Supply, delivery, installation and maintenance of tools and equipment for T4 subjects

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, installation, and maintenance of tools and equipment for Technology subjects at St. Raphael’s College. The goods are primarily based on specifications from the Department of Education and Youth for post-primary schools. The contract is for a single lot covering Applied Technology/Technology.

The scope includes:

• Supply of Goods: Provision of tools and equipment as detailed in Appendix 1 and the accompanying Excel pricing worksheet. Tenderers must be capable of supplying all items within the specified lot.
• Delivery and Installation: Goods are required to be supplied and installed on or before 01/11/26. Specialist equipment requires supply, installation, commissioning, and sign-off for safe use.
• Maintenance: Ongoing maintenance of the supplied tools and equipment.
• Lot Structure: The competition is divided into one lot: Lot 1 - Applied Technology/Technology. Tenderers must be able to supply all items within the lot tendered for. Incomplete lot submissions will not be considered.
• Potential for Partial Procurement: The College may not require all items listed in the Department of Education and Youth list or the Excel file.
• Tight Delivery Window: There will be a limited opportunity between purchase order placement and the required delivery and installation date. Failure to meet delivery requirements may result in the contract being awarded to the second-highest-ranked tenderer.
• Pricing: Tenderers must complete the Pricing Schedule (Appendix 2) with all-inclusive prices, exclusive of VAT, in Euro. Prices must remain valid for five months from the tender deadline.

3. Background & buyer context

St. Raphael’s College, a secondary school with a student population of 750, is procuring tools and equipment for its Technology subjects. This procurement aligns with the Department of Education and Youth's specifications for post-primary schools. The tender is conducted under an open procedure, with the aim of awarding a contract to a single Most Economically Advantageous Tenderer. The estimated expenditure over the contract term, including potential extensions, is €128,000 (excl. VAT). The College actively encourages participation from Small and Medium Enterprises (SMEs) and suggests that larger enterprises consider including SMEs in their proposals to maximise social and economic benefits.

4. Eligibility & selection criteria

Tenderers must satisfy the following criteria to be considered compliant:

• Turnover requirement: Tenderers must provide a statement detailing trading levels for the previous three years, supported by three audited accounts. If a company's annual turnover is less than €12 million, audited accounts are not necessary; a statement of accounts from the company's accountants will suffice.
• Insurance: The successful tenderer must hold the following insurances for the term of the Goods Contract:
• Employer’s Liability: €12.7 million for any one claim arising out of a single occurrence.
• Public Liability: €6.5 million for any one claim or series of claims arising out of a single occurrence.
• Product Liability: €6.5 million for any one claim or series of claims arising out of a single occurrence. Tenderers must confirm these insurances are in place.
• Certifications: Not specified for this tender.
• Past experience: Tenderers must demonstrate previous experience by providing details of at least two principal contracts provided in the past three years that are similar in nature, scale, and value to the requirements of this competition. This includes client name, contract description, delivery date, contract value, range of materials/tools/machinery provided, and breakdown of product origin.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

The contract will be awarded to the Most Economically Advantageous Tender (MEAT) based on the criteria set out in Part 3.3 of the CFT. The specific weighting and scoring mechanism for award criteria are not detailed in the provided extract. However, it is stated that the tender will be evaluated in accordance with the award criteria, and the contract will be awarded to the MEAT.

