Soil sampling and Waste Classification

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

Iarnród Éireann-Irish Rail (IE) requires a consultant and laboratory to undertake soil sampling and waste classification for materials generated during railway maintenance. This involves excavating life-expired ballast and soil, which is then temporarily stockpiled at various compounds and depots nationwide. The purpose of this stockpiling is to allow for waste classification to determine appropriate recovery, recycling, or disposal options in compliance with Waste Management legislation.

The contractor will be responsible for:

• Site visits: Attending IE sites for sampling.
• Soil and Stone Sampling: Collecting samples at a rate of one sample per 1500 tonnes. Pricing is required for three regional areas: Dublin Division, Athlone Division, and Limerick Junction.
• Laboratory Analysis: Performing analysis on soil samples according to EPA Guidelines 2015, specifically to determine if the material is classified as inert waste, non-hazardous waste, or hazardous waste.
• Asbestos Sampling and Laboratory Analysis: Detecting and quantifying asbestos.
• Waste Classification Report Preparation: Interpreting laboratory analysis results to determine waste classification.
• Recommendations: Providing legally compliant disposal or recovery options for the material, including a list of licensed facilities suitable for the classified waste.

The services will be required over an initial 48-month period, with a potential 24-month extension. Indicative sample volumes are provided for each region:

• Dublin Division: 35 Site Visits, 70 Soil Samples, 70 Laboratory Analyses, 35 Asbestos Tests, 35 Waste Classification Reports.
• Athlone Division: 20 Site Visits, 50 Soil Samples, 50 Laboratory Analyses, 20 Asbestos Tests, 20 Waste Classification Reports.
• Limerick Junction: 20 Site Visits, 50 Soil Samples, 50 Laboratory Analyses, 20 Asbestos Tests, 20 Waste Classification Reports.

The contractor must also provide a company Safety Statement and a specific Risk Assessment & Method Statement for the works. Personnel undertaking site visits and sampling must hold a valid Safepass Certificate and an Iarnród Éireann Personal Track Safety Certificate. Access to sites will be supervised by IE Infrastructure staff, and a Permit to Access must be obtained in accordance with IE Safety Standard CCE-SMS-005.

3. Background & buyer context

Iarnród Éireann-Irish Rail (IE) is procuring these services as part of its ongoing railway maintenance activities. The excavation of life-expired ballast and soil generates materials that require proper waste management. This procurement ensures compliance with Waste Management legislation and supports circular economy principles by informing material recovery and recycling options. IE operates within the transport sector and is classified as a utility, meaning its procurement procedures are governed by the Utilities Directive (2014/25/EU) and associated Irish national legislation. The process is being conducted via a two-stage pre-qualification questionnaire (PQQ) followed by an invitation to tender (ITT) for shortlisted applicants.

4. Eligibility & selection criteria

Bidders must meet the following minimum qualification criteria to be considered for the next stage of the procurement process:

• Turnover requirement: A minimum average annual turnover of €120,000 (exclusive of VAT) for each of the last three audited financial years. Evidence must be provided via signed auditor's statements and audited accounts. Reliance on parent company or subcontractor turnover is permitted, subject to specific documentation and declarations.
• Insurance: Not specified for this tender.
• Certifications:
• INAB Accreditation with ISO17025 certification or equivalent is required.
• Compliance with EN ISO 9001:2000 or an equivalent internationally recognised standard for Quality Management Systems is required.
• ISO 14001 or equivalent for Environmental Management is required.
• Past experience: Applicants must provide three examples of relevant contracts completed within the last five years. These contracts should be similar in nature and complexity to the requirements outlined in the Contract Notice and scope of services. Client contact details for feedback are required.
• Personnel: Not specified for this tender, beyond the requirement for Safepass and IE Personal Track Safety Certificates for site personnel.
• Geographic / facility constraints: Not specified for this tender, beyond the requirement for sampling to occur at IE compounds and depots nationwide, divided into three specified regions for pricing purposes.

5. Award criteria & scoring

The award criteria will be detailed in the Invitation to Tender (ITT) stage. However, the PQQ outlines the weighting for Technical and Professional Ability criteria, which will be used for shortlisting:

The PQQ does not specify the price/quality split for the ITT stage, but the weighting for technical and professional ability suggests a significant emphasis on quality.

6. Submission requirements

The Pre-Qualification Questionnaire (PQQ) must be completed and submitted electronically via the e-tenders portal. The submission must include:

• Completed Questionnaire: All parts of Appendix 1 must be completed, including:
• Part 1: Applicant Details and General Information
• Part 2: Information/Declaration re Minimum Qualification Criteria
• Part 4: Technical/Professional Ability: Relevant Experience
• Part 5: Company Resources
• Part 6: Quality Management Systems & Environmental Management
• Part 7: Health and Safety
• Part 8: Organisational Sustainability
• Part 9: Declaration of Eligibility
• Supporting Documentation:
• Audited accounts for the last three financial years.
• Signed auditor's statements confirming turnover.
• Evidence of INAB Accreditation with ISO17025 or equivalent.
• Evidence of EN ISO 9001:2000 or equivalent certification.
• Evidence of ISO 14001 or equivalent certification.
• Details of three relevant contracts completed in the last five years, including client contact details.
• Declarations:
• Declaration of Eligibility (Part 9) for the Applicant, all consortium members, and any subcontractors or entities relied upon for selection criteria.
• Applicant’s Statement of Confirmation (Appendix 4).
• Consortium/Sub-contractor Documentation: Relevant appendices (Appendix 2, Appendix 3) must be completed if applicable.
• Pricing Schedule: Not required at PQQ stage, but a pricing document will be provided at ITT stage.
• Mandatory Site Visit: Not specified for the PQQ stage.

All electronic submissions must be in PDF format.

7. Key dates & process

8. Contract terms that matter

The contract duration is for 4 years, with an option for IE to extend it by 6 years on a yearly basis at its discretion. The specific form of contract will be issued at the ITT stage. Applicants shortlisted for the ITT stage will be required to comply with the contract's insurance requirements and must possess a valid Tax Clearance Certificate from the Revenue Commissioners of Ireland at the time of contract award. Sub-contracting is permitted only for part of the obligations and is subject to the sole discretion and consent of IE. The contract does not allow for the entire obligations to be sub-contracted.

9. Risks, red flags & unusuals

The turnover requirement of €120,000 per annum for the last three years is relatively low compared to the potential scale of a nationwide contract over 4+6 years, which might suggest a focus on smaller, specialised firms or a potential incumbent advantage if they have maintained consistent, albeit lower, turnover. The requirement for INAB Accreditation with ISO17025 or equivalent is a significant technical gate, potentially limiting the pool of eligible laboratories. The PQQ process is robust, with clear elimination points for non-compliance. The reliance on client references for experience evaluation is standard but can be a risk if clients are unresponsive or provide negative feedback. The contract duration is substantial, requiring bidders to have long-term capacity planning.

10. SME fit assessment

This tender is likely suitable for small to medium-sized enterprises (SMEs) that possess specialised laboratory testing capabilities and experience in environmental consultancy, particularly in waste classification. A firm would need to demonstrate:

• Specialised Expertise: INAB Accreditation with ISO17025 or equivalent is a critical requirement for laboratory analysis.
• Financial Stability: A demonstrated annual turnover of €120,000 over three years is achievable for many SMEs.
• Experience: Three relevant contract examples from the last five years are required.
• Quality & Safety Systems: Certified Quality Management Systems (ISO 9001) and Environmental Management Systems (ISO 14001) are mandatory.

Consortium bidding or sub-contracting is permitted, allowing SMEs to partner with other firms to meet requirements they cannot fulfil individually. The bid preparation effort for the PQQ stage would involve gathering financial records, certifications, and details of past projects, likely requiring several days of dedicated work. The low turnover threshold and specific technical accreditation suggest the tender is genuinely open to specialist SMEs, rather than being exclusively shaped for large incumbents.

11. Where to dig deeper

• Source RFT Filename: PQQ 9927.docx
• eTenders CFT ID: Not specified in the provided text.
• Contact Email/Portal: Not specified in the provided text.
• Most Important Attachments:
• Appendix 1: The Pre-Qualification Questionnaire to be Completed
• Part 2: Minimum Qualification Criteria
• Part 4: Technical/Professional Ability Selection Criteria: Experience