Provision of Automotive Equipment and Related Items

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 to establish twelve single-party framework agreements for the supply of automotive equipment and related items to City of Dublin ETB Training Centres, Schools, and other centres. The framework agreements will cover a broad range of goods essential for motor mechanics, vehicle body repair specialists, and electric vehicle technicians. The estimated total value across all lots is €6,700,000 over the framework's duration.

The scope encompasses the provision of:

• Electrical equipment: For engines, vehicles, and EV systems.
• Parts and accessories: For conventional vehicles, engines, and EV components.
• Maintenance and repair services: For specific vehicle parts, including EV-specific components.
• Repair and maintenance of vehicle transmissions and EV drivetrains.
• Pneumatic hand tools.
• Machine tools.
• Hand-held electromechanical tools.
• Mechanical lifts: For vehicle handling.
• Mechanical installations: Within repair and service facilities.
• Installation services: Of mechanical and EV-related equipment.
• Diagnostic devices.
• Diagnostic systems.

Specific lots include:

• Lot 1: Heavy Workshop Machinery & Equipment (Estimated value: €1,000,000)
• Lot 2: Training Equipment (Estimated value: €2,000,000)
• Lot 3: Decommissioned High Voltage Components (Estimated value: €250,000)
• Lot 4: Cleaning, Environmental & Storage Equipment (Estimated value: €250,000)
• Lot 5: Operational Training Vehicles - VW Polo or Equivalent (Estimated value: €500,000)
• Lot 6: Operational Training Vehicles - Hyundai i30 or Equivalent (Estimated value: €500,000)
• Lot 7: Operational Training Vehicles - Volkswagen Audi Group (Estimated value: €500,000)
• Lot 8: Operational Training Vehicles - BMW 1, 2 or 3 Series or Equiv. (Estimated value: €500,000)
• Lot 9: Operational Training Vehicles - Toyota Yaris Hybrid or Equivalent (Estimated value: €500,000)
• Lot 10: Operational Training Vehicles - Used Electric Vehicle (Estimated value: €150,000)
• Lot 11: Operational Training Vehicles - Hybrid Training Vehicle (Estimated value: €300,000)
• Lot 12: Diagnostic & Charging Equipment (Estimated value: €250,000)

Delivery is required to City of Dublin ETB's listed schools and centres, with potential for delivery to other locations as needed. The framework agreements will be for four years, subject to performance and budget. Contracts awarded under the framework may extend beyond the agreement's expiry.

3. Background & buyer context

City of Dublin Education and Training Board (City of Dublin ETB) was established on 1st July 2013 under the Education and Training Boards Act, 2013. It is the state education and training authority for Dublin, employing over 3,000 staff and serving over 34,000 individuals across the city. The ETB operates community national schools, community special schools, community hospital schools, and 11 community colleges. Its City of Dublin FET College provides PLC, apprenticeships, traineeships, and further education for adults. The ETB also manages SUSI, the national student grant awarding authority, and supports youth services and music education initiatives. This procurement aligns with the ETB's mission to provide comprehensive education and training opportunities, specifically equipping its centres with modern automotive equipment for vocational training in motor mechanics, vehicle body repair, and EV technology.

4. Eligibility & selection criteria

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

• Turnover requirement: Confirmation that turnover exceeded €150,000 during one of the last three years, or pro-rata for newer firms.
• Insurance:
• Employers Liability: €12.7m minimum indemnity.
• Public Liability: €2.6m minimum indemnity.
• Product Liability: €2.6m minimum indemnity.
• Professional Indemnity: €1m minimum indemnity. Bidders must confirm their insurance policies cover Ireland and are not subject to material adverse exclusions.
• Certifications: Not specified for this tender.
• Past experience: Demonstration of successful delivery of two comparable contracts within the past three to five years.
• Personnel: Access to minimum levels of manpower and skills, supported by an organisation chart.
• Geographic / facility constraints: Delivery locations are specified as City of Dublin ETB's Schools & Centres, with potential for other locations. No specific geographic constraints for bidder location are stated.

Bidders must also confirm tax compliance with Irish Revenue Commissioners and complete the Declaration of Bona Fides. Evidence of self-declared information must be provided within seven calendar days of request, prior to award.

5. Award criteria & scoring

The framework will be awarded on the basis of the Most Economically Advantageous Tender (MEAT), considering price and quality. Bidders must achieve a minimum score of 60% in qualitative criteria B through F to avoid elimination.

The lowest cost tender meeting minimum qualitative requirements receives maximum cost score. Qualitative criteria B-F require a minimum 60% score.

6. Submission requirements

Bidders must submit proposals using the specified documents:

• Tender Response Document (TRD): For each lot applied for.
• Pricing Schedule: Appendix 3a, submitted with the TRD for each lot.
• Declaration of Bona Fides: Included in the TRD.
• European Single Procurement Document (ESPD): Appendix 8.
• Referee Form: Appendix 7, for Criterion D.
• CVs: Not explicitly mentioned, but implied for key personnel if required for specific criteria.
• Case studies: Not specified.
• Declarations: Bona Fides, Tax Clearance (number and reference), ESPD.
• Mandatory site visit: Not specified.
• Submission portal: www.etenders.gov.ie.

Tenderers must complete a TRD and Pricing Schedule for each lot they apply for.

7. Key dates & process

The Contracting Authority may extend timelines.

8. Contract terms that matter

• Term: Initial contract period of two years, with an option to extend for one additional year, up to a maximum of three years. Framework agreements are for four years.
• Payment terms: Invoices submitted monthly for the preceding month.
• Key SLAs/KPIs: Performance will be monitored based on cost competitiveness, quality of service, and turnaround time. Specific KPIs to be agreed.
• Liquidated damages or penalty regimes: Not specified.
• Termination clauses: The Contracting Authority may terminate for material breach, failure to perform obligations, insolvency, or cessation of business.
• IP ownership: Not specified.
• Sub-contracting rules: Not specified.
• Parent-company guarantee or bond requirements: Not specified.

9. Risks, red flags & unusuals

• Single-party framework: While there are 12 lots, the framework is structured as single-party for each lot. This means only one supplier per lot will be appointed, potentially limiting competition for each specific requirement.
• No guaranteed expenditure: Admission to the framework does not guarantee any purchase quantity. The ETB reserves the right to procure outside the framework if it offers better value.
• Potential for contract extension beyond framework: Contracts awarded under the framework may extend beyond the framework's expiry date.
• Tender validity period: A tender validity period of 12 months is required.
• No minimum for cost criterion: Unlike qualitative criteria, there is no minimum score required for the 'Ultimate Cost' criterion, meaning a high price could still win if other criteria are exceptionally strong.

10. SME fit assessment

This tender is structured as a single-party framework for each of the 12 lots. This means that for each lot, only one supplier will be appointed. This structure may favour larger, established suppliers with the capacity to meet all requirements across a broad range of automotive equipment and services.

• Who can credibly bid: Bidders should have a proven track record in supplying a comprehensive range of automotive equipment, potentially including vehicles, machinery, and diagnostic tools. Experience in supplying to educational or training institutions would be advantageous. The turnover requirement of €150,000 suggests that very small businesses may struggle to meet this threshold, especially if they are not specialists in a particular lot.
• Consortium or sub-contracting: The tender documents mention "information on sub-contractors and consortium members if applicable" in the General Information section, suggesting these are permissible. However, the framework is described as "single party," implying that the primary award will be to one entity per lot, which may then utilise sub-contractors.
• Indicative bid-prep effort: Preparing a compliant bid for multiple lots, each requiring a detailed Tender Response Document, Pricing Schedule, and adherence to specific award criteria, would likely require significant effort. A reasonable estimate for a single lot might be 10-20 days of focused effort from a bid team, potentially more if multiple lots are pursued.
• Pwin signal: The single-party framework structure for each lot, combined with the broad scope, suggests a strong incumbent advantage if an existing supplier has been providing these services and meets the criteria. The lack of guaranteed expenditure and the ETB's right to procure outside the framework could indicate a desire for competitive pricing and flexibility, but the overall value suggests a significant, ongoing requirement.

11. Where to dig deeper

• Source RFT filename: CFT8605912 - Automotive - Call for Tender CFT ALL LOTS.pdf
• eTenders CFT ID: CFT8605912
• Contact for Queries: Questions and Answers facility on www.etenders.gov.ie
• Most important attachments:
• Appendix 2a - Delivery Locations
• Appendix 3 - Tender Response Document (TRD)
• Appendix 3a - Pricing Schedule
• Appendix 5 - Contracting Authority’s Framework Agreement