PQQ for Adaptable Educational Workstation Frames

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 proposals for the design, build, manufacture, and installation of adaptable educational workstation frames for Technological University Dublin (TU Dublin). The initial requirement is for up to 64 units, divided between two buildings on the Tallaght Campus: North House Building and Premier House Building.

The scope encompasses:

• Design Refinement: Collaboration with TU Dublin's project team to refine a prototype design. This includes potential adjustments to shelving configurations, minor height modifications, incorporation of door locking mechanisms, and earth bonding point requirements. The design must accommodate existing structural pillars in North House Building and allow for future modifications and reconfigurations.
• Manufacturing: Production of the specified workstation frames.
• Installation: On-site assembly and fitting of the workstation frames at the designated locations within TU Dublin's campuses.
• Specific Configuration Requirements:
• North House Building: 32 units. The plaza layout will consist of four rows of eight workstations. The two external rows will require rear sliding-door access. The two central rows will be configured back-to-back without rear access doors. Existing structural pillars must be accommodated.
• Premier House Building: 32 units. The final configuration and layout are to be determined collaboratively during the dialogue phase, considering operational requirements and site-specific constraints.
• Ancillary Requirements:
• Provision for small storage areas for waste bins (general waste and electrical copper cable waste) within workstation areas.
• Integration of convex mirrors for instructor visibility of student workspaces.
• Support and Warranty: Provision of warranty support, maintenance, and technical assistance for the duration of the contract, with system and spare parts availability expected until at least June 2027 to facilitate commissioning.
• Contractual Flexibility: The solution must offer flexibility for future modifications, reconfigurations, and capacity expansion.

The process involves a Competitive Dialogue procedure, starting with a Pre-Qualification Questionnaire (PQQ) to shortlist suitable candidates for subsequent dialogue rounds and a final Invitation to Tender (ITT).

3. Background & buyer context

Technological University Dublin (TU Dublin) is Ireland's first technological university, formed from the merger of DIT, IT Blanchardstown, and IT Tallaght. It serves approximately 28,500 students across multiple campuses in Dublin. The university emphasizes a practice-based learning environment informed by research and technological advances, aiming to develop future leaders. This procurement aligns with TU Dublin's strategic objective of providing adaptable and technologically enabled learning spaces to support its diverse student population and evolving educational methodologies. The requirement for adaptable educational workstation frames reflects a need for flexible learning environments that can be reconfigured to meet changing pedagogical approaches and student numbers.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered for shortlisting:

• Turnover requirement: Applicants must provide objective evidence confirming their turnover for the previous three financial years (2023, 2024, 2025). In the absence of turnover, financial viability must be demonstrated via access to funding or equivalent evidence. For sole traders or partnerships, a senior partner's confirmation may suffice. If established more recently than three years, turnover can be demonstrated on a pro-rata basis.
• Insurance: Applicants must demonstrate possession of, or the ability to obtain, the required insurance levels:
• Employers Liability: €13 million
• Public Liability: €6.5 million
• Product Liability: €6.5 million Applicants must confirm they can promptly obtain higher levels if required by the contract. Evidence of current insurance or a broker's letter confirming insurability is required upon request.
• Certifications: Not specified in the provided PQQ extract.
• Past experience: Applicants must demonstrate successful delivery of at least two comparable solutions within the last five years. These solutions should be similar in scale, nature, scope, and complexity. At least one project should preferably be from the Public Sector with similar scale and functionality to TU Dublin's requirements.
• Personnel: Not specified in the provided PQQ extract.
• Geographic / facility constraints: Not specified in the provided PQQ extract.

Additionally, bidders must confirm compliance with tax regulations, health and safety legislation, and data protection requirements (GDPR).

5. Award criteria & scoring

This tender uses a Competitive Dialogue procedure. Award criteria will be applied during the later stages (Dialogue and Invitation to Tender), not at the PQQ stage. The PQQ stage focuses solely on pass/fail suitability and selection criteria. The final award will be based on the Most Economically Advantageous Tender (MEAT). The PQQ document indicates that the dialogue stage will evaluate criteria such as "Understanding and Service Delivery Proposal" and "Quality Assurance."

6. Submission requirements

• Method statement / response document: Applicants must complete the provided Pre-Qualification Questionnaire (PQQ) and associated appendices. The questionnaire must be completed in English.
• CVs: Not specified for this stage.
• Pricing schedule: Not applicable at the PQQ stage; pricing will be required in the final tender submission.
• Case studies: Applicants must provide details of at least two comparable previous projects delivered within the last five years.
• Declarations:
• European Single Procurement Document (eESPD) must be completed and submitted.
• Tax Clearance Certificate (or equivalent) from the Revenue Commissioners or relevant taxation authority.
• Declarations of Bona Fides and confirmation of compliance with statutory obligations, including Article 57 of Public Sector Directive 2014/24/EU.
• Confirmation of financial standing (turnover for 2023, 2024, 2025 or alternative financial viability evidence).
• Confirmation of insurance levels.
• Confirmation of willingness and capability for design, production, installation, and warranty support.
• Confirmation of Health & Safety compliance.
• Confirmation of Data Protection Compliance (GDPR).
• Mandatory site visit: Not specified for this stage.
• Submission portal: All completed questionnaires must be submitted via the electronic postbox on www.etenders.gov.ie. Responses must be uploaded as a ZIP FILE.

7. Key dates & process

Dialogue meetings are expected to commence w/c Monday 26th October 2026 and take no longer than 3 weeks.

8. Contract terms that matter

• Term: The initial contract term is one (1) year.
• Extension: The Contracting Authority reserves the right to extend the term for up to three (3) additional one-year periods, not exceeding four (4) years in aggregate.
• Warranty: The contract will include warranty support, maintenance obligations, and potential future modifications or additional workstation requirements. System, spare parts, and technical support resources must remain available until at least June 2027.
• Payment terms: Not specified in the PQQ.
• SLAs/KPIs: Not specified in the PQQ.
• Liquidated damages: Not specified in the PQQ.
• Termination clauses: Not specified in the PQQ.
• IP ownership: Not specified in the PQQ.
• Sub-contracting rules: Not specified in the PQQ, but sub-contractors must be verified as tax compliant and appropriately insured.
• Parent-company guarantee/bond: Not specified in the PQQ.

9. Risks, red flags & unusuals

• Competitive Dialogue Procedure: This multi-stage process (PQQ, Dialogue, ITT) is more complex and time-consuming than a standard open procedure. It allows for significant refinement of requirements but requires substantial bidder engagement.
• Prototype Design: A prototype solution exists, which is considered an indicative design. While refinements are anticipated, the core concept is established. Bidders must be prepared to work within this framework and incorporate agreed modifications at no additional cost.
• Shortlisting for Dialogue: The number of applicants invited to the dialogue stage may be successively reduced based on award criteria, meaning not all shortlisted bidders may proceed to the final ITT stage.
• No Award Criteria at PQQ: The PQQ is purely a suitability and selection gate. Award criteria will be detailed in subsequent stages.
• Tight Dialogue Timeline: The dialogue phase is expected to be completed within three weeks, commencing shortly after the PQQ deadline, requiring prompt engagement from shortlisted bidders.
• No Budget Disclosed: The estimated value of €460,000 is provided, but no detailed budget breakdown or expected pricing structure is available at this stage.

10. SME fit assessment

This tender is structured as a Competitive Dialogue, starting with a PQQ. This process is generally suitable for SMEs with the specific technical expertise and financial standing to meet the selection criteria.

• Credible Bidders: A viable bidder would be a company with proven experience in designing, manufacturing, and installing bespoke furniture or modular systems, particularly within educational or institutional settings. They must demonstrate the capacity to manage a project involving design refinement, manufacturing, and on-site installation for up to 64 units. The insurance requirements are substantial and must be met.
• Consortium/Sub-contracting: The PQQ does not explicitly prohibit consortia or sub-contracting. However, if a consortium bids, each member must meet the PQQ requirements, including tax compliance. Sub-contractors must also be verified as tax compliant and appropriately insured. SMEs might consider partnering to meet the insurance or experience requirements.
• Indicative Bid-Prep Effort: Preparing a PQQ response requires significant effort. For an SME, this could involve 5-10 days of work, including gathering financial data, insurance details, project references, and drafting responses to technical and compliance questions.
• Pwin Signal: The Competitive Dialogue procedure suggests TU Dublin is seeking innovative solutions and may not have a single incumbent. The existence of a prototype design indicates a degree of pre-defined scope. The relatively modest value (€460,000) and the specific nature of the requirement suggest it is open to specialist manufacturers.

11. Where to dig deeper

• Source RFT filename(s):
• Invitation to Tender - Suppliers Please Read 1.pdf
• NCTR2622-1 Stage 1 - PQQ - Adaptable Educational Workstation Frames.docx
• eTenders CFT ID: Not explicitly stated in the provided text.
• Contact email or clarification portal: Via the messaging facility on www.etenders.gov.ie.
• Most important attachments:
• Appendix 1: Pre-Qualification Questionnaire
• ESPD – EO Guidance (mentioned for ESPD completion)