Supply plus Installation and Configuration of a 180° Immersive Space at IADT

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 180° immersive space at the Dún Laoghaire Institute of Art Design and Technology (IADT). This immersive space, also referred to as a projection mapping space, is intended for use by staff and students for collaborative training, enhancing comprehension in various fields of study, and hosting events and executive leadership meetings.

The contractor will be responsible for the following activities:

• Design and Installation: Create a half-cylindrical immersive space measuring approximately 6 meters in width and depth, with a height not exceeding 3 meters.
• Configuration: Set up the necessary equipment to facilitate virtual trips, design modeling, gaming, scene simulation, and technical presentations.
• Integration: Ensure the immersive space supports various educational activities, including cultural education and safety training.
• Testing and Commissioning: Conduct thorough testing of the immersive space to ensure functionality and reliability before handover.
• Training: Provide training for staff and students on how to effectively use the immersive space and its equipment.
• Maintenance Support: Offer ongoing support and maintenance services for the immersive space during the contract period.

The immersive space is expected to enhance the learning process by allowing students to explore subjects beyond traditional classroom settings.

3. Background & buyer context

This procurement aligns with IADT's strategic initiative to enhance educational delivery through innovative technologies. The establishment of an immersive space is part of a broader educational framework aimed at improving student engagement and learning outcomes. The initiative is likely influenced by trends in higher education that emphasize experiential learning and the integration of technology into curricula. The procurement is timely as IADT seeks to modernize its facilities and provide students with advanced tools for learning and collaboration.

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 €130,000.
• 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 documentation to demonstrate compliance with these criteria.

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 specified minimum scoring thresholds per criterion or overall.

6. Submission requirements

Bidders must submit the following documents as part of their tender:

• Method statement / response document: Follow the named 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 2 case studies of similar projects, valued between €100,000 and €130,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Confirm attendance at the site visit scheduled before 08/10/2024.
• Submission portal: All documents must be submitted via the electronic tenderbox on eTenders.gov.ie, adhering to specified format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: The contract is for 1 year, with the possibility of extension.
• Payment terms: Payments will be made in accordance with the Goods Contract at Appendix 5.
• Key SLAs/KPIs: Not specified in the documents.
• Liquidated damages: Not specified in the documents.
• Termination clauses: Standard termination clauses apply, allowing for termination with 14 days' notice.
• IP ownership: Not specified in the documents.
• Sub-contracting rules: Subcontracting is permitted, but the Prime Contractor must be designated.

9. Risks, red flags & unusuals

Potential risks and red flags in this tender include:

• Insurance requirements: The high levels of required insurance may limit participation from smaller firms.
• Turnover requirement: The minimum turnover requirement closely matches the contract value, which may disadvantage smaller bidders.
• Lack of specified past experience: The absence of defined past experience requirements may lead to inconsistent evaluations of bidders' capabilities.
• Tight timelines: The timeline for project completion may be challenging, particularly for firms unfamiliar with the immersive technology sector.

10. SME fit assessment

This tender is open to small and medium enterprises (SMEs) that can demonstrate relevant experience in immersive technology or related fields. Viable bidders should possess:

• A strong technical background in immersive space design and installation.
• The ability to meet insurance and turnover requirements.
• Experience in delivering similar projects, although specific past experience is not mandated.

Consortium arrangements are permitted, allowing SMEs to collaborate with larger firms to meet the tender requirements. Preparation for the bid may require approximately 10-15 days, depending on the complexity of the proposal. The presence of high insurance and turnover requirements may signal a competitive landscape, potentially favoring established firms.

11. Where to dig deeper

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