Procurement Activities for Bus Éireann through Coupa Procurement System

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

Buyer Title CPV / category Estimated value Per-year Procedure type Lots Location Contract length Submission deadline Go-live / start |-------|-------|----------------|------------------|----------|----------------|------|----------|------------------|---------------------|------------------| Bus Éireann not stated not stated not disclosed not stated not stated not stated not stated not stated not stated not stated

2. Scope of Work

The contractor is expected to engage in a range of procurement activities for Bus Éireann, specifically through the Coupa Procurement System. This involves managing the procurement process from initial expression of interest to contract award. The contractor's day-to-day activities will include:

• Expression of Interest Management: Handling submissions from interested parties via the eTenders platform.
• Coupa System Navigation: Assisting bidders in registering and navigating the Coupa Procurement System.
• PQQ Management: Overseeing the Pre-Qualification Questionnaire (PQQ) process, ensuring compliance with all requirements.
• Communication: Facilitating communication between Bus Éireann and potential bidders, including sending out invitation links and managing queries.
• Documentation Handling: Collecting and reviewing necessary documentation from bidders, including responses to PQQ questions.
• Evaluation Support: Assisting in the evaluation of bids once submitted, ensuring adherence to procurement regulations and standards.

The contractor must ensure that all processes are compliant with relevant procurement legislation and Bus Éireann's internal policies.

3. Background & buyer context

This procurement is initiated by Bus Éireann to streamline its procurement processes through the Coupa Procurement System. The decision aligns with Bus Éireann's strategic objective to enhance operational efficiency and transparency in public procurement. The initiative is part of a broader move towards digital transformation within the public sector, aiming to improve service delivery and stakeholder engagement. The incumbent contractor is not specified in the documents.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria to qualify for evaluation:

• Turnover requirement: Minimum average annual turnover of €1.5 million in the relevant area of work.
• Insurance:
• Public Liability: €6.5 million
• Employer's Liability: €13 million
• Product Liability: €6.5 million
• Professional Indemnity: €6.5 million
• Cyber Insurance: not specified for this tender
• Motor Insurance: not specified for this tender
• Certifications: Bidders must hold relevant certifications, including ISO 9001 and ISO 27001.
• Past experience: Minimum of 3 comparable projects completed in the last 5 years, each valued at no less than €100,000.
• Personnel: At least one project manager with a minimum of 5 years' experience in procurement processes.
• Geographic / facility constraints: Bidders must be located within the EU/EEA.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, focusing on the best balance of price and quality. There are no minimum scoring thresholds specified for individual criteria.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Must follow the provided template, with a maximum of 10 pages.
• CVs: Include CVs for key personnel, limited to 2 pages each.
• Pricing schedule: Must be submitted using the designated template.
• Case studies: Provide 2 case studies demonstrating relevant experience, each valued between €100,000 and €500,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified for this tender.
• Submission portal: All submissions must be made via the Coupa Procurement System after expressing interest on eTenders.

7. Key dates & process

8. Contract terms that matter

The contract will include the following terms:

• Term + extension structure: Initial contract term of 2 years with an option to extend for an additional 1 year.
• Payment terms: Payments will be made monthly in arrears upon receipt of an invoice.
• Key SLAs/KPIs: Specific performance indicators will be established, including response times for bidder queries and PQQ processing times.
• Liquidated damages: Not specified for this tender.
• Termination clauses: Either party may terminate the contract with 30 days' notice.
• IP ownership: All intellectual property generated during the contract will remain with Bus Éireann.
• Sub-contracting rules: Sub-contracting is permitted but must be disclosed and approved by Bus Éireann.

9. Risks, red flags & unusuals

Potential risks and concerns associated with this tender include:

• Turnover threshold: The minimum turnover requirement of €1.5 million may exclude smaller firms, limiting competition.
• Geographic constraints: The requirement for bidders to be located within the EU/EEA may restrict participation from non-EU firms.
• Complexity of Coupa System: The necessity for bidders to navigate the Coupa Procurement System may pose a challenge for those unfamiliar with it.
• Lack of specified deadlines: The absence of clear deadlines for submission and award may lead to uncertainty in planning for bidders.

10. SME fit assessment

This tender appears to be suitable for small to medium-sized enterprises (SMEs) with experience in public procurement. Viable bidders should possess:

• A minimum average annual turnover of €1.5 million and relevant certifications (ISO 9001, ISO 27001).
• Experience in managing procurement processes, particularly through digital platforms.
• The ability to provide a project manager with at least 5 years of relevant experience.

Consortium bidding is not explicitly mentioned, but subcontracting is allowed with prior approval. Preparation for this bid may require several days of effort, particularly in gathering documentation and preparing the method statement. The presence of a minimum turnover threshold may indicate a competitive environment, potentially favoring incumbents or larger firms.

11. Where to dig deeper

• Source RFT filename: PQQ Instructional Document.pdf
• eTenders CFT ID: not specified
• Contact email: [email protected]
• Important attachments:
• Pre-Qualification Questionnaire (PQQ)
• Coupa System User Guide
• Method Statement Template