Supply, Delivery, and Installation of a Device Measuring Body Composition Via Air Displacement Plethysmography

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 requires the supply, delivery, and installation of a device for measuring body composition using air displacement plethysmography. This equipment is intended for use in Dublin City University's (DCU) Health and Human Performance Laboratories, supporting both teaching and applied research in Sport Science & Health. The device must be compatible with standard PCs and capable of data analysis, interpretation, and presenting test screens. All necessary software, including future updates and upgrades, must be provided free of charge throughout the contract's life.

Key activities and requirements include:

• Core Technical Functionality:
• Measurement via air displacement plethysmography.
• Non-invasive and quick measurement of fat mass and free fat mass.
• High degree of accuracy and reliability.
• Compatibility with standard PCs for data analysis.
• Inclusion of interpretation programs and test screens.
• Provision of all relevant software for operation.
• Mandatory CE compliance and marking, with a standard three-prong plug fitting.
• Desirable Technical Capabilities:
• Ability to measure both adults and children.
• Capability to account for thoracic gas volume within measurements.
• Delivery and Installation:
• Delivery to the first floor of the Polaris Building at DCU's Glasnevin campus.
• All costs must be inclusive of shipping charges, insurance, customs duties, and be under Delivery Duty Paid (DDP) Incoterms.
• Installation and commissioning by an appropriately qualified engineer.
• Factory Acceptance Tests at the customer site.
• Installation of electrical items must comply with European standards and regulations.
• Equipment to be installed and commissioned within three months of contract award.
• Service and Support:
• On-site warranty covering all direct costs, including hardware, software, call-outs, one preventative maintenance visit per year, travel, and parts.
• Maintenance and upgrades of software included within the warranty period.
• Fixed costs for additional comprehensive on-site maintenance contracts for up to 3 years post-warranty, covering parts and labour, with guaranteed response times.
• Details of customer/technical support facilities and servicing facilities required.
• Information on spare parts availability, lead times, and response times for service engineers.
• A dedicated specialist and fully qualified service personnel for service calls.
• Outline of customer service and escalation policy for breakdowns.
• Guaranteed response times for phone, online/remote, and on-site support during and post-warranty.
• Details of any extended warranty options (up to 4 years optional purchase).
• Training:
• On-site training for at least four University personnel covering setup, system familiarisation, operation, troubleshooting, maintenance, and associated software.
• Sustainability:
• Provision of power consumption data.
• Details of approach to reducing environmental impact of service delivery (e.g., packaging, waste).
• Desirable: environmentally friendly disposal of packaging and waste post-installation.
• Contract Management:
• Nomination of a dedicated contract manager responsible for the working relationship, performance reporting, and service improvement.

3. Background & buyer context

Dublin City University (DCU) is procuring this device to enhance its Health and Human Performance Laboratories. DCU positions itself as an innovative European University, focusing on addressing global challenges and providing a transformative student experience. The university has over 20,000 students across five faculties and is recognised for its research intensity and technology transfer. This procurement aligns with DCU's strategic plan and its commitment to sustainability and operational excellence. The device will support teaching and applied research, aiming to elevate DCU's standing in Sport Science & Health in Ireland and Europe.

4. Eligibility & selection criteria

• Turnover requirement:
• Average annual turnover exceeding €190,000 in each of the last three financial years.
• Firms established more recently must have been in existence for at least 6 months and demonstrate pro-rata turnover.
• Insurance:
• Employer's Liability: €13 million (an indemnity to Principals clause must be included; sole traders with no employees are exempt).
• Public Liability: €6.5 million (an indemnity to Principals clause must be included).
• Product Liability: €6.5 million.
• Certifications:
• Not specified for this tender.
• Past experience:
• Demonstration of successful delivery of two previous comparable projects involving the features defined in the Tender Response Document.
• Demonstration of operation of Health & Safety systems and procedures in line with relevant Safety, Health & Welfare at Work legislation.
• Personnel:
• Not specified for this tender.
• Geographic / facility constraints:
• Delivery and installation must be to the 1st floor of the Polaris Building, DCU Glasnevin campus.
• Training to be provided on-site at Dublin City University.

5. Award criteria & scoring

The contract will be awarded on the basis of the most economically advantageous tender, considering cost and quality. Qualitative criteria (B, C, D) are scored on a scale where less than 50% is considered ineligible.

