Multi operator framework for the provision of a Body Worn Camera system with associated accessories, software and Services, for Irish Prison 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

The contract involves the establishment of a multi-operator framework agreement for the provision of a Body Worn Camera (BWC) system, including associated accessories, software, and services for the Irish Prison Service. The initial rollout will occur at Mountjoy Male Prison, with an estimated requirement of approximately 200 units. The framework will facilitate the supply and maintenance of the BWC system across the entire prison estate, with the following key activities:

• Supply of Body Worn Cameras: Provision of approximately 200 units for Mountjoy Male Prison.
• Software Integration: The proposed solution must be compatible with the existing closed video management system within the prison estate.
• Data Security: Cameras must be tamperproof, with non-removable memory cards to ensure data integrity.
• Video/Data Storage: On-premise storage solutions will be required, with automatic uploads to the Irish Prison Service's local system upon docking.
• Maintenance Services: Ongoing support and maintenance for the BWC system, including troubleshooting and repairs.
• Phased Rollout: Initial deployment at Mountjoy Male Prison, with potential expansion to other prison locations as needed.
• Follow-on Services: Additional services or supplies linked to the initial contract may arise.

The framework agreement does not guarantee a specific quantity of supplies or services, as the Irish Prison Service reserves the right to operate outside the framework if it offers better value for money.

3. Background & buyer context

The procurement of the Body Worn Camera system aligns with the Irish Prison Service's ongoing commitment to enhance security and operational efficiency within the prison estate. This initiative is part of a broader strategy to modernize prison operations and improve safety for both staff and inmates. The Irish Prison Service operates under the Department of Justice, and this procurement is driven by the need for advanced surveillance and monitoring capabilities in correctional facilities. The framework aims to establish a reliable supply chain for BWCs, ensuring that the service can respond effectively to evolving security challenges.

4. Eligibility & selection criteria

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

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employer’s Liability: €13 million
• Public Liability: €6.5 million
• Product Liability: €6 million
• Certifications: Compliance with ISO 9001 and ISO 27001 standards is required.
• Past experience: Candidates must demonstrate successful delivery of at least three (3) comparable projects within the last ten (10) years.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

Bidders must provide evidence of compliance with all relevant Health & Safety legislation and demonstrate measures in place to ensure quality service delivery.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow a Most Economically Advantageous Tender (MEAT) approach, focusing on both price and quality. There are no minimum scoring thresholds specified for individual criteria.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Complete Appendix A (Response Document) as provided, adhering to any page limits specified.
• CVs: Include CVs for key personnel, with a focus on relevant experience.
• Pricing schedule: Use the designated pricing template provided in the tender documents.
• Case studies: Provide details of three (3) comparable projects, including value ranges.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified for this tender.
• Submission portal: All submissions must be made electronically via eTenders, following specific format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Duration: The framework agreement will last a maximum of ten (10) years, subject to annual performance reviews.
• Payment terms: Not specified for this tender.
• Key SLAs/KPIs: Performance and quality of delivery will be critical, with potential relegation of framework members based on performance.
• Liquidated damages: Not specified for this tender.
• Termination clauses: The Contracting Authority reserves the right to terminate the framework agreement under specified conditions.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Bidders may rely on the resources of other entities, but must demonstrate access to these resources when necessary.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Turnover threshold: The absence of a specified turnover requirement may raise concerns about the competitive landscape and the ability of smaller firms to qualify.
• Geographic constraints: Not specified, but the requirement for compatibility with existing systems may limit participation to firms with prior experience in the prison sector.
• Initial contract value: The initial call-off contract is valued at approximately €500,000, which may not be sufficient to attract larger bidders.
• Performance criteria: The emphasis on past experience and quality assurance may disadvantage newer entrants or smaller firms without extensive portfolios.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that can demonstrate:

• Credible bidding capacity: Firms with experience in providing security technology solutions, particularly in correctional environments, are well-positioned to bid.
• Consortium or sub-contracting: Bidders are encouraged to form partnerships or rely on the resources of other entities to meet eligibility criteria.
• Indicative bid-prep effort: Preparation may require several days to compile necessary documentation and evidence.
• Pwin signal: The lack of specified turnover thresholds and the potential for multiple operators may create opportunities for SMEs, although the emphasis on past experience could favor established firms.

11. Where to dig deeper

• Source RFT filename: IPS - Body Warn Cameras PQQ - Stage 1.pdf
• eTenders CFT ID: 8369846
• Contact email: [email protected]
• Important attachments: Appendix A — Response Document, Appendix B — Suitability Assessment.