tender-specifications-restricted-instructions-to-tenderers-for-submission-of-hpc-tender

Minimum requirements MR Requirements formulated as minimum requirements MR in the specification of requirements appendix 1 or other appendices, should as a minimum be fulfilled by the T

INSTRUCTIONS TO TENDERERS FOR SUBMISSION OF TENDER

Restricted procedure for the purchase/procurement of

High Performance Computer Cluster

to Wind Energy Department Technical University of Denmark (DTU)

Version 1.1

5th March 2013

Technical University of Denmark

Administration

Anker Engelunds Vej 1 Building 101 A DK-2800 Kgs Lyngby Denmark

Tel +45 45 25 25 25 Fax +45 45 88 17 99

www.dtu.dk

TABLE OF CONTENTS

1.DEFINITIONS 4

2.INTRODUCTION 4

3.THE CONTRACTING AUTHORITY 4

3.1.CONTACT PERSON AT DTU

4 4.GENERAL INFORMATION ABOUT THE TENDER 5

4.1.BACKGROUND FOR THE TENDER

5 4.2.SHORT DESCRIPTION OF THE CONTRACT

5 4.3 COMPLIANCE WITH EU PROCUREMENT RULES

6 5.GENERAL FORMAL REQUIREMENTS 6

5.1.TENDERER'S CONTACT PERSON

6 5.2.DEADLINE FOR RECEIPT OF TENDER

6 5.3.ADDRESS FOR SUBMISSION

6 5.4.LANGUAGE

7 5.5.FEES

7 5.6.OWNERSHIP OF TENDERS RECEIVED

7 5.7.VALIDITY PERIOD

7 5.8.OPENING OF TENDERS

7 5.9.NOTIFICATION OF THE RESULT

7 5.10.ALTERNATIVE TENDERS

8 5.11.RESERVATIONS

8 6.SPECIFICATIONS FOR THE LAYOUT OF THE TENDER 8

6.1.LAYOUT

8 6.2.COMPULSORY TENDER DOCUMENTS

8 6.3.ADDITIONAL DOCUMENTATION

9 7.CONTENT OF THE TENDER 9

7.1.TERMINOLOGY USED IN THE SPECIFICATION OF REQUIREMENTS

9 7.1.1.Minimum requirements (MR) 9

7.1.2.Minimum options (MO) 9

7.1.3.Wishes (W) 10

7.1.4.Option (O) 10

8.TENDER EVALUATION 11

8.1.EVALUATING OF COMPLIANCE

11 8.2.AWARD CRITERION

11

8.2.1.Sub-criteria 11 8.2.2.Point scale and award of points 14

9.QUESTIONS TO THE TENDER DOCUMENTS 14

9.1.QUESTIONS AND ANSWERS

14 9.2.ADDITIONAL INFORMATION TO THE TENDER DOCUMENTATION

14 9.3.CHANGES TO THE TENDER DOCUMENTATION

14

10.TIMETABLE FOR THE TENDER PROCESS 15 11.LIST OF TENDER DOCUMENTS 15

Tenderers are requested to ensure that documents received correspond with the above table

of contents immediately upon receipt.

Changes compared to version 1, dated [1 February 2013]

Version 1.1 5.2 DEADLINE FOR RECEIPT OF

TENDER

Changed from 7th March 2013 12:00 CET to 11th March 2013 12:00 CET

Contract The legal document governing the legal relationship between DTU and

the Contractor regarding the acquisition

Contractor The successful tenderer who enters into a contract with DTU

Contract Period The period during which the Contract concluded between DTU and the

Tenderer who subsequently contracts with DTU, is binding between the Parties

DTU The procuring entity as set out in Clause 3

Parties DTU and the Tenderer who subsequently contracts with DTU

Tenderer The natural or legal person who submits a tender in response to this

restricted invitation to tender

Tenderer's Price The price offered by the Tenderer

HPC High Performance Computing Cluster

These instructions to tenderers for submission of tender apply to DTU’s invitation to tender for the

purchase/provision of a High Performance Computing Cluster in accordance with Contract Notice No

2012-168003published on 05.12.2012 on

http://www.dtu.dk/Om_DTU/Oplysning_til_Leverandorer/euudbud.aspx and www.udbudsavisen.dk

The contracting authority for this tender invitation is:

DTU

Anker Engelundsvej 1, Bygning 101A

DK-2800 Kongens Lyngby

Danmark

Cvr Nr 30 06 09 46

DTU is responsible for the preparation and execution of the tender, and will award the Contract and be

a contracting party

All inquiries related to the tender prior to the deadline for tender submission must be sent via e-mail addressed to:

DTU

Att.: John Tandrup Riedel

Anker Engelundsvej 1, Bygning 101A

DK-2800 Kongens Lyngby

E-mail: jotri@adm.dtu.dk

The Danish wind energy research environment is internationally recognized as being in the forefront of wind energy technology, and The Technical University of Denmark (DTU) has provided a major part of the wind energy research in Denmark

A large part of the research is centered on computer models, from advanced structural modeling using finite element methods, aeroelasticy and dynamic stability, aerodynamics, computational fluid

dynamics, wind resources and micro- and meso scale meteorological models

The typical work load on the computer is a blend of large parametric studies of relative short single processor runs, parallel runs utilizing a limit number of CPU's with high memory requirement, and massive parallel runs with balanced memory requirements

The contract concerns the purchase of a High Performance Computing Cluster for DTU Wind Energy Department, with a total amount of 9 million DKK

This system is to be built as a Beowulf Cluster 1, which basically means “commodity hardware

deploying Linux OS and open source software.”

