Request for Tenders for the Supply of Fish to the Houses of the Oireachtas

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

Here is a comprehensive Tender Briefing for the "Request for Tenders for the Supply of Fish to the Houses of the Oireachtas" tender, structured as requested.

1. At a glance

2. Scope of Work

The Houses of the Oireachtas Service requires a contractor to supply fish. The estimated expenditure for these goods over the contract term, including potential extensions, is €350,000.00 excluding VAT. The contract duration is initially one year, with the possibility of up to three one-year extensions, subject to legal obligations.

The core activities for the successful tenderer involve the consistent and reliable supply of fish to the Houses of the Oireachtas. Specific requirements and expectations include:

• Product Specification: Tenderers must adhere to specified quality standards, including those related to HACCP, product traceability, and microbiological testing.
• Continuity of Supply: A robust methodology for ensuring continuity of supply and reliable deliveries is required. This includes managing order placement effectively.
• Goods Recall and Traceability: The contractor must demonstrate compliance with food law principles for traceability and have procedures in place for goods recall. This includes providing proof of registration, recent independent hygiene audits, and details of any sample goods recalls.
• Environmental Sustainability: Tenderers must submit a proposal detailing their approach to environmental sustainability in their operations.
• Delivery and Logistics: While not explicitly detailed as a separate deliverable, the scope implicitly requires the contractor to manage all aspects of delivery to the Houses of the Oireachtas, including packaging and shipping, as prices quoted must be all-inclusive.
• Compliance: The contractor must comply with all applicable environmental, social, and labour laws, as well as EU and national food safety regulations.
• Reporting: The contractor will be expected to provide audit reporting and potentially participate in quarterly market analysis and performance review meetings.
• Substitution: Tenderers must provide a minimum of 7 working days' advance written notice for any proposed goods substitution.

The tender documents do not specify volumes or specific types of fish, but the emphasis on quality, traceability, and continuity of supply indicates a need for a professional and well-managed operation.

3. Background & buyer context

This procurement is being conducted by the Houses of the Oireachtas Service to ensure a consistent and compliant supply of fish for its operations. The estimated value of €350,000.00 over the potential four-year term suggests a regular, ongoing requirement. The tender documents reference EU regulations concerning public procurement, foreign subsidies, and data protection, indicating a commitment to transparent and compliant procurement practices. The policy of encouraging participation by Small and Medium Enterprises (SMEs) is also highlighted, suggesting a desire to foster broader economic participation. No specific programme or policy initiative is explicitly linked to this procurement, but it aligns with the general operational requirements of a large public institution.

4. Eligibility & selection criteria

Bidders must meet the following criteria to be considered:

• Turnover requirement: Confirmation that the tendering party's turnover exceeded €175,000.00 for one of the last three years. Firms established more recently must provide a pro-rata figure. The firm must have been in existence for at least 6 months.
• Insurance: The successful tenderer must hold the following insurances for the term of the Goods Contract:
• Employer's Liability: €12,700,000
• Public Liability: €6,500,000
• Product Liability: €6,500,000
• Motor / Fleet Policy: Confirmation of cover in place.
• Certifications: Tenderers must declare compliance with Regulation (EC No 178/2002) for food law principles. Proof of registration and a copy of the last independent hygiene audit (with regulatory approval such as EHO, DAFM, SFPA, LA Vets, or international equivalent) are required upon request. Compliance with HACCP and EU/National regulations is also mandatory.
• Past experience: Tenderers must demonstrate their involvement in supplying similar goods within the industry and clearly show they can supply personnel with relevant experience. Specific details are to be provided in sections 2.3 to 2.6 of the Tender Response Document (TRD).
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender, beyond the implication that services must be provided within Ireland.

5. Award criteria & scoring

The contract will be awarded based on the most economically advantageous tender, determined by the following criteria:

Award Criteria Weighting (%) Sub-criteria