Supply of Glamping Cabins

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

This tender seeks the design, manufacture, supply, delivery, and set-up of four identical, prefabricated, self-contained luxury glamping accommodation units. Each unit will have an internal floor area of approximately 32 m². The contract encompasses the full scope of the cabin structure, including insulation, roofing, cladding, windows, doors, interior fit-out, appliances, furnishings, and a covered deck with steps. Services such as electrics, plumbing, and heating, brought to clear connection points, are also included.

Key constituent activities and specifications include:

• Cabin Design & Structure:
• Four identical units, approximately 32 m² internal floor area each.
• Open-plan living/dining area with feature glazed doors.
• Kitchenette with fitted units, hob, fridge, and sink.
• Shower room with WC, wash-hand basin, and shower.
• Double bedroom with vaulted ceiling and exposed feature truss.
• Covered deck designed to support a hot tub (up to 2.2 m x 2.2 m footprint and 2,000 kg filled weight).
• Pitched roof with exposed feature truss and vaulted ceiling.
• Floor level +0.300 m; ceiling/eaves level +2.800 m; ridge level +4.000 m.
• Structural insulated panel (SIP) construction preferred, or equivalent alternative meeting thermal and airtightness standards.
• External cladding: vented rain-screen finish in natural timber or wood-effect PVC/composite.
• Insulated floor build-up with continuous damp-proof layer.
• Roof: insulated, vented, pitched roof with coated-steel tile-effect cover.
• Structural timber strength-graded to EN 14081 and sustainably sourced (FSC/PEFC).
• Vapour barrier membrane and airtight seals.
• Thermal Performance:
• Walls U-value: ≤ 0.15 W/m²K (design aim ≈ 0.12).
• Roof U-value: ≤ 0.15 W/m²K (design aim ≈ 0.14).
• Ground floor U-value: ≤ 0.18 W/m²K (design aim ≈ 0.16).
• Windows and doors U-value: ≤ 1.40 W/m²K.
• Airtightness: 5 m³/(h·m²) at 50 Pa or better, proven by test on one sample cabin.
• Compliance with TGD Part L.
• Windows & Doors:
• Double- or triple-glazed, U-value ≤ 1.4 W/m²K.
• Feature glazed doors to the front.
• Safety glass (EN 12600) in critical locations.
• Opening lights for ventilation as per TGD Part F.
• Multi-point locking on all outside doors and opening windows.
• Exterior Finishes:
• Outside joinery, fascia, soffit, and trim: pressure-treated, factory-finished.
• Finishes to need little upkeep and last at least 15 years.
• Interior Fit-Out:
• Flooring: laminate or engineered timber, water-resistant in shower room.
• Walls/ceilings: exposed timber, SPC panelling in wet areas.
• Kitchenette: fitted units, worktop, sink, fridge, hob, extract fan. Hob can be induction or LPG (RGII certified if LPG).
• Shower room: enclosure, WC, wash-hand basin, extract fan, waterproofing.
• Premium standard interior joinery.
• Fully furnished: double bed with mattress, seating, table, blinds, light fittings.
• Deck and Steps:
• Timber or composite covered deck with railing and steps.
• Cabin Services:
• Electrics: consumer unit, RCD/RCBO protection, certified to IS 10101 by Safe Electric contractor. LED lighting, sockets, heating/hot water/broadband supplies. 32A RCD-protected provision on deck for hot tub.
• Water/Plumbing: hot/cold pipework, sanitaryware connections, foul-water connection point. Insulated and frost-protected pipes. Capped cold-water point on deck for hot tub.
• Hot water/Heating: gas (LPG) or solar system (RGII certified if LPG). Efficient heating system sized for year-round comfort, with controls.
• Ventilation: background and purge ventilation (TGD Part F), extract fans in shower room and kitchenette.
• Broadband: Wi-Fi/broadband provision, cabling and connection point.
• Fire safety: mains-powered linked smoke/heat alarms, CO alarm, fire blanket, fire extinguisher.
• Delivery & Set-up:
• Haulage, delivery, and set-up included.
• Delivery and set-up during Q1 2027.
• Tenderers must detail lead time, delivery, assembly, access, vehicles, and craneage requirements.
• Cabins to be set up complete, level, true, and weathertight.
• Full equipment installation and operation instructions required.
• Documentation & Warranty:
• Full documentation and warranty provision.
• Structural/weathertightness guarantee required.
• Defects period of 12 months from acceptance.
• BER certificate for each cabin, where required.
• Electrical certs (ROI) and other certificates of conformance.

3. Background & buyer context

This procurement is for Bilboa Hills Ltd, a glamping enterprise operating on a working family farm in County Carlow. The project aims to provide premium glamping accommodation, contributing to sustainable, regenerative tourism. It is intended to attract visitors to Ireland's Ancient East, support local businesses, and grow the local economy. The project is proposed for grant support under the LEADER Programme, co-funded by the Government of Ireland and the European Union. The procurement process adheres to public procurement guidance for grant-funded projects, emphasizing value for money and a clear audit trail. Planning permission has been granted for the development, and the cabins must conform to approved drawings. The site works, including foundations, drainage, and utility connections, are being procured under a separate contract.

4. Eligibility & selection criteria

Tenderers must meet the following criteria to be considered:

• Turnover requirement: A minimum turnover requirement is not applicable for this tender.
• Insurance: Tenderers must confirm they are appropriately insured. Specific indemnity limits mentioned in the documentation are:
• Public Liability: €6.5 million limit for any one claim or series of claims arising out of a single occurrence.
• Product Liability: €1.3 million for each and every claim excluding defence costs.
• Employer’s Liability (if applicable): €12.7 million limit for any one claim or series of claims arising out of a single occurrence.
• Certifications:
• Electrical installations must be certified by a Safe Electric registered contractor.
• LPG installations must be certified by an RGII registered installer.
• Structural design competence must be demonstrated.
• Compliance with relevant Irish and EU standards (e.g., Building Regulations, IS 10101, TGD Part F, TGD Part B, IS 3218).
• A BER certificate for each cabin, where required.
• Past experience: Tenderers must demonstrate a track record of successful supply of glamping cabins or similar cabin/modular accommodation units. Three relevant reference sites of successfully installed similar units are required.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Tenderers must have been in existence for at least 12 months prior to the publication of the RFT and have traded for this period.

5. Award criteria & scoring

The contract will be awarded on the basis of the Most Economically Advantageous Tender (MEAT), with a price/quality split. Qualitative criteria will be assessed first, and only tenders meeting minimum thresholds will proceed to cost evaluation.

• Specification/Technical Merit: Evaluates how well cabins meet RFT requirements, including design, space utilization, features, furnishings, quality, safety, thermal performance, and certifications.
• Delivery, Installation and Assembly: Assesses lead time, delivery approach, and installation/assembly method.
• After Sales Service, Maintenance and Technical Support: Evaluates warranty provisions, maintenance, and repair support. Optional pricing for these services will be noted but not evaluated under Award Criterion 4.
• Overall Cost: Evaluates the total purchase cost provided in the Pricing Schedule.

6. Submission requirements

Tenderers must submit their bids using the provided Tender Response Document (TRD) and Pricing Schedule. Key submission components include:

• Tender Response Document (TRD): This document serves as the primary response vehicle and guide. It requires completion of self-declarations for suitability, confirmation of tax compliance, insurance, company existence, Bona Fides, and compliance with statutory obligations.
• Pricing Schedule: A separate document for detailing all costs.
• Client References: A table requiring details for three comparable projects, including client name, contact, contract dates, value, equipment title, and a description of the contract and its similarities to the current requirements.
• Design Information: Tenderers must include photographs of proposed cabins, design layout drawings, specifications, technical sheets, and U-value/performance evidence.
• Declarations: Confirmation of tax compliance, insurance, Bona Fides (Art. 57 of Directive 2014/24/EU), and compliance with statutory obligations.
• Mandatory Site Visit: Tenderers are strongly recommended to visit the site. Requests for appointments must be submitted via the eTenders platform during the first two weeks of the tender period.
• Submission Portal: Tenders must be submitted via www.etenders.gov.ie.

7. Key dates & process

8. Contract terms that matter

• Contract Length: Delivery of cabins is scheduled for Q1 2027. The specific contract term beyond delivery is not detailed.
• Payment Terms: A proposed payment schedule is:
• 25% deposit at contract start.
• 70% on delivery of the four units.
• 5% withheld until cabins are installed and commissioned by Bilboa Hills Ltd.
• Tenderers must confirm acceptance of this schedule.
• Key SLAs/KPIs: Not explicitly detailed beyond the requirement for cabins to be set up complete, level, true, and weathertight.
• Liquidated Damages: Not specified.
• Termination Clauses: A 60-day period of continuous breach allows termination with 14 days' notice. Breaches capable of remedy must be rectified within 30 days of written request.
• IP Ownership: Not specified.
• Sub-contracting Rules: Tenderers relying on other entities for selection criteria must ensure these entities can provide proof of compliance when requested.
• Parent-Company Guarantee/Bond: Not specified.

9. Risks, red flags & unusuals

• Site Works Separation: The separation of cabin supply from site works (foundations, drainage, utility connections) creates a significant interface risk. The successful cabin supplier must cooperate closely with the separate site works contractor, requiring detailed information exchange and coordination.
• Hot Tub Load Specification: The deck must be designed to carry a substantial hot tub load (2,000 kg filled weight), which is an unusual and specific structural requirement for a glamping cabin deck.
• LEADER Programme Funding: The project's reliance on LEADER Programme funding means that final contract award and conditions may be subject to confirmation of this grant support.
• Planning Permission Dependency: Cabin design must adhere strictly to approved planning drawings, limiting design flexibility without written agreement from the Contracting Authority and potentially the Council.
• Site Visit Recommendation: While not mandatory, the strong recommendation for a site visit, coupled with the statement that no claims will be accepted for matters a site visit would have shown, places a significant onus on bidders to thoroughly assess site access and conditions.

10. SME fit assessment

This tender is structured to be accessible to SMEs, with a stated policy to encourage their participation.

• Credible Bidders: The tender is open to manufacturers or suppliers of prefabricated accommodation units with experience in high-quality, insulated cabins. A firm with a proven track record in modular building, glamping pods, or similar structures, capable of meeting the detailed technical specifications and design aesthetic, would be a suitable bidder. The requirement for three client references indicates a need for established operational history.
• Consortium/Sub-contracting: SMEs are encouraged to explore forming relationships with other SMEs or larger enterprises if the scope is beyond their capacity. This suggests that consortium bids or the use of specialist subcontractors for specific elements (e.g., electrical, gas) are permissible.
• Indicative Bid-Prep Effort: Given the detailed specifications, the need for site visits, design proposals, and client references, bid preparation could require 10-20 days of effort for a focused team, depending on existing