Provision of New Adapted and Non-Adapted Vehicles for Corlann

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 tender concerns the supply of new adapted and non-adapted vehicles across five distinct lots for Corlann. The total estimated value for this procurement is €1,950,000. All vehicles must be new and registered to Corlann. Pre-registered vehicles are acceptable if registered in Ireland for less than three months and with fewer than 5,000 kilometres. The latest date for vehicle delivery is 31 December 2026. Corlann reserves the right to adjust the quantity of any vehicle requirement by plus or minus two units.

The scope of work comprises the supply of the following vehicle types:

• Lot 1: Nine (9) x 9-Seater Standard Road Vehicles (Non-Adapted). These vehicles can be Internal Combustion Engine (ICE), Hybrid, or Full Electric. Electric variants must have a minimum battery capacity of 75 kWh and a minimum range of 350 kilometres WLTP.
• Lot 2: Eight (8) x 7-Seater Standard Road Vehicles (Non-Adapted). These vehicles must be Electric Only.
• Lot 3: Eight (8) x L2H2 Wheelchair Adapted Vehicles. These vehicles must be ICE only, due to specific regional service requirements.
• Lot 4: Two (2) x Lowered Floor Wheelchair Adapted Vehicles. These vehicles are specified as "6 Passenger plus driver to include Lowered Floor Access for Wheelchair Passenger".
• Lot 5: Two (2) x L1H2 Lowered Floor Wheelchair Adapted Vehicles. These vehicles are specified as "6 Passenger plus driver to include Lowered Floor access for Wheelchair Passenger".

Tenderers must refer to Appendix 1 for detailed vehicle specifications. Corlann may award part or all of the contracts to a single or multiple tenderers and may divide each lot between multiple suppliers. Corlann also reserves the right to reject any vehicles tendered if they are deemed unsuitable for specific service requirements.

3. Background & buyer context

Corlann, previously known as The Brothers of Charity Services Ireland, is the contracting authority for this procurement. The tender is issued to acquire new adapted and non-adapted vehicles to support services delivered across various regions. The procurement aligns with Corlann's operational needs for fleet renewal and expansion. No specific programme or policy is explicitly mentioned as the driver, but the requirement for adapted vehicles suggests a focus on supporting individuals with mobility needs. The incumbent supplier is not named in the provided documentation. The strategic driver is to ensure Corlann has the necessary vehicle fleet to fulfil its service delivery obligations.

4. Eligibility & selection criteria

Tenderers must meet specific criteria to be considered compliant. These are assessed on a pass/fail basis.

• Turnover requirement: Not specified for this tender.
• Insurance: The successful Tenderer must hold the following insurances for the term of the Goods Contract:
• Employers Liability: €12,700,000
• Public Liability: €6,500,000
• Product Liability: €6,500,000 Tenderers confirm by signing the Tenderer's Statement that they will obtain and hold these insurances from the Goods Contract's effective date.
• Certifications: Not specified for this tender, beyond general compliance with applicable laws.
• Past experience: Not specified for this tender.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Vehicles must be registered in Ireland. Pre-registered vehicles are acceptable if registered in Ireland for less than three months and have less than 5,000 kms.

In addition to insurance, Tenderers must:

• Possess a current Tax Clearance Certificate (TCAN) and provide evidence upon contract award.
• Be compliant with all social security and revenue obligations for the duration of any awarded contract.
• Provide supporting documentation for economic and financial standing without delay when requested. If unable to provide specified documentation for a valid reason, alternative suitable documentation must be provided.

5. Award criteria & scoring

The Goods Contract will be awarded on the basis of the Most Economically Advantageous Tender (MEAT), determined by a combination of Technical and Cost criteria.

Technical Criteria Details:

• Delivery Date: Scored based on the vehicle registration date and conversion lead time. The conversion is complete when the vehicle is registered to Corlann and deliverable.
• Warranty: Tenderers are expected to supply a replacement vehicle if a supplied vehicle is off-road for five working days or more due to warranty issues or parts unavailability.
• Make, Model, Variant, Specification: Evaluated against Appendix 1 specifications.
• Environmental Impact: Assessed based on the vehicle's environmental performance.

Cost Criteria Details:

• The Tenderer with the lowest Total Cost of Goods receives the maximum 600 marks. Other tenderers are scored proportionally.
• The total price quoted must be all-inclusive, including base cost, adaptation cost (where applicable), VRT, and VAT.

Overall Scoring: Technical and Cost scores are added to achieve a total score out of 1,000. Tenderers are ranked by their total score. The highest-ranked Tenderer is the Preferred Tenderer.

Tie Break: In case of a tie, the Tender with the highest overall 'Technical' score wins. If technical scores are also tied, the Tender with the highest score for 'Delivery Date' is preferred.

6. Submission requirements

Tenders must be submitted electronically via the eTenders platform (www.etenders.gov.ie).

• Method statement / response document: Tenderers MUST complete the tender response document and submit it as an attachment. Failure to do so will render the tender invalid.
• CVs: Not specified for this tender.
• Pricing schedule: Must be submitted via the Pricing Schedule at Appendix 2 and entered into the financial section on eTenders. The unit price must include all associated costs (base cost, adaptation, VRT, VAT).
• Case studies: Not specified for this tender.
• Declarations:
• Tenderer's Statement (Appendix 3), signed and scanned, printed on company letterhead.
• Tax Clearance Certificate (TCAN) evidence required upon award.
• Confirmation of compliance with social security and revenue obligations.
• Declaration of independent preparation of the tender.
• Disclosure of any registrable interests or conflicts of interest.
• Mandatory site visit: Not Used in this Tender.
• Submission portal: www.etenders.gov.ie.
• File size limit: 250MB per single file, 2GB total for all documentation.
• Tenders must be submitted in English.
• Tenders must be compiled for immediate reading using Microsoft Word, Excel, or PDF readers.
• Tenderers may submit alternative vehicle offerings, but only the latest submission for a vehicle type will be considered qualifying.
• Consortium/group tenders are accepted.

7. Key dates & process

8. Contract terms that matter

• Term + extension: The Goods Contract term is not explicitly stated, but vehicles must be delivered by 31 December 2026.
• Payment terms: Payments are subject to and made in accordance with the Supply of Goods Contract at Appendix 5.
• Key SLAs/KPIs: A critical KPI is the vehicle delivery date. Failure to meet the committed date or conversion lead time may result in contract cancellation. Warranty provisions require a replacement vehicle if a supplied vehicle is off-road for five working days or more.
• Liquidated damages or penalty regimes: Not explicitly detailed, but contract cancellation is a stated consequence for failing to meet delivery dates.
• Termination clauses: Corlann reserves the right to cancel awarded contracts if delivery dates are not met.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Subcontractors are permitted. The Prime Contractor is responsible for overall contract performance. Subcontractors must also meet selection criteria and compliance requirements.
• Parent-company guarantee or bond requirements: Not specified for this tender.

9. Risks, red flags & unusuals

• Tight Delivery Deadline: All vehicles must be delivered by 31 December 2026. This is a firm deadline, and failure to meet it carries the risk of contract cancellation.
• Quantity Fluctuation: Corlann reserves the right to increase or decrease vehicle quantities by +/- 2 units. Tenderers must price accordingly.
• Specific Technical Requirements: Lot 3 (L2H2 Wheelchair Adapted Vehicles) requires ICE engines only, limiting options for electric vehicle suppliers in this specific lot.
• Pre-registered Vehicle Conditions: While pre-registered vehicles are acceptable, strict conditions (less than 3 months registered, less than 5,000 kms) apply, requiring careful verification by tenderers.
• No Lowest Price Award: The contract is awarded on MEAT, not solely the lowest price, meaning technical aspects like delivery date and warranty are significant.
• Single Point of Contact: All communication must go through the nominated Prime Contractor contact. Correspondence from subcontractors will not be accepted.

10. SME fit assessment

This tender is structured to allow participation by a range of suppliers, including small and medium-sized enterprises (SMEs), provided they can meet the specified requirements.

• Who can credibly bid: A credible bidder would be a vehicle supplier or dealership with established relationships with manufacturers, capable of sourcing and delivering the specified vehicle types. They must have the financial standing to meet insurance requirements and the logistical capacity to deliver by the deadline. Specialised vehicle converters may need to partner with vehicle suppliers for adapted lots.
• Consortium or sub-contracting: Consortiums and subcontractors are explicitly permitted. This allows SMEs to partner with larger firms or specialists to meet requirements they might not be able to fulfil alone. For example, an SME might focus on the supply of non-adapted vehicles while partnering with a specialist converter for the adapted lots.
• Indicative bid-prep effort: Bid preparation would likely involve significant effort, potentially 10-20 days. This includes detailed specification review, pricing compilation across multiple lots, warranty and delivery commitment confirmation, and completion of all required documentation and declarations.
• Pwin signal: The tender is open, with no named incumbent or explicit preference for existing suppliers. The MEAT award criteria, particularly the emphasis on delivery date and warranty, suggest that reliability and timely delivery are key. The ability to meet the specific technical requirements for adapted vehicles will be crucial. The relatively short timeframe for delivery post-award could favour suppliers with existing stock or strong manufacturing relationships.

11. Where to dig deeper

• Source RFT filename: Request for Tender Vehicles 8897193.pdf
• eTenders CFT ID: Not explicitly stated in the provided text.
• Contact / Clarification Portal: Messaging facility on www.etenders.gov.ie
• Most Important Attachments:
• Appendix 1: Vehicle Specifications and Requirements
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement
• Appendix 4: Supply of Goods Contract