Supply of Shelving Units

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

Cork City Council requires the supply and installation of 53 double-sided bays of wheelchair-accessible library shelving. The shelving units must be no more than 1200mm tall and equipped with heavy-duty castors for mobility when stocked. Shelves must be height-adjustable to accommodate larger book sizes. The tender also allows for colour options and customisation features such as display ends. Bidders must provide images of their proposed solutions with their tender submission.

The scope of work encompasses the following key activities:

• Supply of Shelving Units: Provision of 53 double-sided bays of library shelving meeting specified dimensions and mobility requirements.
• Installation: On-site installation of the shelving units at designated library locations.
• Wheelchair Accessibility: Shelving must be designed to be accessible for wheelchair users, implying specific height and reach considerations.
• Mobility: Units must be fitted with heavy-duty castors to facilitate movement when stocked.
• Adjustability: Shelves must be height-adjustable to accommodate a range of book sizes.
• Aesthetics and Customisation: Bidders are encouraged to offer colour options and customisation features, such as display ends.
• Documentation: Tenderers must submit images of their proposed shelving solutions as part of their tender response.

The shelving will be installed at three specific library locations within Cork City:

• Ballincollig Library: The Village Centre, Ballincollig, Cork, P31 H674 – requiring 30 bays.
• The City Library: 57 - 61 Grand Parade, Cork, T12 NT99 – requiring 22 bays.
• Glanmire Library: Hazelwood Shopping Centre, Glanmire, Cork City, T45 E033 – requiring 1 bay.

The contract duration is specified as 6 months, with the possibility of extensions.

3. Background & buyer context

Cork City Council is the local authority responsible for the administration of Cork City. Following a boundary extension in 2019, the city's area increased significantly, and its population grew to 210,000. The Council provides a wide range of services, including housing, planning, infrastructure, environmental protection, recreation, and community infrastructure, with a focus on making the city an attractive place to live, work, and invest. The procurement of library shelving aligns with the Council's role in providing and maintaining community infrastructure and amenities. The specific requirement for wheelchair-accessible shelving reflects a commitment to inclusivity and accessibility within public services.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be eligible for evaluation:

• Turnover requirement: Average annual turnover must have exceeded €100,000 during one of the last three years. Firms established for less than three years must demonstrate pro-rata turnover, and all firms must have been in existence for at least 6 months.
• Insurance: Confirmation of the following insurances being in place:
• Employer’s Liability: €13 million
• Public Liability: €6.5 million
• Product Liability: €6.5 million
• Certifications: Not specified for this tender.
• Past experience: Not explicitly detailed as a minimum number of projects, but tenderers must demonstrate access to skilled personnel for construction and provide references for past projects.
• Personnel: Tenderers must demonstrate access to a minimum of 2 skilled personnel for the construction of shelving onsite.
• Geographic / facility constraints: Not specified for this tender, beyond the requirement for data centres to be located within the European Economic Area (EEA) if applicable to the service delivery (not directly relevant to shelving supply).

Additionally, tenderers must demonstrate compliance with relevant Health & Safety legislation and operate health & safety systems and procedures in line with Safety, Health & Welfare at Work legislation. They must also demonstrate compliance with relevant Environmental legislation and guidelines. Tenderers must confirm they are fully tax compliant in Ireland or their country of establishment. Financial standing must ensure the capacity to pay debts as they fall due, with evidence required prior to contract award.

5. Award criteria & scoring

The contract will be awarded based on the most economically advantageous compliant tender, with a 70% weighting for cost and 30% for qualitative criteria.

Qualitative criteria (B, C, D) are assessed first. The lowest cost tender meeting minimum qualitative requirements receives maximum cost score. Qualitative responses are scored using bands from 1 (81-100%, excellent) to 6 (0%, no response). A tie-break will favour the tender with the highest overall quality score, or if identical, the highest score on the highest weighted qualitative criterion.

6. Submission requirements

Tenders must be submitted electronically via the eTenders postbox facility on www.etenders.gov.ie.

