Single Party Framework for The Supply of Paint

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 single-party framework agreement for the supply of paint and related products to Beaumont Hospital. The framework will cover a range of materials essential for maintenance and operational needs within the hospital. The initial contract under this framework will be for one year, with the potential for the framework agreement to extend up to a maximum of four years.

The scope encompasses the provision of:

• Paint: Various types of paint suitable for hospital environments.
• Varnish: Protective and decorative varnishes.
• Brushes: A range of paint brushes for different applications.
• Rollers: Paint rollers for efficient application.
• Trays: Paint trays for use with rollers.

The Contracting Authority reserves the right to procure additional related products falling within the advertised scope of paint and related products from the successful framework member, even if not explicitly listed in the initial specification.

Key operational requirements include:

• Quality Assurance: All products must be of good quality, meet BS Standards where applicable, comply with legislative provisions, and be suitable for their intended purpose. Payment may be withheld until quality is satisfactory. Persistent quality issues can jeopardise membership.
• Product Samples: Tenderers will be required to provide product samples for trials, free of charge. Failure to provide a requested sample may lead to elimination.
• Response Times: For routine requirements, delivery is generally expected within two working days. For urgent requests, delivery is expected within one working day.
• Delivery: All products must be delivered to the location specified by the Contracting Authority, including unloading and stacking as directed. No delivery charges are payable.
• Warranty: A minimum twelve-month guarantee against faulty materials from the date of delivery is required for all supplied products.
• Account Management: A named Contract Manager must be nominated. A Service Level Agreement will address complaints, stock availability, invoicing, and sourcing of additional products.
• Invoicing: Invoices are to be submitted monthly in arrears, detailing products supplied.
• Stock Availability: The successful member must hold or have available sufficient stock to meet the Contracting Authority's requirements.
• Sourcing: The framework member must be capable of sourcing additional or ad-hoc products from third parties with minimal delays.

3. Background & buyer context

Beaumont Hospital is a principal teaching hospital for the Royal College of Surgeons in Ireland, with close links to Dublin City University and other academic institutions for training and research. The hospital has a total capacity of 913 beds and additional treatment capacity for 40 places. This procurement is being conducted using the open procedure to establish a single-party framework agreement for the supply of paint and related products. The Contracting Authority aims to leverage this framework approach to achieve efficiencies and maximise cost savings over a four-year period. The current procurement is driven by the need to secure a reliable and cost-effective supply of these essential materials for the hospital's ongoing maintenance and operational requirements.

4. Eligibility & selection criteria

To be considered for this framework agreement, tenderers must meet the following minimum requirements:

• Turnover requirement: Tenderers must demonstrate an average annual turnover of at least €100,000 in any one of the three previous financial years.
• Insurance: Tenderers must hold, or be in a position to implement, the following insurance cover:
• Employer’s Liability Insurance: €6.5 million
• Public Liability Insurance: €3 million
• Product Liability Insurance: €3 million
• Certifications: Not specified for this tender.
• Past experience: Not specified for this tender.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: The supply is for Beaumont Hospital, implying operations within Ireland. No specific geographic constraints beyond this are stated.

Tenderers will be assessed against grounds for exclusion as detailed in Section 4 of the Invitation to Tender document, based on information provided in the European Single Procurement Document (ESPD).

5. Award criteria & scoring

The award of the framework agreement will be based on identifying the most economically advantageous tender. The evaluation process will first assess tenders against grounds for exclusion and eligibility criteria. Tenders that meet these initial requirements will then be evaluated according to the award criteria. The specific weightings and sub-criteria for scoring are detailed in Section 6 of the tender documents. The primary objective is to secure quality goods and materials at an economically advantageous price.

Note: The document states the primary objective is quality at an economically advantageous price, indicating a balance between these factors, but specific weightings are not detailed in the provided extract.

6. Submission requirements

Tenderers must submit a comprehensive tender response that includes the following:

• Form of Tender: Completed and signed (Appendix 1).
• Pricing Schedule: Completed (Appendix 2).
• European Single Procurement Document (ESPD): Completed (Appendix 3).
• Method Statement / Response Document: All information required under each Award Criterion (Section 6 of the ITT). Specific page limits or templates are not detailed in this extract.
• CVs: Not specified for this tender.
• Case Studies: Not specified for this tender.
• Declarations:
• Bona Fides: Not specified.
• Tax clearance: Not specified.
• Conflict of Interest: Must be fully disclosed.
• Mandatory site visit: Not specified for this tender.
• Submission Portal: Tenders must be submitted exclusively through the eTenders web portal (www.etenders.gov.ie).
• Format: All documents must be uploaded together in one zipped file. Electronic documents must not be corrupt.

Tenderers are advised to read the Invitation to Tender document and its appendices in full to ensure a compliant response.

7. Key dates & process

8. Contract terms that matter

• Term: The framework agreement has a maximum potential duration of four years. The initial contract awarded under the framework will have a duration of one year.
• Extension: The framework agreement may be extended up to four years, subject to assessment of performance, budgetary considerations, and strategic appropriateness.
• Payment Terms: Invoices are to be submitted monthly in arrears. Payment for products will be withheld until the Contracting Authority is satisfied with the quality.
• SLAs/KPIs: A Service Level Agreement will address complaints, stock availability, invoicing, and sourcing of additional products.
• Liquidated Damages: Not specified for this tender.
• Termination: The framework agreement may be terminated in accordance with its terms and conditions. There is no obligation for the Contracting Authority to utilise the framework.
• IP Ownership: Not specified for this tender.
• Sub-contracting: Not specified for this tender.
• Guarantees/Bonds: Not specified for this tender.

9. Risks, red flags & unusuals

• Single-Party Framework: The tender specifies a "Single Party Framework," which means only one supplier will be appointed. This limits competition post-award and places significant reliance on the chosen supplier.
• No Guaranteed Volume: The framework agreement and initial contract do not guarantee the purchase of a specific quantity of supplies. The Contracting Authority reserves the right to procure outside the framework if it offers better value.
• Award to Runner-up: The Contracting Authority reserves the right to award the framework to the next highest-ranked tenderer if the initial successful bidder cannot execute the initial contract to satisfaction.
• Quality Control: Significant emphasis is placed on product quality, with the right to withhold payment and potentially terminate the agreement for persistent issues. The requirement for product samples adds an upfront evaluation step.
• Tight Delivery Times: A two-working-day turnaround for routine requests and one-working-day for urgent requests requires efficient logistics and stock management from the supplier.
• No Delivery Charges: The supplier must absorb all delivery costs, including unloading and stacking.

10. SME fit assessment

This tender is structured as a single-party framework agreement, meaning only one supplier will be selected. The turnover requirement of €100,000 in one of the last three financial years is relatively modest, suggesting that small to medium-sized enterprises (SMEs) with a proven track record in supplying paint and related products could be eligible. The insurance requirements (€6.5m EL, €3m PL, €3m PD) are standard for this type of contract and should be manageable for established SMEs.

Consortium or sub-contracting arrangements are not explicitly mentioned as disallowed, but the single-party nature of the framework implies a primary supplier will be responsible for overall delivery. The bid preparation effort would likely involve compiling product specifications, pricing schedules, insurance details, and completing the ESPD, requiring several days of focused work. The "Pwin" signal is neutral; there is no clear indication of an incumbent or a pre-determined winner. The focus on quality and prompt delivery suggests that operational capability is as important as price.

11. Where to dig deeper

• Source RFT Filename: [Final ITT - Paint and Related Products.pdf]
• eTenders CFT ID: Not specified in the provided text.
• Contact / Clarification Portal: Queries must be submitted via the questions and answers function on www.etenders.gov.ie.
• Key Attachments:
• Appendix 1 – Form of Tender
• Appendix 2 – Pricing Schedule
• Appendix 3 – European Single Procurement Document (ESPD)
• Appendix 4 – Draft Framework Agreement Terms and Conditions