Confocal Raman Microscope for Material and Biomaterial Composition Analysis Syst

PART 1 – INVITATION AND SUBMISSION INSTRUCTIONS

1. 1. Invitation to Proponents      

Since 1848 the University of Ottawa has been Canada’s university and the largest bilingual university in Canada. At the University of Ottawa, we understand our past and our desired future. The University of Ottawa is a major player in the cultural and economic development of the National Capital Region.
The University of Ottawa is one of Canada's leading research-intensive University. The University of Ottawa fosters excellence and success in research, whether the research is basic or applied, of intrinsic value or of commercial importance. The University of Ottawa considers itself to be Canada's university of the 21st Century by launching new initiatives in emerging areas, promoting collaboration within and across faculties, and providing the milieu in which creativity can flourish.
Further information regarding the University of Ottawa can be found on the Web site http://www.uottawa.ca/
This Request for Proposals (the “RFP”) is an invitation by the University of Ottawa (the “University”) to prospective proponents to submit proposals for an  Confocal Raman Microscope for Material and Biomaterial Composition Analysis, as further described in Appendix D (RFP Particulars) Section A (the “Deliverables”).
The requested new confocal raman microscope system is a critical piece of infrastructure required for 3D and surface full spectrum characterization of materials and biomaterials (such as polymers, tissues, multifunctional materials, etc.), for the optimization of their composition and structural properties. These characteristics are directly linked to their performance and sustainability as materials. This piece of equipment will be complementary to other characterization equipment and will specifically allow for confocal, in-situ  and chemical mapping, to study influence of environment and of chemical reactions on and with the materials, as well as compositional differences in immersed ex vivo tissues and engineered tissues.

The confocal Raman microscope will be capable of  advanced imaging through Raman spectroscopy of various sample types (biological, organic and inorganic materials), in different environments, for high-end spectroscopy applications. Chemical and structural information in 1D, 2D and 3D will be able to be collected, by spectroscopy and image analysis, ex-situ or in-situ. The system will be adapted for the use of in-situ cell as sample holders, allowing for measurement at controlled temperature (up to 1500°C) and in controlled gaseous environment with the appropriate sample stage, as well as for analysis of immersed samples.

