Supply, Delivery, Installation/Assembly and Commissioning of Healthcare Equipment to Cavan Institute

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 contract requires the supply, delivery, installation, assembly, and commissioning of healthcare equipment to Cavan Institute. The procurement is divided into six distinct lots, each resulting in a separate contract. Tenderers must submit pricing for the lots they apply for using the provided CMETB pricing lists.

The six lots are:

• Lot 1: Digital Anatomy Table
• Lot 2: Simulated Ambulance Unit
• Lot 3: Multi-Room Audio-Visual Simulation System
• Lot 4: Healthcare Consumables
• Lot 5: Anatomy Charts, Models and Collections
• Lot 6: Simulation Aids

The estimated expenditure for the Goods Contract, across the initial 12-month term and any potential extensions, is between €500,000 and €600,000 (excluding VAT). This figure is an estimate based on current and future expected usage. The Contracting Authority reserves the right to extend the contract term for periods of up to 12 months, with a maximum of three such extensions, subject to legal obligations.

Tenderers must provide all-inclusive pricing, covering shipping, packaging, delivery, and all ancillary costs, expressed in Euros and excluding VAT. VAT rates are to be indicated separately. Prices quoted must remain valid for the duration of the contract. Any currency variations over the contract term will be borne by the Tenderer.

The contract will be for an initial term of 12 months, with potential extensions. The successful Tenderer will be responsible for the supply, delivery, installation, assembly, and commissioning of the specified healthcare equipment.

3. Background & buyer context

Cavan and Monaghan Education and Training Board (CMETB) is procuring healthcare equipment for Cavan Institute. This procurement falls under CMETB's auspices. The estimated value of the contract is between €500,000 and €600,000 (excluding VAT) over its term. The procurement is being conducted via an open procedure under EU and Irish regulations. CMETB aims to encourage participation by Small and Medium Enterprises (SMEs) and encourages larger enterprises to include SMEs in their proposals. The contract term is 12 months, with potential for extensions up to a total of 36 months.

4. Eligibility & selection criteria

Tenderers must meet specific criteria to be considered for evaluation. These include:

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employer's Liability: €13 million
• Public Liability: €6.5 million
• Product Liability: €6.5 million
• Professional Indemnity: Not applicable (N/A) Tenderers must confirm that their insurance policies include an Indemnity to Principals Clause or otherwise specifically indemnify CMETB.
• Certifications: Not specified for this tender.
• Past experience: Not specified for this tender.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

Tenderers must also declare, via the eESPD, that no mandatory grounds for exclusion apply or that sufficient measures are in place to demonstrate reliability if exclusion grounds do apply. They must also satisfy the selection criteria for each lot applied for.

5. Award criteria & scoring

The award of the contract will be based on the lowest cost tender that also meets all minimum qualitative requirements. The specific scoring mechanism is not detailed in the provided extract, but it is implied that tenders will be evaluated against both qualitative and cost criteria. The document states: "The lowest cost tender that also meets all of the minimum requirements of the qualitative award criteria will receive the maximum score achievable under this criterion." This suggests a "lowest compliant price" approach, provided minimum qualitative standards are met.

6. Submission requirements

Tenders must be submitted electronically via the eTenders 'electronic tenderbox' on www.etenders.gov.ie. Late submissions will not be accepted.

Key submission requirements include:

• Electronic Single Procurement Document (eESPD): Completed and submitted electronically. If previously used, confirmation of continued accuracy and satisfaction of selection criteria is required.
• All required documentation: Submitted as per the RFT.
• Format adherence: Tenders must follow the RFT format and respond to each element in the specified order.
• Acceptance of RFT requirements: A scanned, signed copy of the Tenderer’s Statement (Appendix 3) on letterhead is mandatory. Signatures must be legible.
• Pricing Schedule: Completed using the CMETB pricing documents at Appendix 2. Failure to use these specific documents will result in disqualification.
• File size limits: Maximum 250MB per file, with a total limit of 2GB for all documentation.
• File format: Tenders must be readable using Microsoft Word, Excel, or PDF Reader.
• Language: Tenders must be submitted in English.
• Declarations: Tenderers must declare their personal circumstances via the eESPD and Appendix 4.
• Consortia/Subcontractors: Details of all members and their roles must be provided, with a single nominated entity for communication.

7. Key dates & process

8. Contract terms that matter

• Term: 12 months, with the option for up to three 12-month extensions.
• Payment terms: Subject to and in accordance with the Goods Contract at Appendix 5.
• Price adjustments: Prices may be adjusted only on the first anniversary of the contract's effective date and subsequent anniversaries, based on a specified price index.
• Termination: Not explicitly detailed in the provided extract, beyond the Contracting Authority's right to cancel the competition before contract execution.
• Sub-contracting: Permitted, but the Prime Contractor remains responsible. Subcontractors may need to submit their own eESPD if their subcontract value exceeds 10% of the contract value.
• Insurance: Mandatory for the successful Tenderer, as detailed in Section 4.
• Indemnity: Insurances must include an Indemnity to Principals Clause or otherwise specifically indemnify CMETB.

9. Risks, red flags & unusuals

• Lot-specific pricing: Tenderers must use the specific CMETB pricing schedules for each lot they apply for. Failure to do so will result in disqualification.
• No amendments to contract: Tenderers cannot amend the Goods Contract terms (Appendix 5). Acceptance is confirmed by signing the Tenderer's Statement.
• Estimated value: The stated €500,000 - €600,000 is an estimate and not a guarantee of expenditure.
• SME encouragement: While SMEs are encouraged, the scope of some lots (e.g., Digital Anatomy Table, Simulated Ambulance Unit) may require significant technical capability, potentially favouring larger or consortium bids.
• Site visit: Not mandatory, but if attended, strict identification and query submission protocols apply. No questions will be taken at the site.
• Insurance indemnity: The requirement for an "Indemnity to Principals Clause" or specific indemnification of CMETB is a key detail for insurers.

10. SME fit assessment

This tender is structured into six lots, offering potential entry points for SMEs. However, the nature of some lots, such as the Digital Anatomy Table or Simulated Ambulance Unit, suggests that a significant technical capability or product range is required.

• Viable bidders: SMEs with a strong specialisation in specific healthcare equipment categories (e.g., consumables, anatomy models, simulation aids) could bid for relevant lots. Larger enterprises or consortia are likely better positioned for lots requiring complex systems like the Digital Anatomy Table or Multi-Room Audio-Visual Simulation System.
• Consortium/sub-contracting: Consortia and sub-contracting are permitted. SMEs are encouraged to form relationships with other SMEs or larger enterprises to participate.
• Indicative bid-prep effort: Preparing a compliant tender, especially with the specific pricing schedules and eESPD requirements, will likely require several days of effort, particularly for firms new to public procurement.
• Pwin signal: The tender is open procedure, suggesting a competitive process. The encouragement of SMEs and consortia indicates a desire for broad participation. However, the specific technical requirements for certain lots may favour established suppliers or those with existing relationships with educational institutions.

11. Where to dig deeper

• Source RFT filename: CFT ITT Healthcare Equipment for CI.pdf
• eTenders CFT ID: Not specified in the provided text.
• Contact / Clarification Portal: Messaging facility on www.etenders.gov.ie
• Key Attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 5: Goods Contract