• Method statement / response document: Tenderers must use the provided Tender Response Document (TRD) and must not personalise it with their branding.
• CVs: Not explicitly required in the provided text, but key personnel should be available for verification meetings.
• Pricing schedule: Must be completed and returned as per Appendix 2.
• Case studies: Not specified.
• Declarations:
• Declaration of Bona Fides (Art. 57 of Directive 2014/24/EU).
• Declaration regarding compliance with statutory obligations.
• European Single Procurement Document (ESPD) (electronic or separate attachment).
• Declaration regarding International Procurement Instrument (2022/1031) and restrictive measures.
• Information for verification of status, including identity documents and commercial register extracts if requested.
• Mandatory site visit: Not specified.
• Submission portal: eTenders.gov.ie. Tenders must be uploaded as a ZIP file. Tenderers must associate their company with the competition on eTenders before submission.

7. Key dates & process

8. Contract terms that matter

• Term: The contract will be for a period of 6 months.
• Extension: The Contracting Authority reserves the right to extend the contract for periods of 1 year, subject to satisfactory performance, budget availability, and business needs.
• Payment terms: Not specified beyond general prompt payment legislation.
• SLAs/KPIs: Tenderers must nominate a contract manager responsible for performance reporting, meetings to review performance against an agreed Service Level Agreement and Key Performance Indicators (KPIs), and proactive suggestions for improvement. Contract management activities are non-billable.
• Liquidated damages: Not specified.
• Termination: The Contracting Authority may terminate if commercial arrangements become uncompetitive due to external factors. Either party may terminate at 14 days' notice in certain circumstances.
• IP ownership: Not specified.
• Sub-contracting: Tenderers may rely on the resources of other entities. If a subcontractor's value exceeds 10% of the contract, their capacity and compliance must also be demonstrated.
• Guarantees/bonds: Not specified.

9. Risks, red flags & unusuals

• Indicative Budget vs. Contract Value: The indicative budget of €70,000 ex VAT is relatively low for a supply and installation contract of this nature, potentially indicating a tight margin for bidders or a focus on cost-effectiveness.
• Short Contract Term: The initial contract duration of 6 months is unusually short for a supply and installation project, suggesting it may be a pilot or a phased approach, with extensions being crucial for longer-term engagement.
• Limited Qualitative Weighting: The low weighting for qualitative criteria (30% total) compared to cost (70%) suggests that price will be the dominant factor in award decisions, potentially favouring bidders with lower overheads or more aggressive pricing strategies.
• Specific Customisation Requirements: While colour and customisation options are mentioned, their low weighting (10%) implies that while desirable, they are secondary to cost and lead time.
• No Explicit Past Experience Threshold: The absence of a defined minimum number of comparable projects or value for past experience could allow newer entrants, but also means the Contracting Authority relies heavily on references and the quality of the submitted TRD.

10. SME fit assessment

This tender is likely suitable for small to medium-sized enterprises (SMEs) specialising in the supply and installation of shelving or modular furniture. A viable bidder would need:

• Specialisation: Expertise in library shelving or similar bespoke storage solutions.
• Capacity: Ability to supply and install 53 bays, with at least 2 skilled personnel for onsite construction.
• Financial Standing: Demonstrated turnover exceeding €100,000 in one of the last three years and sufficient financial capacity.
• Insurance: Hold the required Employer's Liability (€13m), Public Liability (€6.5m), and Product Liability (€6.5m) insurance.
• Compliance: Adherence to Irish Health & Safety and Environmental legislation.

Consortium or subcontracting is permitted, allowing SMEs to pool resources to meet requirements. The bid preparation effort is moderate, primarily involving completing the TRD, pricing schedule, and gathering insurance and compliance documentation. The Pwin signal is neutral; the tender is open procedure, and the emphasis on cost suggests competitive pricing is key, rather than incumbent advantage.

11. Where to dig deeper

• Source RFT filename: 2A Request for Tender Contract Open Procedure (RFT) 2026.docx
• eTenders CFT ID: Not specified in the provided text.
• Contact: Messaging facility on www.etenders.gov.ie
• Key Attachments:
• Tender Response Document (TRD)
• Appendix 1 – Contract Terms and Conditions
• Appendix 2 – Pricing Schedule