Request for Tender for the Supply of Driving Simulator for HGV Rigid and Artic Trucks, Buses, Forklifts and Vans

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 Waterford and Wexford Education and Training Board (WWETB) seeks a contractor to supply a Driving Simulator system for HGV Rigid Trucks, Articulated Trucks, Buses, Forklifts, and Vans. This simulator will serve as a practical training aid for transport and logistics courses at the Waterford Training Centre.

Key activities include:

• Simulator Supply: One fully motion-based driving simulator, adaptable for various vehicle types, including HGV Rigid and Articulated Trucks, Buses, Forklifts, and Vans.
• Software Provision: The simulator must include software for each vehicle type, with the ability to switch between manual and automatic gearboxes.
• Training Scenarios: Development of a comprehensive set of training exercises focused on maintenance, driving skills, manoeuvrability, safety, and special handling.
• User Management: The system must allow for class group setup, student allocation, and logging/exporting of training results.
• Durability Requirements: Equipment must be robust and suitable for a workshop environment, capable of withstanding repetitive use.
• Delivery and Setup: The simulator must be delivered, installed, and operational by December 1, 2024, including training for WWETB staff on usage and maintenance.
• Warranty and Support: A minimum of 12 months warranty on hardware and software updates, with after-sales support available within one day of fault reporting.
• Additional Equipment: The contract may include provisions for additional simulators and equipment as needed.

The simulator must meet industry standards and be CE certified, ensuring compliance with relevant safety and operational requirements.

3. Background & buyer context

The procurement is part of WWETB's ongoing commitment to enhance training capabilities in transport and logistics. The need for a driving simulator arises from the increasing demand for skilled drivers in the region, aligning with the strategic objectives outlined in the Further Education and Training Strategy 2014-19. This initiative supports the broader goals of SOLAS, the further education and training authority in Ireland, to improve training quality and outcomes. The WWETB has previously operated training centres under SOLAS, enhancing its capacity to deliver effective training programs.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €100,000.
• Insurance:
• Employers’ Liability: €13m
• Public Liability: €6.5m
• Product Liability (supplies only): €6.5m
• Certifications: Compliance with CE marking and relevant industry standards.
• Past experience: Evidence of at least two comparable projects completed within the last three years.
• Personnel: Key personnel must have a minimum of three years' experience in relevant fields.
• Geographic constraints: Bidders must be capable of delivering to Waterford Training Centre.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow a Most Economically Advantageous Tender (MEAT) approach, balancing price and quality.

6. Submission requirements

Bidders must submit the following documents:

• Method statement: A detailed response document outlining how the requirements will be met (maximum 10 pages).
• CVs: For key personnel, limited to two pages each.
• Pricing schedule: Must follow the specified template.
• Case studies: At least two, demonstrating relevant experience with values between €20,000 and €65,000.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest statements.
• Mandatory site visit: Not applicable for this tender.
• Submission portal: Tenders must be submitted via eTenders, following specific formatting rules outlined in the RFT.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term and extensions: Initial contract for one year, with up to three extensions of 12 months each based on performance.
• Payment terms: Monthly invoicing for services rendered, requiring a purchase order number.
• Key SLAs/KPIs: Performance will be monitored continuously, with an annual review focusing on quality, turnaround time, and service delivery.
• Liquidated damages: Not specified.
• Termination clauses: Either party may terminate with three months' notice.
• IP ownership: Not specified.
• Sub-contracting rules: Allowed, but must be disclosed and approved by the contracting authority.

9. Risks, red flags & unusuals

Potential concerns for bidders include:

• Turnover threshold: The minimum turnover requirement of €100,000 may limit participation from smaller firms.
• Geographic constraints: Bidders must be capable of delivering to a specific location, potentially excluding firms outside the region.
• Warranty and support: The requirement for a 12-month warranty and prompt after-sales support may pose challenges for firms without established service networks.
• Performance monitoring: Continuous performance evaluation may create pressure for the successful bidder to maintain high standards consistently.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with the following characteristics:

• Credible bidders: Firms with experience in supplying educational training equipment, particularly in the transport sector, and the ability to meet insurance and turnover requirements.
• Consortiums and subcontracting: Allowed, enabling smaller firms to collaborate on bids.
• Indicative bid-prep effort: Estimated at 5-10 days, depending on the complexity of the proposal.
• Pwin signal: The presence of a clear specification and the potential for additional orders may favor established suppliers, but the open nature of the tender allows for competitive bidding.

11. Where to dig deeper

• Source RFT filename: etenders RFT Supply of Driving Simulator for HGV Rigid and Artic Trucks, Bus, Forklift and Vans.docx
• eTenders CFT ID: WS24/8
• Contact for queries: Questions and Answers facility on www.etenders.gov.ie
• Important attachments: Appendix 1 – Scope of Requirements, Appendix 2 – The Contracting Authority’s Terms and Conditions.