Supply of Meta Virtual Reality (VR) Headsets for Education and Related Services

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

Dublin City University (DCU) seeks a supplier for the provision of Meta Virtual Reality (VR) headsets and related services. The contract encompasses the supply, delivery, and support of VR headsets intended for educational purposes, catering to over 20,000 students across five faculties.

The contractor's day-to-day activities will include:

• Supply of VR Headsets: Delivering a specified number of Meta VR headsets to DCU.
• Installation Services: Setting up the headsets in designated locations within DCU's campuses.
• Training: Providing training sessions for staff and students on the effective use of the VR headsets.
• Technical Support: Offering ongoing technical support and maintenance for the headsets throughout the contract duration.
• Documentation: Supplying all necessary user manuals and warranty information for the headsets.
• Compliance: Ensuring that all products meet applicable safety and quality standards.

The contractor must be prepared to manage logistics for delivery and installation across multiple campus sites, including Glasnevin, St Patricks, All Hallows, and DCU Alpha.

3. Background & buyer context

This procurement aligns with DCU's strategic initiative to enhance educational delivery through innovative technologies, particularly in the context of immersive learning experiences. The decision to procure VR headsets is part of a broader educational technology strategy aimed at integrating advanced tools into the curriculum. The initiative is likely supported by government funding aimed at modernizing educational resources. No incumbent supplier is mentioned in the tender documents.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €140,000 during each of the last three financial years.
• Insurance:
• Employer’s Liability: €13 million
• Public Liability: €6.5 million
• Product Liability: €6.5 million
• Cyber Insurance: €1 million
• Certifications: Not specified for this tender.
• Past experience: Bidders must demonstrate successful delivery of at least two comparable projects within the last three years.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow a Most Economically Advantageous Tender (MEAT) approach. Bidders must meet all minimum requirements to remain eligible for scoring.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Use the provided template, limited to 10 pages.
• CVs: Include CVs for key personnel, limited to 2 pages each.
• Pricing schedule: Must follow the specified format in the provided template.
• Case studies: At least two case studies demonstrating relevant experience, with project values ranging from €20,000 to €50,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified for this tender.
• Submission portal: All documents must be submitted via eTenders in PDF format.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: The contract length is not specified but may include extensions.
• Payment terms: Payments will be made within 30 days of receipt of a valid invoice.
• Key SLAs/KPIs: Not specified for this tender.
• Liquidated damages: Not specified for this tender.
• Termination clauses: DCU can terminate the contract with 30 days' notice.
• IP ownership: All intellectual property rights related to the goods and services will remain with DCU.
• Sub-contracting rules: Not specified for this tender.

9. Risks, red flags & unusuals

Potential risks and red flags include:

• The turnover requirement of €140,000 may limit participation from smaller firms.
• The absence of specified SLAs/KPIs could lead to ambiguity in performance expectations.
• No incumbent supplier is mentioned, which may indicate a competitive landscape but also uncertainty for new entrants.

10. SME fit assessment

This tender is open to small and medium-sized enterprises (SMEs) that can demonstrate relevant experience and meet the financial thresholds. Bidders should ideally have experience in supplying educational technology or similar products.

• Consortium or sub-contracting: Not specified for this tender.
• Indicative bid-prep effort: Approximately 5-10 days for preparation, including documentation and case studies.
• Pwin signal: The absence of an incumbent may provide an opportunity for new entrants, but the turnover requirement may limit participation.

11. Where to dig deeper

• Source RFT filename: Not specified.
• eTenders CFT ID: Not specified.
• Contact email: [email protected]
• Important attachments:
• Appendix 1 - DCU Contract Terms and Conditions
• Schedule A - Specification of Services/Goods
• Schedule B - Schedule of Pricing