6. Submission requirements

• Method statement / response document:
• Tenderers must use the provided Tender Response Document (TRD).
• Amendments to the text or content of provided forms, declarations, or templates are prohibited.
• CVs:
• Not specified for this tender.
• Pricing schedule:
• Must be completed using the specified Form of Tender pricing table within the TRD.
• Case studies:
• Not specified for this tender.
• Declarations:
• European Single Procurement Document (ESPD) or equivalent self-declaration.
• Declaration of Bona Fides.
• Declaration regarding compliance with relevant statutory obligations.
• Declaration regarding EU regulation 2022/576 on restrictive measures in the Context of Russian Actions in the Ukraine.
• Confirmation of tax compliance.
• Confirmation of financial standing (statement of assets and liabilities).
• Confirmation of required insurances.
• Mandatory site visit:
• Not specified for this tender.
• Submission portal:
• Electronic submission via the eTenders post-box facility on www.etenders.gov.ie only.
• Responses must be uploaded as a ZIP FILE.

7. Key dates & process

8. Contract terms that matter

• Term: 5 years.
• Extension: DCU reserves the right to purchase additional warranty and service contract options for up to 3 years post-initial warranty.
• Payment terms: Not specified.
• Key SLAs/KPIs: Guaranteed response times for service calls (phone, remote, on-site) are required, with specific details to be provided by tenderers.
• Liquidated damages or penalty regimes: Not specified.
• Termination clauses: DCU may terminate the contract with 30 days' written notice.
• IP ownership: Not specified.
• Sub-contracting rules: Tenderers may rely on the resources of other entities, but must prove they will have these resources at their disposal. If a consortium is successful, it must establish legal personality.
• Parent-company guarantee or bond requirements: Not specified.

9. Risks, red flags & unusuals

• Indicative Value vs. Contract Length: The estimated value of €78,000 over a 5-year contract term suggests a low annual spend, potentially indicating limited guaranteed expenditure and a need for cost-effective solutions.
• No Guaranteed Expenditure: The tender explicitly states that the €78,000 figure is indicative and there is no guaranteed expenditure. This means the actual spend could be significantly lower.
• Open Procedure with Strict Pass/Fail: While an open procedure is used, the selection criteria are strict pass/fail gates, particularly for financial and technical capacity.
• Detailed Technical Specification: The specification is detailed, requiring precise adherence to core and desirable technical requirements.
• Software Updates and Upgrades: A requirement for all software updates and upgrades to be provided free of charge throughout the contract life is a significant cost consideration for suppliers.
• Sustainability as a Minor Award Criterion: Sustainability carries only a 5% weighting, suggesting it is a secondary consideration compared to fitness for purpose and service.

10. SME fit assessment

This tender is structured to be accessible to Small and Medium Enterprises (SMEs) that specialise in the supply and installation of scientific or medical equipment. A viable bidder would likely be a company with:

• Specialised Product Knowledge: Expertise in air displacement plethysmography and body composition analysis.
• Established Supply Chain: Ability to source, deliver, and install the specified device.
• Technical Support Capability: Capacity to provide on-site warranty, maintenance, and training services in Ireland.
• Financial Standing: Demonstrated turnover exceeding €190,000 annually for the last three years and adequate insurance cover (€13m Employer's Liability, €6.5m Public Liability, €6.5m Product Liability).
• Proven Experience: At least two comparable projects successfully delivered.

Consortium bidding is permitted, allowing SMEs to partner with other entities to meet capacity requirements. Sub-contracting is also implicitly allowed as tenderers can rely on the resources of other entities. The bid preparation effort would involve compiling detailed technical responses, pricing, and declarations, likely requiring several days of focused work. The tender does not explicitly indicate an incumbent, but the specific technical requirements and the nature of the equipment suggest that specialist suppliers are the primary target.

11. Where to dig deeper

• Source RFT filename: ITT DCU-26029-G Device measuring body composition via air displacement plethysmography to DCU.pdf
• eTenders CFT ID: Not specified
• Contact email or clarification portal: Via the messaging facility on www.etenders.gov.ie
• Most important attachments:
• Tender Response Document (TRD)
• Terms and Conditions (as appended at the relevant Appendix)
• Section 4: Specification of Requirements