Supply and delivery of a 4WD Out Front Mower

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

This procurement seeks the supply and delivery of a new or used 4WD Out Front Mower, suitable for municipal grounds maintenance. The contract duration is two years. The scope encompasses the provision of a machine that meets detailed technical specifications, including engine performance, transmission, cutting deck, hydraulic system, dimensions, lighting, and GPS integration capabilities. The supplier is responsible for delivering the mower to a Dún Laoghaire Rathdown County Council Operations Depot, with specific handover procedures. Comprehensive operator training for five individuals is required, along with the provision of detailed manuals. After-sales service, including timely breakdown response and potential temporary replacement provision, is a critical component. A mandatory trade-in of a specified existing mower (Kubota F3890, 2014, 900 used hours) is included. The Contracting Authority reserves the right to procure a second mower of similar specification within three years, subject to budget and performance.

Key activities and requirements include:

• Machine Specification:
• 4WD Out Front Mower, new or used (less than 1000 hours or 3 years use).
• Engine: Minimum 36 hp, 4-cylinder, water-cooled diesel, EU Stage V emissions compliant.
• Transmission: Hydrostatic, permanent 4WD with differential lock, hydrostatic power steering.
• Cutting Deck: Front-mounted rotary, minimum 1.5m cutting width, adjustable height (25mm-127mm), rear discharge/mulching, triple-blade.
• Hydraulic System: Operator-controlled deck raise/lower, minimum one auxiliary circuit, pump delivering ≥ 25 litres/minute at ≥ 150 bar.
• Dimensions: Minimum 3m length, within 1.65m width (including deck), ≥ 150mm ground clearance, total operating weight ≤ 1700 kg.
• Lighting: Full head/dip lights, spotlights (front/rear), tail/brake lights, indicator lights, high-visibility amber flashing beacon.
• GPS Integration: Capable of integrating with DLRCC's existing GPS tracking system.
• Fuel Compatibility: HVO fuel to EN 15940.
• Warranty:
• New mowers: Minimum 24 months or 1,100 operating hours, whichever occurs first.
• Used mowers: Minimum 12 months or 600 operating hours, whichever occurs first.
• Warranty covers repair/replacement of defective components, including labour, parts, freight, travel, and call-out costs.
• Compliance & Finish:
• Compliance with all National and EU Regulations (construction, road use, emissions, safety).
• Registered for public road use.
• Durable, corrosion-resistant factory finish, safety markings, defect-free, ready for immediate use.
• Training & Documentation:
• Comprehensive operator training for 5 people at DLRCC sites (safety, fuel-efficient operation).
• Provision of user manual, workshop manual, spare parts book, operational handbook.
• Delivery & Handover:
• Delivery to DLRCC Operations Depot, pre-arranged, Monday-Friday, 10:00-16:00.
• Handover includes servicing discussion, operational features demonstration, site testing, documentation supply, and operator presence until satisfaction.
• Best available lead time to be stated.
• After-Sales Service:
• Competent service and maintenance network.
• Breakdown reports acknowledged within 4 working hours.
• Inspection/remedial action within 1 working day.
• Temporary replacement machine (equivalent size/capability) if repair exceeds 72 hours post-inspection.
• Provision of equivalent replacement or other remedy for recurring defects.
• Trade-in:
• Mandatory trade-in of a 2014 Kubota F3890 mower (900 used hours).
• Tenderers must state trade-in value (€ ex VAT) and basis of valuation.

3. Background & buyer context

Dún Laoghaire-Rathdown County Council (DLRCC) is the contracting authority for this procurement. DLRCC is one of four local authorities in the Dublin region, responsible for a broad range of services including environment, housing, roads, parks, libraries, and community infrastructure across its towns and villages. The county is undergoing significant development, notably the new town at Cherrywood. This procurement is driven by the need to replace or supplement existing grounds maintenance equipment with a modern, efficient 4WD Out Front Mower suitable for diverse municipal operations, including parks, open spaces, roadside verges, and sports grounds. The council aims to maintain its attractive public realm and efficient service delivery.

4. Eligibility & selection criteria

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

• Turnover requirement:
• Turnover exceeded €100,000 during each of the last three years, or pro-rata if more recently established.
• Firm must have been in existence for at least 6 months.
• Confirmation of financial standing to pay debts as they fall due will be required prior to award.
• Insurance:
• Employer’s Liability: €13 million
• Public Liability: €6.5 million
• Product Liability: €6.5 million
• Professional Indemnity: Not applicable (N/A)
• Certifications:
• Not specified for this tender, but compliance with relevant Health & Safety legislation and Environmental legislation/guidelines is mandatory.
• Demonstration of quality service measures, e.g., via an externally certified system, is required.
• Past experience:
• Successfully completed two contracts where the unit has been sold.
• Contact details of referees for each contract must be provided.
• Personnel:
• Not specified for this tender.
• Geographic / facility constraints:
• Not specified for this tender, beyond the requirement for after-sales service network and location of service facilities.

5. Award criteria & scoring

The contract will be awarded based on the Most Economically Advantageous Tender (MEAT), considering cost and quality. The total maximum score is 1,000 points.

• Cost: The lowest cost tender meeting minimum qualitative criteria receives maximum points. Other tenders are scored proportionally.
• Design & Suitability: Evaluates compliance with technical specifications (Section 3.1 a-q) and inclusion of technical specification for the proposed machine.
• Delivery Lead Time & After Sales: Assesses delivery timeline post-PO, and the quality/responsiveness of after-sales service (breakdown response, temporary replacements, support network).
• Green Public Procurement: Evaluates compliance with EU Stage V emissions, HVO compatibility, and other environmental standards/practices.

A minimum score of 50% is required for each qualitative criterion (B, C, D). A score below 50% for any criterion renders the tender inadmissible. Tie-break: highest quality score, then highest score on the highest weighted qualitative criterion.

6. Submission requirements

Tenders must be submitted electronically via the eTenders postbox facility on www.etenders.gov.ie.

• Method statement / response document: Tender Response Document (TRD) based on a self-declaration model, incorporating sections for General Information, Declarations, Financials (Tax, Turnover, Insurance), Health and Safety, and Previous Contracts/Experience. Specific templates for "Specification Requirements" and "After-Sales Service" may be used as compliance checklists/response templates.
• CVs: Not specified for this tender.
• Pricing schedule: Not specified as a separate document, but cost is a key award criterion.
• Case studies: Not specified, but evidence of two successfully completed contracts is required.
• Declarations:
• Declaration of Bona Fides (Art. 57 of Directive 2014/24/EU).
• Declaration regarding compliance with relevant statutory obligations.
• Confirmation of tax compliance.
• Mandatory site visit: Not specified for the tender submission, but the trade-in mower is available for inspection by appointment.
• Submission portal: www.etenders.gov.ie only. Tenderers must click “Submit Response” and can modify their response until the deadline.

7. Key dates & process

8. Contract terms that matter

• Term: 2 years.
• Extension: Not specified.
• Payment terms: Not specified, but standard prompt payment legislation applies.
• Key SLAs/KPIs: Breakdown acknowledgement within 4 working hours, inspection/remedial action within 1 working day, temporary replacement if repair exceeds 72 hours.
• Liquidated damages: Not specified, but failure to meet delivery periods may result in supplier covering costs of hiring a similar vehicle.
• Termination clauses: Contracting Authority reserves the right to terminate if costs become uncompetitive due to changes (e.g., Customs Union), or if the successful tenderer fails to deliver. Force Majeure events continuing for 30 days allow termination by either party.
• IP ownership: Not specified.
• Sub-contracting rules: Not specified, but reliance on other entities for capacity is permitted if demonstrable.
• Parent-company guarantee or bond: Not specified.

9. Risks, red flags & unusuals

• Used Mower Option: The tender allows for a used mower (less than 1000 hours or 3 years old) with a shorter warranty (12 months/600 hours). This introduces variability in machine condition and performance compared to new units.
• Mandatory Trade-in: The requirement to accept a specific used mower as a partial trade-in is a significant operational and valuation challenge for bidders. The valuation basis must be clearly stated, and this value directly impacts the evaluated cost.
• Potential Second Mower: The Contracting Authority reserves the right to purchase a second mower within three years, subject to budget and performance. This creates uncertainty regarding future volume.
• Tight Quality Thresholds: Minimum scores of 50% for each qualitative criterion (Design, Delivery/After Sales, Green Procurement) mean that any significant weakness in these areas will lead to disqualification, even if the cost is competitive.
• No Explicit Budget: The indicative budget is stated as "TBD," making it difficult for bidders to gauge the scale of the opportunity or tailor their pricing precisely.

10. SME fit assessment

This tender is likely open to established suppliers of grounds maintenance equipment with a proven track record in municipal sales and robust after-sales support.

• Credible Bidders: Firms with experience in supplying similar machinery to local authorities or large public bodies. They must demonstrate:
• Access to EU Stage V compliant diesel engines and HVO fuel compatibility.
• A strong technical specification matching or exceeding the requirements.
• A well-established after-sales network capable of meeting the specified response times and providing temporary replacements.
• The financial capacity to meet insurance requirements and handle the trade-in.
• Experience in supplying at least two comparable units.
• Consortium/Sub-contracting: Consortiums or joint ventures are permitted. Tenderers may also rely on the resources of other entities to meet capacity requirements, provided they can demonstrate these resources will be available. This allows smaller firms to partner with others to meet the insurance or experience criteria.
• Indicative Bid-Prep Effort: Preparing a compliant bid will require significant effort, likely 5-10 days for a specialist supplier. This includes:
• Detailed technical specification matching.
• Developing a robust after-sales service plan.
• Accurate pricing, including the trade-in valuation.
• Gathering evidence for past experience and financial standing.
• Completing the Tender Response Document.
• Pwin Signal: The tender is an open procedure, suggesting it is not exclusively for an incumbent. However, the specific technical requirements and the mandatory trade-in may favour suppliers with existing relationships or specific product lines that align well with DLRCC's needs. The requirement for two prior sales suggests a need for some market presence.

11. Where to dig deeper

• Source RFT filename: 4WD Out Front Mower RFT.docx
• eTenders CFT ID: Not specified in the provided text.
• Contact for Queries: Messaging facility on www.etenders.gov.ie
• Most Important Attachments:
• Specification Requirements (Section 3.1)
• After-Sales Service (Section 3.1.q)
• Tender Response Document (TRD)