RFT for the Supply of Art Craft and Pottery Supplies

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 suppliers for the provision of art, craft, and pottery supplies to the Irish Prison Service. The procurement is divided into two distinct lots, with each lot resulting in a separate contract. The estimated total value for the goods across both lots over the contract term is €1.2 million, excluding VAT. Lot 1 is estimated at €1 million, and Lot 2 at €200,000.

The scope of work encompasses the supply and delivery of a range of materials for artistic and creative activities within correctional facilities. While specific item lists are detailed in Appendix 1 of the RFT, the general categories include:

• Lot 1 – Art & Craft Supplies: This lot covers a broad spectrum of materials used for visual arts and general craft activities. This would typically include items such as paints, brushes, paper, drawing tools, modelling materials (excluding pottery clay), adhesives, cutting tools, and various craft supplies. The objective is to support rehabilitation and educational programmes through creative expression.
• Lot 2 – Pottery Supplies: This lot is specifically focused on materials and equipment for pottery and ceramic work. This would include various types of clay, glazes, firing materials, pottery tools, and potentially basic pottery wheels or kilns if specified in Appendix 1. The aim is to provide resources for inmates to engage in ceramic arts.

The contract duration is for 4 years, with an option to extend for additional periods under the same terms and conditions, subject to legal obligations. Tenderers must be prepared to supply goods as and when ordered, with no minimum order quantities or delivery charges applying. All prices quoted must be all-inclusive, covering shipping, packaging, and delivery to the specified locations within Ireland. The contract requires compliance with environmental, social, and labour laws.

3. Background & buyer context

The Irish Prison Service (IPS) is procuring art, craft, and pottery supplies to support its ongoing programmes within correctional facilities. This procurement aligns with the broader objectives of rehabilitation, education, and inmate welfare, providing constructive activities for individuals in custody. The IPS operates under the Department of Justice.

The current procurement is being conducted via an open procedure under EU and Irish regulations. The estimated expenditure over the contract term, including potential extensions, highlights the ongoing need for these supplies. The IPS aims to encourage participation from Small and Medium Enterprises (SMEs) and encourages larger enterprises to consider including SMEs in their proposals. The tender documents do not explicitly mention an incumbent supplier.

4. Eligibility & selection criteria

Tenderers must meet specific criteria to be considered for evaluation. These are presented as pass/fail requirements.

• Turnover requirement:
• Lot 1: Average annual turnover must have exceeded €375,000 in one of the last three years.
• Lot 2: Average annual turnover must have exceeded €75,000 in one of the last three years.
• Pro-rata turnover is acceptable for recently established businesses.
• Insurance: The successful tenderer must hold the following insurances for the term of the contract:
• Employer's Liability: €13 million
• Public Liability: €6.5 million
• Product Liability: €6.5 million
• Motor/Van Insurance: Required for all vehicles used.
• A formal confirmation from the insurer will be requested prior to contract award.
• Certifications: Not specified for this tender.
• Past experience: Not specified as a mandatory selection criterion in the provided extract.
• Personnel: Not specified as a mandatory selection criterion in the provided extract.
• Geographic / facility constraints: Not specified for this tender.

Tenderers must also confirm they are fully tax compliant and provide their Tax Clearance Access Number and Tax Reference Number for online verification. They must also confirm that no mandatory grounds for exclusion apply, or if they do, that sufficient measures are in place to demonstrate reliability.

5. Award criteria & scoring

The award of the contract will be based on the lowest cost tender that meets all minimum requirements of the qualitative award criteria. The specific award criteria and their weighting are not detailed in the provided extract. However, the tender states that the "lowest cost tender that also meets all the minimum requirements of the qualitative award criteria will be selected." This implies a two-stage process: first, meeting minimum qualitative standards, and then selecting the lowest priced compliant bid.

The extract indicates that Tenderers will pass or fail each of the Selection Criteria. A Tenderer failing a selection criterion will be excluded.

6. Submission requirements

Tenders must be submitted electronically via the ‘electronic tenderbox’ on www.etenders.gov.ie. Tenders submitted by any other means will not be accepted.

• Method statement / response document: Tenderers must follow the format of the RFT and respond to each element in the order set out. They must not alter or edit the RFT.
• CVs: Not specified for this tender.
• Pricing schedule: Tenderers must complete and upload the "Pricing Schedule Art, Craft & Pottery Supplies" as a separate attachment. All prices must be all-inclusive (including shipping, packaging, delivery, ancillary costs), expressed in Euro, and exclusive of VAT. Prices must remain valid for 12 months from the Tender Deadline.
• Case studies: Not specified for this tender.
• Declarations:
• European Single Procurement Document (eESPD) – electronic version.
• Tenderer’s Statement (Appendix 3), signed and scanned, printed on letterhead.
• Declaration as to Personal Circumstances of Tenderer (Appendix 4).
• Confirmation of tax compliance.
• Mandatory site visit: Not specified for this tender.
• Submission portal: www.etenders.gov.ie. File size limits apply: 250MB per file, 2GB total. Tenders must be submitted in English and compiled in PDF format.

