TERCONF202404 – Floor Coverings Term Contract for SETU

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 floor coverings for South East Technological University (SETU). The contractor will be responsible for the supply and installation of various types of flooring materials across multiple locations within the university. The scale of the project includes both maintenance and refurbishment works, ensuring that the flooring meets specified safety and quality standards.

Key activities include:

• Supply and Installation: Installation of heterogeneous PVC flooring, linoleum, and other specified materials.
• Compliance with Standards: All flooring must comply with BS EN 13845, BS EN 649, and other relevant standards for safety and durability.
• Preparation Work: This includes treating uneven floors and ensuring proper subfloor conditions before installation.
• Maintenance: Regular maintenance and potential refurbishment of existing floor coverings as required.
• Quality Assurance: Adherence to testing standards for slip resistance and abrasion resistance, ensuring flooring meets the required classifications (e.g., Use Area Classification 23/34/43).
• Documentation: Submission of installation reports and compliance certificates post-installation.

The contractor must ensure that all materials used are certified and that installation practices align with health and safety regulations.

3. Background & buyer context

This procurement aligns with SETU's ongoing commitment to maintaining and upgrading its facilities to enhance the learning environment. The decision to issue this tender is part of a broader initiative to improve campus infrastructure, ensuring compliance with modern safety and quality standards. The university has a history of engaging contractors for similar works, and this tender is expected to continue that trend. No incumbent contractor is specified for this tender.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €75,000.00 over the last three years.
• Insurance:
• Public Liability Insurance: Minimum cover of €6,500,000.
• Employer’s Liability Insurance: Minimum cover of €13,000,000.
• Professional Indemnity Insurance: Not Required.
• Certifications: Not specified for this tender.
• Past experience: Not specified for this tender.
• Personnel:
• Contracts Manager: Minimum of 7 years’ experience in the Building Trade, including at least 3 years in a management role.
• Foreman: Minimum of 5 years’ experience in the Building Trade and appropriate health and safety training.
• Site Safety Officer: Minimum of 5 years’ experience in the Building Trade and formal health and safety training.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The overall evaluation will follow the Most Economically Advantageous Tender (MEAT) principle.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Must follow the provided template with a maximum of 10 pages.
• CVs: For key personnel, limited to 2 pages each.
• Pricing schedule: Must use the specified template.
• Case studies: At least 2 case studies of similar projects, with values ranging from €10,000 to €50,000.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest statements.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Tenders must be submitted via eTenders, following the specified format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term + extension structure: Not specified.
• Payment terms: Payments to be made within 14 days after the Employer receives the invoice.
• Key SLAs/KPIs: Not specified.
• Liquidated damages: Not specified.
• Termination clauses: Not specified.
• IP ownership: Not specified.
• Sub-contracting rules: Not specified.
• Parent-company guarantee or bond requirements: Not specified.

9. Risks, red flags & unusuals

Potential concerns for bidders include:

• The turnover requirement of €75,000.00 is relatively close to the contract value, which may limit competition.
• No specified incumbent contractor may indicate a lack of established relationships, potentially impacting the bidding process.
• The absence of detailed past experience requirements may lead to variability in the quality of bids received.

10. SME fit assessment

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

• A proven track record in flooring installation and maintenance.
• Adequate insurance coverage as specified.
• The ability to provide qualified personnel with the required experience.
• The potential for consortium or subcontracting arrangements is not explicitly stated, but may be inferred based on the nature of the work.
• Bid preparation may require approximately 5-10 days, depending on the firm's existing documentation and experience.
• The lack of specified incumbents may signal an opportunity for new entrants, but the close turnover requirement to contract value may deter some SMEs.

11. Where to dig deeper

• Source RFT filename: ITT Doc - ITTW-7 - Floor Coverings Term Contract - TERCONF202404.pdf
• eTenders CFT ID: not stated
• Contact email or clarification portal: Queries must be raised via the e-tenders website.
• Important attachments:
• Volume A: Works Requirements
• Volume B: Form of Tender and Schedule
• Volume C: Pricing Document