The Provision of the Supply, Construction, Installation, Dismantling, and Removal of Event Exhibition Stands, Including Display Services to City of Dublin ETB schools, colleges, centres and offices

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 comprehensive provision of services related to the supply, construction, installation, dismantling, and removal of event exhibition stands for the City of Dublin Education and Training Board (CDETB). This includes display services across various educational institutions and facilities managed by CDETB.

Key activities include:

• Supply and Construction: Provision of exhibition stands tailored for educational events, including custom designs.
• Installation: Setting up exhibition stands at designated venues, ensuring compliance with safety and operational standards.
• Dismantling and Removal: Efficiently taking down the stands post-event and managing the logistics of removal.
• Display Services: Offering additional services related to the presentation and display of materials at exhibitions.
• Locations: Services will be provided at various CDETB schools, colleges, centres, and offices across Dublin.
• Volume: The contractor may be required to manage multiple events, including large-scale exhibitions lasting up to three days, with an estimated attendance of approximately 1,000 participants.

The contractor must ensure that all activities are executed within the agreed timelines and adhere to the quality standards set forth by CDETB.

3. Background & buyer context

The procurement of these services aligns with CDETB's ongoing commitment to enhancing educational experiences through effective event management. This initiative is part of a broader strategy to improve engagement within the educational sector, particularly in showcasing educational offerings and innovations. The CDETB has a history of hosting educational exhibitions and events, necessitating reliable partners to manage the logistics of exhibition stands. The current tender aims to establish a multi-party framework agreement to streamline the procurement process for future events.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €600,000 over the last three years.
• Insurance:
• Public Liability: €6.5 million
• Employer's Liability: €13 million
• Product Liability: €6.5 million
• Professional Indemnity: €6.5 million
• Cyber Insurance: Not specified
• Motor Insurance: Not specified
• Certifications: Not specified for this tender.
• Past experience: Bidders must demonstrate successful delivery of at least two comparable projects within the last five years.
• Personnel: Bidders must have qualified personnel with relevant experience in event management and exhibition services.
• Geographic / facility constraints: Bidders must be able to operate within the Dublin area.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

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

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Complete the Tender Response Document (TRD) with no specified page limit.
• CVs: Provide CVs for key personnel, limited to two pages each.
• Pricing schedule: Submit pricing proposals using the specified template.
• Case studies: Include two case studies of previous projects, detailing project value and relevance.
• Declarations: Complete the European Single Procurement Document (ESPD), Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified.
• Submission portal: All submissions must be made via eTenders, adhering to any specified format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term and extension structure: The contract will be established for an initial term, with potential extensions based on performance.
• Payment terms: Payments will be made upon completion of services, subject to satisfactory delivery and invoicing.
• Key SLAs/KPIs: Specific performance indicators will be established to measure service delivery.
• Liquidated damages: Penalties may apply for failure to meet agreed timelines or quality standards.
• Termination clauses: The contract may be terminated for material breaches or failure to perform obligations.
• IP ownership: All intellectual property created during the contract will remain with CDETB.
• Sub-contracting rules: Sub-contracting is permitted with prior approval from CDETB.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Turnover threshold: The required turnover of €600,000 is close to the total contract value, which may limit competition.
• Geographic constraints: The requirement for bidders to operate within Dublin may restrict participation from firms outside the area.
• Experience requirements: The need for two comparable projects may disadvantage newer firms or those without extensive portfolios.
• Tight timelines: The contract may require rapid mobilization and execution, which could pose challenges for bidders.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that specialize in event management and exhibition services. Viable bidders should possess:

• Relevant experience in managing exhibition stands and events.
• The capability to meet insurance and turnover requirements.
• A strong team with expertise in logistics and display services.

Consortium bidding is allowed, which may enhance competitiveness. Bid preparation is estimated to require several days, considering the documentation and compliance checks. The presence of stringent experience requirements may signal a competitive landscape, particularly if incumbents have established relationships with CDETB.

11. Where to dig deeper

• Source RFT filename: CFT8178737 Exhibition Supply, Construct, Install, Dismantle FWA - APPENDIX 3 - TRD.docx
• eTenders CFT ID: Not specified
• Contact email: Not specified
• Important attachments:
• Appendix 3 — Tender Response Document
• Appendix 8 — European Single Procurement Document (ESPD)