Installation and Support of Air Traffic Control Simulation Equipment

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 Services comprise the installation and ongoing support of Air Traffic Control (ATC) simulation equipment at Casement Aerodrome, Co. Dublin. The Contracting Authority estimates expenditure on these services to be between €350,000 and €400,000 (excluding VAT) over the initial three-year contract term, with potential for extensions.

The core activities for the successful Tenderer include:

• Installation of Simulation Equipment: This involves setting up the specified ATC simulation hardware and software. The requirements detail specific positions to be configured:
• Tower Simulator position: Minimum 180° field of view for one Air Traffic Controller (ATCO).
• Radar Simulation position: One ATCO and one Instructor position.
• Tower and Radar combined: One Pseudo Pilot / Supervisor / Data Preparation Position.
• Technical Approach and Methodology: Tenderers must provide a detailed description of the proposed software and hardware functionality, specifically addressing its comparison and interoperation with existing Air Traffic Management (ATM) systems at Casement Aerodrome ATC.
• Resources and Equipment: The Tenderer must outline the condition, suitability, and any innovative features of the equipment proposed for the simulation setup. This includes ensuring the equipment is modern, appropriate, and potentially offers added value.
• Compliance, Safety, and Operational Readiness: A detailed proposal is required for the setup and equipment, demonstrating the bidder's ability to operate safely and compliantly within the scope of works. This includes adherence to relevant aviation standards and operational readiness for the specified simulation environment.
• Maintenance Package: A maintenance package for a minimum of 12 months post-installation is mandatory. The contract includes an option for further maintenance.
• Support Services: Ongoing support for the installed simulation equipment is a key component of the Services Contract.

The contract is for a term of three years, with the Contracting Authority holding the right to extend the term for up to two additional periods of one year each, subject to legal obligations.

3. Background & buyer context

This procurement is being conducted by the Minister for Defence. The requirement for the installation and support of Air Traffic Control simulation equipment at Casement Aerodrome, Co. Dublin, arises from the need to equip the aerodrome with modern simulation capabilities. The specific strategic drivers or policy initiatives behind this procurement are not explicitly detailed in the provided documentation. However, the nature of the equipment suggests a focus on training, operational readiness, or system testing within the defence aviation context. No incumbent provider is mentioned. The estimated expenditure indicates a mid-value procurement.

4. Eligibility & selection criteria

Tenderers must meet the following criteria to be considered for evaluation:

• Turnover requirement:
• Minimum average annual turnover of €500,000 in each of the last three years.
• Alternatively, a minimum turnover of €500,000 in any one of the last three years.
• Insurance: The successful Tenderer must hold the following insurances for the term of the Services Contract:
• Employer’s Liability: €12.7 Million
• Public Liability: Not specified (N/A)
• Product Liability: €6.5 Million
• Professional Indemnity: €500,000
• Airside Insurance: €1 Million
• Certifications: Not specified for this tender.
• Past experience:
• At least two examples of comparable contracts completed over the past 5 years.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Services are to be provided at Casement Aerodrome, Co. Dublin. Insurance policies must include Ireland within their territorial limits and jurisdiction.

Tenderers relying on the capacity of other entities (subcontractors) must ensure these entities also meet the relevant selection criteria.

5. Award criteria & scoring

The Services Contract will be awarded based on the Most Economically Advantageous Tender (MEAT), determined by the following criteria:

• Ultimate Cost: The lowest compliant bid receives 10 points, with others scored proportionally.
• Compliance, safety and operational readiness: Evaluated based on the detailed proposal for setup and equipment, assessing operational readiness and compliance. Scoring ranges from 0-999 (non-compliant) to 2600-3000 (full compliance, strong evidence).
• Resources and equipment: Assesses the condition, suitability, and features of proposed equipment. Scoring ranges from 0-999 (inadequate) to 2600-3000 (fully equipped, modern, appropriate tools).
• Technical approach and methodology: Evaluates the proposed software and hardware functionality in comparison to existing ATM systems at Casement Aerodrome ATC. Scoring ranges from 0-999 (unsuitable) to 2600-3000 (comprehensive, tailored plan with strong aviation understanding).

There are no minimum scoring thresholds specified per criterion or overall, beyond meeting the pass/fail requirements for selection.

