Single Party Framework for the Supply of Audio-Visual Equipment, Installation, Support and Maintenance

Short description

The framework agreement will be established on foot of a competition for an initial contract in two phases. Both phases can run concurrently. Phase one relates to equipment to support video and audio presentations from a fixed lectern position in a formal presentation style arrangement. The timeframe for this phase is 3 months ideally occurring between June and August 2023

Phase two will comprise of a video conferencing system to enable web-based hybrid style meetings with remote attendees and content streaming & recording. The timeframe for this separate phase is also 3 months and may run in parallel with the first phase.

Additional information

1) Interested parties must register their interest on the eTenders web site (www.etenders.gov.ie) in order to be included on the mailing list for clarifications and to submit

a response. All information relating to attachments, including clarifications and changes, will be published on the Irish Government Procurement Opportunities Portal (www.etenders.gov.ie) only. Registration is free of charge. The contracting authority will not accept responsibility for information relayed (or not relayed) via third parties;

2) Suppliers should note the following when making their submission:

There is a maximum upload limit of 2GB per file. Documents larger than this should be divided into smaller files prior to upload.

In order to submit a document to the electronic postbox, please note that you must click “Submit Response” but only after you have uploaded all response documents. Documents uploaded after the submit button has been pressed will not be available. There is a process on the system to cancel and re-submit - if you are unsure please check with the eTenders helpdesk. Suppliers should be aware that the “Submit Response” button will be disabled automatically upon expiration of the response deadline.

• Suppliers must ensure that they give themselves sufficient time to upload & submit all required documentation before the submission deadline. Suppliers should take into account the fact that upload speeds vary.

• If you experience difficulty when uploading documents please contact eTenders Support Desk for technical assistance. Email etenders@eusupply. com or Telephone: 353(0)21 2439277 (09:00am – 17:30pm GMT). All queries must be submitted through the messaging facility on www.etenders.gov.ie.

3) All queries regarding this tender requirement or process must be submitted through the Irish Government Procurement Opportunities Portal www.etenders.gov.ie as a specific question. Responses will be circulated to those tenderers that have registered an interest in this notice on www.etenders.gov.ie The details of the person making a query will not be disclosed when circulating the response

4) This is the sole call for competition for this contract/framework.

5) The contracting authority will not be responsible for any costs, charges or expenses incurred by candidates or tenderers.

6) Contract award will be subject to the approval of the competent authorities.

7) It will be a condition of award that the successful tenderer is and remains tax compliant.

8) At its absolute discretion, the contracting authority may elect to terminate this procurement process, the framework agreement or any contract awarded under the framework agreement at any time.

9) Please note in relation to all documents, that where reference is made to a particular standard, make, source, process, trademark, type or patent, that this is not to be regarded as a de facto requirement. In all such cases it should be understood that such indications are to be treated strictly and solely for reference purposes only, to which the words "or equivalent" will always be appended.

10) Without prejudice to the principle of equal treatment, the contracting authority is not obliged to engage in a clarification process in respect of the procurement documents with missing or incomplete information. Therefore, respondents are advised to ensure that they return completed documentation in order to avoid the risk of elimination from the competition. Late submissions, or submissions not uploaded in accordance with the rules will be eliminated.

Short description

The initial contract will be awarded to the successful tenderer shortly after the formal establishment of the framework agreement. The Department building is a listed mid-eighteenth-century townhouse built by George Paul Monck. The Atrium, situated to the rear of the building, is a modern addition with a glass roof covering the old courtyard area. The Atrium is enclosed on three sides by the listed building and to the rear by a modern extension. Sensitivity to the listed nature of the building will be required. While the initial contract covers a specific location, the framework will be available for use throughout the Department. For the avoidance of doubt, the Contracting Authority confirms that the period of any contracts awarded under the framework agreement may extend beyond the date of expiry of the agreement. It is envisaged that the contracts relating to support and maintenance may be awarded for a maximum period of 8 years.