Framework Agreement for Supply, Installation, Monitoring, and Maintenance of Panic Alarms

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 Courts Service requires a single-party Framework Agreement for the supply, installation, monitoring, and maintenance of panic alarm systems. This framework will cover the provision of panic alarms for various Courts Service locations and for members of the judiciary. The estimated expenditure for this framework is €1,800,000 (excluding VAT) over its potential term.

The initial contract under this framework will focus on:

• Panic alarms for the Four Courts Campus and Chancery Street.
• Personal panic alarms for all members of the Judiciary.
• Monitoring and maintenance services for these new installations.

The scope of work includes, but is not limited to:

• Supply of Panic Alarms: This encompasses various types of panic alarm devices, including:
• Fixed Panic Alarm Buttons (initial estimated quantity: 150 units).
• Portable Panic Alarm Buttons (initial estimated quantity: 150 units).
• Mobile App-based panic alarms (initial estimated quantity: 60 units).
• Wireless Gateways (initial estimated quantity: 5 units, subject to confirmation).
• The devices must comply with relevant standards, including EN 50564 for standby and off-mode power consumption, EN 62368-1 for electrical safety, and EN 55032 and EN 55035 for electromagnetic compatibility.
• Installation: The contractor will be responsible for the professional installation of the panic alarm systems at specified Courts Service locations. This includes the Four Courts Campus and Chancery Street.
• Monitoring Services: The contractor must provide 24 hours per day, 7 days per week monitoring of the panic alarm systems. This includes access to an Alarm Receiving Centre (ARC) services. Details regarding the ARC must be provided to the AGS control centre within 1 day of contract award.
• Maintenance Services: Ongoing maintenance of the installed panic alarm systems is required to ensure their continued functionality and reliability.
• Device Management: The framework must support a minimum of 360 panic alarm devices.
• Reporting: Details regarding location data will be required.

The framework agreement is for an initial term of 12 months, with the option for up to three further 12-month extensions.

3. Background & buyer context

The Courts Service of Ireland is procuring these panic alarm systems and associated services through an open procedure. The establishment of this Framework Agreement is driven by the need to enhance security for its personnel and premises. The Courts Service was established on 9th November 1999, following the enactment of the Courts Service Act, 1998. The estimated value of €1,800,000 (excluding VAT) over the potential term of the framework indicates a significant investment in security infrastructure. The Contracting Authority policy aims to encourage participation by Small and Medium Enterprises (SMEs) in this competition, suggesting a strategic objective to foster broader economic participation.

4. Eligibility & selection criteria

To be considered for this tender, bidders must meet the following minimum requirements:

• Turnover requirement: A minimum average annual turnover of €120,000 in each of the last three financial years. Tenderers failing to meet this threshold will be disqualified.
• Insurance: The successful tenderer must hold the following insurances for the term of the Goods and Services Contract:
• Employer’s Liability: €13,000,000 limit for any one claim or series of claims arising out of a single occurrence, per insurance year.
• Public Liability: €6,500,000 limit for any one claim or series of claims arising out of a single occurrence, per insurance year.
• Product Liability: €6,500,000 limit for any one claim or series of claims arising out of a single occurrence, per insurance year.
• Service Liability: €6,500,000 limit for any one claim or series of claims arising out of a single occurrence, per insurance year.
• 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, beyond the requirement for insurance policies to include Ireland within their territorial limits.

Tenderers must also submit an electronic version of the European Single Procurement Document (eESPD) declaring that no mandatory grounds for exclusion apply, or if they do, that sufficient measures demonstrate reliability. They must also declare satisfaction of the selection criteria.

5. Award criteria & scoring

The award of the Framework Agreement will be based on the criteria outlined in Part 3 of the RFT. While specific scoring weights are not detailed in the provided extract, the tender procedure follows an open procedure, implying a competitive evaluation. The Contracting Authority reserves the right not to accept the lowest priced tender. The evaluation will consider compliant tenders that meet the selection criteria. The ultimate decision will be based on a combination of factors, with price being a significant consideration, but not the sole determinant.

The tender process will likely follow a Most Economically Advantageous Tender (MEAT) approach, balancing quality and price.

6. Submission requirements

Tenderers must adhere to the following submission requirements:

• Method statement / response document: Tenderers must respond to each element in the order set out in the RFT and conform to all instructions. The Tender Response Document (TRD) format must not be altered, and additional items or hyperlinks are not permitted. Word count limits specified for award criteria will be strictly enforced; excess words will not be evaluated. Documents must be text-searchable PDFs, Microsoft Word, or Microsoft Excel, not scanned images.
• CVs: Not specified for this tender.
• Pricing schedule: Tenderers must complete the Pricing Schedule at Appendix 2. All prices must be all-inclusive (including shipping, packaging, delivery, ancillary costs), expressed in Euro, and exclusive of VAT. VAT rates must be indicated separately. Prices must remain valid for 180 days from the Tender Deadline.
• Case studies: Not specified for this tender.
• Declarations:
• Electronic Single Procurement Document (eESPD).
• Tenderer’s Statement (Appendix 3), scanned and signed, printed on letterhead.
• Declaration as to Personal Circumstances of Tenderer (Appendix 4).
• Tax Clearance Access Number and Tax Reference Number for online verification.
• Declaration of no conflict of interest.
• Mandatory site visit: A site visit to the Four Courts Campus and Chancery Street is scheduled for Tuesday, 18th August 2026, at 10:00 hrs. Tenderers must confirm attendance via eTenders by Friday, 14th August 2026, 15:00 hrs. Only one representative per tenderer is permitted.
• Submission portal: Tenders must be submitted via the electronic tenderbox on www.etenders.gov.ie. No other submission methods will be accepted. File size limits are 250MB per file, with a total limit of 500MB.

7. Key dates & process

8. Contract terms that matter

• Term: The Framework Agreement has an initial term of 12 months, with the option for up to three further 12-month extensions.
• Payment terms: Payments will be made in accordance with the Goods and Services Contract at Appendix 6. Invoices are deemed accepted if not disputed within 14 days.
• Key SLAs/KPIs: Specific SLAs/KPIs are not detailed in the provided extract, but 24/7 monitoring access is required.
• Liquidated damages or penalty regimes: Not specified for this tender.
• Termination clauses: Either party may terminate if a breach continues for 7 calendar days, with 7 days' notice. Termination can also occur if the Framework Member becomes insolvent, bankrupt, is wound up, or enters liquidation. The Contracting Authority may recover losses resulting from termination.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Subcontractors must submit a separate eESPD if the prime contractor is not relying on their capacity for selection criteria. The Prime Contractor is responsible for the Framework Agreement and any drawn-down contract, irrespective of subcontracting.
• Parent-company guarantee or bond requirements: Not specified for this tender.

9. Risks, red flags & unusuals

• Single-party framework: The requirement for a single-party framework agreement concentrates risk and reliance on one supplier. This structure can limit competition and potentially lead to less favourable pricing over time if not managed carefully.
• Estimated value vs. contract term: The estimated value of €1.8 million over a potential 4-year term (12 months initial + 3x12 month extensions) suggests an average annual spend of €450,000. This is a moderate value, but the single-party nature means the chosen supplier must have the capacity to scale up or down significantly based on actual demand.
• Mandatory site visit: While common, the specific dates and the requirement to confirm attendance via eTenders by a particular deadline are critical for participation.
• Vetting/Security Clearance: The requirement for all personnel and subcontractors to undergo vetting and potential Garda security reviews is a significant administrative and time-dependent factor for the successful tenderer. The Courts Service reserves the right to refuse entry or require removal of personnel.
• Insurance levels: The insurance requirements, particularly Public Liability and Product Liability at €6.5 million each, are substantial and may be a barrier for smaller, specialist providers.

10. SME fit assessment

This tender is structured as a single-party framework agreement, which typically favours larger, established suppliers with the capacity to manage a comprehensive service offering across multiple locations and potentially fluctuating demand.

• Who can credibly bid: A credible bidder would be a company with proven experience in supplying, installing, monitoring, and maintaining electronic security systems, specifically panic alarms. They must demonstrate robust financial stability, evidenced by the €120,000 average annual turnover requirement. Significant experience in managing large-scale security system deployments and providing 24/7 monitoring services is essential. The high insurance requirements (€6.5m Public Liability, €13m Employer's Liability) suggest that only well-resourced companies will meet these criteria.
• Consortium or sub-contracting: Consortiums are permitted, and SMEs are encouraged to explore relationships with other SMEs or larger enterprises. This suggests that a single SME may not be able to meet all requirements alone and would need to partner. Subcontracting is also permitted, but the prime contractor remains fully responsible.
• Indicative bid-prep effort: Preparing a compliant bid for this tender would likely require significant effort. This includes gathering financial information, detailing technical capabilities, outlining installation and maintenance processes, defining monitoring centre operations, preparing the pricing schedule, and completing all required declarations and appendices. A conservative estimate would be 10-15 working days for a dedicated bid team, potentially more if significant subcontracting arrangements need to be formalised.
• Pwin signal: The single-party framework structure, combined with the substantial insurance requirements, may indicate a preference for established players. The Courts Service's explicit encouragement for SMEs to form relationships suggests they are aware that the full scope might be challenging for smaller entities to undertake alone. The lack of specific past experience criteria makes it harder to gauge incumbent strength, but the overall structure points towards a competitive process where capacity and financial standing are key.

11. Where to dig deeper

• Source RFT filename: RFT for the Provision of Panic Alarms and Services for the Courts Service.pdf
• eTenders CFT ID: Not specified in the provided text.
• Contact: All queries must be directed via the messaging facility on www.etenders.gov.ie.
• Most important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 5: Framework Agreement
• Appendix 6: Services Contract