International courier services for biological substances

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

Sport Ireland requires a service provider for the collection and delivery of biological substances, documents, and other non-hazard items. The service will operate across Ireland (including Northern Ireland), the UK, and internationally. The estimated value for the contract, including potential extensions, is €400,000 (exclusive of VAT) over the initial 24-month term.

The core activities for the successful tenderer include:

• Collection and Delivery:
• Collection of biological substances (urine and blood).
• Collection of documents.
• Collection of other non-hazard items.
• Geographic Coverage:
• Ireland (including Northern Ireland).
• United Kingdom.
• International destinations.
• Service Requirements:
• The service must be provided in accordance with the specifications detailed in Appendix 1 of the Request for Tender (RFT).
• Tenderers must complete the Pricing Schedule provided at Appendix 2.
• All prices quoted must be all-inclusive, covering shipping, packaging, delivery, and ancillary costs, and must be exclusive of VAT.
• Contract Duration and Extensions:
• The initial contract term is 24 months.
• Sport Ireland reserves the right to extend the term for periods up to 12 months, with a maximum of three such extensions.
• Compliance:
• Tenderers must comply with all applicable environmental, social, and labour laws, as well as EU and national legislation.
• The successful tenderer must hold specific insurance types and indemnity limits as detailed in the RFT.

The RFT does not specify volumes or frequency of collections/deliveries, requiring tenderers to base their proposals on the estimated contract value and their understanding of the service requirements.

3. Background & buyer context

Sport Ireland is procuring international courier services for biological substances to support its operations. The Sport Ireland Anti-Doping Unit is ISO 9001:2015 accredited, indicating a requirement for quality and reliability in its service providers. This procurement is conducted under an open procedure, adhering to the European Union (Award of Public Authority Contracts) Regulations 2016. The contracting authority aims to encourage participation from Small and Medium Enterprises (SMEs) and encourages larger enterprises to consider how SMEs can be included in their proposals. The estimated value of €400,000 over the contract term suggests a moderate scale of service requirement.

4. Eligibility & selection criteria

Tenderers must meet the following minimum requirements to be considered for evaluation:

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employer's Liability: €12,700,000
• Public Liability: €6,500,000
• Product Liability: Not specified for this tender.
• Professional Indemnity: Not specified for this tender.
• Good in Transit Insurance: Required (YES).
• Cyber Insurance: Not specified for this tender.
• Motor Insurance: Not specified for this tender.
• Certifications: Not specified for this tender, beyond the buyer's ISO 9001 accreditation.
• Past experience: Not specified for this tender.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

Tenderers must also provide a current valid tax clearance certificate from the Irish Revenue Commissioners. If relying on the capacity of other entities (subcontractors) for selection criteria, these entities must also submit separate eESPDs and provide supporting documentation upon request.

5. Award criteria & scoring

The award criteria are not explicitly detailed with percentage weightings in the provided extract. However, the RFT states that tenderers must achieve a minimum of 60% on each individual non-cost related criterion and a minimum of 60% of the total marks allocated for non-cost related criteria. The evaluation process will consider both cost and non-cost related aspects, implying a Most Economically Advantageous Tender (MEAT) approach. Specific scoring mechanisms for technical merit, quality, and price are not detailed in the provided sections.

6. Submission requirements

Tenders must be submitted electronically via the eTenders platform (www.etenders.gov.ie). Key submission requirements include:

• Electronic Submission: Tenders must be uploaded to the electronic tenderbox on eTenders.gov.ie. Submissions via email, fax, post, or hand delivery will not be accepted.
• File Size Limits: A maximum of 250MB per single file and a total limit of 2GB for all documentation.
• Format: Documents must be readable using Word, PDF, or Excel. Tenderers must ensure electronic documents are not corrupt.
• eESPD: Tenderers must complete and submit the electronic version of the European Single Procurement Document (eESPD).
• Tenderer's Statement: A scanned, signed copy of the Tenderer's Statement (Appendix 3) must be returned, printed on the tenderer's letterhead.
• Pricing Schedule: Appendix 2 must be completed.
• Declarations:
• European Single Procurement Document (eESPD).
• Tenderer's Statement (Appendix 3).
• Declaration as to Personal Circumstances of Tenderer (Appendix 4).
• Tax Clearance Access Number and Tax Reference Number for online verification.
• Language: Tenders must be submitted in English.
• One Tender per Bidder: Each tenderer is limited to submitting one tender in their own capacity and one as part of a consortium/group.
• No Amendments: Tenderers must not alter or edit the RFT document.

