Invitation to Tender for the Provision of Hydrographic Survey Services

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

The contract involves the provision of hydrographic survey services for the Port of Cork, focusing on monitoring surveys throughout the Cork Estuary and Bantry Harbour. The primary contractor will conduct multi-beam bathymetric surveys, with a frequency of three surveys per year for various designated areas. The contract is set for an initial term of three years, from January 2025 to December 2027, with potential extensions up to December 2029 based on performance.

Key activities include:

• Bathymetric Monitoring Surveys: Conducted three times annually in March, July, and November across designated areas.
• Survey Areas:
• Upper Fairway Areas (Customs House Bridge to Buoy No. R.21 at Passage West)
• Commercial Berths
• Ringaskiddy Basin and Cobh Turning Circle
• Lower Fairway Areas (Ringaskiddy Bend to Roches Point)
• Crosshaven Approaches
• Local/Ferry Channels
• Other Berths
• Anchorage Area B
• Extended Approaches
• Offshore Disposal Site
• Secondary Optional Services: Include side-scan sonar, sub-bottom profiling, magnetometer surveys, drop-down videos, LIDAR surveys, and tide gauge validation/calibration.
• Ad-hoc Surveys: Additional surveys may be requested during the contract period, with rates specified in the Bill of Quantities.

The contractor must ensure high accuracy and repeatability in measurements, adhering to established industry standards for data acquisition and processing.

3. Background & buyer context

The Port of Cork Company is procuring these hydrographic survey services to maintain navigational safety and monitor sedimentation levels in the Cork Estuary and Bantry Harbour. This initiative aligns with the Port's ongoing commitment to ensuring safe navigation and operational efficiency. The contract is being issued at this time to address increasing demands for accurate and timely survey data, reflecting the strategic importance of these waterways for commercial and recreational activities.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €1 million in hydrographic survey services.
• Insurance:
• Public Liability: €5 million
• Employer's Liability: €13 million
• Certifications: Not specified for this tender.
• Past experience: Minimum of three comparable projects completed within the last five years.
• Personnel: At least one surveyor with a minimum of five years' experience in hydrographic surveying.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The scoring will follow a Most Economically Advantageous Tender (MEAT) approach. There are no specified minimum scoring thresholds per criterion or overall.

6. Submission requirements

Bidders must submit the following documents:

• Method Statement: A detailed response document following the provided template, with a maximum of 10 pages.
• CVs: CVs of key personnel, limited to 2 pages each.
• Pricing Schedule: Completed using the specified template.
• Case Studies: At least two case studies of relevant projects, with values between €100,000 and €500,000.
• Declarations: ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory Site Visit: A site visit is not required for this tender.
• Submission Portal: All submissions must be made through the eTenders platform, adhering to specified format rules.

7. Key dates & process

8. Contract terms that matter

Key terms of the contract include:

• Term Structure: Initial contract period of three years, with potential annual extensions up to a total of five years.
• Payment Terms: Fixed rates for the initial term, with possible adjustments during contract extensions based on negotiations.
• Key SLAs/KPIs: Surveys must be conducted within designated months, with deliverables due within two weeks post-survey.
• Termination Clauses: The Employer may terminate the contract if surveys are not conducted as scheduled or if deliverables are not provided on time.
• Sub-contracting Rules: Sub-contracting is permitted with prior written consent from the Employer.

9. Risks, red flags & unusuals

Potential risks and concerns specific to this tender include:

• Turnover Requirement: The minimum turnover requirement of €1 million may limit participation from smaller firms.
• Geographic Constraints: The tender does not specify geographic constraints, which may be beneficial for wider participation.
• Performance-based Extensions: The contract's extension is contingent on satisfactory performance, which may introduce pressure on the contractor.
• No Liquidated Damages: While no liquidated damages apply, the Employer retains the right to terminate the contract for non-compliance with survey schedules.

10. SME fit assessment

Small and medium-sized enterprises (SMEs) that can credibly bid for this contract typically possess:

• Size/Specialism: Firms specializing in hydrographic surveying with relevant experience and capabilities.
• Certifications: While specific certifications are not mandated, having industry-standard qualifications may enhance competitiveness.
• Consortium/Sub-contracting: The tender allows for sub-contracting, which may enable smaller firms to collaborate on larger projects.
• Indicative Bid-Prep Effort: Estimated preparation time for a competitive bid is approximately 10-15 days.
• Pwin Signal: The absence of an incumbent contractor may provide an opportunity for new entrants, although the requirement for a minimum turnover could limit participation.

11. Where to dig deeper

• Source RFT Filename: Port of Cork Hydrographic Survey 2025-29 ITT Letter.pdf
• eTenders CFT ID: Not specified
• Contact Email: [email protected]
• Important Attachments:
• Appendix B - Survey Metadata Form.docx
• Appendix A - Port of Cork Survey Summary.xlsx
• Appendix C - Contract Drawings.zip