Franking Machines and Associated Service

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 involves the provision of franking machines and associated services for the Legal Aid Board, covering 42 locations. The contractor will be responsible for the rental of franking machines, provision of labels and ink, and maintenance services. The scope includes:

• Franking Machines: Supply of machines fit for purpose across all offices.
• Rental Services: Ongoing rental agreements for the franking machines.
• Consumables: Provision of necessary labels and ink for the franking machines.
• Maintenance Services: Regular maintenance and support for the machines to ensure operational efficiency.
• Support Services: Technical support for troubleshooting and repairs as required.

The contract is structured for an initial term of 2 years, with the possibility of extending for up to 2 additional years, divided into two 12-month extensions. The contractor must ensure that all services meet the operational needs of the Legal Aid Board across its multiple locations.

3. Background & buyer context

This procurement is initiated by the Legal Aid Board to modernize and streamline its mailing processes through the acquisition of franking machines. The decision aligns with the Board's strategic objective to enhance operational efficiency and reduce mailing costs. The current contract is expiring, necessitating a new procurement process. The Board aims to encourage participation from small and medium enterprises (SMEs) to foster competitive bidding and ensure value for public funds.

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:
• Employer’s Liability: €12.7M
• Public Liability: €6.5M
• Product Liability: not specified
• Professional Indemnity: €500,000
• Certifications: Not specified for this tender.
• Past experience: Bidders must demonstrate successful delivery of similar goods within the past five years.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

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 for each criterion.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Use the provided template, adhering to page limits.
• CVs: Include CVs for key personnel, limited to two pages each.
• Pricing schedule: Complete the pricing schedule in the specified format.
• Case studies: Provide two case studies of similar projects, with values ranging from €50,000 to €150,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified for this tender.
• Submission portal: All documents must be submitted via eTenders in the required format.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: Initial contract length of 2 years, with the option for two 12-month extensions.
• Payment terms: Payments will be made in accordance with the Goods Contract.
• Key SLAs/KPIs: Not specified in the documents.
• Liquidated damages: Not specified in the documents.
• Termination clauses: Either party may terminate with 14 days' notice.
• IP ownership: Not specified in the documents.
• Sub-contracting rules: Allowed, but the successful bidder must designate a prime contractor.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Turnover threshold: The absence of a specified turnover requirement may indicate a risk of low-capacity bidders.
• Insurance requirements: High insurance limits may exclude smaller firms that cannot meet these criteria.
• Limited past experience: The requirement for relevant past experience may disadvantage new entrants or smaller firms without extensive portfolios.
• Lack of clarity on extensions: The terms for contract extensions are not fully detailed, which may lead to uncertainty for bidders.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises that can provide franking machines and associated services. Viable bidders should have:

• Relevant experience in supplying similar goods and services.
• The capacity to meet high insurance requirements.
• Ability to demonstrate compliance with the selection criteria.

Consortium or subcontracting arrangements are permitted, allowing smaller firms to collaborate with larger entities. Bid preparation may require several days to compile the necessary documentation and ensure compliance with all requirements. The presence of high insurance and turnover thresholds may signal a competitive environment, potentially favoring established firms.

11. Where to dig deeper

• Source RFT filename: Franking Tender 24.docx
• eTenders CFT ID: not specified
• Contact email: not specified
• Important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement