Provision of Thin Client Devices

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 procurement seeks the supply of 200 Thin Client devices. The estimated expenditure over the contract term, including potential extensions, is €70,000 excluding VAT. The contract duration is for six months.

The core activity for the successful tenderer is the provision of these devices. Specific requirements for the devices include:

• Minimum Specification:
• A minimum of 4 USB 2.0 ports.
• Device Specification Confirmation: Tenderers must confirm their proposed devices fully meet the minimum requirements and detail the exact specification of the device offered.
• Sample Unit: A sample unit must be delivered within 7 days after the submission deadline for evaluation.
• Pricing: Evaluation will be based on the Total Cost of 200 units (ex VAT). All prices must be all-inclusive, covering shipping, packaging, delivery, and ancillary costs. Prices must be quoted in Euro, exclusive of VAT, and remain valid for 6 months from the Tender Deadline.

The contract is for the supply of goods only. There are no stated requirements for installation, maintenance, or ongoing support within the provided documentation.

3. Background & buyer context

This procurement is being conducted by the Office of the Revenue Commissioners. The estimated value of €70,000 (excl. VAT) for the supply of 200 Thin Client devices suggests a need for standard IT hardware. The contract term is set at six months, with potential for extensions. The Contracting Authority policy aims to encourage participation by Small and Medium Enterprises (SMEs), encouraging larger enterprises to consider how SMEs can be included in their proposals. The procurement is conducted under the open procedure, adhering to EU and Irish public procurement regulations.

4. Eligibility & selection criteria

Bidders must meet the following criteria to be considered:

• Turnover requirement:
• An average annual turnover of €140,000 (Ex VAT) for each of the last three financial years.
• Alternatively, if more recently established, an annual turnover of €140,000 (Ex VAT) for each year the tenderer has been in operation.
• Evidence required: Auditor's signed statement or audited accounts.
• Insurance:
• Employer’s Liability: €12.7 million (limit for any one claim or series of claims arising out of a single occurrence).
• Public Liability: €6.5 million (limit for any one claim or series of claims arising out of a single occurrence).
• Product Liability: €6.5 million (limit on any one occurrence and in the aggregate per insurance year).
• Tenderers confirm by signing the Tenderers’ Statement that they will hold these insurances from the contract commencement date.
• Certifications: Not specified for this tender.
• Past experience:
• Details of 3 contracts within the last 3 years of similar scale and complexity to Revenue’s requirements.
• At least one contract must be for the supply of Thin Client devices from the same manufacturer as the device proposed in the tender.
• Customer contact details must be provided for verification.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender, beyond the implication that goods are for use within the Republic of Ireland.

5. Award criteria & scoring

The award criteria are not explicitly detailed with scoring weights in the provided text. However, the evaluation process will focus on the Total Cost of 200 units (ex VAT). The tender documents state that "Evaluation will be solely on the basis of the Total Cost of 200 units (ex VAT) provided." This indicates that price is the primary, if not sole, award criterion. Tenderers must also meet all mandatory selection criteria to be considered for award.

6. Submission requirements

Tenderers must submit their responses electronically via the eTenders platform. The submission must include:

• Tender Response Document: A completed Tender Response Document (provided as a separate attachment) must be returned. Tenderers must not amend this document except to add their responses.
• Pricing Schedule: Must be completed within the Tender Response Document.
• Tenderers’ Statement: A scanned, signed copy of the Tenderers’ Statement (Appendix 3), printed on the tenderer’s headed notepaper. Signatures must be legible.
• Declaration as to Personal Circumstances: The successful tenderer will be required to provide this completed and signed declaration (Appendix 4).
• Subcontractor Declarations: If relying on subcontractors, the successful tenderer must provide their declarations as well.
• Undertaking from Third Parties: If relying on the capacity of other entities for selection criteria, an undertaking from those entities must be submitted.
• Tax Clearance: Tenderers must supply their Tax Clearance Access Number and Tax Reference Number for online verification. Non-resident tenderers must provide a Tax Clearance Certificate.
• File Size Limits: Maximum 250MB per file, with a total limit of 2GB for all documentation.
• Format: All documents must be in PDF, Microsoft Word, or standard word processor format.

7. Key dates & process

8. Contract terms that matter

• Term: Six months, with potential for extensions.
• Payment Terms: Subject to and in accordance with the Goods Contract at Appendix 5. Specific terms are not detailed in the provided text.
• Key SLAs/KPIs: Not specified.
• Liquidated Damages: Not specified.
• Termination Clauses: Not specified beyond general clauses regarding conflicts of interest and failure to meet requirements.
• IP Ownership: Not specified.
• Sub-contracting Rules: Permitted, but the Prime Contractor must designate a single entity responsible for the contract. Tax clearance obligations apply to subcontractors.
• Parent-Company Guarantee / Bond: Not specified.

9. Risks, red flags & unusuals

• Short Contract Term: The six-month contract duration is unusually short for a hardware supply contract, suggesting a potential for immediate need or a pilot phase.
• Price-Dominant Award: The explicit statement that evaluation is "solely on the basis of the Total Cost of 200 units (ex VAT)" indicates a strong price focus, potentially at the expense of other quality factors beyond the minimum specification.
• SME Encouragement: While standard, the explicit encouragement for SMEs to form consortia or partner with larger enterprises suggests the contracting authority is aware the scope might be challenging for smaller firms alone.
• No Site Visit: The absence of a mandatory site visit is typical for goods procurements but removes an opportunity for bidders to clarify site-specific needs if any exist.
• Manufacturer Specificity: The requirement for one of the past contracts to be for Thin Client devices from the same manufacturer as the proposed device could favour incumbent suppliers or those with established relationships with specific manufacturers.

10. SME fit assessment

This tender is structured to be accessible to SMEs, particularly those specialising in IT hardware supply.

• Credible Bidders: Small to medium-sized businesses with a proven track record in supplying IT hardware, specifically thin client devices, are well-suited. The turnover requirement of €140,000 annually is achievable for established SMEs. The past experience requirement, particularly the need for a similar manufacturer contract, may favour firms with existing supplier relationships.
• Consortium/Sub-contracting: Consortia and sub-contracting are explicitly permitted. This allows SMEs to combine resources and expertise to meet requirements, or for larger firms to engage SMEs as subcontractors.
• Indicative Bid-Prep Effort: Bid preparation would likely involve compiling financial statements, detailing past contracts, specifying the proposed hardware, and completing the Tender Response Document. This could range from 5-10 days of effort for a firm with readily available information.
• Pwin Signal: The tender is open procedure, and no incumbent is named. The strong emphasis on price as the sole award criterion suggests that competitive pricing will be a significant factor. The requirement for a specific manufacturer in past experience could slightly favour firms already dealing with that manufacturer.

11. Where to dig deeper

• Source RFT Filename: RFT Thin Clients.pdf
• eTenders CFT ID: Not specified
• Contact / Clarification Portal: Messaging facility on www.etenders.gov.ie
• Key Attachments:
• Appendix 1: Tender Response Format
• Appendix 3: Tenderers’ Statement
• Appendix 5: Goods Contract Terms and Conditions