PE Equipment Supply and Installation

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, installation, and maintenance of Physical Education (PE) equipment for Holy Family Community School. The estimated contract value is €140,000 (excluding VAT) over a 12-month term, with a potential for a 12-month extension. The procurement is divided into four lots, and tenderers must be able to supply all items within a tendered lot. Incomplete lot submissions will not be considered.

The scope of work includes:

• Supply of Goods: Provision of PE equipment as detailed in Appendix 1 (Requirements and Specifications). This equipment is based on specifications by the Department of Education for post-primary schools.
• Delivery: Transportation of the specified PE equipment to Holy Family Community School, Kilteerl Road, Crockshane, Rathcoole, Co Dublin.
• Installation: Professional installation of specialist pieces of equipment, including commissioning and sign-off for safe use. This applies to equipment for practical rooms and potentially other areas.
• Maintenance: Ongoing maintenance of the supplied PE equipment as per contractual terms.
• Lot Breakdown: The tender is structured into four lots:
• Lot 1: PE Physical Education Labs
• Lot 2: PE Physical Hall
• Lot 3: PE Outdoor Courts
• Lot 4: PE Digital Technologies
• Specific Requirements:
• Tenderers must supply all items within a chosen lot.
• A tight timeframe is expected between purchase order placement and delivery/installation. Failure to meet stated delivery requirements may result in the contract being awarded to the second-highest ranked tenderer.
• Companies supplying specialist equipment must provide installation, commissioning, and safe-use sign-off.
• Products must meet or exceed warranty requirements specified by the Department of Education and the Contracting Authority. Products with warranties below minimum levels will not be considered.
• Specific equipment standards are referenced, including EN957-10, EN 12503, EN 913, EN 1270, and EN 360.

3. Background & buyer context

Holy Family Community School, located in Rathcoole, Co Dublin, is procuring PE equipment through an open procedure under EU regulations. The school caters for approximately 1,100 students. This procurement aligns with the Department of Education's specifications for post-primary school PE equipment. The estimated expenditure for the goods is €140,000 (excl. VAT) over the initial 12-month contract term. The Contracting Authority encourages participation from Small and Medium Enterprises (SMEs) and suggests that larger enterprises consider including SMEs in their proposals.

4. Eligibility & selection criteria

Tenderers must meet the following criteria to be considered:

• Turnover requirement: Tenderers must provide a statement detailing trading levels for the past three years, supported by three audited accounts. 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 must hold the following insurances for the term of the Goods Contract:
• Employer’s Liability: €12.7 million for any one claim.
• 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.
• Certifications: Not explicitly detailed as a mandatory selection criterion in the provided text, but specific product standards (e.g., EN standards for equipment) are referenced within the specifications.
• Past experience: Tenderers must demonstrate previous experience by listing and describing at least two principal services provided in the past three years that are similar in nature, scale, and value to the services sought. These examples must be detailed, including client name, contract description, and delivery dates. If tendering for a specific lot, these examples must be applicable to that lot.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender, beyond the delivery location in Co Dublin.

5. Award criteria & scoring

The contract will be awarded to a single supplier deemed the Most Economically Advantageous Tender (MEAT). The specific award criteria and their weighting are not detailed in the provided text. However, the tender states that MEAT will be determined in accordance with the award criteria set out in Part 3.3 of the CFT. Tenderers must pass all selection criteria to be evaluated.

6. Submission requirements

Tenderers must submit the following documentation:

• European Single Procurement Document (eESPD): Completed electronically via the eTenders platform.
• Tender Response Document (TRD): To declare satisfaction of selection criteria.
• Pricing Schedule (Appendix 2): Completed in full, including all-inclusive prices (excluding VAT), with VAT indicated separately. Prices must remain valid for six months from the tender deadline.
• Tenderer’s Statement (Appendix 3): Signed and returned on company letterhead.
• Declaration as to Personal Circumstances of Tenderer (Appendix 4):
• Supporting Documentation: As requested for selection criteria (e.g., audited accounts, previous experience details).
• Product Information: Photos/pictures of proposed items in the pricing sheet or a specific brochure.
• Warranty Documentation: Confirmation that warranties meet or exceed specified requirements.
• Format: Tenders must be submitted in English and compiled in a readable format (e.g., PDF).
• Submission Portal: Via the electronic tenderbox on www.etenders.gov.ie.
• File Size Limits: 250MB per file, 2GB total.
• Mandatory Site Visit: Not specified for this tender.

7. Key dates & process

8. Contract terms that matter

• Term: 12 months, with an option for one extension of up to 12 months.
• Payment: Subject to the terms and conditions of the Goods Contract (Appendix 5).
• Pricing: All-inclusive, exclusive of VAT. Prices must remain valid for six months from the tender deadline. Currency variations over the contract term are borne by the tenderer.
• Termination: Not detailed in the provided text, beyond general clauses regarding breach and notice periods.
• Sub-contracting: If a tenderer intends to subcontract, and is not relying on the subcontractor's capacity for selection criteria, the subcontractor must submit a separate eESPD. If a subcontractor's value exceeds 10% of the contract value, they must also comply with regulations regarding prohibited economic operators.
• Parent-company guarantee or bond: Not specified for this tender.
• Tax Compliance: Successful tenderer must provide Tax Clearance Access Number and Tax Reference Number for online verification.

9. Risks, red flags & unusuals

• Tight Delivery Window: The tender explicitly states a "tight opportunity from purchase order placement and for delivery and installation," with the possibility of awarding to the second-highest bidder if delivery requirements are not met. This suggests a critical need for robust supply chain and logistics planning.
• Lot Structure: While lots are defined, tenderers must supply all items within a tendered lot. This could limit participation for firms that specialise in only a subset of the required equipment within a lot.
• No Lowest Price Award: The Contracting Authority reserves the right not to accept the lowest priced tender, indicating that quality and compliance will be significant factors.
• SME Encouragement: The tender actively encourages SME participation and suggests collaboration, which may lead to consortium bids.

10. SME fit assessment

This tender is structured into four lots, each requiring the supply of a comprehensive range of PE equipment. A small business would likely need to specialise in one or two lots to manage the scope effectively.

• Credible Bidders: Firms with established supply chains for sports equipment, experience in school or institutional procurement, and the capacity for delivery and installation across multiple product categories within a lot. Companies with existing relationships or frameworks with the Department of Education may have an advantage.
• Consortium/Sub-contracting: Consortiums or sub-contracting are permitted and encouraged, particularly for SMEs. This allows smaller firms to bid by partnering with others to meet the full scope of a lot.
• Indicative Bid-Prep Effort: Preparing a compliant bid, especially for multiple lots or with detailed specifications, would likely require significant effort. Estimating 10-20 days of focused work for a comprehensive submission, including pricing, technical responses, and documentation, is reasonable.
• Pwin Signal: The tender is an open procedure, suggesting it is not exclusively for an incumbent. However, the detailed specifications and the requirement to supply all items within a lot may favour larger, more established suppliers or well-structured consortia. The emphasis on meeting delivery timelines is a critical factor.

11. Where to dig deeper

• Source RFT Filename: [CFT PE Holy Family CS.docx]
• eTenders CFT ID: Not specified in the provided text.
• Contact / Clarification Portal: Messaging facility on www.etenders.gov.ie
• Most Important Attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 5: Goods Contract