Kildare County Council Request for Quotation for a Waste Amnesty Event in County Kildare 2026

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

Buyer Title CPV / category Estimated value Per-year Procedure type Lots Location Contract length Submission deadline Go-live / start | :-------------------- | :----------------------------------------- | :------------- | :-------------- | :------- | :------------- | :--- | :------- | :-------------- | :------------------ | :-------------- | Kildare County Council REQUEST FOR QUOTATION FOR A WASTE AMNESTY EVENT IN COUNTY KILDARE 2026 Not stated €30,000 Not stated RFQ 1 Kildare Not stated 2026-07-31 11:00 Not stated

2. Scope of Work

Kildare County Council (KCC) requires a service provider to manage and execute a mattress amnesty event in County Kildare during 2026. The estimated value for this procurement is €30,000. The event must be hosted prior to the last Sunday in September 2026. The service provider will be responsible for the planning, logistics, execution, and reporting of the event, adhering to specific rules and service requirements.

The core activities and responsibilities for the appointed service provider include:

• Event Management and Planning:
• Delegating a nominated and competent individual as "Project Manager" to oversee all planning and logistics.
• Delegating a nominated and competent individual as "Event Manager" to manage on-site staff, public interactions, and act as the primary KCC contact.
• Proposing a suitable location for the event, assessed by KCC based on proximity to transport routes, customer base, sight lines, traffic accommodation, and potential nuisance to residents.
• Site Operations and Safety:
• Conducting a safety assessment of the proposed site layout by a Safety Advisor.
• Installing necessary safety controls based on a detailed risk assessment.
• Organising traffic management, including VMS signs on approaches to the facility at least 2 days in advance, and potentially traffic management equipment and trained staff on-site and externally, in accordance with Chapter 8 of the Traffic Signs Manual.
• Laying out the site for safe public access, waste drop-off, and exit.
• Developing plans in consultation with An Garda Síochána (AGS) to monitor and manage potential traffic disruptions, including temporary facility closure if necessary.
• Ensuring sufficient personnel and equipment are mobilised for safe event operation.
• Waste Collection and Disposal:
• Organising a system for site access control to ensure only eligible items are accepted.
• Collecting and storing all waste mattresses in a clean, dry, and clearly sign-posted location on-site.
• Providing at least one large, covered container/trailer for secure and dry storage of mattresses, delivered at least 24 hours in advance.
• Removing all collected mattresses off-site to a suitably licensed waste management facility within a maximum of 7 days post-event.
• Ensuring mattresses are not exported off-site without prior KCC project manager approval.
• Prohibiting thermal treatment of mattresses; full details of proposed treatment must be submitted, with thermal treatment leading to disqualification.
• Payment is on a tonnage basis, dependent on printed weighbridge receipts satisfactory to KCC.
• Public and Reporting Requirements:
• Enforcing event rules: open only to ordinary members of the public, not commercial operators; vans/trucks with commercial logos may be turned away; repeat deliveries from the same person/transport may be refused; charities/voluntary organisations treated as commercial operators.
• Issuing receipts on headed contractor's books to the public, detailing disposed items, and retaining copies.
• Advertising the scheme on the provider's webpage, with KCC approval.
• Providing at least 12 photographs (electronic format) and a detailed breakdown of total tonnage and full disposal details within 48 hours of event completion.
• Retaining full details of receipts issued, vehicles/companies involved in transport, weighbridge receipts, final number and weight of materials, and any issues encountered.
• Documentation and Compliance:
• Submitting insurance details, company safety statement, proposed site staff names/titles, risk assessment, method statements/H&S plan, and traffic management plan prior to commencement.
• Submitting full details of their Waste Collection Permit prior to contract award.

3. Background & buyer context

Kildare County Council is procuring services for a mattress amnesty event in 2026. This initiative aligns with the Council's waste management objectives, aiming to provide a public service for the disposal of mattresses. The procurement is being conducted via a Request for Quotation (RFQ) process, indicating an estimated spend of up to €50,000 (excluding VAT). The event is intended to be a one-off occurrence in 2026, with the specific date to be agreed between KCC and the successful bidder, but must conclude before the last Sunday in September 2026. The Council encourages participation from Small and Medium Enterprises (SMEs) and suggests they may form consortia if necessary to meet requirements.

4. Eligibility & selection criteria

To be considered for this tender, bidders must meet the following minimum requirements:

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employers Liability: €13,000,000
• Public Liability: €6,500,000
• Product Liability: €6,500,000 Bidders must confirm their ability to upgrade to these levels if successful.
• Certifications:
• Must hold a valid Waste Collection Permit.
• Details of proposed treatment facility licensing will be required.
• Past experience: Not explicitly quantified in terms of number of projects, but the ability to deliver in accordance with the RFT rules must be confirmed.
• Personnel:
• Nominated "Project Manager" (competent individual).
• Nominated "Event Manager" (competent individual).
• Nominated Safety Advisor to assess site layout.
• Details of proposed site staff, including names and job titles, must be submitted.
• Geographic / facility constraints:
• The proposed location for the event must be within County Kildare and meet specific criteria related to transport, customer base, traffic management, and potential nuisance.
• The waste must be transported to a suitably licensed waste management facility.

5. Award criteria & scoring

The contract will be awarded based on a combination of cost and quality, with a significant weighting towards cost. The Contracting Authority is not obliged to accept the lowest or any quotation.

Cost Criterion (800 Marks): The lowest cost tender that meets all minimum qualitative requirements will receive maximum marks. Other tenders will be scored using the formula: (Lowest Cost / Tenderer's Cost) * Maximum Points.

Green/Sustainability/Circular Economy Initiatives (200 Marks): This criterion assesses the proposed treatment of collected mattresses, with thermal treatment being explicitly prohibited and leading to disqualification. Tenderers must provide details of their proposed location and sustainability initiatives. A minimum score of 100 marks is required for this criterion. Responses are limited to a maximum of 2 A4 pages.

A minimum score of 50% is required for each qualitative criterion to be considered eligible. Scores below 50% are considered unacceptable. In case of a tie, the tender with the highest quality score will be awarded the contract. If qualitative scores are identical, the tender with the highest score on the highest weighted qualitative criterion will be selected.

6. Submission requirements

Bidders are required to submit their quotations via the eTenders.gov.ie portal. The submission must be made using the provided Quotation Response Document (QRD), which includes:

• General Economic Operator Information.
• Confirmation of compliance with Suitability Criteria (tax, insurances, declarations).
• The Quotation Form for pricing and responses to qualitative award criteria.

Specific requirements include:

• Pricing Schedule: Must be completed within the QRD, with all costs catered for. Alterations may lead to rejection.
• Qualitative Response: Details of proposed green/sustainability/circular economy initiatives, including mattress treatment and proposed event location, limited to 2 A4 pages.
• Insurance Details: Confirmation of required insurance levels.
• Company Safety Statement: Must be submitted.
• Proposed Staff Details: Names and job titles of all proposed site staff.
• Risk Assessment: For the intended works.
• Method Statements / H&S Plan: Developed H&S plan.
• Traffic Management Plan: Proposed plan.
• Waste Collection Permit: Full details to be submitted prior to award.
• Declarations: Confirmation of tax compliance, insurance, and absence of grounds for exclusion (e.g., bankruptcy, corruption, fraud).
• Bona Fides: Confirmation of compliance with statutory obligations.

A mandatory site visit is not specified. All queries must be submitted via the eTenders.gov.ie portal.

7. Key dates & process

The quotation validity period is 2 months from the submission deadline.

8. Contract terms that matter

• Contract Length: Not specified, but the event must occur before the last Sunday in September 2026.
• Payment Terms: Payment will be made on a tonnage basis, contingent on printed weighbridge receipts satisfactory to the Council's Representative. Invoices are to be submitted monthly, quoting a Contracting Authority purchase order number.
• Key SLAs/KPIs: Performance will be continually monitored based on cost competitiveness, performance, quality of service, and turnaround time.
• Liquidated Damages: Not specified.
• Termination Clauses: Not specified.
• IP Ownership: The Contracting Authority will hold copyright ownership of any material developed for their use. The successful tenderer may have a non-exclusive license for their own purposes.
• Sub-contracting Rules: Not specified.
• Parent Company Guarantee/Bond: Not specified.

9. Risks, red flags & unusuals

• Tight Timeline for Event Execution: While the submission deadline is July 31, 2026, the event must occur before the last Sunday in September 2026. This leaves a very short window for mobilisation, planning, and execution post-award.
• Location Approval: The proposed event location is subject to KCC approval based on specific criteria. An invalid location submission will lead to disqualification, posing a risk if bidders cannot secure suitable sites that meet KCC's requirements.
• High Cost Weighting: The 80% weighting for cost means that price will be the dominant factor in the award decision, potentially favouring bidders with lower overheads or existing infrastructure.
• Prohibition on Thermal Treatment: This is a strict requirement, and any proposal including thermal treatment will be disqualified, indicating a strong emphasis on specific waste management methodologies.
• SME Participation Encouraged: While SMEs are encouraged, the insurance requirements (€6.5m Public Liability, €13m Employers Liability) may present a barrier for very small entities without existing cover. The document explicitly suggests SMEs may form consortia.
• No Variant Offers: The tender explicitly states "Variant Offers NOT APPLICABLE," meaning bidders must adhere strictly to the specified requirements.

10. SME fit assessment

This tender is structured as a Request for Quotation (RFQ) with an estimated value of €30,000, suggesting it is accessible to a range of suppliers. However, the insurance requirements (Public Liability €6.5m, Employers Liability €13m) are substantial and may be a significant hurdle for very small, newly established businesses. Bidders must also hold a valid Waste Collection Permit.

Consortium or sub-contracting is permitted, as SMEs are encouraged to explore forming relationships with other entities to meet capacity requirements. This suggests that a combination of smaller firms, or a larger firm sub-contracting to an SME, could be a viable approach.

The bid preparation effort is likely moderate. Key tasks include developing a site proposal, a safety plan, a traffic management plan, and detailing sustainability initiatives. The insurance requirements and the need for a licensed waste management facility are critical pre-requisites.

The "Pwin" signal is not strong for an incumbent, as this is a specific event rather than an ongoing service. The high cost weighting (80%) suggests that cost-effectiveness will be paramount. The primary challenge for SMEs will be meeting the insurance thresholds and demonstrating the capacity to manage the logistics and safety aspects of a public event of this nature. The tender is genuinely open to waste management companies with the necessary permits and insurance, who can propose a compliant site and a cost-effective, non-thermal treatment solution.

11. Where to dig deeper

• Source Document: Request For Quotation (RFQ) Mattress Amnesty Scheme 2026.docx
• eTenders CFT ID: Not specified in the provided text.
• Contact for Queries: Via www.etenders.gov.ie
• Key Attachments:
• Quotation Response Document (QRD)
• Pricing Schedule (within QRD)
• Suitability Criteria confirmation (within QRD)