Communication Headpiece for High Level PPE

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 procurement seeks the provision and support of a communication headpiece system for use with high-level Personal Protective Equipment (PPE) within the National High-Level Isolation Unit (NHLIU) at Mater Misericordiae University Hospital (MMUH). The system is intended for healthcare staff operating within a high-level biocontainment environment, specifically when wearing Ansell Alphatec 3000 with CleanAIR Chemical 2F Powered Air-Purifying Respirator (PAPR) suits.

The scope encompasses the supply of communication headpieces designed for this specialised use. The system is anticipated to support approximately 15-20 staff members across two isolation rooms. Its primary deployment will be during the activation of the NHLIU for suspected or confirmed High Consequence Infectious Disease (HCID) cases. Additionally, the headpieces will be utilised for training NHLIU staff and during simulation exercises. Further detailed specifications for the communication headpiece system are provided in the document "EST67 NHLIU Comms Specification".

The contract will be for an initial term of 12 months, with MMUH reserving the right to extend the contract for up to two further 12-month periods under the same terms and conditions.

3. Background & buyer context

Mater Misericordiae University Hospital (MMUH) is a leading level 4 acute teaching hospital in Dublin, established in 1861. It provides a broad range of frontline and specialist services nationally and regionally. The hospital's vision is to be an international leader in complex care and specialist services, with a strong academic and research agenda. MMUH is a designated Cancer Centre, a Major Centre for Intensive Care Medicine, and a Major Trauma Centre. It also serves as the National Centre for Cardiovascular & Transplant Services, Critical & Specialised Treatments, and Neurological & Surgical Specialties, among others.

The National High Level Isolation Unit (NHLIU) at MMUH is the designated facility for managing High Consequence Infectious Diseases (HCIDs). This unit operates within a high-level biocontainment environment requiring specialised infrastructure, equipment, PPE, and trained personnel. The procurement of communication headpieces is driven by the need for effective communication within this demanding environment, supporting patient care, staff safety, training, and simulation exercises.

4. Eligibility & selection criteria

Tenderers must demonstrate compliance with the following criteria to be considered for evaluation:

• eESPD: Tenderers must complete the eESPD published with the tender competition. If an eESPD has been used previously, the tenderer must confirm the information remains correct and that they satisfy the selection criteria for this competition.
• Tenderer Details: Tenderers must complete the tables provided in TRD Part A: Tenderer Details. If a tenderer is a grouping, each member must address the questions.
• Insurance: Tenderers must provide current insurance certificates or a broker's letter confirming the following levels:
• Employer’s Liability: €13 million
• Public Liability: €6.5 million
• Professional Indemnity: €6.5 million
• Product Liability: €6.5 million A permitted deductible of €25,000 per claim and €50,000 in the annual aggregate for each class of insurance is allowed. Alternatively, a letter confirming these insurances will be put in place upon successful award is acceptable. Tenderers must complete tables in TRD Part C: Financial Selection Criteria part 1.
• Financial Standing: Tenderers must provide evidence from an objective source confirming a sound financial position to deliver the required services. This requires completion of tables in TRD Part C: Financial Selection Criteria part 3.
• Tax Clearance Certificate: Tenderers must provide evidence of a current and valid tax clearance certificate or proof of application. This requires completion of the table in TRD Part C: Financial Selection Criteria part 2.
• Declaration of Bona Fides: Tenderers must complete the ESPD on eTenders or Part J of the TRD.
• Previous Experience: Tenderers must demonstrate the successful provision of their product/service at a minimum of three reference sites within the last five years, of a comparable nature and scale to the contract requirements. This requires completion of tables in Part K of the TRD.

Tenderers failing to comply with these criteria will be deemed ineligible.

5. Award criteria & scoring

The award is based on the Most Economically Advantageous Tender (MEAT). Tenderers must achieve the minimum score for each qualitative criterion (A, B, C) to proceed to the cost evaluation. Scores are determined based on a 1-5 scale for sub-criteria responses, multiplied by weighting. Presentations or clarification meetings may be invited and will form part of the evaluation.

6. Submission requirements

Tenders must be submitted electronically via the eTenders portal (www.etenders.gov.ie). The total combined document size limit for upload is 4GB.

Key submission components include:

• Response to Selection Criteria: Supporting documentation as per TRD Part C, or Declaration of Suitability (TRD Part D).
• Response to Award Criteria: As per ITT Section 6 and TRD Part G.
• Conflict of Interest Statement: As per ITT Section 7.11 and TRD Part A.
• Freedom of Information Act Compliance Statement: As per ITT Section 7.12.
• Specification of Requirements Response: As per TRD Part G.
• Acceptance of Terms and Conditions: As per TRD Part H.
• Pricing Schedule: Completed as per the "Pricing Schedule Communication headpiece for High level PPE" document, with all-inclusive Euro prices, exclusive of VAT, and not subject to increase during the contract term.
• Environmental Strategy and Sustainability Plan: Detailing environmental impact mitigation.
• eESPD: Completed on eTenders or Part J of the TRD.
• Insurance Evidence: As detailed in Section 4.
• Tax Clearance Certificate: As detailed in Section 4.
• Previous Experience Evidence: As detailed in Section 4.

A tender submission checklist is provided for guidance, but tenderers are responsible for ensuring all required documentation is included.

7. Key dates & process

8. Contract terms that matter

The contract will have an initial term of 12 months, with the option for MMUH to extend for up to two further 12-month periods. Payment will be made within 45 days of receipt of a correct and appropriately vouched invoice, provided there is no dispute. Invoices must reference the Purchase Order number. Prices quoted must be exclusive of VAT and are fixed for the contract term. Tenderers must comply with Irish law and the jurisdiction of the Irish courts. Any programmes developed or material associated with the contract will be owned by MMUH. Sub-contracting requires prior written approval from MMUH.

9. Risks, red flags & unusuals

The tender specifies a tight clarification deadline (August 26, 2026) relative to the tender submission deadline (September 14, 2026), requiring prompt query submission. The requirement for specific PPE compatibility (Ansell Alphatec 3000 with CleanAIR Chemical 2F PAPR suits) narrows the potential product fit. The contract value is not disclosed, but the requirement for €6.5 million in Public Liability and Professional Indemnity insurance suggests a significant potential liability or scale of operation. The tender is conducted under an Open Procedure, but the detailed technical specifications and selection criteria will likely filter out many potential bidders.

10. SME fit assessment

This tender is likely best suited for established suppliers with proven experience in providing specialised communication equipment for high-risk environments. A small to medium-sized enterprise (SME) could potentially bid if they possess the specific technical expertise and can meet the stringent insurance and experience requirements. Consortium bidding or sub-contracting is not explicitly prohibited but would require careful structuring to meet the selection criteria, particularly regarding insurance and overall responsibility. The requirement for three reference sites of comparable scale within the last five years suggests a significant bid-prep effort, potentially several weeks, involving technical specification alignment, pricing, and documentation compilation. The lack of incumbent information and the open procedure suggest a competitive process, but the specialised nature of the requirement may limit the number of truly viable bidders.

11. Where to dig deeper

• Source RFT Filename: EST67 - ITT Communication Headpiece for High Level PPE.docx
• eTenders CFT ID: not stated
• Clarification Portal: eTenders website
• Key Attachments:
• TRD Part G: Specification of Requirements
• TRD Part C: Financial Selection Criteria
• Pricing Schedule Communication headpiece for High level PPE