Uninterruptible Power Supply (UPS) Units and associated Support and Maintenance

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

Buyer Title CPV / category Estimated value Per-year Procedure type Lots Location Contract length Submission deadline Go-live / start | :---------------------------------------- | :------------------------------------------------------------------ | :------------- | :-------------- | :------- | :--------------- | :--- | :------- | :-------------- | :------------------ | :-------------- | Department of Enterprise, Tourism and Employment Uninterruptible Power Supply (UPS) Units and associated Support and Maintenance not stated €70,000 not stated Open procedure 1 Ireland 12 months 2026-08-31 12:00 not stated

2. Scope of Work

This procurement seeks tenders for the supply of Uninterruptible Power Supply (UPS) Units and associated support and maintenance services. The estimated expenditure over the contract term, including potential extensions, is €70,000 (excluding VAT). The contract is for an initial term of 12 months, with the option for the Contracting Authority to extend the term for up to three additional periods, each of up to 12 months.

The core activities for the successful tenderer will involve:

• Supply of UPS Units: Providing new Uninterruptible Power Supply units as specified in Appendix 1 of the RFT. The exact specifications for these units are detailed within that appendix.
• Support and Maintenance: Delivering ongoing support and maintenance services for the supplied UPS units. The nature and scope of these services are to be detailed by the tenderer in their proposed approach.
• Ancillary Services: The tender also encompasses associated support and maintenance, which may include:
• Installation and commissioning of UPS units.
• Preventative maintenance schedules.
• Reactive maintenance and repair services.
• Provision of spare parts.
• Technical advice and consultation related to UPS systems.
• Potential for Additional Units: Tenderers are expected to outline their ability to provide additional UPS units beyond the initial supply, as part of their service capability.

The contract is governed by the terms and conditions set out in Appendix 5, the Goods Contract. Tenderers must confirm their acceptance of these terms. The Contracting Authority reserves the right to extend the contract term, subject to legal obligations.

3. Background & buyer context

This procurement is being conducted by the Department of Enterprise, Tourism and Employment. The competition is being run under an open procedure, in accordance with the European Union (Award of Public Authority Contracts) Regulations 2016. The Contracting Authority estimates the total expenditure for the goods and services to be approximately €70,000 (excluding VAT) over the initial 12-month contract term and any subsequent extensions. The Department's policy aims to encourage participation by Small and Medium Enterprises (SMEs) in this competition, encouraging larger enterprises to consider how SMEs can be included in their proposals.

4. Eligibility & selection criteria

Tenderers must meet the following minimum requirements to be considered for evaluation:

• Turnover requirement: A minimum average annual turnover of €140,000 for each of the last three preceding financial years. Audited financial statements with an unqualified audit report are required upon request.
• Insurance: The successful tenderer must hold the following insurances for the term of the Goods Contract:
• Employer’s Liability: €12,700,000
• Public Liability: €6,500,000
• Product Liability: €1,000,000
• Professional Indemnity: €1,000,000 Tenderers must confirm they are not aware of any exclusions or limitations that could adversely impact coverage. Formal confirmation from an insurer or broker will be required prior to award.
• Certifications: Not specified for this tender.
• Past experience: Tenderers must provide three examples of successful delivery of similar UPS support and maintenance contracts within the last three years. Each example must detail client name, contract title, nature of services, client type and sector, senior client contact, total personnel involved, and contract dates. The Contracting Authority may verify these references.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender, beyond the implication that services will be provided within Ireland.

5. Award criteria & scoring

The Goods Contract will be awarded based on the most economically advantageous tender, determined by the following criteria:

Tenderers must achieve a minimum of 60% of the total marks available for each individual qualitative criterion to avoid elimination. A shortlist may be compiled, and shortlisted tenderers may be invited to make presentations, which could lead to revised marks.