The instrument must be a confocal raman and optical microscope with a minimum of three excitation lasers, of the following laser wavelenghts: 405 nm, 532 nm and 785 nm. It must include a X-Y-Z motorized stage, be able to accommodate a Linkam stage and immersed samples, in addition to regular samples, for the analysis of biological, organic and inorganic materials, in various forms and environment as well as at various temperature. The instrumentmust be able of automated and live surface topography during acquisition for realtime topography imaging, i.e. be continuously in-focus if surface is not flat. It must include a multivariate data analysis software. It must include one or two spectrometer(s) with detector(s) and grating(s) optimized for each of the three included lasers, for measurements from 100 cm-1 to 4 000 cm-1 Raman shift. It should includes appropriate objectives up to 100X for Raman acquisition including long distance objectives and immersion objectives, with acquisition software and an enclosure.
1.2       RFP Contact
To contact the University in relation to this RFP, proponents must register with the University’s public purchasing portal at  www.merx.com (the “University’s MERX EBS System”) and initiate the communication electronically through the Question and Answer function. The University will not accept any proponent’s communications by any other means, except as specifically stated in this RFP.
For the purposes of this procurement process, the “RFP Contact” will be: 
Ana Lopes
Senior Advisor, Procurement, Research,
alopes@uottawa.ca
Proponents should only contact the RFP Contact where specifically instructed to in this RFP. All other communication in relation to this RFP must be through the University’s MERX EBS System, as described above.  Proponents and their representatives are not permitted to contact any employees, officers, agents, elected or appointed officials or other representatives of the University, other than in accordance with this section. Failure to adhere to this rule may result in the disqualification of the proponent and the rejection of the proponent’s proposal.
1.3       Contract for Deliverables
1.3.1    Type of Contract
The selected proponent will be requested to enter into direct contract negotiations to finalize an agreement with the University for the provision of the Deliverables. The standard terms and conditions that are typically found in University agreements are set out in Appendix A – Form of Agreement and are to form the basis for commencing negotiations between the University and the selected proponent.  It is the University’s intention to enter into an agreement with only one (1) legal entity.
1.3.2    Term
The term of the agreement is a one-time acquisition of a Confocal Raman Microscope for Materia and Biomaterial Composition Analysis Equipment with an option in favour of the University to acquire extend warranty/service contract on the same terms and conditions for an additional term of up to five (5) years.
1.4       RFP Timetable
1.4.1    Key Dates
Issue Date of RFPFebruary 25, 2025
Deadline for QuestionsMarch 4, 2025, 3:00 PM Local Time
Submission DeadlineMarch 28, 2025, 3:00 PM Local Time
The RFP timetable is tentative only and may be changed by the University at any time. For greater clarity, business days means all days that the University is open for business.
1.4.2    Site Visit / Pre-Bid Meeting (if applicable)
Not applicable.
1.5       Submission of Proposals
1.5.1    Proposals to be Submitted at Prescribed Location
Proposals must be submitted through MERX Electronic Proposal Submission (“EBS”) System, the electronic tendering systems used by the University.
For assistance in using MERX, please contact MERX directly at 1-800-964-MERX or visit the MERX website at www.merx.com.  
1.5.2    Proposals to be Submitted on Time
Uploading large documents may take significant time, depending on file size and internet connection speed. It is strongly recommended that proponents review the MERX EBS System instructions well in advance of the Submission Deadline and allow sufficient time before the Submission Deadline to upload documents and finalize their submissions.  Proponents making submissions near the deadline do so at their own risk.  The determination of whether the proposal is delivered by the Submission Deadline shall be based on the electronic time and date stamp generated by the MERX EBS System server, whether or not accurate.
Proponents will receive an email confirmation receipt with a unique confirmation number upon finalizing their submissions.
Late submissions are not permitted, and any proposals submitted after the Submission Deadline will be rejected.
1.5.3    Proposals to be Submitted in Prescribed Format
Proponents must submit one electronic copy of their proposal in the format specified on MERX and in the manner described below. Proponents should only include pricing in the specific portion of the proposal noted in Appendix C – Pricing.
The proponent must submit their proposal in an electronic copy of their proposal via Merx with two (2) separate attachments (files) containing the Proponent’s proposal labelled in the following manner:

1. Attachment #1 Qualitative Proposal – 43247-18B-RFP – insert proponent’s name

Attachment #1 includes the following documents:
 

1. Submission Form (Appendix B)
2. Mandatory Technical Specifications Requirements Response (Appendix D, Section D)
3. Rated Criteria Response (Appendix D, Section E)
4. Reference Consent Form (Appendix E)
5. Equipment, Utility and Environmental Requirements (Appendix F)
6. Supplemental Information (Appendix G)
7. Security Risk Assessment (Appendix I)
8. Proponent’s Checklist (Appendix J)
9. All supporting technical documentation for the proposal
10. Detailed quotation without pricing

Do not include pricing information in this Attachment #1.
 

2. Attachment #2 – Pricing Proposal – 43247-18B-RFP- insert proponent’s name

Attachment #2 must include the following documents:
 

