Supply of Stationery and Office Supplies

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

The Galway Rural Development Company (GRD) seeks to establish a supplier panel for the provision of stationery and office supplies. This panel will support GRD's operational needs at its premises located at Mellows Campus, Athenry, County Galway. The anticipated scale of the supply includes a wide range of office products necessary for day-to-day operations.

The contractor's day-to-day activities will encompass:

• Supply of Paper Products: Including multipurpose A4 and A3 office paper in various weights (80gsm, 120gsm), colored paper, and certificate paper.
• Envelopes and Mailing Supplies: Provision of various types of envelopes, including DL plain white wallet envelopes and manila files.
• Writing and Stationery Supplies: Supply of ballpoint pens in multiple colors, pencils, erasers, markers, scissors, tape, glue sticks, and other essential stationery items.
• Ink Cartridges: Supply of specific ink cartridges for printers, including Brother and HP models.
• Books and Pads: Provision of various notepads, sticky notes, and writing pads.
• Filing and Archiving Supplies: Including lever arch files, ring binders, and document wallets.
• Desktop Accessories: Supply of staplers, staples, and other desktop items.
• Planning & Presentation Materials: Including laminating pouches and planners.
• Office Equipment and Accessories: Supply of USB memory sticks, batteries, and cleaning supplies.
• Cleaning and Sanitary Supplies: Including toilet rolls, hand towels, and cleaning products.

The panel will operate for 36 months starting from 1 February 2026, with an option for a 12-month extension, allowing GRD to adapt to evolving supply needs.

3. Background & buyer context

This procurement is initiated by GRD to establish a reliable supplier panel for essential office supplies, aligning with its operational requirements and sustainability goals. GRD is a not-for-profit organization contracted by the state to deliver various National and EU-funded programs aimed at benefiting the local community in County Galway. The establishment of this panel is part of GRD's commitment to sustainable procurement practices, which include minimizing environmental impacts and promoting economic considerations.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria to be considered for the panel:

• Turnover requirement: Not specified for this tender.
• Insurance: Not specified for this tender.
• Certifications: Not specified for this tender.
• Past experience: Bidders must demonstrate relevant experience with at least 2 comparable projects within the last 3 years.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

All applicants must provide detailed information as outlined in the tender documents, ensuring compliance with the specified requirements.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow a Most Economically Advantageous Tender (MEAT) approach, focusing on the overall value rather than just the lowest price. A minimum scoring threshold applies to each criterion.

6. Submission requirements

Bidders must submit the following documents as part of their application:

• Method statement / response document: Complete Appendix 1 Tender Response Document.
• CVs: Provide CVs for key personnel involved in the project.
• Pricing schedule: Include a detailed pricing schedule in the specified format.
• Case studies: Two previous examples of relevant experience, detailing the value and scope of services provided.
• Declarations: Include declarations regarding tax compliance, conflicts of interest, and adherence to Article 20 of EU Council Directive 93/36/EEC.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Applications must be submitted via email to [email protected].

7. Key dates & process

8. Contract terms that matter

The contract will have the following key terms:

• Term + extension structure: The panel will run for 36 months, with an option to extend for an additional 12 months.
• Payment terms: Not specified for this tender.
• Key SLAs/KPIs: Not specified for this tender.
• Liquidated damages or penalty regimes: Not specified for this tender.
• Termination clauses: GRD reserves the right to terminate contracts if circumstances render the arrangement uncompetitive.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Not specified for this tender.

9. Risks, red flags & unusuals

The following considerations may present risks or concerns for potential bidders:

• The panel's open application process allows for continuous submissions, which may lead to a fluctuating pool of competitors.
• The lack of specified insurance or turnover requirements could lead to uncertainty regarding the financial stability of potential suppliers.
• GRD reserves the right to terminate contracts or the entire panel at its discretion, which may introduce instability for suppliers.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that specialize in office supplies. A viable bidder would typically have:

• Experience in supplying a range of office products, including stationery and cleaning supplies.
• The capacity to demonstrate relevant past experience with at least two comparable projects.
• The ability to comply with sustainability practices and quality assurance measures.

Consortium or subcontracting arrangements are not explicitly mentioned, suggesting that individual firms may be preferred. The indicative bid preparation effort is estimated at several days, depending on the complexity of the submission. The presence of an open panel may signal a competitive environment, but the lack of specified turnover requirements could allow for broader participation.

11. Where to dig deeper

• Source RFT filename: GRD Stationary and Office Supplies Panel Jan 2026.docx
• eTenders CFT ID: Not specified
• Contact email: [email protected]
• Important attachments:
• Appendix 1 — Tender Response Document
• Appendix 2 — Specification of Requirements
• Article 20 Declaration Form