Conducting surveys for the purpose of updating the Councils Tree Database and Maintenance platform, Arbortrack

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

South Dublin County Council (SDCC) requires arboriculturalist services to conduct ground-level tree surveys. These surveys will update the Council's tree database and maintenance platform, Arbortrack. The objective is to capture data on all Council-owned trees, supplementing existing records and informing tree risk management and planned maintenance schedules.

The contractor will be responsible for:

• Conducting Ground-Level Tree Surveys: Performing surveys on Council-owned trees within the South Dublin County Council administrative area.
• Data Recording in Arbortrack: Inputting all observed data directly into the Arbortrack system. This will be done via a series of drop-down menus and pre-determined answers, with commentary where necessary. Individual written tree survey reports and mapping are not required.
• Identifying Maintenance Requirements: Recording any tree maintenance requirements identified during the surveys.
• Cyclical Surveying: Surveying previously captured trees on a cyclical basis.
• Supporting Maintenance Programmes: Providing data that informs planned tree maintenance activities and the scheduling of works.
• Volume of Work: Conducting approximately 5,000-10,000 surveys per year. The operation must be resourced adequately to meet this volume.
• Survey Timing: Surveys will be conducted in areas listed for Tree Maintenance, up to 12 months in advance of physical works commencing.
• Monitoring Frequency: Highlighting monitoring frequencies within the survey data, specifying 6 months, yearly, or three-yearly inspections as appropriate.
• Speed and Accuracy: Balancing the paramount importance of captured data accuracy with the need for speed to manage survey volumes.

The service provider will not be required to provide individual written tree survey reports or mapping. The primary output is the direct input of data into the Arbortrack system.

3. Background & buyer context

South Dublin County Council (SDCC) maintains a database of over 70,000 trees, with over 68,000 already recorded on its tree management software, Arbortrack. The Council aims to capture all its owned trees within this database. Existing trees are surveyed cyclically to record maintenance needs, which informs scheduling and maintenance programmes. This procurement seeks an external arboriculturalist to conduct ground-level surveys to update this database and support tree risk management and planned maintenance. The estimated expenditure over the contract term and potential extensions is €250,000 (excl. VAT). SDCC policy encourages SME participation.

4. Eligibility & selection criteria

Tenderers must meet the following minimum requirements to be considered:

• Turnover requirement: Average annual turnover exceeding €100,000.00 for each of the last three years. For recently established firms, pro-rata turnover is acceptable. For groups of undertakings, this can be satisfied by the group members as a whole or by the lead applicant.
• Insurance:
• Employer's Liability: €13 million, with notation of indemnity to South Dublin County Council.
• Public Liability: €6.5 million, with notation of indemnity to South Dublin County Council.
• Professional Indemnity: €1 million.
• Certifications: Not specified for this tender.
• Past experience: Not specified as a distinct criterion, but implied by the need for an "appropriately qualified, skilled and experienced arboriculturalist."
• Personnel: Minimum levels of manpower and skills are required, detailed in an organisation chart. Specific roles and experience levels are not quantified in the provided text.
• Geographic / facility constraints: Surveys must commence within 1 month of the list of areas being issued. No specific facility location requirements are stated.

Tenderers must also submit a completed European Single Procurement Document (eESPD) declaring compliance with these criteria and the absence of mandatory exclusion grounds.

5. Award criteria & scoring

The award criteria are not explicitly detailed with scoring percentages in the provided text. However, the tender states that the "lowest cost tender that also meets all of the minimum requirements of the qualitative award criteria will receive the maximum score achievable under this criterion." This indicates a price-driven award, with quality being a pass/fail or minimum threshold element. The evaluation process will first assess compliance with selection criteria and then evaluate tenders based on award criteria.

The tender documents do not specify a Minimum Overall Score or minimum score per criterion.

6. Submission requirements

Tenderers must submit the following documentation:

• Electronic Single Procurement Document (eESPD): Completed electronically via the eTenders platform.
• Pricing Schedule: Completed as per Appendix 2. All prices must be all-inclusive, in Euro, and exclusive of VAT. Prices must remain valid for 12 months from the Tender Deadline.
• Tenderer’s Statement: Signed and returned on the Tenderer's letterhead, as per Appendix 3.
• Declaration as to Personal Circumstances: As per Appendix 4.
• Other Documentation: All documentation required by the RFT must be submitted.
• Format: Tenders must be submitted as a ZIP FILE to the electronic tenderbox on www.etenders.gov.ie. Documents must be readable in PDF/Word/Excel format.
• File Size Limits: Maximum 250MB per single file, with a total limit of 2GB for all documentation.
• Submission Method: Exclusively via the eTenders electronic tenderbox.
• Mandatory Site Visit: Not specified for this tender.
• Consortium/Group Submissions: If submitting as a group, a single nominated entity must be authorised to represent all members.

7. Key dates & process

8. Contract terms that matter

• Term: The Services Contract will be for an initial term of 12 months.
• Extension: The Contracting Authority reserves the right to extend the term for up to three additional periods of 12 months each, on the same terms and conditions.
• Payment Terms: Payments will be made in accordance with the Services Contract at Appendix 5. Invoices are deemed accepted if no queries are raised within 14 calendar days.
• Pricing Adjustments: Prices may be adjusted annually based on the Consumer Price Index.
• Termination: Either party may terminate the contract with 14 days' notice if no queries are raised regarding invoices. The Contracting Authority may terminate with 30 days' written notice without liability for compensation or damages. Termination for breach is possible if the breach is not remedied within 30 days of a written request.
• Sub-contracting: The successful Tenderer must designate a Prime Contractor responsible for the entire contract, irrespective of sub-contracting.
• Parent Company Guarantee/Bond: Not specified for this tender.
• Intellectual Property: Not specified for this tender.

9. Risks, red flags & unusuals

• Estimated Value vs. Turnover: The estimated contract value of €250,000 over 1-4 years is significantly lower than the minimum annual turnover requirement of €100,000. This suggests the turnover requirement may be a standard gate rather than directly proportional to the contract size, potentially favouring larger, established firms.
• Data Input Focus: The requirement to input data directly into Arbortrack, rather than producing separate reports, simplifies the contractor's output but places a high reliance on the accuracy and efficiency of the data entry process.
• Tight Mobilisation: While a go-live date is not specified, the requirement to commence surveying within 1 month of area lists being issued implies a need for rapid mobilisation once the contract is awarded.
• No Exclusivity: The award of a contract does not confer exclusivity on the successful Tenderer.
• Foreign Subsidies Regulation: Tenderers must comply with Regulation (EU) 2022/2560 on Foreign Subsidies, requiring notification for contracts above certain thresholds. The RFT notes that this contract's value is below the threshold for prior notification under Article 28, but compliance with the regulation is still mandated.

10. SME fit assessment

This tender is structured to be accessible to Small and Medium Enterprises (SMEs), with specific encouragement for their participation. A viable bidder would likely be a specialist arboricultural consultancy or a firm with a dedicated arboricultural surveying division.

• Credible Bidders: Firms with demonstrable experience in arboricultural surveys, tree risk assessment, and proficiency with tree management software like Arbortrack. They must meet the insurance and turnover requirements.
• Consortium/Sub-contracting: Consortiums are permitted. SMEs are encouraged to form relationships with other SMEs or larger enterprises to bid. Sub-contracting is allowed, with the Prime Contractor retaining overall responsibility.
• Indicative Bid-Prep Effort: Preparing a compliant tender, including the eESPD, pricing schedule, and any supporting documentation, could require 5-10 working days for a firm with established processes and expertise in public procurement.
• Pwin Signal: The tender does not explicitly name an incumbent. The emphasis on direct data input into Arbortrack might favour a firm already familiar with the system. The relatively modest estimated value and the open procedure suggest a competitive process.

The tender is genuinely open to specialist arboricultural consultancies, potentially including smaller, niche firms capable of meeting the technical and financial requirements, possibly through collaboration.

11. Where to dig deeper

• Source RFT Filename: F01 Arbortrack Reporting Tender .docx
• eTenders CFT ID: CFT 3966
• Contact / Clarification Portal: Messaging facility on www.etenders.gov.ie
• Key Attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 5: Services Contract