TII425 Facilities 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 encompasses the provision of Facilities Management Services for Transport Infrastructure Ireland (TII). The estimated value of the services over the contract term is €1,258,000. The contractor will be responsible for ensuring the effective management and maintenance of TII facilities, which may include offices, operational sites, and other infrastructure.

Key activities include:

• Cleaning Services: Daily cleaning of office spaces, restrooms, and communal areas.
• Maintenance Services: Routine maintenance of facilities, including plumbing, electrical, and HVAC systems.
• Waste Management: Collection, sorting, and disposal of waste, ensuring compliance with environmental regulations.
• Health and Safety Compliance: Regular inspections and audits to ensure adherence to health and safety standards.
• Sustainability Practices: Implementation of eco-friendly cleaning products and methods, including waste recycling and energy-efficient practices.
• Reporting: Monthly performance reports detailing service delivery, incidents, and compliance with SLAs.

The contractor must demonstrate experience in managing similar facilities and possess the necessary resources to meet TII's operational requirements.

3. Background & buyer context

This tender is being issued as part of TII's ongoing commitment to maintain high standards in facilities management across its operations. The procurement aligns with TII's strategic objectives to enhance operational efficiency and sustainability within its facilities. The initiative is part of a broader government policy aimed at improving public service delivery through effective resource management. No incumbent contractor is mentioned in the documents.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €650,000.
• Insurance:
• Employer’s Liability: €13 million
• Public Liability: €6.5 million
• Product Liability: €6.5 million
• Certifications: Compliance with ISO 14001 or equivalent environmental management standards.
• Past experience: Minimum of 2 comparable projects completed within the last 5 years, demonstrating similar scale and complexity.
• Personnel: Key personnel must have relevant experience in facilities management.
• Geographic constraints: Not specified for this tender.

Failure to meet any of these criteria will result in disqualification from the tender process.

5. Award criteria & scoring

Bids will be evaluated based on the most economically advantageous tender (MEAT) criteria. The following table outlines the award criteria:

A minimum score of 60% is required for each criterion to remain in the competition.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement: Response document following the provided template, with a maximum of 20 pages.
• CVs: For key personnel, limited to 2 pages each.
• Pricing schedule: Completed using the specified template.
• Case studies: 2 relevant projects, each valued at a minimum of €200,000.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest statements.
• Mandatory site visit: Details to be communicated via clarification notice.
• Submission portal: All documents must be submitted via the eTenders platform, adhering to specified format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: 4 years, with the possibility of two 1-year extensions.
• Payment terms: Payments will be made in accordance with the Services Contract, with invoices due within 30 days of receipt.
• SLAs/KPIs: Specific performance metrics will be established, with penalties for non-compliance.
• Termination clauses: Either party may terminate the contract with 14 days' notice for non-compliance.
• IP ownership: All materials produced under the contract will be owned by TII.
• Sub-contracting rules: Subcontractors must be disclosed and approved by TII.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirement of €650,000 may limit participation from smaller firms.
• The absence of specified geographic constraints could lead to a broader pool of bidders, but may also introduce competition from larger firms.
• The requirement for two reference projects within the last five years may disadvantage newer entrants to the market.
• The contract's sustainability focus may necessitate additional investments in eco-friendly practices, impacting pricing strategies.

10. SME fit assessment

This tender is suitable for SMEs with experience in facilities management. Viable bidders should have:

• A proven track record in delivering similar services, ideally with environmental certifications.
• The capacity to manage the scale of operations required by TII.
• The option to form consortia or subcontract to meet specific requirements.
• An estimated bid preparation effort of approximately 10-15 days.
• A moderate Pwin signal due to the absence of an incumbent and the potential for competition from larger firms.

11. Where to dig deeper

• Source RFT filename: TII425 Facilities Management Services RFT.docx
• eTenders CFT ID: not specified
• Contact email: Queries must be directed via the messaging facility on www.etenders.gov.ie.
• Important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement