Multi Supplier Framework Agreement for Film and Digital Media Equipment

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 to establish a multi-supplier framework agreement for the supply of film and digital media equipment to Limerick and Clare Education and Training Board. The framework will cover six distinct lots, each potentially resulting in a separate agreement. The estimated aggregate expenditure across all lots over the initial two-year term, including potential extensions, is €1,000,000 (excluding VAT). The initial award for all lots combined is estimated at €161,687 (excluding VAT).

The framework will operate using a cascade or request for quotes (RFQ) mechanism for awarding individual contracts. For values under €50,000, RFQs will be issued to all framework members appointed to the relevant lot. The first-ranked supplier will be contacted for cascade calls; if they cannot fulfil the requirement, the request will move to the next supplier in descending order.

The six lots for which framework agreements will be established are:

• Lot 1: Photography Equipment & Accessories
• Lot 2: Printing Press
• Lot 3: DJ Equipment
• Lot 4: Studio Upgrade
• Lot 5: Print & Graphic Arts Equipment
• Lot 6: Specialists Creative Art Equipment

It is anticipated that between one and six members will be appointed to the framework agreement for each lot. Goods contracts awarded under the framework may extend beyond the framework's expiry date.

3. Background & buyer context

Limerick and Clare Education and Training Board (LCETB) is procuring film and digital media equipment through an open procedure under EU regulations. This competition aims to establish a multi-supplier framework agreement to meet its ongoing equipment needs across various educational and training sites. The procurement strategy focuses on creating a multi-party framework to ensure a competitive and flexible supply chain. LCETB 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

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement: Confirmation of a minimum average annual turnover of €300,000 in each of the last three financial years.
• Insurance:
• Employer's Liability: €13 Million for any one claim or series of claims 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 confirm that if awarded a Goods Contract, they will obtain and hold these insurances from the effective date of the contract.
• 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.

Tenderers must also submit an electronic European Single Procurement Document (eESPD) declaring compliance with selection criteria and the absence of mandatory exclusion grounds.

5. Award criteria & scoring

The award criteria will be used to evaluate compliant tenders. The tender documents state that bidders must achieve a minimum of 60% on all tender award criteria, excluding price. The specific weighting for each criterion is not detailed in the provided extract, but the overall approach will be based on a price/quality split, with quality being a significant factor. The Contracting Authority does not bind itself to accept the lowest priced tender.

6. Submission requirements

Tenders must be submitted electronically via the eTenders platform (www.etenders.gov.ie). Key submission requirements include:

• eESPD: Completion and submission of the electronic European Single Procurement Document.
• Documentation: Submission of all documentation required by the RFT.
• Format: Adherence to the RFT format and response order.
• Compliance: Conformance with all instructions and requirements.
• Tenderer's Statement: A scanned, signed copy of the Tenderer's Statement (Appendix 3) on letterhead.
• Pricing Schedule: Completion of the Pricing Schedule (Appendix 2).
• File Limits: Maximum 250MB per file, with a total limit of 2GB for all documentation.
• Submission Method: Tenders must be submitted via the electronic tender box on eTenders.gov.ie. Late submissions will not be accepted.
• Language: Tenders must be submitted in English or Irish.
• Declarations:
• European Single Procurement Document (eESPD).
• Tenderer's Statement (Appendix 3).
• Declaration as to Personal Circumstances of Tenderer (Appendix 4).
• Consortia/Subcontractors: If a group of undertakings submits a tender, a single nominated entity must be designated to represent all members.

7. Key dates & process

8. Contract terms that matter

The framework agreement will have an initial term of 2 years, with the option for the Contracting Authority to extend it for up to two further periods, totalling a maximum of 4 years. Goods contracts awarded under the framework may extend beyond the framework's expiry. Prices quoted must remain valid for 12 months from the tender deadline. Any currency variations over the term of a goods contract will be borne by the supplier. Payment terms will be in accordance with the Goods Contract (Appendix 7). The framework agreement and goods contract terms are non-negotiable. Successful tenderers must provide confirmation of insurance coverage, including Employer's Liability (€13M), Public Liability (€6.5M), and Product Liability (€6.5M), prior to contract award.

9. Risks, red flags & unusuals

The estimated value of €1,000,000 (excl. VAT) over a potential four-year term suggests an average annual value of €250,000. However, the initial award for all lots is estimated at €161,687 (excl. VAT), indicating a potentially slow ramp-up or a significant portion of the budget allocated to specific, larger call-offs. The multi-supplier framework structure with a cascade and RFQ call-off mechanism means that appointment to the framework does not guarantee any specific volume of work. Tenderers must be prepared for a competitive environment where individual contracts are awarded based on performance and pricing in response to RFQs. The requirement for prices to remain valid for 12 months from the tender deadline, coupled with the potential for currency variations to be borne by the supplier, presents a pricing risk.

10. SME fit assessment

This tender is structured as a multi-supplier framework, allowing for a mix of larger and smaller enterprises. SMEs can credibly bid, particularly if they specialise in one or more of the six lots. The turnover requirement of €300,000 annually is achievable for many established SMEs. Consortium or subcontracting is permitted, offering opportunities for SMEs to partner with larger firms or other SMEs to meet requirements. The bid preparation effort is moderate, primarily involving the completion of the eESPD, pricing schedule, and tenderer's statement. The "Pwin" signal is neutral; while it's a framework, the cascade and RFQ process means competition for each call-off. The success of an SME will depend on its specialisation within a lot and its ability to offer competitive pricing and quality.

11. Where to dig deeper

• Source RFT Filename: Request For Tender SEG Film and Digital Media.zip
• eTenders CFT ID: Not surfaced in provided text.
• Contact: Marie Cooney (via eTenders messaging facility)
• Key Attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 6: Framework Agreement