The Supply of Bus Hire Services to Galway and Roscommon Education and Training Board for Coláiste Mhuirlinne/Merlin College

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 |-------|-------|----------------|------------------|----------|----------------|------|----------|------------------|---------------------|------------------| Galway Roscommon Education and Training Board The Supply of Bus Hire Services to Galway and Roscommon Education and Training Board for Coláiste Mhuirlinne/Merlin College 60112000 - Public road transport services €320,000 €80,000 Open Not stated Galway and Roscommon 2 years, with possible extensions 2026-06-16 11:00 Not stated

2. Scope of Work

The Galway and Roscommon Education and Training Board (GRETB) seeks to establish a Multi-Party Framework Agreement for Bus Hire Services to support Merlin College. The contractor will provide transportation for students and staff for various trips, including day trips, sporting events, competitions, careers fairs, science outings, debates, and award ceremonies. The scope encompasses the following activities:

• Bus Provision: Supply of buses ranging from 10-seater to 53-seater, depending on the number of passengers.
• Accessibility: At least one wheelchair-accessible bus must be available for each trip.
• Service Features: Some buses will require amenities such as free Wi-Fi, toilet facilities, and air conditioning.
• Age of Vehicles: All buses must be no more than 10 years old and CVRT certified.
• Trip Distances: Journeys will range from 10 km to 200 km, with return trips required.
• Operational Hours: Buses must be available for pick-ups from 7:30 a.m. onwards, with return trips up to 6:00 p.m. Out-of-hours trips may also be required.
• Driver Qualifications: Drivers must possess relevant experience and PSV Licences, with a requirement for Garda vetting compliance.
• Emergency Protocols: The contractor must have a policy in place for breakdowns or accidents, including backup personnel arrangements.
• Sustainability: The contractor is expected to support green procurement initiatives, including the use of environmentally friendly vehicles and practices.

The framework allows GRETB to add or remove locations as necessary, and the contractor must be prepared for short-notice requests, including those made within 24 hours.

3. Background & buyer context

This procurement aligns with GRETB's ongoing commitment to provide quality education and training services. The GRETB was formed from the amalgamation of several vocational education committees in 2013 and has since expanded its role in education and training across Galway and Roscommon. The need for bus hire services arises from GRETB's operational requirements to facilitate student and staff travel for educational purposes. This initiative is part of GRETB's broader strategy to enhance educational access and support community engagement.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employers Liability: €13 million
• Public Liability: €6.5 million
• Motor Insurance: Unlimited indemnity for third-party personal injury and property damage limit of not less than €6.5 million.
• Certifications:
• PSV Licence
• Road Passenger Transport Operators Licence
• Past experience: Minimum of 3 comparable contracts completed within the last 3 years.
• Personnel: Drivers must have relevant experience and qualifications, including PSV Licences.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, focusing on the best balance of price and quality.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Use the provided template, adhering to any page limits specified.
• CVs: For key personnel, with a maximum of 2 pages per CV.
• Pricing schedule: Complete the designated format.
• Case studies: Provide details of 3 relevant projects, including value and scope.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified.
• Submission portal: eTenders, with adherence to specific format rules.

7. Key dates & process

8. Contract terms that matter

The contract will have a duration of 2 years, with the possibility of two 12-month extensions based on performance and business needs. Payment terms will be transactional, with invoices submitted monthly for services rendered. Key performance indicators (KPIs) will be established to monitor service quality, including cost competitiveness and service delivery. The contractor must comply with all terms and conditions outlined in the framework agreement, including provisions for termination and liability.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• No guaranteed expenditure: The framework does not guarantee a minimum level of service or expenditure, which may affect revenue predictability for bidders.
• Short-notice requirements: The need for buses within 24 hours may pose operational challenges for some bidders.
• Performance monitoring: Continuous performance evaluation may lead to contract termination if standards are not met.
• Limited geographic scope: The requirement for local service provision may restrict competition to a limited number of firms.

10. SME fit assessment

This tender is accessible to small and medium enterprises (SMEs) with the following characteristics:

• Credible bidders: Firms with experience in providing bus hire services, particularly in educational contexts, will be well-positioned to bid.
• Consortiums allowed: Bidders may form consortiums or subcontract to meet the requirements.
• Bid preparation effort: Estimated at several days to compile necessary documentation and case studies.
• Pwin signal: The absence of an incumbent may provide an opportunity for new entrants, but the lack of guaranteed contracts may deter some SMEs.

11. Where to dig deeper

• Source RFT filename: GRETB Bus Hire Services Call for Tender.pdf
• eTenders CFT ID: Not specified
• Contact email: Not specified
• Important attachments: Appendix 2 — Pricing Schedule, Appendix 3 — Tender Response Document.