Provision of Wine Products to the Abbey Theatre

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

The Abbey Theatre Amharclann na Mainistreach (the "Contracting Authority") seeks tenders for the supply of wine, prosecco, and champagne products, alongside non-alcoholic alternatives, for use in the theatre's bar. The contract will cover the provision of these goods over a term of two years, with the possibility of extensions.

The scope of work includes the supply of specific sample products for evaluation during the tender process. These samples are:

• White Wine:
• 1 bottle Sauvignon Blanc
• 1 bottle Albariño
• 1 bottle Pinot Grigio
• Red Wine:
• 1 bottle Malbec
• 1 bottle Tempranillo
• 1 bottle Merlot
• Champagne & Prosecco:
• 1 bottle Prosecco
• 1 bottle Champagne
• Rosé Wine:
• 1 bottle Rosé
• Non-Alcoholic Wine:
• 1 bottle Non-Alcoholic Wine

Tenderers are required to provide all-inclusive pricing, covering shipping, packaging, delivery, and all other ancillary costs, exclusive of VAT. Prices quoted must remain valid for six months from the tender deadline. Any currency variations over the contract term will be borne by the Tenderer. The estimated total expenditure over the contract term, including potential extensions, is €300,000 (excluding VAT). The contract will be awarded based on a combination of quality and price.

3. Background & buyer context

This procurement is initiated by the Abbey Theatre Amharclann na Mainistreach to secure a reliable supplier for wine and related beverage products for its bar operations. The theatre is a national institution and a significant cultural venue. The current procurement process aims to establish a new contract for these goods. The estimated value of €300,000 over two years, with potential extensions, indicates a consistent demand for these products. The Contracting Authority explicitly states a policy to encourage participation by Small and Medium Enterprises (SMEs) and encourages larger enterprises to include SMEs in their proposals.

4. Eligibility & selection criteria

Tenderers must meet the following minimum requirements to be considered compliant:

• Turnover requirement: Evidence of an average turnover of €300,000 per annum for the past three (3) years, demonstrated by an Auditor's letter and a statement from the Tenderer's bank confirming the account is in good standing.
• Insurance:
• Employer's Liability: €13,000,000 limit for any one claim or series of claims arising out of a single occurrence.
• Public Liability: €6,500,000 limit for any one claim or series of claims arising out of a single occurrence.
• Product Liability: €6,500,000 limit in the aggregate per insurance year.
• Professional Indemnity: Not specified for this tender.
• Certifications: Not specified for this tender.
• Past experience: Demonstrated evidence of two (2) contracts of similar size and nature to the services required in this RFT document. Details must be provided for each contract, including client name, summary of services, contract period, estimated value, comparability to the current tender, and client contact details.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender, beyond the implicit requirement for delivery within Ireland.

5. Award criteria & scoring

The evaluation of tenders will be conducted in two stages: first, compliance with selection criteria, and second, evaluation against award criteria. The award criteria will determine the most economically advantageous tender (MEAT). The specific weighting and scoring mechanism for the award criteria are not detailed in the provided extract, but it is understood that both price and quality will be considered. Tenderers must achieve a satisfactory score on each selection criterion to proceed to the award stage.

6. Submission requirements

Tenderers must adhere to the following submission requirements:

• Method statement / response document: Tenderers must complete and submit the electronic version of the European Single Procurement Document (eESPD). They must also submit a scanned signed copy of the Tenderer’s Statement (Appendix 3) printed on the Tenderer’s letterhead.
• CVs: Not specified for this tender.
• Pricing schedule: Tenderers must complete the Pricing Schedule at Appendix 2.
• Case studies: Two (2) contracts of similar size and nature must be detailed as per the format specified in Section 3.2.B.
• Declarations:
• European Single Procurement Document (eESPD).
• Tenderer's Statement (Appendix 3).
• Declaration as to Personal Circumstances of Tenderer (Appendix 4).
• Tax Clearance Access Number and Tax Reference Number for online verification.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Tenders must be submitted via the electronic tenderbox on www.etenders.gov.ie. File size limits are 250MB per file, with a total limit of 2GB.

7. Key dates & process

8. Contract terms that matter

The Goods Contract will have an initial term of two years. The Contracting Authority reserves the right to extend the term for a period or periods of up to 12 months, with a maximum of two such extensions. Payment terms will be in accordance with the Goods Contract (Appendix 5). No specific Service Level Agreements (SLAs) or Key Performance Indicators (KPIs) are detailed in the provided text. Liquidated damages or penalty regimes are not specified. Termination clauses are not detailed beyond standard contractual provisions. Intellectual property ownership is not specified. Sub-contracting is permitted, with the Prime Contractor retaining overall responsibility. A parent-company guarantee or bond requirement is not specified.

9. Risks, red flags & unusuals

The tender specifies an average annual turnover requirement of €300,000, which is identical to the estimated total contract value. This alignment may suggest a preference for established suppliers or could be a standard benchmark. The contract length of two years with potential for up to 12 months extension is standard. The requirement for detailed past experience with two comparable contracts of similar size and nature is a key differentiator for bidders. The explicit encouragement for SME participation, while positive, requires larger enterprises to consider how SMEs can be included, potentially adding complexity to consortium bids. The tender also references EU regulations on foreign subsidies and third-country economic operators, indicating a need for bidders to be aware of and comply with these international procurement instruments.

10. SME fit assessment

This tender is open to a range of suppliers, but the selection criteria present specific hurdles for smaller businesses. A credible bidder will need to demonstrate an average annual turnover of €300,000 over the last three years, supported by bank and auditor statements. They must also have successfully completed at least two similar contracts. This suggests that very small or newly established businesses may find it challenging to meet these financial and experience requirements.

Consortia and sub-contracting are permitted, offering a pathway for SMEs to participate by partnering with other businesses or larger enterprises. This allows SMEs to leverage their specific expertise while relying on partners for financial capacity or broader experience.

The bid preparation effort is likely to be moderate to high, given the need to gather financial evidence, detail past projects, and complete the eESPD and other declarations. The absence of specific award criteria weighting makes it difficult to estimate the precise effort required for the quality aspects of the bid. There is no clear signal of an incumbent supplier or a framework agreement, suggesting a competitive field.

11. Where to dig deeper

• Source RFT filename: Wine Products - RFT Final.pdf
• eTenders CFT ID: GoodsRFT160125
• Contact / Clarification Portal: Messaging facility on www.etenders.gov.ie
• Most important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement