The Provision of Civil Engineering Consultancy Services for Housing Estates prior to Taking In Charge

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 tender seeks civil engineering consultancy services for Cork City Council, specifically for housing estates prior to their formal "taking in charge" by the council. The services will be procured under a framework agreement, with individual works contracts issued as needed. The framework agreement is based on the Department of Finance's PW-CF9 v.1.0 template, and the consultancy services will be governed by the Standard Conditions of Engagement for Consultancy Services (Technical) COE-1 v.2j.

The scope of work for the selected consultant(s) will encompass a range of civil engineering consultancy tasks related to the assessment, design, and preparation of housing estates for the council's assumption of responsibility. While specific project volumes or detailed task breakdowns are not provided in the initial metadata, the services are expected to cover:

• Assessment and Design: Evaluating existing infrastructure within housing estates, identifying deficiencies, and designing remedial works required to meet the council's standards for taking in charge. This includes, but is not limited to, roads, drainage systems, water supply, and public lighting.
• Technical Consultancy: Providing expert advice on civil engineering matters throughout the pre-taking-in-charge process.
• Project Management Support: Assisting the council in managing the process of bringing estates up to standard, potentially including coordination with other consultants and contractors.
• Documentation and Reporting: Preparing necessary reports, specifications, and drawings for the council's review and approval, and for subsequent construction works.
• Compliance: Ensuring all proposed works and designs comply with relevant national and local regulations, standards, and the council's specific requirements for taking in charge.
• Framework Agreement Operations: Participating in the framework agreement, responding to invitations to tender for individual works contracts, and executing those contracts if awarded.

The services will be delivered under a framework agreement, meaning individual works contracts will be awarded for specific housing estates or phases of work as required by Cork City Council during the framework period. The exact nature and scale of these individual works contracts will vary.

3. Background & buyer context

This procurement is being undertaken by Cork City Council to ensure the proper infrastructure and condition of housing estates before they are formally taken under the council's management. The process of "taking in charge" involves the council assuming responsibility for the maintenance and upkeep of public infrastructure within housing developments. This tender aims to secure the necessary civil engineering expertise to facilitate this process for legacy estates. The procurement is structured as a framework agreement, indicating a potential need for these services across multiple estates over an unspecified period. The underlying documentation references standard government procurement templates, including the Department of Finance's PW-CF9 v.1.0 Framework Agreement for Construction Work and the Office of Government Procurement's COE-1 v.2j Standard Conditions of Engagement for Consultancy Services (Technical).

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: The Consultant shall maintain the following minimum insurance levels:
• Professional Indemnity: €2,000,000
• Public Liability: €6,500,000
• Employer Liability: €13,000,000
• Certifications: Not specified for this tender.
• Past experience: Not specified for this tender.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Services are for housing estates within the Cork City Council administrative area.

5. Award criteria & scoring

The award criteria and scoring methodology are not detailed in the provided metadata. However, the tender documents reference a framework agreement structure where individual works contracts may be awarded based on mini-tenders or other processes outlined in the framework rules. The weighting of price versus quality for the overall framework award is not specified. The framework agreement itself, PW-CF9 v.1.0, mentions that invitations to tender for specific works contracts will indicate the weightings for different service requirements.

6. Submission requirements

The specific submission requirements for this tender are not detailed in the provided metadata. However, based on the referenced framework agreement and standard conditions of engagement, typical requirements would include:

• Framework Agreement Adherence: Confirmation of acceptance of the terms and conditions of the PW-CF9 v.1.0 Framework Agreement and the COE-1 v.2j Standard Conditions of Engagement.
• Insurance Documentation: Proof of the required insurance levels (Professional Indemnity, Public Liability, Employer's Liability).
• Tax Clearance Certificate: Confirmation of holding a valid tax clearance certificate.
• Declarations: Standard declarations regarding bona fides, conflicts of interest, and compliance with relevant legislation.
• Pricing Schedule: A schedule for pricing individual works contracts, to be provided when specific call-offs are issued.
• Technical Response: A response detailing the consultant's approach to delivering the services, potentially including details of key personnel and relevant experience, as required for specific call-off tenders.

7. Key dates & process

8. Contract terms that matter

The contract will be structured as a framework agreement, with individual works contracts awarded as call-offs. The primary governing documents are the PW-CF9 v.1.0 Framework Agreement and the COE-1 v.2j Standard Conditions of Engagement for Consultancy Services (Technical). Key terms include:

• Framework Period: The duration of the framework agreement is not specified but is incorporated into the Framework Rules.
• Works Contracts: Individual contracts will be awarded based on the framework rules, using terms established under the agreement.
• Payment Terms: Payment for services will be made within 30 days after the consultant supplies a valid invoice, provided a current tax clearance certificate is held. Fees are generally based on scheduled stage fees for completing services, with provisions for additional payments and special disbursements. Percentage fees are applied to estimated project costs.
• Termination: The employer (Cork City Council) may terminate the framework agreement for various reasons, including breach of agreement, untrue statements made during the procurement, or without cause if other participants are also terminated. Termination of the framework agreement does not affect existing works contracts.
• Limitation of Liability: The Standard Conditions of Engagement (COE-1 v.2j) state that the consultant's liability to the client in any given year is limited as per a scheduled Liability Cap.
• Intellectual Property: The consultant grants the client a royalty-free, perpetual, non-exclusive, irrevocable licence to use, reproduce, and adapt consultant's documents and designs in connection with the project and other specified projects. Assignment of rights is also possible for specific documents.
• Confidentiality: The consultant must not disclose confidential information except as necessary to perform obligations or comply with the law. This obligation is perpetual.
• Sub-contracting: Sub-contracting of services requires client agreement, and the consultant remains responsible for sub-consultants' acts and omissions. Collateral warranties may be required from sub-consultants.

9. Risks, red flags & unusuals

The primary unusual aspect of this tender is the very late submission deadline of October 7, 2026, which is significantly in the future. This suggests a long lead time for the procurement process or a placeholder date. The estimated value of €1.00 is also a placeholder and does not reflect the actual anticipated spend, which will be determined by the volume of call-off contracts issued under the framework. The absence of specific details regarding the scope of work, expected volumes, or evaluation criteria in the initial metadata means bidders will need to rely heavily on the full tender documentation for clarity. The reliance on standard government templates (PW-CF9, COE-1) indicates a structured but potentially rigid contractual framework.

10. SME fit assessment

This tender is structured as a framework agreement for civil engineering consultancy services. A small or medium-sized enterprise (SME) with a strong track record in civil engineering design and assessment for public infrastructure, particularly in the context of housing development and local authority requirements, could be a suitable bidder. The key requirements for eligibility are the specified insurance levels. The tender does not explicitly prohibit consortia or sub-contracting, which could allow SMEs to partner with other firms to meet broader requirements or share risk. The bid preparation effort will depend on the specific requirements for call-off tenders, but initial framework applications typically require a detailed understanding of the client's needs and the consultant's capabilities. The "Pwin" signal is neutral as no incumbent or specific past winners are identified in the provided information. The tender appears open to firms capable of meeting the insurance thresholds and demonstrating the necessary technical expertise in civil engineering for public sector projects.

11. Where to dig deeper

• Source RFT filename(s): [PW-CF9_Contract_v1.0_15-04-2010(1) (002).dot], [COE1_v2.j_Consultancy_Technical_30-09-2024 (1).docx]
• eTenders CFT ID: Not specified
• Contact email or clarification portal: Not specified
• Most important attachments:
• Framework Agreement (PW-CF9 v.1.0)
• Standard Conditions of Engagement for Consultancy Services (Technical) (COE-1 v.2j)
• Framework Rules