Iarnród Eireann-Irish Rail Supply for softwood timber spacers for sleeper stacking

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 |---|---|---|---|---|---|---|---|---|---|---| Iarnród Eireann-Irish Rail Supply for softwood timber spacers for sleeper stacking Not specified €1,400,000.00 Not specified Qualification System 1 Ireland 8 years 2026-10-14T12:00:00 Not specified

2. Scope of Work

This tender seeks to establish a qualification system for the supply and delivery of softwood timber spacers for sleeper stacking. The qualification system will be valid for a period of 8 years, with new applicants able to apply for inclusion at any stage during its life. The specific requirements for the supply and delivery of these timber spacers will be detailed in the Invitation to Tender (ITT) stage, which will be issued to pre-qualified applicants.

The core activities for a successful applicant will involve:

• Supply of Sawn Softwood Timber: Bidders must demonstrate experience in the supply of sawn softwood timber.
• Delivery of Timber Spacers: The contract will encompass the delivery of these timber spacers to Iarnród Éireann-Irish Rail.
• Sleeper Stacking Application: The timber spacers are specifically for use in the stacking of railway sleepers.
• Quality Management: Applicants must demonstrate robust quality management systems to minimise defects, manage sub-components, and ensure quality control throughout the production process. This includes technical control systems for document control and specification adherence.
• Environmental Management: Bidders are required to have an Environmental Management System, ideally certified to ISO 14001 or equivalent, or demonstrate internal documented environmental control practices.
• Sustainability: Applicants must detail their organisation’s sustainability strategy, including energy reduction, ethical sourcing, human rights, fair labour practices, and community engagement.
• Sustainable Forest Management: Evidence of participation in an internationally recognised sustainable forest management program, such as FSC membership or similar, is required.

The exact quantities, specifications, and delivery locations for the timber spacers will be provided in the ITT documentation.

3. Background & buyer context

Iarnród Éireann-Irish Rail (IE) is the contracting authority for this procurement. IE operates in the transport sector as a utility and its procurement procedures are governed by the EU Utilities Directive (2014/25/EU) and implementing Irish national legislation. This tender establishes a qualification system for the supply of essential materials for their operations. The system is designed to ensure a pool of qualified suppliers for an extended period of 8 years, allowing for ongoing supply needs. The current procurement process is a two-stage approach, starting with this Pre-Qualification Questionnaire (PQQ) to identify suitable candidates before proceeding to a tender stage.

4. Eligibility & selection criteria

To pre-qualify for this tender, applicants must meet the following minimum qualification criteria:

• Turnover requirement: Applicants must have an average annual turnover exceeding €350,000 in three of their previous four audited financial years. If relying on a parent company or third party for turnover, their details and a Declaration of Eligibility are required.
• Insurance: Not specified for this tender.
• Certifications:
• Quality Management System: Evidence of an internationally recognised and externally audited Quality Management System, such as ISO 9001 or equivalent, is required.
• Environmental Management System: ISO 14001 certification or equivalent is required. If not certified, internal documented environmental control practices must be detailed.
• Sustainability: Applicants must provide details of their organisation’s sustainability strategy.
• Forest Stewardship Council (FSC) membership or similar: Evidence of participation in an internationally recognised sustainable forest management program is required.
• Past experience: Applicants must provide up to 3 examples (minimum of 1) of current or recently completed contracts (within the last 5 years) demonstrating experience in the supply of sawn softwood timber.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

This tender is for a qualification system, and the PQQ stage focuses on pre-qualification based on minimum criteria. There is no scoring methodology detailed for the PQQ stage; it is a pass/fail assessment against the minimum qualification criteria outlined in Section 4. Applicants who successfully pre-qualify will be invited to the tender stage. The award criteria for the subsequent ITT stage are not detailed in this PQQ document.

6. Submission requirements

The Pre-Qualification Questionnaire (PQQ) must be completed and submitted via the e-tenders portal. All electronic copies must be in PDF format. The submission must include:

• Completed Questionnaire: All parts of Appendix 1 must be completed, including:
• Part 1: Applicant Details and General Information
• Part 2: Information/Declaration re Minimum Qualification Criteria
• Part 3: Technical/Professional Ability: Relevant Experience
• Part 4: Company Technical Resources
• Part 5: Quality Management Systems
• Part 6: Environmental Management System
• Part 7: Sustainability + FSC Membership
• Part 8: Declaration of Eligibility
• Appendices:
• Appendix 2: Consortium Requirements (if applicable)
• Appendix 3: Sub-Contractors (if applicable)
• Appendix 4: Applicant’s Statement of Confirmation
• Supporting Documentation: Any additional information considered necessary to provide a sufficient response to each part and appendix, including client contact details where requested.
• Declarations: Declaration of Eligibility must be completed by the applicant, all consortium members, and any sub-contractors or third parties relied upon for selection criteria.
• Pricing Schedule: Not applicable at this PQQ stage.
• Case Studies: Not applicable at this PQQ stage.
• Mandatory Site Visit: Not specified for this tender.
• Submission Portal: eTenders portal only.

7. Key dates & process

8. Contract terms that matter

The qualification system is established for a period of 8 years. The specific form of contract will be issued at the Invitation to Tender (ITT) stage to pre-qualified applicants. Applicants shortlisted for the ITT stage will be required to comply with the contract's insurance requirements and provide a Tax Clearance Certificate from the Revenue Commissioners of Ireland at the time of contract award. The contract does not permit the entire obligations to be sub-contracted, and any sub-contracting requires IE's sole discretion and consent.

9. Risks, red flags & unusuals

The most significant unusual aspect of this tender is its structure as a qualification system valid for 8 years. This means that pre-qualified suppliers will be on a list for an extended period, and the actual call-off contracts will be issued as needed during this time. The ITT stage, where detailed requirements and award criteria will be revealed, is not yet scheduled. The PQQ deadline is set for October 14, 2026, but the PQQ document states it is valid for 8 years, implying new applicants can join at any time. This long validity period for the qualification system may mean that the specific market conditions or material specifications could change significantly between the PQQ submission and the actual award of individual supply contracts.

10. SME fit assessment

This tender is structured as a qualification system for the supply of sawn softwood timber. A small to medium-sized enterprise (SME) with established experience in timber supply and the required certifications (ISO 9001, ISO 14001, FSC or similar) could credibly bid. The turnover requirement of €350,000 per annum in three of the last four years is a key financial gate. SMEs can form consortia or use sub-contractors to meet criteria if necessary, as outlined in the PQQ. The bid preparation effort for the PQQ stage would likely involve gathering documentation on quality and environmental systems, detailing past projects, and completing the extensive questionnaire. The long validity of the qualification system suggests a stable, ongoing need for these materials.

11. Where to dig deeper

• Source RFT Filename: [9966 PQQ.docx]
• eTenders CFT ID: QS 9966
• Contact Email / Clarification Portal: Queries must be submitted via the e-tenders portal.
• Most Important Attachments:
• Appendix 1: The Pre-Qualification Questionnaire to be Completed
• Appendix 2: Requirements Concerning Consortium/Groups
• Appendix 3: Requirements Concerning Sub-Contractors