PEACEPLUS Dromore West Digiversal Retractable seating

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

Sligo County Council seeks a contractor to design, supply, install, and commission retractable seating for Dromore West Community Centre. The project aligns with the PEACEPLUS Programme's Theme 1: Local Community Regeneration and Transformation. The aim is to enhance the community centre's functionality as a flexible performance and events space, supporting social inclusion and universal access, particularly for users with sensory disabilities.

The contractor's responsibilities include:

• Design and Specification: Develop a final specification for a retractable seating system based on the provided criteria. This includes:
• Approximately 156 seats, arranged in around 9 tiers and 14 rows.
• Fully upholstered, individual fold-down seats.
• Electronic retractable/telescopic operation, with manual override capability.
• Provision for suitable aisle and accessibility.
• High-quality, durable, and flame-retardant upholstery.
• Integrated safety rails.
• A finish suitable for a community auditorium.
• A system that fully retracts to allow the hall to be used as a multi-purpose space.
• Supply and Delivery: Provide the specified retractable seating system. Both new and high-quality second-hand systems meeting specifications will be considered.
• Installation: Install the retractable seating system within Dromore West Community Centre.
• Commissioning and Handover: Commission the system, provide a demonstration, and formally hand over the completed installation.
• Warranty: Provide warranty terms, with a minimum of 12 months, and a preference for 24-36 months.
• Compliance: Ensure all equipment and installation comply with:
• EU/Irish safety standards for electrical equipment.
• Fire safety regulations for public buildings.
• Accessibility guidelines (Universal Design principles).
• Optional Service: Tenderers may offer an annual service contract for the system.

The contractor will be required to nominate a dedicated contract manager responsible for overall delivery, communication, and performance reporting.

3. Background & buyer context

This procurement is driven by the Sligo PEACEPLUS Co-designed Local Community Peace Action Plan. The plan, developed over 18 months with European funding support, aims to foster peace and prosperity through local community regeneration, capacity building, and celebrating diversity. This specific project falls under Theme 1: Local Community Regeneration and Transformation, focusing on capital investment to improve physical community spaces. Dromore West Community Centre, built in 1983, has seen external improvements but requires internal upgrades. The retractable seating is intended to transform the centre into a more versatile facility, enhancing social inclusion, accessibility, and community engagement, aligning with Sligo County Council's objectives for community enrichment and economic growth.

4. Eligibility & selection criteria

• Turnover requirement: Tenderers must confirm that their turnover exceeded €20,000 in one of the last three years, or pro-rata if more recently established. The firm must have been in existence for at least 6 months.
• Insurance: Confirmation of the following insurances being in place is required:
• Employer’s Liability: €13,000,000
• Public Liability: €6,500,000
• Product Liability: €6,500,000
• Professional Indemnity: €1,000,000 (subject to upward revision)
• For consultants/suppliers not based in the Republic of Ireland, written evidence that the territorial and jurisdiction limits of these insurances include the Republic of Ireland will be requested.
• Certifications: Not specified for this tender.
• Past experience: Not specified as a minimum numerical requirement, but technical capacity will be assessed.
• Personnel: Tenderers must nominate a dedicated contract manager. Key personnel assigned to the contract should be available for clarification meetings.
• Geographic / facility constraints: Not specified for this tender.

Tenderers may rely on the resources of other entities to meet these requirements, provided they can prove these resources will be at their disposal. Consortiums must appoint a single point of contact.

5. Award criteria & scoring

The contract will be awarded to the Most Economically Advantageous Tender (MEAT). The cost score is calculated using a formula where the lowest cost tender receives maximum points. Qualitative criteria are scored on a scale from Outstanding (90-100%) to Poor (1-24%), with less than 50% being unacceptable. A minimum score of 50% is required for Methodology & Approach and Warranty & After-sales Support.

6. Submission requirements

• Method statement / response document: Tenderers must complete the Tender Response Document (TRD).
• CVs: Not specified with page limits, but key personnel should be available for clarification meetings.
• Pricing schedule: Complete the Tender Form provided in the TRD. Prices should be in Euro, exclusive of VAT, with VAT shown separately.
• Case studies: Not specified.
• Declarations:
• Declaration of Bona Fides (Art. 57 of Directive 2014/24/EU).
• Declaration regarding compliance with relevant statutory obligations.
• Confirmation of tax compliance with Irish Revenue Commissioners.
• Confirmation of insurance being in place.
• Statement confirming consent for data processing for the competition.
• Mandatory site visit: Not specified.
• Submission portal: Tenders must be submitted electronically via the eTenders postbox facility on www.etenders.gov.ie only.

7. Key dates & process

8. Contract terms that matter

The contract will be governed by Irish law and will be subject to terms and conditions similar to Appendix III, "Sample Contract with Service Provider." Payment will be in Euros, exclusive of VAT. Invoices must be submitted as agreed. Payments may be subject to Irish Professional Services Withholding Tax. Tenderers must comply with all relevant legislation, including dignity at work policies and accessibility requirements under the Disability Act 2005. The Contracting Authority reserves the right to terminate the contract if costs become uncompetitive due to changes in customs union arrangements. The contract has a 12-month validity period.

9. Risks, red flags & unusuals

The indicative budget of €80,000 (inclusive of VAT) is relatively low for a project involving the supply and installation of retractable seating for approximately 156 seats, suggesting a potential focus on cost-effectiveness. The tender allows for second-hand systems, which could indicate a budget constraint or a desire for value-for-money. The tender validity period is 12 months, which is substantial for a project of this scale and may indicate potential delays or a need for flexibility in the procurement process. The award criteria heavily favour cost (70%), with qualitative aspects carrying less weight, reinforcing the focus on price.

10. SME fit assessment

This tender is potentially suitable for small to medium-sized enterprises (SMEs) that specialise in the design, manufacture, and installation of retractable seating systems. Given the €80,000 indicative budget and the allowance for second-hand systems, a smaller, more agile supplier could be competitive. Consortiums or joint ventures are permitted, allowing SMEs to pool resources and expertise to meet the insurance and technical requirements. The bid preparation effort is likely moderate, focusing on detailing the technical approach, warranty, and pricing. The strong weighting on cost suggests that incumbent advantage is less of a factor than competitive pricing.

11. Where to dig deeper

• Source RFT filename: Dromore West Digiversal Retractable Seating RFT v1.docx
• eTenders CFT ID: Not specified
• Contact email or clarification portal: Questions and Answers facility on www.etenders.gov.ie
• Most important attachments:
• Appendix I Sample Contract Terms of Conditions SCC.pdf
• Drawing of Dromore West Community Centre (included in tender pack)