GRASS MANAGEMENT AND BIRD HAZARD CONTROL PROGRAM

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 service comprises a Grass Management and Bird Hazard Control Program for the Irish Air Corps. The primary objectives are to reduce bird and wildlife activity on and around the airfield and to maintain grassland and other specified areas according to a defined work program.

Key activities and specifications include:

• Grass and Weed Control:
• Maintenance of grassland and specified areas.
• Control of grass and weeds during April, July, and September.
• Grass height to be maintained between 100mm and 150mm throughout the year.
• Bird Hazard Reduction:
• Creation of an environment that leads to a reduction of bird and wildlife activity on the airfield and its environs.
• Programmatic Maintenance:
• Adherence to a specific work program for grassland and other specified areas.
• Equipment:
• Vehicles used must be equipped with amber flashing top beacons.
• Reporting and Communication:
• The Project Manager must be informed by telephone a minimum of 24 hours prior to specific events (details not specified).
• Written notification with appropriate maps is required 14 days in advance of certain actions (details not specified).

The estimated expenditure for the service is €500,000.00 (excl. VAT) over the initial four-year term and any potential one-year extension.

3. Background & buyer context

This procurement is conducted by the Irish Air Corps, a branch of the Irish Defence Forces. The tender is for a Grass Management and Bird Hazard Control Program, essential for maintaining airfield safety and operational efficiency. The program aims to mitigate risks associated with wildlife on the airfield. The procurement is being conducted under an open procedure, in accordance with the European Union (Award of Public Authority Contracts) Regulations 2016. The Contracting Authority seeks to encourage participation from Small and Medium Enterprises (SMEs) and encourages larger enterprises to consider including SMEs in their proposals.

4. Eligibility & selection criteria

Tenderers must meet the following minimum requirements to be considered for evaluation:

• Turnover requirement:
• Minimum average annual turnover of €100,000 in each of the last three years. Evidence required from an auditor if appointed preferred tenderer.
• Insurance:
• Employer’s Liability: €12.7 Million
• Public Liability: €6.5 Million
• Product Liability: €6.5 Million
• Professional Indemnity: €500,000
• Tenderers must confirm they will hold these levels from the Service Contract's Effective Date, that territorial limits include Ireland, and are not aware of exclusions impacting coverage. Formal confirmation from insurer/broker will be requested from the successful tenderer prior to award.
• Certifications:
• Not specified for this tender.
• Past experience:
• Demonstrate a proven track record of comparable service through two verifiable reference contracts, either in progress or completed within the past five years. This is a Pass/Fail requirement.
• Personnel:
• Not specified for this tender.
• Geographic / facility constraints:
• Insurance territorial limits must include Ireland.

5. Award criteria & scoring

The Service Contract will be awarded based on the Most Economically Advantageous Tender (MEAT), determined by the following criteria:

Qualitative criteria (Methodology for Delivery, Conformity with Specification, Proposed Programme) will be scored using a methodology ranging from "Excellent response" (91%-100% of marks) to "No Response" (0%). Ultimate Cost scoring is based on a formula where the lowest cost receives 2000 marks, and others are scored proportionally. Tenderers must provide justification for all individual cost elements.

6. Submission requirements

Tenders must be submitted electronically via www.etenders.gov.ie. Key submission requirements include:

• Tender Response Document (TRD): Must be completed and signed. Failure to submit the TRD will render the tender non-compliant.
• European Single Procurement Document (eESPD): Electronic version must be submitted.
• Pricing Schedule: Must be completed as per Appendix 2. Prices must be all-inclusive (excluding VAT), expressed in Euros, and remain valid for twelve months from the Tender Deadline.
• Declarations:
• Tenderer’s Statement (Appendix 3), signed and scanned, confirming acceptance of RFT requirements and Service Contract terms.
• Declaration as to Personal Circumstances of Tenderer (Appendix 4).
• Format:
• All documents must be in English.
• Soft copy submissions must be compiled as PDF files.
• Maximum total submission size is 4GB.
• .Zip files are not accepted.
• Mandatory Site Visit:
• Attendance is mandatory and failure to attend will render the tender non-compliant.
• Contact Mr Barry Moore at [email protected] to make an appointment.
• Consortia/Subcontractors: Details of all members and their roles must be provided, with a single nominated entity for communication.

7. Key dates & process

8. Contract terms that matter

• Term: 4 years with an option to extend for 1 year.
• Pricing: Prices are fixed for twelve months and can be adjusted annually thereafter based on the Harmonised Index of Consumer Prices (HICP) published by the European Central Bank. Currency variations over the contract term are borne by the Tenderer.
• Advance Payments: Any advance, pre-payment, deposit, or stage payment requires an irrevocable and unconditional Bank Guarantee from a financial institution acceptable to the Department of Defence. This guarantee must cover the payment amount and remain valid until relevant obligations are met.
• Environmental, Social, and Labour Law: The successful Tenderer and any Subcontractors must comply with all applicable environmental, social, and labour laws established by EU law, national law, collective agreements, or international conventions.
• Publicity: No publicity regarding the competition or contract is permitted without prior written consent from the Contracting Authority.
• Termination: The Contracting Authority reserves the right to terminate the contract in cases of conflict of interest or non-compliance.

9. Risks, red flags & unusuals

• Mandatory Site Visit: Attendance is mandatory and failure to comply will lead to disqualification. Tenderers must arrange this with Mr Barry Moore.
• Insurance Confirmation: While insurance levels are specified, formal confirmation from the insurer/broker will be requested from the successful tenderer prior to award, making this a critical pre-contractual step.
• SME Encouragement: The tender explicitly encourages SME participation and suggests larger enterprises consider including SMEs in their proposals, indicating a potential focus on social and economic benefits.
• Advance Payment Condition: The strict requirement for a Bank Guarantee for any advance payments is a significant financial and administrative hurdle for tenderers proposing such payment structures.
• No VAT in Pricing: Prices must be quoted exclusive of VAT, with the VAT rate indicated separately.

10. SME fit assessment

This tender is structured to be accessible to SMEs, provided they meet the financial and experience criteria.

• Credible Bidders: SMEs with a proven track record in grounds maintenance, particularly in aviation or similar sensitive environments, and with the required insurance and financial standing (€100,000 average annual turnover over 3 years) are well-positioned. The requirement for two verifiable reference contracts within the last five years is key.
• Consortia/Subcontracting: The tender explicitly allows for groups of undertakings (consortia) and the use of subcontractors. This provides a pathway for SMEs to participate, potentially by partnering with other firms to meet the requirements or by subcontracting specific elements of the service. Larger enterprises are also encouraged to include SMEs in their bids.
• Indicative Bid-Prep Effort: Preparing a compliant bid will require significant effort. This includes gathering financial evidence, detailing past performance (reference contracts), developing a detailed methodology and programme, and completing all required documentation (TRD, eESPD, Appendices). A conservative estimate for bid preparation would be 10-15 working days for a dedicated team, assuming readily available reference information.
• Pwin Signal: The tender is open procedure, suggesting a competitive field. However, the mandatory site visit and the specific nature of airfield operations might favour incumbent or specialist providers. The explicit encouragement of SME participation and consortia suggests the buyer is keen to broaden the supplier base, rather than solely favouring a single incumbent.

11. Where to dig deeper

• Source RFT Filename: [Final RFT+TRD ACC_2026 Airside.pdf]
• eTenders CFT ID: ACC20261128
• Contact / Clarification Portal: Messaging facility on www.etenders.gov.ie
• Key Attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement
• Appendix 5: Service Contract