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					                       THE UNIVERSITY OF WESTERN ONTARIO

                             REQUEST FOR PROPOSAL

                                 CFI/MRI GRANT

                       SUPPLY, INSTALL & COMMISSION OF A

                       LASER SCANNER FOR PLANT IMAGING


                                OCTOBER 5, 2010

Revision 2: July -07
UWORFPSR-01036                 LASER SCANNER FOR PLANT IMAGING                      2011/08/13


1.1   The University of Western Ontario (Western) the third largest university in Ontario has a
      full and part-time enrollment of more than 33,329 graduate and undergraduate students and
      includes affiliate University Colleges. The Western campus covers 487 hectares and is
      located about 4 km north of the centre of London. There are approximately 3200 Full-Time
      Staff and Faculty.       An additional 5,000 Part-Time Staff and Faculty represent
      approximately 3,800 Full-Time equivalents.

1.2   Western's web site is

2     SCOPE

2.1   This Request for Proposal (RFP) is for a CFI Funded Project. The project has been
      approved and we anticipate a purchase will be made during 2010.

2.2   Western is issuing this RFP to invite qualified suppliers to submit proposals, in accordance
      with the terms outlined below, for the Supply, Install and Commission of a Laser Scanner.

2.3   The laser scanner will measure the 3D surface depths and volume of plants in a rectangular
      scanning area. The laser scanner will be mounted to a robotic arm within a specially
      constructed growth chamber. The scanning process is to be fully automated and should
      include supporting software that will integrate the collected data into a single 3D polygon


3.1   CFI is a national granting agency that will provide funds for the purchase of new and
      replacement equipment and for the renovation and upgrading of new and existing space.
      CFI’S mandate is to increase the capacity of Canadian Universities and other not-for-profit
      institutions to carry out world class scientific research and technology innovation
      development. To implement its mandate, the CFI promotes innovation by investing in
      research infrastructure, jointly with institutions and their funding partners.

3.2    MRI is a provincial ministry which helps to fund Ontario universities, hospitals, colleges
      and research institute to enhance the infrastructure needed for scientific research and
      technology development and matches CFI federal funding.

UWORFPSR-01036                    LASER SCANNER FOR PLANT IMAGING                      2011/08/13
3.3       The Federal Government has established stringent guidelines for the purchases funded by
          the CFI/MRI, whereby universities acquiring certain commodity types may obtain
          matching funding when those commodities are sold to the University below the “best
          normal educational pricing”.

3.4       To qualify for matching funding, we require that your proposal clearly indicate the “best
          normal educational pricing” as a separate line within the pricing of your proposal and the
          “in-kind” contribution. “In-kind” contributions must be calculated as specified in our
          example below and will be tested for appropriateness using multiple criteria that satisfy
          CFI audit requirements:

Description         List Price       Best Normal In-Kind              UWO       Net %     of
                                     Education    Contribution        Price         In-
                                     Price                                          Kind
Equipment A         $ 55,000.00      $ 45,000.00  $ 9,000.00          $ 36,000.00   20 %
Extended            $ 4,000.00       $3,500.00    $3,500.00           $ 0.00        100 %

3.5        In-Kind contributions can be in the form of:

          Additional trade or cash contributions
          Additional training
          Donations in cash or equipment where the value of the donation is calculated in the same
          Extended warranty up to a four (4) year period beyond the standard manufacturer’s
           warranty but no more than five (5) years in total (Adjustments to any best normal
           university warranty can be valued and qualify as in-kind contributions)
          In addition, payment discounts, such as 2%10 will qualify as in-kind contributions.

3.6       Proponents shall describe the basis and supporting documentation for their best educational
          price. If the list price and the best educational prices are the same, Proponents should
          provide a statement to explain the rationale behind their pricing strategy.

3.7       The grant application, if successful, obtains 40 % of the project money from CFI and 40 %
          from MRI based on the matching of 20 % of in-kind contribution received from vendors.

3.8        The initial application for funding is a business case based on pricing received from
          vendors from a formal Request for Proposal or Quotation process. The application for the
          grant is then submitted for approvals (which is a lengthy process).

UWORFPSR-01036                   LASER SCANNER FOR PLANT IMAGING                   2011/08/13
3.9   In Kind contributions will form part of the evaluation criteria.

