Establishment of a Multi-Party Framework Agreement for Planning and Environmental Consultancy Services

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1. At a glance

Buyer Title CPV / category Estimated value Per-year Procedure type Lots Location Contract length Submission deadline Go-live / start |---------------------------|-----------------------------------------------------------------------------------------|----------------|-----------------|----------|----------------|------|------------------|------------------|----------------------------------|------------------| University of Galway Establishment of a Multi-Party Framework Agreement for Planning and Environmental Consultancy Services 71240000 €200,000 not stated Open not stated Galway, Ireland 12 months + 3 extensions of 12 months 16 July 2026, 15:00 GMT not stated

2. Scope of Work

The University of Galway seeks to establish a multi-party framework agreement for planning and environmental consultancy services. The contractor will provide a range of consultancy services related to planning and environmental assessments for various projects on campus. The scale of the work includes both strategic and operational consultancy, with a focus on compliance with environmental regulations and planning guidelines.

The key activities include:

• Environmental Impact Assessments (EIAs): Conducting comprehensive assessments for proposed projects to evaluate potential environmental effects.
• Planning Applications: Preparing and submitting planning applications to local authorities, ensuring compliance with statutory requirements.
• Consultation with Stakeholders: Engaging with stakeholders, including local communities and regulatory bodies, to gather input and address concerns.
• Site Assessments: Performing site visits and assessments to gather data relevant to planning and environmental considerations.
• Report Preparation: Compiling detailed reports summarizing findings, recommendations, and compliance with relevant legislation.
• Monitoring and Compliance: Providing ongoing monitoring services to ensure compliance with environmental regulations during project execution.
• Advisory Services: Offering expert advice on planning policies, environmental legislation, and best practices in sustainability.

The framework will be operational for an initial period of 12 months, with the possibility of three additional 12-month extensions, depending on the needs of the University and the performance of the selected consultants.

3. Background & buyer context

This procurement is aligned with the University of Galway's commitment to sustainable development and compliance with environmental legislation. The establishment of this framework is part of a broader initiative to enhance the university's infrastructure and facilities while minimizing environmental impact. The university has a history of engaging consultants for similar projects, and the need for updated consultancy services has arisen due to increased project activity and regulatory requirements. The strategic driver for this procurement includes the university's goal to improve campus facilities while adhering to environmental standards.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €200,000 for the last three years.
• Insurance:
• Professional Indemnity Insurance: Minimum cover of €1,300,000 on an annual aggregate basis.
• Public Liability Insurance: Minimum cover of €6,500,000 for any one accident.
• Employer’s Liability Insurance: Minimum cover of €13,000,000 for any one accident.
• Motor Insurance: Minimum cover of €6,500,000 for third-party property damage.
• Certifications: Relevant certifications in environmental management and planning, including ISO standards.
• Past experience: Evidence of at least three comparable projects completed in the last five years, demonstrating relevant experience in planning and environmental consultancy.
• Personnel: Key personnel must include at least one qualified planner and one environmental consultant, each with a minimum of five years' experience in their respective fields.
• Geographic constraints: Bidders must be based within the EU/EEA.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The overall scoring will follow the Most Economically Advantageous Tender (MEAT) principle, focusing on the best combination of quality and price.

6. Submission requirements

Bidders must submit the following documents:

• Method statement: A detailed response document following the provided template, with a maximum of 20 pages.
• CVs: Curriculum Vitae for key personnel, limited to two pages each.
• Pricing schedule: A completed pricing template outlining the proposed fees for services.
• Case studies: At least three case studies of relevant projects, with values ranging from €50,000 to €200,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: A site visit is not specified for this tender.
• Submission portal: All submissions must be made via the eTenders platform, adhering to the specified format rules.

7. Key dates & process

8. Contract terms that matter

The contract will have an initial term of 12 months, with the option to extend for up to three additional 12-month periods based on performance and need. Payment terms will be based on milestone achievements, with invoices submitted upon completion of agreed deliverables. Key performance indicators (KPIs) will include timely submission of reports and compliance with environmental regulations. Liquidated damages may apply for delays in deliverables. Intellectual property rights for work produced will remain with the University of Galway, and subcontracting is permitted under the terms of the agreement.

9. Risks, red flags & unusuals

Potential risks associated with this tender include:

• The turnover requirement of €200,000 may limit participation from smaller firms, potentially favoring larger incumbents.
• The absence of a specified site visit may hinder bidders' ability to accurately assess project requirements.
• The framework does not guarantee a minimum volume of work, which may affect financial viability for selected consultants.
• The requirement for extensive past experience may disadvantage newer firms or those without a significant portfolio in similar projects.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with expertise in planning and environmental consultancy. Viable bidders should have:

• A proven track record in delivering planning and environmental services, ideally with experience in higher education or public sector projects.
• The capacity to meet insurance and turnover requirements, which may necessitate collaboration with other firms or subcontracting.
• An estimated bid preparation effort of approximately 10-15 days, considering the documentation and case studies required.
• A moderate Pwin signal, as the presence of established firms in the sector may increase competition.

11. Where to dig deeper

• Source RFT filename: Framework Agreement for Planning and Environmental Consultants for the University of Galway.docx
• eTenders CFT ID: Not specified
• Contact email: Not specified
• Important attachments:
• Appendix B1 — List of Previous Projects/Certificate of Satisfactory Execution
• Appendix C — Insurance Confirmation Letter
• Appendix D1 — Tender Process Documentation