United Kingdom-SHEFFIELD: 3302/JS – Dental Phantom Head Patient Simulators

Type of document: Contract Notice
Country: United Kingdom
Publication Ref: (2022/S 000-034174/EN)
Nature of contract: Supply contract
Procedure: Open procedure
Type of bid required: Global bid

Contract notice
Supplies

Section I: Contracting authority
I.1) Name and addresses
Official name: UNIVERSITY OF SHEFFIELD
National registration number: 10007157
Postal address: Western Bank
Town: SHEFFIELD
Postal code: S102TN
Country: United Kingdom
Contact Person: Jamie Shaw
Telephone: +44 1142221516
Email: jamie.shaw@sheffield.ac.uk
Internet address(es):
Main address: www.in-tendhost.co.uk/sheffield

I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge,at:www.in-tendhost.co.uk/sheffield
Additional information can be obtained from:
the above mentioned address
Tenders or requests to participate must be submitted:
electronically via:www.in-tendhost.co.uk/sheffield
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Education

Section II: Object
II.1) Scope of the procurement
II.1.1) Title: 3302/JS – Dental Phantom Head Patient Simulators

Reference number: 3302/JS
II.1.2) Main CPV code: 33192400
II.1.3) Type of contract: Supplies
II.1.4) Short Description: The University of Sheffield is out to tender on behalf of the School of Clinical Dentistry for the supply, installation, commissioning, training and maintenance of ‘Dental Phantom Head Patient Simulators’.
Scope of Requirement:
The Phantom Heads suite within the School of Clinical Dentistry at the University of Sheffield is an essential and heavily used teaching facility. The facility is used by students across all clinical programmes at both Undergraduate and Post Graduate level and is an essential facility for simulated teaching.
This facility is used for learning and teaching of all dental operative procedures that are standard in dental undergraduate and postgraduate educational curricula.
The ‘Phantom Head Patient Simulators’ are in full operation constantly, every day of the year (excluding weekends and public holidays and a two-week period in August for servicing/maintenance) and are used for approximately 28 – 35 hours per week.
They are used by multiple cohorts of students, across multiple programmes, and as such they must be very robust and easy to maintain.
The existing ‘Phantom Heads Patient Simulators’ themselves are now 17 years old and in need of replacement.
As the ‘Phantom Head Patient Simulators’ are integral (fixed) to the fabric of the teaching space, and not mobile, the removal and replacement of the ‘Phantom Head Patient Simulators’ requires associated estates work (which will be tendered for separately and is not included in this tender).
As part of the 2023 refurbishment the School of Clinical Dentistry at the University of Sheffield is seeking tenders for the supply of up to 56 x ‘Phantom Head Patient Simulators’ (including 2 x tutor/demonstrator units), associated accessories (and dependant on budget and effect on lead time – benching and cabinetry, and stools), plus the installation/commissioning and annual support and maintenance as part of the refurbishment of our Clinical Skills Learning Environment (CSLE). The CSLE is currently divided into two rooms (one large room and one small room).
This specification describes the requirements for the ‘Phantom Head Patient Simulator’ units that will form part of the CSLE refurbishment planned for summer 2023. A complete refurbishment of the facility that is shared over two teaching rooms – one large room and one small room on the second floor.
For the avoidance of doubt additional preparatory work, decorating and digital setup will not be required and this is not included in this tender.
Depending on the effect on budget and lead time (and any associated Installation risks), benching/worktops and cabinetry for both the Student and Tutor/Demonstrator ‘Phantom Head Patient Simulator’ units may be sourced separately by the University so we are looking for separate costs for the supply and installation of benching/worktops and cabinetry.
The full technical specification can be found in the tender documentation which will be sent to you once you have expressed your interest.
Tender Process and Documentation:
This is a Find a Tender Service open exercise. The ITT can be downloaded by registering and expressing your interest on the University`s e-tendering system
If you have any questions or comments in relation to this tender they must be submitted via the In-tend System, this can be accessed at
Completed tenders must be returned through the same e-tendering system.
Closing date for receipt of tenders: Monday 9th January 2023 at 12 noon (UK time).
II.1.5) Estimated total value:
Value excluding VAT: 600000 Currency: GBP
II.1.6) Information about lots:
The contract is divided into lots: no
II.2) Description
II.2.2) Additional CPV code(s)
33130000

II.2.3) Place of performance
Nuts code:
Main site or place of performance:
School of Clinical Dentistry, The University of Sheffield, 2nd Floor, Claremont Crescent, Sheffield, S10 2TA

II.2.4) Description of the procurement:
The Phantom Heads suite within the School of Clinical Dentistry at the University of Sheffield is an essential and heavily used teaching facility. The facility is used by students across all clinical programmes at both Undergraduate and Post Graduate level and is an essential facility for simulated teaching.
This facility is used for learning and teaching of all dental operative procedures that are standard in dental undergraduate and postgraduate educational curricula.
The ‘Phantom Head Patient Simulators’ are in full operation constantly, every day of the year (excluding weekends and public holidays and a two-week period in August for servicing/maintenance) and are used for approximately 28 – 35 hours per week.
They are used by multiple cohorts of students, across multiple programmes, and as such they must be very robust and easy to maintain.
The existing ‘Phantom Heads Patient Simulators’ themselves are now 17 years old and in need of replacement.
As the ‘Phantom Head Patient Simulators’ are integral (fixed) to the fabric of the teaching space, and not mobile, the removal and replacement of the ‘Phantom Head Patient Simulators’ requires associated estates work (which will be tendered for separately and is not included in this tender).
As part of the 2023 refurbishment the School of Clinical Dentistry at the University of Sheffield is seeking tenders for the supply of up to 56 x ‘Phantom Head Patient Simulators’ (including 2 x tutor/demonstrator units), associated accessories (and dependant on budget and effect on lead time – benching and cabinetry, and stools), plus the installation/commissioning and annual support and maintenance as part of the refurbishment of our Clinical Skills Learning Environment (CSLE). The CSLE is currently divided into two rooms (one large room and one small room).
This specification describes the requirements for the ‘Phantom Head Patient Simulator’ units that will form part of the CSLE refurbishment planned for summer 2023. A complete refurbishment of the facility that is shared over two teaching rooms – one large room and one small room on the second floor.
For the avoidance of doubt additional preparatory work, decorating and digital setup will not be required and this is not included in this tender.
The preferred configuration/layout is based on the existing configuration/layout (due to the location of electric points, compressed air and water) and is based on the following:-
• 1000mm x 500mm desk / module. With this layout we believe we can get a total of 54 ‘Phantom Head Patient Simulators’ (student units) – 42 in room D10 (large CSLE) and 12 in room D13 (small CSLE);
• Each room also allows for 1 x tutor/demonstrator unit (the larger units “L shaped” which are standalone);
• There is the possibility that D08 (Lecturer’s Office) could be integrated into the teaching space (this will be confirmed at a later date);
• There are existing cabinets, sink units and an X ray unit with desktop PCs and some bench/storage space, some of which will need to be moved/removed/replaced.
We have not taken into consideration space/operational/maintenance requirements for the replacement ‘Phantom Heads Patient Simulators’, nor location and capacity of any required building services. Depending on the available budget and lead times, we are open to alternative designs (and depending on the size of the ‘Phantom Heads Patient Simulators’, we may be able to fit in more or fewer units. This would be agreed and confirmed in due course).
Depending on the effect on budget and lead time (and any associated Installation risks), benching/worktops and cabinetry for both the Student and Tutor/Demonstrator ‘Phantom Head Patient Simulator’ units may be sourced separately by the University so we are looking for separate costs for the supply and installation of benching/worktops and cabinetry.
Project Timescales
The refurbishment programme of the CSLE by the University (and its lead/appointed contractor) will commence on Monday 3rd July 2023.
Teaching within the facility is due to re-commence on Tuesday 29th August 2023 (this cannot be moved) so the replacement (new) Equipment must be Delivered, Installed, Commissioned and be fully functional (and ideally user operator training undertaken) by this date.
We anticipate that the works to remove the existing equipment, replace the flooring etc. will take 3 weeks and will be completed by Sunday 23rd July 2023. For the avoidance of doubt the room will not be completely finished by this date but it will be ready to receive the ‘Phantom Heads Patient Simulators’. We anticipate that all existing equipment will be removed and new vinyl floor covering installed. If you require additional works to be complete prior to Installation, please clearly state this within your tender response
Consequently, the Installation of the replacement (new) Equipment can commence on Monday 24th July 2023 giving approximately 5 weeks to complete the Install, Commissioning, Acceptance Testing and deliver Training) and must be completed by Friday 25th August 2023.
For the avoidance of any doubt the final discussions on exact dates (aside from completion by Friday 25th August 2023) will take place between the successful tenderer, the University and its lead contractor.
In view of this, please can you clearly state within your tender response (what the latest date is for you to receive a signed contract/purchase order from the University of Sheffield in order to be able to complete the Delivery, Installation, Commissioning, Acceptance Testing (and deliver user operator training) by Friday 25th August 2023.
II.2.5) Award criteria

II.2.7) Duration of the contract,framework agreement or dynamic purchasing system
Duration in months: 18
This contract is subject to renewalyes Description of renewals:The 18 month initial contract duration is based on placing a purchase order in February 2023 and the equipment having a 12 month warranty from the date of installation (Late July-late August 2023). Should it be determined that extended warranty and/or annual support and maintenance is available then the contract may be renewed for additional years.

II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted yes
II.2.11) Information about options
Options yes
Description of options: The 18 month initial contract duration is based on placing a purchase order in February 2023 and the equipment having a 12 month warranty from the date of installation (Late July-late August 2023). Should it be determined that extended warranty and/or annual support and maintenance is available then the contract may be renewed for additional years.

II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:no

Section III: Legal, economic, financial and technical information
III.1) Conditions for participation

Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure:
Open procedureIV.1.8) Information about the Government Procurement Agreement(GPA)
The procurement is covered by the Government Procurement Agreement: yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date: 2023-01-09 Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted:EN
IV.2.6) Minimum time frame during which the tender must maintain the tender
Duration in months:4(from the date stated for receipt of tender)
IV.2.7) Conditions for opening tenders
Date: 2023-01-09 Local time: 12:45

Section VI: Complementary information
VI.1) Information about recurrence:
This is a recurrent procurement: no
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.4) Procedures for review
VI.4.1) Review body
Official name: The High Court of England, Wales and Northern Ireland
Town: London
Country: United Kingdom
VI.5) Date of dispatch of this notice:2022-12-02