3.10 Proponents should familiarize themselves with the CFI guidelines located at the following
     web site: . See Programs – CFI Policy and Program Guides –
     clauses 4.8 and 4.9.


4.1    Proponents interested in submitting proposals must provide their primary contact email
      address to Scott Roth, phone number 519-661-2111 x82779 and
      immediately upon receipt of the bid documents to facilitate the forwarding of any
      additional information or amendments.

4.2   All communications regarding this RFP must be directed to Scott Roth in writing or via e-
      mail. Violation of this directive may result, at Westerns’ discretion, in the Proponents’
      submission being removed from the evaluation process.

4.3    (2) hard copy (s) and one electronic copy in (Word, PDF or Excel) format must be
      submitted and enclosed in a sealed envelope bearing the name and address of the Proponent
      clearly marked on the outside of the envelope and the RFP information as follows:
      “UWORFPSR-01036 Supply, Install and Commission of a Laser Scanner for Plant

4.4   Proponents shall structure their bid submission in the following format: (this will restrict
      the bid submission length and all response will be in a consistent format)

                 4.4.1   Section 1      one page executive summary
                 4.4.2   Section 2      signed acknowledgment Appendix A
                 4.4.3   Section 3      RFP terms and conditions acknowledgment/exceptions
                 4.4.4   Section 4      Pricing Appendix B
                 4.4.5   Section 5      Specifications
                 4.4.6   Section 6      References and company information
                 4.4.7   Section 7      User Manual/Brochures /product information
                 4.4.8   Section 8      Detailed Drawing
                 4.4.9   Section 9      Safety Code

4.5   Proposals will be received by Western no later than 12:00 Noon on October 21, 2010 as
      indicated by the stamp clock in Services Support Building:

             Delivery address if Bidders are Hand delivering RFP Proposals:
             University of Western Ontario
             Purchasing Department
             Support Services Building
             Suite 6100

UWORFPSR-01036                 LASER SCANNER FOR PLANT IMAGING                      2011/08/13
             1393 Western Road
             London, ON
             N6G 1G9
             Attention: Scott Roth

      If Bidders are using Couriers to deliver their RFP responses, Couriers must deliver to the
      following UWO Location:

             University of Western Ontario
             Support Services Building
             Western Office Supplies, Dock 19
             1393 Western Road
             London ON
             N6G 1G9
             Attention: Scott Roth

4.6   Proposals received after the closing time and date will be returned unopened to the sender.

4.7   Proponents must acquaint themselves with the terms and conditions of this document and
      respond to all sections of the RFP by indicating the reference number for each section and
      clearly identify, by clause, any exceptions (i.e. Section 4.01 Agreed). Failure to do so will
      be deemed that all the terms and conditions have been accepted by your organization.
      Submitting your organizations standard terms and conditions will not be acceptable to
      fulfill this requirement.

4.8   Questions pertaining to this RFP must be received no later than 12:00 Noon, October 12,

4.9   All questions and answers during the RFP period will be communicated by email with the
      primary contacts as well as posted on under this
      document. Responses to questions will be distributed to all Proponents, through the
      Proponent’s primary contact via e-mail, in a timely fashion.

4.10 No amendments or change to proposals will be accepted after the closing date and time.

4.11 Submissions must be prepared in accordance with the conditions outlined in this and any
     associated documents. Failure to comply may result in the disqualification of the proposal.


UWORFPSR-01036                   LASER SCANNER FOR PLANT IMAGING                      2011/08/13
5.1   Western is not responsible for any expenses incurred by Proponent(s) in preparing and
      submitting a response to this RFP

5.2   Proponents may not use Western’s name or markings for any external marketing purposes
      without the express written permission from Western.

5.3   Unit prices will govern where arithmetical errors may occur in the extension of prices.
      Where it appears a major mistake in calculation has been made, Western shall consider the
      intent of the Proponent and may accept the proposal for consideration and subsequent

5.4    Proposal pricing shall be irrevocable for 180 days following the closing date of the RFP.

5.5   Western intends to issue purchase order(s) to the Proponent(s) whose submission offers the
      best value to Western.

5.6   The lowest cost Proposal or any other Proposal may not necessarily be accepted.

5.7   Western is not under any obligation to award a contract and reserves the right to terminate
      the Request for Proposal process prior to award and to withdraw from discussions with any
      or all of the Proponents who have responded, without liability being incurred by Western
      for any expense or cost incurred by the Proponent(s).

5.8   The successful Proponent(s) may be required to provide:

        5.8.1    Proof, from the Broker, of commercial liability insurance of at least $2 million per
                 occurrence. The liability insurance should include personal injury and property
                 damage, non-owned automobile liability, owners and contractors’ protective
                 coverage and contractual liability coverage.

        5.8.2     Proof, from the Broker, of automobile liability insurance with coverage of at least
                 $ 2 million per occurrence for liability arising at law for damages caused by
                 reason of bodily injury (including death) or damage to property by employees or
                 sub contractors.

        5.8.3    A current Certificate of Clearance from The Workplace Safety and Insurance
                 Board                  (WSIB)                    or             equivalent.

        5.8.4    Provide information, such as company policy, relating to construction safety

5.9   All workers on Western property must be covered by WSIB for the duration of the contract
      and that a Certificate of Clearance is maintained in good standing throughout the contract

UWORFPSR-01036                 LASER SCANNER FOR PLANT IMAGING                       2011/08/13
      by the successful Proponent(s). Western reserves the right to request proof
      of coverage at any time throughout the term of the contract.

5.10 The successful Proponent(s) shall be in compliance with the Occupational Health and
     Safety         Act        of         Ontario       and        its        regulations

5.11 The successful Proponent(s) shall ensure that all operators and vehicles used for deliveries
     on Western properties meet the legislated requirements for protective, devices, clothing
     and other related items.

5.12 The successful Proponent(s) shall comply with                      all   Western’s       policies

5.13 The successful Proponent(s) shall not assign or sub contract any portion of its contract
     without the written consent of Western.

5.14 Western reserves the following rights:

        5.14.1 To open submissions privately,
        5.14.2 To award different items to different Proponents or one Proponent based upon
               Western’s evaluation of proposals,
        5.14.3 To reject any or all submissions received,
        5.14.4 To, in its sole discretion, request clarification and/or further information from one
               or more Proponents after closing without becoming obligated to offer the same
               opportunity to all Proponents,
        5.14.5 To waive irregularities and/or minor non-compliance by any Proponent(s) with
               the requirements of this Request for Proposal. An irregularity and/or minor non-
               compliance effects form, rather than substance, does not affect price, quality,
               quantity or delivery of the bid and if corrected the Proponent(s) would not gain an
               unfair advantage over competitors.

5.15 All submissions must be signed by an authorized company representative (refer to
     Appendix A).

5.16 Any terms or conditions, which cannot be fulfilled, should be clearly stated in your

5.17 All the terms and conditions stated in this bid document are deemed to be accepted by the
     Proponent and incorporated into the Proponent’s proposal submission. The complete
     submission document and any attachments shall become part of any contract entered into
     between the successful Proponent(s) and Western.

5.18 Any conflict in the wording of the successful Proponent’ invoice and/or sales agreement

UWORFPSR-01036                 LASER SCANNER FOR PLANT IMAGING                     2011/08/13
      and the wording of the terms and conditions of this proposal, shall be resolved in favour of
      Western and shall be deemed to be incorporated into the Proponent’ invoice and/or sales

5.19 The laws of the Province of Ontario shall govern in any dispute the may arise as a result of
     the successful Proponent’s submission and the subsequent contract awarded to the
     successful Proponent(s).

5.20 If the successful Proponent(s) fails to carry out the agreement satisfactorily in accordance
     with the terms, Western will, by giving written notice, specify the default(s) that require
     remedy. In the event that the specified default(s) is/are not remedied within two weeks
     from giving such notice, Western reserves the right to terminate the agreement

5.21 All plans, materials and electronic or digital files paid for by Western or its Associated
     Companies are the property of Western or its Associated Companies.

5.22 The Proponent(s) shall treat the contract and all documents, drawings, specifications and
     information connected with this Request for Proposal as confidential and shall not disclose
     any information or documents acquired by it or its employees, agents or sub-contractors to
     any third parties, nor use, or copy the information, except as required to perform the
     Proponent(s) obligations in fulfilling the terms of this contract.