7. Key dates & process

8. Contract terms that matter

• Term: The Goods Contract will be for a term of 4 years.
• Extension: There is an option to extend the term for a period or periods up to a maximum number of extensions, on the same terms and conditions, subject to legal obligations.
• Payment terms: Payments will be made in accordance with the Goods Contract (Appendix 5). Invoices must be accompanied by a purchase order number. Payment is due once the invoice is received and validated. No increase in prices on annual review will be accepted without written confirmation and supporting evidence.
• Key SLAs/KPIs: Not specified in the provided extract.
• Liquidated damages or penalty regimes: Not specified in the provided extract.
• Termination clauses: The contract may be terminated by either party with 3 months' written notice in certain circumstances, or 6 months' written notice without liability for compensation or damages.
• IP ownership: Not specified in the provided extract.
• Sub-contracting rules: Tenderers may use subcontractors. If relying on a subcontractor's capacity for selection criteria, they must submit a separate eESPD. If subcontracting more than 10% of the value and not relying on their capacity, a separate eESPD is still required. The Prime Contractor is responsible for the overall contract.
• Parent-company guarantee or bond requirements: Not specified in the provided extract.

9. Risks, red flags & unusuals

• Estimated value vs. Turnover: The estimated contract values (€1 million for Lot 1, €200,000 for Lot 2) are significantly higher than the minimum turnover requirements (€375,000 for Lot 1, €75,000 for Lot 2). This suggests the turnover requirement is set to ensure a baseline capability rather than directly reflecting the contract size, which is common.
• Price validity: Prices must remain valid for 12 months from the Tender Deadline. Any price increases after the first anniversary are linked to the Consumer Price Index (CPI) and require written confirmation and justification. This limits price volatility but requires careful initial pricing.
• No price increase without justification: The strict policy on price increases, requiring written confirmation and evidence, means tenderers must factor all anticipated costs into their initial bid.
• Open procedure with two lots: While an open procedure is standard, the division into two distinct lots for art/craft and pottery supplies allows for specialised suppliers to bid for each, or for a single supplier to bid for both if they have the capability.
• SME encouragement: The explicit encouragement for SMEs to participate, and for larger enterprises to include them, signals a potential focus on broader economic benefits, though this does not alter the core selection and award criteria.

10. SME fit assessment

This tender is structured to allow for participation by businesses of varying sizes, with a specific encouragement for SMEs.

• Who can credibly bid:
• Lot 1 (Art & Craft Supplies): Businesses with an annual turnover exceeding €375,000 in recent years. These would typically be established suppliers of art and craft materials, capable of managing a significant volume of orders and maintaining a broad product catalogue.
• Lot 2 (Pottery Supplies): Businesses with an annual turnover exceeding €75,000. This lot is more accessible to smaller, specialised suppliers focusing solely on pottery materials.
• A single entity could bid for both lots if it meets the criteria for each.
• Consortium or sub-contracting: Consortia and sub-contracting are permitted. SMEs are encouraged to form relationships with other SMEs or larger enterprises to participate. A Prime Contractor will be designated for overall responsibility.
• Indicative bid-prep effort: Preparing a compliant tender will require significant effort. This includes:
• Completing the eESPD.
• Compiling the Pricing Schedule accurately, ensuring all-inclusive pricing.
• Preparing the Tenderer's Statement and other declarations.
• Ensuring all required documentation is uploaded correctly to eTenders.
• Estimating 5-10 days of dedicated effort for a small business, potentially more if complex pricing or consortium arrangements are involved.
• Pwin signal: The tender is conducted under an open procedure, suggesting it is open to new entrants. The clear division into lots allows for specialised suppliers. There is no explicit mention of an incumbent, but the scale of Lot 1 suggests established players may be strong contenders. The "lowest cost tender that meets minimum qualitative requirements" award mechanism favours competitive pricing.

11. Where to dig deeper

• Source RFT filename: RFT Art Craft and Pottery Supplies IPS.pdf
• eTenders CFT ID: GoodsRFT160125
• Contact / Clarification portal: Messaging facility on www.etenders.gov.ie
• Most important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement