Supply of Microsoft Team Rooms and associated hardware for meeting room

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

Local Government Management Agency ran this procurement for “Supply of Microsoft Team Rooms and associated hardware for meeting room” 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: Supply of Microsoft Team Rooms and associated hardware for meeting room
• At least one employee with a minimum of 3 years’ experience in supporting MTR and audio-visual equipment 1
• Minimum requirement to remain eligible in the competition: Tenderers should provide information on the measures in place to ensure the delivery of a quality service, for example by way of an externally certified system,
• At least one employee with a minimum of 3 years’ experience in supporting MTR and audio-visual equipment 1
• The delivery, installation, and support of audio-visual equipment to facilitate hybrid meetings in the meeting rooms and collaborative spaces in both buildings of the Local Government Management Agency.
• The services provided will cover installation, configuration, and support of the audio-visual equipment.
• The LGMA currently has it’s cyber security and patch management process based on the Windows 10/11 operating system for endpoints and wants to ensure that additional equipment purchased is compatible with that environment.
• The LGMA seeks tenders for the supply and installation of Audio-Visual System and microphone system in the Boardroom in it’s Usher’s Quay offices. The proposed conferencing solution will include improved display screens, in-room audio, delegate units etc for the Boardroom.
• Any proposed system will have all the standard conference system discussion functionality (microphones, speakers, audio PA, priority switching etc) as well as automatic and manual
• Any proposed system will have all the standard conference system discussion functionality (microphones, speakers, audio PA, priority switching etc) as well as automatic and manual camera control and MS Teams Room integration.
• The contract includes the design, supply, installation, testing, commissioning, training, and maintenance of the equipment.
• The display screens will be integrated into the proposed system allowing for meeting content (presentations system content, video conferencing content and feed from the HD cameras) to be displayed as well as input of other content e.g., from a laptop. Costing to include any brackets/stands etc required and full cost of commissioning and fitting to be included. 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.

• It is the policy of the Contracting Authority to promote participation by Small and Medium Enterprises (SMEs) on a fair and equal basis.
• The successful tenderer shall comply with all relevant legislation relating to dignity at work. As a public body and employer, the Contracting Authority is committed to a policy of equality of opportunity for all personnel.
• The successful tenderer(s) shall comply with all relevant legislation relating to dignity at work. As a public body and employer, the Contracting Authority is committed to a policy of equality of opportunity for all personnel.

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.; red if successful Level in Place Level in Place Details of Any Excess Details of Any Excess Renewal Date Renewal Date Renewal Date Employers Liability Employers Liability €13,000,000 €13,000,000 € € Public Liability Public Liability €6,500,000 €6,500,000 € € Product Liab; ility Product Liability €6,500,000 €6,500,000 € € Professional Indemnity Professional Indemnity €1,000,000 €1,000,000 Liability Product Liability €6,500,000 €6,500,000 € € Professional Indemnity Professional Indemnity €1,000,000 €1,000,000 € € Environmenta
• Certifications — not specified for this tender
• Past experience — not specified for this tender
• Personnel — 5 million Professional Indemnity - €1m Cyber Liability - € 1m Personnel and Skills Personnel a
• 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.
• red if successful Level in Place Level in Place Details of Any Excess Details of Any Excess Renewal Date Renewal Date Renewal Date Employers Liability Employers Liability €13,000,000 €13,000,000 € € Public Liability Public Liability €6,500,000 €6,500,000 € € Product Liab
• ility Product Liability €6,500,000 €6,500,000 € € Professional Indemnity Professional Indemnity €1,000,000 €1,000,000 Liability Product Liability €6,500,000 €6,500,000 € € Professional Indemnity Professional Indemnity €1,000,000 €1,000,000 € € Environmenta
• l Liability Impairment Environmental Liability Impairment €6,500,000 €6,500,000 € € Cyber Liability Cyber Liability €1,000,000 €1,000,000 € € Other Othe
• Insurance Confirmation of the following insurances being in place: Employer’s Liability - €13 million Public Liability - €6.5 million) and liabilities as being the debts as
• Insurance Confirmation of the following insurances being in place: Employer’s Liability - €13 million Public Liability - €6.5 million) Product Liability - €6

5. Award criteria & scoring

6. Submission requirements

• Method statement / response document (template/page limits) — not specified in extract.
• 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:
• Award of contract will be subject to the successful tenderer agreeing to the Contract Terms and Conditions as appended at the relevant Appendix.
• Tenderers are required to review these terms and conditions and indicate their acceptance thereof as part of their tender submission. Any reservation with regard to these terms should be submitted as a query in accordance with the procedure described in the Instructions to Tenderers (Section 6) of this document.
• The Contracting Authority is using the open procedure for the award of this contract, therefore, while all interested parties may submit a tender, only those demonstrating that they have the required level of financial and technical capacity will have their tender considered. In order to demonstrate a tenderers’ qualifications, tenderers are required to provide the information set out below in the Tender Response Document (TRD) which is based on a self-declaration model, however tenderers are required to provide the minimum information required.
• In accordance with Directive 2014/24/EU, tenderers may have compiled a European Single Procurement Document (ESPD), either electronically via the eESPD on eTenders or as a separate uploaded attachment with the tender response, which will be accepted as evidence of compliance with Section 4.3 on condition that all information self-declared will be provided promptly on request at any
• [TD 135 2023 - Request for Tender Contract - MTR for Boardroom LGH.docx] Single Procurement Document (ESPD), either electronically via the eESPD on eTenders or as a separate uploaded attachment with the tender response, which will be accepted as evidence of compliance with Section 4.3 on condition that all information self-declared will be provided promptly on request at any time prior to an award decision.
• Only tenders which meet the Selection Criteria and are confirmed as valid and responsive to the specifications set out in this document will be evaluated against the award criteria. Tenderers should ensure that they have submitted sufficient relevant information to allow their tenders to be assessed under each of the award criteria set out below.

7. Key dates & process

8. Contract terms that matter

Contract duration in the extract: 3 years. Payment cycle, SLA/KPI schedule, and penalty regime were not fully disclosed in the snippets unless listed below.

• 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 €5 (the receipt of which is hereby acknowledged by the Contractor) as follows:
• At least one employee with a minimum of 3 years’ experience in supporting MTR and audio-visual equipment 1
• Minimum requirement to remain eligible in the competition: Tenderers must demonstrate compliance with all the relevant Health & Safety legislation
• At least one employee with a minimum of 3 years’ experience in supporting MTR and audio-visual equipment 1
• The number and duration of extensions will be 1 extension
• and Time for Receipt of Tenders: 4pm on 29th June 2023
• re parts of the contract may be performed that are in force 7 days prior to the deadline for receipt of Te

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: TD 135 2023 - Request for Tender Contract - MTR for Boardroom LGH.docx, Appendix..
• eTenders CFT / notice reference: not specified in extract.
• Clarification contact / portal: eTenders message portal (email not surfaced in extract).
• Key attachments to prioritise: Appendix/Schedule documents referenced in the source pack.