Invitation to tender for the provision of a landscape service at Our Lady’s Hospice and Care Services Harold’s Cross (OLH)

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 involves the provision of landscape services at Our Lady’s Hospice and Care Services (OLH&CS) across its Harold’s Cross site. The contractor will be responsible for maintaining the grounds, ensuring a safe and aesthetically pleasing environment for patients, staff, and visitors. The estimated maximum value of the contract over the three-year period is €180,000, which translates to an annual fixed cost of €60,000, payable in 12 monthly installments.

The scope of work includes the following activities:

• Garden Maintenance: Regular maintenance of gardens, including lawn care, pruning, and flower bed upkeep.
• Lawn Maintenance: Scheduled mowing and care of grass areas, with specific frequencies outlined in the maintenance schedule.
• Leaf, Branch & Debris Collection: Seasonal collection of organic waste to maintain cleanliness and safety.
• Weed Control: Application of herbicides and manual removal of weeds in designated areas.
• Tree and Shrub Maintenance: Pruning, deadheading, and general care of trees and shrubs to promote healthy growth.
• Hard Surface Maintenance: Cleaning and maintenance of pathways, patios, and other hard surfaces to prevent hazards.
• Water Features Maintenance: Regular cleaning and algae removal from water features, with weekly top-ups as required.
• Miscellaneous Services: Additional tasks as specified in the contract, including pest control and seasonal planting.

The contractor must adhere to environmentally friendly practices and provide a detailed methodology for executing these tasks, as specified in Appendix 1 of the tender documents.

3. Background & buyer context

Our Lady’s Hospice and Care Services (OLH&CS) has been operational since 1879, providing specialist care across three campuses: Harold’s Cross, Blackrock, and Wicklow. The procurement of landscape services aligns with OLH&CS's commitment to maintaining a high standard of care and environment for its patients and staff. This tender is part of ongoing efforts to enhance the facilities and services offered, ensuring a supportive and therapeutic environment for those receiving care. The contract will be subject to ongoing reviews to ensure compliance with standards and quality.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria to be considered for this tender:

• Turnover requirement: Minimum average annual turnover of €180,000 over the last three years in landscape services.
• Insurance:
• Public Liability: €6.5 million
• Employer's Liability: €13 million
• Product Liability: €6.5 million
• Professional Indemnity: €6.5 million
• Cyber Insurance: Not specified for this tender
• Motor Insurance: Not specified for this tender
• Certifications: Bidders must demonstrate compliance with relevant standards and registration with authorities such as CORU, Safe-T-Cert, or equivalent.
• Past experience: Minimum of 3 comparable projects in the last 5 years, each valued at €60,000 or more.
• Personnel: Key personnel must have a minimum of 3 years' experience in landscape management.
• Geographic / facility constraints: Bidders must be located within 50 km of Harold’s Cross, Dublin.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria, with a total of 1,000 marks available:

The evaluation will follow the MEAT (Most Economically Advantageous Tender) principle, with no secondary tendering allowed.

6. Submission requirements

Bidders must submit the following documents by the deadline of 12pm on 23rd September 2024:

• Method statement: A detailed response document outlining the proposed methodology for service delivery, adhering to any specified templates and page limits.
• CVs: Curriculum Vitae for key personnel, limited to 2 pages each.
• Pricing schedule: A completed pricing template detailing the fixed annual cost, inclusive of all labour and materials.
• Case studies: At least 2 case studies of comparable projects, each valued at €60,000 or more.
• Declarations: Completed declarations including ESPD, Bona Fides, Tax clearance, and Conflict of Interest statements.
• Mandatory site visit: Interested bidders must arrange a site visit with Eileen Nolan, Grounds Manager, by contacting her at 085-9172462 or [email protected].
• Submission portal: All submissions must be made via the eTenders platform, following any specific format rules outlined in the tender documents.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: The contract will be for a duration of 3 years, with potential for extension based on performance.
• Payment terms: Payments will be made monthly, based on the fixed annual cost.
• Key SLAs/KPIs: Performance will be assessed against the criteria outlined in the tender documents.
• Liquidated damages: Not specified, but the contract may include penalties for non-compliance with service levels.
• Termination clauses: The contract may be terminated for breach of terms or failure to meet performance standards.
• IP ownership: Not specified in the documents.
• Sub-contracting rules: Sub-contracting is permitted but must be disclosed in the tender submission.

9. Risks, red flags & unusuals

Potential risks and concerns specific to this tender include:

• Turnover requirement: The minimum turnover requirement of €180,000 closely aligns with the estimated contract value, potentially limiting competition to established firms.
• Geographic constraints: The requirement for bidders to be within 50 km of Harold’s Cross may restrict participation from capable firms outside this radius.
• Environmental measures: The emphasis on environmentally friendly practices may require bidders to demonstrate specific capabilities or certifications that could be challenging for some small firms.
• Garda clearance: The requirement for Garda clearance for personnel may pose a barrier for firms with limited staffing resources.

10. SME fit assessment

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

• A proven track record in landscape maintenance, ideally with experience in healthcare or similar environments.
• The capability to meet insurance and certification requirements, including public and employer's liability.
• The ability to mobilize resources quickly, as the contract may require immediate start-up.
• The option to form consortia or subcontract is allowed, which may enhance the ability of smaller firms to compete.
• Indicative bid-preparation effort is estimated at 5-10 days, considering the need for detailed methodology and compliance documentation.
• The presence of an incumbent or previous suppliers may influence the competitive landscape, but the tender is open to new entrants.

11. Where to dig deeper

• Source RFT filename: Landscape service RFT.docx
• eTenders CFT ID: Not specified
• Contact email: [email protected]
• Important attachments:
• Appendix 1 — Service Specification
• OLH landscape Maintenance.xlsx — Maintenance Schedule
• Tender Documents.zip — Additional supporting documents