RFT for the design of Sensory Spaces and the supply, delivery, installation and commissioning of Sensory Equipment in the Irish Prison Service

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 contract involves the design, supply, delivery, installation, and commissioning of sensory spaces and equipment for the Irish Prison Service. The contractor will be responsible for creating fully operational sensory environments across various prison locations in Ireland. The scale of the project includes multiple sensory spaces, each equipped with a variety of sensory equipment tailored to meet the needs of the prison population.

Key activities include:

• Design of Sensory Spaces: Create layouts and designs for sensory environments that cater to the therapeutic needs of inmates.
• Supply of Sensory Equipment: Provide a range of sensory equipment, including but not limited to:
• Various fidgets (minimum of 20 in each space)
• Ear defenders (minimum of 4 in each space)
• Delivery: Ensure timely delivery of all equipment to designated prison locations.
• Installation: Install sensory equipment in accordance with the approved designs.
• Commissioning: Test and ensure all equipment is operational and meets safety standards.
• Project Management: Oversee the entire project lifecycle, including planning, execution, and handover.
• Testing and Handover: Conduct final testing of sensory spaces and provide training to prison staff on equipment usage.

The contractor must ensure compliance with all relevant regulations and standards throughout the project.

3. Background & buyer context

This procurement is initiated by the Irish Prison Service to enhance the therapeutic environment within prisons, aligning with broader government policies aimed at improving inmate welfare and rehabilitation. The project is part of a strategic initiative to incorporate sensory spaces into correctional facilities, promoting mental health and well-being among inmates. The Irish Prison Service has a history of seeking innovative solutions to improve the living conditions of prisoners, and this tender reflects ongoing efforts to modernize facilities. No incumbent contractor is specified in the documentation.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria to be considered for evaluation:

• Turnover requirement: Minimum average annual turnover of €300,000 during one of the last three financial years.
• Insurance:
• Employer’s Liability: €12.7 million
• Public Liability: €6.5 million
• Product Liability: €6.5 million
• Professional Indemnity: €500,000
• 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.

Bidders must provide evidence of compliance with these criteria as part of their submission.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, focusing on the best balance of price and quality.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Use the provided template, adhering to any specified page limits.
• CVs: Include CVs for key personnel, limited to two pages each.
• Pricing schedule: Complete the pricing schedule as per Appendix 2.
• Case studies: Provide two case studies of similar projects, with values ranging from €100,000 to €300,000.
• Declarations: Include the European Single Procurement Document (eESPD), Declaration of Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not applicable for this tender.
• Submission portal: All submissions must be made via the eTenders platform, following specific format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: The contract will last for four years, with potential extensions.
• Payment terms: Payments will be made upon receipt of a signed delivery docket and invoice.
• Key SLAs/KPIs: Not specified for this tender.
• Liquidated damages: Not specified for this tender.
• Termination clauses: Either party may terminate the contract with 14 days' notice.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Subcontracting is permitted but must be disclosed in the tender submission.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirement of €300,000 may limit participation from smaller firms, potentially favoring larger contractors.
• No specified minimum experience or personnel requirements could lead to a wide variance in bid quality.
• The absence of detailed SLAs/KPIs may result in ambiguity regarding performance expectations.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with experience in design and installation of sensory spaces or similar environments. Viable bidders should have:

• A proven track record in similar projects, ideally within the public sector.
• The capacity to meet insurance and turnover requirements.
• The ability to form consortia or subcontract if necessary, as collaboration is encouraged.
• An indicative bid preparation effort of approximately 10-15 days, depending on the complexity of the proposal.

The incumbent's strength is not specified, but the absence of a named incumbent may provide opportunities for new entrants.

11. Where to dig deeper

• Source RFT filename: Sensory Spaces RFT.docx
• eTenders CFT ID: not specified
• Contact email: Queries must be directed via the messaging facility on www.etenders.gov.ie
• Important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement