RFT for the Provision of Audio Visual Wall

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

Irish Manufacturing Research (IMR) requires the provision of a high-quality chip-on-board (COB) modular LED display. The display will measure approximately 10 meters in width by 3 meters in height. Its primary function is dual-use, serving as a control room monitor for real-time information display and as a visual aid for conference events. The procurement includes the LED video wall solution, an audio solution, spare parts, warranty and support recommendations, delivery, and installation.

Key components and activities include:

• LED Display: A COB modular LED display with specific technical specifications, data input/output requirements, and network and security specifications.
• Audio Solution: Requirements for an integrated audio system to complement the visual display.
• Spare Parts: Provision of necessary spare parts to ensure long-term serviceability.
• Warranty and Support: Recommendations for warranty periods and ongoing support services. The contract specifies a minimum 24-month warranty on all goods.
• Delivery and Installation: The contractor is responsible for the delivery and installation of the LED display and associated audio equipment at IMR's premises.
• Commercial Pricing: Tenderers must provide an all-inclusive pricing estimate, exclusive of VAT, covering all costs associated with the provision, delivery, and installation of the goods.

The display is intended for use in a research environment, typically operated on weekdays during business hours. Long-term serviceability, reliability, and visual performance are paramount due to its role as a key operational asset.

3. Background & buyer context

Irish Manufacturing Research (IMR) is an industry-led, not-for-profit Research & Technology Organisation (RTO) established in 2014. It operates from facilities in Dublin and Mullingar, employing over 120 specialists. IMR's mission is to demystify, de-risk, and deliver advanced manufacturing solutions, focusing on digitisation, automation, advanced control, design for manufacturing, and sustainable manufacturing. This procurement aligns with IMR's objective to provide advanced manufacturing solutions and enable companies to improve productivity, sustainability, and competitiveness. The acquisition of this LED video wall is intended to enhance IMR's control room capabilities and support its conferencing functions within its research environment.

4. Eligibility & selection criteria

Tenderers must meet the following minimum requirements to be considered compliant:

• Turnover requirement: Tenderers must demonstrate an average minimum annual turnover of €500,000 over the last three financial years. This can be fulfilled by consortium members collectively.
• Insurance: Tenderers must provide evidence of the following insurance policies:
• Employer's Liability: €13 million limit for any one claim or series of claims arising out of a single occurrence.
• Public Liability: €6.5 million limit for any one claim or series of claims arising out of a single occurrence.
• Product Liability: €6.5 million for each and every claim, excluding defence costs.
• Certifications: Not specified for this tender.
• Past experience: Tenderers must provide details of two comparable contracts of a similar nature completed within the last three years. Nominated contacts for these contracts may be checked.
• Personnel: Tenderers must confirm they have suitable resources and provide an organisation chart defining roles and responsibilities. Details on the total number of full-time resources employed in key personnel roles relevant to the tender must be provided.
• Geographic / facility constraints: Not specified for this tender.

Additionally, tenderers must have a current Tax Clearance Certificate and be compliant with social security and revenue obligations.

5. Award criteria & scoring

The contract will be awarded based on the Most Economically Advantageous Tender (MEAT), determined by a combination of qualitative and cost criteria.

A minimum score of 60% must be achieved for each qualitative award criterion (Technical Characteristics, Data input/output specs, Network and security specs, Service And Maintenance, Sustainability) to be considered for award. Failure to meet this threshold on any qualitative criterion will result in the tender being excluded. The cost score is calculated based on the lowest ultimate cost receiving maximum marks.

6. Submission requirements

Tenderers must submit their bids electronically via the eTenders platform. The submission must include:

• eEuropean Single Procurement Document (eESPD): Completed electronically and submitted via www.etenders.gov.ie.
• Tenderer's Statement: A scanned, signed copy on letterhead, accepting the RFT requirements.
• Pricing Schedule: Completed within the Tender Response Document (TRD). Prices must be all-inclusive (excluding VAT) and quoted in Euro.
• Organisation Profile & Capacity:
• Organisation chart detailing departments, roles, and responsibilities.
• Information on general services provided.
• Detailed description of the organisation's profile and background relevant to the tender.
• Details on the total number of full-time resources employed in key personnel roles.
• Past Experience: Details of two comparable contracts completed within the last three years.
• Declarations: Compliance with social security and revenue obligations, and provision of Tax Clearance Certificate upon award.
• Consortia/Subcontractor Details: If applicable, details of all members, their roles, and a nominated entity for communication.

All documents must be submitted in English and compiled in a readable format (e.g., PDF). The total submission size limit is 4GB.

7. Key dates & process

8. Contract terms that matter

The Goods Contract terms are attached within the tender pack. Tenderers must confirm their acceptance of these terms and conditions without amendment. Payments will be made in accordance with the Goods Contract. The contractor guarantees the goods for a minimum of 24 months from the date of delivery. Currency variations over the contract term will be borne by the Tenderer. Compliance with applicable environmental, social, and labour laws is mandatory.

9. Risks, red flags & unusuals

The estimated contract value of €250,000 (excl. VAT) is relatively modest for a project involving a 10m x 3m LED wall, suggesting a focus on specific technical capabilities rather than large-scale integration. The tender requires a minimum 24-month warranty, which is a significant commitment for the supplier. The award criteria heavily favour cost (40%), but with strict minimum thresholds (60%) on all qualitative criteria, indicating that technical merit and serviceability are essential prerequisites for a cost-competitive bid to be considered. Tenderers are encouraged to collaborate, with SMEs advised to explore partnerships.

10. SME fit assessment

This tender is suitable for Small and Medium-sized Enterprises (SMEs) with specialised expertise in audio-visual systems, particularly LED display technology, installation, and associated audio solutions. The requirement for two comparable contracts within the last three years and a minimum annual turnover of €500,000 indicates that very small or newly established businesses may find it challenging to meet the eligibility criteria.

Consortium or joint venture bids are permitted and encouraged, allowing SMEs to pool resources and expertise to meet the requirements. Larger enterprises are also encouraged to include SMEs in their proposals. The bid preparation effort is likely to be moderate, requiring detailed technical specifications, pricing, and evidence of past performance. The significant weighting on cost (40%) suggests that competitive pricing will be a key factor, alongside meeting the technical and service requirements. There is no explicit indication of an incumbent supplier.

11. Where to dig deeper

• Source RFT filename: [01. 20260812 RFT - IMR AV Installation.pdf]
• eTenders CFT ID: Not specified
• Contact / Clarification Portal: Messaging facility on www.etenders.gov.ie
• Key Attachments:
• Appendix 3: Tenderer’s Statement
• Section 4.2: Selection Criteria
• Section 5.1: Award Criteria Table