Supply of Keys to Bus Éireann

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

Bus Éireann intends to establish a Single Party Framework Agreement for the supply of keys on an as-required basis. This framework will support Bus Éireann's fleet of buses and coaches and associated operational infrastructure across Ireland.

The scope of work encompasses the provision of replacement and duplicate keys for a wide range of applications, including:

• Vehicle Systems:
• Ignition systems
• Entrance doors
• Luggage compartments
• Fuel access points
• Operational Infrastructure:
• Emergency access systems
• Security equipment
• Lockers
• Passenger facilities
• Maintenance access systems

The successful supplier must be capable of providing keys that are either OEM-compatible or equivalent. This includes the ability to produce keys from existing samples, key codes, or other information provided by Bus Éireann. All supplied items will be delivered directly to Bus Éireann depots and garages nationwide as needed. The framework agreement will have an initial term of sixty (60) months, with Bus Éireann holding the sole discretion to extend it for an additional twelve (12) or twenty-four (24) months.

3. Background & buyer context

This procurement is being conducted by Bus Éireann to establish a long-term supply agreement for keys. The current process aims to secure a reliable and efficient source for replacement and duplicate keys across its extensive fleet and operational infrastructure nationwide. The establishment of a Single Party Framework Agreement indicates a strategic move to consolidate key supply needs and ensure consistent availability. The procurement follows standard EU procurement guidelines, specifically the Negotiated Procedure under EU Directive 2014/25/EC. No specific programme or policy driver beyond operational efficiency and fleet support is explicitly stated.

4. Eligibility & selection criteria

To be considered for this procurement, applicants must meet the following mandatory Pass/Fail selection criteria:

• Turnover requirement: Applicants must demonstrate an average annual turnover of at least €80,000.00. This requires a compliant declaration and supporting statements from an Auditor or Accountant confirming turnover levels.
• Exclusion Criteria Declaration: Applicants must provide a compliant declaration confirming they do not meet any mandatory grounds for exclusion under Regulation 89(1) of the relevant EU Regulations, or if they do, that they have taken sufficient measures to demonstrate reliability.
• Quality Assurance Systems: Applicants must have an internal quality assurance system in place. This system must comply with ISO9000 or a similar standard, or an equivalent internal standard, as a minimum.
• Environmental Policy: Applicants must possess an internal environmental policy. This policy must include commitments to pollution prevention, waste and carbon emission reduction, and green ethical purchasing and employment. It must comply with ISO14001 or a similar standard, or an equivalent internal standard, as a minimum.
• Sustainability Policy: Applicants must have an internal sustainability policy. This policy should detail commitments to green ethical purchasing and employment.
• Health and Safety: Applicants must demonstrate their approach to managing workforce health and safety, with robust processes and procedures in place. The Health and Safety policy must comply with ISO45001 or a similar standard, or an equivalent internal standard, as a minimum.
• Legal and Sign-off: Applicants must provide a completed legal sign-off form, which is included with the Signed Declaration on Coupa.

5. Award criteria & scoring

The Pre-Qualification Questionnaire (PQQ) will be assessed using two types of criteria: Type A (Mandatory Pass/Fail) and Type B (Weighted Qualitative Criteria). Only applicants who successfully pass all Type A criteria will proceed to have their Type B criteria evaluated.

The Type B criteria are weighted as follows:

The scoring methodology for Type B criteria ranges from 0 (Unacceptable) to 5 (Excellent), with specific percentage points assigned to each level (e.g., 1 = 20%, 2 = 40%, 3 = 60%, 4 = 80%, 5 = 100%). The Contracting Authority reserves the right not to invite all applicants who meet the minimum score to submit a formal tender. The overall award will be based on a combination of quality and price, with the PQQ stage focused on pre-qualification.

6. Submission requirements

Interested parties must follow a specific process to submit their Pre-Qualification Questionnaire (PQQ):

• Express Interest on eTenders: All interested parties must first express an interest on the www.etenders.ie platform.
• Coupa System Invitation: Following expression of interest, Bus Éireann will issue an invitation link to the Coupa Procurement System via email.
• Coupa Registration: Tenderers must register on the Coupa System to access the PQQ event. An instructional video and documentation will be provided.
• PQQ Questionnaire: Download the PQQ questionnaire (Excel file) from Coupa, complete all mandatory questions, save, and upload it back into Coupa.
• Upload Audited Financial Statements: Upload required documents as evidence of stated turnover values.
• Upload Insurance Certificates: Upload required documents as evidence of current insurance policies and values.
• Upload HR Organisational Chart: Upload required document as evidence of staff numbers.
• Upload Signed Declaration & Legal Sign-Off Form: Download, print, read, sign, scan, and upload the completed form. Digital signatures are permissible.

Failure to complete all listed tasks may result in elimination. All submissions must be made via the Bus Éireann Coupa System before the deadline.

7. Key dates & process

8. Contract terms that matter

The procurement aims to establish a Single Party Framework Agreement. The initial term is set for sixty (60) months, with an option for Bus Éireann to extend the agreement for a further twelve (12) or twenty-four (24) months at its sole discretion. Specific details on payment terms, Service Level Agreements (SLAs), Key Performance Indicators (KPIs), liquidated damages, termination clauses, intellectual property ownership, sub-contracting rules, or bond requirements are not detailed in the provided PQQ documents. These terms will likely be specified in the subsequent Invitation to Tender (ITT) stage.

9. Risks, red flags & unusuals

The primary unusual aspect of this tender is the procurement platform. While the Contract Notice will be published on eTenders.ie, all subsequent stages, including PQQ submission and evaluation, will be managed exclusively through Bus Éireann's Coupa Procurement System. This requires bidders to register and navigate a separate system, potentially adding an administrative layer. The PQQ stage is designed to pre-qualify a minimum of five (5) entities for the formal Invitation to Tender (ITT), indicating a competitive but potentially limited pool for the final tender stage. The deadline for clarification questions is relatively early in the process, requiring prompt engagement from interested parties.

10. SME fit assessment

This tender is structured as a pre-qualification questionnaire (PQQ) leading to a framework agreement. A small to medium-sized enterprise (SME) with a proven track record in key manufacturing or supply, and the capacity to meet the minimum turnover requirement of €80,000.00, could be a suitable bidder. The requirement for ISO9000, ISO14001, and ISO45001 (or similar internal standards) suggests that established quality, environmental, and health and safety management systems are necessary. Consortium bidding or subcontracting is permitted, particularly if an SME relies on the capacity of other entities to meet selection criteria. However, if a subcontractor is not relied upon for selection criteria, they still need to submit a separate declaration regarding exclusion grounds. The bid preparation effort for the PQQ stage is moderate, involving questionnaire completion and uploading supporting documentation. The Pwin signal is unclear as no incumbent is named, and the procedure is negotiated, suggesting Bus Éireann may engage in dialogue with shortlisted bidders.

11. Where to dig deeper

• Source RFT Filename(s): PQQ Instructional Document.pdf, PQQ_Information Document - Supply of Keys.pdf
• eTenders CFT ID: not stated
• Contact Email / Clarification Portal: [email protected] (for Coupa instructional video), Coupa System (for all other clarifications)
• Most Important Attachments:
• PQQ_Information Document - Supply of Keys.pdf
• PQQ Instructional Document.pdf