Provision of Cleaning Services

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 cleaning services for Digital Manufacturing Ireland (DMI) at their facility located in National Technology Park, Castletroy, Limerick. The successful contractor will be responsible for maintaining cleanliness and hygiene across various areas of the facility, ensuring compliance with health and safety standards.

Key activities include:

• Regular Cleaning: Daily cleaning of office spaces, meeting rooms, and common areas.
• Deep Cleaning: Bi-monthly deep cleaning of factory floors and other high-traffic areas.
• Waste Management: Collection and disposal of waste materials in accordance with environmental regulations.
• Sanitization: Regular sanitization of high-touch surfaces to prevent the spread of pathogens.
• Supply Management: Monitoring and replenishing cleaning supplies and materials.
• Reporting: Providing regular reports on cleaning activities and any maintenance issues identified during cleaning.

The contractor must adhere to a bi-monthly cleaning schedule and be prepared to accommodate additional cleaning requests as needed. The contract may also include provisions for additional services that align with the original scope, subject to DMI's discretion.

3. Background & buyer context

This tender is being issued as part of DMI's ongoing commitment to maintain a clean and safe working environment for its employees and visitors. The procurement aligns with DMI's operational policies and standards for facility management. The decision to procure cleaning services now reflects a strategic initiative to enhance operational efficiency and ensure compliance with health and safety regulations. There is no incumbent supplier mentioned in the documents.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria to be considered:

• Turnover requirement: Minimum average annual turnover of €150,000 (excl. VAT) in each of the last three financial years.
• Insurance:
• Employer’s Liability: €12.7 million limit for any one claim.
• Public Liability: €6.5 million limit for any one claim.
• Product Liability: €1.0 million for each claim.
• Professional Indemnity: €1.3 million for each claim.
• Certifications: Not specified for this tender.
• Past experience: Not specified for this tender.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Must be capable of providing services at the specified location in Limerick.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow a Most Economically Advantageous Tender (MEAT) approach, balancing price and quality. There are no minimum scoring thresholds specified for individual criteria or overall.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Must follow the Tender Response Template (TRT) with page limits as specified.
• CVs: For key personnel involved in the project, adhering to specified page counts.
• Pricing schedule: Must be completed using the provided Appendix 2 template.
• Case studies: Not specified for this tender.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Attendance is required; details to be arranged with Ms. Lesley Doody.
• Submission portal: All documents must be submitted via the electronic tenderbox on eTenders.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: Initial term of 12 months, with the possibility of two 12-month extensions.
• Payment terms: Payments will be made in accordance with the Services Contract.
• Key SLAs/KPIs: Not specified for this tender.
• Liquidated damages: Not specified for this tender.
• Termination clauses: Not specified for this tender.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Allowed, but the Prime Contractor must be designated.
• Parent-company guarantee or bond requirements: Not specified for this tender.

9. Risks, red flags & unusuals

Potential concerns include:

• The turnover requirement of €150,000 may limit participation to a smaller pool of bidders, potentially favouring incumbents.
• The absence of specified past experience or personnel requirements may lead to variability in the quality of bids.
• The contract's estimated value of €168,000 suggests a competitive environment, but the lack of clarity on SLAs and KPIs may pose risks in service delivery expectations.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that can demonstrate:

• A proven track record in cleaning services, with the capacity to meet the turnover requirement.
• The ability to obtain the necessary insurance coverage.
• The potential for collaboration with other SMEs or larger firms to enhance service delivery.
• A bid preparation effort estimated at several days, depending on the complexity of the proposal.
• The presence of an incumbent or established firms in the sector may signal a competitive landscape.

11. Where to dig deeper

• Source RFT filename: RFT Cleaning Services.pdf
• eTenders CFT ID: not specified
• Contact email: [email protected]
• Important attachments:
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement
• Appendix 4: Declaration as to Personal Circumstances of Tenderer