Rehab Group - Lease of 9 Seater Wheelchair Accessible Minibus

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1. At a glance

2. Scope of Work

The Rehab Group seeks to establish a single-party framework agreement for the lease of one 9-seater wheelchair accessible minibus. This framework will define terms for potential future contracts of a similar nature. The initial contract, to be awarded concurrently, is for the lease of a new, wheelchair accessible minibus.

The scope of the initial contract includes:

• Vehicle Specification:

• Type: 9-seater, medium roof, medium wheelbase L2H2 wheelchair accessible vehicle (e.g., Renault Master, Ford Transit, Nissan NV 400, Fiat Ducato, VW Crafter or similar 8+1 seater).

• Term: 48 months, with an average annual mileage of 50,000 km.

• Configuration: Right-hand drive, B Licence category.

• Seating: Minimum 9 seats (accommodating 8 adults).

• Wheelchair Access: Minimum 350 kg capacity wheelchair lift; 3 wheelchair spaces in the rear (with quick-release seats removed).

• Dimensions: Minimum height 2,600 mm; minimum length 5,800 mm, maximum length 6,200 mm.

• Interior: Minimum seat width 425 mm; minimum legroom 250 mm; minimum internal standing height 1,700 mm; forward-facing seats; vinyl/wipe-clean seat material.

• Doors: 4 in total (2 front, 1 rear, 1 side).

• Safety: Interior safety grab handles, side door entry step, driver/passenger front airbags, ABS, EBD, VDC, immobiliser, remote central locking, standard safety equipment (first aid kit, triangle, fire extinguisher).

• Powertrain: Diesel/Hybrid engine, minimum 2-litre, minimum 90 PS, 6-speed manual or automatic gearbox.

• Ancillaries: Air conditioning/heating, rear diesel/petrol powered space heater, tinted windows (rows 2 & 3, rear), metallic paint, internal rear cabin lights and speakers, storage for wheelchair clamps, reverse camera, rear parking sensors.

• Compliance: NCAAP 5 Star rated, meeting or exceeding all statutory and EU safety standards.

• Lease Inclusions:

• Full unlimited breakdown assistance for the contract duration.

• Road tax.

• All scheduled and unscheduled maintenance and repairs at a main dealership in the locality of RehabCare, Bayview House, Duncarberry, Co. Leitrim (F91HP6C).

• Replacement vehicle (minimum 7-seater, maximum 9-seater) provided at no extra charge during maintenance/repairs.

• Compulsory roadworthiness tests.

• Unlimited tyres (excluding damaged tyres).

• Accident management and repairs at a main dealership in the locality.

• All vehicle administration, including fine management.

• Two keys supplied with the vehicle.

• Delivery:

• Location: Rehab Group, RehabCare, Bayview House, Duncarberry, Co. Leitrim, F91HP6C.

• Timeline: Within eight (8) weeks of contract signing.

• Framework Agreement:

• Duration: 4 years from April 2027.

• Purpose: To define terms for potential future leases of similar vehicles or unforeseen requirements within scope.

• No guarantee of further contracts or expenditure.

3. Background & buyer context

The Rehab Group is a charity focused on championing diversity and inclusion for individuals with disabilities or disadvantages. Its mission is to empower people towards independence, community inclusion, workforce participation, and control over their health and wellness. The organisation operates across Ireland and the UK, providing health and social care, training, education, rehabilitation, and commercial services through entities like National Learning Network, RehabCare, and Rehab Enterprises. Rehab Group serves over 17,000 people annually across more than 250 locations. This procurement aligns with the ongoing operational needs of RehabCare, which provides community-based health and social care services. The lease of a wheelchair accessible minibus is required to support these services, specifically for transport to and from facilities in Co. Leitrim.

4. Eligibility & selection criteria

Bidders must meet the following criteria to be considered:

• Turnover requirement:
• Average annual turnover exceeding €150,000 for each of the last three years.
• Alternatively, for recently established firms, turnover must have been pro-rata for at least one year of operation.
• Insurance:
• Employer's Liability: €13 million (required upon award if not currently in place).
• Public Liability: €6.5 million (required upon award if not currently in place).
• Product Liability: €6.5 million (required upon award if not currently in place).
• Tenderers must confirm current insurances and willingness to implement these levels.
• Certifications:
• Not specified for this tender.
• Past experience:
• Demonstrate successful delivery of 3 previous comparable contracts.
• Personnel:
• Not specified for this tender.
• Geographic / facility constraints:
• Servicing, maintenance, repair, tyre, recovery, and support network coverage required within or near Limerick, Leitrim, Galway, and Dublin.

Tenderers must provide evidence of self-declared information within five (5) working days of request, prior to award. Failure to do so may result in elimination.

