IT3830F - RFT to Establish a Single-Supplier Framework Agreement for the Provision of Production, and Postage of Student ID Cards Services for Atlantic Technological University (ATU)

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1. At a glance

2. Scope of Work

Atlantic Technological University (ATU) requires a single-supplier framework agreement for the production, supply, and delivery of student identification cards. The service encompasses the design, personalization, printing, and mailing of these cards to ATU students. The framework is intended to cover the production of both pre-printed cards and blank cards for in-house printing.

The core activities include:

• Design and Personalisation: Designing student ID cards based on a layout and specification provided by ATU, and personalising them with student photographs and relevant student details.
• Production: Printing of student ID cards from uploaded files containing student photographs and details. The solution must be secure, effective, and GDPR compliant. Card production must adhere to specific file naming conventions, using the ATU Student ID number as the unique file reference.
• Supply of Pre-printed Cards: ATU requires approximately 19,000 pre-printed cards per academic year. The supplier must liaise with ATU regarding exact quantities before procuring card stock. ATU will also discuss pre-printing on card stock with the supplier. Proof of card, mailer, and envelope is required prior to production.
• Supply of Blank Cards: Approximately 1,500 blank cards are required per academic year for in-house printing of new or replacement cards.
• Delivery: Delivery of ID cards to ATU students in bulk batches, commencing in September for the academic year, and subsequently as required throughout the academic year. The supplier must indicate a weekly delivery schedule for ongoing card requests.
• Quality Assurance: The successful tenderer must provide sample cards for testing post-award. These test cards must be printed and encoded, and meet minimum specifications, including quality and encoding functionality for campus access systems. Testing occurs after the most economically advantageous tender is selected.
• Compliance: The solution must be GDPR compliant. Suppliers should indicate industry standards they comply with.

The service will be delivered to ATU campuses located in Letterkenny, Galway City, and Sligo. The framework agreement is estimated to be worth €300,000 (Ex-VAT) over its term.

3. Background & buyer context

This procurement is being conducted by the Education Procurement Service (EPS) on behalf of Atlantic Technological University (ATU). ATU is a multi-campus university with over 30,000 students and more than 600 programmes. The requirement for student ID cards is a standard operational need for a higher education institution. The procurement is being conducted under the open procedure, as per the European Union (Award of Public Authority Contracts) Regulations 2016. The estimated expenditure for the proposed framework agreement is €300,000 (Ex-VAT) over its term. The contracting authority aims to encourage participation by Small and Medium Enterprises (SMEs).

4. Eligibility & selection criteria

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

• Turnover requirement: Tenderers must demonstrate that their annual turnover has exceeded €450,000 in at least one of the three previous financial years. For companies with an annual turnover of less than €12 million, audited accounts are not mandatory.
• Insurance: The successful tenderer must hold the following insurances for the term of the Service Contract:
• Employer’s Liability: €13 million
• Public & Product Liability: €6.5 million
• Cyber Insurance: €1 million
• Certifications: Not specified for this tender.
• Past experience: Tenderers must refer to instances within the last three years demonstrating successful delivery of services of a comparable nature and scope.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

Tenderers must also confirm compliance with General Data Protection Regulation (GDPR) requirements.

5. Award criteria & scoring

Award criteria are not explicitly detailed with percentage weightings in the provided extract. However, it is stated that tenderers MUST achieve a minimum of 60% on all award criteria, excluding Ultimate Cost, to avoid elimination. The evaluation will proceed to Section B (Requirements and Award Criteria) only for compliant tenders that meet the selection criteria. The final award will be based on the Most Economically Advantageous Tender (MEAT).

Criterion Weight (%) Sub-criteria