NT2401 - RFT for the Provision of Certificates of Roadworthiness (CRWs)

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

Buyer Title CPV / category Estimated value Per-year Procedure type Lots Location Contract length Submission deadline Go-live / start |-----------------------------|---------------------------------------------------------|----------------|-----------------|----------|----------------|------|----------|------------------|------------------------------------|------------------| Road Safety Authority (RSA) NT2401 - RFT for the Provision of Certificates of Roadworthiness (CRWs) Services not disclosed not stated not stated not stated not stated Initial Contract Term: not stated; Extended Contract Term: not stated 2024-10-08T09:00:00+00:00 not stated

2. Scope of Work

The Road Safety Authority (RSA) seeks a contractor to provide Certificates of Roadworthiness (CRWs) for vehicles in Ireland. The contract encompasses the supply of up to 750,000 Standard CRWs during the Initial Contract Term, with the potential for two extensions, each allowing for an additional 750,000 CRWs, leading to a total possible supply of 2,250,000 CRWs.

Key activities include:

• Production of CRWs: The contractor must produce and deliver CRWs that meet RSA specifications.
• Quality Assurance: Each batch of CRWs must undergo quality checks to ensure compliance with standards.
• Delivery Schedule: The first delivery is expected within six weeks from the contract date.
• Documentation: The contractor must maintain accurate records of CRW production, including carton numbers and CRW numbering sequences.
• Compliance with Standards: The contractor must adhere to relevant ISO standards, including ISO 9001:2015 for quality management and ISO 27001:2013 for information security.
• Reporting: Regular reporting on production volumes and quality metrics to the RSA is required.
• Customer Service: The contractor must provide support for any queries related to CRWs.

The contractor will be responsible for ensuring that all CRWs are produced in accordance with the RSA's operational guidelines and standards.

3. Background & buyer context

The RSA is procuring these services as part of its commitment to enhancing road safety in Ireland. This initiative aligns with the Government's Road Safety Strategy (2021 to 2030), which aims to reduce road fatalities and serious injuries by 50% over the next decade. The RSA's mission is to save lives and prevent injuries by reducing the number and severity of collisions on Irish roads. This procurement is part of a broader effort to improve vehicle standards and compliance, ultimately contributing to the RSA's Vision Zero ambition of achieving zero fatalities and serious injuries by 2050.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €100,000 in each of the last three financial years.
• Insurance:
• Employers Liability: €12,700,000
• Public Liability: €6,500,000
• Product Liability: €6,500,000
• Professional Indemnity: €500,000
• Certifications: Compliance with ISO standards, specifically:
• ISO 9001:2015
• ISO 14001:2015
• ISO 27001:2013
• ISO 14298:2021
• Past experience: Evidence of having completed at least three comparable projects in the last three years.
• Personnel: Key personnel must have a minimum of three years' experience in relevant roles.
• Geographic constraints: Bidders must be based within the EU/EEA.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow a Most Economically Advantageous Tender (MEAT) approach, balancing price and quality.

6. Submission requirements

Bidders must submit the following documents:

• Method statement: A response document following the provided template, with a maximum of 20 pages.
• CVs: CVs for key personnel, limited to two pages each.
• Pricing schedule: A detailed pricing schedule using the specified template.
• Case studies: Two case studies demonstrating relevant experience, with project values between €50,000 and €200,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified.
• Submission portal: Tenders must be submitted via eTenders, following the specified format.

7. Key dates & process

8. Contract terms that matter

Key terms of the contract include:

• Term structure: The Initial Contract Term is for the supply of 750,000 CRWs, with up to two extensions available.
• Payment terms: Payments will be made within 30 days of receipt of the contractor's invoice.
• Key SLAs/KPIs: Specific performance metrics will be established, including delivery timelines and quality standards.
• Liquidated damages: Penalties may apply for late delivery or failure to meet quality standards.
• Termination clauses: The RSA reserves the right to terminate the contract for non-compliance or failure to meet obligations.
• IP ownership: All intellectual property created during the contract will remain with the RSA.
• Sub-contracting rules: Sub-contracting is permitted but must be disclosed and approved by the RSA.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• High turnover requirement: The minimum turnover threshold of €100,000 may limit participation from smaller firms.
• Insurance levels: The required insurance levels may be challenging for smaller businesses to meet.
• Quality assurance: The emphasis on compliance with ISO standards may disadvantage bidders without existing certifications.
• Limited geographic scope: The requirement for EU/EEA-based bidders may restrict competition.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with the following characteristics:

• Credible bidders: Firms with experience in producing and supplying similar certification products, ideally with ISO certifications.
• Consortiums allowed: Bidders may form consortiums to meet the requirements, with a designated Prime Tenderer responsible for the submission.
• Bid preparation effort: Estimated preparation time is approximately 10-15 days, considering the documentation and compliance requirements.
• Pwin signal: The presence of established firms in the sector may indicate a competitive landscape, but the tender is open to SMEs capable of meeting the criteria.

11. Where to dig deeper

• Source RFT filename: 01. RFT Document - NT2401.pdf
• eTenders CFT ID: Not specified
• Contact email: Not specified
• Important attachments:
• Appendix 2 — Tender Response Form
• Appendix 8 — Data Protection Notice
• Appendix 9 — Confidentiality Undertaking