Irish Defence Forces Naval Lubrication Oils Supplies

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 |---------------------------|--------------------------------|-------------------------|-----------------|----------|----------------|------|----------|------------------|------------------------------|------------------| Irish Defence Forces_1144 A11 Naval Lubrication Oils Supplies €270,000 not stated Open not stated Ireland 12 months with up to 4 extensions 2024-08-06 12:00 not stated

2. Scope of Work

The contract involves the supply of lubrication oils specifically for the Irish Naval Service, focusing on the operation of P50, P60, and P70 class vessels. The contractor is required to deliver products that adhere strictly to a predetermined list provided by the Original Equipment Manufacturers (OEMs), with no allowance for substitutions.

Key activities include:

• Supply of Lubrication Oils: Delivering specified grades of oils as per OEM requirements.
• Volume Requirements: The exact volumes are not disclosed but must align with the operational needs of the vessels.
• Quality Assurance: All products must meet specific ISO standards, including ISO 9001 for quality management.
• Delivery Logistics: Timely delivery to the Naval Service's location at Haulbowline is critical, with minimum notice for delivery to be specified by the contractor.
• Documentation: Provision of all necessary documentation related to the oils, including safety data sheets and compliance certifications.

The contract duration is set for 12 months, with the potential for four additional 12-month extensions, contingent upon performance and operational requirements.

3. Background & buyer context

This procurement aligns with the Irish Defence Forces' ongoing commitment to maintain and enhance operational readiness. The requirement for lubrication oils is driven by the operational demands of the Naval Service's fleet, which necessitates high-quality products to ensure vessel performance and reliability. The procurement is part of a broader strategy to modernize and sustain naval capabilities, ensuring that the fleet operates efficiently and effectively.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employer’s Liability: €13,000,000
• Public Liability: €6,500,000
• Product Liability: €6,500,000
• Professional Indemnity: €1,000,000
• Certifications: Must have a quality assurance system in place, such as ISO 9001.
• Past experience: Proof of at least three similar contracts within the last five years, including client references.
• Personnel: A designated Contract Manager with relevant experience must be nominated.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The overall scoring will reflect a price/quality split, with a focus on the most economically advantageous tender.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Follow the provided template with no specified page limit.
• CVs: For the nominated Contract Manager and relevant personnel, with no specified page limit.
• Pricing schedule: Must be completed using the provided template.
• Case studies: At least three, detailing similar projects and their values.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest statements.
• Mandatory site visit: Not specified.
• Submission portal: Tenders must be submitted via the electronic tenderbox on eTenders.gov.ie, adhering to specified format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term + extension structure: Initial term of 12 months with the option for four 12-month extensions.
• Payment terms: Payments will be made in accordance with the Goods Contract, with prices remaining valid for the contract term.
• Key SLAs/KPIs: Timely delivery and compliance with quality standards are critical.
• Liquidated damages: Not specified, but timely delivery is emphasized.
• Termination clauses: The contract may be terminated with 14 days' notice under certain conditions.
• IP ownership: Not specified.
• Sub-contracting rules: Allowed, but the Prime Contractor must be designated.

9. Risks, red flags & unusuals

Potential concerns include:

• Strict adherence to OEM specifications: The requirement for specific lubrication oils may limit competition to firms with established relationships with OEMs.
• Insurance thresholds: The high levels of required insurance may exclude smaller firms.
• Limited flexibility in product offerings: No substitutions allowed may restrict bidders' ability to propose alternatives.
• Potential for high penalties: While not explicitly stated, the emphasis on timely delivery suggests that delays could result in significant penalties.

10. SME fit assessment

Small and medium enterprises (SMEs) that can credibly bid must:

• Have experience in supplying lubrication oils or similar products, ideally with a focus on marine applications.
• Be capable of meeting the insurance requirements and quality standards.
• Consider forming consortia or partnerships to enhance their bidding capacity.
• Expect a bid preparation effort of several days, including gathering documentation and preparing case studies.
• The presence of established suppliers may indicate a competitive landscape, particularly if incumbents are involved.

11. Where to dig deeper

• Source RFT filename: Oil Stock RFT.docx
• eTenders CFT ID: not specified
• Contact email or clarification portal: Queries must be directed via the messaging facility on eTenders.gov.ie.
• Important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement