SC 11/25 Computerised Maintenance Management System (CMMS)

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

This tender seeks a replacement Computerised Maintenance Management System (CMMS) for Bord na Móna PLC (BnM), specifically for Edenderry Power Limited (EPL) and its affiliates. The current system, Powermaint, installed in 2000, is unsupported and lacks the functionality required for BnM's expanding renewable energy asset portfolio, which includes wind farms, solar installations, and battery energy storage systems. The new system must be modern, secure, scalable, and preferably cloud-based, standardising maintenance and asset management across all generation technologies. It should enhance user experience, support mobile access, improve reporting, and align with cybersecurity best practices.

The required modules include:

• Asset and Equipment Management: Maintaining an asset register with unique tags, cost codes, criticality, and location linkage. Support for asset hierarchy and bulk uploads is necessary.
• Stock Items, Inventory and Spare Parts: Centralised catalogue management for spare parts, supporting multiple warehouses, real-time stock visibility, automated re-ordering, and integration with purchasing. Barcode/QR-code functionality and audit trails are required.
• Work Order Management: Managing the full lifecycle of work orders, from creation to closure, across all asset types, capturing data including root cause analysis.
• Planning and Scheduling: Creating and managing master schedules, defining working days, task times, and costs, and monitoring equipment availability.
• Purchasing: Enabling purchase requisitions and orders linked to work orders or stock replenishment, with integrated approval workflows, delivery tracking, and seamless integration with Oracle Financials or similar packages for cost data transfer and reconciliation. Supplier management functions are also included.
• Resource and External Contractor Management: Submitting work requests, configurable approval processes, and allocation of internal and external resources to work orders.
• Jobs to be logged and failure reports: A ticketing function for logging failures, assigning jobs, and tracking resolution.
• Administration and Workflow Control: Tools for managing user roles, automated notifications, escalation workflows, and defining equipment/task criticality.
• Root Cause, Symptom and Failure Classification: Structured categorisation of failure data for trend analysis and continuous improvement.
• Integration and Usability Expectations: The system must be hosted (cloud-based or hybrid), integrate with financial systems, and be supported by a Service Level Agreement (SLA). Vendor-provided service, support, implementation resources, and user training are required.

Optional modules include a Permit to Work (PTW) System and a Health & Safety Management module. The contract will also encompass support and maintenance services for all current and future instances of the product, advice on reporting strategy, and management of system change requests. Support hours are specified as 8 am to 6 pm, Monday to Friday, with access to a customer portal and remote support. A minimum of 50 licences is required, with potential for additional licences and modules over the contract duration.

3. Background & buyer context

Bord na Móna PLC (BnM) is an Irish semi-state climate solutions company established in 1934. Historically focused on peat harvesting for energy security, BnM has transformed into a leading renewable energy provider. The company is committed to supporting Ireland's transition to a net-zero future, aiming for 80% renewable electricity generation by 2030 through a 5GW renewable energy pipeline. The contracting entity for this procurement is Edenderry Power Limited (EPL) and its affiliates. The current CMMS, Powermaint, is outdated and unsupported, posing risks to reliability and security. Its limited functionality is insufficient for BnM's diversified renewable asset base, necessitating the procurement of a modern, scalable system. This initiative aligns with BnM's strategic objective to expand renewable energy infrastructure and enhance operational efficiency across its diverse asset portfolio.

4. Eligibility & selection criteria

To be considered for this tender, applicants must meet the following minimum requirements:

• Turnover requirement: Applicants must demonstrate annual turnover on relevant services specific to this contract of at least €1,000,000 in one of the past three financial years, or pro-rata if more recently established.
• Insurance: Specific insurance types and amounts are not detailed in this PQQ document. However, the RFT will require confirmation of the ability to comply with insurance requirements, and motor insurance is noted as required if company vehicles are brought onto BnM sites.
• Certifications: Applicants must have a documented Quality Management System (QMS). A score of 5 will be awarded for exceeding minimum criteria with specifically relevant accreditations/certification. ISO 9001:2015 or an equivalent internationally recognised standard is mentioned in relation to QMS. ISO 14001 or ISO 26000 are also referenced as examples of recognised certifications.
• Past experience: Applicants must provide details of the three (3) most relevant contracts undertaken in the last five (5) years. These contracts will be evaluated based on general information, client organisation, applicant's role, scale (value and duration), and scope (relevance to BnM's specification).
• Personnel: Applicants must demonstrate access to a sufficient number of suitable personnel for contract delivery. Specific roles and minimum years of experience are not detailed in this PQQ.
• Geographic / facility constraints: Not specified for this tender.

Failure to meet any "Pass/Fail" criteria will result in automatic exclusion.

5. Award criteria & scoring

The selection process involves an initial Pass/Fail assessment of exclusion criteria, minimum requirements, and selection criteria. Applicants who pass these stages will have their PQQ responses evaluated and scored against weighted selection criteria. A minimum score of 50% of the total weighting for each criterion is required to avoid exclusion.

The overall award will be based on a combination of these criteria. The price/quality split is not explicitly stated at this PQQ stage, but the weighting indicates that Previous Experience is the most significant factor, followed by Sustainability, Quality, and Applicant Capacity.

6. Submission requirements

Applications for shortlisting must be submitted via the electronic post-box on www.etenders.gov.ie. All files and documents must be compressed into a single zip folder, with each file clearly named and referencing the relevant criterion.

The PQQ submission must include:

• PQQ Response: Completed in accordance with the instructions within the PQQ document.
• Declarations:
• Statement on Professional & Business Standing circumstances.
• Compliance Statement GDPR & Data Protection by Design and by Default.
• Financial Information: Evidence of annual turnover.
• Sustainability Profile: Responses to questions within Part 2 of the document.
• Quality Profile: Evidence of a documented Quality Management System (QMS).
• Applicant Capacity: Demonstration of sufficient personnel resources.
• Previous Experience: Details of the three (3) most relevant contracts undertaken in the last five (5) years, including general information, client organisation, applicant's role, scale, and scope.
• Tax Clearance Certificate: Required for contract award from the Revenue Commissioners in Ireland (or equivalent for non-residents).
• Insurance Confirmation: Satisfactory confirmation from insurers regarding compliance with contract requirements.

Mandatory site visits are not specified for this PQQ stage.

7. Key dates & process

8. Contract terms that matter

The contract will be subject to Irish law and the exclusive jurisdiction of the Irish courts. Award of the contract is conditional on the production of a current Tax Clearance Certificate from the Revenue Commissioners and satisfactory confirmation from the applicant's insurers regarding compliance with insurance requirements. The Contracting Entity reserves the right to amend the tender process, reject applications, or abandon the competition. No legal relationship or obligation will arise until a contract is formally executed in writing. The PQQ document is preliminary and will be superseded by the Request for Tender (RFT) issued to shortlisted applicants.

9. Risks, red flags & unusuals

The tender is structured as a Pre-Qualification Questionnaire (PQQ) to shortlist potential bidders for a subsequent Request for Tender (RFT) stage. This means the current document does not contain all the detail of the final contract. The estimated value of €10,000,000 is stated, but the contract length is not specified, making it difficult to assess annual value or the turnover requirement's proportionality. The PQQ stage focuses heavily on Pass/Fail criteria for Professional & Business Standing, Financial Information, and GDPR compliance, with weighted scoring for Sustainability, Quality, Capacity, and Previous Experience. The significant weighting (7000 out of 10000) on Previous Experience suggests a strong preference for proven track records in similar CMMS implementations. The requirement for a cloud-based or hybrid system and integration with Oracle Financials are key technical considerations. Compliance with the EU NIS2 Directive is a stated requirement, indicating a focus on cybersecurity and resilience.

10. SME fit assessment

This tender is likely best suited for established software vendors specialising in Computerised Maintenance Management Systems (CMMS) with a proven track record in implementing similar solutions for large organisations. The €1,000,000 annual turnover requirement in relevant services suggests that very small businesses or start-ups may struggle to meet this threshold. Consortium bids or subcontracting are not explicitly mentioned as disallowed, but the emphasis on the applicant's own experience and capacity implies a primary contractor with significant capabilities. The bid preparation effort for this PQQ stage would involve compiling detailed information on turnover, quality management systems, personnel capacity, and, crucially, three substantial past projects. The "Previous Experience" criterion, with its high weighting, indicates that firms with a strong history of successful CMMS implementations for organisations of similar scale and complexity will have a significant advantage. The incumbent system is Powermaint, which is unsupported, suggesting this is an open market opportunity rather than a direct incumbent replacement scenario.

11. Where to dig deeper

• Source RFT filename: BNM RFT 7010454 CMMS PQQ.pdf
• eTenders CFT ID: Not specified
• Contact / Clarification Portal: Not specified in this extract
• Key Attachments:
• Information Memorandum and Pre-Qualification Questionnaire (PQQ)
• Part 2 – Section 2 (Eligibility and Selection Criteria)
• Part 2 – Section 2.4 (Qualitative Evaluation Marking Scheme)