Collection and Delivery of Census 2027 Materials

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 Central Statistics Office (CSO) requires a contractor to provide collection, delivery, and return services for Census 2027 materials nationwide. The services encompass the logistical handling of crates containing Census materials from various locations to designated points and their subsequent collection and return.

The core activities include:

• Distribution of Census Materials: Delivery of crates containing Census materials to 466 locations across Ireland. This distribution is scheduled to occur over a 2-3 week period from the end of February 2027.
• Collection of Census Materials: Collection of these crates from the same 466 locations post-Census. This collection phase is also planned for a 2-3 week period, specifically between approximately 21st May 2027 and 11th June 2027.
• Return of Materials: The collected crates must be returned to the CSO. This return process is to be completed on or before 25th June 2027.
• Logistical Management: The contractor will be responsible for the overall management of the logistics, including vehicle deployment, route planning, and ensuring timely delivery and collection.
• Handling Requirements: A minimum of two handlers is required when lifting full crates containing CSO material.
• Labelling: Labelling of crates must include the Field District number and the recipient’s name, address, and Eircode.
• Communication: The Census mobile phone number for each Census Field Supervisor (CFS) will be provided to the successful tenderer to facilitate effective communication.

The estimated contract value is between €230,000 and €280,000 (excluding VAT) over the contract term, which includes potential extensions. The Census Field Operation itself is anticipated to last a minimum of eight weeks, comprising five weeks prior to Census Date and three weeks following it.

3. Background & buyer context

This procurement is for the Collection and Delivery of Census 2027 Materials, a critical logistical component for the Central Statistics Office's (CSO) Census of Population 2027. The Census of Population is a fundamental statistical activity undertaken by the CSO to count every person living in Ireland on a specific date. This tender supports the operational delivery of the Census Field Operation, which involves temporary field staff distributing and collecting survey forms. The CSO is the contracting authority for this procurement, operating under an open procedure in accordance with EU and Irish regulations. The estimated expenditure reflects the anticipated scale of the logistical requirements for this national undertaking.

4. Eligibility & selection criteria

Tenderers must meet the following minimum requirements to be considered:

• Turnover requirement: Tenderers must have achieved a minimum average annual turnover of €250,000 (excluding VAT) in each of the last two financial years, or for each financial year since establishment if less than two years.
• Insurance: The following insurances must be held for the term of the Services Contract:
• Employer’s Liability: €12.7 million limit per claim.
• Public Liability: €6.5 million limit per claim.
• Motor Insurance: €6.5 million limit per claim and in aggregate per insurance year.
• Goods in Transit: €2 million limit per claim and in aggregate per insurance year.
• Certifications:
• A recognised Quality Management System Standard such as ISO 9001 or equivalent is required.
• A Road Haulage Operator Licence is required.
• Past experience: Tenderers must demonstrate previous experience in logistics, specifically in collection and delivery services. Specific quantitative requirements for past experience are not explicitly detailed as a pass/fail criterion but will be assessed under Technical and Professional Ability.
• Personnel: Drivers must hold valid driving licences. Specific experience requirements for named roles are not detailed as mandatory selection criteria.
• Geographic / facility constraints: Services are to be provided nationwide within Ireland. No specific facility location constraints are stated.

5. Award criteria & scoring

The Most Economically Advantageous Tender (MEAT) will be selected based on a combination of price and quality. The specific weighting and scoring mechanism are not detailed in the provided metadata. However, the selection criteria are pass/fail, meaning tenderers must meet all minimum requirements to proceed to the award evaluation. The award criteria will assess the overall value for money, considering both the proposed price and the quality of the proposed service. Tenderers must achieve a minimum of 60% of the marks available for each sub-criterion in the award stage, if applicable, and a minimum overall score to be considered.

6. Submission requirements

Tenderers must submit their responses electronically via the eTenders.gov.ie portal. The submission must include:

• European Single Procurement Document (ESPD): Completed and submitted as per Appendix 9.
• Tenderer’s Statement: Signed copy on letterhead, as per Appendix 3.
• Pricing Schedule: Completed as per Appendix 2. All prices must be all-inclusive, in Euro, and exclusive of VAT. Prices must remain valid for 120 days from the Tender Deadline.
• CVs: CV Template provided at Appendix 8. Specific page limits or roles are not stated for this section.
• Case studies: Previous Contract Experience Template provided at Appendix 7. The number and value range of case studies are not specified.
• Declarations:
• Declaration as to Personal Circumstances of Tenderer (Appendix 4).
• Bona Fides (implied through ESPD and Tenderer's Statement).
• Tax clearance verification via Tax Clearance Access Number and Tax Reference Number.
• Conflict of Interest declaration.
• Mandatory site visit: Not specified for this tender.
• Submission portal: www.etenders.gov.ie. Tenderers must click "Submit Response" and ensure all documents are uploaded before the deadline. A maximum of 4GB is allowed for combined documents.
• Tender Response Document (TRD): Tenderers must complete their response in the TRD document available separately from www.etenders.gov.ie.

7. Key dates & process

8. Contract terms that matter

The contract is expected to commence on a specified date and conclude on 30th June 2027. The CSO reserves the right to extend the term for up to two additional periods, each of up to two months, on the same terms and conditions. Payment terms will be in accordance with the Services Contract at Appendix 5. Key Service Level Agreements (SLAs) and Key Performance Indicators (KPIs) are not explicitly detailed in the metadata but will be defined within the Services Contract. Liquidated damages or penalty regimes are not specified. Termination clauses will be as per the Services Contract, with provisions for termination by either party with 14 days' notice if certain conditions persist. Intellectual property ownership is not detailed. Sub-contracting is permitted, but the prime contractor must designate a single entity responsible for the contract. A parent-company guarantee or bond requirement is not specified.

9. Risks, red flags & unusuals

The estimated contract value (€230K-€280K) is relatively modest for a nationwide logistics contract, which might suggest a focus on efficiency and cost control. The requirement for a minimum turnover of €250,000 in each of the last two years, while not excessively high, is close to the upper end of the estimated contract value, potentially favouring established but not necessarily large firms. The tight timeframe for distribution and collection (2-3 weeks each) around the Census date requires precise logistical planning and execution. The requirement for ISO 9001 or equivalent quality assurance is a standard but important gate. The contract term extends to June 2027, with potential extensions, indicating a need for long-term planning and resource commitment.

10. SME fit assessment

This tender is potentially suitable for Small and Medium Enterprises (SMEs) with established logistics operations, particularly those with a strong presence and infrastructure within Ireland. A credible bidder would likely possess a fleet of suitable vehicles, a robust quality management system (ISO 9001 or equivalent), and experience in managing nationwide distribution and collection networks. Consortium bids are permitted, allowing SMEs to partner with other firms to meet the requirements if their individual capacity is insufficient. The bid preparation effort is estimated to be moderate, requiring detailed planning for the pricing schedule and operational approach. Given the open procedure and the nature of the services, the incumbent's strength is not explicitly stated, suggesting a competitive opportunity for new entrants who can demonstrate strong logistical capabilities and value for money.

11. Where to dig deeper

• Source RFT filename: [Services RFT - Final .docx]
• eTenders CFT ID: Not specified in the provided metadata.
• 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: Services Contract