for this purpose. f) Should one of the service engineers leave the employment of the supplier he/she shall be replaced, and the replacement engineer shall be trained at the manufacturers site, the transition to be completed within six months of the departure of the trained engineer. Beyond this six month grace period, the service fee payable by the Centre shall be reduced by 50% for every month or part thereof that the supplier employs one trained engineer less than two. g) The services under this contract shall be available from Monday to Saturday every week except during the Christmas, New Year and Orthodox Easter holidays of the Centre (i.e. 300 days a year), and should be available from 08.00 until 17.00. h) At least one manufacturer trained engineer shall be at the Centre within 30 minutes of receiving a call informing him/her of a breakdown or malfunction. i) In case the full system down time exceeds the 1% limit, there will be a penalty of 500 euro per day for each day of downtime in excess of the agreed downtime. In case one or more components of RTPS is malfunctioning in excess of the 1% limit preventing the smooth flow of work, then there will be a penalty of 250 Euro for each day the malfunction remains uncorrected. j) The annual service fee shall become payable in four instalments at the end of each quarterly period, on submission of an invoice. The invoice shall be settled within 30 days. k) During warranty and during the duration of the service contact, the Medical Physics Department of the BOCOC, must be able to have direct contact with the manufacturer for service support, via phone, when the local service engineers or the members of the BOCOC staff cannot solve any problems in minimal time. In such cases, the staff of Medical Physics of the BOCOC will inform the local service department of such events of direct communication with the manufacturer. 5
10. Does BOCOC have a film scanner currently? Reference was made in paragraphs 15.8 of entypo 8. Response and clarification: The BOCOC does not currently own a film scanner. Such a scanner must be provided with the RTP System. 11. Please specify the existing water phantom. Reference was made in paragraphs 28.6 of entypo 8. Response and clarification: The BOCOC currently has a PTW MP3 water phantom with MEPHYSTO mc 2 version 1.5 software and a Nucletron PLATO SUNRISE treatment planning system. PTW offers software modules that interface their water phantom with the different RTP Systems, so that the scanned beam data can be transferred in the desirable format into the RTPS. The Tenderer must supply the interface module from the water phantom to their proposed RTP System, as well as for the Nucletron PLATO SUNRISE RTP. The Tenderers are also asked to provide with the Tender, a complete list of all the beam data scans (e.g. Depth doses for which fields and to what depth, whether at 100cm SSD or 100 cm SID, beam profiles for how many fields and at what depths, wedge profiles and depth doses etc) and what other measurements (e.g. output factors, wedge factors, off axis ratios etc), needed by their RTP system for it to perform its intended purpose properly. Parartima 3-6, part II - TERMS OF REFERENCE. TECHNICAL SPECIFICATIONS Paragraph 1.2 Review of existing local area network: In addition to the information given above, the Centre has a backbone Network (10G). All the servers are of the latest technology. There are 150 client PCs available, at least one in each room of the Centre, all with appropriate ventilation / air conditioning. The Tenderers are welcome to come to the Centre for a site visit if they need additional information. Paragraph 2: Please provide drawings of the position of the Mosaic and RTPS servers, workstations etc. See response to the previous question attached. PARARTIMA 3-6 PART B: AGREEMENT - SPECIAL TERMS Section 6.2 γ: What is the percentage payment after the completion of training of the personnel? Reference was made in section 6.2.γ 6
Response and clarification: Thirty five percent (35 %) minus 10,000 euro will be paid after the completion of the training of the BOCOC personnel. The 10,000 Euro will be paid when the second engineer is trained for service at the factory and the Tenderer brings to BOCOC the certificate of such training. Section 3.2 Changes in the dates for announcement of results of tender evaluation, signing contract with successful Tenderer and training of personnel: Τhe announcement of the results of evaluation of the Tenders will take place on 10 April 2009. The estimated date for signing a contract with the successful Tenderer for the RTPS is 21 April 2009. The date of delivery of the RTPS system is May 15, 2009. Acceptance Testing of the system expected to be completed on May 22, 2009. Training of the Medical Physicists on the use of the RTPS is expected to be completed by May 30, 2009 The document Parartima 3-6, Part II TERMS OF THE TENDER Technical Specifications, should be considered as modified accordingly. 7