Request for Tenders for the Provision of four IMS Trace Detection Systems

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 supply, installation, operational user training, and ongoing maintenance of four IMS Trace Detection Systems. The successful contractor will be responsible for ensuring that these systems are operational and meet the specified requirements throughout the contract term.

Key activities include:

• Supply of Systems: Provision of four IMS Trace Detection Systems, including all necessary components.
• Installation: Installation of the systems at designated locations, which are not specified in the tender documents.
• Operational User Training: Training for users on how to operate the systems effectively.
• Ongoing Maintenance: Maintenance services for the first 12 months post-installation, with the possibility of extending maintenance for up to 10 years.
• Warranty: A minimum of one year’s warranty from the day of installation, covering fixes and replacements as necessary.

The contractor must ensure that the systems are delivered and installed within a specified timeframe, which is not detailed in the documents. The contractor will also be responsible for providing maintenance support, which includes regular checks and repairs as needed.

3. Background & buyer context

This procurement is initiated by the Office of the Revenue Commissioners to enhance its operational capabilities through advanced detection systems. The decision to procure these systems aligns with the Revenue's strategic objectives to improve efficiency and effectiveness in its operations. The specific programme or policy context for this procurement is not detailed in the tender documents. There is no mention of an incumbent supplier, indicating that this may be a new contract.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €600,000 (Ex VAT) for each of the three of the last five financial years.
• Insurance:
• Employer’s Liability: €12.7 million for any one claim or series of claims.
• Public Liability: €6.5 million for any one claim or series of claims.
• Product Liability: €6.5 million for any one occurrence and in the aggregate per insurance year.
• 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 furnish evidence of meeting the turnover requirement through an auditor’s signed statement or audited accounts.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow a Most Economically Advantageous Tender (MEAT) approach, balancing price and quality. Minimum scoring thresholds apply to certain criteria.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Use the named template with specified page limits.
• CVs: For key personnel, with a specified page count.
• Pricing schedule: Must follow the named template.
• Case studies: Number and value range not specified.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest.
• Mandatory site visit: Not applicable.
• Submission portal: Tenders must be submitted via the eTenders electronic tendering facility, adhering to specific format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: Initial term of 12 months, extendable up to 10 years.
• Payment terms: Not specified in detail.
• Key SLAs/KPIs: Not specified in detail.
• Liquidated damages: Not specified in detail.
• Termination clauses: Not specified in detail.
• IP ownership: Not specified in detail.
• Sub-contracting rules: Not specified in detail.
• Parent-company guarantee or bond requirements: Not specified in detail.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirement of €600,000 may limit participation to established firms, potentially excluding smaller businesses.
• Lack of specified locations for installation may lead to logistical challenges for bidders.
• The absence of detailed SLAs or KPIs may create ambiguity in performance expectations.
• The contract's potential for extension up to 10 years could lead to long-term commitments without clear performance metrics.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that have:

• The capacity to meet the turnover requirement of €600,000 (Ex VAT) annually.
• Experience in supplying and maintaining technical systems, particularly in security or detection.
• The ability to provide the required insurance coverage.

Consortium bidding is permitted, with a prime contractor designated to manage the contract. Bid preparation may require several days, depending on the complexity of the proposal. The presence of a turnover threshold close to the estimated contract value may indicate a competitive environment, potentially favoring established firms.

11. Where to dig deeper

• Source RFT filename: RFT IMS Trace Detection.pdf
• eTenders CFT ID: not specified
• Contact email: [email protected]
• Important attachments: Appendix 1 — Requirements and Specifications, Appendix 2 — Pricing Schedule, Appendix 5 — Terms and Conditions of the Goods Contract.