6. Submission requirements

Tenders must be submitted electronically via the eTenders platform. Key submission requirements include:

• European Single Procurement Document (eESPD): Completion and submission of the electronic version.
• Documentation: Submission of all documentation required by the RFT.
• Format: Adherence to the RFT format and response structure.
• Statement: Submission of the Tenderer’s Statement (Appendix 3).
• Declaration: Submission of the Declaration as to Personal Circumstances (Appendix 4).
• Pricing Schedule: Completion of the Pricing Schedule (Appendix 2). Prices must be all-inclusive (excluding VAT), in Euro, and valid for 60 days from the Tender Deadline.
• eTenders Upload: Tenders must be uploaded to the electronic tenderbox on www.etenders.gov.ie. File size limits apply (250MB per file, 2GB total).
• Language: Tenders must be submitted in English.
• One Tender: Each tenderer is limited to submitting one tender in its own capacity and one as part of a consortium.
• File Format: Soft copy submissions must be readable using Microsoft Word or Adobe Acrobat.

7. Key dates & process

8. Contract terms that matter

• Term: Initial 12 months, with up to three 12-month extensions at the Contracting Authority's discretion.
• Payment: Subject to the terms in Appendix 5, the Goods Contract.
• SLAs/KPIs: Not explicitly detailed in the provided extract, but implied within the quality award criteria (e.g., service capability, contract management).
• Liquidated Damages: Not specified in the extract.
• Termination: Either party may terminate with 14 days' notice if no queries are raised within 14 days of an invoice. Specific breach clauses allow for termination after 30 days' notice if breaches are not remedied.
• IP Ownership: Not specified in the extract.
• Sub-contracting: Permitted, but the Prime Contractor remains responsible. Subcontractors may need to submit eESPDs.
• Guarantees/Bonds: Not specified in the extract.

9. Risks, red flags & unusuals

• Low Estimated Value: The estimated contract value of €70,000 over a potential four-year period (1+3 years) is relatively low. This may indicate a small-scale requirement or a pilot project.
• Turnover Requirement vs. Contract Value: The annual turnover requirement of €140,000 is double the estimated annual spend (€70,000 / 4 years = €17,500 per year). This is a common feature in public tenders to ensure supplier financial stability but is notably high relative to the estimated contract value.
• Quality Weighting: The award criteria heavily favour quality (500 marks) over cost (500 marks), with specific sub-criteria for service capability, additional services, contract management, and personnel experience. This suggests the Contracting Authority prioritises a robust and experienced supplier over the lowest price.
• Mandatory Minimum Quality Scores: The requirement for a minimum of 60% on each qualitative sub-criterion acts as a significant gate, preventing tenders with weak quality proposals from being considered, even if cost-competitive.
• SME Encouragement: The explicit encouragement for SME participation, and for larger enterprises to include SMEs, suggests a policy objective beyond just procurement.

10. SME fit assessment

This tender is likely suitable for SMEs that specialise in UPS supply, installation, and maintenance. A credible bidder would need to demonstrate:

• Financial Capacity: Proven annual turnover of at least €140,000 for the last three years.
• Technical Capability: A track record of successfully delivering at least three similar UPS support and maintenance contracts within the last three years.
• Insurance: Ability to secure the specified high levels of Employer's Liability (€12.7m), Public Liability (€6.5m), Product Liability (€1m), and Professional Indemnity (€1m) insurance.
• Service Offering: A clear and well-defined approach to service capability, contract management, and personnel experience, as these are heavily weighted in the award criteria.

Consortium bids or subcontracting are permitted, which could enable smaller firms to bid by partnering with others to meet the requirements, particularly insurance levels or breadth of experience. The bid preparation effort is likely moderate, focusing on detailing the service approach and providing case studies, alongside standard eESPD and pricing documentation. The relatively low estimated value might suggest an incumbent supplier is unlikely to be heavily favoured, but the strong emphasis on quality and specific experience means a well-prepared, technically strong SME with the required insurance cover could be competitive.

11. Where to dig deeper

• Source RFT: [RFT for Uninterruptible Power Supply (UPS) Units and associated Support and Maintenance.docx]
• eTenders CFT ID: Not specified in the provided text.
• Contact: All queries must be directed via the messaging facility on www.etenders.gov.ie.
• Key Attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 5: Goods Contract