Supply, installation and commissioning of a benchtop Energy Dispersive X-ray Fluorescence (EDXRF) system with integrated camera.

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 State Laboratory is procuring a benchtop Energy Dispersive X-ray Fluorescence (EDXRF) system. This system is required for the determination of elemental composition of materials. The contract encompasses the supply, installation, and commissioning of this equipment.

The scope of work includes:

• Supply of Goods: Provision of a benchtop EDXRF system. This system must include an integrated camera. The system's primary function is to analyse the elemental composition of various materials. Specific technical specifications for the EDXRF system are detailed in Appendix 1 of the RFT.
• Installation: The successful tenderer will be responsible for the complete installation of the EDXRF system at the State Laboratory's premises. This includes ensuring the equipment is correctly set up and integrated into the laboratory environment.
• Commissioning: Following installation, the system must undergo a commissioning process. This ensures the equipment is fully operational and meets all specified performance criteria.
• Training: Training will be provided for a minimum of 3 operators. This training can be conducted on-site or at an alternative location, as agreed. The training should cover the operation of the EDXRF system.
• Documentation: Tenderers must provide comprehensive documentation related to the equipment. This includes manuals for operation, installation, maintenance, safety, and repair.
• Potential Additional Purchases: The State Laboratory reserves the right to purchase an additional 2 units of the EDXRF system within a 3-year period from the tender deadline. Additionally, other Contracting Authorities within the wider Public Sector may purchase up to 3 additional units within the same 3-year period.

The contract is anticipated to cover an estimated expenditure of €60,000 (excluding VAT) over the initial 3-year term and any potential extensions. The EDXRF system is intended for the analysis of materials, with specific applications mentioned in relation to automotive fuels and petroleum products, referencing standards such as EN ISO 13032:2024 and EN ISO 8754:2025.

3. Background & buyer context

This procurement is being conducted by the State Laboratory, an Irish public sector body. The acquisition of the benchtop Energy Dispersive X-ray Fluorescence (EDXRF) system is driven by the need to enhance the laboratory's analytical capabilities for determining the elemental composition of materials. While not explicitly linked to a named national programme, this acquisition aligns with the general public sector objective of maintaining and upgrading scientific infrastructure to support regulatory compliance, quality control, and research. The State Laboratory's role involves providing scientific and technical services to government departments and agencies. The current procurement aims to replace or augment existing analytical equipment to meet evolving scientific standards and operational demands. No incumbent supplier is explicitly mentioned in the provided documentation.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement:
• Average annual turnover of €160,000 relating to goods/services specified in Appendix 1, over the last three years (2022, 2023, 2024).
• Audited accounts are not required if annual turnover is less than €8.8 million; a statement of accounts from the company's accountants will suffice in such cases.
• Insurance:
• Employer’s Liability: €12,700,000
• Public Liability: €6,500,000
• Product Liability: €6,500,000
• Professional Indemnity: N/A
• Tenderers must confirm they will hold these insurances for the term of the Goods Contract and that their policies cover Ireland.
• Certifications:
• Accreditation: A certificate confirming an accreditation (e.g., accredited partnership) between the instrument manufacturer and the tenderer is required, demonstrating the tenderer's authorisation as a provider.
• Health and Safety: Confirmation of compliance with Industrial Health and Safety Act requirements for proposed equipment and installation services.
• Past experience: Not explicitly detailed as a minimum number of projects, but technical and professional ability will be assessed based on the description of specifications and compliance.
• Personnel: Not specified.
• Geographic / facility constraints: Not specified, beyond the requirement for insurance policies to cover Ireland.

5. Award criteria & scoring

The evaluation of tenders will be conducted based on a combination of price and quality. Tenderers must achieve a minimum of 60% on all tender award criteria. The specific award criteria and their weighting are not detailed in the provided extract. However, the process involves evaluating compliant tenders against the award criteria after initial selection. The Contracting Authority reserves the right not to accept the lowest priced tender.

6. Submission requirements

Tenderers are required to submit the following documentation:

• European Single Procurement Document (eESPD): An electronic version must be completed and submitted. If previously used, it must be confirmed that the information is still correct and that the tenderer meets the selection criteria for this competition.
• Tenderer’s Statement: A scanned, signed copy of the Tenderer’s Statement (Appendix 3), printed on the tenderer's letterhead, must be returned.
• Pricing Schedule: Completed in accordance with Appendix 2.
• Supporting Documentation: As requested for Economic and Financial Standing and Technical and Professional Ability criteria. This includes:
• Statement of Overall Turnover for 2022, 2023, 2024.
• Audited Accounts or Statement of Accounts from accountants (if applicable).
• Evidence of Insurance.
• Tax Clearance Access Number and Tax Reference Number.
• Organisation details highlighting products and services.
• Complete description of specifications requested in Appendix 1, with statements of compliance/non-compliance.
• Accreditation certificate from the instrument manufacturer.
• Declarations:
• Declaration as to Personal Circumstances of Tenderer (Appendix 4).
• Confirmation of compliance with Data Protection Laws.
• Declaration regarding Foreign Financial Contributions (Appendix 3A).
• Method statement / response document: Tenderers must follow the RFT format and respond to each element in order.
• CVs: Not specified.
• Case studies: Not specified.
• Mandatory site visit: Not specified.
• Submission portal: Tenders must be submitted via the electronic tenderbox on www.etenders.gov.ie.

7. Key dates & process

8. Contract terms that matter

• Contract Length: The Goods Contract will have an initial term of 3 years.
• Extension: The Contracting Authority reserves the right to extend the term for up to 2 years, in a maximum of 3 extension periods, subject to legal obligations.
• Payment Terms: Payments will be made in accordance with the Goods Contract at Appendix 5. Specific details are not provided in the extract.
• Price Validity: Prices quoted must remain valid for 3 years from the Tender Deadline.
• Currency: All prices must be in Euro, exclusive of VAT.
• Termination: Not specified in detail, beyond general clauses regarding breach and notice periods.
• IP Ownership: Not specified.
• Sub-contracting: Tenderers must designate a single entity (Prime Contractor) responsible for the Goods Contract, irrespective of subcontracting. Subcontractors may need to submit separate eESPDs.
• Bond Requirements: Not specified.
• Tax Compliance: Compliance with all EU and domestic tax laws is a condition of the contract. The successful tenderer must provide Tax Clearance Access Number and Tax Reference Number for online verification.

9. Risks, red flags & unusuals

• Estimated Value vs. Turnover: The estimated value of €60,000 is significantly lower than the required annual turnover of €160,000. This suggests a potential mismatch in scale or that the turnover requirement is a standard gate for all tenders regardless of individual contract value.
• Insurance Requirements: The insurance indemnity limits (€12.7m EL, €6.5m PL/PD) are substantial relative to the estimated contract value, indicating a cautious approach by the buyer regarding potential liabilities.
• Potential for Multiple Units: The buyer's right to purchase up to 2 additional units, and other public sector bodies' right to purchase up to 3 additional units within 3 years, creates potential for future business but also introduces uncertainty regarding the total volume and timing.
• No Professional Indemnity Insurance: The explicit "N/A" for Professional Indemnity insurance is noteworthy and may reflect the nature of the goods being supplied (equipment) rather than services.
• Open Procedure: While an open procedure is used, the specific technical requirements in Appendix 1 could implicitly limit the pool of eligible suppliers.

10. SME fit assessment

This tender is structured as an open procedure, encouraging participation from Small and Medium Enterprises (SMEs). The Contracting Authority explicitly states a policy to encourage SME participation and suggests that larger enterprises consider how SMEs can be included in their proposals.

• Credible Bidders: A credible bidder would be a supplier with established expertise in supplying, installing, and commissioning EDXRF systems. This includes manufacturers or authorised distributors with the necessary technical accreditations. The turnover requirement of €160,000 annually suggests that businesses of this size or larger are targeted.
• Consortium/Sub-contracting: Consortiums and sub-contracting are permitted. Tenderers relying on the capacity of other entities for selection criteria must ensure those entities also meet requirements and submit separate eESPDs.
• Indicative Bid-Prep Effort: Preparing a compliant bid will require detailed technical specification matching, completion of the eESPD, gathering financial and insurance documentation, and completing the pricing schedule. This could represent 5-10 days of effort for a specialist supplier.
• Pwin Signal: The tender does not explicitly indicate an incumbent. The relatively low estimated value and the explicit encouragement of SMEs suggest a competitive process. However, the specific technical requirements and the accreditation requirement may favour established manufacturers or their authorised partners.

11. Where to dig deeper

• Source RFT filename: RFT SL 2603 Benchtop Energy.docx
• eTenders CFT ID: Not specified in the provided text.
• Contact / 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