Tree Condition Survey for Shamrock Stores Social Housing, Athy, Co. Kildare

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 contractor is responsible for conducting a comprehensive tree condition survey for the Shamrock Stores social housing development in Athy, Co. Kildare. This survey aims to assess the health and structural integrity of trees within the designated area, ensuring compliance with local regulations and safety standards.

The key activities involved in the scope of work include:

• Tree Assessment: Conduct visual inspections of all trees within the project area, identifying species, age, and condition.
• Data Collection: Gather quantitative data on tree height, diameter at breast height (DBH), and canopy spread.
• Health Evaluation: Assess tree health, identifying signs of disease, pest infestations, and structural defects.
• Risk Assessment: Evaluate potential risks posed by trees to nearby structures and public safety, including recommendations for tree management or removal.
• Reporting: Prepare a detailed report summarizing findings, including maps and photographs of surveyed trees, and recommendations for maintenance or intervention.
• Compliance Checks: Ensure that all assessments comply with relevant environmental regulations and standards.
• Consultation: Engage with local authorities and stakeholders to discuss findings and proposed actions.

The survey is expected to cover an area of approximately 1024m² (0.1 hectares) and must be completed within a specified timeframe, with all reports and documentation submitted within four weeks of completing the survey.

3. Background & buyer context

This procurement aligns with Kildare County Council's commitment to enhancing public safety and environmental stewardship within its social housing projects. The tree condition survey is part of a broader initiative to ensure that green spaces are maintained and managed effectively, contributing to the overall quality of life for residents. The council has recognized the need for professional expertise in assessing tree health, particularly in light of increasing urban development pressures. No incumbent contractor is mentioned in the documentation.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €500,000 in the area of tree surveying and consultancy.
• Insurance:
• Public Liability: €6,500,000
• Employers’ Liability: €13,000,000
• Certifications: Not specified for this tender.
• Past experience: Minimum of 3 comparable projects completed within the last 5 years, each valued at no less than €100,000.
• Personnel: At least one qualified arborist with a minimum of 5 years' experience in tree assessment.
• Geographic / facility constraints: Bidders must be based within 50 km of Athy, Co. Kildare.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow the Most Economically Advantageous Tender (MEAT) principle. A minimum score of 70% is required in the quality section to qualify for consideration.

6. Submission requirements

Bidders must submit the following documents:

• Method statement: A response document outlining the approach to the survey, using the provided template with a maximum of 10 pages.
• CVs: Curriculum vitae for key personnel involved, limited to 2 pages each.
• Pricing schedule: A detailed pricing schedule in the specified format.
• Case studies: At least 2 case studies of similar projects completed within the last 5 years, each valued between €100,000 and €250,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance certificate, and Conflict of Interest declarations.
• Mandatory site visit: A site visit is required; details will be provided upon request.
• Submission portal: All documents must be submitted via the eTenders platform in PDF format.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term + extension structure: The initial contract term is for 6 weeks, with the possibility of extension based on project needs.
• Payment terms: Payments will be made within 30 days of receiving a valid invoice, contingent upon the submission of a current tax clearance certificate.
• Key SLAs/KPIs: Timely submission of reports within 4 weeks post-survey completion.
• Liquidated damages: Not specified for this tender.
• Termination clauses: The client may terminate the contract with 14 days' notice for any reason.
• IP ownership: All intellectual property generated during the contract will belong to Kildare County Council.
• Sub-contracting rules: Sub-contracting is permitted with prior approval from the client.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Turnover requirement: The minimum turnover requirement of €500,000 may limit participation from smaller firms.
• Geographic constraints: The requirement for bidders to be within 50 km of Athy could restrict competition.
• Tight timeline: The expectation for reports to be submitted within four weeks may pose challenges for firms with existing commitments.
• No incumbent: The absence of an incumbent may create uncertainty regarding expectations and standards.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with expertise in arboriculture and environmental consultancy. Eligible bidders should have:

• A proven track record in tree condition surveys or similar environmental assessments.
• The capacity to meet insurance and turnover requirements.
• The ability to mobilize quickly to meet the tight timeline for report submission.

Consortium bidding is allowed, which may enhance the capability of smaller firms to meet the requirements. Bid preparation is estimated to require approximately 10-15 days. The presence of a minimum turnover requirement may indicate a competitive landscape, but the lack of an incumbent may provide opportunities for new entrants.

11. Where to dig deeper

• Source RFT filename: COE1_v2.j.docx
• eTenders CFT ID: not specified
• Contact email: not specified
• Important attachments:
• Standard Conditions of Engagement for Consultancy Services (Technical)
• Methodology Template for Submission
• Pricing Schedule Template