Supply of Electrical stock items to Dublin airport

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 a supplier for the provision of electrical stock and non-stock items for Dublin Airport. The core objective is to establish a strategic partnership for a consistent, high-quality, and cost-effective supply of consumables and electrical stock items to support operational and maintenance needs. The supplier must ensure the availability of essential Maintenance, Repair and Operations (MRO) items through responsive ordering and short lead times.

Key activities and deliverables include:

• Supply of Consumables and Electrical Stock Items: Provision of a wide range of predefined stock items, with the flexibility to add, amend, or discontinue items as operational needs evolve. The supplier must offer a percentage discount off standard catalogue pricing.
• Delivery and Logistics: Delivery of stock items to the central store between 09:00 and 12:00. Fulfilment of both scheduled min/max-generated orders and ad hoc requisitions. Weekly operational meetings with the stores team are required to review performance, open orders, and invoice queries.
• Catalogue and Systems Integration: Provision of an electronic catalogue compatible with Maximo 7.6/Oracle ERP. Timely updates to catalogue data are required, subject to approval by daa. The supplier must be able to receive purchase orders via a centrally monitored email address and acknowledge receipt where possible.
• Inventory Management Support: Holding up to 10% of high-usage items in the supplier’s warehouse. Demonstrating capability to manage stock levels, respond to changes in high-usage items, and support daa’s central and satellite stores. Supporting barcoding accuracy and future enhancements to scanning processes.
• Compliance with Service Level Agreement (SLA): Meeting or exceeding SLA requirements across on-time and in-full delivery, lead times, helpdesk responsiveness, product quality, customer satisfaction, continuous improvement initiatives, and reporting accuracy and timeliness.
• Reporting and Performance Monitoring: Provision of monthly management information, including items supplied, returns, price variances, SLA performance metrics, and additional bespoke reports as required.
• Continuous Improvement and Innovation: Delivery of at least six Continuous Improvement (CI) initiatives annually, focusing on cost reduction, process efficiency, error reduction, sustainability, and improved reporting.
• Sustainability Objectives: Minimising environmental impact through recyclable packaging, reducing unnecessary packaging, consolidating deliveries, promoting sustainable product choices, strengthening logistics to reduce carbon emissions, minimising inventory waste and obsolescence, and enhancing circularity and responsible disposal. The Contracting Authority implements ISO 50001 for energy management.

3. Background & buyer context

daa plc, formerly Dublin Airport Authority and Aer Rianta, is the contracting authority. It is a major international airport company employing over 3,000 people, with principal activities in airport development, operation, and management, Irish and international airport retail management, and international airport investment. This procurement is driven by the need to secure a reliable, best-value supplier for electrical stock and non-stock items to support Dublin Airport's operational and maintenance requirements. The objective is to establish a strategic supplier partnership capable of delivering consistent, high-quality, and cost-effective supply. The contract will integrate with daa’s ISO 55001 asset-management framework, aiming to optimise inventory management and improve supply-chain visibility.

4. Eligibility & selection criteria

Bidders must satisfy the following minimum requirements to be considered for shortlisting. These are assessed in Step One and Step Two of the RFI evaluation process.

• Turnover requirement: A minimum turnover of €300,000 per annum from the Lead Applicant in each of its last 3 financial years will be required. Alternatively, a minimum turnover of €550,000 per annum from the Lead Applicant in each of its last 3 financial years will be required. (Note: The RFI text presents two distinct minimum turnover figures; bidders should clarify which is applicable).
• Insurance: Not specified for this RFI stage, but the RFT will contain detailed requirements. Previous tenders by daa plc have included €13 million for Employers' Liability and €13 million for Public & Product Liability. Insurance must be placed with reputable insurers with a minimum of BBB+ or similar rating, approved by daa.
• Certifications: Not specified for this RFI stage. However, the Contracting Authority implements ISO 50001 (Energy Management System) and supports an ISO 55001 asset-management framework.
• Past experience: Not specified for this RFI stage.
• Personnel: Not specified for this RFI stage. An organisational chart indicating roles is required in the RFI Questionnaire.
• Geographic / facility constraints: Not specified for this RFI stage.

Applicants are permitted to rely on the resources of others to meet these minimum requirements.

5. Award criteria & scoring

The RFI evaluation focuses on the capacity of the Applicant to perform the contract. Shortlisting will be based on Eligibility Requirements (Step One), Minimum Requirements (Step Two), and Assessment Criteria (Step Three). The Assessment Criteria will be detailed in the RFT. The RFI process involves evaluation of submissions only, with no presentations. A potential e-Auction may be used in the final RFT stage.

The RFI process aims to shortlist between 2-5 applicants for the RFT stage.

