Provision of Sports Science 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 sports science equipment and systems to Cork College of Further Education and Training (FET). The framework is divided into seven distinct lots, allowing for specialised procurement within each category. The estimated total value for the framework agreement is €3,000,000. The contract duration for the framework agreement is 12 months from the submission deadline.

The seven lots are:

• Lot 1 – Sports Performance Software: This lot covers the supply of software solutions designed for sports performance analysis, training management, and athlete monitoring.
• Lot 2 – Digital Resistance Training: This lot pertains to digital or smart resistance training equipment, likely incorporating electronic feedback, data logging, or connected capabilities.
• Lot 3 – Performance Monitoring: This lot includes systems and devices for monitoring various aspects of athletic performance, such as physiological metrics, biomechanics, or movement analysis.
• Lot 4 – Smart Training Exercise Machines: This lot encompasses intelligent or connected exercise machines that offer advanced features, data tracking, or interactive training programs.
• Lot 5 – Professional Pilates Reformer: This lot is for the supply of professional-grade Pilates reformers, equipment used for rehabilitation and strength training.
• Lot 6 – Virtual Reality Headsets: This lot covers the provision of virtual reality (VR) headsets, likely for immersive training or simulation applications within sports science.
• Lot 7 – Immersive Simulation Learning Platform: This lot is for a comprehensive platform that uses immersive simulation for educational and training purposes, potentially integrating VR or other advanced technologies.

Tenderers must ensure all equipment is durable, safe for use in a training environment, and complies with Irish and European standards, including CE marking. Documentation for evaluation, including manufacturer's warranties, must be provided. Delivery is to be DDP (Delivered Duty Paid) to the CCFET Tramore Road Campus, Cork City, T12 AC91. The framework member is responsible for unpacking, storing, and potentially assembly/installation as directed.

3. Background & buyer context

Cork Education and Training Board (CETB) is procuring these sports science equipment and systems to enhance the facilities and training capabilities at Cork College of FET. This initiative aligns with broader educational goals to provide students with access to modern, industry-standard equipment. The procurement is structured as a multi-party framework agreement, indicating a potential need for ongoing supply across multiple centres or for a defined period. The tender documentation emphasizes the importance of equipment being suitable for practical training delivery, learner safety, and operational requirements within educational programmes.

4. Eligibility & selection criteria

Bidders must meet specific financial, technical, and legal requirements to be considered.

• Turnover requirement: While not explicitly stated as a minimum average annual turnover figure in the provided text, tenderers must confirm they have the requisite turnover to be considered for the contract. Evidence of turnover for the years 2025, 2024, and 2023 is required.
• Insurance: Bidders must confirm they have Employers Liability insurance at €13m, Public Liability insurance at €6.5m, and Product Liability (goods only) insurance at €6m. If current levels are lower, they must confirm the ability to obtain the required levels upon award.
• Certifications: Tenderers must demonstrate the operation of an appropriate quality assurance programme, either third-party certified or a comprehensive in-house system. Compliance with the Safety, Health and Welfare at Work Act 2005 is mandatory.
• Past experience: Tenderers must demonstrate the successful delivery of three previous comparable projects. Details required include client name, contact information, annual contract value, and delivery dates.
• Personnel: Tenderers must provide a detailed organisational chart. Specific minimum years of experience for named roles are not detailed in the provided extract.
• Geographic / facility constraints: Delivery is specified as DDP to CCFET Tramore Road Campus, Tramore Road, Cork City, T12 AC91. No other geographic or facility constraints are specified.

5. Award criteria & scoring

The contract will be awarded based on a combination of cost and quality. The weighting is as follows:

The total maximum marks available are 10,000. Criterion B (Quality and Technical Merit) and Criterion C (Staff Training, Supply-Chain, Delivery, Assembly and Installation Proposals) have minimum scoring thresholds.

6. Submission requirements

Tenderers must use the provided Tender Response Document (Appendix 4) and associated appendices.

• Method statement / response document: The Tender Response Document (Appendix 4) must be completed in full. The response to the Quality element (Criterion B) is limited to a maximum of 20 A4 pages in Arial 10 font.
• CVs: Not explicitly mentioned with page limits, but an organisational chart is required.
• Pricing schedule: Tenderers must complete the Pricing Document (Appendix 3) and the Form of Tender in the Tender Response Document (Appendix 4). Prices must be quoted in Euro (€) excluding VAT.
• Case studies: Tenderers must demonstrate the successful delivery of three previous comparable projects.
• Declarations:
• Declaration of Bona Fides & Statutory Obligations (Article 57).
• Declaration re Statutory Obligations (including Employment Equality Acts, Equal Status Acts, National Minimum Wage Act, Organisation of Working Time Act, Safety, Health and Welfare at Work Act, Disability Act, GDPR).
• Tax Clearance confirmation.
• Confirmation of insurance levels.
• European Single Procurement Document (ESPD) submission via eTenders is an option.
• Mandatory site visit: Not specified.
• Submission portal: The tender response must be uploaded as a ZIP file to eTenders.

7. Key dates & process

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

8. Contract terms that matter

The contract will be established as a multi-party framework agreement with a term of 12 months from the submission deadline. Rates quoted are maximum prices for the duration of the framework. Tenderers must keep their offer open for acceptance for 12 months from the submission deadline. The contracting authority is not bound to accept the most economically advantageous or any tender. Compliance with environmental, social, and labour laws is mandatory. All insurances required by the ITT must be in place on the effective date of the contract. Data protection and confidentiality clauses apply. Termination clauses are not detailed in the provided extract, beyond general references to breaches of agreement.

9. Risks, red flags & unusuals

The procurement is structured as a multi-party framework agreement, which can sometimes lead to less predictable call-off volumes than a single-party contract. The total estimated value of €3,000,000 is spread across seven lots, meaning individual lot values may be significantly lower, potentially impacting the viability for larger suppliers unless they bid for multiple lots. The requirement for DDP delivery to a specific campus is a clear logistical instruction. The tender also places a strong emphasis on environmental considerations, including packaging and disposal, which may require specific expertise or processes from bidders. The tight delivery deadline of 15/12/2026 for the initial batch of orders, encompassing delivery, invoicing, and payment, presents a potential risk if not managed effectively by the supplier.

10. SME fit assessment

This tender is structured into seven distinct lots, offering opportunities for Small and Medium Enterprises (SMEs) that specialise in specific areas of sports science equipment. For example, an SME focused solely on sports performance software (Lot 1) or VR headsets (Lot 6) could credibly bid for that specific lot. The requirement for three previous comparable projects means SMEs must have a track record, but the scale of these projects is not explicitly defined, allowing for smaller, yet comparable, past contracts to be considered. Consortium bidding or subcontracting is not explicitly prohibited and may be a viable strategy for SMEs to meet broader requirements or gain access to specific lots. The bid preparation effort would likely be moderate, focusing on technical specifications, pricing, and demonstrating past performance within the chosen lot(s). The "Open" procedure suggests a competitive process, but the multi-lot structure allows for a wider range of participants.

11. Where to dig deeper

• Source RFT filename: [Appendix 4 TRD.docx], [Appendix 5 FA Terms and Conditions.pdf]
• eTenders CFT ID: Not specified
• Contact email or clarification portal: Cork ETB (contact details not provided in extract)
• Most important attachments:
• Appendix 4 TRD.docx (Tender Response Document)
• Appendix 3 (Pricing Document)
• Appendix 2 (Technical Specifications)