Request for Tender for Inclusion on a Supplier Panel for IT 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

Galway Rural Development Company (GRD) seeks to establish a supplier panel for the provision of IT equipment over a three-year period, commencing on 1 February 2026. The panel will support GRD's operational needs across its three locations in County Galway: Athenry, Tuam, and Ballinasloe. The anticipated IT equipment includes various hardware and peripherals necessary for the daily operations of GRD's staff.

The contractor's day-to-day activities will encompass the following deliverables:

• Supply of IT Equipment: This includes, but is not limited to:
• 25 PCs, 9 printers, 43 laptops, and 28 iPads at the Athenry office
• 7 PCs and 3 laptops at the Tuam office
• 5 PCs, 2 printers, and 1 laptop at the Ballinasloe office
• Maintenance and Support: Provision of ongoing technical support and maintenance for the supplied equipment.
• Installation Services: Setup and configuration of IT equipment, including servers and software installations.
• Environmental Management: Suppliers must demonstrate practices that minimize environmental impact, such as energy-efficient equipment and recycling programs.
• Quality Assurance: Implementation of quality control measures to ensure the reliability and performance of the IT equipment supplied.

The current IT infrastructure includes Server 2012 and Server 2016, Windows 10 Pro, Office Pro 2016, Microsoft CRM, and Sage payroll. The supplier panel will be expected to adapt to evolving needs and may be called upon to provide additional equipment or services as required.

3. Background & buyer context

The procurement of IT equipment is aligned with GRD's commitment to enhancing its operational capabilities through sustainable procurement practices. This initiative supports various National and EU-funded programmes aimed at benefiting the local community in County Galway. The establishment of a supplier panel is intended to streamline the procurement process for IT equipment, ensuring that GRD can respond effectively to its evolving needs. The panel will remain open for applications throughout its lifecycle, allowing for flexibility in sourcing suppliers.

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: Bidders must detail the number of suitably qualified and experienced personnel available to deliver the services.
• Geographic / facility constraints: Not specified for this tender.

All applicants must provide evidence of their self-declared information within five working days of request.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow a Most Economically Advantageous Tender (MEAT) approach, with a minimum scoring threshold of 50% required across all criteria to qualify for the panel.

6. Submission requirements

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

• Method statement / response document: Complete Appendix 1 Tender Response Document, adhering to specified formats.
• CVs: Provide CVs for key personnel, limited to 2 pages each.
• Pricing schedule: Submit a detailed pricing schedule using the provided template.
• Case studies: Include 2 relevant case studies demonstrating previous experience, with values ranging from €10,000 to €100,000.
• Declarations: Complete necessary declarations including ESPD, Bona Fides, Tax clearance, and Conflict of Interest.
• 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 operate under the following terms:

• Duration: 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.
• Termination clauses: GRD reserves the right to terminate contracts if circumstances render the arrangement uncompetitive.
• Intellectual Property: All information provided will be treated confidentially, with specific provisions for intellectual property rights.
• Sub-contracting rules: Not specified for this tender.

9. Risks, red flags & unusuals

The following potential risks and concerns have been identified in this tender:

• Open-ended application period: The panel is open for applications throughout its lifetime, which may lead to an influx of submissions and increased competition.
• No guaranteed contracts: Inclusion on the panel does not guarantee any contract, which may deter some bidders.
• Lack of specified insurance and certification requirements: This may lead to variability in the quality of bidders and the services they can provide.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that specialize in IT equipment supply and support. Viable bidders should have:

• Relevant experience in providing IT equipment and services, with a proven track record in similar projects.
• The capability to demonstrate environmental management practices.
• The ability to provide qualified personnel for service delivery.

Consortium arrangements or subcontracting are not explicitly mentioned, but bidders should be prepared to demonstrate their capacity to meet the requirements independently. The indicative bid preparation effort is estimated to be around 5-10 days. The presence of a panel structure may indicate a competitive environment, with potential incumbents having an advantage.

11. Where to dig deeper

• Source RFT filename: GRD IT Equipment 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