Purchase of Ground Protection Mats

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 procurement of ground protection mats intended for use at various festivals organized or supported by Fáilte Ireland, particularly the Púca Festival in 2024. The mats must enhance visitor experience, improve accessibility, and facilitate the movement of vehicles and heavy machinery without damaging the ground at festival sites.

Key activities include:

• Supply of Mats: Bidders must provide mats that can withstand a minimum of five years of wear and tear.
• Delivery: Mats must be delivered in advance of the Púca Festival, with specific timelines to be adhered to.
• Quality Assurance: Mats must meet specified quality standards to ensure durability and effectiveness in protecting the ground.
• Post-Delivery Support: Bidders may be required to provide support or maintenance for the mats during the festival period.
• Documentation: Bidders must provide all necessary documentation to demonstrate compliance with specifications and quality standards.

The contractor will be evaluated based on their ability to meet these requirements effectively and efficiently.

3. Background & buyer context

Fáilte Ireland, the National Tourism Development Authority, is procuring these mats as part of its commitment to enhancing the tourism experience in Ireland. This procurement aligns with broader government initiatives aimed at promoting sustainable tourism and improving accessibility at public events. The purchase is timely, given the upcoming Púca Festival, which is expected to attract significant visitor numbers. The authority aims to ensure that the festival is accessible and enjoyable for all attendees while minimizing environmental impact.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €300,000 over the last three financial years.
• Insurance:
• Employer’s Liability Insurance with an indemnity limit of €13,000,000.
• Public Liability Insurance with an indemnity limit of €6,500,000.
• Certifications: Not specified for this tender.
• Past experience: Evidence of at least three comparable contracts completed within the last three years, demonstrating similar scope and complexity.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

Bidders must provide supporting documentation to demonstrate compliance with these criteria.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The contract will be awarded to the lowest total cost tender that meets all minimum requirements of the qualitative award criteria. There are no specified minimum scoring thresholds beyond the pass/fail criteria.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Follow the provided template, adhering to any page limits specified.
• CVs: Include CVs for key personnel, with a maximum of two pages per CV.
• Pricing schedule: Use the specified template for pricing.
• Case studies: Provide details of three relevant projects, including value ranges.
• 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 via eTenders, following specific format rules outlined in the tender documentation.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Duration: The contract will be awarded for a period of two months, contingent upon successful delivery of the mats before the Púca Festival.
• Payment terms: Payment will be made within 15 days of receipt of a correct invoice, provided there are no disputes.
• Key SLAs/KPIs: Not specified for this tender.
• Liquidated damages: Not specified for this tender.
• Termination clauses: Not specified for this tender.
• IP ownership: All materials developed under the contract will be owned by Fáilte Ireland.
• Sub-contracting rules: Not specified for this tender.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Tight timelines: The requirement for delivery before the Púca Festival may pose challenges for bidders, especially if unforeseen delays occur.
• Limited scope for negotiation: The tender appears to have strict compliance requirements, which may limit flexibility for bidders.
• Insurance thresholds: The high levels of required insurance may exclude smaller firms that cannot meet these criteria.

10. SME fit assessment

Small and medium-sized enterprises (SMEs) that can credibly bid for this contract should:

• Have experience in supplying durable goods, particularly in the events or festival sector.
• Be able to meet the insurance requirements and turnover thresholds.
• Consider forming consortia or subcontracting arrangements to meet the eligibility criteria if necessary.
• Expect to invest several days in preparing a comprehensive bid, including gathering documentation and case studies.
• Be aware that the presence of stringent insurance and turnover requirements may limit competition, potentially favoring larger firms.

11. Where to dig deeper

• Source RFT filename: ITT Purchase of Ground Protection Mats.docx
• eTenders CFT ID: Not specified
• Contact email: [email protected]
• Important attachments: Appendix 1 – Fáilte Ireland Supply of Goods Contract, Section A – Pass/Fail Criteria, Section B – Specification and Award Criteria.