Provision of a Virtual Reality Bicycle Simulation Suite

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1. At a glance

2. Scope of Work

Atlantic Technological University (ATU) requires the provision of a Virtual Reality (VR) Bicycle Simulation Suite for research purposes. The suite will support interdisciplinary research in areas including cycling behaviour, active travel, road safety, human factors, transport planning, and sustainable mobility. The solution must offer an immersive, research-grade cycling simulation environment. This environment will allow participants to experience realistic virtual street, traffic, and infrastructure scenarios. These scenarios include junctions, shared streets, cycle lanes, protected facilities, crossings, gradients, and interactions with vehicles, pedestrians, and other road users.

The suite must enable the capture, synchronisation, and export of behavioural, visual-attention, and physiological variables. Specific data points to be captured include:

• Cycling speed, cadence, acceleration/deceleration, braking/steering responses, lateral position/lane keeping, route/path choice.
• Head movement, gaze direction, fixation/saccade-related eye-tracking metrics, pupil/attention measures.
• Heart rate, breathing/respiration measures, electrodermal activity/skin conductance.
• Perceived workload, comfort, and perceived safety responses.

The supplier is responsible for the following components:

• Immersive Visualisation & Eye-Tracking System: A standalone or PC-linked VR headset with integrated binocular eye-tracking (minimum 90 Hz sampling rate), high-resolution display (minimum 4K per eye equivalent), field of view ≥ 120°, and sub-millimetre gaze accuracy. It requires Software Development Kit (SDK)/Application Programming Interface (API) access compatible with Unity or equivalent research-grade simulation engines, and an academic licensing model.
• Cycling Dynamics & Motion System: A direct-drive smart indoor trainer with integrated power (±2% accuracy), cadence, and speed measurement. It requires ANT+ and Bluetooth connectivity, a motion-enabled platform with at least two degrees of freedom, a maximum rider load capacity of ≥120 kg, and low-latency real-time data output (<100 ms).
• Environmental Simulation: A controlled wind simulation system with automatic speed modulation, low-latency adjustment (<200 ms), and adjustable airflow. It must integrate with the cycling trainer and/or simulation software.
• Physiological Data Acquisition (Behavioural Analytics Module): A multi-channel data acquisition system (minimum 4-channel, expandable) capable of recording electrodermal activity (EDA) and heart rate using research-grade sensors. It requires a sampling rate suitable for behavioural research (≥1000 Hz preferred) and precise synchronisation (<10 ms) with VR and cycling data. Research-grade analysis software with data export in standard formats is required.
• Direct-Drive Smart Bike Trainer (Outdoor/Independent Use): A complementary component for real-world data collection, enabling comparison with VR data. It must capture power, cadence, speed, and connectivity functions, with power measurement up to ~2000 W.
• Installation & Training: On-site installation, system setup, commissioning, integration of all components, calibration, and verification of data synchronisation. A minimum of one full day of on-site technical training for research staff is required. A minimum 36-month warranty and technical support, including remote assistance and software updates, are also specified.

ATU IT Services will purchase and install the high-performance workstation and essential IT peripherals separately. The supplier must coordinate with ATU IT for compatibility, integration, calibration, testing, commissioning, and user training.

3. Background & buyer context

Atlantic Technological University (ATU) was established in April 2022 through the merger of GMIT, LYIT, and IT Sligo, with the integration of St Angela’s College in 2023. It is one of Ireland's largest multi-campus technological universities, serving over 30,000 students across 25,277 km² with 2,250 staff. ATU aims to enable sustainable economic, social, and cultural development, connecting with its region and operating with an international outlook. This procurement is funded by The Higher Education Research Equipment Grant scheme (HEREG). The policy of ATU is to promote participation by Small and Medium Enterprises (SMEs) on a fair and equal basis.

4. Eligibility & selection criteria

Tenderers must meet the following minimum requirements on a pass/fail basis to be considered for evaluation.

• Turnover requirement: Confirmation that the tendering party's turnover exceeded €80,000 during each of the last three years, or pro-rata if more recently established (firm must have existed for at least 6 months).
• Insurance:
• Employer’s Liability: €13 million
• Public Liability: €6.5 million
• Product Liability: €6.5 million
• Certifications: Tenderers must demonstrate a commitment to quality assurance, providing details of quality assurance policies and systems, and whether externally certified. Compliance with all relevant Safety, Health & Welfare at Work legislation is mandatory.
• Past experience: Successful delivery of two comparable projects within the last 5 years, involving similar features to those defined in the Tender Response Document (TRD).
• Personnel: Engineer and/or Technical support for installation, calibration, and training (minimum 1).
• Geographic / facility constraints: Not specified for this tender.

Tenderers may rely on the resources of other entities to meet these requirements, provided they can prove these resources will be at their disposal.

5. Award criteria & scoring

The contract will be awarded based on the Most Economically Advantageous Tender (MEAT), considering the following criteria:

Qualitative criteria scoring ranges from 60% (Acceptable) to 100% (Exceptional). A score below 60% for any qualitative criterion renders the tender ineligible. The cost score is calculated based on the lowest cost tender receiving the maximum points.

6. Submission requirements

Tenderers must submit their response electronically via the eTenders postbox facility on www.etenders.gov.ie. The submission must use the provided Tender Response Document (TRD) and associated templates. Key submission components include:

• Tender Response Document (TRD): This document, including all required sections and templates, must be used. Amendments to text or content of provided forms or declarations are prohibited.
• Pricing Schedule: Must be completed using the specified template.
• Declarations:
• European Single Procurement Document (ESPD) or equivalent confirmation.
• Declaration of Bona Fides.
• Declaration regarding compliance with relevant statutory obligations.
• Technical Information: Details demonstrating access to required technical resources and previous experience.
• Insurance Confirmation: Evidence of required insurance levels.
• Financial Capacity Confirmation: Evidence of turnover and financial standing.
• Quality Assurance and Health & Safety Information: Details of management systems.
• Submission Format: The response must be uploaded as a ZIP file.

A mandatory site visit is not specified.

7. Key dates & process

The tender validity period is 12 months from the closing date.

8. Contract terms that matter

The contract will have a maximum duration of three years, including an extended warranty period. ATU's payment terms are 30 days from the date of receipt of invoice. The Contracting Authority reserves the right to award the contract to the next highest scoring tenderer if the successful tenderer cannot deliver services satisfactorily. Tenderers must accept the Contracting Authority’s Terms and Conditions. A dedicated contract manager must be nominated.

9. Risks, red flags & unusuals

The estimated maximum spend is €34,870.43 excluding VAT, which is low for a research equipment suite of this complexity, suggesting potential for limited expenditure or a focus on specific components. The contract duration is a maximum of three years, which is relatively short for research equipment, potentially indicating a pilot phase or limited funding cycle. The tender validity period is 12 months, which is substantial and may indicate a lengthy evaluation process or a need for bidders to maintain pricing and availability for an extended period. The award criteria heavily favour quality and technical merit (70% combined) over cost (30%), signalling ATU's priority for a high-specification, research-grade solution.

10. SME fit assessment

This tender is likely suitable for established SMEs specialising in advanced simulation technology, VR/AR integration, and physiological data acquisition for research. Bidders should have a proven track record in delivering complex, integrated systems for academic or research institutions. Consortium or joint venture arrangements are permitted, allowing SMEs to combine resources and expertise to meet technical and financial capacity requirements. The bid preparation effort is likely significant due to the detailed technical specifications and the need to demonstrate compliance with multiple award criteria. The emphasis on quality and technical merit suggests that incumbent suppliers with existing relationships or highly specialised, proprietary technology may have an advantage.

11. Where to dig deeper

• Source RFT Filename: Request for Tender Bicycle Simulation Platform.pdf
• eTenders CFT ID: Not specified
• Contact / Clarification Portal: Messaging facility on www.etenders.gov.ie
• Key Attachments:
• Tender Response Document (TRD)
• Appendix 2 Pricing Schedule
• Contracting Authority’s Terms and Conditions