Quantity Surveying and Commercial Management Framework

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 encompasses the provision of Quantity Surveying and Commercial Management services for Dublin Port Company. The successful contractor will be responsible for managing costs and ensuring the financial viability of projects associated with the port's operations. The scale of work is significant, with an estimated total value of works anticipated to be between €5 million and €10 million over the framework's duration.

Key activities include:

• Cost Planning and Estimation: Preparing detailed cost estimates for various projects, ensuring alignment with budgetary constraints.
• Contract Administration: Managing contracts throughout their lifecycle, including drafting, negotiation, and compliance monitoring.
• Financial Reporting: Providing regular financial reports to stakeholders, detailing project costs, forecasts, and variances.
• Risk Management: Identifying and mitigating financial risks associated with projects, ensuring that potential issues are addressed proactively.
• Value Engineering: Assessing project designs and specifications to identify cost-saving opportunities without compromising quality.
• Change Management: Evaluating and managing changes to project scope, ensuring that any alterations are documented and financially assessed.
• Site Visits: Conducting regular site visits to monitor progress and ensure compliance with contractual obligations.

The contractor will work closely with Dublin Port Company and may be required to integrate with existing systems and workflows.

3. Background & buyer context

Dublin Port Company is procuring these services to enhance its operational efficiency and manage the financial aspects of ongoing and future projects. This procurement aligns with the company's strategic goals to modernize port facilities and improve service delivery. The framework is expected to support various initiatives under the port's development plans, which aim to accommodate increasing trade volumes and enhance infrastructure resilience. There is no mention of an incumbent supplier.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: A minimum average turnover of €2,500,000 per annum in any of the last 3 years.
• Insurance:
• Public Liability: €6.5 million
• Employers Liability: €13 million
• Professional Indemnity: €6.5 million (Dublin Port Company must be named as Additional Insured).
• Certifications: Not specified for this tender.
• Past experience: Candidates must demonstrate successful delivery of a minimum of 3 comparable projects within the last 5 years.
• Personnel: Key roles must include:
• 1 Senior Quantity Surveyor with a minimum of 10 years’ experience.
• 1 Mechanical & Electrical QS with a minimum of 5 years’ experience.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The overall scoring will follow a Most Economically Advantageous Tender (MEAT) approach, balancing price and quality.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Use the provided template with a maximum of 20 pages.
• CVs: For key personnel, limited to 2 pages each.
• Pricing schedule: Must follow the specified format in the provided template.
• Case studies: At least 3 case studies demonstrating relevant experience, with project values ranging from €1 million to €5 million.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified for this tender.
• Submission portal: All submissions must be made through eTenders, adhering to any specified format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Duration: The initial contract period is 48 months, with an option to extend for an additional 2 years.
• Payment terms: Payments will be made based on agreed milestones and deliverables.
• Key SLAs/KPIs: Specific performance indicators will be established to monitor service delivery.
• Liquidated damages: Penalties may apply for failure to meet agreed timelines or performance standards.
• Termination clauses: Conditions under which either party may terminate the contract will be outlined.
• IP ownership: Intellectual property rights for any work produced will be retained by Dublin Port Company.
• Sub-contracting rules: Sub-contracting may be permitted, subject to prior approval from Dublin Port Company.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirement of €2,500,000 is relatively low compared to the estimated contract value, which may attract a wider range of bidders, including smaller firms.
• The absence of specified geographic constraints may allow for a broader pool of bidders, but could also lead to challenges in managing project delivery across diverse locations.
• No incumbent supplier is mentioned, which may indicate a shift in service provision or a new direction for the company.
• The lack of clarity on mandatory site visits could lead to misunderstandings regarding the expectations for bidder engagement.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that specialize in quantity surveying and commercial management. Viable bidders should possess:

• A proven track record in managing projects of similar scale and complexity.
• Relevant certifications and insurance coverage as specified.
• The capacity to provide the necessary personnel with the required experience.

Consortium arrangements are not explicitly mentioned, but may be permissible if all members meet the eligibility criteria. Bid preparation may require several days to compile the necessary documentation and evidence. The presence of a low turnover threshold may signal an opportunity for SMEs, but the competitive landscape could be influenced by larger firms with established relationships in the sector.

11. Where to dig deeper

• Source RFT filename: App 02 PQQ (to be completed).docx
• eTenders CFT ID: not specified
• Contact email: not specified
• Important attachments:
• Appendix B2 — Management Personnel
• Appendix B4 — Previous Experience Completed Projects
• Appendix B5 — Environmental Management & Sustainability Capability