Automated Platelet Pooling System

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 of Automated Platelet Pooling Systems to the Irish Blood Transfusion Service (IBTS). The systems are essential for the efficient pooling of platelets from multiple donations, ensuring that the resulting product meets stringent medical standards. The contractor will be responsible for the provision, installation, and maintenance of these systems, which are expected to operate in compliance with relevant ISO standards.

Key activities include:

• Supply of Equipment: Delivery of Automated Platelet Pooling Systems that can accommodate a minimum of six (6) coats in plasma or additive solution, feeding into a single pooling pack suitable for centrifugation.
• Installation: Setting up the systems at designated IBTS facilities, ensuring they are operational and compliant with all regulatory requirements.
• Training: Providing training for at least two users on the use, maintenance, and operation of the machines prior to in-house validation.
• Maintenance and Support: Offering ongoing technical support and maintenance services throughout the contract duration to ensure optimal performance of the systems.
• Compliance: Ensuring that all systems comply with ISO 3826-1 and ISO 3826-3 standards, particularly regarding air content, chemical and biological requirements, and packaging specifications.
• Documentation: Supplying all necessary documentation related to operation, maintenance, and compliance with applicable standards.

The contractor must ensure that all systems are delivered and operational within the specified timelines, with a focus on maintaining high standards of quality and safety throughout the contract.

3. Background & buyer context

The procurement of the Automated Platelet Pooling Systems aligns with the Irish Blood Transfusion Service's strategic goal to enhance blood product efficiency and safety. This initiative is part of a broader effort to modernize blood collection and processing methods, ensuring compliance with evolving health regulations and standards. The IBTS aims to improve its operational capabilities and service delivery, responding to increasing demand for blood products. The tender does not specify an incumbent supplier, indicating an open opportunity for new entrants in the market.

4. Eligibility & selection criteria

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

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employer’s Liability: €10m for any one claim or series of claims arising out of a single occurrence.
• Public Liability: €6.5m limit for any one claim or series of claims arising out of a single occurrence.
• Product Liability: €6.5m limit on any one occurrence and in the aggregate per insurance year.
• Professional Indemnity: Not specified for this tender.
• Certifications: Compliance with ISO 3826-1 and ISO 3826-3 or equivalent standards.
• Past experience: Evidence of successfully providing similar services within the last two years.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

Bidders must provide documentation to demonstrate compliance with these criteria, including insurance certificates and evidence of past performance.

5. Award criteria & scoring

Bids will be evaluated based on the most economically advantageous tender (MEAT) approach. The following criteria will be used for scoring:

Bidders must achieve a minimum score across all criteria to be considered for contract award.

6. Submission requirements

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

• Method statement / response document: A detailed response following the provided template, with no specified page limit.
• CVs: Curriculum vitae for key personnel involved in the project, with no specified page limit.
• Pricing schedule: Completed using the template provided in Appendix 2.
• Case studies: At least two case studies demonstrating relevant experience, with no specified value range.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Tenders must be submitted via the electronic postbox on www.etenders.gov.ie.

All documents must be submitted in English and comply with the specified formats.

7. Key dates & process

Bidders must adhere to these timelines to ensure their submissions are considered.

8. Contract terms that matter

Key contract terms include:

• Term and extension structure: The contract is for an initial term of 8 years, with the possibility of two 12-month extensions.
• Payment terms: Payments will be made in accordance with the Goods Contract, with all prices quoted being all-inclusive and exclusive of VAT.
• Key SLAs/KPIs: Not specified for this tender.
• Liquidated damages: Not specified for this tender.
• Termination clauses: The contract may be terminated with 14 days' notice by either party.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Not specified for this tender.

Bidders should review the full terms in the Goods Contract at Appendix 5.

9. Risks, red flags & unusuals

Potential risks and concerns specific to this tender include:

• Insurance requirements: The high levels of required insurance may limit participation from smaller firms that cannot meet these thresholds.
• Compliance with ISO standards: The requirement for compliance with specific ISO standards may restrict bidders who lack relevant certifications or experience.
• No incumbent specified: The absence of an incumbent may indicate a competitive environment, but it could also suggest that the IBTS is seeking significant improvements in service delivery.

Bidders should carefully assess their capabilities against these requirements.

10. SME fit assessment

This tender is open to small and medium enterprises (SMEs) that can demonstrate the necessary technical and financial capacity. Viable bidders should have:

• Experience in supplying medical equipment, particularly in blood processing systems.
• The ability to meet stringent insurance and compliance requirements.
• Capacity to handle the scale of the contract, estimated at €600K over the term.

Consortium arrangements are encouraged, allowing SMEs to collaborate with larger firms to enhance their bidding capacity. Preparation for the bid may require several days of effort, including gathering documentation and formulating responses. The presence of high insurance requirements and specific ISO compliance may signal a competitive advantage for established firms.

11. Where to dig deeper

• Source RFT filename: RFT and sample contract draft.docx
• eTenders CFT ID: Not specified
• Contact email or clarification portal: www.etenders.gov.ie
• Important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement