Establishment of a Single Party framework agreement for Supply, Delivery, Installation and Commissioning of Healthcare Equipment

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

2. Scope of Work

This tender seeks to establish a single-party framework agreement for the supply, delivery, installation, and commissioning of healthcare equipment for Drogheda Institute of Further Education (DIFE). The estimated expenditure for the goods under this framework is between €200,000 and €1,500,000 (excluding VAT) over the contract term, including any potential extensions. The contract duration is initially set for two years, with a provision for extension by up to 24 months.

The scope of work encompasses the provision of specific healthcare simulation equipment, including:

• High-Fidelity Adult Patient Simulator: A sophisticated manikin designed for advanced medical training scenarios.
• High Fidelity OB-GYN Obstetrics & Women’s Health Simulator Childbirth Simulator: A specialized simulator for training in obstetrics and women's health procedures, including childbirth.
• Digital Anatomy Table & Virtual Dissection and 3D Anatomy Visualisation System: A digital platform for anatomical study, virtual dissection, and 3D visualisation of human anatomy.

The contractor will be responsible for:

• Supply: Providing the specified healthcare equipment.
• Delivery: Transporting the equipment to Drogheda Institute of Further Education.
• Installation: Setting up the equipment at the designated location.
• Commissioning: Ensuring the equipment is fully operational and meets specified standards.
• Training: Providing on-site follow-up training 4-6 weeks post-installation or as agreed.
• Warranty: A minimum of a three-year warranty package for each item, covering technical support, software updates (where applicable), maintenance support, and continued access to supplier support services.
• Aftersales Support: Comprehensive aftersales support, including a nominated account manager, management of queries and complaints, and clear details on warranty coverage, response times, escalation procedures, and extended warranty options.
• Returns and Replacements: A clear policy for returns and replacement of damaged or faulty supplies with defined timelines.
• Invoicing: Adhering to the contracting authority’s invoicing procedures, including the issuing of credit notes.
• Sustainability: Demonstrating how sustainability will be addressed in the supply, delivery, installation, and lifecycle management of the goods, including energy efficiency, recycling, waste management, and transport emissions reduction.

3. Background & buyer context

This procurement is being conducted by Louth and Meath Education and Training Board (LMETB) to equip Drogheda Institute of Further Education (DIFE) with advanced healthcare simulation equipment. The initiative aligns with LMETB's broader educational mission and the need to provide state-of-the-art training facilities. The procurement is being managed under an open procedure, adhering to the European Union (Award of Public Authority Contracts) Regulations 2016. The estimated value of the contract falls within the range of €200,000 to €1,500,000 (excluding VAT). The policy also seeks to encourage participation by Small and Medium Enterprises (SMEs).

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement: Confirmation that turnover exceeded €200,000 for each of the last 3 years, or pro-rata if more recently established.
• Insurance:
• Employer's Liability: €13 million
• Public Liability: €6.5 million
• Product Liability: €6 million Bidders must confirm they have these insurances in place or can obtain them if successful.
• Certifications: Tenderers must demonstrate operation of an appropriate quality assurance programme, which can be 3rd party certified or a comprehensive in-house system. They must also demonstrate operation of Health & Safety systems and procedures in line with the Safety Health & Welfare at Work Act 2005 to 2014, and an appropriate Environmental Management system.
• Past experience: Tenderers must provide details of three contracts of a similar nature within the last 3 years, supplying goods to an education/training related organisation.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

The award criteria are as follows, with a weighting indicating their importance in the evaluation process:

The contract will be awarded based on the Most Economically Advantageous Tender (MEAT). Bidders must achieve the minimum marks allocated to each qualitative sub-criterion.

6. Submission requirements

Bidders must complete and submit the following:

• Tender Response Document: This document must be completed in full, following all instructions regarding attachments and word limits.
• Form of Tender: Must be signed to be valid.
• Detailed Breakdown of Charges and Expenses: As per Appendix 2 – Pricing Schedule.
• Declarations:
• Confirmation of completion of Article 57 declaration.
• Acceptance of Contract Terms and Conditions.
• Submission of European Single Procurement Document (ESPD) via eTenders.
• Declaration of Bona Fides & Statutory Obligations.
• Declaration re Statutory Obligations.
• Tax Clearance confirmation.
• Turnover Evidence: Confirmation of requisite turnover, with evidence to be provided promptly on request.
• Insurance Confirmation: Confirmation of insurances in place or ability to obtain required levels, with evidence to be provided promptly on request.
• Past Contracts: Details of three comparable contracts within the last 3 years.
• Management Systems: Details of Quality Assurance, Health & Safety, and Environmental Management systems.
• CVs: Not specified for this tender.
• Case Studies: Not specified for this tender.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Tenders must be submitted via eTenders.gov.ie.

7. Key dates & process

8. Contract terms that matter

• Term: The Goods Contract will be for a term of 2 years.
• Extension: The Contracting Authority reserves the right to extend the Term for a period or periods of up to 24 months, with a maximum of one such extension.
• Pricing: Prices will be held for 12 months from the effective date of the contract. Following this period, LMETB will draw down from the framework on a request for quote basis using market values at the time of order, benchmarked against the pricing schedule.
• Payment: Not specified.
• SLAs/KPIs: Not explicitly detailed, but criteria such as "Order & Supply" and "Aftersales/Customer Support" imply performance expectations.
• Liquidated damages: Not specified.
• Termination: Not specified beyond general clauses in the Tender Response Document regarding breaches and notice periods.
• IP ownership: Not specified.
• Sub-contracting: Not specified.
• Parent-company guarantee/bond: Not specified.

9. Risks, red flags & unusuals

• Estimated Value vs. Contract Length: The estimated total expenditure (€200,000 - €1,500,000) over a potential 4-year term (2 years + 2-year extension) suggests a relatively low average annual spend per year, which might indicate fluctuating demand or a desire for flexibility.
• Single Party Framework: The establishment of a "single party framework agreement" means only one supplier will be appointed, creating a sole supplier relationship for the duration. This concentrates risk for the buyer but offers a clear opportunity for the successful bidder.
• Specific Equipment Focus: The tender is for very specific, high-fidelity simulation equipment, requiring specialized knowledge and supply chains. This narrows the potential pool of qualified bidders.
• SME Encouragement: While encouraging SME participation, the nature of the specialized equipment may present a challenge for smaller, less experienced firms to bid independently. Consortiums or sub-contracting might be necessary.
• Pricing Hold Period: Prices are fixed for 12 months from the contract's effective date, with subsequent orders subject to market values. This requires careful pricing strategy for the initial period.

10. SME fit assessment

This tender is likely best suited for established suppliers specializing in advanced medical simulation equipment. Given the specific nature of the items (high-fidelity simulators, digital anatomy tables), a firm with demonstrable experience in supplying similar technology to educational or healthcare institutions would be well-positioned.

• Credible bidders: Companies with a proven track record in supplying and supporting complex medical training equipment, possessing the necessary technical expertise and established supply chains for these niche products.
• Consortium/Sub-contracting: The tender encourages SME participation and suggests exploring relationships with other enterprises. This indicates that consortium bids or the use of sub-contractors by larger firms are permissible and potentially encouraged, allowing SMEs to participate by offering specific components or services.
• Indicative bid-prep effort: Preparing a compliant bid for this tender would likely require significant effort, estimated at 15-25 days, due to the detailed technical specifications, quality requirements, and extensive documentation needed. This includes gathering evidence of past performance, detailing management systems, and formulating responses to qualitative criteria.
• Pwin signal: The single-party framework structure suggests a competitive process, but the specialized nature of the equipment may limit the number of truly qualified bidders. There is no explicit mention of an incumbent supplier, but firms with existing relationships with LMETB or similar educational bodies might have an advantage in demonstrating understanding of requirements.

11. Where to dig deeper

• Source RFT filename: [2026 49 - FW_TRD_OPEN(FINAL)-Healthcare.docx], [2026-49 -- Goods-Request-for-Tender-Healthcare-DIFE.docx]
• eTenders CFT ID: Not explicitly stated in the provided text.
• Contact email or clarification portal: Not specified in the provided text.
• Most important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Invitation to Tender Document (general)