Boiler Servicing and Maintenance Contract

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

Buyer Title CPV / category Estimated value Per-year Procedure type Lots Location Contract length Submission deadline Go-live / start |-----------------------------|---------------------------------------|----------------|----------------|----------|----------------|------|----------|------------------|-------------------------------|------------------| Western Care Association Boiler Servicing and Maintenance Contract 50720000 €24,000 not stated Open not stated Ireland 36 months, with option to extend for up to 12 months 2026-07-02T11:00:00+00:00 not stated

2. Scope of Work

The contractor is responsible for providing comprehensive boiler servicing and maintenance across multiple residential and administrative locations managed by the Western Care Association. The contract encompasses a minimum of one full annual service per boiler unit at each property, adhering to the manufacturer's instructions and all applicable Irish and European standards.

Key activities include:

• Annual Servicing: Conduct a minimum of one full annual service per boiler unit at each property.
• Reactive Maintenance: Provide a fully responsive reactive maintenance service, available 365 days per year, 24 hours per day.
• Service Locations: Maintenance services will be required at 88 specified locations, including residential services and administrative buildings.
• Notification Protocol: A minimum of one week’s advance notice must be given to the property manager prior to a scheduled service visit.
• Emergency Response: Confirm receipt of call within 30 minutes for safety-critical issues, with a response time of 24 hours for urgent repairs.
• Compliance: Ensure all work complies with EN 12952 and EN 12953 standards where applicable.

The contractor must manage service visits efficiently, ensuring that all scheduled maintenance is documented and communicated effectively to the property management teams.

3. Background & buyer context

This tender is being procured as part of Western Care Association's ongoing commitment to maintaining safe and efficient heating systems across its facilities. The association provides essential services to individuals with disabilities and requires reliable boiler maintenance to ensure the comfort and safety of its residents. The procurement aligns with the organization's strategic goal of enhancing service quality and operational efficiency. There is no incumbent mentioned for this contract.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employer’s Liability Insurance: €13,000,000 per occurrence
• Public Liability Insurance: €6,500,000 per occurrence
• Products Liability Insurance: €6,500,000 per occurrence and in aggregate per insurance year
• Professional Indemnity Insurance: €1,000,000 per annum
• Certifications: Not specified for this tender.
• Past experience: Not specified for this tender.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

Bidders must provide evidence of the required insurance coverage and demonstrate compliance with all relevant standards.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, focusing on the best balance of price and quality.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Complete the provided template, adhering to any specified page limits.
• CVs: Include CVs for key personnel, with a maximum of two pages per CV.
• Pricing schedule: Use the specified template for pricing submissions.
• Case studies: Provide two case studies of similar projects, with values ranging from €10,000 to €50,000.
• Declarations: Include 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 via eTenders, following any specific format rules outlined in the tender documents.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Duration: The contract is for 36 months, with an option to extend for up to 12 months.
• Payment terms: Not specified for this tender.
• Key SLAs/KPIs: Response times must be achieved on a 24-hour basis, 365 days per annum.
• Liquidated damages: Not specified for this tender.
• Termination clauses: Not specified for this tender.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Not specified for this tender.
• Parent-company guarantee or bond requirements: Not specified for this tender.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Insurance Requirements: The high minimum insurance coverage may limit participation from smaller firms.
• Service Locations: The requirement to service 88 locations may pose logistical challenges for bidders without adequate resources.
• Response Time Expectations: The 24-hour response time for maintenance could be challenging for firms without a robust operational structure.

10. SME fit assessment

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

• Relevant insurance coverage and compliance with safety standards.
• The capacity to manage multiple service locations effectively.
• Experience in providing similar services, although specific past experience requirements are not detailed.

Consortium or sub-contracting arrangements are not explicitly mentioned, but may be permissible depending on the bidder's strategy. The indicative bid preparation effort is estimated at 5-10 days, considering the documentation and compliance requirements. The presence of high insurance thresholds and the scale of service locations may signal a competitive environment, potentially favoring established firms.

11. Where to dig deeper

• Source RFT filename: Appendix 4 — Tender Response Document
• eTenders CFT ID: WCA-HG/CG2026
• Contact email: Not specified
• Important attachments:
• Appendix 3 — Service Locations
• Appendix 4 — Tender Response Document
• Tender Response Document Template