The Provision of HVAC PPM and Plumbing Services to The National College of Art and Design

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 HVAC Planned Preventative Maintenance (PPM) and plumbing services for the National College of Art and Design (NCAD). The contractor will be responsible for maintaining HVAC systems and performing plumbing repairs and replacements across the college's campus.

Key activities include:

• HVAC Services:

• Planned preventative maintenance of HVAC systems.

• Emergency repairs and routine servicing.

• Compliance with safety and health regulations.

• Maintenance of environmental conditions conducive to teaching.

• Regular checks and servicing as per HVCA and SFG 20 guidelines.

• Plumbing Services:

• General plumbing repairs and replacements (e.g., tap units, sink units).

• Maintenance of hot and cold-water plumbing systems.

• Emergency plumbing callouts.

• Coordination with NCAD personnel for scheduling and execution of works.

The contractor must ensure that all work complies with relevant legislation and standards, including the Safety, Health and Welfare at Work Act and other applicable regulations. The contractor will also be required to manage their own tools and materials, with costs for materials subject to prior approval from NCAD.

3. Background & buyer context

The procurement of HVAC PPM and plumbing services is driven by NCAD's need to maintain its facilities to a high standard, ensuring a safe and conducive environment for its 1,300 full-time and 700 part-time students. The college has a history of high standards in education and facilities management. This tender aligns with NCAD's strategic objectives to enhance operational efficiency and ensure compliance with health and safety regulations. The college reserves the right to operate outside the agreement if it offers better value for money.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €250,000.
• Insurance:
• Employers Liability: €13m
• Public Liability: €6.5m
• Product Liability: €6.5m
• Certifications:
• Plumbers must be RGII registered for gas installations.
• Advanced Craft Certificate or equivalent for lead tradesmen.
• Past experience: Minimum of 3 comparable projects in the last 5 years, demonstrating adequate standards in project delivery and compliance.
• Personnel: Qualified plumbers with a minimum of 5 years post-qualification experience, with at least 50% experience in the commercial sector.
• 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 a Most Economically Advantageous Tender (MEAT) approach, with a minimum score of 60% required for qualitative criteria.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Complete the Tender Response Document with detailed responses.
• CVs: For key personnel, limited to 2 pages each.
• Pricing schedule: Complete the separate Pricing Document (Appendix 4).
• Case studies: Provide 3 examples of relevant projects, with details on value and scope.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Site visit: Not mandatory.
• Submission portal: eTenders, following specific format rules outlined in the tender documents.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Duration: 36 months with an option to extend for up to 1 year, subject to satisfactory performance.
• Payment terms: Monthly invoicing for services rendered, with all invoices requiring a purchase order number.
• Performance monitoring: Continuous assessment of service quality, cost competitiveness, and turnaround times.
• Liquidated damages: Not specified.
• Termination clauses: Not specified.
• IP ownership: Not specified.
• Sub-contracting rules: Not specified.
• Parent-company guarantee or bond requirements: Not specified.

9. Risks, red flags & unusuals

Potential risks associated with this tender include:

• The turnover requirement of €250,000 may limit participation from smaller firms.
• The requirement for 50% experience in the commercial sector could disadvantage firms with a focus on residential or non-commercial projects.
• The absence of a mandatory site visit may lead to misunderstandings regarding the scope of work.
• The lack of specified penalties for non-compliance or delays may create uncertainty in performance expectations.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with:

• Experience in HVAC and plumbing services, particularly in educational settings.
• The capability to meet the insurance and turnover requirements.
• A workforce with the necessary qualifications and experience.
• The ability to respond quickly to emergency callouts.

Consortium bidding or subcontracting is not explicitly mentioned, suggesting that firms should be prepared to fulfill all requirements independently. Bid preparation may require several days to compile the necessary documentation and case studies. The presence of a minimum turnover requirement and the emphasis on commercial experience may indicate a competitive environment, particularly if incumbents are involved.

11. Where to dig deeper

• Source RFT filename: HVAC and Plumbing Invitation to tender.pdf
• eTenders CFT ID: not specified
• Contact email: not specified
• Important attachments:
• Appendix 1 – Service Level Agreement
• Appendix 4 – Pricing Document
• Appendix 5 – Technical Capacity Requirements