Request for Tender for the Supply, Installation, Commissioning and Maintenance of Customised Cryogenic Vacuum System

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

This tender seeks proposals for the supply, delivery, installation, commissioning, and subsequent maintenance of a customised cryogenic vacuum system for University College Dublin (UCD). The contract duration is an initial 12-month term, with the possibility of extensions for up to twelve months, not exceeding five such extensions.

The scope of work encompasses the following key activities:

• Supply: Provision of a customised cryogenic vacuum system. Specific technical requirements and specifications are detailed in Appendix 1 of the tender documents.
• Delivery: Transportation of the system to the designated UCD location.
• Installation: On-site setup and integration of the cryogenic vacuum system.
• Commissioning: Testing and verification of the system to ensure it meets all specified performance criteria and operational requirements.
• Maintenance: Ongoing support and upkeep of the cryogenic vacuum system for the duration of the contract term. This includes ensuring the system operates within specified parameters and addressing any faults or issues that may arise.

The tender is conducted under an open procedure, and the resulting contract will be referred to as the "Goods Contract." Tenderers are required to confirm their acceptance of the Goods Contract terms and conditions as outlined in Appendix 5. The Contracting Authority reserves the right to extend the contract term. UCD encourages participation from Small and Medium Enterprises (SMEs) and advises larger enterprises to consider how SMEs can be included in their proposals.

3. Background & buyer context

University College Dublin (UCD) is initiating this procurement process to acquire a specialised cryogenic vacuum system. The tender is being conducted under an open procedure, as per the European Union (Award of Public Authority Contracts) Regulations 2016. This procurement aligns with UCD's operational and research needs, requiring a customised system for its specific applications. The contract duration is set at an initial 12 months, with provisions for extensions. UCD aims to encourage SME participation in this competition, suggesting a strategic objective to foster broader engagement within the supply chain.

4. Eligibility & selection criteria

To be considered for this tender, bidders must meet the following minimum requirements:

• Turnover requirement: Evidence must be provided that turnover relating to the services specified in Appendix 1 has exceeded €500,000 per annum, averaged over the three years 2023, 2024, and 2025.
• Insurance: The successful Tenderer must hold the following insurances for the term of the Goods Contract:
• Employer’s Liability: €13 Million
• Public Liability: €6.5 Million
• Product Liability: €6.5 Million
• Certifications: Not specified for this tender.
• Past experience: Tenderers must provide details of two contracts undertaken within the last three years that demonstrate experience in successfully providing a service of similar scope, scale, and complexity to the service anticipated under this contract. A maximum of one reference can be submitted from UCD.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

Additionally, companies with an annual turnover of less than €12 Million are not required to provide audited accounts; a statement of accounts from the company's accountant will suffice. Tenderers must also provide up-to-date Tax Clearance Certificate or Online Verification details.

5. Award criteria & scoring

The evaluation of tenders will be based on a combination of quality and price. The specific weighting for each criterion is not detailed in the provided extract. However, it is mandatory for tenderers to achieve a minimum of 60% on all award criteria, excluding Ultimate Cost, to avoid elimination from the competition. This minimum threshold is intended to ensure that all submitted tenders demonstrate a reasonable understanding of the requirements and provide confidence that the minimum requirements will be delivered. The final award will not necessarily be to the lowest-priced tender.

6. Submission requirements

Tenders must be submitted electronically via the eTenders platform (www.etenders.gov.ie). Late submissions will not be accepted. All documentation must be in English.

The required submission documents, compiled as the Tender Response Document (TRD), include:

• TRD - Section A: Selection Criteria
• A1-A4: Economic & Financial Standing (including Insurance, Tax Clearance, Turnover Statement, Audited Accounts/Accountant's Statement)
• A5-A9: Technical & Professional Ability (including Data Protection, Quality Assurance, Organisational Summary, Previous Experience, Health & Safety)
• A10: Appendix 3 Tenderer’s Statement
• A11: Appendix 4 Declaration as to Personal Circumstances of Tenderer
• TRD - Section B: Tender Response
• B1: Requirements & Specifications
• B2: Award Criteria
• B3: Appendix 1 - Technical Specification
• B4: Appendix 2 - Pricing Schedule (separate Excel File)
• B5: Checklist for Tender Submissions

Tenderers must also complete and submit the electronic version of the European Single Procurement Document (eESPD). If an eESPD has been used previously, tenderers must confirm its information remains correct and that they meet the selection criteria for this competition. A scanned, signed copy of the Tenderer’s Statement (Appendix 3) must be returned on the tenderer's letterhead.

7. Key dates & process

8. Contract terms that matter

The Goods Contract will have an initial term of 12 months, with the possibility of extensions for up to twelve months, not exceeding five such extensions. Tenderers must confirm their acceptance of the Goods Contract terms as provided in Appendix 5, and amendments to the contract are not permitted. Pricing quoted must remain valid for 12 months from the tender deadline. Any currency variations over the contract term will be borne by the Tenderer. Payments will be made in accordance with the Goods Contract. The successful Tenderer must maintain specific insurance levels throughout the contract term.

9. Risks, red flags & unusuals

The tender specifies a turnover requirement of €500,000 per annum averaged over three years, which is a significant but not exceptionally high threshold for a specialised system supply and maintenance contract. The requirement for two similar contracts within the last three years, with a limit of one reference from UCD, is standard. A key consideration is the requirement for the successful tenderer to hold substantial insurance cover (€13 million Employer's Liability, €6.5 million Public Liability, and €6.5 million Product Liability). The contract length of 12 months with potential extensions is typical. The absence of a mandatory site visit might indicate that the system's installation and commissioning are straightforward or that UCD will provide detailed site information.

10. SME fit assessment

This tender is structured to be accessible to SMEs, provided they meet the financial and experience criteria. A viable SME bidder would likely have a turnover in the region of €500,000 per annum averaged over the last three years and possess demonstrable experience in supplying and maintaining complex technical systems. The requirement for two similar contracts within the last three years suggests that firms with established track records in specialised equipment provision are targeted. Consortium or subcontracting arrangements are permitted, allowing SMEs to partner with other entities to meet the scope or capacity requirements. The bid preparation effort is likely moderate, involving the completion of the eESPD, technical specifications, and pricing schedules. The absence of an incumbent mention or specific past winners suggests the competition is open.

11. Where to dig deeper

• Source RFT filename: UCDOPP5617 Cryogenic Vacuum System RFT Final.pdf
• eTenders CFT ID: Not specified
• Contact email or clarification portal: Messaging facility on www.etenders.gov.ie
• Most important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 5: Goods Contract