Request for Tenders for the provision of Water Hygiene (Legionella) Risk Assessments and Advisory Reports

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

Co-operative Housing Ireland ran this procurement for “Request for Tenders for the provision of Water Hygiene (Legionella) Risk Assessments and Advisory Reports” as an operational contract requiring implementation and sustained service execution. The extracted pack showed qualification-stage material with references to later ITT technical depth; practical activity therefore centred on building, integrating, and operating the specified service stack with compliant reporting and handover obligations where stated. Constituent activities and named work elements in the supplied extracts:

• be required to hold for the term of the Services Contract the following insurances: Type of Insurance Indemnity Limit Employer’s Liability €12.7m any one claim or series of claims arisi
• ority estimates that the expenditure on the Services to be covered by the proposed Services Contract may amount to some €150,000 (excl
• rer shall be required to supply its Tax Clearance Access Number and Tax Reference Number to facilitate online verification of their tax status by
• Appendix 5: Services Contract 29
• 1. Cooperative Housing Ireland (CHI) (the “Contracting Authority”) invites tenders (“Tenders”) to this request for tenders (“RFT”) from economic operators (“Tenderers”) for the provision of the services as described in Appendix 1 to this RFT (the “Services”).
• In summary, the Services comprise a requirement to procure a contractor to conduct Legionella Risk Assessments and associated services.
• This public procurement competition (the “Competition”) will be conducted in accordance with the open procedure under the European Union (Award of Public Authority Contracts) Regulations 2016 (Statutory Instrument 284 of 2016) (the “Regulations”). Any contract that may result from this Competition (the “Services Contract”) will be issued for a term of 3 years (“the Term”).
• The Contracting Authority estimates that the expenditure on the Services to be covered by the proposed Services Contract may amount to some €150,000 (excl. VAT) over the Term and any possible extensions. Tenderers must understand that this figure is an estimate only based on current and future expected usage.
• • 1. Contracting Authority policy seeks to encourage participation on a fair and equal basis by Small and Medium Enterprises (“SME”s) in this Competition. SMEs that believe the scope of this Competition is beyond their technical or business capacity are encouraged, subject to paragraph 2.5, to explore the possibilities of forming relationships with other SMEs or with larger enterprises. Through such relationships they can participate and contribute to the successful implementation of any Services Contract that may result from this Competition and therefore increase their social and economic benefits.
• Larger enterprises are also encouraged, subject to paragraph 2.5, to consider the practical ways that SMEs can be included in their proposals to maximise the social and economic benefits of any Services Contracts that may result from this Competition.
• [RFT - Water Hygiene Risk Assessments (Amended 3-2-3).docx] can be included in their proposals to maximise the social and economic benefits of any Services Contracts that may result from this Competition.
• This RFT does not constitute an offer or commitment to enter into a Services Contract. Non-binding monetary references in the source were treated as context only and were not used as qualification thresholds.

3. Background & buyer context

The buyer context reflected a formal Irish public-procurement route, with pre-qualification used to control entry into the tender stage.

• • 1. Contracting Authority policy seeks to encourage participation on a fair and equal basis by Small and Medium Enterprises (“SME”s) in this Competition. SMEs that believe the scope of this Competition is beyond their technical or business capacity are encouraged, subject to paragraph 2.5, to explore the possibilities of forming relationships with other SMEs or with larger enterprises. Through such relationships they can participate and contribute to the successful implementation of any Services Contract that may result from this Competition and therefore increase their social and economic benefits.

4. Eligibility & selection criteria

• Turnover requirement — — use these verbatim for insurance / turnover. If a category (insurance, turnover) has no entry here, treat it as 'not specified' for THIS tender.
• Insurance — — use these verbatim for insurance / turnover. If a category (insurance, turnover) has no entry here, treat it as 'not specified' for THIS tender.; be required to hold for the term of the Services Contract the following insurances: Type of Insurance Indemnity Limit Employer’s Liability €12.7m any one claim or series of claims arisi; ng out of a single occurrence (if self-employed this is not necessary) Public Liability €6.5m any one claim or series of claims arisi
• Certifications — not specified for this tender
• Past experience — not specified for this tender
• Personnel — not specified for this tender
• Geographic / facility constraints — not specified for this tender Additional binding lines surfaced in the deterministic extract:
• — use these verbatim for insurance / turnover. If a category (insurance, turnover) has no entry here, treat it as 'not specified' for THIS tender.
• be required to hold for the term of the Services Contract the following insurances: Type of Insurance Indemnity Limit Employer’s Liability €12.7m any one claim or series of claims arisi
• ng out of a single occurrence (if self-employed this is not necessary) Public Liability €6.5m any one claim or series of claims arisi
• Professional Liability €1,000,000 Cyber Liability €1,000,000 * + 1
• Tenderers must have a minimum annual turnover of €250,000 for their most recent financial year: u

5. Award criteria & scoring

6. Submission requirements

• Method statement / response document (template/page limits) — Appendix 1 questionnaire/PQQ response was required.
• CVs (page count, named roles) — not specified in extract.
• Pricing schedule (format/template) — expected at ITT stage.
• Case studies (number/value range) — client references/comparable project evidence was referenced.
• Declarations (ESPD/Bona Fides/Tax/COI) — ESPD/declaration/statement-of-confirmation language was present.
• Mandatory site visit — not specified in extract.
• Submission portal and formatting — eTenders portal and PDF electronic copies were referenced. Submission-related source lines:
• Appendix 1: Requirements and Specifications 19
• Appendix 2: Pricing Schedule 25
• Appendix 3: Tenderer’s Statement 26
• Appendix 4: Declaration as to Personal Circumstances of Tenderer 27
• Appendix 5: Services Contract 29
• Appendix 6: Confidentiality Agreement 53

7. Key dates & process

8. Contract terms that matter

Contract duration in the extract: 12 months. Payment cycle, SLA/KPI schedule, and penalty regime were not fully disclosed in the snippets unless listed below.

• VERIFIED PHRASES (deterministic regex extract from the documents — treat as authoritative for numerical claims)
• be required to hold for the term of the Services Contract the following insurances: Type of Insurance Indemnity Limit Employer’s Liability €12.7m any one claim or series of claims arisi
• NOW IT IS HEREBY AGREED in consideration of the sum of €2.00 (the receipt of which is hereby acknowledged by the Contractor) as follows:
• I confirm that I have the minimum annual turnover pertaining to the contract in accordance with the terms and conditions detailed in Part 3, paragraph 3
• e right to extend the Term for a period or periods of up to 12 months with a maximum of two (2) such extensio
• ontinues for 20 calendar days either Party may terminate at 14 days notice
• breach(es) (if the breach(es) are capable of remedy) within 30 days after receipt of a request in writing f
• For the Term and for a period of 12 months thereafter (and save in respect of publ

9. Risks, red flags & unusuals

• Qualification gate: the deterministic extract included a turnover threshold line (— use these verbatim for insurance / turnover. If a category (insurance, turnover) has no entry here, treat it as 'not specified' for THIS tender.), which can materially narrow bidder pool composition.
• The two-step process (PQQ then ITT) shifted effort to compliance evidence early, with competitive scoring detail potentially deferred.
• Technical and contractual granularity appeared ITT-dependent, increasing ambiguity at qualification stage for non-incumbent bidders.

10. SME fit assessment

This competition looked most accessible to firms with established public-sector tender capability, documented financial capacity, and direct operational experience in the relevant service category.

• Credible bidder profile — mid-sized to large specialist with formal QA/compliance process.
• Consortium / sub-contracting — allowed or addressed in the extracts (Appendix references and reliance provisions).
• Indicative bid-prep effort — 6 to 12 working days for evidence collation, form completion, and review cycles at PQQ level.
• Pwin signal — strongest for bidders with reusable qualification artefacts, comparable references, and low-friction mobilisation capability.

11. Where to dig deeper

• Source RFT/PQQ filenames: [
• name, title, telephone number, postal address, facsimile number and e-mail address of the nominated entity authorised to represent the Tenderer a
• rer shall be required to supply its Tax Clearance Access Number and Tax Reference Number to facilitate online verification of their tax status by
• • BS EN 806-5:2012 – Specification for Installations Inside Buildings Conveying Water for H
• Use within Buildings and their Curtilages (Complementary to BS EN 806)
• er Hygiene or Legionella Risk Assessments, including the number and type of properties assessed, timelines achieved, and any added value or innov

Deadline phrases

• be received not later than 12:00hrs GMT on 10th December 2025 (the “Tender Deadline”)
• be accepted no later than 12:00hrs GMT on 3rd December 2025 unless otherwise published by the Contracting Authority
• ie** **by 12:00hrs GMT on 10th December 2025

Scale / volume phrases

• e right to extend the Term for a period or periods of up to 12 months with a maximum of two (2) such extensio
• that all prices quoted in the Tender will remain valid for 12 months commencing from the Contract Signature
• l year: unless the date of establishment is within the last 12 months, in which
• n circumstances where no queries are raised within the said 14 day period the invoice shall be deemed acce
• ontinues for 20 calendar days either Party may terminate at 14 days notice
• , without liability for compensation or damages, by serving 1 months written notice to the Contractor
• , without liability for compensation or damages, by serving 3 months written notice to the Client
• breach(es) (if the breach(es) are capable of remedy) within 30 days after receipt of a request in writing f
• For the Term and for a period of 12 months thereafter (and save in respect of publ

TENDER DOCUMENTS [RFT - Water Hygiene Risk Assessments (Amended 3-2-3).docx, RFT - Water Hygiene Risk Assessments (Amended 3-2-3).docx, RFT - Water Hygiene Risk Assessments (Amended 3-2-3).docx] Request for Tenders.

• eTenders CFT / notice reference: not specified in extract.
• Clarification contact / portal: [email protected].
• Key attachments to prioritise: Appendix 1: Requirements and Specifications 19 , Appendix 2: Pricing Schedule 25 , Appendix 3: Tenderer’s Statement 26 .