Supply Delivery Installation Commissioning and Integration of Air Conditioning Units for Computer Room

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

Buyer Title CPV / category Estimated value Per-year Procedure type Lots Location Contract length Submission deadline Go-live / start |-------|-------|----------------|-----------------|----------|----------------|------|----------|------------------|---------------------|------------------| University College Dublin (UCD) UCDOPP5591 Supply Delivery Installation Commissioning and Integration of Air Conditioning Units for Computer Room 45331000 €100,000 not stated Open not stated Dublin, Ireland 12 months, with up to 3 extensions of 12 months each 06 July 2026, 11:00 not stated

2. Scope of Work

The contract involves the supply, delivery, installation, commissioning, and integration of a new air conditioning system for the Computer Centre Data Centre at University College Dublin (UCD). The existing cooling system has reached the end of its operational life, necessitating a replacement to ensure reliable cooling for the data centre environment.

The contractor's day-to-day activities will include:

• Supply of Equipment: Provision of a high-efficiency Computer Room Air Conditioning (CRAC) system with a cooling capacity of 96kW, designed for a room containing 35 racks.
• Installation: Installation of the new air conditioning units, ensuring compatibility with the existing infrastructure, which includes a raised floor of 30cm.
• Commissioning: Testing and validating the performance of the new system to ensure it meets specified operational standards.
• Integration: Full integration of the new system with existing data centre operations, ensuring seamless functionality.
• Training: Providing operator training and familiarization for at least three personnel on-site for one day.
• Warranty: The system must be covered under warranty for a minimum of 12 months post-installation.

A site visit is available for bidders to assess the current conditions and requirements.

3. Background & buyer context

This procurement is driven by the need to replace an outdated air conditioning system that no longer meets the operational demands of UCD's Computer Centre Data Centre. The initiative aligns with UCD's commitment to maintaining a reliable and efficient data management environment. The decision to procure new equipment is part of a broader strategy to enhance infrastructure resilience and operational efficiency within the university's IT services.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €250,000 over the last three years (2022, 2023, 2024).
• Insurance:
• Employer's Liability: €13 million
• Public Liability: €6.5 million
• Product Liability: €6.5 million
• Certifications: Compliance with relevant quality assurance and accreditation standards.
• Past experience: Evidence of at least two comparable projects completed in the last three years, demonstrating similar scope and complexity.
• Personnel: Relevant experience in roles related to the installation and commissioning of air conditioning systems.
• Geographic constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The overall evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, balancing quality and cost.

6. Submission requirements

Bidders must submit the following documents:

• Method statement: A detailed response document following the provided template, with a maximum of 20 pages.
• CVs: Resumes for key personnel, limited to two pages each.
• Pricing schedule: Completed using the specified template, detailing all costs.
• Case studies: Two examples of previous projects, each valued over €50,000.
• Declarations: Including the European Single Procurement Document (eESPD), Tax clearance, and Conflict of Interest declarations.
• Site visit: Attendance at a mandatory site visit is encouraged; details can be arranged via the eTenders portal.
• Submission portal: All documents must be submitted electronically via the eTenders platform, adhering to specified format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: Initial contract length of 12 months, with the possibility of three 12-month extensions.
• Payment terms: Payments will be made in accordance with the Goods Contract, with all prices quoted being inclusive of delivery and ancillary costs.
• Key SLAs/KPIs: Performance metrics will be established to ensure compliance with operational requirements.
• Termination clauses: The contract may be terminated with 14 days' notice under specified conditions.
• IP ownership: All intellectual property developed during the contract will remain with UCD.
• Sub-contracting rules: Subcontractors must be disclosed and approved by UCD.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirement of €250,000 may limit participation from smaller firms, potentially skewing competition towards larger contractors.
• The requirement for two comparable projects may disadvantage new entrants or smaller firms without extensive portfolios.
• The contract's reliance on timely installation and commissioning could pose risks if unforeseen delays occur, impacting the operational readiness of the data centre.

10. SME fit assessment

This tender is suitable for small to medium enterprises (SMEs) with experience in HVAC systems, particularly those with:

• A proven track record in similar installations or projects.
• The capacity to meet insurance and turnover requirements.
• The ability to form consortia or subcontract with other SMEs to enhance capabilities.
• An estimated bid preparation effort of 10-15 days, depending on existing resources and experience.

Incumbent firms may have an advantage due to established relationships and familiarity with UCD's operational environment.

11. Where to dig deeper

• Source RFT filename: UCDOPP5591 Air Conditioning Units RFT Final.pdf
• eTenders CFT ID: Not specified
• Contact email: eTenders Mailbox
• Important attachments:
• Appendix 1 — Requirements and Specifications
• Appendix 2 — Pricing Schedule
• Appendix 3 — Tenderer’s Statement