CIRCULAR ICCAT # 04856/ 2024

Xxxxxx, x 00 xx xxxx xx 0000

CIRCULAR ICCAT # 04856/ 2024

ASUNTO: CONVOCATORIA DE OFERTAS- TÉRMINOS DE REFERENCIA - PROYECTO PILOTO PARA PROBAR EL USO DE CÁMARAS ESTEREOSCÓPICAS DURANTE LA PRIMERA TRANSFERENCIA Y LA AUTOMATIZACIÓN DEL ANÁLISIS DE LA GRABACIÓN DE VÍDEO

Como continuación a la Circular ICCAT #02226 / 2024 del 11 xx xxxxx de 2024, me complace remitirle adjuntos los Términos de referencia de una convocatoria de ofertas para un “Proyecto piloto con el fin de probar el uso de cámaras estereoscópicas durante la primera transferencia y la automatización del análisis de la grabación de video”. En concreto, estos Términos de referencia cubrirán el segundo objetivo de dicho proyecto:

- Comprobar el uso del software y la inteligencia artificial disponibles para el análisis automático de las grabaciones de vídeo, para determinar automáticamente el número de ejemplares de atún rojo y su talla, con el fin de estimar su peso.

Le agradecería que distribuya esta Convocatoria de ofertas entre las instituciones y personas cualificadas que pudieran estar interesadas.

Le saluda atentamente,

Secretario ejecutivo

Xxxxxxx Xxxx Xxxxxx Xxxxx

Distribución:

− Cargos de la Comisión:

Presidente de la Comisión:	X. Xxxxx Lado	Presidente del COC:	X. Xxxxxxxx
Primera vicepresidenta:	X. Xxxxxxxx	Presidente GTP:	X. Xxxxxx
Segundo vicepresidente:	X. Xxxxx	Presidenta del STACFAD:	X. Xxxxxx-Xxxxxx
Presidentes Subcomisiones 1 a 4		Presidente del SCRS:	X. Xxxxx

− Jefes de delegación/Jefes científicos

− Partes, Entidades o Entidades pesqueras no contratantes colaboradoras Documentación adjunta: Términos de referencia (solo en inglés)

Corazón de Xxxxx, 8 – 28002 MADRID – Spain, Espagne, España – Tel: x00 00 000 00 00 – Fax x00 00 000 00 00 – xxxxx://xxx.xxxxx.xxx- xxxx@xxxxx.xxx

Call for tenders - Terms of Reference

Pilot project to test the use of artificial intelligence to automatically analyse video footage of bluefin tuna transfer and caging operations

1. Background and objectives

Most of the catches taken under the total allowable catch of eastern Atlantic and Mediterranean bluefin tuna (BFT) allocated by the International Commission for the Conservation of Atlantic Tunas (ICCAT) are intended for caging in fattening farms (live BFT). The monitoring and control of the live BFT fishery is largely based on video recordings of the various transfer and caging operations of live bluefin tuna that take place underwater. Every transfer of tuna must be recorded underwater using stereoscopic (SC) and/or conventional cameras, including first transfers1, further transfers2, caging, control transfers, carry-over assessments and intra-farm and inter-farm transfers. All of this means that hundreds of video footages must be reviewed manually in each fishing campaign, with the consequent huge workload that this entails. In addition to the heavy workload, manual counting and manual measurement of fish size have inherent errors due the subjectivity associated to human intervention, which can affect negatively the accuracy of such counts and measurements.

In recent years there have been important technological developments that can assist in this matter. These technologies are promising but need to be tested to see if they can be used as a complement, supplement or replacement to the manual video analysis techniques currently in use.

With the aim of addressing these issues, at the 2022 Annual Meeting of the Commission, a pilot project was proposed by the European Union and approved by ICCAT through the Resolution by ICCAT establishing a Pilot project to test the use of stereoscopic cameras during first transfer and the automation of video footage analysis (Res. 22 15).

The pilot project has two independent objectives:

1. To test the use of stereoscopic cameras during the first transfers from purse seine vessels or traps to towing cages in order to be able to estimate at this stage the weight of the captured bluefin tuna (BFT);

2. To test the use of software and artificial intelligence (AI) to automatically determine the number of individuals and their size to allow estimating their weight (total removals from the wild population).

Two separate Calls for Tenders will cover the two objectives of the project. The first objective of the pilot project is currently being carried out, after the award by ICCAT of a contract. The field work will start with the beginning of the 2024 BFT fishing campaign.

The current Call for Tenders will cover the second objective mentioned above.

2. Contractor tasks

For the purposes of the second objective mentioned above, the company or consortium to which the contract is awarded will receive:

- A list of authorities and operators participating in the project;

- The video footages to be used for implementation of this objective of the pilot project once the project is awarded and the videos are available. For this purpose, the successful bidder(s) shall provide a web-based tool for secure file exchange or coordinate with the relevant authorities or operators to receive this material.

1 “First transfer” means a transfer of live bluefin tuna from a purse seine net or a trap to a transport cage.‌

2 “Further transfer” means any transfer operation that is conducted after the first transfer and before caging at the destination farm, such as splitting or merging of the contents of two transport cages but that does not include voluntary or control transfers.

The tasks to be performed under this objective will only include desk work.

The successful bidder(s) shall be available for any coordination meetings that may be necessary. At least one meeting should be scheduled, i.e. a kick off meeting to agree on the details of the work plan. The contractor must attend this meeting and any other meetings as necessary, to be called by the Steering Committee in consultation with the ICCAT Secretariat.

A copy of all original data obtained from each analysis, will be provided to the ICCAT Secretariat. Data will be provided in Excel, Word or any other manageable format.

The successful bidder(s) must expressly ensure, both during the term of the contract and after its termination, not to disseminate, transmit or disclose to third parties any information or data to which it has had access as a result of the work undertaken within the course of the project.

In the case of a consortium or group of entities, an administrative and a technical responsible entity should be identified.

The minimum tasks to be carried out by the successful bidder(s) are detailed in Annex 1 of this Call for Tenders: Minimum tasks and conditions for the implementation of the Pilot Project – Use of Artificial Intelligence to automatically analyse video footage of BFT Transfer and Caging Operations.

3. Deliverables

1. A brief SCRS document or presentation to be submitted by 10 September 2024, describing the activities carried out and the preliminary results achieved, to be presented at the September SCRS Bluefin Tuna Species Group meeting.

2. A brief document/extended summary (max. 3 pages, font Xxxxxxx 10, single space) to be submitted by 25 October 2024, describing the activities carried out and the preliminary results achieved, to be made available at the 2024 annual meeting of the Commission scheduled from 11 to 18 November 2024.

3. A draft final report to be submitted by 31 December 2024 at the latest, including:

I. The technical report, containing:

a) A full description of the work carried out during the analysis of the video footage;

b) A detailed description of the material, methodology and details of the operations analysed;

c) Detailed tables with the results of the analysis of the video footage, and the results of the comparison with other video footage as described in Annex 1 of these ToRs;

d) A detailed description of the analyses carried out and of the results achieved;

e) The possible challenges encountered and conclusions on the functioning of the project and its effectiveness;

f) An Executive Summary of the final report;

g) An Extended Summary of the activities (max. 3 pages, font Xxxxxxx 10, single space) carried out and results achieved;

h) Acknowledgements with a specific reference to the co-funding provided by the European Union as follows: “This work has been carried out within the scope of the project REM-BFT (project acronym), and co-funded by the European Union through the EU Grant Agreement No. 101103829, and a voluntary contribution by the United States.”

II. A PowerPoint presentation of the activities carried out and of the main results achieved.

4. The final report, to be prepared considering any comments provided on the draft final report by the Steering Committee, in consultation with the ICCAT Secretariat, and the full administrative report including copies of all the administrative documents are to be submitted by 15 February 2025, at the latest.

More detailed information on the content of these reports can be provided to the successful bidder(s) before the end of the implementation phase of the project. Due to the nature of this type of studies, specific contents of the draft final report might be set in the meetings mentioned in point 2.

4. Contractor minimum qualifications

- Be able to demonstrate owning or having access to the technology and software to automatically determine the number individual size of bluefin tuna individuals, as well as the individual average size and total biomass (round weight), for transfers and caging operations recorded with conventional and/or stereoscopic camera;

- Ensure that the software provided can be used in situ (i.e., at sea) and without the need for an internet connection;

- Ensure that the result of the automatic video analysis offers high accuracy and precision in the counting, estimations of individual size, mean individual size and total biomass. Achieved accuracy and precision should be higher than that achieved with systems currently used at bluefin tuna farms;

- Availability of sufficient qualified staff to carry out the duties and attend ICCAT meetings as might be required (online participation is an option);

- Documented multi-year experience in the development and/or use of such technologies, preferably in the bluefin tuna fishery;

- Excellent working knowledge of English. Sound knowledge of the two other ICCAT official languages (French and Spanish) is highly desirable.

The following desirable qualifications will also be taken into account in the evaluation of proposals:

- Demonstrable previous experience in similar projects;

- Demonstrate that the tools and procedure to be used are implementable in real conditions and would offer reliable data;

- In-kind contributions provided by the engaged entity.

5. Submission of proposals

Scientists and public or private Scientific Institutes, companies or consortiums interested should submit a detailed offer(s) only to the attention of Mr Xxxxxxx Xxxx Xxxxxx Xxxxx, the Executive Secretary of ICCAT, at the following address: xxxxxxx.xxxxx@xxxxx.xxx, and copying Ms. Xxx Xxxxxxxx (xxx.xxxxxxxx@xxxxx.xxx) and Ms. Xxxxx Xxxxxx (xxxxx.xxxxxx@xxxxx.xxx) by 3 June 2024 (18:00h Madrid time) at the latest, including:

a) The detailed offer covering the tasks as detailed in point 2 and Annex 1, as well as:

- A full description of the work to be carried out during the analysis of the video footages;

- A detailed description of the material, of the methodology intended and and the details of the operations to be analysed, including the demonstration of the criteria to set the coverage level to ensure sufficient representativeness;

- Any testing of the system they have carried out and the results obtained in terms of accuracy and precision to automatically estimate the number and sizes of the individuals.

b) The preliminary estimated budget, to be detailed by individual task and subtask. The costs of coordination should be included in the cost of each individual task/subtask and show clearly the full amounts including VAT or any other relevant taxes. Additionally, the budget will be broken down by these components: personnel costs (labour, including estimated number of days of work), overhead, travel and subsistence, consumables, equipment, system setting and maintenance and subcontracts;

c) A detailed Curriculum vitae of the tenderer and any of its partners and/or subcontractors with any documented experience in these fields, including recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information);

d) A detailed list of any subcontracting activities;

e) The name, address, and telephone number of the tendering body;

f) The institutional and administrative background of the tendering body (e.g., statutes, type of institution, annual budget, budget control procedures, etc.), if applicable;

g) A declaration that the staff and all the subcontracted staff will be covered by full insurance for all the tasks to be carried out according to the Call for Tenders, excluding ICCAT from all responsibility concerning the work to carried out by each offering institution;

h) Acknowledgement of this Call for Tenders;

i) A statement specifying the extent of agreement with all terms, conditions, and provisions herein included.

Contractors can be either research institutions such as government or private laboratories, universities, or private consultancy firms or other entities having the qualifications required. If the tender is submitted by an institute/University, it must indicate the expert(s) who will be dedicated to the completion of the tasks and that he/she will be available to present the work to the ICCAT Commission or one of its subsidiary bodies.

Offers sent after the deadline and/or that fail to furnish the required documentation or information or reject the terms and conditions of the Call for Tenders will not be considered.

The contractor should be available to attend (online attendance is an option) and report to any meeting requested by ICCAT.

6. Duration of the contract

The work under this contract will be concluded by 28 February 2025 at the latest.

7. Payment details

Disbursements will be made according to the following schedule:

1) 30% of the total amount of the contract upon signing of the contract and after receiving a regular invoice which may be submitted at the latest 30 days after signature of the contract;

2) 20% after provision and acceptance of deliverable #2 the Executive Summary. In addition, the contractor will submit regular invoice.

3) 40% after provision and acceptance of deliverable #3 the draft final report. The deliverable will be reviewed by the Steering Committee in consultation with the ICCAT Secretariat, who will communicate any necessary revisions (if applicable) to the Contractor and/or inform of approval within 10 days of submission. In addition, the Contractor will submit a complete set of documents concerning the expenses incurred under the contract and the regular invoice.

4) 20% after provision and acceptance of deliverable #4 the final report, upon incorporation of the comments by the Steering Committee in consultation with the ICCAT Secretariat (if applicable), and approval of the administrative documents, together with the regular invoice. The contractor will be notified of acceptance of the deliverable within 10 days of submission.

8. Selection of proposals

The ICCAT Secretariat will review the offer(s). Following the review process, the ICCAT Executive Secretary will notify the entity selected for the contract as soon as the selection process is completed. The Contract will be awarded on the basis of competitive tendering and the evaluation of proposals will be undertaken objectively, consistently and without bias towards particular suppliers.

Proposal(s) will be evaluated against a pre-determined set of criteria, which include: (i) cost (25%);

(ii) expertise and proven track record (20%); (iii) technical merit based on work plan (25%); iv) providing in-kind contributions to the budget (20%); and (v) flexibility to future changes to requirements (10%).

9. Logistics

All documents provided by the Contractor must be in MS Word or compatible software, tables must be in Excel format or compatible, figures and pictures must be in JPEG or TIFF format or compatible. All documents submitted must be in English.

10. Copyright

All the material produced by the Contractor will remain the property of ICCAT. All software written by the Contractor will be licensed under GLP or similar open-source license.

For additional information concerning this Call for Tenders, please contact ICCAT Secretariat at the following addresses: xxxxxx.xxxxxx@xxxxx.xxx and xxxxxxx.xxxxxxxx@xxxxx.xxx.

Annex 1

Minimum tasks and conditions for the implementation of the Pilot Project - Use of Artificial Intelligence to automatically analyse video footage of BFT Transfer and Caging Operations

The tasks to be performed would include at least:

1. In relation to the operations carried out under objective 1 of the pilot project:

i. Analyse (determine the number of individuals from conventional camera video footage, and the number of individuals and their individual and average size from stereoscopic camera video footage), using the software to be proposed by the contractor for automatic analysis, the videos of first transfers recorded in the trials performed for the first phase of this Pilot Project, point a) under section “Background and objectives”);

ii. Subject to the availability and agreement of the cooperating farm operator(s), in at least one case of the operations subject to testing during objective 1, the fish at caging shall not be mixed and shall be individually measured and weighed by the authorities and/or observer present at the time of harvesting. This information shall be passed to the successful bidder and shall be used for comparison between the length distributions obtained by automatic system and the length distributions obtained at harvesting.

2. In relation to recordings made by operators on other selected operations:

i. Analyse (determine the number of individuals,), using the software to be proposed by the contractor for automatic counting of individuals, at least one video of transfers in the Mediterranean recorded with a conventional camera;

ii. Analyse (determine the number of individuals), using the software to be proposed by the contractor for automatic counting of individuals, at least one video of transfers in the Adriatic recorded with a conventional camera;

iii. Analyse (determine the number, their individual size, mean size and total biomass), using the proposed software for automatic counting and measuring size of individuals, at least one video of caging operations in the Mediterranean recorded with a stereoscopic camera, in combination with conventional cameras where appropriate;

iv. Analyse (determine the number, their individual size, mean size and total biomass), using the software to be proposed by the contractor for automatic counting and measuring size of individuals, at least one video of caging operation in the Adriatic recorded with a stereoscopic camera, in combination with conventional cameras where appropriate;

v. Determine, using conventional means (manual analysis) the number of individuals in every considered footage, and in the case of stereoscopic camera videos also the average size of the individuals.

3. Comparisons:

i. Compare the results obtained from AI based systems with those obtained under point 2.v above and with the results obtained by the control authorities through manual means, both in the case of stereoscopic camera videos at caging and in the case of transfers, whenever these are available;

ii. Test the accuracy of the counting and length frequencies determined from the analyses of images, both manually and using the IA based system, by comparing these results with those obtained at the harvesting of selected cages (point 3) below) in which no further transfers occurred between caging and harvesting. These lengths at harvesting should be converted to lengths at caging taking into account the table published by the SCRS in relation to the growth rates of farmed fish;

iii. Assess cost efficiency of the tested systems and ease of application in real life conditions.

For comparing the results of the analysed video footage using the software to be proposed by the contractor, four different data sources should be used:

1) Results obtained using this software;

2) Results obtained using current manual system, including official data provided by authorities and data provided by operators or generated by the contractors, both for counting and for length distribution determinations;

3) Results of the physical measurements of the individuals at the time of harvesting, for the case mentioned under 1 ii) above.

The videos selected for analysis under point 2 above shall be chosen from those available among the operators/administrations collaborating in the project. The videos selected for analysis shall comply with the conditions of Annex 8, of the Recommendation by ICCAT amending the Recommendation 21-08 establishing a Multi-annual Management Plan for Bluefin Tuna in the Eastern Atlantic and the Mediterranean (Rec. 22-08) and in particular with point 1.e), in relation with the quality of the video footage.

The successful bidder may request further video footage from the collaborating authorities if deemed necessary for the training of the software.

In their response to this Call for Tenders, interested companies must include a detailed description of the software, technology and other material they are going to use, as well as the procedures and methodologies they propose to use, explaining the suitability of their use in real conditions for potential future use in the fishery.

For the manual determination of the average size of the transferred bluefin tuna individuals the system has to offer at least the same accuracy as the system currently used according to the specifications in Annex 9 of ICCAT Rec. 22-08.

The list of tasks mentioned above might, without prejudice, be subject to possible changes that may be introduced as a result of technical discussions between the Steering Committee in consultation with the ICCAT Secretariat, operators or authorities of the CPC participating in the project and the company in charge of the implementation of the project, and provided that these changes do not entail a significant increase in the time or resources to be assumed by the company.