Print Services 2019 - Invitation to Tender for the provision of Print Services for Early Childhood Ireland
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Early Childhood Ireland
www.earlychildhoodireland.ie
Invitation to Tender for the provision of Print Services for Early Childhood Ireland print requirements 2019 - 2023
(Early Childhood Ireland reserves the right to split and award different areas of the tender to more than one company)
Key Dates:
Clarification emails received by : 30th September 2019
Response Deadline: 7th October 2019
Presentation at Early Childhhood Ireland Tallaght office: 9th October 2019
Award Date: 11th October 2019
Publication of Award: 14th October 2019
Table of Contents:
1) About us
2) Background
3) The Task
4) Organisation Structure
5) Freedom of Information
6) Closing date for submissions
7) Conditions of Tender
8) Format of proposal
9) Evaluations of Tenders
Appendix A
Appendix B
1. About Us
Early Childhood Ireland is focused on the comprehensive provision of early childhood care and education. Our compelling vision puts the child at the centre of our work. Early Childhood Ireland’s knowledge and experience provides us with many ways of supporting the people who make these services work. We also work closely with statutory and voluntary agencies to ensure that the policies and programmes which shape the national early childhood care and education systems are the very best that they can be.
As a membership organisation, with over 3,800 members, we reflect the experience on the ground – from what is working best for children, and the benefits that result from early childhood care and education, to the professional and business needs of those who deliver the services. We respond with innovation and propose continuous improvements through our policy work and in the services that we provide.
Early Childhood Ireland is passionate about the right of every child to enjoy their childhood. We defend play as the foremost activity for development, learning and well-being, viewing care and education as being inextricably linked. We view the child as strong, powerful and competent, rich in potential and connected to adults and other children. We want an inclusive society where all young children are valued. In Early Childhood Ireland, we believe that what happens in childhood sets the foundation for our adult lives. We view play, health and family support as essential parts of our framework.
Our Vision - Every child is thriving and learning in quality early childhood settings.
Our Mission - Is to inspire and enable members to provide quality experiences for young children and their families in their settings.
2. Background to the Request for Tender
Early Childhood Ireland’s knowledge and experience provides us with many ways of supporting the people who make these services work. We also work closely with statutory and voluntary agencies to ensure that the policies and programmes which shape the national early childhood care and education systems are the very best that they can be. Early Childhood Ireland is building on the legacy of both founding organisations which spearheaded progressive policies, quality services and professional development.
As a membership organisation, with over 3,800 members, we are able to reflect the experience on the ground – from what is working best for children, and the benefits that result from early childhood care and education, to the professional and business needs of those who deliver the services. We respond with innovation and propose continuous improvements through our policy work and in the services that we provide.
Early Childhood Ireland is passionate about the right of every child to enjoy their childhood. We defend play as the foremost activity for development, learning and well-being, viewing care and education as being inextricably linked. We view the child as strong, powerful and competent, rich in potential and connected to adults and other children. We want an inclusive society where all young children are valued. In Early Childhood Ireland, we believe that what happens in childhood sets the foundation for our adult lives. We view play, health and family support as essential parts of our framework.
We work to support and enable our members –carers, educators, policymakers, parents and students – to put that approach into practice.
3. The Task
As the leader of Ireland’s Early Childcare and Education sector, Early Childhood Ireland has a requirement to produce Corporate, Marketing and Training materials regularly throughout the year. Early Childhood Ireland runs an annual Conference and Road Shows that require informational and promotional material, as well as producing publications, posters and other materials on an on-going basis.
The two successful companies chosen will lead the future of print for Early Childhood Ireland’s Corporate, Marketing and Training Materials.
The successful company should:
· Help position Early Childhood Ireland’s brand as the leader in the Early Years Sector by providing high quality professional material.
Achieve consistency and strength through the production and print of all materials.
· Willing to work with us to help us achieve our goals and desired outcomes.
· Should produce consistent printed materials that match our corporate pantone colours.
· Should understand the importance and professionalism needed when producing printed materials for Early Childhood Ireland.
· Produce Mock Up prints as we require so that we can visualise new materials.
· Manage the production of all material including any design needed to ensure that all print production is in line with the Early Childhood Ireland Corporate Guidelines.
· Deliver end results on time and on budget.
Certain publications are required every year (Conference Brochure, Yearly Publications and Resources) with other work required as needed (Headed Paper, Business Cards) and there will also be unique printing work required for certain events or for informational purpose (Leaflets, Brochures).
See next page for the list Printing Products we will require throughout the year.
We would like each Tenderer to provide a quote on the following print products
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Promotional Booklets/Brochures |
Paper Weight |
Quantity 1000 |
2500 |
5000 |
10000 |
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1 |
A5 Leaflet 6 Pages Gate Fold 5 colour Print |
120gsm gloss
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2 |
A5 Leaflet 4 pages Half fold 5 Colour Print |
120gsm gloss
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3 |
A5 Promotional Flyer 2 pages- Five colour print
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120gsm gloss |
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4 |
A4 Booklet 4 pages |
150gsm gloss |
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5 |
Booklet/Brochure- (250mm x 200mm) Five colour, 16 page printed on Silk 115gsm. Cover printed on 200gm silk. Finished saddle stitched |
Silk 115gsm 200grm Cover |
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6 |
A3 Sketch Pad Learning Journal Cover: Laminated both sides Printed full colour both sides
Pages inside: 4 Pages printed full colour 90 Page Blank – no printing
Black Wiro Number 9 on left |
Cover: 400 gram Matt – Matt
Inside Text: 190 gram Paper stock
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7 Booklet/Brochure
A4
Silk 115gm
8 Atttendance Record
A4 pages
Black and White Print
100gsm/ 300gsm cover Colour
9 Accident Book
A4
Black and White Print
100 Carbonless Paper Forms
300gsm cover, 90gsm Colour
10 Record Cards
A4- 8 page stapled form
150gsm
Colour
11 A5 Record books
48p & cover
250gsm cover
115gsm paper
Colour
12 A4 Book
160 pages & cover
Laminated both sides
250gsm cover
115gsm
Black and White/Colour
Promotional Merchandise
13 Wallplanner
Full Colour 2 sides
170gm Matt
Quantity 3000
14 210m x 199m Booklet
36 pages & cover
300gms cover
130gms paper
Colour
15 Publication
64 pages and cover
300gms cover
150gms paper
Corporate Materials
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1000 |
3000 |
5000 |
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Business Cards 50x90 Five colour, both sides on Woven 330gsm. Finished matt laminated both sides. |
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Compliment Slips Five colour, DL printed both sides on Superior Laser Bond 120gsm |
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Letterheads Five colour, A4 printed one side on Superior Laser Bond 120gsm |
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4. Organisational Structure
Early Childhood Ireland is partly funded by the Department of Children and Youth Affairs and Pobal. Therefore these two logos appear on all of our communication and Documentation.
Early Childhood Ireland also has Charity status and is not in a position to reclaim VAT, so VAT is a real cost to us.
Early Childhood Ireland is governed by an Audit Committee.
Early Childhood Ireland is structured in four main directorates which are supported and overseen through the Office of the Chief Executive (Please see Appendix B).
The Office of the Chief Executive together with the Deputy CEO and heads of the three directorates develop the Strategic plan then identify the operational plans to address the legislative requirements for the organisation and corporate governance standards. This process ensures the smooth development of the organisation and the efficient management of resources and services of Early Childhood Ireland.
Throughout the year each of the Directorates will have print requirements.
5. Freedom of Information Act
Tenderers are asked to consider if any information supplied by them should not be disclosed because of its sensitivity. If this is the case, tenderers should when providing the information, identify the same and specify reasons for its sensitivity.
If tenderers consider that none of the information supplied by them is sensitive, they should make a statement to that effect.
6. Closing Date for Submissions
Early Childhood Ireland must receive 3 written tenders in hard copy and 1 electronic copy by email not later than the 5pm on 27th September 2019.
A number of companies will be chosen to present their work during the week of 8th October 2019.
7. Conditions of Tender
Early Childhood Ireland does not bind itself to accept the lowest or any tender. It reserves the right to reject in whole or in part any or all tenders received, and in particular, to source its requirements with more than one supplier.
In cases where sub-contracting situations or strategic alliances are envisaged, only one tender should be submitted representing all agencies concerned indicating clearly the lead contractor with overall responsibility for the tender and the accuracy and feasibility of its contents.
Rejection and cancellation – issuance of this invitation to tender does not constitute a commitment by Early Childhood Ireland to award a contract or contracts. Early Childhood Ireland reserves the right to reject any or all proposals received in response to this call.
Early Childhood Ireland will remain the sole owner of all end-products e.g. draft documents, final documents, and any other related items or documents, irrespective of whether or not the contract is terminated prior to its completion.
The successful contractor(s) shall be responsible for the delivery of all services provided for within the contract on the basis of the price agreement set at the beginning of the contract. Prices quoted in the tender cannot be increased during the currency of the tender. All prices should be quoted as VAT inclusive figures and where VAT is to be charged the rate of VAT applicable should be detailed. Early Childhood Ireland is not VAT registered. Similarly, terms and conditions cannot be altered.
Early Childhood Ireland reserves the right to withhold payment where a contractor has failed
to meet his/her contractual obligations in relation to the delivery of services to an acceptable level of quality.
Early Childhood Ireland reserves the right to go to re-tender or to terminate the contract at any stage on payment of reasonable and agreed costs accrued to the date of termination.
