The supply of merchandise for the National Campaign, Hospice Sunflower Days for Hospices across Ireland

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 contractor is responsible for supplying a range of merchandise for the Hospice Sunflower Days campaign, which is a significant national fundraising initiative in Ireland. The campaign will occur on June 4th and 5th, 2025, and aims to raise funds for hospice and palliative care services across the country. The contractor must ensure timely delivery of merchandise to various hospice locations nationwide.

The specific activities include:

• Product Supply: Deliver 11 types of merchandise, including:

• Teddy Bears: 13,000 units, CE certified, with specific size and quality requirements.

• Pens: 24,000 units, with branding specifications.

• Trolley Token Keyrings: 21,000 units, featuring two tokens (€1 and €2).

• Tote Shopping Bags: 10,000 units, with specific dimensions and branding.

• Nail Files: 8,000 units, with a glitter finish and updated design for 2025.

• Collection Boxes: 1,000 units, designed for merchandise and donations.

• Tea Towels: 3,500 units, printed single-sided.

• Sunflower Seeds: 14,000 units, in 50 and 100 pack sizes.

• Dog Bandanas: 5,000 units, designed for pet use.

• Posters: 1,100 units, A3 size with two design options.

• Stickers: 14,000 units, printed self-adhesive.

• Quality Assurance: All products must be CE certified, and manufacturers must provide an ethics report confirming compliance with EU health and safety standards.

• Sample Provision: Bidders may be required to provide physical samples of products upon request.

• Delivery: Merchandise must be delivered to designated hospice locations by April 11, 2025. A list of delivery addresses is provided in Appendix 2.

3. Background & buyer context

This tender is being issued as part of the preparations for the 2025 Hospice Sunflower Days campaign, which marks its 35th anniversary. The campaign is a key fundraising initiative for Our Lady's Hospice and Care Services, aimed at supporting voluntary hospice and specialist palliative care services across Ireland. The funds raised during this event are crucial for maintaining and enhancing local hospice services. The procurement process is designed to ensure that the merchandise is sourced efficiently and meets the quality standards required for this national campaign.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Not specified for this tender.
• Insurance:
• Public Liability Insurance: €6.5 million
• Employer's Liability Insurance: €13 million
• Certifications: Bidders must hold relevant certifications, including CE certification for products.
• Past experience: Bidders must demonstrate experience in supplying similar merchandise, with at least two comparable projects completed in the last three years.
• Personnel: Bidders must have personnel with relevant experience in product supply and management.
• Geographic / facility constraints: Bidders must be able to deliver to multiple locations across Ireland as specified in Appendix 2.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow the MEAT (Most Economically Advantageous Tender) principle. There are no specified minimum scoring thresholds per criterion.

6. Submission requirements

Bidders must submit the following documents:

• Method Statement: A response document detailing the approach to the contract (no page limit specified).
• CVs: CVs of key personnel involved in the project (no page limit specified).
• Pricing Schedule: A detailed pricing schedule using the provided template.
• Case Studies: At least two case studies of similar projects, 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 through the eTenders portal, adhering to any specific format rules outlined in the tender documents.

7. Key dates & process

8. Contract terms that matter

The contract will be for an initial period of one year, with the possibility of extension based on a review at the end of the term. Key terms include:

• Payment Terms: Payment will be made upon delivery and acceptance of merchandise.
• Delivery Schedule: Merchandise must be delivered by April 11, 2025.
• Quality Standards: All products must meet CE certification and EU health and safety standards.
• Sub-contracting: Not specified, but bidders should clarify if they intend to sub-contract any part of the work.
• Termination Clauses: The contract may be terminated for non-compliance with delivery schedules or quality standards.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Tight Delivery Schedule: The requirement for delivery by April 11, 2025, may pose challenges for bidders, especially if production timelines are not clearly defined.
• Limited Scope for Negotiation: The tender specifies that it will be a final tender, with no secondary tendering, which may limit bidders' ability to negotiate terms post-submission.
• High Insurance Requirements: The insurance requirements may be a barrier for smaller firms without the necessary coverage.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that specialize in merchandise supply, particularly those with experience in the healthcare or charity sectors. Bidders should have:

• A proven track record of supplying similar products, ideally with CE certification.
• The capacity to manage logistics for nationwide delivery.
• The ability to provide insurance coverage as specified.

Consortium bidding or sub-contracting is not explicitly mentioned, so bidders should clarify this if needed. The indicative bid preparation effort is estimated at 5-10 days, considering the need for detailed pricing and compliance documentation. The presence of established suppliers in the sector may indicate a competitive bidding environment.

11. Where to dig deeper

• Source RFT filename: Invite to tender Sunflower Day merchandise.docx
• eTenders CFT ID: Not specified
• Contact email: Aisling Flynn ([email protected]), Hazel O’Shea ([email protected])
• Important attachments: Appendix 1 — Sunflower Day merchandise Specification, Appendix 2 — Delivery Addresses.