1. Appendix C – Pricing:

1. Financial Submission Form (Appendix C-1)
2. The Canada Foundation for Innovation (CFI) Form (Appendix C-2)

2. Detailed quotation with pricing

Proponents must include pricing in this Attachment #2.
1.5.4    Amendment of Proposals
Proponents may amend their proposals prior to the Submission Deadline by modifying or deleting and re-submitting their proposal through the MERX EBS System in accordance with the instructions on the MERX website.
1.5.5    Withdrawal of Proposals
At any time throughout the RFP process until the execution of a written agreement for provision of the Deliverables, a proponent may withdraw a submitted proposal. To withdraw a proposal prior to the Submission Deadline, a proponent should un-submit the proposal through the MERX EBS System. Following the Submission Deadline, a notice of withdrawal must be sent to the RFP Contact and must be signed by an authorized representative of the proponent. The University is under no obligation to return withdrawn proposals.
 [End of Part 1]  PART 2 – EVALUATION, NEGOTIATION AND AWARD
2.1       Stages of Evaluation and Negotiation
The University will conduct the evaluation of proposals and negotiations in the following stages:
2.2       Stage I – Mandatory Requirements
Stage I will consist of a review to determine which proposals comply with all of the mandatory requirements. If the proponent fails to satisfy the mandatory requirements, its proposal will be rejected. The mandatory requirements are set out in Appendix D - RFP Particulars at Section C (Mandatory Submission Requirements).
It will furthermore consist of a pass/fail review to determine which proposals comply with all the
mandatory requirements set out in Appendix D – RFP Particulars at Section D
(Mandatory Technical Requirements).

If a response fails to satisfy all of the mandatory requirements in Stage I, the University may, at its discretion, issue to the proponent a rectification notice identifying the deficiencies and providing the proponent an opportunity to rectify such deficiencies within a prescribed timeframe (“Rectification Period”). If the proponent fails to satisfy the mandatory requirements in Stage I within the Rectification Period, its Proposal will be rejected. The Rectification Period will begin to run from the date and time that the University issues a rectification notice to the proponent.

2.3       Stage II – Evaluation of Rated Criteria
The University will evaluate each qualified proposal on the basis of the non-price rated (qualitative) criteria as set out in Appendix D – RFP Particulars at Section E (Rated Criteria).  Only those proposals who meet the minimum threshold requirement or minimum points of the rated qualitative criteria as referred to in Appendix D – RFP Particulars at Section E (Rated Criteria) will proceed to the next stage of the evaluation. If no proposal meets the minimum threshold requirement or minimum points, then the University reserves the right, in its sole discretion, to invite up to three of the highest scoring proponent(s) to the next stage of the evaluation.
2.4       Stage III – Pricing
Stage III will consist of a scoring of the submitted pricing of each qualified proposal in accordance with the price evaluation method set out in Pricing (Appendix C). The evaluation of price will be undertaken after the evaluation of mandatory requirements and rated criteria has been completed.
2.5       Stage IV – Ranking and Contract Negotiations
2.5.1    Ranking of Proponents
After the completion of Stage III, all scores from Stage II (Evaluation of rated Criteria) and Stage III (Pricing) will be added together and the proponents will be ranked based on their total scores. The top-ranked proponent will receive a written invitation to enter into direct contract negotiations to finalize the agreement with the University. In the event of a tie, the selected proponent will be the proponent selected by way of the highest score on the rated criteria.
2.5.2    Contract Negotiation Process
Any negotiations will be subject to the process rules contained in the Terms and Conditions of the RFP Process (Part 3) and will not constitute a legally binding offer to enter into a contract on the part of the University or the proponent, and there will be no legally binding relationship created with any proponent prior to the execution of a written agreement. The standard terms and conditions that are typically found in the University agreements which are set out in Appendix A (Form of Agreement) are to form the basis for commencing negotiations between the University and the selected proponent. Negotiations may include requests by the University for supplementary information from the proponent to verify, clarify, or supplement the information provided in its proposal or to confirm the conclusions reached in the evaluation, and may include requests by the University for improved pricing or performance terms from the proponent.
2.5.3    Time Period for Negotiations
The University intends to conclude negotiations and finalize the agreement with the top-ranked proponent during a period of 30 calendar days, commencing from the date the University invites the top-ranked proponent to enter negotiations.  A proponent invited to enter into direct contract negotiations should therefore be prepared to satisfy the pre-conditions of award listed in (Appendix D) RFP Particulars Section G (Pre-Conditions of Award), provide requested information in a timely fashion and conduct its negotiations expeditiously.
2.5.4    Failure to Enter into Agreement
If the pre-conditions of award listed in (Appendix D) RFP Particulars at Section G (Pre-Conditions of Award) are not satisfied or if the parties cannot conclude negotiations and finalize the agreement for the Deliverables within the Contract Negotiation Period, the University may discontinue negotiations with the top-ranked proponent and may invite the next-best-ranked proponent to enter into negotiations. This process will continue until an agreement is finalized, until there are no more proponents remaining that are eligible for negotiations, or until the University elects to cancel the RFP process.
2.5.5    Notification of Negotiation Status
Other proponents that may become eligible for contract negotiations may be notified at the commencement of the negotiation process with the top-ranked proponent.
[End of Part 2] PART 3 – TERMS AND CONDITIONS OF THE RFP PROCESS
3.1       General Information and Instructions
3.1.1    Proponents to Follow Instructions
Proponents should structure their proposals in accordance with the instructions in this RFP. Where information is requested in this RFP, any response made in a proposal should reference the applicable section numbers of this RFP.
3.1.2    Proposals in French or English
Proponents may submit their proposals and any other correspondence to the University in the official language of their choice, either French or English.
3.1.3    No Incorporation by Reference
The entire content of the proponent’s proposal should be submitted in a fixed format, and the content of websites or other external documents referred to in the proponent’s proposal but not attached will not be considered to form part of its proposal.
3.1.4    Past Performance
In the evaluation process, the University may consider the proponent’s past performance or conduct on previous contracts with the University or other institutions.
3.1.5    Information in RFP Only an Estimate
The University and its advisers make no representation, warranty, or guarantee as to the accuracy of the information contained in this RFP or issued by way of addenda. Any quantities shown or data contained in this RFP or provided by way of addenda are estimates only, and are for the sole purpose of indicating to proponents the general scale and scope of the Deliverables. It is the proponent’s responsibility to obtain all the information necessary to prepare a proposal in response to this RFP.
3.1.6    Proponents to Bear Their Own Costs
The proponent will bear all costs associated with or incurred in the preparation and presentation of its proposal, including, if applicable, costs incurred for interviews or demonstrations.
3.1.7    Proposal to be Retained by the University
The University and any party engaged by it to assist it with this RFP will not return the proposal or any accompanying documentation submitted by a proponent.
3.1.8    No Guarantee of Volume of Work or Exclusivity of Contract
The University makes no guarantee of the value or volume of work to be assigned to the successful proponent. The agreement to be negotiated with the selected proponent will not be an exclusive contract for the provision of the described Deliverables. The University may contract with others for goods and services the same as or similar to the Deliverables or may obtain such goods and services internally.
3.2       Communication after Issuance of RFP
3.2.1    Proponents to Review RFP
Proponents should promptly examine all of the documents comprising this RFP, and may direct questions or seek additional information in writing through the University’s MERX EBS System Question and Answer function on or before the Deadline for Questions. All questions or comments submitted by proponents through the University’s MERX EBS System Question and Answer function shall be deemed to be received once the submission has entered into the University’s MERX EBS System. No such communications are to be directed to anyone or by any other means than submission through the MERX EBS System, and the University shall not be responsible for any information provided by or obtained from any source other than the RFP Contact or the University’s MERX EBS System. The University is under no obligation to provide additional information. It is the responsibility of the proponent to seek clarification through the University’s MERX EBS System on any matter it considers to be unclear. The University shall not be responsible for any misunderstanding on the part of the proponent concerning this RFP or its process.
3.2.2    All New Information to Proponents by Way of Addenda
This RFP may be amended only by addendum in accordance with this section. If the University, for any reason, determines that it is necessary to provide additional information relating to this RFP, such information will be communicated to all proponents by addenda posted through the University’s MERX EBS System. Each addendum forms an integral part of this RFP and may contain important information, including significant changes to this RFP. Proponents are responsible for obtaining all addenda issued by the University through the University’s MERX EBS System.
3.2.3    Post-Deadline Addenda and Extension of Submission Deadline
If the University determines that it is necessary to issue an addendum after the Deadline for Issuing Addenda, the University may extend the Submission Deadline for a reasonable period of time.
3.2.4    Verify, Clarify, and Supplement
When evaluating proposals, the University may request further information from the proponent or third parties in order to verify, clarify, or supplement the information provided in the proponent’s proposal, including but not limited to clarification with respect to whether a proposal meets the mandatory requirements or the pre-conditions of award as set out in Appendix D – RFP Particulars at Section C (Mandatory Submission Requirements) and Section D (Mandatory Technical Requirements), and Section G (Pre-Conditions of Awards) respectively. The University may revisit, re-evaluate, and rescore the proponent’s response or ranking on the basis of any such information.

