Provision of CCTV and Alarm Maintenance

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 a contractor to provide maintenance services for CCTV and alarm systems across Dublin Bus locations. The contract encompasses routine servicing, repairs, and call-out services for security alarm systems and both old and new CCTV systems. The scope includes maintaining these systems at multiple Dublin Bus depots and offices.

Key activities and locations include:

• Security Alarm Maintenance:
• Intruder alarm systems located within electrical houses (E-Houses) associated with depot electrification works.
• These systems are specifically located at Summerhill, Phibsboro, and Harristown Depots.
• CCTV System Maintenance:
• Maintenance of existing, older CCTV systems.
• Maintenance of newer CCTV systems.
• Geographic Coverage:
• Services are required across various Dublin Bus locations, including but not limited to: Donnybrook, Ringsend, Clontarf, Phibsboro, Broadstone, Summerhill, Harristown, Conyngham Road, Jamestown Road, O’Connell Street, Earl Place, Broadstone Central Control, and Broadstone Procurement.
• New Head Office Integration:
• The contract anticipates the completion of a new Head Office in Broadstone during its duration. This new location is intended to be added to the contract on a pro-rata cost basis relative to the current O’Connell Street HQ.
• Temporary Location Closure:
• The Broadstone Procurement location will be out of action during the construction of the new Head Office in Broadstone.
• Ancillary Services:
• The pricing schedule requires contractors to provide hourly and day rates for on-site work, including travel and call-out charges.
• Labour rates for out-of-hours calls are also required.
• A percentage mark-up for any materials provided must be specified. The calculation for total cost involving materials is defined as overall maintenance cost plus (50% of maintenance cost * percentage mark-up).

3. Background & buyer context

Dublin Bus, operating as Bus Atha Cliath, is procuring these maintenance services to ensure the continued functionality and security of its CCTV and alarm systems across its operational sites. The tender is issued to secure ongoing support for these critical infrastructure components. The context includes the ongoing construction of a new Head Office at Broadstone, which will necessitate the integration of this new facility into the maintenance contract. The procurement aligns with Dublin Bus's operational requirements for maintaining security and safety across its depots and administrative buildings.

4. Eligibility & selection criteria

Bidders must meet the following criteria to be considered:

• Turnover requirement: Not specified for this tender.
• Insurance: Not specified for this tender.
• Certifications: Not specified for this tender.
• Past experience: Not specified for this tender.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Services are to be provided at Dublin Bus locations across Dublin, Ireland. Contractors must adhere to Dublin Bus's safety policies, including specific requirements for vehicles operating within workshops, such as the mandatory fitting or supervised use of reversing buzzers/beepers.

Additionally, bidders must sign and return a "Statement of Commitment to CIÉ Group Code of Conduct for Suppliers and Business Partners" and confirm acceptance of the "BÉ Drug and Alcohol Policy".

5. Award criteria & scoring

The award criteria and scoring mechanism are not detailed in the provided documentation. However, the tender documents indicate that purchasing decisions and contract awards are made solely on the basis of submitted offers and in accordance with the award criteria for the specific tender process. Any impropriety, or the perception of impropriety, must be avoided.

6. Submission requirements

Bidders are required to submit the following:

• Pricing Schedule: A completed pricing schedule (RFT 04.2026 Pricing Schedule.xlsx) detailing costs for security alarm maintenance, old CCTV system maintenance, and new CCTV system maintenance across specified areas. This includes hourly/day rates for on-site work, out-of-hours call-out charges, and a percentage mark-up for materials.
• Safety Policy Acknowledgement: A signed copy of the "Safety_Instruction_re_Contractors_reversing_in_BAC_premises_Version 2.pdf" confirming compliance with Dublin Bus's safety policy for contractors, including details on reversing vehicles.
• Code of Conduct Commitment: A signed "Statement of Commitment to CIÉ Group Code of Conduct for Suppliers and Business Partners" (Appendix 1 from Code of Conduct -signature required.pdf).
• Declarations: Not explicitly detailed, but implied by the nature of public procurement and the inclusion of the Code of Conduct.
• Submission Portal: Bids are to be submitted via the eTenders platform. Specific formatting rules for the submission portal are not detailed in the provided extract.

7. Key dates & process

8. Contract terms that matter

• Payment: CIÉ Group pays only on verified receipt of goods, works, or services. Invoices will not be processed without a valid purchase order.
• Contracts/Purchase Orders: CIÉ Group policy is to issue an official Purchase Order prior to the supply of materials or services. For major contracts, a formal contract must be executed prior to commencement.
• Record Keeping: Accurate records (timesheets, delivery notes, etc.) must be kept and produced on request; falsification of records is prohibited.
• Code of Conduct: Suppliers must comply with the CIÉ Group Code of Conduct for Suppliers and Business Partners, which covers integrity, confidentiality, obligations, disclosure of interest, loyalty, fairness, and environmental considerations. Breaches may lead to exclusion from future tenders.
• Safety Policy: Contractors must adhere to Dublin Bus's safety policy regarding vehicle operations within workshops, including reversing procedures.
• Drugs and Alcohol Policy: Contractors are bound by the BÉ Drug and Alcohol testing policy. Random testing may be undertaken, and breaches will result in action. Working under the influence of alcohol or drugs on Dublin Bus property is strictly prohibited.
• Sub-contracting: Sub-contractors are subject to the same code of conduct and policies as the main contractor.

9. Risks, red flags & unusuals

• Unspecified Value Calculation: While the estimated value is stated as €430,000.00, the pricing schedule is structured per year for different maintenance types across numerous locations. The total contract value and duration are not explicitly defined, making it difficult to assess the scale and term precisely.
• New Site Integration: The requirement to integrate a new Head Office into the contract during its term, based on a pro-rata cost, introduces an element of future pricing negotiation and potential complexity.
• Safety Policy Emphasis: The detailed safety instructions regarding vehicle reversing within workshops, including the requirement for signed declarations, indicate a high emphasis on site safety and potential consequences for non-compliance.
• Broadstone Procurement Closure: The temporary closure of the Broadstone Procurement location during new Head Office construction requires careful logistical planning by bidders.
• Absence of Standard Criteria: The lack of specified turnover, insurance, certifications, or detailed past experience requirements is unusual for a public sector tender of this nature and may suggest a focus on pricing and adherence to policies.

10. SME fit assessment

This tender appears to be structured to attract specialist service providers in CCTV and alarm maintenance. Given the absence of explicit turnover, insurance, or extensive past experience requirements, it is potentially accessible to Small and Medium Enterprises (SMEs) with a proven track record in these specific technical areas. The key requirements for bidders are the ability to provide the specified maintenance services across multiple Dublin Bus locations and strict adherence to Dublin Bus's safety and conduct policies.

Consortium bidding or sub-contracting is not explicitly mentioned as prohibited, but given the nature of the service, a single, competent provider is likely expected. The bid preparation effort would involve accurately pricing the maintenance across all listed locations, understanding the safety protocols, and completing the required declarations. The tender's focus on operational compliance and pricing suggests that incumbent advantage might be less significant than a competitive and compliant offering.

11. Where to dig deeper

• Source RFT Filename(s): RFT 04.2026 Pricing Schedule.xlsx, RFT 04.2026 Tender Pack.zip
• eTenders CFT ID: Not specified in provided documents.
• Contact Email/Portal: [email protected] (for safety policy return)
• Most Important Attachments:
• RFT 04.2026 Pricing Schedule.xlsx
• Safety_Instruction_re_Contractors_reversing_in_BAC_premises_Version 2.pdf
• Code of Conduct -signature required.pdf