Surgical Lights and Pendants with Integrated AV System for Theatre

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 procurement seeks the supply and installation of new surgical light pendants with integrated audio-visual (AV) systems for 12 operating theatres at the Mater Misericordiae University Hospital (MMUH). The existing installations are at the end of their useful life. The project involves works within a live clinical environment, requiring decanting of the affected cubicles for the duration of the installation.

Key activities and deliverables include:

• Supply and Installation: Provision of 12 new surgical light pendants, each equipped with an integrated AV system, meeting the detailed specifications in Appendix D.
• Site Preparation: Erection of dust protection screens around cubicle entrances, including sticky mats, shoe covers, and HEPA filter recirculation units.
• Removal of Existing Equipment: De-energising, removal, and disposal of existing pendant units and first-fix elements. The hospital will remove PCs, keyboards, and scanners. Disposal of electrical components must comply with the WEE directive.
• First-Fix Works (if required): If first-fix elements need replacement, the contractor must manage all associated builders' works. This includes ceiling removal where necessary, removal of existing anchors, drilling for new anchors, fitting new pendant first-fix components, replacing ceiling sections, and re-decorating.
• Electrical Works: Inclusion of all necessary electrical work. Existing power supply and data connections will be utilised, with isolation managed by the MMUH site electrical department.
• Integration: The new system and all components must integrate with existing hardware, software, and components for seamless service operation.
• Warranty and Maintenance: A minimum of a 2-year warranty is required, including annual servicing of the pendants.
• Ongoing Support: Provision of ongoing support and maintenance post-installation.
• Compliance: All proposed equipment must meet minimum requirements, including IEC 60601-1, 60601-1-2, 60601-2-41, European Directives 93/42/EEC and 2007/47/EC, and ET 106 (Part 10). Compliance with MDR (Medical Device Regulation) by 26 May 2024 and IVDR (In Vitro Diagnostic Regulation) by 26 May 2025 is also mandated.

The contractor must carry out a site visit to verify all dimensions prior to tender submission.

3. Background & buyer context

The Mater Misericordiae University Hospital (MMUH) is a leading level 4 acute teaching hospital in Dublin, established in 1861. It provides a wide range of national and regional specialist services, including designated cancer care, major trauma, intensive care, and cardiovascular and transplant services. In 2025, the hospital recorded significant activity, including over 105,000 Emergency Department attendances, nearly 300,000 outpatient visits, and over 88,000 day case procedures. The hospital operates 16 operating theatres, with 745 inpatient beds and 225 day care places.

This procurement is driven by the need to replace existing surgical light pendants and integrated AV systems in 12 theatres, as the current installations are at the end of their useful life. The project aligns with the hospital's vision of maintaining its role as an international leader in complex care and specialist services, supported by a strong academic and research agenda. The HSE and HSE-funded agencies may also utilise the outcome of this tender process, potentially extending the contract value by up to 200%.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement: Not specified for this tender.
• Insurance:
• Public Liability: €6.5 million per claim, €50,000 annual aggregate.
• Products Liability: €6.5 million per claim, €50,000 annual aggregate.
• Employers Liability: €13 million per claim, €50,000 annual aggregate.
• Professional Indemnity: €6.5 million per claim, €50,000 annual aggregate.
• A permitted deductible of €25,000 per claim and €50,000 annual aggregate for each class of insurance is allowed. Tenderers can provide confirmation that these levels will be in place upon award.
• Certifications:
• Equipment must meet minimum requirements of IEC 60601-1, 60601-1-2, 60601-2-41, European Directives 93/42/EEC and 2007/47/EC, and ET 106 (Part 10).
• Evidence of environmental certifications such as ISO14001, ISO50001, or equivalent is required.
• Compliance with MDR by 26 May 2024 and IVDR by 26 May 2025 is mandatory.
• Past experience: Tenderers must demonstrate successful provision of their product/service at a minimum of three reference sites within the last five years, of comparable nature and scale to the contract requirements. This is to be detailed in Appendix H.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

Tenderers may submit a Declaration of Suitability (Appendix A), but must provide supporting evidence within 2 working days upon request.

5. Award criteria & scoring

Tenders will be evaluated based on a combination of quality and cost, with the most economically advantageous tender being awarded the contract.

Criterion