KCETB invite submissions to this Invitation to Tender for the supply and delivery of branded Promotional Merchandise

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 Kilkenny and Carlow Education and Training Board (KCETB) seeks a contractor for the supply and delivery of branded promotional merchandise. This framework agreement is structured into two distinct lots, with the expectation that the successful bidder will provide a wide range of promotional items to support the branding and marketing efforts of KCETB.

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

• Design and Production: Create and produce promotional items, including high-quality embroidery, screen printing, engraving, and cresting.
• Delivery: Ensure timely delivery of goods within three weeks from the date of order placement.
• Product Range: Provide a minimum of 95% of the products listed in Appendix 9, which includes items such as:
• Bag of Jellies
• Jelly Bean Jars
• Smarties Jars
• Soft Feel Pens
• A5 Notebooks
• Drawstring Bags
• Cotton Tote Bags
• Hoodies and Fleece Jackets
• High Visibility Vests
• Quality Assurance: All goods must meet merchantable quality standards and be fit for purpose. If any item is deemed faulty, the contractor must provide a substitute at no additional cost.
• Sample Submission: Tenderers must submit samples of specific items for evaluation, including Smarties Jars and Hoodies, among others.
• Account Management: Designate an account manager to maintain communication with KCETB and ensure service delivery meets expectations.

The contractor must also be prepared to adapt to changing requirements, as additional items may be requested throughout the contract duration.

3. Background & buyer context

This procurement is part of KCETB's ongoing efforts to enhance its branding and marketing initiatives. The establishment of the framework agreement allows KCETB to streamline the procurement process for promotional merchandise, ensuring that it can efficiently meet the needs of its various schools and training centers. The framework aims to leverage efficiencies and maximize cost savings over its duration. The current procurement follows the transition from Vocational Education Committees to Education and Training Boards, which was formalized in the 2013 Education and Training Boards Act.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover not specified for this tender.
• Insurance:
• Employers Liability: €13 million
• Public Liability: €6.5 million
• Product Liability: €6 million
• Certifications: Not specified for this tender.
• Past experience: Not specified for this tender.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

Bidders must demonstrate their ability to provide at least 95% of the products listed in the tender documentation.

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 a balance of price and quality.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Use the named template with a maximum of 10 pages.
• CVs: Provide CVs for key personnel, limited to 2 pages each.
• Pricing schedule: Complete the named template with detailed pricing for all items.
• Case studies: Submit 2 case studies demonstrating relevant experience, with values ranging from €10,000 to €50,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified for this tender.
• Submission portal: All submissions must be made via eTenders, adhering to specified format rules.

7. Key dates & process

8. Contract terms that matter

The framework agreement will have the following key terms:

• Duration: 1 year, with the possibility of up to 3 one-year extensions based on performance.
• Payment terms: Monthly invoicing for goods supplied, requiring a purchase order number for processing.
• Performance monitoring: Supplier performance will be reviewed annually, focusing on cost competitiveness, quality of service, and turnaround time.
• Termination clauses: The contract may be terminated for consistent poor performance or failure to meet obligations.
• IP ownership: All branding and design work will remain the property of KCETB.
• Sub-contracting rules: Not specified for this tender.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Turnover threshold: The absence of a specified turnover requirement may indicate a preference for established suppliers, potentially limiting opportunities for smaller firms.
• Geographic constraints: Not specified, but the requirement to deliver to multiple locations may pose logistical challenges.
• Performance monitoring: Continuous poor performance may lead to removal from the framework, which could impact long-term business relationships.
• Sample evaluation: The requirement to submit samples may disadvantage bidders who cannot easily produce or deliver these items.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that specialize in promotional merchandise and have the capacity to meet the following criteria:

• Credible bidders: Firms with experience in producing branded promotional items, particularly those with capabilities in embroidery and screen printing.
• Consortium or sub-contracting: Not specified, but firms may consider forming partnerships to meet the product range requirements.
• Bid preparation effort: Estimated at 5-10 days, including time for sample preparation and documentation.
• Pwin signal: The absence of an incumbent supplier may provide an opportunity for new entrants, but the requirement for a high percentage of product availability may favor established firms.

11. Where to dig deeper

• Source RFT filename: KCETB Invitation to Tender Promotional Merchandise.pdf
• eTenders CFT ID: not specified
• Contact email: not specified
• Important attachments:
• Appendix 9 – Pricing Schedule
• Appendix 3 – Framework Agreement Terms and Conditions
• Appendix 4 – Service Level Agreement