Supply & Delivery of Towelling Fabric

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 contract involves the supply and delivery of towelling fabric to the Irish Prison Service. The estimated expenditure for the Goods Contract is approximately €750,000 (excluding VAT) over the term and any potential extensions. The contractor will be responsible for the following activities:

• Supply of Towelling Fabric: Bidders must provide various types of towelling fabric as specified in Appendix 1 of the RFT.
• Delivery Locations: Deliveries will be made to designated locations within the Irish Prison Service facilities.
• Quality Assurance: The contractor must ensure that all fabric meets specified quality standards and compliance requirements.
• Volume Requirements: The contractor must be prepared to meet fluctuating demand based on the needs of the Irish Prison Service.
• Documentation: The contractor must provide necessary documentation related to the fabric, including certifications and quality control measures.
• Samples: Bidders may be required to submit samples of the towelling fabric for evaluation as part of the selection criteria.

The contract may involve ongoing communication with the Irish Prison Service to ensure that supply meets operational needs.

3. Background & buyer context

This procurement is initiated by the Irish Prison Service to ensure a reliable supply of towelling fabric for use within its facilities. The contract aligns with the agency's operational requirements and aims to enhance the quality of materials used in prison services. The Irish Prison Service has a history of engaging with suppliers for various goods and services, and this tender is part of a broader strategy to ensure compliance with quality standards and operational efficiency. The estimated value of €750,000 reflects current and anticipated usage, indicating a strategic approach to resource management.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria to be considered for evaluation:

• Turnover requirement: Minimum average annual turnover of €280,000 during one of the last three financial years.
• Insurance:
• Employer’s Liability: €12.7 million
• Public Liability: €6.5 million
• Product Liability: €6.5 million
• Motor Insurance: Confirmation that all drivers employed are appropriately insured.
• Certifications: Compliance with relevant industry standards and regulations as specified in the RFT.
• Past experience: Evidence of having completed a minimum of N comparable projects within the last three years (exact number not specified).
• Personnel: Key personnel must have relevant experience, although specific roles and years of experience are not detailed.
• Geographic constraints: Bidders must be able to deliver within Ireland.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, balancing price and quality.

6. Submission requirements

Bidders must submit the following documentation as part of their tender:

• Method statement / response document: Must follow the named template with specified page limits.
• CVs: For key personnel, with a maximum page count.
• Pricing schedule: Must be completed using the specified template.
• Case studies: A minimum of two case studies demonstrating relevant experience, with values ranging from €50,000 to €250,000.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not applicable for this tender.
• Submission portal: All documents must be submitted via the electronic tenderbox on eTenders.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term and extension: The initial contract term is 2 years, with a possible extension of up to 2 additional years.
• Payment terms: Payments will be made upon receipt of valid invoices, which must include a purchase order number.
• Key SLAs/KPIs: Specific service level agreements and key performance indicators are not detailed in the documents.
• Liquidated damages: Not specified in the RFT.
• Termination clauses: The contract may be terminated with notice, although specific terms are not provided.
• IP ownership: Not specified.
• Sub-contracting rules: Allowed, but the prime contractor must be designated.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirement of €280,000 may limit participation to established firms, potentially excluding smaller businesses.
• The lack of specified minimum experience or project size could lead to ambiguity in evaluation.
• The absence of detailed SLAs or KPIs may create uncertainty regarding performance expectations.
• The estimated contract value of €750,000 may suggest a competitive environment, particularly if multiple bidders are vying for the contract.

10. SME fit assessment

Small and medium enterprises (SMEs) that can credibly bid for this tender should have:

• A proven track record in supplying textiles or similar goods, with the capacity to meet the turnover requirement.
• Relevant certifications and insurance coverage as specified.
• The ability to deliver within Ireland and manage logistics effectively.
• Consortium or subcontracting is permitted, allowing smaller firms to collaborate with larger entities.
• Bid preparation may require several days to compile necessary documentation and ensure compliance with submission requirements.
• The presence of established suppliers in the market may indicate a competitive bidding environment, potentially affecting the chances of new entrants.

11. Where to dig deeper

• Source RFT filename: RFT Bulk Towelling Material.docx
• eTenders CFT ID: not specified
• Contact email or clarification portal: www.etenders.gov.ie
• Important attachments: Appendix 1 — Requirements and Specifications, Appendix 2 — Pricing Schedule, Appendix 3 — Tenderer’s Statement.