DOJHAM UPS Comms Rooms 2026

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 Department of Justice, Home Affairs and Migration (DOJHAM) seeks to establish a single-party Framework Agreement for the supply, installation, maintenance, and support of Uninterruptible Power Supply (UPS) systems. The framework will cover the existing communications room infrastructure, which comprises approximately 230 racks across various sites in the Republic of Ireland. The scope includes supporting the current infrastructure, facilitating expansion, and providing support for potential future site setups.

The contractor will be responsible for:

• Supply and Installation: Providing modular UPS units, including "short-depth" models (maximum 320mm depth) suitable for limited space environments. These units must fit within a maximum of 2U rack units and have a minimum of 4 individually switchable outlets capable of performing a hard power reset. Larger sites may accommodate larger, individually switchable PDUs. Units must have been manufactured within the last ten years and possess network management capacity. Installation of hardwired UPS systems will require a licensed electrician, in collaboration with DOJHAM Facilities Management.
• Maintenance and Support:
• Maintaining all existing infrastructure, including keeping required spare parts and devices to meet Service Level Agreements (SLAs).
• Replacing any faulty hardware or software at no cost to DOJHAM for the duration of the contract, including setup and configuration of replacement systems.
• Managing all warranty and returns to original equipment manufacturers.
• Liaising directly with manufacturers for equipment/software platforms and handling escalations until resolution.
• Providing a minimum uptime of 30 minutes (at full load) for all UPS devices to allow for graceful power-down.
• Performing periodic reviews and health checks of the UPS infrastructure at least annually, presenting a detailed report with recommendations for upgrades, resilience, and performance enhancement.
• Performing configuration changes on the UPS infrastructure as required, initiated by DOJHAM or suggested by the Tenderer.
• Remote Management and Monitoring: Enabling remote management and monitoring of UPS systems, with control over data privacy, outlets, and functions, ideally via a single console. Units must be capable of issuing alerts for environmental threshold breaches (temperature, humidity) via internal or external probes.
• Battery Replacement: Facilitating easy battery replacement functionality on-site by DOJHAM staff after initial installation by qualified personnel.
• Consultancy and Future Projects: Providing UPS support and consultancy for future project work and expansion, including UPS, comms room, and Data Centre design, and system lifecycle management.
• Reporting and Reviews: Nominated Account/Contract Manager and Support/Project Managers will be responsible for overall service delivery, implementing reporting and quality assurance, meeting with DOJHAM stakeholders, handling disputes, and proactively discussing service improvements and cost savings. Annual performance reviews will be conducted.
• WEEE Compliance: Demonstrating producer registration for WEEE regulations and providing a service for the re-use and recycling of end-of-life equipment, including collection, testing, repair, upgrading, dismantling, and disposal in compliance with WEEE Regulations 2014.
• Triple E Register Compliance: Ensuring supplied UPS units meet criteria for inclusion in the Sustainable Energy Authority of Ireland's Triple E Register, or providing equivalent objective third-party evidence of compliance. Enhanced energy efficiency beyond minimum requirements will be awarded additional marks.
• Battery Warranty: Supplying UPS batteries with a minimum 2-year warranty, with additional marks awarded for extended warranty periods at no additional cost.

The framework will cover associated ancillary services, support and maintenance, peer support/daily rates, ad-hoc onsite/remote dedicated support, and changes to premises footprint.

3. Background & buyer context

The Department of Justice, Home Affairs and Migration (DOJHAM) is procuring UPS systems to enhance its communications room infrastructure. The Department's mission is to foster a safe, fair, and inclusive society, with responsibilities spanning policing, prisons, immigration, equality, and access to justice. DOJHAM oversees numerous statutory and non-statutory bodies, including the Courts Service, An Garda Síochána, and the Irish Prison Service. This procurement aligns with the Department's ongoing efforts to improve its operational infrastructure and reduce its carbon footprint. The establishment of a single-party Framework Agreement aims to ensure a consistent standard for UPS usage across the organisation, thereby minimising risk associated with multiple providers. The policy of the Contracting Authority is to encourage participation by Small and Medium Enterprises (SMEs).

4. Eligibility & selection criteria

• Turnover requirement: Confirmation that the tendering party's turnover exceeded €300k during each of the last three years, or pro-rata if more recently established.
• Insurance: The successful Tenderer must hold the following insurances for the term of the Contract:
• Employer’s Liability: €13 million
• Public Liability: €6.5 million
• Product Liability: €6.5 million
• Professional Indemnity: €1.5 million
• Cyber Insurance: €2 million
• Certifications:
• ISO 9001 – Quality Management System (or equivalent).
• Evidence of producer registration with the national registration body for WEEE regulations.
• Compliance with BS EN 62040-3:2021 (or IEC 62040-3:2021) and EN 62040-3 for UPS systems.
• Compliance with Triple E Register criteria for UPS units.
• Past experience: Successful delivery of 3 previous comparable projects involving the features defined in the Tender Response Document. Reference sites must be from the last four years.
• Personnel: Minimum numbers of skilled personnel required:
• Account / Contract Management: 2 (Key personnel)
• Support / Project Management: 2 (Key personnel)
• UPS Engineer / Qualified Electrician: 4
• Geographic / facility constraints: Insurance policies must include the Republic of Ireland within their territorial limits and jurisdiction.

5. Award criteria & scoring

Criterion Weight (%) Sub-criteria