6. Submission requirements

Tenders must be submitted electronically via the eTenders platform. The following documents and information are required:

• European Single Procurement Document (eESPD): An electronic version must be submitted.
• Method statement / response document: Tenderers must follow the RFT format and respond to each element in order. Specific page limits are not stated.
• CVs: Not specified for this tender.
• Pricing schedule: A completed Appendix 2, showing total cost and breakdown (labour, equipment, materials, VAT, etc.). Prices must be fixed for the contract duration.
• Case studies: At least two examples of comparable contracts completed over the past 5 years.
• Declarations:
• eESPD declarations regarding exclusion grounds and selection criteria.
• Tenderer’s Statement (Appendix 3), signed and scanned, confirming acceptance of contract terms.
• Declaration as to Personal Circumstances of Tenderer (Appendix 4).
• Tax Clearance Access Number and Tax Reference Number for online verification.
• Declaration of independent preparation of the tender.
• Mandatory site visit: A site visit to Casement Aerodrome is organised from 31 August to 4 September, between 09:30 and 15:00. Tenderers must confirm attendance by contacting Robert Keane at [email protected] by 25 August.
• Submission portal: www.etenders.gov.ie. Tenders must be uploaded to the electronic tenderbox. File size limits apply (250MB per file, 2GB total).
• Other: All documents must be in English and readable using a PDF viewer.

7. Key dates & process

8. Contract terms that matter

• Term: The Services Contract will have an initial term of three (3) years.
• Extension: The Contracting Authority reserves the right to extend the Term for up to two (2) additional periods of one (1) year each, on the same terms and conditions.
• Payment terms: Payments will be made in accordance with the Services Contract at Appendix 5. Specific details on payment schedules or cycles are not provided in the RFT.
• Key SLAs/KPIs: Not explicitly detailed in the RFT, but compliance, safety, and operational readiness are key award criteria.
• Liquidated damages or penalty regimes: Not specified in the RFT.
• Termination clauses: The Services Contract (Appendix 5) should be reviewed for termination clauses. A clause allows either party to terminate with 14 days' notice if no queries are raised within 14 days of an invoice, which is unusual.
• IP ownership: Not specified in the RFT.
• Sub-contracting rules: Subcontractors must meet selection criteria. The Prime Contractor is responsible for all services, irrespective of subcontracting.
• Parent-company guarantee or bond requirements: Not specified in the RFT.

9. Risks, red flags & unusuals

• Estimated Value vs. Turnover: The estimated contract value (€350k-€400k over 3 years) is relatively low compared to the €500k average annual turnover requirement. This suggests a potential mismatch or a focus on firms with established, broader operations rather than those solely focused on this niche.
• Insurance Requirements: The €6.5 million Product Liability insurance requirement is notably high for a service installation and support contract, especially when Public Liability is listed as N/A. This may indicate specific risks associated with the equipment or its integration.
• Site Visit Confirmation Deadline: The deadline to confirm attendance for the site visit (25 August) is very close to the start of the site visit period (31 August), requiring prompt action from interested parties.
• Unusual Invoice Clause: A clause states that if no queries are raised within 14 days of an invoice, it is deemed accepted. This is an atypical provision that could lead to unintended acceptance of invoices if not carefully managed.
• Open Procedure with Specific Location: While an open procedure is used, the specific location (Casement Aerodrome) and the nature of ATC simulation equipment may naturally limit the pool of genuinely capable bidders.

10. SME fit assessment

This tender is structured as an open procedure, encouraging participation from Small and Medium Enterprises (SMEs). However, the selection criteria present challenges for very small businesses.

• Who can credibly bid: A credible bidder would be a company with a proven track record in installing and supporting complex technical systems, ideally within the aviation or defence sectors. The €500,000 average annual turnover requirement means SMEs must demonstrate significant financial stability and a substantial operational history. The insurance requirements, particularly the €6.5 million Product Liability, will also be a barrier for many smaller firms unless they can secure appropriate cover.
• Consortium/Sub-contracting: Consortiums and subcontracting are permitted. SMEs are explicitly encouraged to form relationships with other SMEs or larger enterprises to participate. This is a key pathway for smaller firms to bid, allowing them to combine capabilities and meet the financial and insurance thresholds.
• Indicative bid-prep effort: Preparing a compliant bid will require significant effort. This includes:
• Gathering evidence for two comparable contracts over the last 5 years.
• Developing a detailed technical approach and methodology, including system interoperation with existing ATM systems.
• Detailing resources and equipment.
• Completing the pricing schedule and other declarations.
• Attending the site visit.
• Completing the eESPD. This could reasonably require 10-20 person-days of effort for a well-prepared company.
• Pwin signal: The tender is open, but the turnover and insurance requirements suggest a preference for established players. The explicit encouragement for SMEs to form consortia indicates the Contracting Authority is aware that the direct requirements might exclude some SMEs. No incumbent is named, and the open procedure suggests no pre-determined winner.

11. Where to dig deeper

• Source RFT filename: RFT Tower_Radar_Sim_Tender_2026.docx
• eTenders CFT ID: Not specified
• Contact email / clarification portal: Messaging facility on www.etenders.gov.ie
• Most important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 5: Services Contract