Art and Craft Equipment Supply

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 the supply, delivery, and installation of art and craft equipment for Holy Family Community School in Rathcoole, Co Dublin. The estimated contract value is €100,000 (excluding VAT) over a 12-month term, with a potential for a 12-month extension. The procurement is conducted under an open procedure compliant with EU regulations.

The goods comprise tools and equipment for teaching art and crafts, largely based on specifications provided by the Department of Education for post-primary schools. Tenderers must be capable of supplying all items listed within the specification and pricing documents for the single lot. Incomplete submissions for the lot will not be considered.

Key activities and requirements include:

• Supply of Goods: Provision of art and craft tools and equipment.
• Delivery: Transportation of goods to Holy Family Community School.
• Installation: Setting up specialist pieces of equipment in practical rooms. This includes commissioning and signing off for safe use.
• Compliance with Specifications: Goods must align with Department of Education specifications and those detailed in Appendix 1 of the tender documents.
• Pricing: Tenderers must provide prices in the specified Excel pricing worksheet. An incomplete lot submission will not be considered.
• Delivery Timeline: There will be a tight opportunity from purchase order placement to delivery and installation, expected by the end of August 2026. Failure to meet stated delivery requirements may result in the contract being awarded to the second-highest ranked tenderer.
• Warranty: Tenderers must provide warranty documentation that meets or exceeds the requirements specified by the Department of Education and the Contracting Authority. Products with warranties below the minimum specified levels will not be considered.
• Imagery: Tenderers must submit clear photos or pictures of proposed items in the pricing sheet or a specific brochure.

The tender is structured as a single lot, and the contract is intended to be awarded to a single supplier deemed the Most Economically Advantageous Tender.

3. Background & buyer context

Holy Family Community School, Rathcoole, Co Dublin, is the contracting authority for this procurement. The school requires new art and craft equipment to support its educational programmes. The procurement is conducted under an open procedure in accordance with the European Union (Award of Public Authority Contracts) Regulations 2016. The estimated expenditure for the goods over the contract term is €100,000 (excl. VAT). The school aims to encourage participation from Small and Medium Enterprises (SMEs) and encourages larger enterprises to consider including SMEs in their proposals. The contract is for a term of 12 months, with a potential for a single extension of up to 12 months.

4. Eligibility & selection criteria

Tenderers must satisfy the following mandatory selection criteria to be considered for evaluation:

• Turnover requirement: Tenderers must provide a statement detailing their trading levels for the previous three (3) years, supported by three (3) Audited accounts. In line with current legislation, if a company's annual turnover is less than €12 million, audited accounts are not necessary; a statement of accounts from the company’s accountants will suffice.
• Insurance: The successful tenderer will be required to hold the following insurances for the term of the Goods Contract:
• Employer’s Liability: €12.7 million for any one claim arising out of a single occurrence.
• Public Liability: €6.5 million for any one claim or series of claims arising out of a single occurrence.
• Product Liability: €6.5 million for any one claim or series of claims arising out of a single occurrence. Tenderers confirm by signing the Tenderer's Statement that they will obtain and hold these insurances if awarded the contract.
• Certifications: Not explicitly detailed as a mandatory certification requirement in the provided text, but tenderers must confirm that required certifications and warranties meet minimum requirements.
• Past experience: Tenderers must demonstrate previous experience by listing and describing details of principal services provided in the past 3 years (public or private) that are similar in nature, scale, and value to the services being sought. A minimum of two (2) such examples must be provided. These examples must be applicable to the Lot being tendered for.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender, beyond the delivery location being Rathcoole, Co Dublin.

Tenderers must declare by way of Tender Response Document (TRD) that they satisfy these criteria and are able to provide supporting documentation upon request.

5. Award criteria & scoring

The contract will be awarded to the Most Economically Advantageous Tender (MEAT). The specific award criteria and their weighting are not detailed in the provided extract. However, the tender states that evaluation will be in accordance with the award criteria set out in Part 3.3 of the CFT. Tenderers who fail any selection criterion will be excluded from participating in the competition.

6. Submission requirements

Tenders must be submitted electronically via the eTenders platform. Key submission requirements include:

• Electronic Single Procurement Document (eESPD): Tenderers must complete and submit the electronic version of the eESPD.
• Tender Response Document (TRD): Tenderers must declare by way of TRD that they satisfy the financial and economic standing, and technical and professional ability criteria.
• Pricing Schedule: All tenderers must complete the Pricing Schedule at Appendix 2. Prices must be all-inclusive (excluding VAT), expressed in Euro, and remain valid for six (6) months from the Tender Deadline.
• Audited Accounts/Statements: Three (3) Audited accounts must be provided to support the trading levels statement for the previous three (3) years. If annual turnover is less than €12 million, a statement of accounts from the company’s accountants will suffice.
• Previous Experience Evidence: Details of at least two (2) principal services provided in the past 3 years, similar in nature, scale, and value to the requirements, must be provided.
• Imagery: Photos/pictures of proposed items must be included in the pricing sheet or a specific brochure.
• Tenderer’s Statement: A scanned, signed copy of the Tenderer’s Statement (Appendix 3) printed on the tenderer's letterhead must be returned.
• Declaration as to Personal Circumstances: Appendix 4 must be completed.
• Format: Tenders must be submitted in English. Electronic documents must be compiled to be readable using a PDF reader and must not be corrupt.
• File Size Limits: Maximum file size of 250MB per file, with a total limit of 2GB for all documentation.
• Submission Portal: www.etenders.gov.ie. Tenders submitted by any other means will not be accepted.

7. Key dates & process

8. Contract terms that matter

• Term: The Goods Contract will be for a term of 12 months.
• Extension: The Contracting Authority reserves the right to extend the Term for a period or periods of up to 12 months, with a maximum of one such extension.
• Payment Terms: Payments will be made subject to and in accordance with the Goods Contract at Appendix 5. Specific payment schedules are not detailed in the provided text.
• Key SLAs/KPIs: Not specified in the provided text.
• Liquidated damages or penalty regimes: Not specified in the provided text.
• Termination clauses: Either party may terminate the contract with 14 days' notice if the contract is not performed for 30 calendar days. Termination for breach is also outlined, requiring a 30-day period for remedy.
• IP ownership: Not specified in the provided text.
• Sub-contracting rules: Tenderers must designate a single entity (Prime Contractor) responsible for the Goods Contract, irrespective of subcontracting. Subcontractors may need to submit separate eESPDs.
• Parent-company guarantee or bond requirements: Not specified in the provided text.

9. Risks, red flags & unusuals

• Tight Delivery Window: The requirement for delivery and installation by the end of August 2026, shortly after potential contract award, presents a significant logistical challenge. The contract explicitly states the prerogative to procure from a second-highest ranked tenderer if delivery requirements are not met.
• Single Lot, All-or-Nothing: Tenderers must be able to supply all items within the lot. Incomplete submissions for the lot will not be considered, which may limit participation for suppliers who only offer a partial range of equipment.
• Specification Alignment: While based on Department of Education specifications, the tender notes that not all items from the DE list or the school's Excel file may be required. Tenderers must carefully review Appendix 1 for precise requirements.
• No Direct Contact: All queries must be submitted via the eTenders messaging facility. Direct contact with the school is prohibited.
• Potential for Funding Uncertainty: While the estimated value is stated, the tender does not explicitly link this procurement to specific, multi-year funding allocations, which is typical for school procurements.

10. SME fit assessment

This tender is structured as a single lot for the supply, delivery, and installation of art and craft equipment with an estimated value of €100,000.

• Who can credibly bid: The tender is open to any economic operator that can meet the selection criteria. This includes suppliers of art and craft equipment. Given the value and scope, it is likely accessible to medium-sized specialist suppliers. Small businesses may find the requirement to supply all items within the lot challenging unless they operate as a consortium or can source specific items effectively.
• Consortium/Sub-contracting: Consortiums are permitted. The tender explicitly encourages SMEs to explore forming relationships with other SMEs or larger enterprises. Subcontracting is also allowed, with the prime contractor retaining overall responsibility.
• Indicative bid-prep effort: Preparing a compliant bid will require careful review of specifications, completion of the eESPD and TRD, compilation of financial statements, detailing past experience with two case studies, and populating the pricing schedule. This could represent 5-10 days of effort for a dedicated bid team, depending on existing documentation.
• Pwin signal: The tender is an open procedure, suggesting it is intended to be competitive. There is no explicit mention of an incumbent supplier. The primary competitive factors will likely be price, product quality, warranty, and the ability to meet the tight delivery deadline. The requirement for a single lot for all items could favour larger, more comprehensive suppliers or well-coordinated consortia.

11. Where to dig deeper

• Source RFT filename: CFT Art Holy Family CS.docx
• eTenders CFT ID: Not specified in the provided text.
• Contact / Clarification Portal: www.etenders.gov.ie (messaging facility)
• Most Important Attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement