Supply, Delivery, Installation, Commissioning and Support of Spinal Robotic Navigation Surgery Platform and associated Radiology Equipment

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 encompasses the supply, delivery, installation, commissioning, and ongoing support/maintenance of a Spinal Robotic Navigation Surgery Platform and associated radiology equipment at Tallaght University Hospital. The scale of this project is significant, as it aims to enhance surgical capabilities and improve patient outcomes in spinal surgery.

Key activities include:

• Supply and Delivery: Provision of the Spinal Robotic Navigation Surgery Platform and associated radiology equipment, including all necessary components and consumables.
• Installation: Setting up the equipment in designated operating rooms within the hospital.
• Commissioning: Ensuring that the equipment is fully operational and meets all specified performance standards.
• Training: Providing training for hospital staff on the use and maintenance of the equipment.
• Support and Maintenance: Offering ongoing technical support and maintenance services for a specified duration post-installation, ensuring the equipment remains in optimal condition.

The successful contractor must adhere to the specifications outlined in Section 3 of the tender documents, which detail the technical requirements and performance standards expected from the equipment. The proposal must also include all lifecycle consumables and service contract costs, ensuring no additional costs arise for the hospital post-delivery.

3. Background & buyer context

This procurement is part of Tallaght University Hospital's strategic initiative to enhance its surgical capabilities and improve patient care in spinal surgery. The hospital, which serves a population of over 640,000, has identified the need for advanced surgical technologies to meet increasing demand and improve surgical outcomes. The investment aligns with broader healthcare objectives to modernize facilities and incorporate innovative medical technologies.

The hospital has a history of providing comprehensive healthcare services and is recognized as one of Ireland's leading academic teaching hospitals. This tender reflects a commitment to maintaining high standards of care and operational efficiency.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria to be considered for evaluation:

• Turnover requirement: Minimum average annual turnover of €1,000,000 over the last three years.
• Insurance:
• Public Liability: €6,500,000
• Product Liability: €6,500,000
• Employer's Liability: €12,700,000
• Motor Insurance: €2,600,000
• Certifications: Compliance with ISO 9001, ISO 13485, or equivalent standards.
• Past experience: Minimum of 3 comparable projects completed within the last 5 years, each valued at €500,000 or more.
• Personnel: At least 2 qualified personnel with a minimum of 5 years' experience in medical equipment installation and support.
• Geographic constraints: Bidders must be located within the EU/EEA.

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. A minimum scoring threshold of 60% is required across all criteria for a bid to be considered.

6. Submission requirements

Bidders must submit the following documents:

• Method statement: A detailed response document following the provided template, with a maximum of 20 pages.
• CVs: Resumes for key personnel (maximum 2 pages each) demonstrating relevant experience.
• Pricing schedule: A completed pricing template detailing all costs associated with the tender.
• Case studies: At least 2 case studies of similar projects, each valued between €500,000 and €2,000,000.
• Declarations: Completed ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Attendance at a site visit is required; details will be provided upon request.
• Submission portal: All submissions must be made via the eTenders platform, adhering to specified formatting rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term and extensions: Initial contract duration of 36 months, with the possibility of extending for up to 3 additional 12-month periods, subject to mutual agreement.
• Payment terms: Payments will be made within 45 days of receipt of a valid invoice.
• Key SLAs/KPIs: The contractor must provide 24/7 emergency support and respond to service requests within 4 hours.
• Liquidated damages: Penalties may apply for delays in delivery or installation beyond agreed timelines.
• Termination clauses: Either party may terminate the contract with 28 days' notice without cause.
• IP ownership: All intellectual property rights related to the equipment and software will remain with the contractor unless otherwise agreed.
• Sub-contracting rules: Sub-contracting is permitted but must be disclosed and approved by the hospital.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirement of €1,000,000 may limit participation from smaller firms, potentially favoring larger incumbents.
• The requirement for extensive insurance coverage may pose a barrier to entry for smaller bidders who may not meet these thresholds.
• The tight timeline for go-live may present challenges for bidders to ensure timely delivery and installation, particularly if unforeseen delays occur.
• The need for compliance with specific ISO standards may limit the pool of eligible bidders who can demonstrate such certifications.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that specialize in medical equipment supply and installation. Eligible bidders should possess:

• Relevant experience in the healthcare sector, particularly in surgical equipment.
• The capability to meet stringent insurance and certification requirements.
• The ability to provide ongoing support and maintenance services.

Consortium bidding is allowed, which may enable smaller firms to partner with others to meet the requirements. Preparation for this bid may require approximately 10-15 days of effort, including documentation and proposal development. The presence of established incumbents may indicate a competitive landscape, but the opportunity remains open for SMEs with the right expertise and resources.

11. Where to dig deeper

• Source RFT filename: 24092024 TUH Final ITT Spinal Robotic Navigation Surgery Platform.docx
• eTenders CFT ID: TUH706
• Contact email: [email protected] or [email protected]
• Important attachments:
• Appendix A — Technical Specifications
• Appendix B — Pricing Schedule
• Appendix C — Method Statement Template