DESI Review of the DESI Spectrograph Cameras Proposal

DESI Review of the DESI Spectrograph Cameras Proposal H. Heetderks 2013 -05 -31

DESI Overall Outline of the RFP I. Information for Proposers II. Statement of Work III. Contract with Selected Supplier IV. Acceptance, Delivery, and Warranty 2

DESI I. Information for Proposers • • Schedule – Published 5 June; Bids Due 8 July Exceptions to T&C’s must be explicitly stated Bidders may amend, submit alternates, or withdraw at any time California Public Records Act: (I. D. 8) o o o • • University can protect only Trade Secrets They must be explicitly identified and underlined Blanket claim of confidentiality will not be accepted The University may issue addenda up to the due date Bidders may submit questions via e-mail o Questions and answers will be published in the same way as the original proposal 3

DESI I. Information for Proposers (con’t) • Evaluation Methodology o o o o University may waive minor errors University may reject all proposals and make no award University may ask for additional information to verify claims and prices, or may inspect bidder’s facilities This is a “Best Value” procurement -- Low bidder need not be chosen Award may be made without discussion Or, the University may ask for additional information to assess capability Initial screening will evaluate for responsiveness to all RFP requirements 4

DESI I. Information for Proposers (con’t) • Evaluation Methodology (con’t) o Then proposals will be evaluated by a technical panel which will score proposals on the basis of technical fit, perceived risk, and cost v v o o Technical Fit to University Application --- 50% Perceived risk factors in the Proposer's development plan – 30% Experience, capability, personnel, and facilities of Proposer – 10% Delivery Date, and Warranty – 10% Additional discussion with vendors may be made to correct deficiencies of proposals thought to be in the “competitive range” Best and final offers may be solicited 5

DESI I. Information for Proposers (con’t) • Negotiation of the Contract with the Supplier o o o • • Proposals owned by the University Public Inspection of Proposals o • The University will negotiate with the supplier which received the highest score in the evaluation process Typically the resolution of conflicting T&C’s is a major factor in the contracting process If it appears to the University that the contracting process has reached an impasse, negotiations will be begun with the next highest scoring proposer Except for “Trade Secrets” Protest of Award Procedure o http: //www. ucop. edu/ucophome/policies/bfb/bus 43 p 3. pdf 6

DESI II. Statement of Work • Background o The DESI project includes design, construction, installation, and commissioning of an instrument to be installed on the Mayall telescope at Kitt Peak which is composed of a prime focus corrector assembly, a focal plane with 5, 000 fiber positioners, and 10 spectrographs. o The Project will develop a prototype of the spectrograph system o This RFP is for the furnishing of a portion of the prototype spectrograph, namely the channel Camera Unit(s) o Note that the delivered Camera Units shall include two components: a lens barrel assembly and a field lens assembly. These two components shall be verified together as a functional Camera Unit. 7

DESI II. Statement of Work (con’t) • Specification of the Spectrograph Cameras o Document # DESI-0210 -v 1 specifies requirements on the 3 cameras o Document # DESI-0212 -v 1 defines mechanical interface requirements that the cameras must meet o Document # DESI-0211 -v 1 is a set of Zemax files which includes a “Notional Design” for a complete f/4 DESI spectrograph along with the 3 cameras which are the subject of this RFP o v University believes the cameras of DESI-0211 will meet the requirements of DESI-0210 v The University has also posted alternate camera designs for the Red and NIR cameras utilizing different lens materials. These are located at the URL http: //snap. lbl. gov/bscw. cgi/397057 and while less thoroughly studied than that of DESI-0211, they may also be viable candidates for the camera design. Bidders are to propose to furnish cameras which meet the specification of DESI-0210 -v 1 v The choice of which approach to take is to be made by the Bidder based on the Bidder's view of which will provide cameras which meet requirements at the lowest cost and risk to the University. In any case, it is the Bidders responsibility to verify that whatever is proposed will meet requirements and be feasibly manufactured. 8

DESI II. Statement of Work (con’t) • Requirements on the Proposal o Provide a firm fixed cost for: 1) One each of a Blue Camera Unit 2) One each of a Red and NIR Camera Unit o Bidders shall: 1) 2) 3) 4) 5) 6) 7) Describe basis for design choices Show meet requirements Show glass is available Show dimensions are achievable Describe Fabrication techniques Describe test program Describe approach to stray light control o Bidders shall describe relevant experience o Documentation -- English, Metric, Electronic, Solidworks, DXF, Zemax 9

DESI III. Contract with the Selected Supplier • • • Delivery in 12 to 18 months University approved Development Plan Progress Payments Reviews Deliverables 1) 2) 3) 4) 5) 6) Development Plan Preliminary Design Review Final Design Review Camera Unit(s) Complete Drawing Package with design drawings, procedures, materials, etc. (The University owns the design) Test Documents 10

DESI IV. - V. Acceptance and Delivery and Warranty • Acceptance following University performed or witnessed test • Delivery in 12 to 18 months • Warrant materials and workmanship for 12 months 11