GRETB Single Supplier Framework for the supply of Augmented Reality Welding Equipment

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-supplier framework agreement for the provision of Augmented Reality (AR) welding equipment. The framework will enable the Galway Roscommon Education and Training Board (GRETB) and potentially other Education and Training Boards (ETBs) to procure AR welding equipment through call-off contracts. The scope encompasses the supply of complete AR welding systems, including hardware, software, and associated components, designed to enhance welding training and assessment.

The specific components and functionalities required for the AR welding equipment include:

• AR Welding Equipment: The core AR welding system.
• Associated Hardware:
• Headsets for AR display.
• Torches.
• Clamps.
• Foot pedals.
• Demonstration welding pieces.
• Software and Functionality:
• Augmented reality welding capabilities.
• Ability to simulate a minimum of 5 different welding joints.
• Ancillary Items:
• Storage units for transportation of equipment.
• Supplied ready for use.

The framework agreement will govern the terms and conditions for the supply of these goods. Call-off contracts will be issued by GRETB or other designated ETBs as needs arise. The framework is intended to facilitate direct appointment of the single supplier for call-off contracts, though supplementary tenders may be invited if specific contract needs fall outside the original tender scope. The maximum value of the framework is not disclosed, but an indicative range of €100,000 - €300,000 (excluding VAT) for national contracts exceeding €25,000 is mentioned in the context of general procurement, not as a specific limit for this tender.

3. Background & buyer context

The Galway Roscommon Education and Training Board (GRETB) is procuring this Augmented Reality (AR) welding equipment framework to modernise its vocational training offerings. This initiative aligns with broader trends in educational technology and skills development within the Irish education sector. The procurement is conducted under an open procedure, indicating a competitive process to select a single supplier for a framework agreement. The framework is designed to be utilised by GRETB and potentially other Education and Training Boards across Ireland, acting as a central purchasing body for these specific goods. The aim is to provide advanced training tools that enhance learning outcomes and prepare students for industry demands. The framework agreement itself is based on a template provided by the ETB sector, indicating a standardised approach to such procurements.

4. Eligibility & selection criteria

To be considered for this tender, bidders must meet the following minimum requirements:

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employers Liability: Minimum indemnity limit of €13m.
• Public Liability: Minimum indemnity limit of €6.5m.
• Product Liability: Minimum indemnity limit of €1m.
• Bidders must ensure policies are in place and will be required to put the required forms and levels of insurance in place promptly on award if current levels are below the contract minimums.
• 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

The award of the contract will be based on the principle of the lowest cost tender that meets all minimum requirements of the qualitative award criteria. This indicates a price-focused award mechanism, where the most economically advantageous tender (MEAT) will be selected based on price, provided all qualitative requirements are satisfied.

The lowest cost tender that also meets all of the minimum requirements of the qualitative award criteria will receive the maximum score achievable under this criterion.

6. Submission requirements

Bidders are required to submit the following documentation as part of their tender response:

• Method statement / response document: Not specified in detail, but the tender response will form Schedule 1 of the Framework Agreement.
• CVs: Not specified for this tender.
• Pricing schedule: The completed Form of Tender (Schedule 1) will include pricing details. This will be used for evaluation purposes, with a specific note that a total cost for 3 units is required for evaluation. A warranty of 24 months is also required.
• Case studies: Not specified for this tender.
• Declarations:
• Declaration as to Personal Circumstances of Tenderer.
• Confidentiality Declaration.
• Statutory Compliance Declaration.
• Tenderer's Statement.
• Bona Fides.
• Tax clearance status must be maintained.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Bids must be submitted via eTenders. Specific format rules are not detailed but the tender response will be incorporated into the Framework Agreement.

7. Key dates & process

The tender validity period required is 12 months from the deadline for receipt of tenders.

8. Contract terms that matter

The framework agreement will be for a maximum period of [insert number] years, with the potential for extension. Contracts awarded during the framework term may extend beyond its life. Pricing will be fixed for the initial [insert number] years and adjusted for inflation thereafter based on the CPI Index. Adjustments may also occur due to changes in minimum wage, Joint Labour Committee agreements, or Employment Regulation Orders. The Framework Member must maintain specific insurance levels (€13m Employers Liability, €6.5m Public Liability, €1m Product Liability) for the duration of the agreement. Tax clearance status must be maintained throughout the framework period and any subsequent contract. The Framework Member must nominate a contract manager. Termination clauses are extensive, allowing the Client to terminate for material breach, failure to perform, insolvency, or other specified events, with no claim for damages by the Framework Member. The Framework Member shall not assign the benefit of the agreement without written permission. A conflict of interest clause requires prompt notification. The Framework Member acknowledges that the Client is subject to the Freedom of Information Act 2014. The agreement is governed by Irish law, with disputes resolved through conciliation and arbitration.

9. Risks, red flags & unusuals

This tender establishes a single-supplier framework, which inherently limits competition post-award. The award criterion prioritising the lowest cost tender that meets minimum qualitative requirements suggests that price will be the dominant factor, potentially favouring suppliers with highly optimised cost structures. The absence of specific turnover, personnel, or past experience requirements, combined with a broad scope for AR welding equipment, could lead to a wide range of potential bidders, making the evaluation of "minimum requirements" critical. The framework is designed for direct appointment for call-off contracts, which, while efficient, relies heavily on the initial supplier selection and the integrity of the single-supplier model. The potential for the Client to operate outside the framework if value-for-money is not achieved or if a separate competitive process is deemed beneficial introduces an element of uncertainty regarding guaranteed spend.

10. SME fit assessment

This tender is structured as a single-supplier framework, meaning only one entity will be appointed. The award criteria favour the lowest cost compliant bid, which may present challenges for smaller businesses if they cannot compete on price with larger, more established suppliers. Consortium bidding or subcontracting is not explicitly mentioned as disallowed, but the framework is for a "single party" and the "single supplier," suggesting a preference for a lead entity capable of fulfilling the entire scope. The bid preparation effort would involve detailing pricing for AR welding equipment, ensuring compliance with insurance requirements, and potentially developing a method statement for supply and support. Given the single-supplier nature and the emphasis on lowest cost, the "probability of winning" (Pwin) signal is likely low for SMEs unless they possess a highly competitive cost advantage or a unique, cost-effective solution for AR welding training equipment. The tender appears more suited to established suppliers with proven supply chain capabilities and cost efficiencies in this specialised equipment sector.

11. Where to dig deeper

• Source RFT filename: [Appendix 5 - ETB TEMPLATE FWA.docx]
• eTenders CFT ID: Not specified in the provided text.
• Contact email or clarification portal: Not specified in the provided text.
• Most important attachments:
• [Appendix 5 - ETB TEMPLATE FWA.docx] (Framework Agreement Terms and Conditions)
• Schedule 1: Form of Tender
• Schedule 3: Insurances