Supply of Linen, Mattresses and Associated Bedding Products

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 covers the supply of linen, mattresses, and associated bedding products to Depaul Ireland's services across the Republic of Ireland. Depaul Ireland operates 23 services supporting individuals and families experiencing homelessness. The procurement seeks a provider to supply these essential items, ensuring compliance with operational needs and regulatory requirements.

The scope of services includes:

• Product Supply: Provision of linen items such as duvet covers, sheets, pillow cases, towels, and blankets.
• Mattress Supply: Provision of mattresses.
• Associated Bedding Products: Supply of other related bedding items.
• Delivery: All tendered costs must be all-inclusive, covering shipping, packaging, and delivery to Depaul's premises in Dublin. Travel time is not chargeable.
• Quality and Compliance: The solution must meet and preferably exceed the requirements set out in the Call for Tender (CFT), ensuring safe, compliant, and effective delivery of support to residents.
• Service Locations: The services are required across Depaul's 23 services in the Republic of Ireland. The primary delivery point mentioned is Dublin.
• Contract Term: The contract is for an initial period of two (2) years, with an option for up to three (3) one-year extensions.
• Pricing: Prices quoted must be in Euro (€) and exclusive of VAT. Rates are fixed as maximum rates for new purchases during the contract period, inclusive of any extensions. Pricing for extensions may be reviewed against the Irish Consumer Price Index (CPI).
• Samples: Tenderers must provide samples of a single sheet, pillow case, blanket, bath towel, and duvet cover by 12 midday on Wednesday, 15th July 2025, to Ground floor, 5 Lamps, Amiens Street, Dublin, D01 A7V2. Samples must be labelled and accompanied by a specification sheet detailing sizing and technical properties. The successful tenderer's sample must pass a compliance examination prior to contract award.

3. Background & buyer context

Depaul Ireland is a cross-border charity operating in the Republic of Ireland and Northern Ireland, providing accommodation and support services to individuals and families who are homeless or at risk of homelessness. The current procurement is driven by the need to ensure a consistent supply of essential bedding and linen products across its 23 services in the Republic of Ireland. These services require high-quality, compliant, and effective servicing to support residents. The estimated expenditure for these services is €180,000 (excluding VAT) over the contract term.

4. Eligibility & selection criteria

Tenderers must meet the following minimum requirements to be considered:

• Turnover requirement: Not specified for this tender.
• Insurance: The successful Tenderer must hold the following insurances for the duration of the contract, covering each and every claim, unlimited in the period:
• Public Liability: €6.5 million
• Employer's Liability: €13 million
• Product Liability: €6.5 million
• Certifications:
• Accreditation to EN 14065:2016 Risk Analysis and Bio-contamination Control (RABC) System.
• An appropriate Environmental Management System (EMS), which may include ISO 14001 or equivalent accreditation.
• Past experience: Tenderers must demonstrate the successful provision of their product/service at least two reference sites within the last two years. These sites must be of a comparable scale and complexity to the requirements outlined in the Scope of Requirements.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender, beyond the requirement for delivery to Depaul premises in Dublin.

Tenderers must declare satisfaction of these criteria via the eESPD.

5. Award criteria & scoring

The contract will be awarded on the basis of the most economically advantageous tender (MEAT). The specific award criteria and their weighting are not detailed in the provided extract. However, the CFT states that tender responses to non-cost award criteria must be submitted in the provided Tender Response Document. The award is conditional upon the tenderer complying with the selection criteria outlined in Section 5 of the CFT.

