The provision of a Lone Worker Protection System

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

The procurement seeks a Lone Worker Protection System to mitigate risks for staff undertaking high-risk tasks. The contract duration is 36 months, with an option for a 12-month extension. Kerry County Council estimates a requirement for approximately 65 units, comprising 50 smartphone applications and 15 dedicated devices. The exact number of units required over the contract's lifetime is not guaranteed.

The contractor will be responsible for:

• Provision of System Components: Supplying smartphone applications and dedicated devices, along with any necessary accessories or cloud-based storage.
• System Functionality: The system must include:
• Indoor position updates every 3 minutes.
• Outdoor position updates every 5 minutes.
• A minimum of 24 hours of battery operation.
• Delivery: The goods/service must be deliverable within 30 days of contract award.
• Training: Providing training for users on a daily rate basis.
• Contract Management: Appointing a dedicated contract manager responsible for:
• Maintaining a good working relationship with Kerry County Council.
• Providing regular performance reports.
• Attending review meetings to examine performance against Service Level Agreements (SLAs) and Key Performance Indicators (KPIs).
• Resolving disputes, complaints, or concerns.
• Proactively suggesting improvements and cost savings for service delivery.
• Warranty and After-Sales Service: Providing after-sales support, detailing available support facilities, and specifying warranty terms.
• Environmental Practices: Implementing innovative procedures to maintain sustainability, including reduction in non-recyclables, reduced packaging, reduced plastics, and other sustainable practices.

The proposed solution must meet the minimum specification requirements outlined in Appendix 1 and be fit for its intended purpose.

3. Background & buyer context

Kerry County Council is procuring a Lone Worker Protection System to address identified risks associated with certain workplaces, tasks, and activities undertaken by its staff. The system is intended to mitigate these risks where deemed suitable and appropriate. The procurement aligns with the council's general approach to sustainability and green measures, requiring tenderers to outline their environmental practices. The contract is intended to commence in December 2026, following a tender assessment period.

4. Eligibility & selection criteria

Tenderers must demonstrate compliance with all relevant Health & Safety legislation. The following are mandatory requirements for eligibility:

• Turnover requirement: Average annual turnover must have exceeded €150,000 in each of the last three years, or pro-rata if the firm is more recently established. The firm must have been in existence for at least 6 months.
• Insurance:
• Employer's Liability: €12,700,000
• Public Liability: €6,500,000
• Product Liability: €6,500,000
• Professional Indemnity: €1,000,000
• Cyber Liability: €1,000,000
• Certifications: Not specified for this tender.
• Past experience: Not specified for this tender.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

Tenderers must also confirm they have the financial capacity to pay their debts as they fall due, evidenced by a current statement of assets and liabilities. Evidence of both financial standing and tax compliance will be required prior to contract award. Tenderers must demonstrate operation of health & safety systems and procedures in line with relevant legislation.

5. Award criteria & scoring

The contract will be awarded based on the Most Economically Advantageous Tender (MEAT), considering both cost and quality. The total maximum marks available are 10,000.

Qualitative award criteria are assessed first. A tie-break will be awarded to the economic operator with the highest quality score. If qualitative scores are identical, the operator with the highest score on the highest weighted qualitative criterion will be awarded the contract.

6. Submission requirements

Tenders must be submitted electronically via the eTenders postbox facility on www.etenders.gov.ie.

• Method statement / response document: Tenderers must use the provided Tender Response Document (TRD). Personalisation of the TRD is not allowed.
• CVs: Not specified for this tender.
• Pricing schedule: A separate pricing document (Appendix 2) must be used. Tenderers must indicate all-inclusive costs per unit per annum, training, licenses, associated software, installation costs, and all ancillaries.
• Case studies: Not specified for this tender.
• Declarations:
• Declaration of Bona Fides (Art. 57 of Directive 2014/24/EU).
• Declaration of compliance with relevant statutory obligations.
• European Single Procurement Document (ESPD) – electronic or separate attachment.
• Declaration regarding the International Procurement Instrument (2022/1031) and restrictive measures.
• Mandatory site visit: Not applicable.
• Submission portal: www.etenders.gov.ie. Tenders must be uploaded as a ZIP FILE.

Tenderers must associate their company with the competition on eTenders before submission.

7. Key dates & process

The tender validity period is 12 months from the closing date for tender submissions.

8. Contract terms that matter

• Term + extension: The contract is for 36 months, with an optional 12-month extension.
• Payment terms: Not specified.
• Key SLAs/KPIs: Not specified, but contract management will involve adherence to agreed SLAs and KPIs.
• Liquidated damages or penalty regimes: Not specified.
• Termination clauses: The Contracting Authority may terminate the contract due to matters outside its control that render the arrangement uncompetitive. Termination will follow contract terms.
• IP ownership: Not specified.
• Sub-contracting rules: Tenderers may rely on the resources of other entities, but must prove they will have these resources at their disposal. If a subcontractor's value exceeds 10% of the contract, they must also meet exclusion ground and selection criteria requirements.
• Parent-company guarantee or bond requirements: Not specified.

9. Risks, red flags & unusuals

The indicative budget of €75,000 appears low relative to the insurance requirements (€12.7m EL, €6.5m PL/Prod). This suggests a potential mismatch or that the budget is an initial estimate not reflecting the full scope or risk. The contract length of 36 months with a potential 12-month extension is standard, but the requirement for 24-hour battery operation on devices and 3-minute indoor/5-minute outdoor location updates implies a need for robust, reliable hardware and software, which can be costly. The absence of specified minimum turnover or past experience criteria, beyond the €150,000 turnover threshold, might suggest a broader competition, but the high insurance levels could be a de facto barrier. The requirement to use the specific Tender Response Document (TRD) without branding suggests a focus on content over presentation.

10. SME fit assessment

This tender is likely open to SMEs that can meet the significant insurance requirements and demonstrate a minimum annual turnover of €150,000. The core requirement is the provision of a lone worker protection system with specific technical capabilities (battery life, update frequency) and associated training.

• Credible bidders: SMEs with experience in providing safety technology, communication systems, or IT solutions that include hardware and software components. They must have established financial standing to secure the required insurance levels.
• Consortium/sub-contracting: Allowed. SMEs are encouraged to form relationships with other SMEs or larger enterprises to meet capacity requirements. Consortiums must appoint a single point of contact.
• Indicative bid-prep effort: Moderate. Significant effort will be required to detail the technical solution, delivery methodology, contract management approach, and environmental practices, alongside completing the mandatory TRD and pricing schedule. Time will also be needed to secure and document insurance compliance.
• Pwin signal: The high insurance levels and the specific technical requirements suggest that established providers with proven track records in safety systems may have an advantage. The indicative budget might deter larger players if it is perceived as too low for the full scope, potentially favouring more specialised or lean SMEs.

11. Where to dig deeper

• Source RFT filename: [2A Request for Tender Contract Open Procedure (RFT) 2025.docx]
• eTenders CFT ID: Not specified in provided text.
• Contact for queries: Messaging facility on www.etenders.gov.ie
• Most important attachments:
• Appendix 1 – Requirements and Specifications
• Appendix 2 – Pricing Schedule
• Appendix 3 – Contract Terms and Conditions