• The operating system for the cluster will be CentOS Linux

• OSCAR (Open Source Cluster Application Resources) or a similar solution will be used for distribution of cluster software (see http://www.csm.ornl.gov/oscar/ and

http://oscar.openclustergroup.org/ )

• All servers in this cluster will have Lustre client software for access to the home file system residing on the Lustre File Server

• Parallel computations are expected to be mainly conducted using Message Passing Interface (MPI) protocol and utilize the OpenMPI software package in particular

• Compilers used: GNU, Intel Fortran and C, and PathScale

• TORQUE and MAUI will be used for queue management and scheduling

The cluster should have non-blocking Infiniband network for compute node interconnect and Ethernet for management purposes

It is mandatory that test servers are provided for benchmark test (1 server qualitatively representing the setup of the tendered solution)

1 see http://www.beowulf.org/index.html

The benchmark will be based on locally developed applications for windturbine calculations:

• EllipSys 3D (Fortran based, MPI parallelized, multiblock incompressible CFD flow solver)

• HAWC II (multibody aeroelastic)

This Procurement is subject to the EU Procurement rules regarding [restricted/open] procedure as regulated in Directive 2004/18/EC of 31 March 2004 on the coordination of procedures for the award

of public works contracts, public supply contracts and public service contracts

This Directive is implemented in Danish law by Statutory Instrument no 937 of 16 December 2004 on the procedures for the award of public works contracts, public supply contracts and public service contracts

This Procurement is therefore subject to EU Procurement rules The Contracting Authority is therefore obliged to follow certain formalities and procedures regarding the award of the Contract

The Contracting Authority wants thus to draw special attention to the following:,

- The Contracting Authority is entitled to and can be obliged to disregard an application if the application is in any way non compliant, that is, is not in compliance with the tender instructions or if the application contains significant uncertainties

- The Contracting Authority will not accept that the Tenderer introduces changes to the Tender after the deadline for submission

- It is the Tenderer’s own responsibility to make sure that the Tender is compliant with these instructions to Tenderers

When preparing the tender, close attention must be paid to the form and procedure specifications contained in these instructions to tenderers

Unless otherwise clearly and unambiguously stated by the Tenderer, DTU will direct any

communication during the tender procedure to the person nominated by the Tenderer The Tenderer may nominate an alternative contact person by informing DTU's contact person at any time

The deadline for submission of tender is 11th March 2013 at 12:00 CET

The tender must be delivered at the following address:

Technical University of Denmark

Anker Engelundsvej 1, bygning 101

2800 Kgs Lyngby

Att: John Tandrup Riedel

A receipt stating date and time of receipt of the tender can be issued upon request

The tender shall be submitted in the following form:

• 1 signed original, marked '1'

• 1 USB memory stick with a full copy of the tender in electronic form The electronic version shall be in MS Office format and have the same structure as the documents in the signed original

All tender documentation is to be delivered marked "HPC DTU Wind Energy 2012 – maa ikke aabnes

af postaabningen”

The language of the tender shall be English

The final Contract will be in English

Tenderers will not be entitled to any fees for the preparation of the tender

All documents submitted will be deemed to be the property of DTU

The tender shall be binding for 3 months after the tender deadline has expired

If the Tenderer is informed that her tender is accepted, DTU is entitled until expiry of the validity period

to extend the validity period by up to 6 months upon written notice to the Tenderer's contact person

Tenders will not be opened until after expiry of the deadline for submission There is no access to attend the opening of the tenders or otherwise receive information about the content of other tenders

All participants in the tender process will be advised simultaneously and in writing of the result

Notification to the winning Tenderer that the tender has been successful shall not necessarily mean awarding of the Contract No contract or promise on this matter will apply until the Contract has been signed by all parties

5.10 ALTERNATIVE TENDERS

Alternative tenders are not accepted

5.11 RESERVATIONS

Any reservations to the contract shall be clearly and precisely specified as stated in clause 6.2 Failure

to expressly, specifically and clearly state a reservation to a given clause in the draft Contract and appendices will be perceived as acceptance in full of that clause

Reservations will not be permitted for this document “Instructions to tenderers” Reservations to Clauses in this document will mean the tender will be regarded as non compliant Non compliant tenders will be rejected

The tender shall consist of the documents indicated in Clause 6.2 They must be bound and in the same order as defined in Clause 6.2 and furnished with dividers

The Tenderer may as indicated in Clause 6.3 include further information or documentation

The full tender documents are made available in electronic format at

http://www.dtu.dk/Om_DTU/Oplysning_til_Leverandorer/euudbud.aspx

Most of the documents require a response from the tenderer, but some are solely to be enclosed to the tender material In Clause 11 is shown a list of all tender documents

Following structure of the tenders is required:

Document 1)

Document 1 shall contain a signed letter of tender including all details of the Tenderers identity and the

title of the tender The price shall be stated in Appendix 2 as well.

Document 2)

Document 2 shall contain the offer, including:

a) A list detailing all provisos to DTU’s draft Contract, specification of requirements and

accompanying appendices Provisos to the draft Contract shall be stated first and afterwards,

provisos to the appendices in numbered order The list of provisos shall be stated in Template

E.

b) Offer containing the draft Contract document and appendices Please be aware that no changes may be made to DTU's draft Contract and appendices Any suggestions for

alternative formulation of the contract terms must be included as a reservation on the

reservations list

Other documentation than that listed under clause 6.2 may be included although such additional material will not necessarily be considered when evaluating tenders

Such documentation shall be included in a separate file or folder and shall be clearly marked as supplementary material

The Tenderer must answer and complete enclosed draft of Contract and appendices, including

appendix 1, Technical Specifications, and other appendices with fields marked “To be completed by

Tenderer” or where otherwise indicated.

DTU distinguishes between 4 categories:

MR = Minimum requirement

MO = Minimum options

W = Wish

O = Option

7.1.1 Minimum requirements (MR)

Requirements formulated as minimum requirements (MR) in the specification of requirements

(appendix 1) or other appendices, should as a minimum be fulfilled by the Tenderer and be included in the offer

If it is evident from the Offer, that the minimum requirement (MR) is not met, or if it is not adequately explained how the minimum requirement will be met, the offer will be considered non compliant

Tenderer must, for each minimum requirement in appendix 1 explicitly specify whether the requirement

is met by answering the minimum requirement "yes" or "no" and refer to the page of the offer,

explaining how the minimum requirement is met Where the Contracting Authority has specified minimum requirements as minimum quantity, specification, functionality, etc., the Tenderer may choose

to offer exactly the solution that match the minimum, alternatively a solution that exceeds the minimum requirement If the Tenderer offers a solution that over fulfills the minimum requirement, the tender will score higher on the relevant sub-criterion for the award criteria "the most economically advantageous tender", cf 8.2

DTU considers non-response of the minimum requirements (MR) as if these are not met

7.1.2 Minimum options (MO)

Requirements formulated as minimum options(MO) in the specification of requirements (appendix 1)

or other appendices, should as a minimum be fulfilled by the Tenderer and be included in the offer

If it is evident from the Offer, that the minimum option (MO) is not met, or if it is not adequately

explained how the minimum requirement will be met, the offer will be considered non compliant

Tenderers must price each minimum option in appendix 2 – prices

Tenderers must, for each minimum option in appendix 1, or other appendices, explicitly specify

whether the requirement is met by answering the minimum option "yes" or "no" and refer to the page

of the offer, explaining how the minimum option is met Where the Contracting Authority has specified minimum requirements as minimum quantity, specification, functionality, etc., the Tenderer may choose

to offer exactly the solution that match the minimum, alternatively a solution that exceeds the minimum requirement

If the Tenderer offers a solution that over fulfils the minimum requirement, the tender will score higher

on the relevant sub-criterion for the award criteria "the most economically advantageous tender", cf 8.2

DTU considers non-response of the minimum options (MO) as if these are not met

7.1.3 Wishes (W)

Requirements formulated as a wish (W) in the specification of requirements (Appendix 1) can be fulfilled by the Tenderer

Tenderers must for every wish in the specification of requirements (Appendix 1) or other appendices explicitly indicate how the wish is met by answering the wish "yes" or "no" and refer to the page of the offer, explaining how the wish is fulfilled Where the Contracting Authority has described wishes with minimum quantity, specification, functionality, etc., the Tenderer may choose to offer the exact solution that matches the wish, alternatively a solution that exceeds the wish

If a solution that exceeds the wish (W) is proposed, the tender will score higher on the relevant sub-criterion for the award sub-criterion ”economically most advantageous tender", cf 8.2 If a wish is not met, the tender will score lower on the relevant sub-criterion for the award criterion;” the most economically advantageous tender"

DTU considers non-response of the wishes (W) as if these are not met

7.1.4 Option (O)

Requirements formulated as an option (O) in the specification of requirements (Appendix 1) can be fulfilled by the Tenderer

Tenderers must price each option in appendix 2 – prices

Tenderers must, for each option in appendix 1, or other appendices, explicitly specify whether the option is met by answering the option "yes" or "no" and refer to the page of the offer, explaining how the option is met Where the Contracting Authority has specified options as minimum quantity,

specification, functionality, etc., the Tenderer may choose to offer exactly the solution that match the option, alternatively a solution that exceeds the option

If the Tenderer offers a solution that over fulfils the option, the tender will score higher on the relevant sub-criterion for the award criteria "economically most advantageous tender ", cf 8.2 If an option is not met, the tender will score lower on the relevant sub-criterion for the award criterion;” the most economically advantageous tender"