3.3       Notification and Debriefing
3.3.1    Notification to Other Proponents
Once an agreement is executed by the University and a proponent, the other proponents may be notified directly in writing and will be notified by public posting of the outcome of the procurement process.
3.3.2    Debriefing
Proponents may request a debriefing after receipt of a notification of the outcome of the procurement process. All requests must be in writing to the RFP Contact and must be made within sixty (60) days of such notification.
3.3.3    Procurement Protest Procedure
If a proponent wishes to challenge the RFP process, it should provide written notice to the Director of Procurement Services of Ottawa University.  This notice should be sent to the following address: sa-ps@uottawa.ca
3.4       Conflict of Interest and Prohibited Conduct
3.4.1    Conflict of Interest
For the purposes of this RFP, the term “Conflict of Interest” includes, but is not limited to, any situation or circumstance where:

1. in relation to the RFP process, the proponent has an unfair advantage or engages in conduct, directly or indirectly, that may give it an unfair advantage, including but not limited to (i) having, or having access to, confidential information of the University in the preparation of its proposal that is not available to other proponents; (ii) having been involved in the development of the RFP, including having provided advice or assistance in the development of the RFP; (iii) receiving advice or assistance in the preparation of its response from any individual or entity that was involved in the development of the RFP; (iv) communicating with any person with a view to influencing preferred treatment in the RFP process (including but not limited to the lobbying of decision makers involved in the RFP process); or (v) engaging in conduct that compromises, or could be seen to compromise, the integrity of the open and competitive RFP process or render that process non-competitive or unfair; or
2. in relation to the performance of its contractual obligations under a contract for the Deliverables, the proponent’s other commitments, relationships, or financial interests (i) could, or could be seen to, exercise an improper influence over the objective, unbiased, and impartial exercise of its independent judgement; or (ii) could, or could be seen to, compromise, impair or be incompatible with the effective performance of its contractual obligations.

3.4.2    Disqualification for Conflict of Interest
The University may disqualify a proponent for any conduct, situation, or circumstances, determined by the University, in its sole and absolute discretion, to constitute a Conflict of Interest as defined above.
3.4.3    Disqualification for Prohibited Conduct
The University may disqualify a proponent, rescind an invitation to negotiate or terminate a contract subsequently entered into if the University determines that the proponent has engaged in any conduct prohibited by this RFP.
3.4.4    Prohibited Proponent Communications
Proponents must not engage in any communications that could constitute a Conflict of Interest and should take note of the Conflict of Interest declaration set out in the Submission Form (Appendix B).
3.4.5    Proponent Not to Communicate with Media
Proponents must not at any time directly or indirectly communicate with the media in relation to this RFP or any agreement entered into pursuant to this RFP without first obtaining the written permission of the RFP Contact.
3.4.6    No Lobbying
Proponents must not, in relation to this RFP or the evaluation and selection process, engage directly or indirectly in any form of political or other lobbying whatsoever to influence the selection of the successful proponent(s).
3.4.7    Illegal or Unethical Conduct
Proponents must not engage in any illegal business practices, including activities such as bid-rigging, price-fixing, bribery, fraud, coercion, or collusion. Proponents must not engage in any unethical conduct, including lobbying, as described above, or other inappropriate communications; offering gifts to any employees, officers, agents, elected or appointed officials, or other representatives of the University; deceitfulness; submitting proposals containing misrepresentations or other misleading or inaccurate information; or any other conduct that compromises or may be seen to compromise the competitive process provided for in this RFP.
3.4.8    Past Performance or Past Conduct
The University may prohibit a supplier from participating in a procurement process based on past performance or based on inappropriate conduct in a prior procurement process, including but not limited to the following:

1. illegal or unethical conduct as described above;
2. the refusal of the supplier to honour its submitted pricing or other commitments; or
3. any conduct, situation or circumstance determined by the University, in its sole and absolute discretion, to have constituted an undisclosed Conflict of Interest.

3.5       Confidential Information
3.5.1    Confidential Information of the University
All information provided by or obtained from the University in any form in connection with this RFP either before or after the issuance of this RFP

1. is the sole property of the University and must be treated as confidential;
2. is not to be used for any purpose other than replying to this RFP and the performance of any subsequent contract for the Deliverables (Appendix D – RFP Particulars Section A);
3. must not be disclosed without prior written authorization from the University; and
4. must be returned by the proponent to the University or destroyed immediately upon the request of the University.

3.5.2    Confidential Information of Proponent
A proponent should identify any information in its proposal or any accompanying documentation supplied in confidence for which confidentiality is to be maintained by the University. The confidentiality of such information will be maintained by the University, except as otherwise required by law or by order of a court or tribunal. Proponents are advised that the Freedom of Information and Protection of Privacy Act (“FIPPA”), R.S.O. 1990, c.F.31, as amended, applies to information provided to the University by a proponent and may be the subject of an access to information request; the University will respond to such requests in accordance with FIPPA. Proponents are advised that their proposals will, as necessary, be disclosed, on a confidential basis, to advisers retained by the University to advise or assist with the RFP process, including the evaluation of proposals. If a proponent has any questions about the collection and use of personal information pursuant to this RFP, questions are to be submitted to the RFP Contact.
3.6       Procurement Process Non-Binding
3.6.1    No Contract A and No Claims
This procurement process is not intended to create and will not create a formal, legally binding bidding process and will instead be governed by the law applicable to direct commercial negotiations. For greater certainty and without limitation:

1. this RFP will not give rise to any Contract A–based tendering law duties or any other legal obligations arising out of any process contract or collateral contract; and
2. neither the proponent nor the University will have the right to make any claims (in contract, tort, or otherwise) against the other with respect to the award of a contract, failure to award a contract, or failure to honour a proposal submitted in response to this RFP.

3.6.2    No Contract until Execution of Written Agreement
This RFP process is intended to identify prospective suppliers for the purposes of negotiating potential agreements. No legal relationship or obligation regarding the procurement of any good or service will be created between the proponent and the University by this RFP process until the successful negotiation and execution of a written agreement for the acquisition of such goods and/or services.
3.6.3    Non-Binding Price Estimates
While the pricing information provided in proposals will be non-binding prior to the execution of a written agreement, such information will be assessed during the evaluation of the proposals and the ranking of the proponents. Any inaccurate, misleading, or incomplete information, including withdrawn or altered pricing, could adversely impact any such evaluation or ranking or the decision of the University to enter into an agreement for the Deliverables.
3.6.4    Cancellation
The University may cancel or amend the RFP process without liability at any time.
3.7       Governing Law and Interpretation
These Terms and Conditions of the RFP Process (Part 3):

1. are intended to be interpreted broadly and independently (with no particular provision intended to limit the scope of any other provision);
2. are non-exhaustive and will not be construed as intending to limit the pre-existing rights of the parties to engage in pre-contractual discussions in accordance with the common law governing direct commercial negotiations; and
3. are to be governed by and construed in accordance with the laws of the province of Ontario and the federal laws of Canada applicable therein.

Bidding and Documents are available on http://www.merx.com. Fees may apply; See https://www.merx.com/public/pricing for more information.