6. Submission requirements

Tenderers must submit the following documentation:

• eESPD Document: To be completed and submitted.
• Tender Response Document: A response to each of the Award Criteria, as detailed in Section 6 of the CFT and the Tender Response Document (TRD).
• Form of Tender and Cost Schedule: Completed and signed, as per Appendix B and B1.
• Statement on conflict of interest: As per Appendix D.
• Statement on compliance with Freedom of Information Act: As per Section 7.12.
• All other responses required: In accordance with the CFT.
• Samples: Samples of a single sheet, pillow case, blanket, bath towel, and duvet cover must be delivered by 12 midday on Wednesday, 15th July 2025, to Ground floor, 5 Lamps, Amiens Street, Dublin, D01 A7V2. Samples must be labelled and accompanied by a specification sheet.
• Submission Method: Via the eTenders Mail Box.

Tenderers must follow the format of the CFT and respond to each element in the order set out. The CFT must not be altered or edited.

7. Key dates & process

8. Contract terms that matter

• Term: The contract is for an initial period of two (2) years.
• Extension Options: The Contracting Authority reserves the right to extend the contract for up to three (3) additional periods of one (1) year each, on the same terms and conditions, subject to legal obligations.
• Payment Terms: Payment shall be made within 30 days of receipt of a correct and appropriate invoice.
• Pricing: Quoted rates are fixed as maximum rates for any new purchases during the contract period, inclusive of any extensions. Pricing for extensions may be reviewed and may increase in line with the percentage increase in the Irish Consumer Price Index (CPI) in the twelve months preceding the review date.
• Tender Validity: Tenders must be kept open for acceptance for a period of 12 months from the closing date for receipt of tenders.
• Termination: Not specified in the provided extract.
• IP Ownership: Not specified in the provided extract.
• Sub-contracting: Not specified in the provided extract.
• Bonding/Guarantees: Not specified in the provided extract.

9. Risks, red flags & unusuals

• Sample Submission Deadline: The deadline for sample submission (15th July 2025) precedes the tender submission deadline (31st July 2026) by over a year. This is an unusual timing for sample submission within a procurement process.
• Estimated Expenditure vs. Contract Term: The estimated expenditure of €180,000 over a potential 5-year contract term (2 initial + 3 extensions) suggests a relatively low annual spend per service, which may influence the scale of operations expected from bidders.
• Fixed Pricing with CPI Review: While pricing is fixed for the initial term, the mechanism for price review for extensions based on CPI could lead to price adjustments, requiring careful forecasting by bidders.
• No Explicit Award Criteria Weighting: The absence of specific weighting for award criteria makes it difficult to assess the relative importance of price versus quality in the evaluation.

10. SME fit assessment

This tender is likely open to small to medium-sized enterprises (SMEs) with established supply chains for linen, mattresses, and bedding.

• Who can credibly bid: A credible bidder would be a supplier with proven experience in providing similar products to organisations with multiple sites. They must demonstrate compliance with the specified insurance levels, quality standards (EN 14065), and environmental management systems. Experience in supplying to the charity or social care sector would be advantageous.
• Consortium/Sub-contracting: The tender documents do not explicitly prohibit or encourage consortium bids or sub-contracting. However, the requirement for bidders to demonstrate past experience at two reference sites suggests a need for direct capability.
• Indicative bid-prep effort: Bid preparation would likely involve compiling detailed product specifications, gathering evidence for quality and environmental accreditations, documenting past experience with referees, and completing the pricing schedule. This could require 5-10 days of effort for a well-prepared SME.
• Pwin signal: The tender is an open procedure, suggesting it is not exclusively for an incumbent. The relatively modest estimated value and the specific quality requirements (EN 14065) indicate a focus on specialised suppliers rather than a broad commodity market. The unusual sample submission timing might deter some bidders.

11. Where to dig deeper

• Source RFT filename: CFT Supply of Linen, Mattresses and Associated Bedding Products.docx
• eTenders CFT ID: Not specified in the provided extract.
• Contact email or clarification portal: Clarifications to be submitted by 12 midday on 20th July 2026. Specific contact details for clarifications are not provided in the extract but would typically be via the eTenders platform.
• Most important attachments:
• Appendix B & B1: Form of Tender and Costing Sheet
• Appendix C: Previous Experience
• Appendix A: Declaration of No Conflict of Interest