Provision of the supply of Hydrotreated Vegetable Oil HVO to Horse Racing Ireland and HRI Racecourses Limited

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 supply of Hydrotreated Vegetable Oil (HVO) to Horse Racing Ireland (HRI) and its racecourses, primarily for use in racecourse machinery as a replacement for marked gas oil. The contractor will support operational and maintenance activities across various racecourse facilities, including tracks, inner track areas, grounds, car parks, public access areas, and associated infrastructure.

Key activities include:

• Supply of HVO: Deliver HVO to designated sites, ensuring compliance with EN 15940 specifications for paraffinic diesel fuel.
• Delivery Locations: Deliveries will be made to various racecourses, including:
• Fairyhouse Racecourse: 13,000 Litres per annum
• Leopardstown Racecourse: 15,000 Litres per annum
• Navan Racecourse: 12,000 Litres per annum
• Tipperary Racecourse: 38,000 Litres per annum (indicative volume following completion of Tipperary all-weather track)
• Racing Academy & Centre of Education (RACE): 2,500 Litres per annum
• Ancillary Services: Provide fuel quality assurance, sustainability reporting, technical guidance, analytical reporting, and after-sales support.
• Sustainability Certification: Ensure that HVO is produced from sustainable waste-derived feedstocks and residues, with a clear audit trail maintained.
• Stock Management: Maintain stock levels and manage deliveries as required by racecourses.
• Training: Provide introductory briefings to drivers on operational practices for HVO usage compared to diesel.
• Reporting: Supply quarterly reports detailing volume supplied, feedstock composition, greenhouse gas emissions reduction, and sustainability certification references.

The framework does not guarantee any minimum volume of purchases, and the contractor must be prepared for seasonal demand fluctuations based on racing fixtures and weather conditions.

3. Background & buyer context

This procurement aligns with Horse Racing Ireland's Sustainability Strategy launched in 2024, which aims to reduce carbon emissions in line with the 2030 National Climate Plan. The initiative focuses on decreasing emissions generated by burning fossil fuels, particularly in racecourse operations. The move to HVO follows a successful initial trial for track machinery, with plans to expand its use across additional locations to mitigate the carbon impact of HRI's fleet.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €200,000 in any one of the three previous financial years.
• Insurance:
• Employer’s Liability: €13m in any one occurrence
• Public / Product Liability: €6.5m in any one occurrence
• Motor Third Party Damage Insurance: €1m
• Certifications: Compliance with EN 15940 specifications and certification under the International Sustainability and Carbon Certification (ISCC) scheme or an equivalent recognized sustainability certification scheme.
• Past experience: Not specified for this tender.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The price/quality split is 60/40. There are no specified minimum scoring thresholds per criterion or overall.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Use the provided template, adhering to any page limits.
• CVs: Include CVs for key personnel, with a specified page count.
• Pricing schedule: Follow the named template for pricing submissions.
• Case studies: Provide a specified number of case studies demonstrating relevant experience.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Tenders must be submitted via eTenders, following specific format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Duration: Initial period of 1 year, with options to extend yearly for a maximum of 4 years.
• Payment terms: Invoices payable within 30 days of receipt, contingent on correct documentation.
• Key SLAs/KPIs: Not specified for this tender.
• Liquidated damages: Applicable for non-compliance with sustainability requirements.
• Termination clauses: The contract may be terminated for material breaches, including non-compliance with sustainability standards.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Not specified for this tender.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Volume uncertainty: The framework does not guarantee minimum purchase volumes, which may lead to revenue unpredictability for the contractor.
• Sustainability compliance: Strict adherence to sustainability standards is required, with significant penalties for non-compliance, including potential contract termination.
• Seasonal demand fluctuations: The need for flexibility in supply and delivery may pose logistical challenges.

10. SME fit assessment

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

• Credible bidders: Firms with experience in fuel supply, particularly those familiar with sustainability certifications and compliance with EN 15940 specifications.
• Consortium/sub-contracting: Allowed, but a single entity must be designated as the primary contractor.
• Indicative bid-prep effort: Estimated at several days, depending on the complexity of the submission.
• Pwin signal: The incumbent's strength is not explicitly mentioned, but the absence of specified past experience requirements may open opportunities for new entrants.

11. Where to dig deeper

• RFT filename: Issued ITT Provision of the supply of Hydrotreated Vegetable Oil (HVO).pdf
• eTenders CFT ID: not specified
• Contact email: not specified
• Important attachments: Appendix 1 – Form of Tender, Appendix 3 – Form of Self Declaration, Appendix 4 – Terms & Conditions.