5.23 The successful Proponent(s) shall indemnify and hold harmless Western. Its directors,
     employees, students and agents from and against all actions, suits, claims, causes of action,
     demands, penalties, fines, costs and expenses including legal fees or other proceedings of
     any kind or nature directly or indirectly arising out of performance of the Work or Supply
     of Goods, including but not limited to personal injuries to anyone, breach or alleged breach
     of intellectual property laws, environmental non-compliance, product liability or property

5.24 The acceptance of the successful Proponent’s bid and the subsequent award of the contract
     contemplated by this bid document is subject to Western’s internal approval processes,
     approval of external funding and /or budgets.


6.1   Proponents may submit a proposal for all or a portion of the items included in this RFP
      document. Western reserves the right accept all or part of a proposal.

6.2   Proponents should state the occupational health and safety requirements, such as eye safe
      laser or eye protection, of the equipment.

6.3   Proponents should provide detailed design documentation, wiring diagrams, user’s

UWORFPSR-01036                   LASER SCANNER FOR PLANT IMAGING                      2011/08/13
      manuals, system’s manuals, troubleshooting guidelines, etc.

6.4   Proponents must have the proprietary right or license to use any software being provided
      or embedded in the hardware being provided.

6.5   Proponents should state if they will provide Western access to its source code for any
      software used in the equipment.

6.6   Proponents must specify if any of the new version or release ,either the hardware or
      software, as identified in their RFP submission will be provided to Western free of charge
      if a new version or release is brought to market within 120 days after acceptance of the
      hardware or software by Western.


7.1   Western is interested in participating with the selected supplier in any initiatives that are
      mutually beneficial and can give Western strategic or economic advantages in the areas of
      administration, research or teaching. Initiatives that would benefit the student and graduate
      populations would also be valued. Bidders should provide any evidence of previous
      "partnering" arrangements where they have collaborated on mutually beneficial initiatives
      with clients providing them with strategic or economic value beyond the narrow scope of
      the supply arrangement.


8.1   The Laser Scanner specifications are listed below, but not limited to;

        8.1.1    The laser beam should have an infrared spectrum of 800nm or greater so there is
                 no interference with visible spectrum lighting sources.

        8.1.2    The data range should be between 15,000 to 100,000+ points per second with a
                 good depth of field.

        8.1.3    The sensor should have a large depth, at least 750mm-1000mm.

        8.1.4    The x axis should have a large field of view and high resolution in the range of
                 180 mm to 650 mm.

        8.1.5    The y axis should have a high resolution, which is controlled by the rate of the
                 linear positioner, of approximately 50 μm.

UWORFPSR-01036                  LASER SCANNER FOR PLANT IMAGING                       2011/08/13
        8.1.6    The small standoff should be approximately 30 cm so the z value measurements
                 can be made close and far from the plant.

        8.1.7    The scanner must operate in a temperature range of 15C to 40C and relative
                 humidity of 50% ±20% (non-condensation).

        8.1.8    The scanner must weigh less than 9kg due to the limited payload of the robotic
                 arm and the weight of the attachment brackets.

        8.1.9    The scanner must be made of products that are corrosion resistant.

        8.1.10 An adequate laptop and workstation installed with the current version of
               Windows XP or Windows 7 and all software required for operating the scanner.

              The workstation should have 2 large internal mirrored disks with
                                backup capacity.

        8.1.11 The following software is required:

                (2) Geomagic Licenses or equivalent software – should have the
                         ability to generate 3D polygon meshes from multiple overlapping views of
                         the plant.

               Interface Software – should have the ability to control the current
                         data acquisition dynamically based on previous data acquisition from the
                         plant. This to be performed using function calls and the ability to access
                         and process previous scans for a plant to determine the optimal positioning
                         of the laser scanner and robotic arm for future scanning of a particular
                         acquisition event.

8.2   No substitutes shall be permitted without the express written consent of Western.

8.3   All equipment must meet legislated standards and externally bear a mark or label approved
      by the Standards Council of Canada or equivalent. (i.e. ULC, CSA, FDA).

