Upgrade and weather proofing of the flat roof at Teagasc AFRC, Ashtown

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 refurbishment and weatherproofing of the flat roof at Teagasc's Agricultural and Food Research Centre (AFRC) in Ashtown, Dublin. The project aims to enhance the thermal performance of the roof assembly, provide a durable weatherproof membrane system, and address existing defects. The total roof area is approximately 1,294 m², with about 750 m² targeted for refurbishment in 2026.

Key activities include:

• Roof Refurbishment: Installation of a new roofing build-up above the existing roof covering to improve thermal performance and weatherproofing.
• Material Specifications: Use of high-quality materials, specifically a Sika roofing system, which must include a minimum 15-year manufacturer’s warranty.
• Mechanical Installations: Coordination with existing roof-mounted services, including ventilation stacks, fume cupboard exhausts, and other mechanical plant supports.
• Site Management: Ensuring minimal disruption to ongoing laboratory operations and maintaining safety protocols.
• Quality Control: Adherence to current building regulations and industry best practices, including the submission of a construction program in bar chart form.
• Completion Standards: The site must be left clean and free of debris upon project completion.

The contractor must also manage the integration of new materials with existing mechanical and electrical installations and ensure compliance with health and safety regulations.

3. Background & buyer context

This procurement is initiated due to the deteriorating condition of the existing flat roof at Teagasc AFRC, which has been identified through a condition survey conducted in 2024. The refurbishment aligns with Teagasc's commitment to maintaining high standards in its research facilities. The project is part of ongoing maintenance efforts to ensure the integrity of laboratory environments that house sensitive equipment. There is no incumbent contractor mentioned in the documentation.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €1.5 million in the last three years.
• Insurance:
• Public Liability (property damage): €6,500
• Employer’s Liability: €6,500
• Certifications: Not specified for this tender.
• Past experience: Minimum of 3 comparable projects completed in the last 5 years, each valued at €500,000 or more.
• Personnel: At least one project manager with a minimum of 5 years’ experience in similar projects.
• Geographic constraints: Bidders must be located within 100 km of the project site.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The overall scoring will follow the Most Economically Advantageous Tender (MEAT) principle, with a minimum scoring threshold of 70% required for the quality criterion.

6. Submission requirements

Bidders must submit the following documents:

• Method statement: A detailed response document following the provided template, with a maximum of 20 pages.
• CVs: For key personnel, limited to 2 pages each.
• Pricing schedule: Must be completed using the specified template.
• Case studies: At least 2 case studies of similar projects, valued between €500,000 and €1 million.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Attendance is required; details to be confirmed with the buyer.
• Submission portal: All documents must be submitted via eTenders in PDF format.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term and extension: The contract duration is set to complete by September 30, 2026, with potential extensions subject to mutual agreement.
• Payment terms: Payments will be made within 30 days of receiving a valid invoice.
• Key SLAs/KPIs: Timely completion of works as per the agreed schedule, with penalties for delays set at €50 per day.
• Termination clauses: The buyer reserves the right to terminate the contract for non-compliance or failure to meet project milestones.
• IP ownership: All intellectual property generated during the project will remain with Teagasc.
• Sub-contracting rules: Sub-contracting is permitted but must be disclosed and approved by the buyer.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Tight timeline: The requirement for completion by September 30, 2026, may pose challenges for bidders, particularly if unforeseen issues arise during refurbishment.
• Mandatory site visit: This requirement may limit participation from bidders unable to attend, potentially reducing competition.
• Integration with existing systems: The need to coordinate with existing mechanical installations may complicate the project, especially for non-incumbent bidders.
• Warranty requirements: The mandatory 15-year warranty on the roofing system may limit options for bidders unfamiliar with the specified materials.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with experience in roofing and refurbishment projects. Viable bidders should have:

• A proven track record in similar projects, with the ability to meet the turnover and insurance requirements.
• The capacity to manage subcontractors if necessary, as consortium arrangements are allowed.
• An estimated bid preparation effort of approximately 10-15 days, considering the need for a site visit and detailed proposal preparation.
• A moderate Pwin signal, as the project may attract incumbents familiar with the site and existing systems.

11. Where to dig deeper

• Source RFT filename: ITT-W4-v1.5-01-08-2023-2.docx
• eTenders CFT ID: not specified
• Contact email: not specified
• Important attachments:
• Volume A - Work Requirements
• Volume B - Pricing Schedule
• Volume C - Instructions to Tenderers