Early Childhood Ireland requires that all information pursuant to this tender will be treated with strict confidence. Under no circumstances may information be disclosed to other parties without express permission of Early Childhood Ireland. The successful agency will be required to sign a formal confidentiality / non- disclosure agreement.
It is the intention of Early Childhood Ireland to enter into formal contractual relations with the successful tendering organisation.
Details of the proposed contract will be discussed with the successful tendering organisation prior to signing. Your tender may form a schedule to the contract.
Early Childhood Ireland will not be liable in respect of any costs incurred in the preparation of the tender in response to the invitation to tender, nor for costs incurred in preparing subsequent presentations or for attendance at same.
Information supplied by those tendering will be treated as contractually binding. However, Early Childhood Ireland reserves the right to seek clarification or verification of any such information.
Prices and quotes should be expressed in Euro (€) and inclusive of VAT. The VAT rate (s) applicable should be indicated separately.
Early Childhood Ireland as part of its evaluation process and prior to the award of contract may decide to shortlist but it is not obliged to do so. In addition, Early Childhood Ireland will require short listed tenderers to attend a meeting to present their proposals. Then on the basis of such presentations together with the submitted proposals, Early Childhood Ireland will rank those
interviewed and award the contract on that basis. Early Childhood Ireland will not be liable for any expenses incurred in this regard by tenderers.
Tenders that are received late will not be considered.
The work of the contractors shall be deemed to be carried out in Ireland and shall be governed by the Laws of Ireland.
Before a contract is awarded and where required, the successful contractor will be required to promptly produce a Tax Clearance Certificate.
Where a Tax Clearance Certificate expires within the course of the contract, Early Childhood Ireland reserves the right to seek a renewed certificate. All payments under the contract will be conditional on the contractor being in possession of a valid certificate at all times.
Payments for all services covered by the information to tender will be on the foot of appropriate
invoices. Invoicing arrangements will be agreed with the successful tenderer following the award of the contract.
The successful tenderer will be required to comply with the requirements of the Data Protection Act in relation to the processing of any personal information that may be necessary for the completion of the project.
The successful tenderer will be required to provide an assurance that it is in compliance with health and safety legislation and in particular to provide confirmation that the organisation has a current safety statement.
Early Childhood Ireland requires written assurance from the successful tendering organisation
that it holds adequate insurance to undertake the project on our behalf. Early Childhood Ireland will accept no liability for any loss or damage incurred during the performance of the project.
Tenders should be delivered to the following specified address, or emailed to the following specified email address, not later than close of business 27th September 2019. The onus is on the tendering company to ensure delivery by the specified time.
Four copies (3 paper +1 electronic) of the tender should be submitted in a sealed envelope, showing the name and address of the tendering company and marked
‘Tender for the Provision of Print Services ’ to:
Elaine Sharkey
Director of Communications and Development
Early Childhood Ireland
Hainault House
Belgard Square South
Tallaght
Dublin 24
Tenders that are delivered late will not be considered but will be returned unopened.
8. Format of Proposal
To assist the evaluation process, tenderers must structure their tenders in such a way that they match the overall structure of this section and address, on a numbered point by point basis
each of the following areas:
Details of the Respondent
Tenders name, address, telephone number, contact name and email address and details of the
legal entity tendering ( company registration number, partnership details )
Tenderers, including the number of years in business, number of staff employed etc.
Confirmation of compliance by tendering company and any third parties with the qualification
criteria detailed in the EU Directive 93/36 EEC (Appendix A below)
Proposal Details
Detailed proposals as to how the tenderer can meet those requirements:
Outline the plan/working process the agency will implement to successfully manage this project.
A copy of the tenderer standard terms of business.
Confirmation that they comply with all the conditions in this document and that they can
furnish supporting documentation.
Any other information that they deem relevant to the proposal.
Confirmation that the tender holds good for 90 days after the closing date.
The applicable rate of VAT (As a registered Charity VAT is a real cost to us).
Indication of company’s ability to meet tight print deadlines and when applicable provide design services.
9. Evaluation of Tenders and Award Criteria
All proposals will be evaluated by reference to the following qualification criteria:
Completeness of tender documentation as specified.
Evidence of proposer’s ability to deliver the required services
The ability of the proposer to meet all the requirements specified in this document
Compliance with Article 20 of EU Directive93/36 EEC
(Reproduced in Appendix A below)
Note: It is intended that only the tenders that meet the above qualifying criteria will be eligible for inclusion in the award process.
- The contract will be awarded to the tenderer who, as determined by a panel to be established
by Early Childhood Ireland, best meets the following criteria:
- The degree to which the proposal addresses the scope of Early Childhood Ireland’s
requirements for Print.
- Demonstrated level of professionalism and quality of Print Production.
- Proven ability to match our Corporate Pantone Colours across all materials.
- Overall cost efficiency
- Any additional features proposed or provided by the tenderer beyond the requirements
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