5. Award criteria & scoring

The framework will be awarded on the basis of the Most Economically Advantageous Tender (MEAT), considering cost and quality.

Qualitative criteria are scored on a percentage basis (0-100%), with specific interpretations for each range (e.g., 90-100% is Outstanding, 50-59% is Satisfactory).

6. Submission requirements

Tenders must be submitted electronically via the eTenders postbox facility on www.etenders.gov.ie.

• Format: Single uploaded document, clearly labelled, page-numbered, and indexed, compiled for immediate reading using PDF readers.
• Content: Respond to each element of the tender document in the order presented.
• Declarations:
• Declaration of Bona Fides (Appendix 1).
• Declaration of Compliance with Statutory Obligations (Appendix 2).
• General and Financial Information (Appendix 3).
• Technical Capacity Information (Appendix 4).
• Form of Tender (Appendix 5A).
• Qualitative Award Criteria Response (Appendix 5B).
• European Single Procurement Document (ESPD) may be accepted as evidence for Section 4.2 and 4.3.
• Pricing: Cost Criterion response as per Appendix 5.
• CVs: Not explicitly mentioned, but key personnel should be available for clarification meetings.
• Case Studies: Not specified.
• Mandatory Site Visit: Not specified.
• Other: Tenderers must accept the Contracting Authority's Framework Terms and Conditions (Appendix 6).

7. Key dates & process

8. Contract terms that matter

• Framework Duration: 4 years from April 2027, subject to performance, business needs, and budget.
• Contract Duration (Initial): 48 months from April 2027.
• Payment Terms: Not specified.
• SLAs/KPIs: Performance will be continually monitored. Specific KPIs are not detailed but will be agreed upon.
• Liquidated Damages: Not specified.
• Termination: The Contracting Authority may terminate the framework agreement if the Member commits a material breach, fails to perform obligations, enters into insolvency proceedings, or ceases to carry on business.
• IP Ownership: Not specified.
• Sub-contracting: Not specified, but consortium members must appoint a single responsible supplier.
• Guarantees/Bonds: Not specified.

9. Risks, red flags & unusuals

• Single-Party Framework: This is a single-party framework, meaning only one supplier will be appointed for the duration. This limits competition for future requirements within the framework's scope.
• No Guaranteed Expenditure: The estimated value (€90,000 - €120,000) is indicative, with no guaranteed minimum spend. The Contracting Authority reserves the right to procure outside the framework.
• Tight Delivery Timeline: The vehicle must be supplied within eight (8) weeks of contract signing, which may be challenging depending on vehicle availability and customisation.
• Specific Geographic Support: The requirement for workshop coverage in Leitrim, Limerick, Galway, and Dublin narrows the potential supplier pool.
• Framework vs. Contract: The tender seeks to establish a framework agreement and award an initial contract simultaneously. Tenderers must understand the distinction and implications of framework membership.
• Incumbent Advantage: While not explicitly stated, a single-party framework can favour an incumbent if they are bidding and have established relationships and processes with the buyer.

10. SME fit assessment

This tender is structured as a single-party framework agreement, meaning only one supplier will be selected for the duration. The estimated value of €90,000 to €120,000 over four years suggests a relatively small contract value per year.

• Credible Bidders: A small to medium-sized enterprise (SME) with a strong track record in vehicle leasing, specifically wheelchair accessible vehicles, and a robust service network across the specified Irish locations (Leitrim, Limerick, Galway, Dublin) could be a credible bidder. They would need to demonstrate compliance with the insurance and turnover requirements.
• Consortium/Sub-contracting: SMEs are encouraged to form relationships with other SMEs or larger enterprises to meet capacity requirements. Consortium bids are permitted, but a single entity must assume overall responsibility.
• Indicative Bid-Prep Effort: Preparing a comprehensive bid, including detailed technical specifications, service plans, and financial information, could require 5-10 days of effort for a small business, depending on existing documentation and internal resources.
• Pwin Signal: The single-party framework structure and the specific geographic support requirements suggest a potentially limited competitive field. If an incumbent supplier exists with a strong existing relationship and service infrastructure, they may have an advantage. However, the tender explicitly encourages SME participation and consortia, indicating openness to new entrants.

11. Where to dig deeper

• Source RFT Filename: Rehab Group- SPFA 9 Seater Wheelchair Minibus Lease.pdf
• eTenders CFT ID: Not specified in the provided text.
• Contact / Clarification Portal: Questions and Answers facility on www.etenders.gov.ie.
• Key Attachments:
• Appendix 6 – Draft Framework Agreement
• Appendix 5B – Relating to Qualitative Award Criteria
• Detailed Specification of Requirements (Section 3.2)