Multi Party Framework Request for Tender for the supply of leisure and swimming pool consumable supplies and related services

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 to establish a multi-operator framework agreement for the supply and delivery of consumable supplies, pool covers/blankets, pool hoists, and related equipment to Dublin City Council's leisure, sports, recreation, and community facilities. The framework will be established with three economic operators.

The scope encompasses:

• Pool Chemicals: Supply of various pool chemicals, including but not limited to Calcium Hypochlorite (tablet and pellet form), Sulphuric Acid, Sodium Hydrogensulphate, Hydrochloric Acid, Sodium Hydrogencarbonate, Sodium Thiosulphate Pentahydrate, and Polyaluminium Chloride (liquid and flake form). The supply includes the removal and disposal of all empty, expired, or unused pool chemical containers.
• Pool Water Testing Equipment: Provision of equipment for testing pool water quality.
• Pool Covers/Blankets: Supply of pool covers and blankets. This also includes servicing and maintenance of covers installed under this contract, as per manufacturer recommendations, including testing and certification for the initial warranty lifetime.
• Pool Hoists: Supply of pool hoists, including mobile accessible pool hoists and replacement parts. This also includes servicing and maintenance of hoists installed under this contract, as per manufacturer recommendations, including testing and certification for the initial warranty lifetime.
• Leisure Facility Accessories: A range of other consumable supplies and accessories for leisure facilities.
• Disposal Services: Removal and disposal of empty pool chemical containers and expired/unused pool chemicals and their containers.
• Delivery: Deliveries are to individual facilities, must be pre-arranged, and can be received 7 days a week, excluding bank holidays. The maximum timeframe from order to delivery is 10 working days.
• Catalogue Access: Framework members must provide Dublin City Council with access to up-to-date catalogues, preferably online.
• Contract Management: Nominated dedicated contract managers will be required to act as the main point of contact, manage the working relationship, provide performance reports, attend review meetings, and identify cost-saving opportunities. Contract management activities are non-billable.

The framework excludes gym equipment and the installation of 'plant' machinery. Warranties for supplied items must be valid for a minimum of 24 months.

3. Background & buyer context

Dublin City Council operates a wide range of services for its population of over 500,000 citizens, businesses, and visitors. These services span housing, roads, arts, sports, recreation, social services, libraries, parks, and emergency services through Dublin Fire Brigade. The Council's facilities are geographically dispersed throughout the city and may be located outside the Dublin City Council area. The Council's headquarters are at Wood Quay, Dublin 8. This procurement aligns with the Council's Recreation & Amenity programme group and its broader objective of social, economic, infrastructural, and cultural development. The estimated maximum spend under this framework is €12,000,000 excluding VAT over four years.

4. Eligibility & selection criteria

Tenderers must demonstrate the required financial and technical capacity to be considered. These criteria are assessed on a pass/fail basis.

• Turnover requirement: Tenderers must confirm that their turnover exceeded €500,000 during one of the last three years, or pro-rata if more recently established. The firm must have been in existence for at least 6 months.
• Insurance: Confirmation of the following insurances being in place is required:
• Employer’s Liability: €13,000,000
• Public Liability: €6,500,000
• Product Liability: €6,500,000
• Professional Indemnity: Not specified for this tender.
• Environmental Liability Impairment (EIL): Not specified for this tender.
• Cyber Liability: Not specified for this tender. Insurances provided by vendors must be authorised for the Irish jurisdiction.
• Certifications: Tenderers must provide information demonstrating a commitment to quality assurance, including details of quality assurance policies and systems, and whether they are 3rd party certified. Information on operating an appropriate environmental management system, whether 3rd party certified or in-house, is also required. Evidence of compliance with relevant Safety Health & Welfare at Work legislation is mandatory.
• Past experience: Tenderers must demonstrate successful delivery of 2 previous comparable contracts/experience within the last 10 years. These contracts must involve the supply of swimming pool chemicals, pool water testing equipment, and leisure facility accessories to customers with multiple locations within stated delivery dates.
• Personnel: Tenderers must demonstrate access to the minimum number of skilled personnel:
• Account management: 2
• Purchasing / Product advisor: 2
• Logistical / delivery technician: 2
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

The framework will be awarded on the basis of the Most Economically Advantageous Tender (MEAT), considering price and quality.

