Single Party Framework Agreement for the Provision of Asset Identification and Mapping Services

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1. At a glance

2. Scope of Work

This procurement seeks to establish a single-party framework agreement for asset identification and mapping services across Beaumont Hospital's campus, including St. Joseph's Hospital, Raheny. The primary objective of the initial contract is to produce a comprehensive asset register and an associated report. This register will detail all plant and equipment, including utility services, in a user-friendly format.

The scope of services for the initial contract includes:

• Identification and Mapping of Plant and Equipment:
• Locating and documenting all plantrooms, sub-stations, secondary plantrooms, and heat exchanger rooms.
• Identifying and mapping "primary plant and equipment" such as boilers, air handling units, chillers, generators, sub-stations, and distribution boards.
• Identifying serviced areas, which may be point-of-use or secondary.
• Identifying and mapping "secondary plant and equipment" including pumps and local uninterrupted power supplies.
• Identifying and mapping "tertiary plant and equipment" such as three-port valves and temperature statistics.
• Medical Gases: Identifying and mapping pipeline paths, including VIE to AVSU, cylinder manifold to AVSU, and vacuum plant to AVSU.
• Water Supply: Identifying and mapping all elements of the water supply, including main incoming pipework, hospital supply, water tanks (with size and location), and the various locations served by each water tank.

The output for the initial contract is an asset register, anticipated to be in an Excel spreadsheet or equivalent format, accessible without specialist software. This register must include:

• Type of plant.
• Location within specific plantrooms.
• Serial number of each item.
• A unique identifier for each item.
• Commentary on end-of-life status.
• A general comments section.

The Contracting Authority may prioritise plant based on hierarchical status ('primary', 'secondary', 'tertiary') to expedite the process.

The asset register and an associated narrative report will be presented for approval and will contain:

• An Executive Summary.
• A methodology detailing data sources, third-party information, and assumptions.
• The asset register itself.
• Recommendations for improvements to future asset mapping efforts and the usability of future registers, noting the Contracting Authority's intention to develop an online asset register.

The initial contract involves a three-month onsite data gathering phase by a nominated Junior Surveyor. This is followed by a one-month period for producing the final asset register and report, including draft presentation, incorporation of comments, amendments, and final presentation.

The framework agreement may subsequently be utilised for ancillary asset surveying work, encompassing plant, equipment, utilities, and medical devices.

3. Background & buyer context

Beaumont Hospital is procuring these services through an open procedure to establish a framework agreement. This initiative aims to create a comprehensive inventory of the hospital's assets. The current procurement is driven by the need to accurately identify and map all plant, equipment, and utility services across the campus. The output of the initial contract is intended to inform the development of a future online asset register. The framework agreement has a maximum potential duration of four years, with the initial contract focusing on the immediate need for an asset register and report.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement: A minimum average annual turnover of €250,000 in any one of the three previous financial years.
• Insurance: Bidders must hold, or be in a position to implement, the following insurance levels if successful:
• Public Liability Insurance: €6.5m
• Employer’s Liability Insurance: €13m
• Professional Indemnity Insurance: €1.5m
• Certifications: Not specified for this tender.
• Past experience: Not specified for this tender.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: The services are to be provided across Beaumont Hospital's campus, including St. Joseph's Hospital, Raheny. A nominated resource will be required to be onsite for three months.

5. Award criteria & scoring

The award will be based on the Most Economically Advantageous Tender (MEAT). The specific weighting between price and quality is not detailed in the provided extract. However, the evaluation process will first assess tenders against grounds for exclusion and eligibility criteria. Tenders that meet these initial requirements will then be considered for award based on the award criteria outlined in Section 6 of the full tender document.

6. Submission requirements

Tenderers must submit the following:

• The completed and signed Form of Tender (Appendix 1).
• The completed European Single Procurement Document (ESPD) (Appendix 2).
• All other information required in connection with this competitive process, as detailed in the Award Criteria (Section 6 of the full document).
• Tender submissions must be uploaded to the eTenders web portal (www.etenders.gov.ie) in a single, zipped folder.
• Tender prices and all financial information must be submitted in Euro (€) only.

7. Key dates & process

8. Contract terms that matter

• Duration: The framework agreement has a maximum potential duration of four years.
• Initial Contract: An initial contract will be awarded for the production of an asset register and report.
• No Guarantee of Purchase: The framework agreement does not guarantee the purchase of a specific quantity of services. The Contracting Authority may operate outside the framework if it offers better value for money.
• Termination: The Contracting Authority may elect to terminate the framework agreement at any time.
• Confidentiality: Strict confidentiality standards apply to all information handled on behalf of the Contracting Authority.
• Governing Law: The laws of Ireland will govern the process and any resulting framework agreement, with exclusive jurisdiction of the Irish courts.
• Award to Runner-up: The Contracting Authority reserves the right to award the agreement to the next highest-ranked tenderer if the successful tenderer cannot execute the agreement or initial contract satisfactorily.

9. Risks, red flags & unusuals

• Framework Agreement Structure: The initial contract is for a specific deliverable (asset register and report), with the framework potentially used for future ancillary work. However, there is no guarantee of further work under the framework, and the Contracting Authority can operate outside it.
• Onsite Resource Requirement: The initial contract requires a single nominated resource to be based onsite for three months, comprising 7.5 hours per working day. This resource is expected to be at a 'Junior Surveyor' level, with support from a more senior offsite team.
• Tender Validity: A twelve-month tender validity period is required, commencing from the submission deadline.
• Future Online Register: The output of this contract is intended to inform a future online asset register, meaning recommendations should consider this.
• No Budget Disclosed: The estimated value is not stated, and the €150,000 figure in the metadata is not presented as a binding contract value.

10. SME fit assessment

This tender is likely suitable for small to medium-sized enterprises (SMEs) with specialised expertise in asset identification, surveying, and mapping, particularly within a complex facility like a hospital.

• Credible Bidders: Firms with experience in facilities management, asset management, or engineering surveying, capable of deploying a junior surveyor with relevant qualifications and less than three years' post-qualification experience, supported by senior offsite personnel. Experience in healthcare environments would be advantageous.
• Consortium/Sub-contracting: Not explicitly stated as disallowed, but the requirement for a single onsite resource for the initial phase suggests a primary contractor managing the delivery.
• Indicative Bid-Prep Effort: Given the need for detailed methodology, ESPD completion, and potential site understanding, bid preparation could require 5-10 days of effort for a focused SME.
• Pwin Signal: The open procedure suggests a competitive process. The lack of a stated incumbent or specific past winners means no strong incumbent signal is present. The requirement for specific insurance levels and a minimum turnover suggests a need for established, albeit potentially smaller, firms.

11. Where to dig deeper

• Source RFT Filename: [Issued Invitation to Tender.pdf]
• eTenders CFT ID: 3081
• Clarification Portal: www.etenders.gov.ie (Questions and Answers function)
• Key Attachments:
• Appendix 1: Form of Tender
• Appendix 2: European Single Procurement Document (ESPD)
• Appendix 3: Draft Terms and Conditions of the Framework Agreement