Supply of Security Staff Uniforms

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 National Gallery of Ireland requires the supply of security staff uniforms. The contract is for an initial fixed term of twenty-four (24) months, with the option to extend for two further periods, each of up to twelve months. The estimated expenditure for the goods over the full potential term (including extensions) is €100,000, exclusive of VAT.

The scope of work involves the provision of uniforms that are durable, easy to maintain, and retain their appearance for a minimum of two years. Specific requirements include:

• Garment Quality: Uniforms must be of a quality that ensures durability and a consistent appearance for at least two years.
• Maintenance: Garments must be easy to maintain.
• Spare Parts: Any garments supplied with buttons must include a minimum of one spare button per garment.
• Supply Chain: Tenderers must demonstrate adequate measures for sustainable and environmentally friendly service delivery, incorporating green criteria into their service and supply chain.
• Quality Assurance: Tenderers must demonstrate adequate measures for quality assurance, including policies and systems for quality management.
• Sustainability: Tenderers must demonstrate adequate measures for sustainability and environmental friendliness, including policies and procedures for environmental management.

The contract will be awarded based on the most economically advantageous tender, with significant weighting given to quality control, garment quality, service delivery, lead time, contract management, sustainability, and social value, alongside cost.

3. Background & buyer context

The National Gallery of Ireland is procuring security staff uniforms through an open procedure. The procurement is driven by the need to equip its security personnel with appropriate attire. The Gallery operates with over 180 staff and provides public access 361 days a year. The contract aims to ensure a consistent and professional appearance for its security team. The Contracting Authority encourages participation from Small and Medium Enterprises (SMEs) and suggests larger enterprises consider including SMEs in their proposals.

4. Eligibility & selection criteria

Bidders must meet the following criteria to be considered:

• Turnover requirement: A minimum average annual turnover of €50,000 for each of the last three financial years. Evidence from auditors is required.
• Insurance:
• Employer's Liability: €13 million limit per claim or series of claims arising from a single occurrence.
• Public Liability: €6.5 million limit per claim or series of claims arising from a single occurrence.
• Product Liability: €1 million limit per claim or series of claims arising from a single occurrence.
• Tenderers must confirm they will obtain and hold these insurances from the Goods Contract's Effective Date, that their policies include the Republic of Ireland, and are not aware of any exclusions that would materially impact coverage. Formal confirmation from the insurer/broker will be requested prior to award.
• Certifications: Not specified for this tender.
• Past experience: Tenderers must demonstrate the successful delivery of at least three comparable contracts (in scale, nature, quality, and complexity) within the three previous years. Details of goods provided, comparability to Appendix 1 requirements, and client engagement must be outlined.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender, but insurance policies must cover the Republic of Ireland.

Additionally, tenderers must:

• Possess a current Tax Clearance Certificate and comply with social security and revenue obligations.
• Declare no mandatory grounds for exclusion under Regulation 57 of the Regulations, or provide evidence of reliability if grounds apply.
• Declare satisfaction of selection criteria.

5. Award criteria & scoring

The contract will be awarded based on the Most Economically Advantageous Tender (MEAT).

Qualitative criteria (AC1-AC4) will be assessed first. Tenderers must achieve the minimum qualifying thresholds for AC1-AC4 to proceed to evaluation of AC5 (Cost). Failure to meet minimum thresholds for AC1-AC4 results in elimination.

6. Submission requirements

Tenders must be submitted electronically via the eTenders.gov.ie portal. Key submission components include:

• e-ESPD: Completed European Single Procurement Document.
• Tender Response Document (TRD): This document serves as a guide and should be read in conjunction with the RFT. It requires responses to all elements in the specified order.
• Pricing Schedule: To be completed as per Appendix 2. Prices must be all-inclusive (excluding VAT), in Euro, and remain valid for the contract duration.
• Tenderer’s Statement: Signed and scanned copy on letterhead, confirming acceptance of RFT requirements and Goods Contract terms (Appendix 3).
• Declarations:
• Declaration as to Personal Circumstances (Appendix 5).
• Bona Fides (implied through ESPD and other declarations).
• Tax Clearance Certificate (required prior to award).
• Conflict of Interest declaration.
• Supporting Documentation: Evidence for selection criteria (turnover, insurance, past experience, quality assurance, sustainability policies).
• Samples: If required by selection criteria, samples must be submitted with relevant documentation and manuals (in English). Responsibility for insurance and transportation of samples lies with the tenderer.
• Format: Tenders must be submitted in English, in a readable format (e.g., PDF), and not exceed 4GB total.

7. Key dates & process

8. Contract terms that matter

• Term: Initial fixed term of twenty-four (24) months, with an option to extend for two further periods of up to twelve months each.
• Payment: Subject to and made in accordance with the Goods Contract (Appendix 6). Invoices are deemed accepted if no queries are raised within 14 days.
• Price Adjustments: Pricing stated is maximum for the first four years. Adjustments thereafter will align with the Consumer Price Index for optional extension years. Currency variations over the term are borne by the tenderer.
• Termination: The contract can be terminated with 14 days' notice.
• Sub-contracting: Permitted, but the Prime Contractor remains responsible. Subcontractors may need to submit separate e-ESPDs.
• Guarantees/Bonds: Not specified for this tender.
• Environmental, Social, Labour Law: Compliance with all applicable EU and national laws, collective agreements, and international standards is mandatory. An undertaking to comply with Council Directive 2001/23/EC regarding employee rights on transfer of undertakings is required.

9. Risks, red flags & unusuals

• Estimated Value: The estimated value of €100,000 (excl. VAT) over a potential 48-month term is relatively low per annum, which might influence the scale of operations expected from bidders.
• Turnover Requirement: The €50,000 annual turnover requirement is modest, suggesting a potential openness to smaller suppliers, but it is a hard gate.
• Quality Focus: The high weighting (45%) on "Quality Control and Garment Quality" indicates that the National Gallery of Ireland prioritizes the durability and appearance of the uniforms, not just the cost.
• No Mandatory Site Visit: While a visit to the Gallery is welcome, it is not mandatory, which may reduce the preparation effort for some bidders but could also mean less detailed understanding of the operational context for those who don't visit.
• SME Encouragement: The explicit encouragement for SME participation and for larger enterprises to include SMEs suggests a desire for broader market engagement.

10. SME fit assessment

This tender is structured to be accessible to SMEs, particularly those specializing in garment manufacturing or supply with a focus on uniforms. A credible bidder would likely be a small to medium-sized enterprise with established experience in supplying textiles or apparel, demonstrating a capacity to meet the quality and durability requirements.

Consortium or subcontracting arrangements are permitted. SMEs that find the full scope beyond their capacity are encouraged to form relationships with other SMEs or larger enterprises. This allows for shared responsibility and resource pooling.

The bid preparation effort is likely moderate. Key areas requiring detailed response include demonstrating past experience with three comparable contracts, outlining quality assurance and sustainability policies, and completing the pricing schedule accurately. The tender documents are structured with a Tender Response Document (TRD) intended to guide bidders.

There is no explicit indication of an incumbent supplier. The award criteria heavily favour quality and service over price (45% quality vs. 25% cost), suggesting that a firm with a strong track record in quality garment production and reliable service delivery would be well-positioned. The tender appears genuinely open to new entrants, provided they meet the specified selection criteria.

11. Where to dig deeper

• Source RFT Filename: RFT - Supply of Security Staff Uniforms.pdf
• eTenders CFT ID: 8687240
• Contact: All queries must be directed via the messaging facility on www.etenders.gov.ie.
• Key Attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 6: Goods Contract