Call for Tenders for the provision of schoolbooks through the Junior Cycle Schoolbook Scheme funded by the Department of Education to Loreto Secondary School Balbriggan 60010P

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 and delivery of schoolbooks for the Junior Cycle Schoolbook Scheme at Loreto Secondary School Balbriggan. The contract is for a single supplier to provide a comprehensive range of schoolbooks as specified in the tender documents. The estimated expenditure for the contract is €118,000, covering the term and any potential extensions.

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

• Supply of Schoolbooks: Provision of various schoolbooks as per the specifications outlined in Appendix 1 of the tender documents.
• Delivery: Timely delivery of the schoolbooks to Loreto Secondary School Balbriggan by the deadline of 14 May 2024.
• Order Management: Handling orders and cancellations as per the requirements set out in the tender.
• Quality Assurance: Ensuring that all schoolbooks meet the specified quality and functional characteristics.
• Account Management: Providing ongoing account management and support throughout the contract duration.
• Returns Policy: Implementing a returns policy for any defective or incorrect items supplied.

The contractor must also comply with health and safety regulations and maintain communication with the school regarding any issues related to the supply of goods.

3. Background & buyer context

This tender is being issued as part of the Junior Cycle Schoolbook Scheme funded by the Department of Education. The scheme aims to provide financial support for schools to supply necessary educational materials to students. Loreto Secondary School Balbriggan has a history of engaging with suppliers for educational resources, and this tender seeks to establish a reliable partnership for the upcoming academic year. The strategic driver behind this procurement is to enhance educational access and support for students through the provision of essential learning materials.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• 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 arising out of a single occurrence.
• Public Liability: €2.6 million for any one claim or series of claims arising out of a single occurrence.
• 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 insurance coverage and turnover to be considered for evaluation.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow a Most Economically Advantageous Tender (MEAT) approach, focusing on the balance between price and quality. There are no minimum scoring thresholds specified for individual criteria.

6. Submission requirements

Bidders must produce the following documentation for their submission:

• Method statement / response document: Must follow the provided template with a maximum of 10 pages.
• CVs: Provide CVs for key personnel, limited to 2 pages each.
• Pricing schedule: Must be completed using the specified Excel template.
• Case studies: Include 2 case studies of similar projects completed in the last 3 years, with values between €20,000 and €100,000.
• Declarations: Submit ESPD, Bona Fides, Tax clearance certificate, and Conflict of Interest declaration.
• Mandatory site visit: Not required for this tender.
• Submission portal: Tenders must be submitted via the electronic post-box on www.etenders.gov.ie.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term + extension structure: The contract is for an initial 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.
• Key SLAs/KPIs: Timely delivery of schoolbooks by the specified deadline.
• Liquidated damages: Not specified for this tender.
• Termination clauses: Either party may terminate the contract with 14 days' notice.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Not specified for this tender.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirement of €200,000 may limit participation from smaller suppliers, potentially favouring larger firms.
• The absence of specified past experience requirements may lead to a wide range of bid quality.
• The contract's reliance on timely delivery could pose risks if suppliers face logistical challenges.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that can demonstrate the capacity to supply educational materials. A viable bidder would typically have:

• Experience in supplying schoolbooks or educational materials.
• The necessary insurance coverage as specified.
• The ability to manage logistics for timely delivery.

Consortium or subcontracting arrangements are permitted, allowing smaller firms to collaborate with larger entities. Bid preparation is estimated to require approximately 5-10 days, depending on the complexity of the submission. The incumbent supplier is not specified, but the absence of a sole-supplier framework suggests opportunities for competitive bidding.

11. Where to dig deeper

• Source RFT filename: CFT Loreto Secondary School Balbriggan 60010P.docx
• eTenders CFT ID: not specified
• Contact email or clarification portal: www.etenders.gov.ie
• Important attachments: Appendix 1 — Requirements, Appendix 2 — Pricing Schedule, Appendix 5 — Goods Contract.