Procurement of 3D Optical Metrology Scanning System for Vaplas Ltd

Summary

This tender seeks proposals for the supply, installation, software configuration, and training for an industrial 3D Optical Metrology Scanning System (specifically evaluating options such as the Creaform HandySCAN EVO, SHINING 3D FreeScan Omni, or equivalent high-precision metrology systems) for Vaplas Ltd. The total estimated project value is £65,000. The objective is to improve dimensional inspection accuracy, automate quality control workflows, reduce material waste, expand reverse engineering services, and establish a new chargeable portable/on-site scanning service. The anticipated project start is November 2026, with completion expected by December 2026.

Overview

Vaplas Ltd is an established UK manufacturer and engineering specialist based in Normanton, West Yorkshire, delivering precision CNC-machined plastic components, high-tolerance assemblies, and bespoke plastic fabrications across demanding industrial sectors nationwide.

Operating high-precision 4-axis and 5-axis CNC equipment, Vaplas seeks an advanced digital inspection solution to replace time-consuming conventional measurement methods. We now seek an industrial 3D optical scanning solution that supports:

• In-House Quality Assurance & Inspection: Rapid, high-density surface scanning and direct CAD-to-part comparison to verify complex geometries and tight tolerances.
• Reverse Engineering: Accurate 3D data capture for legacy components, obsolete industrial parts, and bespoke fabrications where original CAD files or engineering drawings are unavailable.
• Portable & On-Site Capabilities: A high-portability setup capable of being deployed at customer premises to offer a chargeable 3D scanning, inspection, and measurement service.
• Scrap & Waste Reduction: Early identification of machining and dimensional errors to reduce material scrap and optimize CNC setup times.
• Data Analytics & ISO 9001 Integration: Production of comprehensive digital inspection reports to support quality assurance processes and customer compliance.

The successful system implementation will support internal users across quality control, engineering, and CNC production, while directly enhancing customer satisfaction through accelerated turnaround times, proven dimensional accuracy, and expanded engineering service capabilities.

Methodology

We expect suppliers to outline a delivery methodology that includes:

• Business Needs & Technical Compatibility Analysis: Verification that the hardware, optics, and software meet accuracy, volumetric, and material handling requirements for engineering plastics.
• Ethical Considerations & IP Protection: Secure handling and storage of proprietary client CAD data, confidential 3D scan models, and inspection files.
• Technical & Workflow Integration: Alignment with Vaplas’ CAD/CAM design software and quality management workflows.
• A Collaborative Approach: Clear roadmap for equipment delivery, commissioning, system calibration, testing, and comprehensive hands-on staff training.
• Clear Documentation: Provision of an implementation timetable, warranty terms, risk mitigation plan, and contingency support measures.

Outputs / Deliverables

Expected project deliverables include:

• Hardware Supply & Setup: Supply of the 3D optical metrology scanner unit (Creaform HandySCAN EVO, SHINING 3D FreeScan Omni, or equivalent), cabling, optical targets, positioning accessories, and protective transport cases.
• Software Licensing & Configuration: Metrology, CAD comparison, and reverse engineering software suite for data acquisition, mesh processing, and reporting.
• Calibration & Commissioning: Full on-site installation, system setup, calibration, and operational validation at our Normanton facility.
• Integrated Staff Training: Practical user training for engineering and quality control staff covering hardware operation, calibration, reverse engineering workflows, and mobile setup.
• Reporting Outputs: Accessible, automated digital inspection reporting formats (e.g., colour deviation maps, PDF/Excel summaries, GD&T analysis).
• Project Reviews & Aftercare: Post-installation review reports, manufacturer warranty, and a Service Level Agreement (SLA) covering software maintenance updates and technical support.

Contract Management

• Project Start: October 2026
• Completion Deadline: December 2026
• Contract Manager: Managing director, Vaplas Ltd
• Payment Terms: Payments will be defined in the final supply contract.
• Support Agreement: A service-level agreement (SLA) covering post-launch technical support, recalibration, and hardware maintenance will be required.

Award Criteria

Proposals will be assessed using an evaluation matrix and scored based on:

• Technical Capability & Accuracy: Volumetric accuracy, repeatability, scanning speed, and suitability for complex, light/dark, and high-tolerance engineered plastics.
• Portability & Operational Versatility: Suitability of hardware and packaging for off-site deployment to support external client scanning services.
• Value for Money & Total Cost of Ownership: Itemized hardware, software licensing, training, and ongoing maintenance costs within the £65,000 project budget.
• Implementation Timeline & Delivery: Ability to deliver equipment, complete commissioning, and conduct training within the target November–December 2026 window.
• Support, Training & SLA: Depth of staff training provided, quality of technical support, and long-term software/hardware aftercare.

Procurement Process

• Proposal Submission Deadline: 20^th October 2026
• Clarification Period: Late October 2026
• Notification of Procurement Decision: November 2026
• Submission Format: PDF format, submitted via email to: sales@vaplas.com with subject line: “3D Optical Metrology System Tender Proposal – Vaplas Ltd”

Note to Suppliers

This tender brief outlines our expectations, technical scope, and project deliverables. Suppliers are advised to submit comprehensive responses addressing all hardware specifications, software capabilities, training programs, itemized pricing, and SLA terms. Incomplete submissions or deviations from the specified format may result in exclusion from the evaluation process.

We look forward to receiving your proposals and selecting a partner to support Vaplas’ next stage of digital manufacturing growth.