Call for Tender to establish a Framework agreement for Schools Customer Premise Equipment, Support and Associated Services

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

Asiera CLG seeks to establish a framework agreement for the provision of Schools Customer Premise Equipment (CPE), support, and associated services. The framework aims to facilitate the procurement of essential hardware and services to support educational institutions across Ireland. The anticipated scale includes support for approximately 4,000 school sites, with a focus on high-speed internet connectivity and ICT shared services.

The contractor's day-to-day activities will encompass the following:

• Provision of Hardware: Supply of Firewall devices and associated hardware.
• Management System: Implementation of a Management System for monitoring and managing the CPE.
• Support Services:
• 24/7 technical support.
• Monday to Friday support from 09:00 to 17:00.
• Professional Services:
• Installation and migration of equipment.
• Training for staff on the use of the new systems.
• Maintenance: Ongoing maintenance and troubleshooting services.
• Documentation: Provision of detailed documentation for all equipment and services supplied.
• Compliance: Adherence to all relevant EU and Irish regulations regarding data protection and service delivery.

The framework will be structured to allow for a single supplier to be awarded the contract, ensuring streamlined communication and service delivery across all participating institutions.

3. Background & buyer context

This procurement is initiated as part of Asiera's commitment to enhancing educational services through improved ICT infrastructure. Asiera, formed from the merger of HEAnet and EduCampus, serves as Ireland's National Education and Research Network, providing connectivity to over one million students and staff across various educational levels. The framework aligns with government initiatives to modernize educational resources and improve digital access in schools, thereby supporting the broader objectives of the Irish education system.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €1,000,000 during each of the last three financial years.
• Insurance:
• Employer’s liability: €12.7 million
• Public liability: €6.5 million
• Professional indemnity: €1 million
• Product liability: €6.5 million
• Cyber Insurance (including loss of data): €1 million
• Certifications: Compliance with relevant ISO/EN/BS standards; registration with applicable bodies (not specified for this tender).
• Past experience: Evidence of at least two comparable projects in the education sector, demonstrating successful delivery.
• Personnel: Staff must possess adequate English language fluency and relevant OEM accreditation for equipment supplied.
• Geographic / facility constraints: Data must be hosted within the EU/EEA or in a country with an adequacy decision from the European Commission.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The minimum scoring threshold for each criterion is 40% of the maximum available marks. Failure to achieve this threshold will result in disqualification from the tender process.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Complete the provided template, adhering to any page limits.
• CVs: Include CVs for key personnel, limited to two pages each.
• Pricing schedule: Complete the specified pricing template.
• Case studies: Provide details of two comparable projects, including contract values.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified.
• Submission portal: All documents must be submitted via eTenders in the specified format.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: The framework agreement is for four years, with potential extensions.
• Payment terms:
• Hardware payments in advance.
• Licensing and support payments annually in advance.
• Installation and migration payments monthly.
• Service Level Agreements (SLAs): Specific response and escalation times will be defined.
• Termination clauses: Provisions for early termination by either party with notice.
• Intellectual Property (IP) ownership: IP generated during the contract will remain with Asiera.
• Sub-contracting rules: Subcontracting is permitted but must be disclosed.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The requirement for a minimum turnover of €1,000,000 may exclude smaller firms.
• The single supplier framework may limit competition and flexibility in service delivery.
• The necessity for compliance with stringent insurance requirements could pose a barrier for some bidders.
• The lack of specified geographic constraints may lead to ambiguity in service delivery expectations.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that have:

• A proven track record in providing ICT services, particularly in the education sector.
• The capacity to meet the insurance and turnover requirements.
• The ability to provide technical support and training services.
• Potential for consortium or subcontracting arrangements to enhance capabilities.
• Estimated bid preparation effort is approximately 10-15 days, depending on existing resources and experience.
• The incumbent's strength may pose a challenge, as they may have established relationships and familiarity with Asiera's requirements.

11. Where to dig deeper

• Source RFT filename: CFT_Schools_CPE.docx
• eTenders CFT ID: Not specified
• Contact email: Not specified; all queries must be submitted via eTenders.
• Important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer Statement