Request For Tender for an Ion Chromatography Analytical System

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 provision, installation, and ongoing support of an Ion Chromatography (IC) analytical system for Met Éireann. The system will analyse anionic and cationic analytes in precipitation samples and air filter extracts. The contract includes a minimum 5-year warranty period following the initial warranty, covering corrective and preventative maintenance.

The scope of work encompasses:

• System Provision: Supply of a full operational Ion Chromatography system, including relevant software.
• Analysis Capability: The system must be capable of analysing anionic and cationic analytes of interest in precipitation samples and air filter extracts.
• Software Functionality:
• Software-driven generation of calibration plots for each specified analyte, using a minimum of five calibration standards.
• Support for linear and non-linear calibration models where appropriate.
• The system's instrument(s) must be capable of holding a minimum of 100 sample vials.
• Software must facilitate records opening and closing within 5 minutes of a polled request.
• Installation and Commissioning: Installation and commissioning of the IC system.
• Maintenance and Support:
• Corrective and preventative maintenance for a minimum of 5 years following the initial warranty period.
• Availability of spare parts and consumables for the duration of the contract.
• Provision of suitably qualified service engineers and technical support personnel throughout Ireland.
• Training: User training on the operation of the system.
• Warranty: A minimum warranty period of 12 months is required.
• Sampling Periods: The system should accommodate sampling periods up to a maximum of 7 days, with the programme discouraging periods longer than 7 days.

The estimated expenditure over the contract term (48 months, with potential extensions) is €300,000 (incl. VAT).

3. Background & buyer context

Met Éireann, the Irish National Meteorological Service, is procuring this Ion Chromatography Analytical System to enhance its atmospheric and environmental monitoring capabilities. The procurement aligns with the need for precise measurement methods and capabilities within meteorological networks, potentially relating to the Global Atmosphere Watch (GAW) programme which advocates for specific network densities and measurement standards. The tender is conducted under an open procedure, indicating a desire for broad market participation. The estimated value suggests a need for a robust, reliable system capable of sustained operation and maintenance over the contract's duration.

4. Eligibility & selection criteria

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

• Turnover requirement: An average annual turnover of €300,000 in each of the past three financial years.
• Insurance:
• Employer’s Liability: Not less than €13 million.
• Public Liability: Not less than €6.5 million.
• Product Liability: Not less than €6.5 million.
• Professional Indemnity: €1 million.
• Certifications: Not specified for this tender.
• Past experience: Evidence of successful supply, installation, and commissioning of at least three comparable ion chromatography systems, including associated software, within the previous five years.
• Personnel: Evidence of sufficient suitably qualified service engineers and technical support personnel to deliver installation, commissioning, user training, preventative maintenance, repair services, and ongoing technical support throughout Ireland.
• Geographic / facility constraints: Not specified for this tender, beyond the requirement for service provision throughout Ireland.

Tenderers must also demonstrate that spare parts and consumables for the proposed system will be available for the duration of the contract. If the tenderer is not the manufacturer, they must provide evidence of being an authorised distributor and service provider.

5. Award criteria & scoring

The contract will be awarded based on the most technically efficient and economically advantageous tender. The evaluation framework assigns a total of 1,000 marks, with 700 marks for quality and technical evaluation and 300 marks for price.

Tenderers must achieve a minimum of 60% on all qualitative award criteria (A, B, C), excluding Total Cost, to avoid elimination.

6. Submission requirements

Tenders must be submitted electronically via the eTenders portal (www.etenders.gov.ie). Key submission requirements include:

