Building (Mechanical and Electrical) Consultancy Services for an Emergency Works Project for Upgrading the Heating System in Brannoxtown Community National School

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1. At a glance

2. Scope of Work

This tender seeks Mechanical and Electrical (M&E) consultancy services for an emergency works project to upgrade the heating system at Brannoxtown Community National School. The estimated total value of the project, encompassing works, fees, and VAT, is €76,000.00. The consultancy services are required to address immediate and unforeseen issues with the school's heating system, which is currently underperforming and poses a risk of closure.

The scope of services includes:

• Design Team Leadership: The appointed consultant will act as the Design Team Leader and financial controller for the entire project. This involves liaising with and updating the client (Kildare and Wicklow Education and Training Board) on a regular basis.
• Compliance with Standards: Adherence to the Design Procedures for Small Works (TGD007, 7th Edition, October 2021) is mandatory.
• Project Programming: Development and agreement of a detailed project programme from conception to completion with the School Authorities.
• Design Development: Preparation and presentation of sketch and conceptual designs in accordance with Department of Education Technical Guidance Documents for School Authorities' approval.
• Tender Documentation: Preparation of tender documentation based on completed design, including all structural and building services design. Transferring design responsibility to tendering contractors is not acceptable.
• Health and Safety: Preparation of a Preliminary Health and Safety Plan by the Project Supervisor Design Process (PSDP) in consultation with the School Authorities, to be included in tender documents.
• Building Control Regulations: Where applicable, the Design Team Leader will act as Design Certifier and Assigned Certifier. This includes preparing and implementing an Inspection Plan as required by the Building Control (Amendment) Regulations (BC(A)R).
• Tender Evaluation: Opening tenders in the presence of the Design Team Leader and School Authorities' representatives.
• Construction Phase Management: Conducting site meetings every two weeks for the duration of the project.
• Project Close-out:
• Providing a full set of as-built construction drawings (electronic and hard copy) as part of the Safety File upon completion.
• Providing detailed operation and maintenance manuals as part of the Safety File and explaining them.
• Completing the final account within two months of Substantial Completion of the works (or one month if a Short Form of Contract is used).
• Specific Works Identified: The emergency works include:
• Replacing and relocating corroded radiators in the newer building.
• Installing additional radiators in classrooms (4 required).
• Replacing underground pipework in the older building.
• Installing new 2-port valves and room stats.
• Replacing existing radiators in toilets and installing new ones in the staffroom and toilets of the older building.
• Upgrading heating controls in the newer building.
• PSDP Role: The consultant may also be required to fulfil the role of Project Supervisor Design Process (PSDP).

3. Background & buyer context

This procurement is driven by an emergency situation at Brannoxtown Community National School, where the existing heating system is failing, posing a risk to the school's operation. The project falls under the Department of Education's Emergency Works Scheme (EWS), which provides funding for immediate, unforeseen capital works essential for the school's continued operation. Kildare and Wicklow Education and Training Board (KWETB) is acting as the contracting authority for this project. The school has experienced persistent heating issues over several years, necessitating multiple plumber callouts, and the current system's deficiencies prevent effective integration with a planned heat pump upgrade. The tender is issued to appoint a qualified M&E consultant to manage the emergency works and ensure compliance with relevant departmental guidance and regulations.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered for award:

• Personnel Qualification:
• The work must be carried out by a nominated staff member who is fully qualified in the relevant discipline for the categories of work stated in the Tender Documents and DoE Guidance on Procuring Consultants for Small Works 4th Edition.
• For the PSDP role (if applicable), the nominated staff member must be fully qualified and experienced in providing professional services for construction projects and have previously fulfilled the PSDP role satisfactorily.
• Past Experience:
• Three examples of work by the firm of a similar nature, size, and complexity within the last seven years.
• Insurance:
• Professional Indemnity Insurance: Minimum €0.75 million, with an excess not exceeding 1.5%.
• Public Liability Insurance: Minimum €6.5 million.
• Employer's Liability Insurance: Minimum €13.0 million (unless acting as a Sole Trader).
• Certifications:
• Current Tax Clearance Certificate.
• PSDP Specific Requirements (if applicable):
• Signed Health and Safety Declaration of Competency as PSDP (as per DoE Guidance on Procuring Consultants for Small Works 4th Edition).
• At the discretion of the School Authority, evidence of externally accredited H&S training for the PSDP role, a copy of their current general health and safety policy, an outline of the firm’s management organisational structure regarding H&S duties, copies of standard forms used for risk assessments, arrangements for continuing professional development, and details of procedures for disseminating H&S information may be required.
• Geographic / Facility Constraints: Not specified for this tender.

Bidders must declare that they meet these minimum requirements and will provide evidence within 7 days if requested. Failure to provide satisfactory evidence will result in the tender being deemed invalid.

5. Award criteria & scoring

The award of the contract will be based on the following criteria, with a minimum pass mark of 40% required for each criterion. Tenderers failing to achieve this threshold on any criterion will be excluded.

Criterion Weight (%) Sub-criteria