Danish Emergency Management Agency, Nuclear Division’s call for tenders for Permanent Radiation Monitoring Stations and software solution for Greenland and Denmark
1. Introduction
The information provided below briefly describes the tender to supply procedure.
The conditions which must be fulfilled in order to be short-listed to submit a tender are shown in Section 3.
Expressions of interest may only be forwarded in English.
Questions should be addressed to: Jens Munk, IMM Mercantile and Legal Advisers, E-mail: munk(a)imm.dk Tel.: +45 4836 3106.
2. Description of scope of Tender
2.1 Introduction
The Danish Emergency Management Agency (DEMA) is a governmental preparedness organisation under the Ministry of Defence. The Nuclear division “NUC” is a part of the DEMA which has the responsibility of the nuclear preparedness in the event of a nuclear accident.
The Danish Emergency Agency, Nuclear division, are responsible for monitoring radiation in Denmark on a continuous basis and develop plans for a nuclear emergency with all the hardware that such a plan requires. As of 2010 DEMA will also be responsible for the same in Greenland.
DEMA therefore wishes to set up a number of monitoring stations in Greenland, and possibly update and expand the Danish system of monitoring stations, since the current Danish system is getting old, and requires a steadily increasing number of resources to maintain.
The tender will comprise of Contract(s) on the purchase of Spectral and Gamma dose rate monitoring stations and software.
DEMA is expecting to draft Contract(s) for an initial purchase of 3 Spectral monitoring stations and 7-9 Gamma dose rate monitoring stations including installation in Greenland. A centralised Software solution, set up in Denmark and partly in Greenland, will also be part of the initial purchase.
DEMA reserves the right to, under the same Contract(s), but within 6 years from the date of signing the Contract(s), to make optional purchases of Spectral monitoring stations and Gamma dose rate monitoring stations for set up in Denmark. DEMA is foreseeing a need of approximately 13 Spectral monitoring stations and 28 Gamma dose rate monitoring stations, but these numbers are subject to change and conditioned by the necessary grants to DEMA.
2.2 Preliminary description of envisioned monitoring stations and software solution
The system envisioned consists of two types of stations and central software. The stations monitor the radiation environment, and send data to servers in Denmark and Greenland. The servers all use the same central software and acts as redundancy for each other, and give the Greenlandic government possibilities to monitor their own system.
The servers based in Denmark will give DEMA an alarm in the case of a radiological plume travelling over any part of either Greenland or Denmark.
2.3 The stations
The monitoring system should continuously monitor the environment for two types of data. The first type will deliver spectral information. The second type measures the gamma dose rate.
The monitoring stations must be able to withstand the harsh conditions in Greenland and must be robust and easily maintained without having to travel to the stations, due to the difficult logistical situation in Greenland.
The Spectral monitoring stations will be permanently installed, while the Gamma dose rate monitoring stations must be moveable between different locations. Though there must be at least one Gamma dose rate monitoring station, at each Spectral monitoring station.
2.4 The software
The main physical location of the central software will be on servers at DEMA in Birkerød, Denmark. All other servers will act as redundancy, from other locations decided on by DEMA.
The software solution has several functions:
- Collect all data from the monitoring stations.
- Raise an alarm if any of the stations detects unnatural radiation, or unnaturally high doses.
- Present the data and the state of each station to duty officers.
- Present data to measurements experts.
- Display the status of each station and if necessary make it possible to change the workings of each monitoring station through the software.
- Send data to the relevant databases.
As mentioned in the list above, there must be at least two ways to visualize data.
There is a need for a simple, easily understood visualisation to be used by DEMA’s duty officer. The duty officer does not have the relevant education to analyze spectral or gamma dose rate data, etc. and thus will not be able to verify if an alarm is false or real.
The duty officer’s mission is to call a member of the Nuclear Preparedness (hereafter called NBV), and let the NBV decide if the alarm is false or real.
The NBV will need a more advanced visualization in order to secure this decision.
It will be preferable if the NBV is automatically contacted by the monitoring system, as early as possible, for example via a text message.
3. Formal and practical aspects of the Tender
Expressions of interest should be made on the basis of the EU restricted tender procedure per the EU Procurement Directive. Contract notice was submitted to the Official Journal of the European Union (OJEU) on the 18th of December 2009 and is expected to be published in OJEU within one week following receipt.
The full version of the public procurement notice can be viewed here.
Companies wishing to participate should register their expression of interest in order to be short-listed to submit a tender, cf. the procedures specified below.
The expression of interest must clearly state if the company wishes to be pre-qualified for the delivery of Spectral monitoring stations or for Gamma dose rate monitoring stations or for both types.
As the Tender is for both Spectral and Gamma dose rate monitoring stations, including software solution, up to 5 companies will be pre-qualified for each of the two types of monitoring stations before subsequently being invited to tender.
In the event of there being more applicants than the 5 planned for each type of monitoring stations, the pre-qualified companies will be selected amongst the best suited based on the information, cf. section 3.1.1 - 3.1.3 below.
Expressions of interest in English, in a single electronic document and in paper form in triplicate, must be received by IMM Mercantile and Legal Advisers no later than on the 1st of February 2010 at the following address:
IMM, Mercantile and Legal Adviser
Ndr. Strandvej 119 E
DK-3150 Hellebæk
FAO: Jens Munk
Mrk: BSS/3
3.1 Conditions for participation
The items listed below must be included in the expression of interest.
3.1.1 Individual circumstances
• Description of company, including ownership status and number of employees
• Contact person and contact information
For consortiums, the above information must be provided by all parties in the consortium
3.1.2 Economic and financial capacity
• Solemn declaration on debt to public authorities
• Solemn declaration on final and conclusive judgement
• Solemn declaration on environmental protection and health and safety at work
The 3 Solemn Declarations can be downloaded in English at www.imm.dk/solemn. Please ensure to date, sign and attach all of the declarations to the expression of interest
• Full accounts for the previous 2 complete years. Companies which cannot supply accounts for the 2 years can document their economic and financial capacity in another way, e.g. by forwarding quarterly or half-yearly accounts, key figures for turnover and net capital, etc., or a declaration signed by a qualified accountant
For consortiums, the above information must be provided by all parties in the consortium
3.1.3 Technical capacity
• Overview of the company’s expertise and competencies with similar projects
- Specific expertise and competencies with Spectral monitoring stations
- Expertise and competencies with included software solution,
• Maintenance,
• Versioning,
• Upgrading,
• Supporting.
- Specific expertise and competencies with Gamma dose rate monitoring stations
- Expertise and competencies with included software solution,
• Maintenance,
• Versioning,
• Upgrading,
• Supporting.
• References for similar projects, as minimum for the last 24 months,
o Specific references on setting up monitoring stations in Arctic environments, similar to Greenland
For consortiums, the above information must be provided by all parties in the consortium.
4. Additional information
Questions should be addressed to: Jens Munk, IMM Mercantile and Legal Advisers, E-mail: munk(a)imm.dk, Tel.: +45 4836 3106.
