Call for Tenders for the supply, delivery, installation and maintenance of T4 Subject Tools and Equipment

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

Holy Family Community School (Rathcoole) ran this procurement for “Call for Tenders for the supply, delivery, installation and maintenance of T4 Subject Tools and Equipment” as an operational contract requiring implementation and sustained service execution. The extracted pack showed qualification-stage material with references to later ITT technical depth; practical activity therefore centred on building, integrating, and operating the specified service stack with compliant reporting and handover obligations where stated. Constituent activities and named work elements in the supplied extracts:

• Title: Call for Tenders for the supply, delivery, installation and maintenance of T4 Subject Tools and Equipment
• in nature, scale and value to the services being sought in this competition - a minimum of two examples must be provided
• rer shall be required to supply its Tax Clearance Access Number and Tax Reference Number to facilitate online verification of their tax status by
• Call for Tenders dated 31st January 2024 for the supply, delivery, installation and maintenance of T4 Subject Tools and Equipment
• Tenderers are required to provide in no less than an A4 page (for each of the areas within this section) a proposed plan, detailing the quality & functionality of the items proposed, guarantee of supply, the order to delivery process and customer service available thereafter, based on the requirements as set out in Appendix 1, Requirements, (see minimum Specifications in the excel pricing worksheet), detailing but not limited to the following;
• Proposals from Tenderers are being sought to supply and deliver sustainable (where possible), T4 Subjects Equipment for Holy Family Community School. It is intended to award a contract to either a single service provider for the Lot. Tenderers must be able to supply each item on the specification list as per the Lot tendered for as provided. An incomplete Lot will not be considered, unless the tender says otherwise.
• The School requires a high quality, flexible and responsive service evolving towards green sustainable options, for the draw-down of the goods over an extended period with agreed timelines for delivery of goods with the successful tenderer(s).
• Under the S.I. No. 149 of 2014 European Union (Waste Electrical and Electronic Equipment) Regulations 2014, all retailers supplying EEE and automotive and/or industrial batteries must register as a retailer with their Local Authority or with the Compliance Scheme responsible for their area, with each individual retail premises registered.
• Tenderers are required for all items under the subcategory Power Tools, Cordless (both sold with a battery, and without) to ensure that the submitted products battery packs are compatible with the same battery pack system across the entire range of submitted cordless power tools.
• In the event of any defect in Goods becoming apparent after delivery, the Contractor shall remove the rejected Goods within two calendar days from the date of notification to the Contractor of their rejection and arrange to replace the Goods or credit the school as instructed. If at any time during the term of the Guarantee Period as detailed in Pricing Schedule and the subsequent Schedule C Charges, the school board of management finds that the product(s) are not operationally fit for purpose or of an acceptable quality, the Contractor shall either repair the equipment if requested by the school or provide a substitute product acceptable to the school at no extra cost and a new Guarantee Period shall apply in respect of that substitute product. Detailed worksheets clearly outlining all service, Guarantee Period and/or repair work carried out of the supplied equipment must be signed by an identified member of the school staff with a copy left onsite. A copy of all worksheets must also be made available to the school on request.
• The successful Tenderer must provide advice on storage, maintenance and application etc. of the product in order to maintain warranty terms and conditions. The successful Tenderer must provide advice on the proper handling and usage of the heavy-duty machinery, with particular emphasis on the safe operation of the products provided, long with any technical advice required throughout the duration of the contract.
• 1.13 Supply, Delivery Installation, Removal or Re Installation of Goods Non-binding monetary references in the source were treated as context only and were not used as qualification thresholds.

3. Background & buyer context

The buyer context reflected a formal Irish public-procurement route, with pre-qualification used to control entry into the tender stage.

• The requirements are subject to approval and funding from the Department of Education. Equipment wholly or partly funded from public funds is subject to inspection by officers from the Department of Education.
• 1.4.2 The successful Tenderer must have a current and valid safety statement or equivalent prepared in accordance with the Safety, Health & Welfare at Work Act 2005 (as amended). The successful Tenderer must have a current and valid safety policy or equivalent in accordance with the Safety, Health & Welfare at Work Act 2005 (as amended). When delivering products to our premises the successful Tenderer shall comply with all safety requirements and procedures.
• Over the Term of the Goods Contract, the provision or use of e-Invoicing that meets the requirements of Directive 2014/55/EU to comply with future national legislation implementing Directive 2014/55/EU and government policy shall be required by the Client to comply with Government policy.
• Tenderers must provide preventative maintenance information for the different categories of items proposed along with a list of items the tenderer can provide a maintenance service on, including response times, temporarily replacing detective tools and or equipment, timing for maintenance including full details of their policy regarding returns where items that

4. Eligibility & selection criteria

• Turnover requirement — — use these verbatim for insurance / turnover. If a category (insurance, turnover) has no entry here, treat it as 'not specified' for THIS tender.
• Insurance — — use these verbatim for insurance / turnover. If a category (insurance, turnover) has no entry here, treat it as 'not specified' for THIS tender.; 7 million in respect of employer’s liability €6.5 million in respect of public liability €6; 5 million in respect of product liability €5,000 for any one claim or series of claims ar
• 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 Additional binding lines surfaced in the deterministic extract:
• — use these verbatim for insurance / turnover. If a category (insurance, turnover) has no entry here, treat it as 'not specified' for THIS tender.
• 7 million in respect of employer’s liability €6.5 million in respect of public liability €6
• 5 million in respect of product liability €5,000 for any one claim or series of claims ar

5. Award criteria & scoring

6. Submission requirements

• Method statement / response document (template/page limits) — Appendix 1 questionnaire/PQQ response was required.
• CVs (page count, named roles) — not specified in extract.
• Pricing schedule (format/template) — expected at ITT stage.
• Case studies (number/value range) — client references/comparable project evidence was referenced.
• Declarations (ESPD/Bona Fides/Tax/COI) — ESPD/declaration/statement-of-confirmation language was present.
• Mandatory site visit — not specified in extract.
• Submission portal and formatting — eTenders portal and PDF electronic copies were referenced. Submission-related source lines:
• Warranties: Please note that we require a minimum of those stated in the specifications/pricing schedules
• Appendix 1: Requirements and Specifications
• Appendix 4: Declaration as to Personnal Circumstances of Tenderer.
• Appendix 6: Confidentiality Agreement
• 2.4.1 Each Tenderer is required to accept the provisions of this CFT. ALL TENDERERS MUST RETURN, with their Tender, a scanned signed copy of the Tenderer’s Statement, as set out in Appendix 3, printed on the Tenderer’s letterhead. The Contracting Authority must be able to read the scanned signature of the Tenderer. If possible, please sign documents using blue ink. If the Contracting Authority cannot read the scanned signature, Tenderers may be requested to re-submit. Tenderers may not amend the Tenderer’s Statement.
• [CFT - T4 Subjects - Holy Family CS 91301D.docx] Each Tenderer is required to accept the provision that the Contracting Authority, for the purposes of meeting its obligations to Public Procurement Guidelines and Law, reserves the right to share the tender submissions with its professional adviser, the Schools Procurement Unit. It is the responsibility of the Tenderer to ensure that relevant individuals (staff/contractors/experts/other parties) whose details may be included in the tender submission (in the form of CVs or otherwise) are aware that their personal data may be shared for these limited purposes.

7. Key dates & process

8. Contract terms that matter

Contract duration in the extract: 12 months. Payment cycle, SLA/KPI schedule, and penalty regime were not fully disclosed in the snippets unless listed below.

• Title: Call for Tenders for the supply, delivery, installation and maintenance of T4 Subject Tools and Equipment
• Sector: Office Supplies & Equipment
• VERIFIED PHRASES (deterministic regex extract from the documents — treat as authoritative for numerical claims)
• NOW IT IS HEREBY AGREED in consideration of the sum of €2.00 (the receipt of which is hereby acknowledged by the Contractor) as follows:
• that the expenditure on the Goods to be covered by the proposed may amount to some One Hundred and Fifty Thousand Euro (€150,000.00) exclusive of VAT, over the Term and any possible extensions
• Operating footprint minimum 575mm x 325mm in X-Y plane; capacity to machine a minimum of 110mm of light materials such as light alloys, wood and plastic using multiple passes
• for 30 (thirty) calendar days either Party may terminate at 14 days’ notice
• breach(es) (if the breach(es) are capable of remedy) within 30 days after receipt of a request in writing f

9. Risks, red flags & unusuals

• Qualification gate: the deterministic extract included a turnover threshold line (— use these verbatim for insurance / turnover. If a category (insurance, turnover) has no entry here, treat it as 'not specified' for THIS tender.), which can materially narrow bidder pool composition.
• The two-step process (PQQ then ITT) shifted effort to compliance evidence early, with competitive scoring detail potentially deferred.
• Technical and contractual granularity appeared ITT-dependent, increasing ambiguity at qualification stage for non-incumbent bidders.

10. SME fit assessment

This competition looked most accessible to firms with established public-sector tender capability, documented financial capacity, and direct operational experience in the relevant service category.

• Credible bidder profile — mid-sized to large specialist with formal QA/compliance process.
• Consortium / sub-contracting — allowed or addressed in the extracts (Appendix references and reliance provisions).
• Indicative bid-prep effort — 6 to 12 working days for evidence collation, form completion, and review cycles at PQQ level.
• Pwin signal — strongest for bidders with reusable qualification artefacts, comparable references, and low-friction mobilisation capability.

11. Where to dig deeper

• Source RFT/PQQ filenames: CFT - T4 Subjects - Holy Family CS 91301D.docx, schedules, Appendix 1: Requirements and Specifications.
• eTenders CFT / notice reference: not specified in extract.
• Clarification contact / portal: eTenders message portal (email not surfaced in extract).
• Key attachments to prioritise: Appendix 2: Pricing Schedule, Appendix 3: Tenderer’s Statement, Appendix 4: Declaration as to Personnal Circumstances of Tenderer..