MI-CFT26-022 - Call for Tenders for the provision of a Chemical Safety: Data Sheet (SDS) Management Platform and Software Services

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 Marine Institute seeks a contractor to provide a Chemical Safety: Data Sheet (SDS) Management Platform and Software Services. The contractor will manage and maintain a comprehensive SDS management system that ensures compliance with chemical safety regulations across multiple site locations.

Key activities include:

• Chemical Inventory Management: Maintain a full Chemical Inventory for each site location, detailing:

• Chemical product name

• Chemical product code

• Location and sub-location

• Chemical product supplier/manufacturer

• Data Sheet Management: Ensure that all SDS are current, accessible, and compliant with relevant regulations.

• User Training: Provide training for staff on how to use the SDS management platform effectively.

• System Integration: Integrate the SDS management platform with existing systems used by the Marine Institute.

• Reporting: Generate compliance reports and audits as required by the Marine Institute.

• Support Services: Offer ongoing technical support and maintenance for the SDS management platform.

The contractor must ensure that the system is operational by 27th October 2026, with the possibility of extending the contract for up to 12 months.

3. Background & buyer context

The Marine Institute is procuring these services to enhance its chemical safety management capabilities, aligning with national and EU regulations on chemical safety. This initiative is part of a broader strategy to improve safety protocols and compliance within the marine and environmental sectors. The procurement is timely due to increasing regulatory scrutiny and the need for efficient management of chemical safety data across multiple locations.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of at least €280,000.00 across the previous three financial years.

• Insurance:

• Employers’ Liability: €13.0 million

• Public Liability: €6.5 million

• Professional Indemnity: €1.5 million

• Cyber Insurance: €2.0 million

• 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 price/quality split is 40/60. There are no minimum scoring thresholds specified for individual criteria or overall.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Use the provided template; page limits not specified.
• CVs: Include CVs for key personnel; page count not specified.
• Pricing schedule: Follow the specified format using the provided template.
• Case studies: Provide 2-3 case studies of similar projects; value range not specified.
• 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 eTenders, adhering to any specific format rules outlined in the RFT.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term + extension structure: The initial term is not specified, but the Marine Institute reserves the right to extend the contract for one additional period of up to 12 months.

• Payment terms: Payments will be made upon receipt of valid invoices, subject to compliance with the contract terms.

• Key SLAs/KPIs: Not specified for this tender.

• Liquidated damages: Not specified for this tender.

• Termination clauses: The contract may be terminated by either party with one month’s written notice.

• IP ownership: All intellectual property rights in materials produced under the contract will vest in the Marine Institute.

• Sub-contracting rules: Not specified for this tender.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Turnover threshold: The minimum turnover requirement of €280,000.00 may limit participation from smaller firms, potentially skewing competition towards larger entities.

• Lack of specified past experience: The absence of defined past experience requirements may lead to a wide range of bid quality, complicating the evaluation process.

• Tight timeline: The requirement for the system to be operational by 27th October 2026 may pose challenges for bidders in terms of project delivery and resource allocation.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that specialize in software development and chemical safety management. A viable bidder would typically have:

• Relevant experience in developing SDS management platforms.
• The capacity to meet the insurance requirements.
• The ability to provide ongoing support and training.

Consortium or subcontracting arrangements are not explicitly mentioned, suggesting that bidders should be prepared to deliver the services independently. The indicative bid preparation effort may require several days to compile the necessary documentation and proposals. The presence of a minimum turnover requirement may indicate a competitive landscape, potentially favoring established firms.

11. Where to dig deeper

• Source RFT filename: MI-CFT26-022
• eTenders CFT ID: not specified
• Contact email: not specified
• Important attachments: Appendix 4 - Draft Service Contract, Appendix 6 - Confidentiality Agreement.