Polished plates for pillow-seal vacuum seals

Kurze Beschreibung

Currently the international accelerator facility FAIR, one of the largest research projects worldwide, is being built in Darmstadt, Germany. At FAIR, matter that usually only exists in the depth of space will be produced in a lab for research. Scientists from all over the world will be able to gain new insights into the structure of matter and the evolution of the universe from the Big Bang to the present.

The tender relates to the following procurement.

The polished plates are part of the pillow seal system which is used to connect the vacuum chambers
along the Super-FRS. They are mounted on the vacuum chamber site to interact as the surface to
which the pillow seals are pressed. In total there are 16 polished plates needed in the Super-FRS.

Beschreibung der Beschaffung

Polished vacuum sealing plates
16 plates flat and well polished made of stainless steel shall be built.
There are variations in shape, round ones with outer diameter of 730 mm and racetrack shape with length of 1430 mm.
In the middle there is an opening for the free aperture of the beam pipe system.
The plates are intended for the Super-FRS in the new accelerator facility FAIR under construction in Darmstadt, Germany.
Pillow-seals with inflatable metal foils are a way to avoid bolting in dangerous areas and themselves they are radiation hard.
As counterparts they require the polished plates in this tender.
Different to a normal vacuum seals here not only a groove has to machined for sealing but a larger surface.
On the backside these plates are equipped for normal sealing systems like CF or other metal gaskets for the larger ones.
The plates will be bolted to vacuum chambers in the Super-FRS beamline.
Schematic drawings of the sizes and required surfaces exist, detailed manufacturing drawings have to be made.

Liste und kurze Beschreibung der Auswahlkriterien

Wirtschaftliche und finanzielle Leistungsfähigkeit: - Creditworthiness check (To be submitted with on request of contracting authority by means of third party confirmation):
Carried out by FAIR GmbH as part of the suitability check.

- Proof of compulsory commercial/professional liability insurance (request by means of self-declaration): Information about the insurance provider and the amount of coverage on the FAIR preprinted form
On the part of FAIR here a 3-fold coverage in relation to the order value is demanded.

"Advance payments required within the realm of a contract to be concluded (down payments) shall only be paid upon the presentation of an unlimited suretyship with assumption by principal debtor.
As a general rule, FAIR GmbH only accepts suretyships which meet the following minimum conditions:
- Guarantees with debts owed as a principal debtor waiving the defence of §§ 770, 771 BGB
- only suretyships under German law
- suretyships are irrevocable
- free of charge for FAIR GmbH
- issued by a reputable international, preferably European bank
- usually for an indefinite period or a period linked to the date ownership transfer took place"

Liste und kurze Beschreibung der Regeln und Kriterien

Sonstiges: Supporting documents:
- Russia sanctions - Declaration on Regulation (EU) 833/2014 (To be submitted with the tender by means of self-declaration): On 08.04.2022, the Council of the European Union adopted Regulation (EU) 2022/576 amending Regulation (EU) No 833/2014 concerning restrictive measures in view of Russia's actions destabilising the situation in Ukraine. This entered into force on 09.04.2022. As a regulation, it has direct legal effect in the member states and has a direct impact on the award of public contracts and concessions.
- Sub-contractor Declaration (To be submitted with the tender by means of self-declaration): Only to be completed if partial services are to be passed on to sub-contractors or if the applicant/bidder is using a sub-contractor to demonstrate suitability. In this case, this must be submitted with the request to participate/the offer. A declaration of availability (see Declaration of Availability form) from the sub-contractor must also be submitted with the request to participate/the offer in case of hired competence. In case of partial performance by the sub-contractor, the declaration will be requested before the award of the contract.
- Declaration of Availability - Sub-contractor Declaration (To be submitted with the tender by means of self-declaration): Only to be completed in parallel with the "Sub-contractor Declaration" and signed by the sub-contractor if partial services are to be passed on to sub-contractors (performance by sub-contractor) or if the applicant/bidder is using a sub-contractor to demonstrate suitability (hired competence - see Sub-contractor form). In the event that more than one sub-contractor is being used, several copies of this form should be filled out. One declaration of commitment should be submitted per sub-contractor.
- Further bidder information - EU wide tendering procedures (so-called eForms) (To be submitted with the tender by means of self-declaration): In the context of the introduction of new stipulations for EU-wide tendering procedures (so-called eForms), public clients have been required since 25 October 2023 to publish the contractor information listed in any contract notices (previously contract award notices).

Liste und kurze Beschreibung der Bedingungen

Eignung zur Berufsausübung: - Self-declaration of suitability pursuant to Sections 123, 124 GWB (To be submitted with the participation request by means of self-declaration): Self-declaration of possessing the knowledge pursuant to Sections 123, 124 GWB is incorrect and that the cases mentioned therein do not apply - FAIR preprinted form

- With the information asked for on the FAIR preprinted form, the number of employees over the previous three years - on the FAIR preprinted form under Company profile

- Information on overall revenues and order-specific revenue
Declaration of the total company turnover and the turnover in relation to the particular type of service to which the award relates, in both cases, in relation to the last 3 financial years - on the FAIR preprinted form under Company presentation.

- Act Regulating a General Minimum Wage (Mindestlohngesetz - MiLoG) (To be submitted with the tender by means of self-declaration): Declaration as per Section 19 (3) MiLoG - FAIR preprinted form
- Declaration of compliance with data protection requirements (To be submitted with the tender by means of self-declaration)

Liste und kurze Beschreibung der Auswahlkriterien

Technische und berufliche Leistungsfähigkeit: Description of reference projects: Description of three comparable reference projects, maximum five reference projects, including the project data asked for on the FAIR preprinted form.

Minimum requirements for the references:

Form references with the following minimum requirements for the references:
The reference(s) - at least 3 relevant for vacuum seals or polished surfaces should clearly demonstrate the listed requirements (including pictures)
- experience in manufacturing of polished plates for vacuum relevant installations
- experience in production and processing of stainless steel vacuum components
- experience in production and measurement of vacuum equipment with extremely
small tolerances, ideally for research institutes

- Self-declaration of compliance with standards in the style of ISO 9001 (To be submitted with the tender by means of self-declaration):
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Rechtsform der Gruppe von Wirtschaftsteilnehmern, an die der Auftrag vergeben werden soll

BGB company with joint and several liability with listing of all members and their authorised representatives incl. naming of an authorised representative who shall represent the consortium in a legally binding manner vis-à-vis the Contracting authority. The tender must be accompanied by a legally binding declaration signed by all joint members that the lead firm, as authorised representative, represents the joint members listed before the Contracting authority and is jointly and severally liable, having an effect on each member, for performing the service in accordance with the contract.

Geforderte Kautionen und Garantien

"Advance payments required within the realm of a contract to be concluded (down payments) shall only be paid upon the presentation of an unlimited suretyship with assumption by principal debtor.
As a general rule, FAIR GmbH only accepts suretyships which meet the following minimum conditions:
- Guarantees with debts owed as a principal debtor waiving the defence of §§ 770, 771 BGB
- only suretyships under German law
- suretyships are irrevocable
- free of charge for FAIR GmbH
- issued by a reputable international, preferably European bank
- usually for an indefinite period or a period linked to the date ownership transfer took place"

Bedingungen für die Vertragserfüllung

BGB company with joint and several liability with listing of all members and their authorised representatives incl. naming of an authorised representative who shall represent the consortium in a legally binding manner vis-à-vis the Contracting authority. The tender must be accompanied by a legally binding declaration signed by all joint members that the lead firm, as authorised representative, represents the joint members listed before the Contracting authority and is jointly and severally liable, having an effect on each member, for performing the service in accordance with the contract.

Bekanntmachungs-ID: CXS0YYEY1WE834J8


The only form of submission of tender (offer) accepted by Awarding Authority is in writing, electronically Note: In Writing, Electronically tender (offer) shall be submitted electronically within the deadline via the German awarding platform DTVP. URL: http://www.dtvp.de/Center/ The forms and other documents to be completed, provided by FAIR, may be - either completed on the online tendering tool under the section "Documents to Be Completed" or - created and compiled separately by Candidate together with the other components of the participation application or offer (concepts or explanations etc.), then uploaded under the heading "Own Documents". However, Candidates should not fill in the forms online and upload them again separately, as this can result in transmission errors and increases the workload on both sides. In order to comply with the text form (in writing) according to § 126b BGB [transl.: German Civil Code] when submitting participation applications, Candidates must provide the following information: - In the case of natural persons, the full name (first name and surname) must be given (name of the declaring person in the participation application form). - In the case of legal entities and commercial companies and corporations, the name of the company and its legal form must be stated. In addition, the full name of the employee who is submitting the participation application on behalf of the company (name of the declaring person in the participation application form) must be stated. The insertion of a company logo is not sufficient. - In the case of Bidding Consortia, the declaring person according to § 126b BGB shall be the employee of the leading member who submits the participation application on behalf of the Bidding Consortium; besides, the form "Bidding Consortium Declaration" must be submitted. It should be noted that in the case of electronic submission, the text form according to § 126b BGB is only observed if the participation applications are transmitted in encrypted form via the awarding platform (cf. information on eVergabe). Submitting the tender (offer) via email is not sufficient. In the case of incorrect/ incomplete information that violates the aforementioned formal requirements, tender (offer) will be excluded unless Candidate cannot be held responsible (§ 57 para. 1 nr. 1, para. 3 VgV). -----------------------

Note: Weighting
Best possible rating is 10 and worst possible rating is 0;
50 % price 50 % performance criteria - Performance criteria: 50% are scaled to 100%
1. Manufacturing (40%)

The bidder should present the following points which are rated:
- Presentation of the production possibilities
- Availability of the production facility
- Detailed production plan
- Quality of the concept including the applied technology
- Capability of finishing the design work
- Presentation of the feasibility and compliance of the necessary tolerances
- Detailed presentation of all necessary tools, machines, and personnel required for the production
- Procurement plan of the materials and parts that are needed for the production
- List of all sub-suppliers and how they are integrated in the process of production

2. Ouality of the production, Suitability 40%)

The bid will be evaluated according to the following points as criteria:

- Content of the offer

- Breakdown of the materials, the prices, etc. and explanations of the costs analogous to the offer and the individual positions, understandable and complete and contain no hidden costs.

- Quality Assurance

- Provision of a FAT/test plan with a traceable, logical, and complete description of all specified acceptance tests (visual inspection, mechanical testing, vacuum testing).
- Presentation and description of a project specific QA/QC-plan considering the materials, production, compliance of standards, delivery and the therewith possibly upcoming problems (procedural and work instructions, manufacturing controls, NCR)
- Presentation of the measurement equipment, methods, and procedures that are needed for the quality assurance so that all required technical precision specifications can be fulfilled, especially for the surface flatness and roughness.
- Description of measurement equipment and measurement technique
- Allocation and quality of necessary and relevant documentation (certificates, monthly reports of production, certificates of material, measuring, revision documents, etc.)

3. Delivery schedule, transport (20%)

The bidder should present the following points:

- Delivery
- Explanations on the logistics and the transport concept
- Explanation of the packaging and measures for transport security
- Explanations on the intermediate storage concept
- Fulfillment of the corresponding requirements in the specifications

- Time plan
- Provide a reliable production and delivery schedule.
A detailed description of the project planning and production process sequence will be evaluated positively. It is evaluated whether the schedule is realistic with regard to the proposed production processes (not too short and not too long). Positive evaluation for delivery within the requested delivery time and flexibility of delivery time.
- Positive evaluation for delivery within the requested delivery time and flexibility of delivery time
- Provide details for securing the targeted time and delivery plans
- Presentation of the methods of the tenderer with potential delays resulted by the delivery of the sub-suppliers
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Note: Communication with Candidates

Communication with Candidates takes place via the DTVP's tender platform. Questions must be sent to FAIR via DTVP and will are answered via DTVP. Questions posed orally or by telephone regarding the documents or the contractual object will not be answered; answers given orally or by telephone are not binding.
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Note: Electronic Invoicing "The XInvoicing format is accepted with additional transmission of the invoice as a -pdf-."

Genaue Informationen über Fristen für Überprüfungsverfahren

The competent investigating authority is as follows Vergabekammer des Bundes Villemombler Str. 76 D-53123 Bonn, Germany Tel.: 0228 9499-0 Fax: 0228 9499-163 Email: vk@bundeskartellamt.bund.de Web: http://www.bundeskartellamt.de/SharedDocs/Kontaktdaten/DE/Vergabekammern.html Candidate/ Bidder is requested to clearly identify those sections of the tender that contain a trade or business secret. If Bidder fails to do so, the Public Pro-curement Tribunal may, in the case of a review procedure, assume that Bidder has agreed to have these documents inspected (§165 para. 3 GWB). As Awarding Authority, FAIR is obliged to make the tender file available to the Public Procure-ment Tribunal immediately when initiating a review procedure (§ 163 para. 2 cl. 3 GWB). Candidates/ Bidders have a right to expect the contracting authority's compliance with the Bidder-protecting provisions re: the tender procedure (§ 97 para. 6 GWB). If Candidate/ Bidder interested in the contract considers that Bidder's rights have been infringed through failure to comply with award regulations, the infringement must be reported to FAIR within ten calendar days (§ 160 para. 3 cl. 1 no. 1 GWB). Infringements identifiable on the basis of the announcement or the award doc-uments must be asserted against FAIR within the deadline for submission of ten-ders specified in the announcement (§ 160 para. 3 cl. 1 nr. 2 - 3 GWB). If FAIR informs Candidate/ Bidder that FAIR is unwilling to redress its complaint, it is possible to file an appeal for review with the aforementioned Public Procure-ment Tribunal within 15 days of receipt of the notification (§ 160 para. 3 cl. 1 no. 4 GWB). Bidders whose tenders are not to be considered for the award will be informed prior to the award according to § 134 GWB. A contract may only be concluded 15 calendar days after this information has been sent by FAIR. In the case of trans-mission by fax or electronic means, this period shall be ten calendar days. It commences on the day after dispatch of the information by FAIR. After this peri-od has expired, a surcharge is possible, even if the deadline is not passed accord-ing to § 160 para. 3 GWB. An application for review would therefore have to be delivered to FAIR by the Public Procurement Tribunal before the expiry of the deadline according to § 134 GWB in order to prevent a surcharge. According to § 135 para. 1 and 2 GWB, the ineffectiveness of a commission can only be established if it has been asserted in the review procedure within 30 cal-endar days of the conclusion of the contract but not later than six months after the conclusion of the contract. If the contracting entity has published the award in Amtsblatt der Europäischen Union [transl.: Official Journal of the European Union], the period unenforceability shall end 30 calendar days after announce-ment of the publication of the award in the Amtsblatt der Europäischen Union. Information pursuant to Art. 13 GDPR on the processing of your personal data within the scope of our business relationship is available at: www.gsi.de/data-protection FAIR - Facility for Antiproton and Ion Research in Europe GmbH