6. Submission requirements

Responses to the RFI Questionnaire must be submitted through the e-tenders website only.

• Method statement / response document: The RFI Questionnaire must be completed in full, responding to each element in the specified order and format. Responses should be A4 format and comply with page limits set out in the RFI Questionnaire. File/folder titles should not include "&" and should be less than 240 characters.
• CVs: Not specified for this RFI stage.
• Pricing schedule: Not specified for this RFI stage.
• Case studies: Not specified for this RFI stage.
• Declarations: Applicants must provide an organisational chart, clearly indicating the role of each member and confirming the Lead Applicant. Tax Clearance Certificate and confirmation of insurance compliance will be required at contract award.
• Mandatory site visit: Not specified for this RFI stage. Site visits are listed as TBC for the RFT stage and are not mandatory.
• Submission portal: eTenders website (www.etenders.gov.ie). Responses must be uploaded by the deadline.

7. Key dates & process

These dates are indicative and subject to change.

8. Contract terms that matter

The RFI outlines potential contract terms, with full details to be provided in the RFT.

• Term + extension structure: Not specified for this RFI stage.
• Payment terms: Not specified for this RFI stage.
• Key SLAs/KPIs: On-time and in-full delivery, lead times, helpdesk responsiveness, product quality, customer satisfaction, continuous improvement initiatives, reporting accuracy and timeliness. Failure to meet KPIs may result in suspension or termination.
• Liquidated damages or penalty regimes: Not specified for this RFI stage.
• Termination clauses: May result from failure to meet KPIs or other contractual breaches.
• IP ownership: Not specified for this RFI stage.
• Sub-contracting rules: Where a group/consortium is successful, members may act as sub-contractors. The Lead Applicant is anticipated to be liable for full performance.
• Parent-company guarantee or bond requirements: Not specified for this RFI stage, but reliance on parent company resources may require guarantees or other contractual mechanisms.

The successful tenderer will be required to comply with all applicable data protection laws, including GDPR and the Data Protection Act 2018. Relevant Contractors Tax (RCT) and Professional Services Withholding Tax (PSWT) apply. The Acquired Rights Directive (SI 131/2003) may apply to staff of the incumbent operator.

9. Risks, red flags & unusuals

• Dual Turnover Requirements: The RFI presents two distinct minimum annual turnover figures (€300,000 and €550,000). Bidders must seek clarification on which figure is the definitive requirement.
• RFI as a Prequalification Step: This is an RFI stage, not a full tender. Applicants must successfully navigate this RFI to be invited to the RFT stage, where the main evaluation and award will occur.
• Potential e-Auction: The RFT stage may involve an electronic reverse auction, which can significantly impact pricing strategies.
• Customs Clearance Mandate: The client has appointed a specific supplier for customs clearance for goods from outside the EU. This supplier must be used, and no other supplier will be accepted for this service.
• Indicative Dates: All dates provided are indicative and subject to change by the Contracting Authority.

10. SME fit assessment

This tender is structured as an RFI followed by an RFT, designed to shortlist 2-5 suppliers.

• Who can credibly bid: Small to medium-sized enterprises (SMEs) with a demonstrable track record in supplying electrical stock and non-stock items, particularly within airport or large-scale logistics environments, could be suitable. A strong understanding of inventory management, logistics, and the ability to meet stringent SLA requirements are crucial. The turnover requirements (€300k or €550k minimum annual turnover) suggest that very small businesses may struggle to meet the financial robustness criteria unless they form a consortium or rely on parent company resources.
• Consortium/sub-contracting: Consortium applications are explicitly permitted. This allows SMEs to combine resources and expertise to meet the requirements. Reliance on the resources of other entities (e.g., parent companies) is also allowed, provided it can be contractually secured.
• Indicative bid-prep effort: Preparing a comprehensive RFI response requires significant effort, including gathering financial data, detailing operational processes, and articulating capabilities. For an SME, this could range from 5-15 days of dedicated effort, depending on existing documentation and internal resources.
• Pwin signal: The tender is at an early RFI stage, making it difficult to assess incumbent strength or specific past winners. The potential use of an e-Auction in the RFT stage suggests price will be a significant factor in the final award. The requirement for specific systems integration (Maximo 7.6/Oracle ERP) and the focus on ISO 55001 asset management may favour suppliers with established ERP integration capabilities and asset management experience.

11. Where to dig deeper

• Source RFT filename: [LOT1 P20907.01 Vol1 Electrical stock.docx]
• eTenders CFT ID: Not specified in the provided text.
• Contact email or clarification portal: eTenders messaging facility (www.etenders.gov.ie).
• Most important attachments:
• RFI Questionnaire (referenced throughout)
• Part 15: Definition of Terms
• Section 7: Procurement Procedure (for key dates and evaluation steps)