8.4   The successful Proponent(s) will be responsible to arrange and pay for an inspection by the
      Ontario Hydro Electric Safety Authority, special inspections divisions if required by and
      are responsible for any modifications required to bring the hardware/equipment up to
      current code and/or standards.

UWORFPSR-01036                 LASER SCANNER FOR PLANT IMAGING                      2011/08/13
8.5   Please identify and provide detailed specifications on the physical space required for
      placing the equipment in a lab, outside dimensions and weight of equipment, range of
      movement if applicable, all necessary utility/plumbing requirements, and required
      supporting equipment, etc.

8.6   If applicable, please identify if any of the following are contained within the equipment
      you are quoting: x-rays, lasers Class IIIB or higher, anything potentially dangerous ie.
      mercury, radioactive materials, etc.


9.1    In addition to responding to the defined specifications/ requirements of this RFP,
      Proponent(s) may submit separate and individual proposal(s) for alternative solutions that
      the Proponent(s) consider feasible solutions that would meet the defined
      specifications/requirements. Any alternative solution must include the same level of detail
      as the information requested in response to the original requirements.

9.2   The Evaluation Committee reserves the right in its sole discretion to determine the
      feasibility and acceptability of any alternative solution proposed.


10.1 Pricing must be in Canadian or USD dollars excluding taxes. Please complete Appendix B,

10.2 Prices should be guaranteed for 180 days following the closing date of the RFP.

10.3 Western would like to take advantage of any promotions, rebates, incentives, discounts,
     price decreases or new technologies that become available during the term of the contract.
     Proponents should state their policy related to future pricing and technology releases.

10.4 The successful Proponent(s) guarantees that all pricing offered and agreed to in this
     contract is (are) as low or lower than any being paid to date by any institution in Canada,
     including the Federal Government, for goods identical on this contract and sold by the
     successful Proponent(s). Should the successful Proponent(s) offer to sell goods identical to
     those on the contract to any institution in Canada at a lower price than those being paid for
     by Western; the successful Proponent(s) will adjust all prices for goods covered by this
     contract to the lower prices being offered elsewhere.

10.5 Pricing must include all costs including, but not limited to, all delivery and set up costs,
     license fees, drawings, permits, inspection, documentation, training requirements, extended
     warranty costs, unloading and rigging, installation, testing and acceptance.

10.6 A 15 % holdback of payment after delivery may be part of the award of this contract to

UWORFPSR-01036                 LASER SCANNER FOR PLANT IMAGING                       2011/08/13
      ensure the installation, set up and calibration of the hardware is accepted by Western.


11.1 Western will only accept standard payment terms of Net 30 days after delivery,
     commissioning/installation and acceptance. Proponents should contact their own financial
     institution if they require financing in advance of these payment terms.

11.2 Proponent should list any payment discounts such as 2%10 days.

11.3 Applicable taxes are to be shown as separate lines on all invoices, when applicable.

11.4 All packages, packing slips, correspondence, customs documentation, and freight bills
     must quote the Western purchase order.

11.5 All invoices must quote the Western purchase order number. Failure to include the
     purchase order number will result in invoices being returned and delays in payments.


12.1 Western reserves the right to call for a demonstration in the event of closely competing

12.2 Western may conduct site visits of the short listed proponents and/or may require a
     presentation from the Proponents. Proponents will be given sufficient time and an agenda
     to prepare for this presentation.

12.3 Western reserves the right, at its sole discretion to request clarification and/or further
     information from one or more Proponents prior to award without becoming obligated to
     offer the same opportunity to all Proponents.

13        QUALITY

13.1 Unless otherwise stated, the specified supplies/materials/equipment must be new, in good
     condition and fit for the purpose for which they are being acquired.

13.2 State if your company is ISO registered.

13.3 State your return policy. Identify any costs associated with returned goods.

13.4 Describe your Return of Goods procedure.

UWORFPSR-01036                  LASER SCANNER FOR PLANT IMAGING                       2011/08/13
13.5 Western reserves the right to return any contract item for credit without being subjected to
     restocking fees and /or penalties.

13.6 Proponents are to include a statement as to what escalation process is available to Western
     in the event that issues are not resolved to Western’s satisfaction.


