Tender for a fully managed solution for all Wide Area Networks (including CPE), IP Telephony, and POE LAN Switches for Citizens Information Board (CIB)

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 Citizens Information Board (CIB) seeks a contractor to provide a fully managed solution for Wide Area Networks (WAN), IP Telephony, and Power over Ethernet (POE) LAN switches. The scope encompasses the supply, installation, testing, commissioning, and ongoing management of the network infrastructure. The contractor will be responsible for:

• Provisioning: Setting up the WAN, IP Telephony, and LAN infrastructure.
• Installation: Installing necessary hardware and software components.
• Testing: Conducting tests to ensure all systems function as required.
• Commissioning: Finalizing the setup for operational readiness.
• Management: Ongoing monitoring and management of the network.
• Support: Providing technical support and updates as needed.
• Software Licences: Ensuring all required software licenses are included.

The contractor must ensure the WAN supports a minimum of 1,032 users and 200 SIP trunks. The system must include a minimum of one Automated Attendant/Interactive Voice Response (IVR) per office, with at least 30 concurrent access ports. The IVR must allow for custom call routing and scheduling of messages for public holidays. The CPE router should feature at least four GE LAN Ethernet ports and a WAN interface suitable for the service offering. The contractor must also implement Wi-Fi 6 (802.11ax) connectivity, capable of handling a minimum of 50 connections per access point.

3. Background & buyer context

This procurement aligns with the CIB's strategic initiative to enhance its communication and information services. The CIB aims to modernize its network infrastructure to improve service delivery to citizens. The decision to procure these services is driven by the need for a more efficient and reliable communication system that can support the growing demands of its operations. The CIB has not disclosed the incumbent provider for this contract.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €9,100,000 in any of the last three financial years.
• Insurance:
• Employer's Liability: €12.7 million limit for any one claim.
• Public Liability: €6.5 million limit for any one claim.
• Product Liability: €6.5 million limit for any one claim.
• Professional Indemnity: €5 million limit for any one claim.
• Cyber Insurance: €1 million limit for any one claim.
• 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.

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 price-quality ratio.

6. Submission requirements

Bidders must submit the following documents:

• Method statement: A response document following the provided template, with no specified page limit.
• CVs: For key personnel, with no specified page count.
• Pricing schedule: Must follow the named template.
• Case studies: A minimum of two case studies demonstrating relevant experience, with values ranging from €1 million to €5 million.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Tenders must be submitted via eTenders, following specific format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: 5 years, with an option to extend for up to 24 months.
• Payment terms: Payments will be made in accordance with the Services Contract.
• Key SLAs/KPIs: Not specified for this tender.
• Liquidated damages: Not specified for this tender.
• Termination clauses: Not specified for this tender.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: The successful Tenderer must designate a single entity responsible for the contract, regardless of subcontracting.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirement of €9,100,000 may limit participation to larger firms, potentially excluding SMEs.
• The lack of specified past experience or personnel requirements may create ambiguity in evaluation.
• The absence of defined SLAs/KPIs raises concerns about performance accountability.
• The contract's extension clause may lead to uncertainty regarding long-term commitments.

10. SME fit assessment

Small and medium enterprises (SMEs) may find this tender challenging due to the high turnover requirement. However, SMEs can consider forming consortia with larger firms to meet the criteria. The bid preparation effort is estimated to require several days, particularly for assembling documentation and case studies. The presence of a significant turnover threshold suggests that incumbents or larger firms may have a stronger position in this tender.

11. Where to dig deeper

• Source RFT filename: CIB WAN LAN Telephony RFT 2026.pdf
• eTenders CFT ID: 8278354
• Contact email: Not specified
• Important attachments:
• Appendix 1 — Requirements and Specifications
• Appendix 2 — Pricing Schedule
• Appendix 3 — Tenderer’s Statement