7. Key dates & process

8. Contract terms that matter

• Term: 24 months, with an option for Sport Ireland to extend for up to 12 months in total, in maximum of three separate extension periods.
• Payment Terms: To be made in accordance with the Services Contract at Appendix 5. Specific details are not provided in the extract.
• Price Adjustments: Prices can only be increased or decreased on the first anniversary of the contract's effective date and subsequent anniversaries, based on a specified price index.
• Termination: The contract may be terminated if it continues for 14 calendar days without remedy after notice, or if a party fails to remedy a breach within 30 days of written request.
• Sub-contracting: The successful tenderer must designate a Prime Contractor responsible for the entire service, irrespective of subcontracting. Subcontractors may need to submit separate eESPDs depending on their role.
• Insurance: The successful tenderer must hold specific insurance types and indemnity limits for the term of the contract.
• Confidentiality: Tenderers must treat all information disclosed by Sport Ireland as confidential.
• Data Protection: Tenderers must comply with all applicable data protection laws.

9. Risks, red flags & unusuals

• Estimated Value vs. Insurance: The estimated contract value of €400,000 is significantly lower than the required Employer's Liability (€12.7m) and Public Liability (€6.5m) insurance levels. This suggests a potential mismatch or a standard insurance requirement applied broadly.
• Lack of Specificity: Key details such as volumes, frequency of service, specific performance indicators (KPIs), and detailed award criteria scoring are not provided in the extracted text. This requires tenderers to make assumptions or seek clarification.
• SME Encouragement: While Sport Ireland encourages SME participation, the requirement for significant insurance cover might present a barrier for very small entities unless they operate as subcontractors.
• International Scope: The international nature of the service, combined with the lack of specific detail on destinations or customs handling, could introduce complexity and risk for bidders.
• Foreign Subsidies Regulation: Tenderers must comply with Regulation (EU) 2022/2560 on Foreign Subsidies, which may require notification of foreign financial contributions if the contract value meets applicable thresholds.

10. SME fit assessment

This tender is likely suitable for established courier and logistics companies with experience in handling biological substances and international shipments. Given the insurance requirements (€12.7m Employer's Liability, €6.5m Public Liability), very small, newly formed businesses may find it challenging to meet these thresholds without significant backing or operating as subcontractors.

• Credible Bidders: Companies with a proven track record in secure, time-sensitive, and regulated international shipping, particularly for sensitive materials, are best positioned. Experience with anti-doping sample logistics would be advantageous.
• Consortium/Sub-contracting: Consortiums and subcontracting are permitted. SMEs can participate by forming partnerships with larger firms or other SMEs, or by acting as subcontractors to a prime contractor.
• Indicative Bid-Prep Effort: Preparing a compliant bid, including completing the eESPD, pricing schedule, and any required statements, could take 5-10 working days for an experienced team, assuming standard operational data is readily available.
• Pwin Signal: The tender is open procedure, suggesting no pre-determined incumbent. However, the significant insurance requirements and the need for international logistics expertise may naturally favour larger, more established players. The encouragement of SME participation suggests a desire for a competitive market.

11. Where to dig deeper

• Source RFT Filename: SI-2619 Intl courier services for biological substances Request for Tender.pdf
• eTenders CFT ID: Not specified in the provided text.
• Contact / Clarification Portal: Messaging facility on www.etenders.gov.ie.
• Key Attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 5: Services Contract