Sanitary Surveys of Classified Production Areas and new Classification Areas in Ireland

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 Sea-Fisheries Protection Authority (SFPA) seeks a contractor to conduct sanitary surveys of classified production areas and new classification areas in Ireland. The contract encompasses a comprehensive evaluation of potential sources of contamination affecting bivalve mollusc harvesting areas. The contractor will perform desk-based surveys and develop sampling plans to ensure compliance with EU regulations.

The key activities include:

• Desk-Based Surveys: Conduct surveys to assess the extent of fisheries/aquaculture, inventory sources of organic pollutants, and analyze seasonal variations in pollutant release.
• Sampling Plan Development: Create detailed sampling plans for each shellfish production area, identifying Representative Monitoring Points (RMPs) based on survey data.
• Hydrological Assessments: If necessary, undertake dye and drogue studies to understand hydrological movements within production areas.
• Reporting: Prepare concise executive summaries encapsulating essential survey findings, including pollution concerns and recommendations for modifications to production area boundaries.
• Training: Provide knowledge transfer and training sessions for SFPA staff, if requested.

The expected workload includes conducting 10 sanitary surveys across various locations, such as Wexford Harbour and Killary Harbour, and delivering training sessions to SFPA personnel. The completion time for each survey is approximately five months.

3. Background & buyer context

The procurement aligns with the SFPA's mandate to ensure compliance with EU Regulation 625/2017 and Regulation 627/2019, which require sanitary surveys prior to classifying shellfish production areas. This initiative is part of a broader strategy to enhance seafood safety and protect public health. The SFPA, established under the Sea-Fisheries and Maritime Jurisdiction Act 2006, operates from Clonakilty, Co. Cork, with additional offices at major fishing ports across Ireland. The current tender is aimed at improving monitoring and classification processes for shellfish production areas.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €150,000 for the last three years.
• Insurance:
• Employer’s Liability: €12.7 million limit for one claim or series of claims.
• Public/Product Liability: €6.5 million limit for any one claim or series of claims.
• Professional Indemnity: €100,000 limit for any one claim or series of claims.
• Certifications: Not specified for this tender.
• Past experience: Evidence of three comparable projects completed within the last three years, demonstrating relevant experience in GIS, hydrographical, and hydrodynamic mapping.
• Personnel: Key personnel must have relevant experience in the Irish shellfish industry and microbiological assessments.
• Geographic constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The scoring will follow the Most Economically Advantageous Tender (MEAT) principle, with a minimum scoring threshold for qualitative criteria.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Complete the Tender Response Document with all required information.
• CVs: Provide CVs for key personnel, limited to two pages each.
• Pricing schedule: Complete Appendix 2: Pricing Schedule in the specified format.
• Case studies: Include three case studies of relevant projects, detailing project value and outcomes.
• Declarations: Submit ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not applicable for this tender.
• Submission portal: All submissions must be made via eTenders, ensuring compliance with format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: Initial contract duration of 24 months, with the option to extend for up to 12 months (two extensions).
• Payment terms: Payments will be made upon satisfactory completion of deliverables as outlined in the contract.
• Key SLAs/KPIs: Performance will be monitored through regular reports and meetings with the SFPA.
• Liquidated damages: Not specified for this tender.
• Termination clauses: The contract may be terminated with 14 days' notice.
• IP ownership: All intellectual property developed during the contract will remain with the SFPA.
• Sub-contracting rules: Not specified for this tender.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirement of €150,000 may limit participation to established firms, potentially excluding smaller businesses.
• The contract's reliance on desk-based surveys may not account for unforeseen environmental factors, leading to potential inaccuracies in assessments.
• The requirement for additional dye and drogue work, while not routine, could incur unexpected costs for the contractor.
• The SFPA's right to award the contract to the next highest scoring tenderer if the successful bidder fails to deliver may create uncertainty for bidders.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with expertise in environmental science, particularly in the areas of hydrography and microbiological assessments. Viable bidders should possess:

• Relevant certifications and insurance coverage as specified.
• Experience in conducting sanitary surveys and developing sampling plans.
• The capacity to manage a team with expertise in GIS and hydrodynamic mapping.

Consortium or subcontracting arrangements are permitted, allowing SMEs to collaborate to meet financial and technical requirements. Bid preparation is expected to require several days of effort, including document preparation and team coordination. The presence of an established incumbent may influence the competitive landscape, as past performance could weigh heavily in evaluations.

11. Where to dig deeper

• Source RFT filename: RFT - Sanitary Surveys 24 Final_15.10.24.docx
• eTenders CFT ID: not specified
• Contact email or clarification portal: Queries must be submitted via eTenders messaging only.
• Important attachments:
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderers’ Statement / Form of Tender
• Appendix 4: Draft Service Contract