Open Competition for Provision of Gift Vouchers to Maynooth University 517

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 provision of gift vouchers to Maynooth University, which will be used as part of its recognition policy for participants and employees. The university seeks multi-vendor vouchers that can be utilized in various retail outlets, both physical and online. The total value of the contract will not exceed €300,000 (excluding VAT).

Key activities include:

• Voucher Types: Provision of both physical and electronic gift vouchers.
• Denominations: Vouchers must be available in denominations of €15, €25, €50, and €100.
• Validity: Vouchers must remain valid in accordance with Irish legislation.
• Transaction Limits: No limitation on spend per transaction, allowing full use of the voucher balance.
• Retailer Selection: Tenderers must indicate the number and variety of retailers accepting the vouchers, both online and in physical locations.
• Ordering and Distribution: Clear processes for ordering and distributing vouchers must be established.
• Sustainability: Tenderers are encouraged to address environmental and sustainability aspects in their proposals.

The contractor must ensure that all mandatory requirements are met, as these will be assessed on a pass/fail basis.

3. Background & buyer context

This procurement aligns with Maynooth University’s strategic plan for 2023-2028, which emphasizes recognition and engagement with students and staff. The university aims to enhance its recognition policy by providing multi-vendor vouchers as rewards for performance and participation in various events and programs. The initiative reflects the university's commitment to fostering a supportive and engaging environment for its community.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover Requirement: Minimum average annual turnover of €200,000.
• Insurance:
• Employers Liability: €13 million
• Public Liability: €6.5 million
• Professional Indemnity: Not specified for this tender
• Certifications: Not specified for this tender.
• Past Experience: Candidates must demonstrate successful delivery of comparable services within the last three to five years.
• Personnel: Not specified for this tender.
• Geographic Constraints: Not specified for this tender.

Only bidders who meet these criteria will be evaluated further.

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 a balance between price and quality.

6. Submission requirements

Bidders must submit the following documentation:

• Method Statement: A response document following the provided template, with specified page limits.
• CVs: Relevant CVs for key personnel, adhering to page count limits.
• Pricing Schedule: A detailed pricing schedule in the specified format.
• Case Studies: At least two case studies demonstrating relevant experience, with values ranging from €15,000 to €100,000.
• Declarations: Including ESPD, Bona Fides, Tax Clearance, and Conflict of Interest declarations.
• Site Visit: Not applicable for this tender.
• Submission Portal: All documents must be submitted electronically via the eTenders postbox facility.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Duration: Initial term of 3 years, with options for two 1-year extensions.
• Payment Terms: Monthly invoicing for costs incurred, with payments made via Electronic Funds Transfer.
• Key SLAs/KPIs: Not specified for this tender.
• Termination Clauses: The university reserves the right to terminate with 14 days' notice for breaches that are capable of remedy.
• IP Ownership: Not specified for this tender.
• Sub-contracting Rules: The prime contractor must manage all communications and responsibilities, including those of any subcontractors.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Turnover Requirement: The minimum turnover requirement of €200,000 may limit participation from smaller firms.
• Insurance Levels: High insurance requirements could pose a barrier for some bidders.
• Funding Dependency: The contract is contingent on continued funding approvals, which may introduce uncertainty.
• Limited Details on Evaluation Criteria: Lack of specified weights for several criteria may lead to ambiguity in the evaluation process.

10. SME fit assessment

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

• Credible Bidding: Firms with experience in providing gift vouchers or similar services, with the capacity to meet the turnover and insurance requirements.
• Consortium Opportunities: Bidders may form consortia to meet the tender requirements, enhancing their capabilities.
• Preparation Effort: An estimated 10-15 days may be required to prepare a competitive bid.
• Pwin Signal: The presence of established suppliers in the market may indicate a competitive landscape, but the open procedure allows for broader participation.

11. Where to dig deeper

• Source RFT Filename: 517 RFT MU Vouchers.docx
• eTenders CFT ID: Not specified
• Contact Email: Queries should be directed through the Questions and Answers facility on www.etenders.gov.ie
• Important Attachments:
• 517 TRD MU Vouchers
• ESPD document if required
• Sample Supply Contract