14.1 Standard and extended warranty should cover the equipment for a total of three years. This
     should include maintenance, support and calibration of the laser scanner.

14.2 Standard and extended technical support and maintenance, including upgrades, should
     cover the Geomagic or equivalent software for a total of three years.

14.3 Warranty should include on-site service for issues that cannot be addressed by telephone or
     email consultation.

14.4 Proponents should state the location of their service depot.

14.5 Proponents should a clear indication of the upgrade path (software and hardware).

14.6 Proponents should the hourly rate for time and materials. Does the hourly rate include

14.7 Proponents should state the cost of a Preventative Maintenance program for each year of
     the contract beyond the warranty period.

14.8 Provide details as to any specific operating and/or environmental requirements the
     hardware requires.


15.1 The vendor will be required to provide appropriate on-site training to the research team in
     the use of the Laser Scanner.

15.2 The initial training should be included as a separate line item in your proposal. State the
     number of hours of on-site training included in your proposal. If the training is off site –
     identify the dates and locations.

15.3 State any limitations on the number of Western individuals who can take advantage of
     training sessions.

15.4 What is the rate for additional training? Identify any additional costs related to training.

UWORFPSR-01036                  LASER SCANNER FOR PLANT IMAGING                      2011/08/13
15.5 Does your company have a technical support centre? If so, state the hours of operation.

15.6 Is there a fee associated with software updates and/or software maintenance? If so, identify
     the term and cost with updates/or maintenance.

16        DELIVERY

16.1 Proponents should state the standard lead time for delivery of the equipment and/or goods.

16.2 Delivery is FOB Destination Western. If applicable, please identify who will be clearing
     through Customs.

16.3 Time shall be of the essence and all goods shall be delivered in accordance with the
     delivery dates and quantities as specified on the Western purchase order. Failure to meet
     the specified delivery date shall entitle Western, at its sole option, to cancel any portion or
     all of the order without incurring any liability costs.

16.4 Goods must be packaged and transported in accordance with all relevant Federal,
     Provincial and State regulations.

16.5 Goods must be insured for the actual value of the goods/hardware where applicable.

16.6 The successful Proponent(s) bears the risk of loss with respect to hardware/goods until
     delivery and/or installation is complete and Western has accepted the hardware/goods.

16.7 Delivery to Western shall include delivery to the designated site, unloading, all packaging
     and waste removed and disposed of.


17.1 The following criteria will be used to evaluate the proposals submitted:

                 Evaluation criteria:                                       Suggested %
                 Value (Largely price or money related value):                    35%
                 Non-value (Other than price):                                    05%
                 In-Kind contribution:                                            10%
                 Specification or solution (Functional & Technical):              40%
                 Service and support:                                             10%

17.2 A short list will be determined from the evaluation.

17.3 Western reserves the right to enter into negotiations prior to award with the Proponent(s)
     who offers the best overall value to them. During such negotiations, the scope of may be

UWORFPSR-01036                LASER SCANNER FOR PLANT IMAGING                     2011/08/13
      refined, responsibilities will be designated, implementation issues clarified and the final
      terms and conditions of any contract will be determined.

17.4 If negotiations with the selected Proponent are unsuccessful, Western reserves the right in
     its sole discretion to enter into negotiations with any other Proponent(s).

17.5 The successful Proponent(s) awarded the contract will be contacted by telephone. The RFP
     status   and    final  award     decision    will     be    posted    on    WesternBuys

UWORFPSR-01036                  LASER SCANNER FOR PLANT IMAGING                   2011/08/13

                                        Appendix A

SUBMITTED BY (Company):                 ________________________________________

Name:                          _________________________________________

Address:                       _________________________________________



Telephone:                     _________________________________________

Facsimile:                     _________________________________________

Email:                         _________________________________________

I/We the undersigned are duly authorized to execute this Proposal on behalf of:

                 Name of Prospective Supplier

                 Authorized Signature



Dated at the
                        City / Province

This              Day of ____________, 2010.

UWORFPSR-01036                LASER SCANNER FOR PLANT IMAGING              2011/08/13

                                               APPENDIX B

Description      List Price     Best Normal In-Kind             UWO     Net % of        In-
                                Education   Contribution        Price       Kind