Supply of a High Capacity Tractor

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 procurement is for the supply and delivery of a single, high-capacity, heavy-duty conventional agricultural tractor unit. The primary operational purpose of this tractor is to manage ultra-heavy boat transport tasks at the Ros An Mhíl Fishery Harbour Centre in County Galway. The contract duration is for an initial term of 6 months, followed by a warranty period. The Contracting Authority reserves the right to extend the term for up to two additional periods, each of up to 12 months, subject to legal obligations. The estimated expenditure for the goods, including potential extensions, is €250,000 excluding VAT.

The tractor must meet specific technical and functional requirements:

• Engine Power: A minimum rated engine power of 200 hp / 149 kW (before boost) is required.
• Drive System: The tractor must be a four-wheel-drive unit, designed and rated for heavy-duty drawbar applications.
• Hydraulic System:
• Rear oil reservoirs must provide a minimum of 80 Litres of exportable oil volume. This volume is necessary to fully actuate all hydraulic pistons on a Roodberg trailer simultaneously without compromising the tractor's steering or transmission circuits.
• A minimum of 4 rear-mounted electro-hydraulic spool valves are required, each with individual flow and time profiling capabilities.
• Power Take-Off (PTO): The rear independent PTO must be rated to continuously transfer a minimum of 240 hp at standard 540E/1000 RPM engine speeds to support high-demand yard implements.
• Delivery: The lead time for the tractor must not exceed 6 weeks from the order placement. The delivery date must be no later than December 11, 2026.
• Ancillary Requirements:
• The tender price must include the cost of a technical training course for Marine Engineering Personnel.
• Workshops, parts, and body repair manuals for the offered vehicle must be supplied.
• The tractor must be equipped with a rotating amber beacon.

Tenderers will be required to provide a similar vehicle for technical examination and end-user testing during the evaluation stage. Failure to meet this requirement will result in elimination. A demonstration of the proposed vehicle is also mandatory.

3. Background & buyer context

The Department of Agriculture, Food and the Marine, specifically its Marine Engineering Division, is procuring this high-capacity tractor. The requirement stems from the operational needs at the Ros An Mhíl Fishery Harbour Centre in County Galway. The centre requires a robust tractor capable of handling "ultra-heavy boat transport tasks." This procurement falls under an open procedure, indicating it is not a framework agreement or a direct award. The estimated value of €250,000 suggests it is below the EU's higher procurement thresholds. The Department aims to encourage participation from Small and Medium Enterprises (SMEs), suggesting a desire for market competition and potentially supporting local businesses.

4. Eligibility & selection criteria

Tenderers must meet the following minimum requirements to be considered compliant:

• Turnover requirement: Not specified for this tender.
• Insurance: The successful Tenderer must hold the following insurances for the term of the Goods Contract:
• Employer’s Liability: €12,700,000
• Public Liability: €6,500,000
• Product Liability: €6,500,000
• Professional Indemnity: Not specified for this tender.
• Certifications: Not specified for this tender.
• Past experience: Not specified for this tender.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: The tractor must be suitable for use in Ireland, and insurance must cover Ireland.

Tenderers must also:

• Submit a completed European Single Procurement Document (eESPD).
• Declare that no mandatory grounds for exclusion apply, or if they do, provide evidence of remedial measures.
• Declare that they satisfy the technical and professional ability requirements.
• Provide supporting documentation for economic and financial standing and technical and professional ability upon request.
• Confirm acceptance of the Goods Contract terms by signing the Tenderer’s Statement.
• Ensure all prices quoted remain valid for 6 months from the Tender Deadline.
• Comply with all applicable EU and domestic tax laws.

5. Award criteria & scoring

The Goods Contract will be awarded based on the most economically advantageous tender, evaluated using the following criteria:

Award Criteria Weighting (%) Max Score Scoring Options Rule | :------------------------------------ | :------------ | :-------- | :-------------------------------------------- | :--------------------------------- | Ultimate Cost 30% 300 N/A No Rule Technical Merit & Functional Char. 20% 200 0, 900, 1800, 2700, 3600, 4500 (multiplied by 0.1) Must Score 2700 (equivalent to 270) Warranty Terms Offered 15% 150 600, 800, 1000 (multiplied by 0.15) Must Score 600 (equivalent to 90) Delivery Lead Time 30% 300 0, 200, 400, 600, 800, 1000 (multiplied by 0.3) Must Score 600 (equivalent to 180) Green Friendly 5% 50 0, 10, 20, 30, 40, 50 No Rule Total 100% 1000

Note: The "Scoring Options" and "Multipliers" in the source document appear to be complex and potentially misaligned with the "Max Score" for each criterion. The "Rule" column indicates minimum scores required for Technical Merit, Warranty, and Delivery Lead Time. Failure to meet these minimums will result in elimination.

The "Ultimate Cost" is calculated by combining the price per unit, the cost of technical training, and the cost of workshop/parts/body repair manuals. "Technical Merit & Functional Characteristics" are assessed across operational capacity, transmission/hydraulic systems, drawbar pull/rear linkage, tyres/ballast, braking, safety systems, cab structure/controls, and miscellaneous characteristics.

6. Submission requirements

Tenderers must submit their tender electronically via the eTenders portal (www.etenders.gov.ie). The submission must adhere to the following:

• Method statement / response document: Tenderers must complete the "TRD attached" document and submit it with their tender response.
• CVs: Not specified for this tender.
• Pricing schedule: Tenderers must complete the Pricing Schedule at Appendix 2. All prices must be all-inclusive (excluding VAT), quoted in Euro, and remain valid for 6 months from the Tender Deadline.
• Case studies: Not specified for this tender.
• Declarations:
• European Single Procurement Document (eESPD).
• Tenderer’s Statement (Appendix 3), signed and scanned, confirming acceptance of the Goods Contract terms.
• Declaration as to Personal Circumstances of Tenderer (Appendix 4).
• Tax Clearance Access Number and Tax Reference Number for online verification.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Tenders must be submitted via the electronic tenderbox on www.etenders.gov.ie.
• File limits: A file size limit of 250MB per single file and a maximum total limit of 500MB for all documentation apply.
• Format: All electronic documents must be in PDF format and readable by a PDF reader.
• Language: Tenders must be submitted in English.
• One Tender: Each Tenderer is limited to submitting one Tender in their own capacity and one as part of a consortium/group.

7. Key dates & process

The delivery date for the tractor must not exceed December 11, 2026.

8. Contract terms that matter

• Term: The Goods Contract will have an initial term of 6 months, plus a warranty period. The Contracting Authority may extend the term for up to two additional periods of up to 12 months each.
• Payment terms: Payments will be made in accordance with the Goods Contract at Appendix 5.
• Key SLAs/KPIs: Specific SLAs/KPIs are not detailed in the provided extract, beyond the critical delivery lead time.
• Liquidated damages or penalty regimes: Not specified for this tender.
• Termination clauses: Either party may terminate with 14 days' notice in circumstances where no queries are raised within a specified period (likely related to invoicing, though not fully clear). Breach(es) capable of remedy can be terminated with 30 days' notice after a written request.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Tenderers must designate a single Prime Contractor responsible for the entire Goods Contract, irrespective of subcontracting. Subcontractors may need to submit separate eESPDs.
• Parent-company guarantee or bond requirements: Not specified for this tender.

9. Risks, red flags & unusuals

• Tight Delivery Deadline: The delivery date of December 11, 2026, is stated as "non-negotiable" and requires a formal build-slot guarantee or dealer allocation certificate. This poses a significant risk for bidders who do not have immediate production capacity or readily available stock.
• Mandatory Technical Examination & Demonstration: Shortlisted suppliers must provide a similar vehicle for technical examination and end-user testing. This requirement, along with a mandatory demonstration, adds cost and logistical complexity for bidders. Failure to meet this will result in elimination.
• Complex Scoring Mechanism: The scoring for "Technical Merit & Functional Characteristics" and "Delivery Lead Time" uses multipliers and base scores that require careful interpretation to ensure accurate bid preparation. The "Rule" column indicates minimum scores required for these criteria, which act as pass/fail gates within the scoring.
• Limited Contract Term: The initial 6-month contract term is unusually short for a capital asset like a tractor, suggesting it might be an initial trial period or a specific operational need. The potential for extensions mitigates this somewhat.
• Unspecified Insurance: Professional Indemnity insurance is listed as "[Click here to enter text]", indicating it is either not required or was omitted from the provided extract.

10. SME fit assessment

This tender is likely accessible to SMEs that specialise in agricultural or heavy-duty machinery supply. A viable bidder would typically be a tractor dealership or manufacturer with a strong existing presence and service network in Ireland.

• Credible bidders: Established agricultural machinery suppliers, dealerships with strong manufacturer relationships, or potentially specialist heavy equipment providers. The requirement for specific technical capabilities and a short lead time suggests a need for established supply chains.
• Consortium/sub-contracting: The tender explicitly allows for groups of undertakings to submit a tender, and a Prime Contractor must designate a single entity responsible for the contract, even if tasks are subcontracted. This allows SMEs to partner with larger firms or other SMEs to meet requirements.
• Indicative bid-prep effort: Bid preparation would likely require 5-10 days for a specialist supplier. This includes completing the eESPD, technical specifications, pricing, and preparing for the mandatory demonstration and technical examination.
• Pwin signal: The non-negotiable, tight delivery deadline and the mandatory vehicle demonstration/testing suggest a preference for bidders with immediate availability and proven equipment. This might favour incumbent suppliers or those with strong existing allocation agreements with manufacturers. The estimated value is moderate, not indicating a large incumbent advantage.

11. Where to dig deeper

• Source RFT filename: [2. RFT High Capacity Tractors.docx]
• eTenders CFT ID: Not specified in the provided text.
• Contact email or clarification portal: Messaging facility on www.etenders.gov.ie
• Most important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 5: Goods Contract