• Electronic Single Procurement Document (eESPD): Completion and submission of the eESPD.
• All Required Documentation: Submission of all documents specified in the RFT.
• Format Compliance: Adherence to the RFT format and response order.
• Tenderer's Statement: A scanned, signed copy of the Tenderer’s Statement (Appendix 3) on letterhead.
• Pricing Schedule: Completion of Appendix 2 (Pricing Schedule), including Tables A2.1 (Product Cost Breakdown – Lump Sum Price) and A2.2 (Services and Support – Variable/Notional). Prices must be all-inclusive, exclusive of VAT, and remain valid for 6 months from the Tender Deadline.
• Declarations:
• Declaration as to Personal Circumstances of Tenderer (Appendix 4).
• Bona Fides declarations as required by the eESPD.
• Tax Clearance Access Number and Tax Reference Number for online verification.
• Declaration of independent tender preparation.
• Case Studies: Not specified for this tender.
• CVs: Not specified for this tender.
• Method Statement / Response Document: Responses must be provided using the templates in Appendix 7 and Appendix 2.
• File Size Limits: Maximum 250MB per file, 500MB total upload limit on eTenders.
• Language: Tenders must be submitted in English.
• Submission Method: Only via the eTenders electronic tenderbox. Late submissions will not be accepted.

7. Key dates & process

8. Contract terms that matter

• Term: 48 months, with an option for the Contracting Authority to extend for up to two periods of 12 months each, on the same terms.
• Payment Terms: Subject to and made in accordance with the Goods Contract at Appendix 5. Invoices are deemed accepted if no queries are raised within 14 days.
• Price Adjustments: Prices can only be adjusted on the first anniversary of the contract's Effective Date and subsequent anniversaries, based on the percentage change in the Irish Central Statistics Office Consumer Price Index.
• Warranty: A minimum of 12 months is required.
• Termination: Either party may terminate with 30 days' written notice under specific circumstances, or 14 days' notice if a breach continues for 60 calendar days and is capable of remedy.
• Sub-contracting: The successful tenderer will be designated the "Prime Contractor" and must designate a single entity responsible for the contract, irrespective of sub-contracting. Sub-contractors must also meet relevant criteria.
• Insurance: The successful tenderer must hold Employer’s Liability (€13m), Public Liability (€6.5m), Product Liability (€6.5m), and Professional Indemnity (€1m) insurance for the contract term.
• Parent-company guarantee or bond: Not specified for this tender.

9. Risks, red flags & unusuals

• Estimated Value vs. Turnover: The estimated contract value (€300,000 over 4 years) is significantly lower than the annual turnover requirement (€300,000 per year for 3 years). This suggests the buyer may be seeking established suppliers with a proven track record, potentially favouring larger entities or those with diversified revenue streams.
• Minimum Quality Thresholds: The requirement for a minimum score of 60% on all qualitative award criteria (excluding cost) is a significant hurdle. Tenderers must ensure their technical and service proposals are strong across all qualitative aspects to avoid disqualification before price is considered.
• Software Requirements: Specific software functionalities are detailed, including calibration plot generation and sample vial capacity. Bidders must ensure their proposed software meets these precise technical specifications.
• Service Provision Across Ireland: The requirement for service engineers and technical support throughout Ireland necessitates a well-established national support network.

10. SME fit assessment

This tender is likely to be most accessible to medium-sized enterprises or larger companies with established expertise in analytical instrumentation and a national service infrastructure.

• Credible Bidders: Firms specialising in the supply, installation, and maintenance of laboratory analytical equipment, specifically ion chromatography systems, are best positioned. They must possess a proven track record with at least three comparable installations in the last five years and demonstrate the capacity for nationwide service and support.
• Consortium/Sub-contracting: While not explicitly forbidden, the requirement for a single "Prime Contractor" responsible for the entire contract suggests that consortium bids are possible but must be clearly structured. SMEs could potentially participate as sub-contractors to larger prime contractors, particularly for specific service or installation tasks.
• Indicative Bid-Prep Effort: Preparing a compliant bid will require significant effort, likely several weeks. This includes detailed technical responses against Appendix 1, comprehensive pricing schedules (Appendix 2), completion of the eESPD, and compilation of supporting documentation for past experience and personnel.
• Pwin Signal: The turnover requirement and the need for nationwide service suggest a competitive landscape where established players with existing infrastructure may have an advantage. The specific technical requirements for the IC system and software also point towards specialised suppliers.

11. Where to dig deeper

• Source RFT Filename: RFT_Final (1).docx
• eTenders CFT ID: Not specified in provided text.
• Contact / Clarification Portal: Messaging facility on www.etenders.gov.ie
• Key Attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement
• Appendix 5: Services Contract