Provision of Security Services Contract

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 tender seeks security services for two distinct lots covering the South East Technological University (SETU) campuses in Carlow and Wexford. The contract duration is two years, with an option for two one-year extensions. The scope encompasses a range of security functions across both campuses, with the university reserving the right to vary service requirements.

The services required include:

• Key Holding and Emergency Call-Out Service:
• Provision of secure key holding for designated university buildings and facilities.
• Response to out-of-hours alarm activations (intruder, fire, CCTV) and other security incidents.
• Investigation of alarm activations and implementation of escalation procedures, including liaison with monitoring services, university representatives, and emergency services.
• Ceremonial and Special Events Support:
• Provision of security personnel and traffic management for university events such as conferring ceremonies and graduation events.
• Management of vehicle access, parking, pedestrian movement, and crowd control.
• Campus Patrol Services:
• Ad hoc or scheduled security patrols during academic terms and other required periods.
• Reporting of identified security, safety, maintenance, or operational issues.
• Event Security Services:
• Security support for university events including sporting fixtures, open days, examinations, and conferences.
• Crowd management, access control, stewarding, traffic management, and car park supervision.

The university may include additional facilities or locations under its management during the contract term, requiring the contractor to provide services to these under the same terms.

Specific response times are mandated:

• Acknowledgement of alarm activation: Within 5 minutes.
• Security officer dispatched: Within 10 minutes.
• Attendance on Campus (Carlow or Wexford): Within 30 minutes.
• Acknowledgement of emergency call-out: Within 5 minutes.
• Security officer dispatched following notification: Within 10 minutes.
• Attendance at SETU Carlow or Wexford Campus: Within 30 minutes of notification (minimum 98% compliance).
• Emergency response within 30 minutes: Minimum 98% compliance.

Contractor personnel must comply with university health and safety rules, including no smoking/vaping in buildings, adherence to access and sign-in procedures, evacuation protocols, safe vehicle operation, immediate reporting of incidents, and prohibition of alcohol/drugs. Appropriate PPE and fit-for-purpose equipment are required.

3. Background & buyer context

South East Technological University (SETU) is procuring these security services through an open procedure under the European Union (Award of Public Authority Contracts) Regulations 2016. The procurement is divided into two lots, one for the Carlow Campus and one for the Wexford Campus, with each lot resulting in a separate contract. The university aims to encourage participation from Small and Medium Enterprises (SMEs) and encourages larger enterprises to consider how SMEs can be included in their proposals. The estimated expenditure for the services over the initial two-year term and potential extensions is not specified in the provided documentation.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement:
• Lot 1: Minimum average annual turnover arising from the area of service specified is €120,000.
• Lot 2: Minimum average annual turnover arising from the area of service specified is €80,000.
• Insurance: The successful tenderer must hold the following insurances for the term of the contract:
• Employer's Liability: €13,000,000
• Public Liability: €6,500,000
• Product Liability: Not specified for this tender
• Professional Indemnity: Not specified for this tender
• Certifications: Not specified for this tender.
• Past experience: Tenderers must provide a minimum of three client references for similar key holding and emergency call-out contracts undertaken within the previous five years. These references must relate to contracts of a similar size, scope, and complexity.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Response times indicate a requirement for rapid attendance at SETU Carlow or Wexford Campuses within 30 minutes of notification.

Tenderers must also provide a valid Tax Clearance Certificate or Tax Clearance Access Number, verifiable online by the Contracting Authority.

5. Award criteria & scoring

The award criteria and scoring mechanism are not detailed in the provided extract. However, it is stated that the Contracting Authority does not bind itself to accept the lowest priced or any tender. The evaluation will likely follow standard public procurement principles, balancing quality and price, with specific weightings and thresholds to be detailed in the full tender documentation.

6. Submission requirements

Tenders must be submitted electronically via the eTenders.gov.ie portal. Key submission requirements include:

• Electronic Single Procurement Document (eESPD): Tenderers must submit the electronic version of the eESPD.
• Tenderer's Statement: A scanned, signed copy of the Tenderer's Statement (Appendix 3), printed on the tenderer's letterhead, must be returned. Signatures must be legible.
• Pricing Schedule: Tenderers must complete the Pricing Schedule (Appendix 2). Prices must be all-inclusive, in Euro, and exclusive of VAT.
• Declarations: Tenderers must declare their acceptance of the RFT requirements and the terms and conditions of the Services Contract. They must also declare any registrable interests and confirm that their tender was prepared independently.
• Format: Tenders must be submitted in English and compiled in a format readable by MS Word and/or PDF.
• Submission Portal: Tenders must be submitted via the electronic post-box on www.etenders.gov.ie.
• Maximum Upload Size: A maximum of 4GB is permitted for combined documents.
• Submission Deadline: Tenders must be received no later than 16:00 on 27th July 2026. Late tenders will not be considered.
• Site Visit: Tenderers wishing to attend a site visit must confirm attendance by contacting David Kelly at [email protected] by 10th July 2026 at 16:00. The site visit is scheduled for 15th July between 09:30 and 16:00 at both the Carlow and Wexford campuses.

7. Key dates & process

8. Contract terms that matter

The Services Contract will have an initial term of 2 years, with the option for the Contracting Authority to extend it for a period or periods of up to 2 years, with a maximum of two such extensions. Payments will be made in accordance with the Services Contract. Pricing is fixed for 26 weeks from the Tender Deadline, and currency variations over the contract term are borne by the tenderer. Price adjustments are permitted only on the first anniversary of the contract's effective date and subsequent anniversaries, linked to a specified index. The contractor must comply with all applicable environmental, social, and labour laws. The contract includes provisions regarding the Protection of Employees (Temporary Agency Work) Act 2012.

9. Risks, red flags & unusuals

The tender is split into two lots, requiring separate submissions and potentially separate awards. The turnover requirements differ significantly between Lot 1 (€120,000) and Lot 2 (€80,000), suggesting different scales of operation or risk profiles for each campus. The absence of specified values for Product Liability and Professional Indemnity insurance is unusual for a security services contract and warrants clarification. The contract length is a fixed two years with potential extensions, but the estimated expenditure over the term is not stated, which could impact financial planning for bidders. The site visit is scheduled relatively close to the tender deadline, requiring prompt action from interested parties.

10. SME fit assessment

This tender is structured into two lots, potentially allowing smaller, specialised firms to bid for Lot 2 (€80,000 turnover requirement) or Lot 1 (€120,000 turnover requirement) individually, or for larger firms to bid for both. Consortiums or subcontracting are permitted, which could enable SMEs to participate by partnering with other firms. The bid preparation effort is likely moderate, involving the completion of the eESPD, pricing schedules, and providing client references. The absence of specific award criteria makes it difficult to assess the "Pwin" signal, but the clear lot structure and defined turnover thresholds suggest a competitive process open to established security service providers.

11. Where to dig deeper

• Source RFT filename: RFT for Security Services.pdf
• eTenders CFT ID: Not specified in the provided text.
• Contact for clarifications: Messaging facility on www.etenders.gov.ie
• Key Attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 5: Services Contract