Combinable Crop Assurance Scheme

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 |-------|-------|----------------|------------------|----------|----------------|------|----------|------------------|---------------------|------------------| Bord Bia Combinable Crop Assurance Scheme 73000000 not disclosed not stated Open not stated Ireland 36 months not stated not stated

2. Scope of Work

Bord Bia seeks to implement a Combinable Crop Assurance Scheme over a three-year pilot program. The contractor will provide external auditing and related administration services to ensure compliance with the scheme's standards.

The contractor's day-to-day activities will include:

• Auditing Services: Conducting audits of participating farms to verify compliance with the assurance scheme's standards.
• Administration: Managing documentation and records related to audits and compliance.
• Reporting: Providing regular performance reports to Bord Bia, detailing audit findings and compliance levels.
• Training: Offering training sessions for farmers and stakeholders on compliance requirements and best practices.
• Communication: Liaising with Bord Bia and other stakeholders to facilitate smooth operations and address any issues that arise.
• Quality Assurance: Ensuring that all processes align with Bord Bia’s ISO 17065 and ISO 9001 standards.
• Scheduling: Developing and maintaining an audit scheduling system to ensure timely audits are conducted.
• Workflow Management: Implementing file-processing systems to manage audit documentation efficiently.

The contractor must demonstrate a nationwide delivery model and effective collaboration with Bord Bia and other service providers.

3. Background & buyer context

This procurement aligns with Bord Bia's strategic initiative to enhance the sustainability and quality of Irish agricultural products. The Combinable Crop Assurance Scheme is part of a broader effort to promote best practices in farming and ensure that Irish produce meets international standards. The initiative is driven by the need for improved traceability and quality assurance in the food supply chain. Bord Bia has a history of working with various stakeholders in the agricultural sector, and this scheme aims to build on existing frameworks to further enhance the reputation of Irish produce globally.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €350,000 for each of the last three financial years.
• Insurance:
• Employer’s Liability: €13 million (if applicable).
• Public Liability: €6.5 million.
• Professional Indemnity: €1.3 million for each claim.
• Product Liability: €6.5 million.
• Certifications: Compliance with ISO/IEC 17065 and ISO 9001 standards.
• Past experience: Evidence of three comparable projects completed within the last three years.
• Personnel: Key roles must include a contract manager with relevant experience.
• Geographic constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow a Most Economically Advantageous Tender (MEAT) approach, with a minimum scoring threshold of 50% for each qualitative criterion.

6. Submission requirements

Bidders must submit the following documents:

• Method statement: Complete the provided Tender Response Document template, adhering to any page limits.
• CVs: Include CVs for key personnel, with a maximum of two pages per CV.
• Pricing schedule: Use the specified format in the Tender Response Document.
• Case studies: Provide three case studies demonstrating relevant experience, with project values ranging from €50,000 to €200,000.
• Declarations: Include the European Single Procurement Document (ESPD), Declaration of Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Site visit: A mandatory site visit may be required; details will be provided in the tender documents.
• Submission portal: All submissions must be made via the eTenders portal, following specific formatting rules.

7. Key dates & process

8. Contract terms that matter

The contract will be for a duration of 36 months, with potential extensions subject to performance. Key terms include:

• Payment terms: Payments will be made upon satisfactory completion of services as outlined in the contract.
• Key SLAs/KPIs: Specific performance indicators will be established to measure the contractor's effectiveness.
• Liquidated damages: Penalties may apply for failure to meet agreed timelines or performance standards.
• Termination clauses: The contract may be terminated for failure to comply with terms or if performance is deemed unsatisfactory.
• IP ownership: Bord Bia will retain ownership of all materials developed under the contract.
• Sub-contracting rules: Sub-contracting is permitted but must be disclosed and approved by Bord Bia.

9. Risks, red flags & unusuals

Potential risks associated with this tender include:

• Turnover threshold: The requirement for a minimum turnover of €350,000 may limit participation from smaller firms.
• Geographic constraints: While not specified, any implicit geographic limitations could restrict competition.
• Funding dependency: The contract's viability may depend on ongoing funding from Bord Bia, which could affect long-term sustainability.
• Incumbent advantage: Previous experience with Bord Bia may provide an advantage to incumbent bidders, potentially disadvantaging new entrants.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that can demonstrate:

• Credible bidding capacity: Firms with relevant experience in auditing and compliance, particularly in the agricultural sector.
• Consortium opportunities: Bidders may form consortia to meet financial and technical requirements.
• Bid preparation effort: An estimated 10-15 days may be required to prepare a competitive bid.
• Pwin signal: The presence of incumbents or previous winners may indicate a competitive landscape, but opportunities exist for well-prepared SMEs.

11. Where to dig deeper

• Source RFT filename: Request for Tender.pdf
• eTenders CFT ID: not stated
• Contact email: not stated
• Important attachments: Appendix A — Specification of Requirements, Tender Response Document.