RFT for the provision of Design, Build, Break and Storage of Event Stands; and the provision of Branded Promotional Materials

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 contract encompasses two distinct lots for the Department of Social Protection (DSP). The contractor will provide services related to the design, build, break, and storage of event stands, as well as the provision of branded promotional materials.

Lot 1: Build and Break Service

• Service Type: Assembly, setup, and disassembly of DSP stands at various events across Ireland.
• Storage Requirements:
• Store 4 existing rigid build backdrops (approximately 3m x 3m).
• Store associated event furniture, including:
• 2 individual metre-tall pods.
• 2 modular counters (3m x 1m and 1m x 1m).
• 4 stools.
• 36 graphic panels (1m x 1m).
• Event Examples: National Ploughing Championships, Pregnancy and Baby Fair, Senior Times Over 50s Fair.
• Service Availability: Must provide build and break service on demand with a minimum of two weeks' notice prior to events.
• Additional Tasks: Collect and return IT equipment (e.g., digital totem screens, iPads) to DSP headquarters.

Lot 2: Branded Promotional Materials

• Production Requirements: Design, manufacture, and deliver branded DSP promotional items, including:
• Pull-up banners.
• Event backdrops.
• Staff lanyards.
• Branded stationery and pens.
• Branded apparel (e.g., t-shirts, jackets).
• Artwork Provision: DSP will provide electronic artwork and logos for production.
• Delivery Timeline: All ordered materials must be supplied within a minimum of two weeks from the date of order placement.

3. Background & buyer context

This tender is being issued as part of the DSP's ongoing efforts to enhance its public engagement through effective promotional materials and event presence. The DSP aims to ensure that its services and supports are effectively communicated to the public. The procurement aligns with the DSP's strategic goals to improve visibility and accessibility of its services. The contract is expected to facilitate the DSP's participation in various public events, thereby enhancing its outreach and engagement with the community.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €190,000 for the last three years.
• Insurance:
• Employer’s Liability: €12.7 million for any one claim.
• Public Liability: €6.5 million for any one claim.
• Professional Indemnity: €2.5 million.
• Certifications: Compliance with relevant ISO standards (e.g., ISO 9001).
• Past experience: Evidence of at least two comparable projects of similar size and complexity within the last three years.
• Personnel: Key personnel must have relevant experience, though specific roles and years of experience are not detailed.
• Geographic constraints: Must be able to operate within Ireland.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, focusing on the best balance of price and quality.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement: A response document following the provided template, with a specified page limit.
• CVs: For key personnel, with a maximum of two pages each.
• Pricing schedule: Must follow the provided template.
• Case studies: At least two, demonstrating relevant experience, with values ranging from €75,000 to €400,000.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Site visit: Not specified, but bidders should ensure compliance with all requirements.
• Submission portal: Tenders must be submitted via the electronic tenderbox on eTenders in the specified format.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: Initial contract length of three years, with the possibility of two one-year extensions.
• Payment terms: Not specified in detail but must comply with standard public sector payment practices.
• Key SLAs/KPIs: Performance metrics will be defined, though specific SLAs are not detailed in the documents.
• Termination clauses: Either party may terminate with 14 days' notice if necessary.
• IP ownership: All intellectual property created during the contract will belong to the DSP.
• Sub-contracting rules: Allowed, but the primary contractor must maintain overall responsibility.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Turnover threshold: The minimum turnover requirement of €190,000 may limit participation from smaller firms.
• Geographic constraints: The requirement to operate within Ireland may exclude firms with broader capabilities.
• Service notice period: The two-week notice requirement for build and break services may pose challenges for firms with limited resources.
• Storage obligations: The need for secure storage of event materials may require additional infrastructure investment.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with capabilities in event management and promotional material production. Viable bidders should have:

• Relevant experience in event logistics and promotional item production.
• The ability to meet insurance and turnover requirements.
• Capacity to handle the storage and logistics of event materials.
• Consortium or subcontracting is permitted, allowing smaller firms to collaborate with larger entities.

Bid preparation may require approximately 10-15 days, depending on the complexity of the submission. The presence of a minimum turnover requirement and the potential for established firms to dominate the bidding process may signal a competitive landscape.

11. Where to dig deeper

• Source RFT filename: RFT for The provision of Design Build Break and Storage of Event Stands; and the provision of Branded Promotional Materials 211024.docx
• eTenders CFT ID: Not specified.
• Contact email: Queries must be directed via the messaging facility on www.etenders.gov.ie.
• Important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement