Request for Tenders for the Provision of Four Videoscopes

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 tender seeks the supply, operational user training, and ongoing maintenance of four industrial videoscopes. The estimated expenditure for these goods is €300,000 (excluding VAT) over the initial 12-month contract term, which may be extended.

The contractor's responsibilities include:

• Supply of Four Industrial Videoscopes: The core deliverable is the provision of four videoscopes. The specific technical requirements for these devices are not detailed in the provided extract but will be outlined in the full tender documentation.
• Delivery and Installation: The videoscopes must be delivered and installed at specified locations. The tender mentions "4 locations" and "3 locations" in different contexts, indicating a need for clarification on the exact number and nature of these sites. The delivery and installation are to occur "at the date of order".
• Operational User Training: The successful tenderer must provide training to users on the operation of the videoscopes. The scope and duration of this training are not specified but are a mandatory component of the service.
• Ongoing Maintenance: The contract includes the cost of maintenance for the first 12 months of the term, which is included in the purchase price. Further maintenance provisions may be required for the extended term of the contract.
• Warranty: A minimum of one year's warranty, from the day of delivery and installation, is required. This warranty must cover repair or replacement of the systems.

The tender documents also reference pricing schedules for "Support Costs" and "Support and Maintenance Costs (Per Videoscope)" across "Years 2 - 5" and "Years 6 - 10", suggesting that longer-term maintenance and support beyond the initial 12 months are anticipated, potentially under extended contract terms.

3. Background & buyer context

This procurement is being conducted by the Office of the Revenue Commissioners. The tender is for the provision of industrial videoscopes, a type of equipment likely used for inspection and maintenance purposes within the organisation's operational infrastructure. The estimated value of €300,000 (excl. VAT) over the contract term suggests a need for standard operational equipment rather than a large-scale capital investment. The procurement follows an open procedure, indicating a desire for a competitive process to secure the best value. No specific government policy or programme is cited as the driver for this procurement in the provided text, but it aligns with the general need for public bodies to maintain and inspect their assets efficiently.

4. Eligibility & selection criteria

Bidders must meet the following criteria to be considered:

• Turnover requirement:
• Annual financial turnover equal to or in excess of €500,000 (Ex VAT) for each of the last three financial years.
• Alternatively, if the establishment date was more recent, the equivalent annual turnover must be equal to or exceed €500,000 (Ex VAT) for each year the tenderer has been established.
• Evidence must be provided via an external auditor's statement or audited accounts.
• Insurance:
• Employer's Liability: €12.7 million for any one claim or a series of claims arising out of a single occurrence.
• Public Liability: €6.5 million for any one claim or a series of claims arising out of a single occurrence.
• Product Liability: €6.5 million for any one occurrence and in the aggregate per insurance year.
• Certifications:
• ISO 9001 or equivalent quality management system certification is required, either in-house or third-party certified. A copy must be provided on request.
• Past experience:
• Demonstrate satisfactory experience of at least 3 similar contracts of a similar scale and complexity. One example should be provided.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

Tenderers must declare satisfaction of these criteria via the European Single Procurement Document (eESPD). Evidence will be requested prior to contract award.

5. Award criteria & scoring

The award criteria are not fully detailed in the provided text. However, the tender states that compliant tenders will be evaluated in accordance with published Award Criteria. It is implied that the evaluation will consider factors beyond just the lowest price, as the Contracting Authority does not bind itself to accept the lowest priced tender. The tender mentions minimum scoring requirements for certain aspects, such as "minimum requirement 500marks)", "minimum requirement 250 marks)", and "minimum requirement 125 marks)", suggesting a scoring system is in place. The specific weighting for price versus quality is not stated.