Tenderers must achieve a minimum of 60% for criteria A, B, and C to avoid elimination. Cost (Criterion D) is scored in inverse proportion, with the lowest cost valid tender receiving the maximum score. Tie-break rules are detailed, prioritising qualitative assessment scores if total marks are equal.

6. Submission requirements

Tenders must be submitted electronically via the eTenders platform.

• Method statement / response document: Tenderers must complete the Tender Response Document (TRD) and any appendices as specified.
• CVs: Not explicitly mentioned with page limits, but key personnel for clarification meetings should be available.
• Pricing schedule: Tenderers must complete the Form of Tender, Appendix 2.0 (New Equipment Pricing Schedule), and Maintenance Pricing Schedule. Prices must be inclusive of all charges except VAT and remain firm for the first 12 months.
• Case studies: Not explicitly mentioned.
• Declarations: Tenderers must complete and sign declarations within the TRD, including:
• Declaration of Bona Fides (Article 57 of Directive 2014/24/EU).
• Declaration regarding compliance with relevant Statutory Obligations.
• Article 5k Declaration regarding EU Regulation 2022/576 (restrictive measures).
• Confirmation of tax compliance.
• Mandatory site visit: Not specified for this tender. Clarification/verification meetings may be held, and a visit to the tenderer's premises may be required.
• Submission portal: Tenders must be submitted via www.etenders.gov.ie.

7. Key dates & process

8. Contract terms that matter

• Term: The framework agreement is for a period of four (4) years. Contracts awarded under the framework may extend beyond the agreement's expiry date.
• Payment terms: Invoices are submitted monthly for costs incurred in the preceding month and must quote a Dublin City Council purchase order number.
• Key SLAs/KPIs: Supplier performance will be monitored, with quality of service, cost competitiveness, and turnaround time as main criteria. A probationary period of 12 months applies, with subsequent annual reviews.
• Liquidated damages: Not specified for this tender.
• Termination clauses: The Contracting Authority can terminate any contract if, due to matters outside its control, the arrangement becomes uncompetitive. Termination can also occur if performance is unsatisfactory during the probationary period or subsequent reviews.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Tenderers may rely on the resources of other entities, provided they can prove these resources will be at their disposal. If a consortium is successful, it must establish legal personality.
• Parent-company guarantee or bond: Not specified for this tender.

9. Risks, red flags & unusuals

• Multi-operator framework with limited slots: Only three operators will be admitted to the framework, creating competition for call-off contracts via a cascade method.
• No guaranteed expenditure: While the estimated value is €12 million over four years, there is no guaranteed spend under the framework.
• Right to procure outside framework: Dublin City Council reserves the right to procure requirements outside this framework without reference to framework members.
• Probationary period: A 12-month probationary period is stipulated, with termination possible if performance is unsatisfactory.
• Price stability: Prices must remain firm for the first 12 months, with subsequent increases capped at inflation (CPI) and subject to consultation.
• Mandatory disposal of chemicals/containers: The requirement for removal and disposal of all empty and expired chemical containers is a specific operational detail.

10. SME fit assessment

This tender is structured as a multi-operator framework for three successful bidders. SMEs are encouraged to participate and can form relationships with other SMEs or larger enterprises to meet capacity requirements. Tenderers can rely on the resources of other entities, provided they can demonstrate these resources will be available. The bid preparation effort is likely moderate, requiring detailed responses to technical and quality criteria, alongside pricing. The "Pwin" signal is mixed: the multi-operator nature suggests openness, but the limited number of framework slots and the potential for Dublin City Council to procure outside the framework could favour established suppliers with proven track records. The requirement for 2 comparable contracts within the last 10 years may be a hurdle for very new or niche SMEs.

11. Where to dig deeper

• Source RFT filename: Dublin City Council Multi Party Framework Request for Tender for the supply of leisure and swimming pool consumable supplies and related services.pdf
• eTenders CFT ID: Not explicitly stated in the provided text.
• Contact for queries: Via www.etenders.gov.ie only.
• Most important attachments:
• Appendix 1: Framework Terms and Conditions
• Tender Response Document (TRD)
• Appendix 2: Pricing Schedules