Koordynator projektu EN

Łomianki, 03.11.2015

REQUEST FOR PROPOSAL

Proceedings no.: 01/11/2015

In carrying out the Research and Development Project No. POIR.01.01.01-00-0470/15, “Innovative microneedle cryosurgery of tumours of internal organs directed at treatment of benign prostatic hyperplasia (BPH) and prostate cancer” within operation 1.1.1 of the Operational Programme Intelligent Development, Metrum Cryoflex Spółka z ograniczoną odpowiedzialnością Sp.k. is seeking a subcontractor to provide a research and advisory service within carrying out the above-mentioned project.

Metrum Cryoflex Sp. z o.o. Sp.k.

Ul. Zielna 29

05-082 Blizne Łaszczyńskiego k. W-wy

NIP PL5272320862, Regon 016446427

Tel.: +48 22 3313750, Fax: +48 22 3313766,

e-mail: biuro@metrum.com.pl, www.metrum.com.pl

The subject-matter of this order is substantive support within development of equipment for urological cryosurgery of internal organs, according to the following specifications:

• development of medical, clinical and functional guidelines for the new equipment,
• recommendations for the control system,
• testing and validation of the equipment in the context of the requirements set,
• development of the procedure regarding operating the equipment for end users,
• development of the medical documentation of the equipment.

More detailed information regarding the subject-matter of the order can be provided by Metrum Cryoflex after the parties interested in submitting their proposals sign the confidentiality declaration.

The deadline to carry out the order will be as per the project schedule attached to the agreement with the contractor. The order will be carried out in relation to the Research and Development Project No. POIR.01.01.01-00-0470/15, “Innovative microneedle cryosurgery of tumours of internal organs directed at treatment of benign prostatic hyperplasia (BPH) and prostate cancer” with operation 1.1.1 of the Operational Programme Intelligent Development.

The preliminary timeframe for the performance of the tasks – from the date of signing the agreement with the contractor until October 2018 or until the performance of the project ends in accordance with the co-financing agreement concluded with the financing unit.

1. Contractors – natural persons who are medical practitioners, applying for the order must meet the following conditions of participation in the proceedings:

1. Have an M.D. degree, urological surgeon with at least 10 years of experience,
2. Have experience in providing advisory and consulting services,
3. Have experience in research and development activities and conducting clinical research
4. Be an author or co-author of at least 10 scientific publications,
5. Have experience and knowledge within cryosurgery.

2. The contractor cannot have any personal or equity links with the Ordering Party. Personal or equity links are understood as any mutual links between the Ordering Party or persons authorised to undertake liabilities on behalf of the Ordering Party or persons performing activities related to preparing and conducting the procedure of selecting the Contractor on behalf of the Ordering Party, and the Contractor, consisting, in particular, in:

a)      participation in the company as a partner of partnerships, including civil partnerships;

b)      owning at least 10% of stocks or shares;

c)       holding a function of a member of the supervisory authority or management authority, proxy, attorney;

d)      being married, being related within direct affinity or consanguinity (parents, children, grandchildren, parents-in-law, son-in-law, daughter-in-law), being related as relatives up to second degree of secondary affinity or consanguinity (siblings, relatives of the spouse) and/or remaining in adoption, care or guardian relationship.

If the link does exist, the Contractor shall be rejected in the proceedings.

3. Evaluation whether the above conditions have been met shall be carried out according on a “met – not met” basis. The Contractor who will not meet the condition will be rejected in the proceedings.

The Ordering Party, in order to confirm a condition specified in item 4, will submit the following documents:

Ad 4.1.1. CV – containing a description of education, experience, list of research and clinical projects in which the bidder took part, a list of at least 10 scientific publications.

Ad. 4.2. Declaration submitted in the proposal form.

The Ordering Party reserves the possibility of verifying the above information.

The quotation of the proposal will be provided by the Contractor in PLN or in EUR.

1. Basic requirements

1. Each Contractor can submit only one proposal.
2. The proposal should be prepared in Polish or English.
3. The proposal and all appendices must be signed by the persons authorised to represent the Contractor. This means that if the document(s) specifying the legal status of the Contractor(s) or power(s) of attorney indicate that a total of a few persons are authorised to represent the Contractor(s), the documents being part of the proposal must be signed by all those persons.
4. Authorisation of the persons signing the proposal to sign it must directly arise from the documents attached to the proposal. This means that if such an authorisation does not arise directly from the document confirming the legal status of the Contractor (a copy from a relevant register of certificate of entry in the business activity register), then the original or a certified copy of a relevant power of attorney issued by the persons authorised to do so should be attached to the proposal.
5. Samples of documents attached to this request should be completed by the Contractor and attached to the proposal or prepared by the Contractor in the form consistent with this request.
6. The Contractor incurs all costs related to preparing and submitting the proposal.

2. Form of the proposal

1. The proposal should be submitted in writing on paper or electronically (scan).
2. Documents being a part of the proposal can be presented as originals or copies confirmed by the Contractor to be true copies of the original documents.
3. The Ordering Party can request presentation of the original or a notarised copy of the document only when the photocopy of the document submitted by the Contractor is illegible or raises justified doubts as to its authenticity.
4. The Ordering Party does not allow for submitting any partial proposals.

3. Elements of the proposal

A complete proposal should include:

1. A completed Proposal Form.
2. CV
3. The Contractor’s declaration regarding approval to process personal data to carry out the proceedings no. 01/09/2015 (according to the specimen constituting appendix no. 2 to the request for proposal).
4. The document listed in item 5 of this Request for Proposal, i.e. a list of at least 10 developed publications (e.g. reports, brochures, books).
5. The declaration of personal or equity links with the Ordering Party.

The person authorised by the Ordering Party to contact the Contractors is:

1. Konrad Wójtowicz – konrad.wojtowicz@metrum.com.pl, +48 22 4600398

The proposal should be submitted in the form of a scanned document electronically or by traditional mail at the following address: Kolejowa 16a, 05-092 Łomianki, e-mail: biuro@metrum.com.pl no later than:

The date and time of the proposal being received at the Ordering Party’s head office are decisive.

1. The Ordering Party will evaluate and compare only the proposals which will not be rejected by the Ordering Party.
2. The proposals will be evaluated by the Orderring Party based on the following criteria and their importance:

3.       Principles of evaluation of the “Price” criterion (C).

In the case of the “Price” criterion, the proposal will receive a number of points, rounded to two decimal places, resulting from the follopwing operation:

Pi (C) =    • Max  (C)

where:

4.       Principles of evaluation of the “experience” criterion (D).

For this criterion, experience in the field of urology will be evaluated – the following will be taken into consideration: seniority, positions held, education, participation in R&D projects or clinical research, number of publications. The highest grade will be received by the CV with the longest and the richest experience, closest to the subject-matter of the project.

5. Final score of the proposal

The Contractor can obtain maximum 100 points

The most favourable will be the proposal which is not rejectable, which, after summing up all the points granted within individual subcriteria, will receive the highest score. If the most favourable proposal cannot be selected due to the fact that two or more proposals present the same balance of the price and other criteria of evaluation of proposals, the Ordering Party selects the proposal with the lowest price from among those proposals.

1. Explanations of the contents of proposals and correcting obvious mistakes.

In the course of examining and evaluating proposals, the Ordering Party can request the Contractors to provide explanations regarding the contents of the submitted proposals.

2. Verification of the credibility of proposals.

In the course of evaluating the proposal, the Orderting Party reserves the right to verify the credibility of the documents, delcarations, lists, data and information presented by the Contractors.

3. Announcign the results of the proceedings.

The Contractors who will submit their proposals will be informed about the results of the proceedings electronically at the email address specified in their proposal, not later than within 7 working days of the date of lapse of the deadline for submitting proposals. Information about the results of the proceedings will be published on the Ordering Party’s website.

The Contractor will be rejected from these proceedings:

1. in the event of failure to meet the conditions of participation in the proceedings;
2. in the event of inconsistence of the proposal with this request;
3. in the event of presentation of untrue information by the Contractor.
4. in the event of the Contractor’s personal or equity links with the Ordering Party.

In these proceedings, declarations, applications, notifications and information are submitted by the Ordering Party and Contractors in writing, by fax or by email.

The Ordering Party reserves the right to invalidate the proceedings if the financing for the research and development project of which the order is a part is not granted.

1. The Ordering Party reserves the possibility to change or supplement the contents of the Request for Proposals, before the lapse of the deadline for submitting proposals. Information regarding the changing or supplementing of the contents of the Request for Proposals will be provided to the Contractors immediately in writing (e-mail, fax), and will be published on the Ordering Party’s website.

If the changes introduced or supplements made to the contents of the Request for Proposals require any changes in the contents of the proposals, the Ordering Party will prolong the timeframe for submitting proposals by the time necessary to make changes in the proposal.

2. The Ordering Party will conclude an agreement with the Contractor whose proposal will be considered to be the most favourable and who will meet the requirements specified in the Request for Proposals. The Ordering Party will inform the Contractor about the date of concluding the agreement by email, including information about the results of the proceedings.
3. The Ordering Party reserves the right to carry out supplementary orders with the selected Contractor

Appendices to this Request for Proposals are the following specimens:

Appendix no. 1 to the request for proposals – specimen of the Proposal Form.

PROPOSAL

SUBMITTED IN RESPONSE TO THE REQUEST FOR PROPOSALS

to provide an advisory and research service

Proceedings no.: 01/11/2015

1. ORDERING PARTY:

Metrum Cryoflex Spółka z ograniczoną odpowiedzialnością Sp.k.

Ul. Zielna 29

05-082 Blizne Łaszczyńskiego

2. CONTRACTOR:

This proposal is submitted by:

3. I/we¹, the undersigned declare that:

1. I familiarised myself with the contents of the request for this order,
2. I guarantee performance of the whole of this order in accordance with the contents of the Request for Proposals;
3. Remuneration for the advisory and research services offered is PLN/EUR¹ ……………………. (in words: …………………………………………………………..) net monthly.
4. In the event of granting me/us¹ the order, I/we¹ undertake to conclude a written agreement on the date and in the place specified by the Ordering Party;
5. I/we¹ declare that I/we¹ familiarised myself/ourselves¹ in the way sufficient and necessary with the detailed scope of the order included in the Request for Proposals and all information necessary to carry out the order. Unawareness of the above cannot constitute a reason for any additional financial claims.
6. I declare that I do not have/I have[1]  personal or equity links with the Ordering Party. Personal or equity links are understood as any mutual links between the Ordering Party or persons authorised to undertake liabilities on behalf of the Ordering Party or persons performing activities related to preparing and conducting the procedure of selecting the Contractor on behalf of the Ordering Party, and the Contractor, consisting, in particular, in:

a)      participation in the company as a partner of partnerships, including civil partnerships;

b)      owning at least 10% of stocks or shares;

c)       holding a function of a member of the supervisory authority or management authority, proxy, attorney;

d)      being married, being related within direct affinity or consanguinity (parents, children, grandchildren, parents-in-law, son-in-law, daughter-in-law), being related as relatives up to second degree of secondary affinity or consanguinity (siblings, relatives of the spouse) and/or remaining in adoption, care or guardian relationship.

7. I declare that I agree that my personal data can be processed for the purposes of the correct performance of the proceedings no. 01/11/2015.
8. Appendices to this proposal are:
   1. CV
   2. …………………………………………………………
   3. …………………………………………………………
   4. …………………………………………………………

………………………………., …………………..                          …………………………………………………

(place)                          (date)                                                        (legible signature)

Appendix no. 2 to the request for proposals – specimen of Approval to process Data.

I agree that my personal data can be processed in accordance with the Personal Data Protection Act of 29 August 1997 (journal of laws Dz. U. from 2002 No. 101, item 926 as later amended) by Metrum Cryoflex Spółka z ograniczoną odpowiedzialnością Sp.k. contained in the documents presented by me for the needs of performance of the proceedings aiming to select the Contractor of advisory and research services the subject matter of which is medical substantive support within development of equipment for urological cryosurgery of internal organs.

………………………………., …………………..                          …………………………………………………

(place)                       (date)                                                         (legible signature)