2024 Request for Tender for Quantity Surveying and Cost Advice 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 Port of Waterford Company seeks a contractor to provide Quantity Surveying and Cost Advice Services over a three-year term, with a potential one-year extension. The contractor will engage in various activities related to the management and execution of capital projects, particularly in civil engineering and building works.

Key activities include:

• Cost Estimation: Preparing detailed cost estimates for various projects, ensuring alignment with budgetary constraints.
• Contract Administration: Managing contracts under the Public Works Procurement Process, including traditional, design/build, and DBFO contract types.
• Project Management: Overseeing project timelines, deliverables, and stakeholder communication.
• Site Visits: Conducting regular site visits to monitor progress and ensure compliance with project specifications.
• Liaison: Acting as a point of contact between the Port and various stakeholders, including contractors and consultants.
• Sustainability Assessments: Evaluating sustainability practices in project execution and advising on alternative energy solutions.
• Funding Applications: Assisting in the preparation of funding and grant applications related to infrastructure projects.
• Engagement of Consultants: Coordinating with construction-related consultants for design and project management services.

The contractor must demonstrate familiarity with the Conditions of Engagement for Chartered Quantity Surveyors as published by the Society of Chartered Surveyors Ireland, particularly in relation to civil engineering projects.

3. Background & buyer context

The procurement of Quantity Surveying and Cost Advice Services aligns with the Port of Waterford's strategic initiative to enhance operational efficiency and manage a €5 million capital project program over the next three years. This initiative is part of the Port's commitment to improve infrastructure and services, thereby supporting economic development in the South East region of Ireland. The Port of Waterford is classified as a comprehensive port on the EU’s TEN-T network and is one of five ports of national significance in Ireland.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €100,000 over the last three years.
• Insurance:
• Employers Liability Insurance: Minimum €13,000,000.
• Public Liability Insurance: Minimum €2,500,000.
• Professional Indemnity Insurance: Minimum €1,000,000.
• Certifications: Current membership of the Society of Chartered Surveyors of Ireland or a similar approved professional body.
• Past experience: Demonstrated experience in delivering comparable projects, particularly in civil engineering and building works.
• Personnel: Availability of a Director or Associate to attend the Port's offices at least two days per month.
• Geographic constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The minimum scoring threshold for each criterion is 50%. The overall evaluation will follow a Most Economically Advantageous Tender (MEAT) approach, with a total score of 10,000 points available.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Follow the provided template with no specified page limit.
• CVs: For Director and Associate roles, with no specified page limit.
• Pricing schedule: Must follow the named template provided in the tender documents.
• Case studies: Minimum of two, illustrating relevant project experience.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified, but bidders should confirm availability for potential site inspections.
• Submission portal: Tenders must be submitted via the eTenders website in a readable format (MS Office or PDF).

7. Key dates & process

8. Contract terms that matter

The contract will have a term of three years, with an option to extend for one additional year. Key terms include:

• Payment terms: All costs must be all-inclusive and expressed in Euro, exclusive of VAT.
• Key SLAs/KPIs: Not specified in the documents.
• Liquidated damages: Not specified in the documents.
• Termination clauses: Not specified in the documents.
• IP ownership: Not specified in the documents.
• Sub-contracting rules: Not specified in the documents.
• Parent-company guarantee or bond requirements: Not specified in the documents.

9. Risks, red flags & unusuals

Potential concerns for bidders include:

• The requirement for a minimum average annual turnover of €100,000, which may limit participation from smaller firms.
• The necessity for specific insurance coverages, which could be a barrier for firms without existing policies.
• The expectation for a Director or Associate to be present at the Port's offices two days per month, which may not be feasible for all bidders.

10. SME fit assessment

This tender is open to small and medium-sized enterprises (SMEs) that can demonstrate the following:

• Who can credibly bid: Firms with experience in quantity surveying and cost advice services, particularly in civil engineering and building works.
• Consortium or sub-contracting: Not explicitly mentioned, but the Port is open to SMEs fulfilling multiple roles.
• Indicative bid-prep effort: Estimated at several days to compile the necessary documentation and responses.
• Pwin signal: The incumbent's strength is not specified, but the tender does not indicate a sole-supplier framework.

11. Where to dig deeper

• Source RFT filename: Tender for Quantity Surveyors - Instructions to Tenderers - September 2024.pdf
• eTenders CFT ID: not specified
• Contact email or clarification portal: Queries must be directed through the messaging facility on www.etenders.gov.ie.
• Important attachments: Appendix 1 — Form of Tender, Appendix 2 — Tenderers’ Statement, Appendix 5 — Declaration with regard to Economic and Financial Standing, Technical and/or Professional Ability.