Energy Spatial Planning and Support Services

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 covers the provision of energy spatial planning, locational assessment methodology, and policy advisory services. These services are intended to support the delivery of LEAP Actions 2 and 7, specifically focusing on the development of a methodology for a plan-led Local Energy Utility (LEU) development and a broader policy framework for plan-led energy system development.

The constituent activities and requirements include:

• Spatial Planning: Developing and applying methodologies for spatial planning related to energy infrastructure and development.
• Locational Assessment Methodology: Creating a methodology for assessing the suitability and feasibility of locations for energy projects.
• Policy Advisory Services: Providing expert advice on policy frameworks to support plan-led energy system development.
• LEAP Actions Support: Directly contributing to the objectives of LEAP Actions 2 and 7.
• Plan-Led LEU Development: Developing a methodology for a plan-led approach to Local Energy Utility development.
• Broader Policy Framework: Establishing a comprehensive policy framework for plan-led energy system development.
• Supporting Services: Provision of supporting services for the integration of analysis, up to a maximum of 20 days.
• Ad Hoc Support: An additional 10 days of ad hoc support are to be quoted for, provided as part of the contract terms for a period of 3 months from the end of the final deliverable.

The contract duration is for 7 months, with the right to extend for up to 2 months, with a maximum of two such extensions.

3. Background & buyer context

This procurement is driven by the Department of Climate, Energy and the Environment's strategic objectives, specifically supporting the delivery of LEAP Actions 2 and 7. LEAP (likely referring to a national or departmental energy action plan) outlines initiatives aimed at advancing energy policy and infrastructure. The current tender seeks to establish a framework for spatial planning and policy advisory services to ensure a structured, plan-led approach to energy system development, including Local Energy Utility (LEU) initiatives. This aligns with broader governmental goals for sustainable energy and infrastructure planning. The estimated expenditure of €200,000 (excl. VAT) over the contract term indicates a focused, project-specific requirement rather than a large-scale, ongoing service.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement: A minimum turnover of 2x the value of the contract in each of the previous 3 years.
• Insurance:
• Employer's Liability: €12.7 million limit for any one claim or series of claims. (Not required if self-employed).
• Public Liability: €6.5 million limit for any one claim or series of claims.
• Product Liability: N/A.
• Professional Indemnity: €0.5 million limit in the aggregate per insurance year.
• Certifications: Not specified for this tender.
• Past experience: A minimum of 3 previous consultancies with governmental agencies in the EU, UK, or Ireland, of equivalent quantum and duration.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

The contract will be awarded based on the Most Economically Advantageous Tender (MEAT). The award criteria and their weighting are as follows:

There is a minimum pass mark of 60% required for each of the award criteria. The total maximum marks available are 1000.

6. Submission requirements

Tenderers must submit the following documentation:

• European Single Procurement Document (eESPD): Completed electronically.
• Tenderer’s Statement: A scanned, signed copy on the tenderer's letterhead, as per Appendix 3.
• Pricing Schedule: Completed as per Appendix 2.
• Declarations:
• Declaration as to Personal Circumstances of Tenderer (Appendix 4).
• Confirmation of acceptance of Services Contract terms (Appendix 3).
• Confirmation of compliance with Data Protection Laws.
• Information required under Regulation (EU) 2022/2560 on Foreign Subsidies.
• Supporting Documentation: As requested by the Contracting Authority to demonstrate economic and financial standing, and technical and professional ability.
• CVs: Not explicitly mentioned, but "Proposed Resources" implies personnel details will be required.
• Case studies: Not specified for this tender.
• Method statement / response document: Tenderers must follow the RFT format and respond to each element in order.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Via the electronic tenderbox on www.etenders.gov.ie. Files must be in PDF format, with a 250MB limit per file and a 2GB total limit.

7. Key dates & process

8. Contract terms that matter

• Term: 7 months, with an option to extend for up to 2 months, with a maximum of two such extensions.
• Payment terms: Subject to and made in accordance with the Services Contract at Appendix 5. Invoices are deemed accepted if no queries are raised within 14 days.
• Price variations: Prices quoted remain valid for 3 months from the Tender Deadline. Currency variations are borne by the Tenderer. Price adjustments are permitted only on the first anniversary of the contract start date and subsequent anniversaries, linked to a specified price index.
• Termination: Either party may terminate with 14 days' notice if circumstances continue for 30 calendar days where no queries are raised. Termination for breach is possible with 30 days' notice if the breach is capable of remedy.
• Sub-contracting: The successful Tenderer must designate a Prime Contractor responsible for the entire contract, irrespective of sub-contracting. Sub-contractors may be required to submit an eESPD.
• Parent-company guarantee or bond: Not specified for this tender.
• Intellectual Property: Not specified for this tender.
• Environmental, Social, Labour Law: Compliance with applicable EU and domestic laws, including Council Directive 2001/23/EC (Transfer of Undertakings) and the Protection of Employees (Temporary Agency Work) Act 2012, is mandatory.

9. Risks, red flags & unusuals

• Turnover requirement: The turnover requirement of "2x the value of the contract" (€400,000 average annual turnover) for a €200,000 contract is a standard ratio, but it means a small business needs to demonstrate a significant financial track record relative to the contract size.
• Past Experience Constraint: The requirement for "3 previous consultancies with governmental agencies in the EU, UK or Ireland, of equivalent quantum and duration" is specific and may limit the pool of eligible bidders, particularly those new to public sector work or with experience only in the private sector.
• Short Contract Duration: A 7-month contract term is relatively short, which might influence how bidders approach resource allocation and project planning.
• No Site Visit: The absence of a mandatory site visit (section 2.20.1 and 2.20.2 are marked "Not used") means bidders must rely solely on the documentation provided.
• Foreign Subsidies Regulation: Tenderers must be aware of and comply with Regulation (EU) 2022/2560 on Foreign Subsidies, which may require specific declarations.

10. SME fit assessment

This tender is structured to be accessible to Small and Medium Enterprises (SMEs), with the Contracting Authority actively encouraging their participation and suggesting collaboration with larger enterprises if the scope is beyond their capacity.

• Credible Bidder Profile: A viable bidder would likely be a consultancy firm with demonstrated expertise in energy policy, spatial planning, and public sector advisory services. They would need to meet the turnover requirement (average €400,000 annual turnover over the last 3 years) and possess at least three prior consultancy engagements with EU, UK, or Irish governmental bodies of similar scope and value.
• Consortium/Sub-contracting: Consortiums and sub-contracting are permitted. The tender explicitly encourages SMEs to form relationships with other SMEs or larger enterprises. A Prime Contractor must be designated, regardless of sub-contracting.
• Indicative Bid-Prep Effort: Preparing a compliant tender will require significant effort, likely in the range of 5-10 days for a small team. This includes understanding the scope, developing the technical approach, preparing the pricing schedule, and completing all required declarations and documentation, particularly the eESPD and past experience evidence.
• Pwin Signal: The tender does not explicitly name an incumbent. The requirement for specific governmental experience and the MEAT award criteria suggest that while cost is a factor, the quality of the proposed resources and the technical approach will be critical. The emphasis on SMEs and collaboration suggests a competitive field rather than a sole-supplier framework.

11. Where to dig deeper

• Source RFT filename: Energy Spatial Planning and Supporting Advisory Services_LEAP.docx
• eTenders CFT ID: Not specified in the provided text.
• Contact / Clarification Portal: Messaging facility on www.etenders.gov.ie
• Most Important Attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement