Restricted procedure for the supply of Prison Officer Uniforms (Operational Uniforms and Service Dress)

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 Irish Prison Service (IPS) is procuring the manufacture, supply, managed inventory services, online ordering, and delivery of service dress and operational uniforms. This procurement is for a Goods Contract with an estimated value of €5,000,000 (excluding VAT) over a term of 48 months. The scope encompasses the entire lifecycle of uniform provision, from production to final delivery and inventory management.

The constituent activities and requirements include:

• Manufacture: Production of both operational uniforms and service dress for prison officers. Specific garment specifications and quality standards will be detailed in Appendix 1A, which is shared with eligible candidates at Stage 2.
• Supply: Provision of the manufactured uniforms to the IPS.
• Managed Inventory Services: The contractor will be responsible for managing the stock of uniforms. This implies maintaining appropriate inventory levels to meet demand and prevent stockouts.
• Online Ordering System: Implementation and operation of an online portal for ordering uniforms. This system must be currently operational and not in development, indicating a requirement for a proven, functional platform.
• Delivery: Distribution of uniforms to designated locations for the IPS.
• Contract Management: The successful tenderer will be required to provide a dedicated Contract Manager responsible for overall contract delivery, performance management, governance, customer satisfaction, KPI reporting, and continuous improvement.
• Supply Chain & Operations Support: A Supply Chain & Production Coordinator will be required, responsible for supplier management, production planning, procurement, manufacturing oversight, and monitoring supplier compliance.
• Technical & Quality Assurance Support: A Garment Technologist / Technical Manager will be needed to oversee garment specifications, fit approvals, technical documentation, product compliance, change control, and technical support.
• Commercial & Financial Management Support: A Commercial / Finance Manager will be required to handle invoicing, pricing, financial reporting, cost management, contract variations, and commercial governance.

The tender is conducted under a restricted procedure, meaning only invited candidates who pass Stage 1 will proceed to Stage 2, where detailed specifications and pricing schedules will be provided.

3. Background & buyer context

This procurement is initiated by the Minister for Justice, Home Affairs, and Migration, acting on behalf of the Irish Prison Service (IPS). The tender is for the supply of operational uniforms and service dress for prison officers. The estimated value of the proposed Goods Contract is €5,000,000 (excluding VAT) over a 48-month term. The IPS is seeking a comprehensive solution that includes manufacture, supply, managed inventory, online ordering, and delivery. The contracting authority aims to encourage participation by Small and Medium Enterprises (SMEs) and encourages larger enterprises to consider how SMEs can be included in their proposals. The procurement is being conducted under the open procedure as per the European Union (Award of Public Authority Contracts) Regulations 2016.

4. Eligibility & selection criteria

Candidates must meet the following minimum requirements to remain eligible for this competition. These are Pass/Fail criteria at Stage 1 of the restricted procedure.

• Turnover requirement: Not specified for this tender at Stage 1. (Note: General SME definition mentions annual turnover not exceeding €50 million, and annual balance sheet total not exceeding €43 million, but this is not a specific tender requirement).
• Insurance:
• Employer’s Liability: €13 million
• Public Liability: €6.5 million
• Product Liability: €6 million (Note: one instance of €6.5 million for Product Liability was also noted but €6 million is more consistently stated).
• Certifications: Not specified for this tender at Stage 1. (ISO 9001, ISO 27001 are mentioned in a general context of regulations and standards, but not as mandatory selection criteria here).
• Past experience: Candidates must refer to instances within the last five (5) years demonstrating successful delivery of services of a comparable nature.
• Personnel: Evidence must be provided that the candidate has access to the minimum number of suitably qualified personnel required to successfully deliver and support the contract. Specific roles with minimum requirements include:
• Contract Manager (Overall responsibility for contract delivery, performance management, governance, customer satisfaction, KPI reporting, and continuous improvement).
• Supply Chain & Production Coordinator (Responsible for supplier management, production planning, procurement, manufacturing oversight, and monitoring supplier compliance).
• Garment Technologist / Technical Manager (Responsible for garment specifications, fit approvals, technical documentation, product compliance, change control, and technical support).
• Commercial / Finance Manager (Responsible for invoicing, pricing, financial reporting, cost management, contract variations, and commercial governance).
• Geographic / facility constraints: Not specified for this tender.

Additionally, candidates must demonstrate compliance with all relevant Health & Safety legislation and provide information on measures in place to assure compliance. They must also meet or exceed the requirements for an online portal that must be currently operational. Candidates must provide information on measures, standards, policies, and oversight in place to ensure the delivery of a quality service.

5. Award criteria & scoring

The award criteria are not fully detailed at Stage 1 of this RFT, as they are TBC and will only be shared with applicable candidates who pass into Stage 2. However, the tender procedure is a Restricted procedure, and the document states that the Contracting Authority does not bind itself to accept the lowest priced or any Tender. This implies a Most Economically Advantageous Tender (MEAT) approach, which typically balances price and quality.

6. Submission requirements

Tenders must be submitted via the electronic postbox available on www.etenders.gov.ie. Goods samples will be confirmed and provided only to candidates who successfully pass into Stage 2.

The submission must include:

• Electronic Single Procurement Document (eESPD): Tenderers must complete and submit the electronic version of the eESPD. An eESPD used in a previous procurement may be submitted, provided the information is still correct and the tenderer satisfies the Selection Criteria for this competition.
• All required documentation: Tenderers must submit all documentation required by this RFT.
• Format Compliance: Tenders must follow the format of the RFT and respond to each element in the order set out.
• Acceptance of RFT Requirements: A scanned signed copy of the Tenderer’s Statement (Appendix 3), printed on the Tenderer’s letterhead, must be returned. Tenderers may not amend the Tenderer’s Statement.
• Consortia/Prime/Subcontractor Details: If applicable, details of all members of a group of undertakings, their roles, and a nominated entity for communication must be provided.
• Electronic Document Format: All Tenders submitted in soft copy must be compiled in PDF for the Tender Response Document and Excel for the Pricing Schedule (Appendix 2). Documents must be readable immediately and not corrupt.
• File Size Limits: A current file size limit of 250MB for each single file uploaded, with a maximum total limit of 2GB for all documentation.
• Submission Confirmation: Tenderers must ensure they follow the necessary steps on the eTenders platform, including clicking the “Submit” button. The “Submit” button will be disabled at the Tender Deadline.
• Declaration as to Personal Circumstances: Appendix 4 (for information at Stage 1, not for completion until Stage 2).
• Goods Contract Acceptance: Tenderers must confirm acceptance of the Goods Contract terms and conditions by signing the Tenderer’s Statement.

7. Key dates & process

8. Contract terms that matter

• Term: The Goods Contract will be issued for a term of 48 months.
• Payment Terms: Not specified in the provided extract.
• SLAs/KPIs: Not specified in the provided extract, but a Contract Manager is required to manage performance and KPI reporting.
• Liquidated Damages: Not specified in the provided extract.
• Termination Clauses: Not specified in the provided extract.
• IP Ownership: Not specified in the provided extract.
• Sub-contracting Rules: The successful tenderer must designate a single entity as the Prime Contractor, irrespective of whether tasks are performed by subcontractors.
• Parent Company Guarantee/Bond: Not specified in the provided extract.

9. Risks, red flags & unusuals

• Draft Status: The RFT document is explicitly marked as "DRAFT STATUS AT STAGE 1 OF THE RESTRICTED PROCEDURE AND BEING SHARED FOR INFORMATION PURPOSES ONLY." This indicates that key details, including Award Criteria, Specifications, and Pricing Schedules, are TBC and will only be shared with candidates proceeding to Stage 2. This creates uncertainty for bidders at Stage 1 regarding the full scope and evaluation methodology.
• Restricted Procedure: This procedure limits the number of bidders who can proceed to Stage 2, potentially favouring established suppliers with a proven track record in uniform supply.
• Online Portal Requirement: The mandatory requirement for a currently operational online ordering portal, not in development, may exclude newer entrants or those relying on custom-built solutions.
• Stage 1 Information Only: Several appendices (Appendix 1A, 2, 3, 4) are marked as "NB: TBC and only to be shared to applicable candidates i.e. those passing into Stage 2" or "NB: For information purposes at Stage 1, not for completion until Stage2". This means bidders at Stage 1 are working with incomplete information regarding the detailed requirements and how their tender will be evaluated on quality.
• Goods Samples: Tender goods samples are only provided to candidates who pass into Stage 2, meaning bidders must commit resources to production and submission without full specification details being available at Stage 1.

10. SME fit assessment

This tender is structured as a restricted procedure with a significant estimated value (€5 million over 4 years), suggesting it is aimed at established suppliers with substantial manufacturing and supply chain capabilities.

• Who can credibly bid: A credible bidder would be a manufacturer or a consortium of manufacturers with a proven track record in producing and supplying uniforms or similar complex textile goods. They must possess robust supply chain management, inventory control systems, and a functional, operational online ordering platform. The requirement for dedicated contract management, supply chain, technical, and commercial/financial roles indicates a need for a well-resourced organisation.
• Consortium/Sub-contracting: The RFT explicitly addresses consortia and prime/subcontractors, encouraging SMEs to explore forming relationships with other SMEs or larger enterprises. Larger enterprises are also encouraged to include SMEs in their proposals. This suggests that consortia bids are permitted and potentially encouraged to foster SME participation.
• Indicative bid-prep effort: Given the restricted nature and the need to demonstrate specific operational capabilities (like the online portal) and personnel, bid preparation effort at Stage 1 would likely involve significant time for proposal writing, documentation gathering, and potentially initial discussions for consortium formation. This could range from 20-40 days for a lead organisation.
• Pwin signal: The restricted procedure itself is a signal that the IPS is likely looking for a limited pool of qualified suppliers. The requirement for a proven online ordering system and dedicated management roles suggests a preference for experienced incumbents or firms with a similar operational model. The tender is likely open to firms that can demonstrate significant capacity and a mature operational framework, rather than being a broad open market opportunity for very small, specialised firms without prior large-scale uniform supply experience.

11. Where to dig deeper

• Source RFT filename: [DRAFT_RFT_Uniforms Document_FOR INFORMATION ONLY at PQQ Stage.pdf]
• eTenders CFT ID: Not specified in the provided extract.
• Contact / Clarification Portal: All queries must be directed to the messaging facility on www.etenders.gov.ie.
• Most Important Attachments (Stage 1):
• Appendix 5: Goods Contract (Draft Status)
• Appendix 3: Tenderer’s Statement (For information purposes at Stage 1)
• Appendix 4: Declaration as to Personal Circumstances of Tenderer (For information purposes at Stage 1)