6. Submission requirements

Tenderers must submit their bids electronically via the eTenders platform. The submission must include:

• Tender Response Document (TRD): This document must be completed and signed.
• Appendix 3 (Tenderer’s Statement): A scanned, signed copy on the tenderer's letterhead, confirming acceptance of the Goods Contract terms and satisfaction of selection criteria.
• Appendix 4 (Declaration as to Personal Circumstances): To be completed and signed.
• Pricing Schedule (Appendix 2): All prices must be inclusive of all costs (shipping, packaging, delivery, etc.), in Euro, and exclusive of VAT. The VAT rate should be indicated separately.
• Past Experience Evidence: Details of at least two comparable contracts from the past three years.
• Financial Documentation: Three years of audited accounts or a statement of accounts from accountants if annual turnover is less than €12 million.
• Declarations: Tenderers must declare they satisfy the selection criteria and that no mandatory grounds for exclusion apply, or if they do, that sufficient reliability measures are in place.
• Format: Tenders must be submitted in English. Electronic documents must be readable using Word or PDF reader and should not be corrupt.
• File Size Limits: Maximum 250MB per file, with a total limit of 2GB for all documentation.
• Submission Portal: www.etenders.gov.ie.

7. Key dates & process

8. Contract terms that matter

• Term: The Goods Contract will be for a term of 12 months.
• Payment Terms: Payments will be made subject to and in accordance with the Goods Contract at Appendix 5. Invoices are deemed accepted if no queries are raised within 14 calendar days.
• Termination: Either party may terminate the contract with 14 days' notice if no queries are raised within a 30-day period. Specific termination clauses for breach are not detailed but are subject to a 30-day remedy period.
• IP Ownership: Not specified for this tender.
• Sub-contracting: Tenderers must designate a single entity (Prime Contractor) responsible for the entire Goods Contract, irrespective of subcontracting. Subcontractors must also submit Appendix 4. If a subcontractor's capacity is relied upon for selection criteria, they must also submit supporting documents.
• Parent-company guarantee or bond: Not specified for this tender.
• Warranties: Tenderers must confirm that required certifications and warranties meet minimum requirements as stated in the specifications/pricing schedules.

9. Risks, red flags & unusuals

• Tight Delivery Window: The requirement for supply and installation by 01/11/26, following a tender deadline of 23/07/26, presents a very tight mobilisation and delivery schedule. The contract explicitly states that failure to meet delivery requirements may lead to procurement from the second-highest-ranked tenderer.
• Potential for Partial Procurement: The statement "We may not require all items from the DEY list nor what is listed in our Excel file" introduces uncertainty regarding the final scope and value of the order, despite the estimated value provided.
• Incomplete Lot Submissions: Tenderers must supply each item on the specification list as per the lot tendered for. An incomplete lot submission will not be considered, meaning tenderers cannot pick and choose items within the single lot.
• No Direct Contact: All queries must be submitted via the eTenders messaging facility, with no direct contact permitted with the Contracting Authority.

10. SME fit assessment

This tender is open to a range of suppliers capable of providing tools and equipment for technology subjects. A viable bidder would likely be a specialist supplier or distributor with a proven track record in educational equipment or a related sector.

• Credible Bidders: Firms with experience supplying to educational institutions, particularly secondary schools, would be well-positioned. They need to demonstrate the capacity to supply a comprehensive list of items within a single lot, including installation and maintenance.
• Consortium/Sub-contracting: Consortiums are permitted. Larger enterprises are encouraged to include SMEs in their proposals. Subcontracting is allowed, but a single Prime Contractor must be designated with overall responsibility.
• Indicative Bid-Prep Effort: Preparing a compliant bid will require significant effort, estimated at 5-10 days. This includes gathering financial documentation, detailing past experience with specific contract information, completing the pricing schedule accurately for all items in the lot, and preparing the required declarations and statements.
• Pwin Signal: The tight delivery deadline and the requirement to supply all items within the lot suggest that incumbent suppliers or those with established supply chains for educational equipment may have an advantage. The potential for procurement from the second-ranked tenderer if delivery is missed highlights the importance of the delivery schedule.

11. Where to dig deeper

• Source RFT Filename: [CFT T4 Subjects - St. Raphaels College - 63070C.docx]
• eTenders CFT ID: Not specified in provided text.
• 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
• Appendix 4: Declaration as to Personal Circumstances of Tenderer
• Appendix 5: Goods Contract