Supply plus Installation and configuration of one Motion Capture rig at the Institute of Art Design and Technology

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 supply, installation, and configuration of a Motion Capture (MoCap) rig at the Dún Laoghaire Institute of Art Design and Technology (IADT). The MoCap rig will be utilized by staff and students for various applications, including gaming, animation, and virtual production. The designated motion capture area is specified to be 6 meters wide, 4 meters deep, and no taller than 3 meters, accommodating one to two persons.

Key activities include:

• Supply of Equipment: Provision of a complete MoCap rig, including a minimum of 12 tracking cameras.
• Installation: Setting up the MoCap rig within the specified area at IADT.
• Configuration: Ensuring the system is operational and tailored to the needs of the users.
• Training: Providing necessary training to staff and students on how to effectively use the MoCap rig.
• Support: Offering ongoing technical support and maintenance for the duration of the contract.

The contractor must ensure that all equipment meets the required specifications and standards for performance and safety.

3. Background & buyer context

This procurement is part of IADT's initiative to enhance its facilities for education in digital media and technology. The establishment of a dedicated motion capture area aligns with the institute's strategic goals to provide cutting-edge resources for students and staff. The decision to procure this equipment now is driven by the growing demand for advanced technology in creative disciplines, particularly in light of recent developments in the gaming and animation sectors. No incumbent supplier is mentioned in the documentation.

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: €12.7 million
• Public Liability: €6.5 million
• Product Liability: €6.5 million
• Professional Indemnity: €6.5 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 provide evidence of their financial and technical capabilities as part of their submission.

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 price-quality ratio. There are no minimum scoring thresholds specified for individual criteria.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Use the provided template with a maximum of 20 pages.
• CVs: Include CVs for key personnel, limited to 2 pages each.
• Pricing schedule: Complete the pricing schedule as per Appendix 2.
• Case studies: Provide at least two case studies of similar projects, with values ranging from €50,000 to €200,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: A site visit is required before 16/10/2024; contact Steven Nestor or Ciaran Eaton to arrange.
• Submission portal: All submissions must be made via the electronic tenderbox on eTenders.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: The initial contract term is 1 year, with the possibility of extension not specified.
• Payment terms: Payments will be made in accordance with the Goods Contract, with specific terms outlined in Appendix 5.
• Key SLAs/KPIs: Not specified in the documentation.
• Liquidated damages: Not specified in the documentation.
• Termination clauses: The contract may be terminated with 14 days' notice.
• IP ownership: Not specified in the documentation.
• Sub-contracting rules: Subcontracting is permitted, but a single entity must be designated as the Prime Contractor.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Insurance requirements: The high levels of insurance required may limit participation from smaller firms.
• Lack of specified turnover: The absence of a clear turnover requirement may create uncertainty for bidders regarding financial expectations.
• No incumbent supplier mentioned: This could indicate a lack of established relationships, which may affect the competitive landscape.
• Tight timelines: The requirement for a site visit before the clarification deadline may pose logistical challenges for some bidders.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that specialize in IT and software solutions, particularly those with experience in motion capture technology.

• Credible bidders: Firms with relevant technical expertise and the ability to meet insurance requirements can credibly bid.
• Consortium/sub-contracting: Bidders can form consortia or subcontract, allowing smaller firms to participate alongside larger entities.
• Indicative bid-prep effort: Preparing a competitive bid may require approximately 10-15 days of effort, considering the documentation and site visit.
• Pwin signal: The absence of an incumbent supplier may present an opportunity for new entrants, but the high insurance requirements could deter some SMEs.

11. Where to dig deeper

• Source RFT filename: RFT Ref. NT2024-19A MOCAP.pdf
• eTenders CFT ID: Not specified.
• Contact email: [email protected], [email protected]
• Important attachments: Appendix 1 — Requirements and Specifications, Appendix 2 — Pricing Schedule, Appendix 3 — Tenderer’s Statement.