Provision of Rescue and Emergency Response Equipment and Systems

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

This procurement establishes a multi-party framework agreement for the provision of rescue and emergency response equipment and systems to Cork College of FET. The framework is divided into eight distinct lots, allowing for specialised supply across various categories. Bidders must indicate which lot(s) they are tendering for.

The scope encompasses the supply of equipment and systems, with a strong emphasis on compliance with specified standards, durability, and suitability for an education and training environment. The contracting authority, Cork ETB, requires that all equipment is robust, safe, and fit for purpose.

The eight lots are:

• Lot 1 – Water Rescue: Equipment for water-based rescue operations.
• Lot 2 – Climbing & Height Rescue: Equipment for rescue operations at height.
• Lot 3 – Communication Systems: Devices and systems for emergency communication.
• Lot 4 – Waterproof Clothing: Protective waterproof garments.
• Lot 5 – Offshore Safety Equipment: Safety equipment for offshore environments.
• Lot 6 – Working at Height Equipment: Equipment for safe work at height.
• Lot 7 – Virtual Reality Headset, Software & Storage: VR technology for training simulations.
• Lot 8 – Training & Rescue Craft: Vessels or craft used for training and rescue.

Key activities for successful bidders include:

• Supplying equipment that meets or exceeds minimum specifications detailed in Appendix 2 of the Call for Tenders (CFT).
• Providing electronic catalogues and referencing relevant pages for proposed items.
• Clearly identifying safety-critical features, certifications, compatibility, software, battery, and maintenance requirements.
• Highlighting any features exceeding minimum requirements, with additional marks awarded for relevant benefits.
• Providing details of manufacturer's warranties.
• Offering staff training, familiarisation, and user support for equipment.
• Providing operator guides, manuals, and safety documentation in English (hard copy and/or electronic).
• Identifying and mitigating supply-chain vulnerabilities, including alternative sources and stock continuity.
• Stating lead times, incorporating peak delivery periods, and ensuring initial orders are processed and delivered by 31/12/2026.
• Proposing detailed plans for delivery, assembly, installation, configuration, and commissioning, adhering to Delivered Duty Paid (DDP) Incoterms to Kinsale Campus.
• Outlining proposals for sustainable packaging and environmentally friendly disposal of packaging.
• Responsibility for unpacking and storing items as directed by the centre contact.
• Managing ad hoc or low-value item deliveries, including outlining associated charges and minimum order values.
• Establishing a Service Level Agreement (SLA) for after-sales support, including technical queries, warranty claims, faults, returns, and escalations.
• Nominating a Contract Manager to liaise with the centre contact.
• Providing comprehensive details of order management, invoicing, and cancellation procedures.
• Detailing returns procedures for damaged, defective, or faulty items.
• Incorporating environmental measures into contract delivery, including product lifecycle, packaging, transport, and end-of-life management.

3. Background & buyer context

Cork Education and Training Board (Cork ETB) is procuring rescue and emergency response equipment and systems to enhance the training capabilities of Cork College of FET. This initiative aligns with the broader objective of providing relevant and up-to-date training facilities for learners. The establishment of a multi-party framework agreement aims to ensure a consistent and reliable supply of specialised equipment across various rescue and safety disciplines. This procurement supports the college's commitment to delivering practical, hands-on training in critical emergency response areas. The framework is designed to provide flexibility and choice to the college over its duration, ensuring access to a range of approved suppliers.

4. Eligibility & selection criteria

Bidders must meet specific financial and technical capacity requirements to be considered for this tender. These are detailed within the Tender Response Document (Appendix 4).

• Turnover requirement: Bidders must confirm they have the requisite turnover to be considered. Specific figures for average annual turnover are not explicitly stated as a minimum requirement in the provided text, but bidders must confirm their ability to meet this and provide turnover figures for the last three financial years (2023, 2024, 2025). Evidence of turnover must be provided promptly on request.
• Insurance: Bidders must confirm they have the following insurances in place:
• Employers Liability: €13m
• Public Liability: €6.5m
• Product Liability (goods only): €6m Bidders must also confirm that if successful, they can obtain the required levels of insurance if their current levels are lower. Evidence of insurance or a broker's confirmation letter must be provided on request.
• Certifications: While specific certifications are not listed as mandatory for bidder eligibility, the equipment tendered must comply with numerous Irish and European (EN) standards, including ISO 12402-5, ISO 12402-6, EN ISO 20345, EN 1385, EN 566, EN 354, EN 795 Type B, EN 567, EN 12278, EN 341 Type 2 Class A, EN 12841 Type C, EN 362, EN 813, EN 358, NFPA standards, and CE marking where appropriate. Bidders must provide a Certificate of Compliance for all equipment tendered.
• Past experience: Tenderers must demonstrate the successful delivery of three previous comparable projects involving the components detailed within the recent past. Details required include client name, contact information, annual contract value, delivery dates, and an outline of how the contract is comparable.
• Personnel: An organisational chart must be provided, clearly identifying all relevant departments, divisions, and third parties. Specific minimum experience levels for named roles are not detailed in the provided extract.
• Geographic / facility constraints: Not specified for bidder eligibility, but delivery is mandated to CCFET Kinsale Campus, Bandon Road, Kinsale, Co. Cork, P17 NN67.

5. Award criteria & scoring

The contract will be awarded based on the Most Economically Advantageous Tender (MEAT), determined by a combination of price and quality. The weighting and scoring for each criterion are as follows:

Criterion A (Cost): Evaluated based on the pricing submitted in the Pricing Document (Appendix 3) and the Form of Tender (Appendix 4). Prices must be quoted in Euro (€) excluding VAT.

Criterion B (Quality and Technical Merit): Assesses the robustness, safety, fitness for purpose, and suitability of proposed equipment for training environments. This includes compliance with minimum specifications, product information, technical documentation, catalogues, safety features, certifications, and manufacturer warranties.

Criterion C (Staff Training, Supply-Chain, Delivery, Assembly and Installation Proposals): Evaluates proposals for staff training, familiarisation, user support, supply-chain risk mitigation, delivery, assembly, installation, and environmentally friendly packaging/disposal. Lead times and the ability to meet the 31/12/2026 deadline for initial orders are critical.

Criterion D (After Sales Service and Customer Care): Assesses proposed Service Level Agreements (SLAs), after-sales support, warranty management, returns procedures, and contract management capabilities.

Criterion E (Environmental Considerations): Evaluates evidence-based descriptions of environmental measures incorporated into the delivery proposal, including product lifecycle, packaging, transport, logistics, and end-of-life management.

6. Submission requirements

Tenderers must use the provided Tender Response Document (Appendix 4) and associated appendices for their submission. Failure to comply will result in elimination.

The submission must be uploaded as a ZIP file to protect file integrity.

Key submission components include:

• Tender Response Document (Appendix 4): This document must be completed in full, adhering to a maximum of 20 A4 pages for the Quality element response (Criterion B), using a font no smaller than Arial 10. Instructions and general tender information should not be included in this page count.
• Pricing Document (Appendix 3): Must be completed and signed, detailing costs per lot in Euro (€) excluding VAT.
• Form of Tender: Must be completed and signed.
• Declarations:
• Article 57 Declaration (Declaration of Bona Fides & Statutory Obligations).
• Declaration re Statutory Obligations (compliance with Irish employment, equality, and safety legislation).
• Tax Clearance confirmation.
• Confirmation of acceptance of Contract Terms and Conditions and Framework Terms and Conditions.
• Confirmation of completion of European Single Procurement Document (ESPD) if used, or provision of self-declared information.
• Past Projects: Details of three previous comparable projects.
• Personnel & Skills Levels: Organisation Chart.
• Quality Assurance Systems: Details of QA programme (certified or in-house).
• Health and Safety: Details of H&S systems and procedures.
• Certificate of Compliance: For all equipment tendered.
• Electronic Catalogue: With relevant pages referenced.
• Images: Supplied in a separate document if applicable.

