Provision of Storage Services for Fáilte Ireland Promotional and Event Assets

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

Fáilte Ireland seeks a contractor to provide comprehensive storage services for promotional and event assets. The contractor will manage the secure storage, transportation, and reporting of these assets, which are critical for various tourism-related events and promotions.

The scope of work includes:

• Storage Requirements:

• A minimum secure storage area of 200 square meters in the first year, with flexibility for additional space as needed.

• Capacity to accommodate up to 1,200 square meters over the contract duration.

• Transportation:

• Sustainable transportation of assets to and from festival and event sites.

• Asset Management:

• Management of inventory, including tracking and reporting on asset condition and availability.

• Quality Management Reporting:

• Providing quality management reports after each event, detailing asset usage and condition.

• Security Measures:

• Implementation of security protocols to ensure the safety of stored assets.

• Compliance:

• Adherence to all relevant regulations and standards related to storage and transportation.

The contractor must demonstrate the ability to manage logistics efficiently, ensuring timely access to assets for events while maintaining high standards of security and reporting.

3. Background & buyer context

This procurement is part of Fáilte Ireland's ongoing efforts to enhance the management of promotional and event assets, aligning with the organization's strategic goals to support the tourism industry. The contract is being issued now to ensure that Fáilte Ireland can effectively manage its assets for upcoming events, including the Púca Festival and Winter in Dublin. The initiative is part of a broader strategy to improve operational efficiency and sustainability in tourism-related activities.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €350,000 over the last three financial years.

• Insurance:

• Employer’s Liability Insurance with an indemnity limit of €13,000,000.

• Public Liability Insurance with an indemnity limit of €6,500,000.

• Professional Indemnity Insurance with an indemnity limit of €1,300,000.

• Certifications: Not specified for this tender.

• Past experience: Evidence of at least three comparable projects completed within the last three years, demonstrating similar scope, scale, and complexity.

• Personnel: Not specified for this tender.

• Geographic / facility constraints: Not specified for this tender.

Bidders must provide documentation to support their claims and demonstrate compliance with these criteria.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The contract will be awarded to the lowest total cost tender that meets all minimum requirements of the qualitative award criteria.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Must follow the provided template with no specified page limit.
• CVs: For key personnel involved in the project, with no specified page count.
• Pricing schedule: Must be in the specified format using the provided template.
• Case studies: At least three, demonstrating relevant experience, with no specified value range.
• Declarations: Including the Electronic European Single Procurement Document (eESPD), Bona Fides, Tax clearance, and Conflict of Interest statements.
• Mandatory site visit: Not specified for this tender.
• Submission portal: All documents must be submitted via the eTenders portal, adhering to any specific format rules outlined in the tender documents.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Duration: The contract is for four years, with an option to extend for up to two additional years.
• Payment terms: Payment will be made within 15 days of receipt of a correct and appropriately vouched invoice.
• Key SLAs/KPIs: Not specified for this tender.
• Liquidated damages: Not specified for this tender.
• Termination clauses: Not specified for this tender.
• IP ownership: All materials developed under the contract will be owned by Fáilte Ireland.
• Sub-contracting rules: The successful bidder must designate a prime contractor responsible for the contract, regardless of subcontracting arrangements.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Turnover threshold: The minimum turnover requirement of €350,000 may limit participation from smaller firms.
• Insurance requirements: High insurance limits may pose a barrier for smaller bidders without existing coverage.
• Geographic constraints: Not specified, but any implicit geographic limitations could restrict competition.
• Tight timelines: The contract's go-live date and operational requirements may impose pressure on the successful bidder to mobilize quickly.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that can demonstrate:

• Credible bidding capacity: Firms with experience in storage and logistics, particularly in the tourism or event sectors.
• Consortium or subcontracting: Allowed, but the prime contractor must be designated.
• Indicative bid-prep effort: Estimated at several days to compile necessary documentation and case studies.
• Pwin signal: The presence of a defined turnover threshold and insurance requirements may favor established firms, potentially disadvantaging newer entrants.

11. Where to dig deeper

• Source RFT filename: ITT Storage Services for FI Promotional event assets.docx
• eTenders CFT ID: Not specified.
• Contact email: [email protected]
• Important attachments: Appendix 1 – Fáilte Ireland Supply of Services Contract, Section A – Pass/Fail Criteria, Section B – Specification and Award Criteria.