Call for tender for the provision of school books for Presentation Secondary School under the Junior Cycle book scheme

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 tender involves the supply of schoolbooks for Presentation Secondary School in Wexford, specifically under the Junior Cycle Schoolbook Scheme funded by the Department of Education. The selected contractor will be responsible for providing a comprehensive range of educational materials to support the school's curriculum for the Junior Cycle.

The contractor's day-to-day activities will include:

• Supply of Goods: Provision of various schoolbooks as specified in the tender documents, including titles such as "Merchant of Venice," "Romeo and Juliet," and "Touchstones" series, among others.
• Delivery: All goods must be delivered to Presentation Secondary School by 19 August 2024.
• Order Management: The contractor must manage orders efficiently, ensuring that all items listed in the specification are supplied in full and on time.
• Pricing Documentation: Completion of the pricing document as part of the tender submission, detailing costs for each item.
• Quality Assurance: Ensuring that all books meet the specified quality standards and functional characteristics as outlined in the tender documents.
• Returns Policy: Establishing a clear returns policy for any defective or incorrect items supplied.
• Account Management: Providing ongoing support and communication with the school to address any issues or additional needs that may arise during the contract term.

The contract is structured as a single lot, and bidders must be able to supply all items listed in the specification to be considered compliant.

3. Background & buyer context

This procurement is initiated as part of the Junior Cycle Schoolbook Scheme, which is funded by the Department of Education. The scheme aims to provide necessary educational resources to students in secondary schools. Presentation Secondary School, Wexford, seeks to ensure that students have access to the required materials for their Junior Cycle studies. The school has a history of engaging with suppliers for educational resources and aims to continue this practice to enhance the learning experience for its students.

4. Eligibility & selection criteria

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

• Turnover requirement: Minimum average annual turnover of €200,000 over the last three years (2021, 2022, 2023).
• Insurance:
• Employer’s Liability: €12.7 million for any one claim.
• Public Liability: €2.6 million for any one claim or series of claims.
• 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 evidence of their compliance with these requirements as part of their submission.

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 balance of price and quality. There are no minimum scoring thresholds specified for individual criteria.

6. Submission requirements

Bidders must prepare and submit the following documents:

• Method statement / response document: Follow the named template with a maximum of 10 pages.
• CVs: Provide CVs for key personnel, limited to 2 pages each.
• Pricing schedule: Complete the specified pricing template in Excel format.
• Case studies: Include 2 relevant case studies demonstrating experience in similar projects, with values ranging from €10,000 to €50,000.
• Declarations: Submit 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 post-box on www.etenders.gov.ie in compliance with specified format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term + extension structure: Initial contract term of 12 months, with the possibility of extending for an additional 12 months.
• Payment terms: Payments will be made upon delivery and acceptance of goods, with specific invoicing requirements.
• Key SLAs/KPIs: Performance indicators related to delivery timelines and quality of goods supplied.
• Termination clauses: Either party may terminate the contract with 14 days’ notice for breaches that are capable of remedy.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Allowed, but the Prime Contractor must be clearly identified in the submission.

9. Risks, red flags & unusuals

Potential risks and concerns specific to this tender include:

• Turnover threshold: The minimum turnover requirement of €200,000 may limit participation from smaller firms, potentially favouring larger suppliers.
• Single supplier contract: The contract will be awarded to a single supplier, which may create dependency and limit competition.
• Delivery timeline: The requirement for delivery by 19 August 2024 is tight, especially for suppliers who may face logistical challenges.

10. SME fit assessment

This tender is open to small and medium enterprises (SMEs) that can demonstrate the capacity to supply educational materials. Viable bidders should have:

• Experience in supplying schoolbooks or educational materials.
• The ability to meet the insurance and turnover requirements.
• The capacity to manage logistics for timely delivery.

Consortium arrangements are permitted, allowing smaller firms to collaborate for a stronger bid. Preparation for the bid may require approximately 5-10 days of effort, depending on the complexity of the submission. The presence of a turnover threshold close to the contract value may indicate a competitive landscape, with potential advantages for established suppliers.

11. Where to dig deeper

• Source RFT filename: CFT for the supply of JC Schoolbooks_PresentationSchoolWexford63661c_16052024.docx
• eTenders CFT ID: 63661c
• Contact email or clarification portal: Queries must be directed via the messaging facility on www.etenders.gov.ie.
• Important attachments:
• Appendix 1 — Specification of Requirements
• Appendix 2 — Pricing Schedule
• Appendix 5 — Goods Contract