Evidence for self-declared information must be furnished within seven (7) days of request.

7. Key dates & process

The tender validity period required is 12 months from the submission deadline.

8. Contract terms that matter

The framework agreement will be open for acceptance for 12 months from the submission deadline. The contract terms and conditions are detailed in the associated appendices.

• Term + extension: The framework agreement itself has a 12-month open period for acceptance. Specific contract duration post-award is not detailed in the provided extract.
• Payment terms: Not specified in the provided extract, beyond the requirement for initial orders to be processed, invoiced, and paid before 31/12/2026.
• Key SLAs/KPIs: Service Level Agreements (SLAs) for after-sales support are required, covering technical queries, warranty claims, faults, returns, replacements, complaints, and escalations. Specific performance metrics are not detailed.
• Liquidated damages or penalty regimes: Not specified in the provided extract.
• Termination clauses: The framework agreements may be terminated with 3 months' notice. If a breach continues for 14 calendar days, either party may terminate with 14 days' notice.
• IP ownership: Not specified in the provided extract.
• Sub-contracting rules: Tenderers must confirm they have procedures in place to ensure subcontractors apply the same standards as the main contractor.
• Parent-company guarantee or bond requirements: Not specified in the provided extract.

9. Risks, red flags & unusuals

• Multi-party framework: The establishment of a multi-party framework agreement means multiple suppliers may be appointed, increasing competition for individual call-off contracts.
• Tight initial delivery deadline: The requirement for the first batch of orders to be processed, delivered, invoiced, and paid before 31/12/2026 presents a significant logistical challenge and risk for bidders, particularly concerning supply chain lead times and manufacturing capacity.
• Extensive technical specifications: The detailed technical specifications and numerous mandatory standards across eight lots indicate a high level of technical scrutiny. Bidders must ensure meticulous compliance for each item tendered.
• DDP Incoterms: The requirement for Delivered Duty Paid (DDP) Incoterms for initial delivery places the full responsibility and cost burden for shipping, customs, and delivery to the specified campus on the supplier.
• Page limit for quality response: The strict 20-page limit for the quality response (Criterion B) requires concise and impactful submissions.

10. SME fit assessment

This tender is structured as a multi-party framework agreement across eight lots, suggesting it is open to a range of suppliers, including SMEs, provided they can meet the specific technical and financial requirements for each lot.

• Who can credibly bid: A credible bidder would be a specialist supplier with proven experience in one or more of the eight defined lots (Water Rescue, Climbing & Height Rescue, Communication Systems, Waterproof Clothing, Offshore Safety Equipment, Working at Height Equipment, VR Headsets, Training & Rescue Craft). They must demonstrate the capacity to meet the stringent technical standards and provide the required insurance levels. SMEs with a strong niche offering in specific lots are well-positioned.
• Consortium or sub-contracting: Sub-contracting is permitted, provided the main contractor ensures subcontractors adhere to the same standards. Consortium bids are also implicitly allowed, as indicated by the requirement to declare "other parties forming part of the tender submission."
• Indicative bid-prep effort: Bid preparation will be substantial due to the detailed technical specifications, multiple lots, extensive documentation requirements, and the need to provide evidence for past experience and compliance. A conservative estimate would be 15-30 days of effort per lot a bidder intends to pursue, involving technical, commercial, and administrative resources.
• Pwin signal: The multi-party nature suggests an intent to diversify the supplier base rather than favouring a single incumbent. However, the extensive technical requirements and the need for proven experience in specific rescue and safety domains may favour established suppliers with a strong track record in those niche areas. The tight delivery deadline for initial orders could also favour bidders with robust supply chains and existing stock.

11. Where to dig deeper

• Source RFT filename(s): [Appendix 4 TRD.docx], [Appendix 5 FA Terms and Conditions.pdf]