6. Submission requirements

Tenderers must submit their proposals electronically via the eTenders platform. Key submission requirements include:

• Method statement / response document: Tenders must be organised according to the format outlined in Appendix 1. All questions must be answered concisely. Tenderers must not alter or edit the RFT document.
• CVs: Not specified for this tender.
• Pricing schedule: Tenderers must complete the Pricing Schedule at Appendix 2. Prices must be all-inclusive, in Euro, and exclusive of VAT. Prices must remain valid for six months from the Tender Deadline.
• Case studies: Not specified for this tender, but "at least 3 similar contracts" must be demonstrated as part of Technical and Professional Ability.
• Declarations:
• A scanned signed copy of the Tenderer's Statement (Appendix 3) on headed notepaper.
• Completed electronic European Single Procurement Document (eESPD).
• Declaration as to Personal Circumstances of Tenderer (Appendix 4) for the successful tenderer, duly completed, signed, and witnessed by a practicing Solicitor/Commissioner for Oaths.
• Confirmation of acceptance of the Goods Contract terms and conditions.
• Mandatory site visit: Not specified for this tender.
• Submission portal: eTenders electronic on-line tendering facility only. File size limits apply (250MB per file, 2GB total). Tenders must be in English or Irish and compiled in PDF or Microsoft Word format.

7. Key dates & process

8. Contract terms that matter

• Term: The initial contract term is 12 months, extendable at the request of the Contracting Authority for periods of up to 12 months, with a maximum of three such extensions. A further extension of up to 10 years is possible, subject to agreement.
• Payment terms: Payments are subject to and in accordance with the Goods Contract at Appendix 5. Invoices shall be deemed accepted if not disputed within 14 days.
• Key SLAs/KPIs: Not specified in the provided text.
• Liquidated damages or penalty regimes: Not specified in the provided text.
• Termination clauses: The contract can be terminated with 14 days' notice.
• IP ownership: Not specified in the provided text.
• Sub-contracting rules: Tenderers must clearly identify all subcontractors, their roles, and provide their details. Subcontractors on whose capacity the tenderer relies must also complete an eESPD.
• Parent-company guarantee or bond requirements: Not specified in the provided text.

9. Risks, red flags & unusuals

• Ambiguous location details: The tender mentions "4 locations" and "3 locations" in relation to delivery and installation, creating ambiguity that bidders must clarify.
• Extended contract term potential: While the initial term is 12 months, the possibility of extensions up to 10 years suggests a need for long-term supplier commitment and product lifecycle considerations.
• No budget disclosure: The estimated value is provided, but the actual budget is not explicitly stated, which is standard but requires bidders to price competitively.
• International Procurement Instrument (IPI) compliance: Tenderers must be aware of and comply with Regulation (EU) 2022/1031 concerning access to public procurement markets, including potential requirements for information on the origin of goods and prohibited economic operators.
• Strict submission process: Tenders must be submitted exclusively via eTenders, with strict adherence to deadlines and file size limits. Late or non-compliant submissions will be rejected.

10. SME fit assessment

This tender is likely suitable for small to medium-sized enterprises (SMEs) that specialise in the supply and maintenance of industrial inspection equipment.

• Who can credibly bid: A viable bidder would be a company with a proven track record in supplying similar technical equipment, capable of meeting the €500,000 annual turnover requirement for three consecutive years. They must also hold the specified insurance levels and possess ISO 9001 certification or equivalent. Experience with at least three similar contracts is mandatory.
• Consortium or sub-contracting: Consortia and subcontractors are permitted. A prime contractor must be appointed to assume overall responsibility. Subcontractors must also provide an eESPD.
• Indicative bid-prep effort: Bid preparation will require gathering financial statements, insurance certificates, details of past projects, and completing the eESPD and pricing schedules. This could represent 5-10 days of effort for a company familiar with public procurement processes.
• Pwin signal: The tender is conducted under an open procedure, suggesting it is not a sole-supplier framework. The absence of named incumbents or past winners in the provided text means the Pwin signal is neutral. The primary drivers for success will be meeting all mandatory requirements and offering a competitive price and quality solution.

11. Where to dig deeper

• Source RFT filename: RFT Videoscopes.pdf
• eTenders CFT ID: Not specified in the provided text.
• Contact email or clarification portal: All queries must be made via the online messaging function on www.etenders.gov.ie.
• Most important attachments:
• Appendix 1: Tender Organisation Format
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer's Statement
• Appendix 4: Declaration as to Personal Circumstances of Tenderer
• Appendix 5: Goods Contract Terms and Conditions