Removal and repatriation of one Cs-137 High Activity Sealed Source

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

Maynooth University requires the removal and repatriation of one Caesium-137 (Cs-137) High Activity Sealed Source (HASS) from a Gammacell 1000 irradiator. This source is no longer needed and must be handled in compliance with relevant regulations. The contractor will perform the following activities:

• Removal and Transport: Safely remove the Cs-137 source from the Gammacell 1000 irradiator located on the ground floor of an academic building, ensuring minimal disruption to university operations.
• Compliance Documentation: Provide all necessary radiological licenses for transport, including those required by the Irish Environmental Protection Agency (EPA) and other relevant authorities.
• Method Statement: Develop and submit a detailed Method Statement outlining the procedures for safe removal, transport, and recycling of the source.
• Equipment Provision: Supply all necessary handling equipment, including a certified Type B(U) container for transport and a forklift with a trained operator.
• Wipe Testing: Conduct wipe tests of the source and the irradiator unit prior to removal to ensure compliance with safety standards.
• Transport Logistics: Manage logistics for the transport of the source to a designated return facility, including all transport documentation required under ADR, IATA, and IMDG regulations.
• Handover Documentation: Prepare a handover document to be signed on the day of removal, confirming the transfer of ownership and responsibility for the source.

The estimated activity of the source was 597 Ci (22.089 TBq) in 1986, with an expected activity of 248 Ci (9.190 TBq) in September 2024. The dimensions of the irradiator are 146 cm height, 76 cm width, and 66 cm depth, with specific access requirements detailed in the tender documents.

3. Background & buyer context

This tender is issued by Maynooth University, which has a long-standing commitment to education and research, serving approximately 14,000 students. The university is located in a rapidly growing region of Ireland and is known for its innovative teaching and research capabilities. The procurement of this service aligns with the university's strategic plan to ensure compliance with environmental regulations and to safely manage hazardous materials. The removal of the Cs-137 source is necessary due to its obsolescence and the university's commitment to maintaining a safe campus environment.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover Requirement: Minimum average annual turnover of €500,000 in the relevant area of work.
• Insurance:
• Employers Liability: €13 million
• Public Liability: €6.5 million
• Professional Indemnity: not specified for this tender
• Certifications: Relevant radiological licenses and compliance with standards set by the Irish Environmental Protection Agency and other applicable regulatory bodies.
• Past Experience: Evidence of successfully delivering at least two comparable projects within the last three to five years.
• Personnel: Key personnel must have relevant experience in handling hazardous materials, with specific qualifications not detailed in the tender.
• Geographic Constraints: Bidders must be able to operate within Ireland and comply with any transport regulations applicable to hazardous materials.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, focusing on the balance between price and quality.

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, highlighting relevant experience.
• Pricing Schedule: A completed pricing schedule using the specified template.
• Case Studies: At least two case studies of similar projects, with values ranging from €50,000 to €250,000.
• Declarations: Completed ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory Site Visit: Not applicable for this tender.
• Submission Portal: All documents must be submitted electronically via the eTenders postbox facility.

7. Key dates & process

8. Contract terms that matter

The contract will have an initial term of one year, with the option to extend for up to four additional one-year periods. Payment terms will be monthly, based on invoices submitted for costs incurred. Key performance indicators (KPIs) will include compliance with safety regulations and timely completion of the project. Liquidated damages may apply for delays in the removal process. The contractor will retain ownership of any intellectual property developed during the contract, and subcontracting is permitted with prior approval from Maynooth University.

9. Risks, red flags & unusuals

Potential risks associated with this tender include:

• Geographic Constraints: The requirement for compliance with multiple regulatory bodies may limit the pool of eligible bidders.
• Tight Timeline: The project must be completed within a specified timeframe, which may pose challenges for bidders with limited resources.
• Incumbent Advantage: Previous contractors may have an advantage due to familiarity with the university's processes and requirements.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with expertise in hazardous materials handling and waste management. Bidders should have relevant certifications and experience in similar projects. Consortiums or subcontracting arrangements are allowed, enabling smaller firms to collaborate with larger entities. Preparation for the bid may require approximately 10-15 days, considering the need for detailed documentation and compliance with safety standards. The presence of stringent insurance and turnover requirements may signal a competitive bidding environment, particularly for firms without prior experience with Maynooth University.

11. Where to dig deeper

• Source RFT filename: 369 RFT removal and repatriation of irradiator.docx
• eTenders CFT ID: not specified
• Contact email: Queries should be directed through the Questions and Answers facility on www.etenders.gov.ie
• Important attachments:
• "369 TRD removal and repatriation of irradiator"
• "369 Sample Services Contract"