The Provision of Project Monitoring Services - NLI Capital Works Project

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 |--------------------------------|-----------------------------------------------------|-------------------------------|------------------|----------|----------------|------|-------------------------------|------------------|-----------------------------|------------------| National Library of Ireland The Provision of Project Monitoring Services - NLI Capital Works Project Construction & Civil Engineering €100,000 not stated Open Procedure not stated 4 Kildare Street, Dublin 2 3 years (36 months) 11/10/2024 @ 12:00 noon not stated

2. Scope of Work

The contractor will provide project monitoring services for the National Library of Ireland's Capital Works Project, located at 4 Kildare Street, Dublin 2. The scope encompasses a range of activities aimed at ensuring the effective delivery of the project within the specified timelines and budget.

Key activities include:

• Project Oversight: Continuous monitoring of project progress against timelines and milestones.
• Reporting: Regular reporting to the National Library of Ireland, including updates on project status, risks, and issues.
• Stakeholder Engagement: Liaising with various stakeholders involved in the project to ensure alignment and address concerns.
• Quality Assurance: Ensuring that all work complies with relevant standards and specifications.
• Risk Management: Identifying potential risks and implementing mitigation strategies.
• Documentation: Maintaining comprehensive records of project activities, decisions, and changes.
• Site Visits: Conducting site visits to assess progress and compliance with project specifications.

The contractor must be prepared to engage in these activities throughout the contract term, with a focus on delivering high-quality monitoring services that support the successful completion of the project.

3. Background & buyer context

The procurement of project monitoring services is driven by the National Library of Ireland's ongoing commitment to enhancing its facilities through capital works. This initiative aligns with broader government objectives to improve public infrastructure and cultural institutions. The project is part of a strategic plan to modernize the library's offerings and enhance visitor experience. The National Library of Ireland has a history of engaging external expertise for project oversight to ensure compliance with regulatory standards and effective project delivery.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €200,000 for the last three financial years.
• Insurance:
• Employer's Liability: €13 million
• Public Liability: €6.5 million
• Professional Indemnity: €1 million
• Certifications: Not specified for this tender.
• Past experience: Bidders must demonstrate experience in at least 3 comparable projects within the last 5 years.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

Bidders must provide a statement from an independent accountant or auditor confirming their turnover and insurance coverage.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

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

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Must follow the provided template with a maximum of 10 pages.
• CVs: For key personnel, maximum of 2 pages each.
• Pricing schedule: Must use the specified template.
• Case studies: At least 3 case studies demonstrating relevant experience, with project values ranging from €50,000 to €200,000.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest.
• Mandatory site visit: Not applicable for this tender.
• Submission portal: All submissions must be made via eTenders in the specified format.

7. Key dates & process

RFT issued Clarification deadline Tender deadline Expected award Contract start Go-live / mobilisation |--------------------|-----------------------|---------------------------|----------------|----------------|------------------------| 06/09/2024 04/10/2024 @ 12:00 noon 11/10/2024 @ 12:00 noon Not specified Not specified Not specified

8. Contract terms that matter

Key contract terms include:

• Term: 3 years with a possible extension of up to 12 months.
• Payment terms: Payments will be made in accordance with the Services Contract.
• Key SLAs/KPIs: Not specified for this tender.
• Liquidated damages: Not specified for this tender.
• Termination clauses: The contract may be terminated with 14 days’ notice.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Subcontracting is allowed but must be disclosed in the tender submission.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The minimum turnover requirement of €200,000 may limit participation from smaller firms.
• The absence of specified personnel requirements could lead to variability in the quality of submissions.
• The lack of detailed SLAs/KPIs may result in ambiguity regarding performance expectations.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with experience in project monitoring services. Viable bidders should have:

• A proven track record in delivering similar services.
• The capacity to meet the insurance and turnover requirements.
• The ability to form consortia or subcontract if necessary.

Bid preparation may require approximately 10-15 days, depending on the complexity of the proposal. The presence of a minimum turnover requirement may indicate a competitive environment, but the absence of an incumbent may provide opportunities for new entrants.

11. Where to dig deeper

• Source RFT filename: NLI RFT Project Monitoring.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 — Requirements and Specifications
• Appendix 2 — Pricing Schedule
• Appendix 3 — Tenderer’s Statement