RFT 06/24DL - Request for Tender for Gas Line Servicing, Gas Detection and Gas Proving 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 managed services for the inspection, maintenance, and upgrade/replacement of both fixed and portable gas line servicing, gas detection, and gas proving equipment across Atlantic Technological University’s (ATU) campuses. The successful contractor will be responsible for ensuring compliance with relevant safety and quality standards while delivering these services.

Key activities include:

• Inspection and Maintenance: Regular checks and servicing of gas lines and detection systems at ATU’s Sligo, St. Angela's, Letterkenny, and Killybegs campuses.
• Gas Detection Services: Routine testing and calibration of gas detection equipment, adhering to BS EN 50073 and COGDEM standards.
• Gas Proving Services: Verification of gas systems to ensure operational safety and compliance.
• Equipment Replacement: Provision of replacement parts, including O2 cells, which must be replaced every 18-24 months.
• Training: Conducting a minimum of two training sessions per year, each lasting at least two hours, for ATU staff on the operation and maintenance of gas systems.
• Reporting: Submission of service completion reports within five days post-service, detailing the service provider and actions taken.

The contractor must also be prepared to provide additional gas services and equipment as required by ATU throughout the contract duration.

3. Background & buyer context

This tender is being issued as part of ATU's ongoing commitment to maintaining safe and compliant gas systems across its campuses. Established on April 1, 2022, through the merger of three Institutes of Technology, ATU serves over 23,000 students and employs approximately 2,200 staff. The procurement aligns with ATU's strategic objectives to enhance operational safety and efficiency in its facilities management. The university seeks to ensure that all gas systems are maintained to the highest standards, reflecting its commitment to safety and compliance.

4. Eligibility & selection criteria

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

• Turnover requirement: Minimum turnover of €70,000 in gas line servicing, gas detection, and gas proving services during one of the last three financial years. Firms must have been in existence for at least six months.
• Insurance:
• Employer’s Liability: €13 million
• Public Liability: €6.5 million
• Product Liability: €6.5 million
• Certifications: Membership in an approved regulatory body (e.g., BCGA, RGI) and compliance with relevant health and safety legislation.
• Past experience: Demonstration of successful delivery of at least three comparable contracts within the last five years.
• Personnel: Access to skilled personnel as specified in the tender documents.
• Geographic constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria, with a price/quality split of 50% for cost and 50% for quality:

A minimum score of 60% is required for each qualitative criterion to remain eligible for further evaluation.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Use the provided Tender Response Document (TRD) template; page limits apply.
• CVs: For key personnel, adhering to the specified page count.
• Pricing schedule: Must follow the format outlined in the TRD.
• Case studies: Evidence of three comparable projects, including details of value and scope.
• Declarations: ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified for this tender.
• Submission portal: All submissions must be made electronically via the eTenders postbox facility.

7. Key dates & process

8. Contract terms that matter

The contract will have a duration of four years, with an option for a one-year extension based on performance and budget availability. Key terms include:

• Payment terms: Payments will be made upon receipt of satisfactory service completion reports.
• Key SLAs/KPIs: Timely reporting and compliance with safety standards are critical.
• Liquidated damages: Not specified, but failure to meet service requirements may result in penalties.
• Termination clauses: The contract may be terminated with 30 days' notice by either party.
• IP ownership: Not specified.
• Sub-contracting rules: Allowed, but the main contractor must demonstrate control over the subcontracted services.

9. Risks, red flags & unusuals

Potential risks associated with this tender include:

• Turnover threshold: The minimum turnover requirement of €70,000 may limit participation from smaller firms.
• Geographic constraints: The requirement for service delivery across multiple campuses may pose logistical challenges for bidders not based locally.
• Tight timelines: The expectation for service completion reports within five days may pressure contractors to deliver quickly.

10. SME fit assessment

This tender is accessible to small and medium enterprises (SMEs) that can demonstrate the required financial and technical capacity. Viable bidders typically include:

• Firms specializing in gas services with relevant certifications.
• Companies with experience in delivering similar contracts.
• SMEs may collaborate with larger firms or form consortia to meet requirements.

Bid preparation is expected to require several days, including time for gathering documentation and preparing the submission. The presence of an incumbent contractor may influence the competitive landscape, but the tender is open to all qualified bidders.

11. Where to dig deeper

• Source RFT filename: RFT 06-24DL ATU Gas Line Servicing and Detection Equipment Maintenance.pdf
• eTenders CFT ID: not specified
• Contact email: [email protected]
• Important attachments: Appendix 2 — Tender Response Document, Appendix 3 — Pricing Schedule.