Request for Tenders for the supply of Motorcycle Helmets

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 of motorcycle helmets for An Garda Síochána. The contract will cover the provision of these goods over a three-year term, with the possibility of extensions. The estimated expenditure for the goods contract is €500,000 (excluding VAT) over the entire term, including any potential extensions.

The core requirement is the supply of motorcycle helmets that meet specific technical and safety standards. Key elements of the scope include:

• Product Specification: Helmets must comply with ECE Regulation ECE-R 22.06 UA or an equivalent international standard.
• Sample Submission: Tenderers must supply three white motorcycle helmets with a proposed communications headset installed. This includes two extra-large (XL/61) helmets and one large (L/59) helmet for wearer trials.
• Testing and Documentation: Tenderers must provide all test reports, data sheets, and documented evidence requirements for the helmet samples as detailed in Appendix 1 of the RFT. These must be uploaded with the tender response documents, not with the physical samples.
• Quality Management: Tenderers must demonstrate a documented Quality Management System (QMS) by providing a valid ISO 9001 certificate or an equivalent.
• Technical Features: The helmet system must enable Bluetooth connectivity for intercom functionality, with a minimum of 11 hours of talk time.
• Delivery: While specific delivery locations are not detailed in the provided text, the pricing schedule requires all-inclusive pricing, including shipping and delivery. Samples must be delivered to the Procurement Office, Garda Headquarters, Phoenix Park, Dublin 8, before the tender deadline.
• Compliance: The successful tenderer must comply with all applicable environmental, social, and labour laws, as well as EU and domestic tax laws.

3. Background & buyer context

An Garda Síochána, the national police force of Ireland, is procuring motorcycle helmets through this accelerated open procedure. The procurement aligns with the need to equip its officers with appropriate safety gear for motorcycle duties. The estimated value of the contract is €500,000 over three years. The tender documents indicate a policy to encourage participation by Small and Medium Enterprises (SMEs), suggesting a broader government objective to foster SME engagement in public procurement. Larger enterprises are also encouraged to consider how SMEs can be included in their proposals.

4. Eligibility & selection criteria

Tenderers must meet the following minimum requirements to be considered:

• Turnover requirement: Tenderers must demonstrate a minimum average annual turnover of €250,000 over the last three years, or the most recent years of service if operating for less than three years. This must be confirmed by a signed accountant's statement or equivalent.
• Insurance: The successful tenderer will be required to hold the following insurances for the term of the contract:
• Employer’s Liability: €13,000,000 limit for any one claim or series of claims arising out of a single occurrence, per insurance year.
• Public Liability: €6,500,000 limit for any one claim or series of claims arising out of a single occurrence, per insurance year.
• Product Liability: €6,500,000 limit for any one claim or series of claims arising out of a single occurrence, per insurance year. An indemnity to Principals clause must be included in Employer’s Liability and Public Liability insurances.
• Certifications:
• A valid ISO 9001 certificate or an equivalent documented Quality Management System (QMS) is mandatory. Failure to provide this will result in rejection.
• Test reports must be accredited to carry out relevant tests according to ISO 17025 or by an accreditation body for a textile testing scheme.
• Past experience: Not specified for this tender.
• Personnel: A high-level organisation chart for the support organisation and a minimum of two short biographies for technical support personnel are required, using the template at Appendix 1.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

The award of the contract will be based on the most economically advantageous tender (MEAT). The specific weighting and scoring mechanism are detailed in Part 3 of the RFT, but the provided text does not contain the exact breakdown. Tenderers will be evaluated based on criteria that assess both quality and price. A compliant tender must meet all mandatory requirements and selection criteria.

6. Submission requirements

Tenderers must adhere to the following submission requirements:

• Method statement / response document: Tenderers must respond to each element in the order set out in the RFT and conform to all instructions and requirements. Specific word count limits will apply to award criterion responses, and exceeding these will result in the additional content not being considered. No alterations to the formatting of the Tender Response Document (TRD) are permitted.
• CVs: A minimum of two short biographies for technical support personnel are required, using the template at Appendix 1.
• Pricing schedule: All prices must be submitted using the format at Appendix 2. Prices must be all-inclusive (including shipping, packaging, delivery, ancillary costs), expressed in Euro only, and exclusive of VAT. VAT rates should be indicated separately.
• Case studies: Not specified for this tender.
• Declarations:
• Electronic Single Procurement Document (eESPD) must be completed and submitted.
• Tenderer’s Statement (Appendix 3), signed and scanned, must be returned on the tenderer’s letterhead.
• Declaration as to Personal Circumstances of Tenderer (Appendix 4).
• Tax Clearance Access Number and Tax Reference Number will be required from the successful tenderer 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. Tenders submitted by any other means will not be accepted. File size limits apply: 250MB per file, with a maximum total of 2GB for all documentation.
• Samples: Three white motorcycle helmets with communications headset installed must be supplied, along with test reports, data sheets, and documented evidence requirements. Samples must be delivered to the Procurement Office, Garda Headquarters, Phoenix Park, Dublin 8, before the Tender Deadline. Tenderers must apply for a Unique Anonymous Tender ID prior to the close of clarifications and use this ID when referencing samples.

7. Key dates & process

8. Contract terms that matter

• Term: The Goods Contract will be for a term of three (3) years.
• Extension: The Contracting Authority reserves the right to extend the term for periods of up to twelve (12) months, with a maximum of two such extensions.
• Payment terms: Payments will be made in accordance with the Goods Contract at Appendix 5.
• Price adjustments: Prices may be increased or decreased only on the first anniversary of the contract's effective date and subsequent anniversaries. Adjustments are limited to the percentage change in the Consumer Price Index (CPI) sub-index for Clothing & Footwear / Sporting equipment, as published by the Central Statistics Office (CSO).
• Liquidated damages: Not specified for this tender.
• Termination: Not specified for this tender, beyond standard clauses for breach of contract or conflict of interest.
• IP ownership: Not specified for this tender.
• Sub-contracting: The successful tenderer will be required to designate a single entity (Prime Contractor) responsible for the Goods Contract, irrespective of subcontracting. Subcontractors may need to submit separate eESPDs.
• Parent-company guarantee or bond: Not specified for this tender.

9. Risks, red flags & unusuals

• Sample submission requirements: The detailed specifications for helmet samples, including specific sizes and colours, alongside the requirement for installed communications headsets and compliance with ECE Regulation ECE-R 22.06 UA, indicate a need for a highly specialised supplier. The strict rules around anonymising samples (using a Unique Anonymous Tender ID) and the potential for non-compliance if test reports are submitted with samples are critical points.
• SME encouragement: While the tender encourages SME participation, the technical specifications and insurance requirements might present a barrier for very small businesses. The suggestion for SMEs to form consortia is a key strategy for participation.
• Accelerated procedure: The use of an "accelerated open procedure" suggests a potentially tighter timeline for tender preparation and evaluation than a standard procedure.
• Price validity: Tenderers must confirm that all quoted prices will remain valid for 180 days from the tender deadline.
• Foreign subsidies regulation: Tenderers must comply with Regulation (EU) 2022/2560 on Foreign Subsidies, which may require prior notification or declaration of foreign financial contributions if the contract value meets applicable thresholds.

10. SME fit assessment

This tender is likely best suited for established suppliers of protective headgear, specifically motorcycle helmets, with a proven track record in meeting stringent safety standards and potentially integrating communication systems.

• Who can credibly bid: A viable bidder would be a manufacturer or a specialised distributor with strong relationships with manufacturers, capable of meeting the €250,000 average annual turnover requirement and the significant insurance levels (€13m EL, €6.5m PL/Prod L). Experience in supplying to public sector or uniformed organisations would be advantageous. The requirement for ISO 9001 certification is a standard quality gate.
• Consortium/sub-contracting: The RFT explicitly encourages SMEs to explore forming relationships with other SMEs or larger enterprises. This suggests that consortia or subcontracting arrangements are permitted and potentially encouraged, particularly for SMEs whose capacity might be stretched by the full scope.
• Indicative bid-prep effort: Preparing a compliant bid will require significant effort. This includes:
• Gathering financial evidence for turnover.
• Securing confirmation of insurance coverage at the required levels.
• Obtaining ISO 9001 certification or equivalent.
• Developing detailed technical responses, including organisation charts and personnel biographies.
• Sourcing and preparing three compliant helmet samples with installed headsets, along with comprehensive test data and documentation.
• Completing the eESPD and other declarations. This could reasonably require 20-40 person-days of effort for a well-prepared bidder.
• Pwin signal: The tender does not explicitly name an incumbent. However, the specific technical requirements (ECE-R 22.06 UA, integrated Bluetooth intercom, specific sizes/colours) and the insurance levels suggest that only a limited number of specialist suppliers will be able to meet all criteria. The accelerated procedure might also favour bidders with existing frameworks or established supply chains.

11. Where to dig deeper

• Source RFT filename: T.068.2026 RFT for the Supply of Motorcycle Helmets for An Garda Síochána.pdf
• eTenders CFT ID: Not specified in the provided text.
• Contact email or clarification portal: All queries must be directed via the messaging facility on www.etenders.gov.ie.
• Most important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement