Term Maintenance and Refurbishment Contract (Plumbing)

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 contract involves the provision of plumbing maintenance and refurbishment services for the Dundalk Institute of Technology. The contractor will be responsible for executing various tasks as directed by the Employer through Task Orders. The scope encompasses both routine maintenance and specific refurbishment projects across multiple buildings on the campus.

Key activities include:

• Routine Maintenance: Regular inspections and servicing of plumbing systems to ensure functionality and compliance with safety standards.
• Refurbishment Projects: Upgrading existing plumbing installations, including the replacement of fixtures, pipes, and fittings.
• Emergency Repairs: Addressing urgent plumbing issues that may arise, ensuring minimal disruption to the Institute's operations.
• Documentation: Maintaining detailed records of all work performed, including maintenance logs and compliance reports.
• Collaboration: Working closely with other contractors and the Employer’s Representative to coordinate tasks and ensure adherence to project timelines.
• Compliance: Ensuring all work meets relevant building regulations and standards, including the Building Control Regulations 1997-2014.

The contractor will operate across nine buildings constructed between 1972 and 2022, covering an approximate area of 20,000 square meters. The work will be executed under a framework that allows for flexibility in task allocation based on the Institute's needs.

3. Background & buyer context

This procurement aligns with the Dundalk Institute of Technology's strategic initiative to enhance its facilities and infrastructure. The decision to issue this tender is driven by the need for ongoing maintenance and refurbishment of plumbing systems to support the Institute's educational mission. The contract is part of a broader effort to ensure that the campus remains compliant with health and safety regulations while providing a conducive learning environment. No incumbent contractor is specified in the documentation.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €1,000,000 in plumbing-related work over the last three years.
• Insurance:
• Public Liability Insurance: Minimum level of €6,500,000.
• Employer’s Liability Insurance: Minimum level of €13,000,000.
• Certifications: Not specified for this tender.
• Past experience: Minimum of 3 comparable projects completed in the last 5 years, each with a value of at least €100,000.
• Personnel: At least one qualified plumber with a minimum of 5 years’ experience.
• Geographic / facility constraints: Bidders must be based within 50 km of Dundalk.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, balancing price and quality.

6. Submission requirements

Bidders must submit the following documents:

• Method statement: A detailed response document following the provided template, limited to 10 pages.
• CVs: Resumes for key personnel, limited to 2 pages each.
• Pricing schedule: Completed using the specified template.
• Case studies: At least 2 case studies of relevant projects, each valued between €100,000 and €250,000.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest statements.
• Mandatory site visit: Scheduled for 2026-06-15; attendance is required.
• Submission portal: All documents must be submitted via eTenders in PDF format.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term structure: The contract is for an initial period of 24 months, with an option to extend for an additional 12 months.
• Payment terms: Payments will be made monthly based on completed work, with a 30-day payment period post-invoice.
• Key SLAs/KPIs: Timely completion of Task Orders, response times for emergency repairs, and compliance with safety standards.
• Liquidated damages: A penalty of €500 per day for delays beyond agreed completion dates.
• Termination clauses: The Employer may terminate the contract without cause with 30 days' notice.
• IP ownership: All documentation and reports generated during the contract remain the property of the Employer.
• Sub-contracting rules: Subcontracting is permitted with prior written consent from the Employer.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Turnover threshold: The minimum turnover requirement of €1,000,000 may limit participation from smaller firms.
• Geographic constraint: The requirement for bidders to be within 50 km of Dundalk could restrict competition.
• Mandatory site visit: Attendance is required, which may pose logistical challenges for some bidders.
• Liquidated damages: The daily penalty for delays could create pressure on contractors to meet tight deadlines.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with experience in plumbing services. Viable bidders should have:

• A proven track record in plumbing maintenance and refurbishment.
• The capacity to meet insurance and turnover requirements.
• The ability to mobilize quickly for emergency repairs.

Consortium bidding is allowed, which may enable smaller firms to combine resources. Preparation for the bid may require approximately 10-15 days of effort, including document preparation and site visit attendance. The presence of a minimum turnover requirement and geographic constraints may signal a competitive environment, particularly if incumbents have a strong foothold.

11. Where to dig deeper

• Source RFT filename: 7 Vol D.docx
• eTenders CFT ID: not specified
• Contact email: not specified
• Important attachments:
• Appendix B2 — Suitability Assessment
• Pricing Document Template
• Method Statement Template