Supply, Delivery and Installation of a Plant Extraction System for TU Dublin (Re-Run)

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 the supply, delivery, and installation of a laboratory-scale, high-performance plant extraction system for Technological University Dublin (TU Dublin). The system is intended for efficient and sustainable extraction of bioactive compounds. It must integrate microwave and ultrasound-assisted extraction technologies. The system must be suitable for both solvent-free and solvent-based processes, enabling process development and scale-up studies.

The scope of work includes:

• System Specification: Supply of a laboratory-scale, high-performance plant extraction system, specifically referencing the Extractor E200 or an equivalent model.
• Technology Integration: The system must integrate microwave and ultrasound-assisted extraction technologies.
• Process Capability: The system must support both solvent-free and solvent-based extraction processes.
• Functionality: The system is required for process development and scale-up studies.
• Delivery: The system must be delivered to TU Dublin.
• Installation: The system must be installed at TU Dublin.
• Commissioning: The system requires commissioning.
• Calibration: The system requires calibration.
• Validation: The system requires validation.
• Warranty: A minimum 12-month warranty is required for all hardware.
• After Sales Support: The contract includes provisions for after-sales and technical assistance, covering customer support, repair, maintenance, and breakdown requirements.
• Training: A training proposal for a minimum of 4 persons is required.
• Environmental & Sustainability: The system's energy consumption, noise, and emissions are evaluation criteria, as is its life cycle and waste profile.
• Optional Add-ons: TU Dublin reserves the right to purchase optional add-ons for the equipment over the lifetime of the contract.
• Additional Units: TU Dublin reserves the right to purchase up to an additional one (1) item within eighteen (18) months from the Award Notification date.

The contract term is initially one year, with the possibility of up to three one-year extensions, not exceeding four years in aggregate. TU Dublin estimates expenditure may amount to an unspecified figure (excl. VAT) over the term.

3. Background & buyer context

Technological University Dublin (TU Dublin) is procuring this plant extraction system through an open, national procedure. This procurement is a re-run, indicating a previous attempt to secure this equipment. TU Dublin operates a practice-based learning environment for its 28,500 students. The university's policy encourages participation by Small and Medium Enterprises (SMEs) in procurement competitions. Larger enterprises are also encouraged to include SMEs in their proposals. The procurement falls under the European Union (Award of Public Authority Contracts) Regulations 2016.

4. Eligibility & selection criteria

Tenderers must pass each of the following selection criteria to be considered for evaluation. Failure in any criterion leads to exclusion.

• Applicant Summary: Tenderers must complete this section. If a grouping submits a tender, a separate questionnaire must be completed for each group member.
• Financial: Applicants are required to self-declare compliance. Evidence will be required prior to contract award if deemed the most economically advantageous tender.
• Tax Compliance: Applicants must provide Tax Clearance Access Number and Tax Reference Number for online verification.
• 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 Tenderers confirm they will obtain and hold these levels of insurance, that policies include the Republic of Ireland, and are not aware of exclusions impacting coverage.
• Previous Experience: Applicants must supply contact details and information on goods and services provided for two referees who have received similar goods and services to the requirements of this RFT.
• Health & Safety: Applicants must demonstrate compliance with relevant legislation concerning Environmental, Health, and Safety.
• Data Protection Compliance: Tenderers must ensure the security of Personal Data in line with Data Protection Acts 1998 and 2003, and be compliant under the EU General Data Protection Regulation (GDPR).
• Technical and Professional Ability: Tenderers must declare satisfaction with technical and professional requirements.

5. Award criteria & scoring

The contract will be awarded based on the Most Economically Advantageous Tender (MEAT), determined by the following criteria:

Tenderers must achieve a minimum of 60% on all award criteria excluding Ultimate Cost to avoid elimination. Only tenders achieving this threshold will be evaluated against Ultimate Cost.

6. Submission requirements

Tenders must be submitted electronically via the eTenders.gov.ie portal.

• Format: All documents must be readable using Word, Excel, and/or PDF Reader. Documents must not be corrupt. A maximum of 4GB is allowed for combined documents.
• eESPD: Tenderers must complete and submit the electronic version of the European Single Procurement Document (eESPD). An existing eESPD may be used if confirmed as correct and satisfying the selection criteria.
• 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: All Tenderers must complete the Pricing Schedule at Appendix 2. Prices must be all-inclusive (excluding VAT), in Euro, and remain valid for twelve (12) months from the Tender Deadline.
• Declarations: Tenderers must provide a Declaration as to Personal Circumstances (Appendix 4).
• Consortia/Subcontractors: If a group submits a tender, details of all members and a nominated entity for communication must be provided. The Prime Contractor will be designated upon award.
• Language: Tenders must be submitted in English.
• Submission Method: Tenders must be submitted via the electronic postbox on www.etenders.gov.ie. No other submission methods will be accepted.
• Timeliness: Tenders must be received no later than 14:00 on 20/07/2026. Late tenders will not be considered.

7. Key dates & process

8. Contract terms that matter

• Term: The initial contract term is one (1) year.
• Extensions: The Contracting Authority reserves the right to extend the term for up to three (3) additional periods of one (1) year each, for a maximum aggregate term of four (4) years.
• Payment Terms: Payment will generally be made net 15 days from the agreed date of receipt of invoice.
• Price Validity: Prices quoted must remain valid for twelve (12) months from the Tender Deadline.
• Currency Variation: Any currency variations over the contract term are borne by the Tenderer.
• Warranty: A minimum 12-month warranty is required for all hardware.
• Sub-contracting: Sub-contractors may be used, but a single Prime Contractor will carry overall responsibility. Sub-contractors must submit a separate eESPD.
• Insurance: Mandatory insurance levels (Employer's Liability €13m, Public Liability €6.5m, Product Liability €6.5m) must be maintained for the contract term.
• Environmental, Social, Labour Law: The successful Tenderer and any Subcontractors must comply with all applicable environmental, social, and labour laws.

9. Risks, red flags & unusuals

• Re-run Tender: This is a re-run of a previous procurement, suggesting potential issues with the initial process or outcomes.
• Unspecified Value: The estimated value of the contract is not disclosed, only indicated as a placeholder. This makes it difficult to gauge the scale of the opportunity without further information.
• Optional Add-ons and Additional Units: TU Dublin reserves the right to purchase optional add-ons and up to one additional unit within 18 months of award. This introduces potential for future business but also uncertainty in total contract value.
• No Site Visit: There is no mandatory site visit specified, which may limit tenderers' ability to fully understand the installation environment without proactive engagement.
• Minimum Technical Score Thresholds: Strict minimum scores (60%) are required for most award criteria (excluding cost), meaning a technically weak bid, even if low-cost, will be eliminated.

10. SME fit assessment

This tender is open to economic operators capable of supplying, delivering, and installing a laboratory-scale, high-performance plant extraction system with integrated microwave and ultrasound technology.

• Credible Bidders: Viable bidders will likely be specialist suppliers of scientific laboratory equipment with proven experience in similar systems. They must demonstrate technical expertise in microwave and ultrasound-assisted extraction, as well as robust after-sales support, warranty, and training capabilities. Compliance with insurance and tax requirements is mandatory.
• Consortium/Sub-contracting: Consortiums and sub-contracting are permitted. SMEs that find the scope beyond their capacity are encouraged to form relationships with other SMEs or larger enterprises. Larger enterprises are encouraged to include SMEs in their proposals.
• Indicative Bid-Prep Effort: Bid preparation will likely require significant effort, estimated at 10-20 days, due to the technical specifications, detailed pricing schedule, and mandatory declarations. This includes understanding the technical requirements, preparing the technical merit response, detailing after-sales support, and completing all required documentation.
• Pwin Signal: The tender is a re-run, which could indicate challenges in the previous process or a specific incumbent advantage that was not met. The lack of a disclosed value and the specific technical requirements suggest a niche market. The strict minimum scoring on technical criteria indicates that technical capability is paramount.

11. Where to dig deeper

• Source RFT Filename: NCTR2694 - RFT.pdf
• eTenders CFT ID: Not specified in provided text.
• Contact / Clarification Portal: Messaging facility on www.etenders.gov.ie
• Key Attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement
• Appendix 5: Goods Contract