NCTR2630 Building Maintenance Works for Technological University Dublin

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 contractor to provide building maintenance works for Technological University Dublin (TU Dublin). The contract will operate under the Office of Government Procurement's Term Maintenance and Refurbishment Works Contract (PW-CF11). The estimated value of the contract is €1,700,000.00.

The scope of work encompasses a range of building maintenance and refurbishment activities across TU Dublin's campuses. While specific task orders will be issued throughout the contract term, the general nature of the work includes:

• General Building Maintenance: This covers routine and reactive maintenance to ensure the operational integrity and safety of TU Dublin's facilities.
• Refurbishment Works: This includes planned upgrades and improvements to existing building fabric, systems, and spaces.
• Task Orders: The contract will operate on a task order basis. The Employer's Representative may issue task orders, which will require an accepted quotation. After 75% of the Maximum Sum is reached, task orders must include an accepted quotation not exceeding 10% of the Maximum Sum.
• Provisional Sums: The contract includes provisional sums for plant hire/rental (€50,000) and material costs (€75,000), which may be utilized as required.
• Contractual Framework: The works will be governed by the Term Maintenance and Refurbishment Works Contract (FTS12 v1.4).
• Site Coverage: TU Dublin spans approximately 70 hectares and encompasses 226,000 m² of building space. The contractor will be expected to service all these facilities.

The contract term is two years, with an option for the Employer to extend the contract for up to two additional periods of 12 months each.

3. Background & buyer context

Technological University Dublin (TU Dublin) is procuring these building maintenance works to ensure the ongoing upkeep and operational efficiency of its extensive campus infrastructure. The procurement aligns with the university's need for reliable and responsive maintenance services across its various sites. The contract will utilize the Office of Government Procurement's Term Maintenance and Refurbishment Works Contract, a standard framework for public sector construction projects. This approach ensures a consistent and compliant procurement process. The estimated value of €1,700,000.00 suggests a significant ongoing maintenance requirement for the university's facilities.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover Requirement:
• Average annual turnover of at least €350,000 in the General Construction/Civil Engineering category for each of the past three years, or pro-rata if operating for a shorter period.
• Insurance:
• Public Liability Insurance: Minimum €6,500,000.00 in respect of any one accident.
• Employer's Liability Insurance: Minimum €13,000,000.00 in respect of any one accident.
• Professional Indemnity Insurance: Minimum cover proportionate to the size of the project, with a default level of €1.5m if not otherwise specified.
• Excess Limits:
• Public Liability (property damage): Maximum excess of €10,000 per incident.
• Public Liability (death, illness or injury): No excess permitted (€0).
• Employer's Liability: Maximum excess of €6,500 per incident.
• Professional Indemnity Insurance: Maximum excess is the greater of 2% of annual turnover or €5,000 per claim.
• Past Experience:
• Bidders must provide a list of completed projects similar in nature and complexity to the works required. The specific number and value range of these projects are detailed in Appendix B1 and the Suitability Questionnaire. CVs for personnel must detail up to three relevant projects.
• Personnel:
• CVs are required for key personnel, detailing their qualifications, experience, and roles on the proposed project. Specific requirements for CV content are provided in Appendix L.
• Geographic / facility constraints:
• Not specified for this tender.

5. Award criteria & scoring

The award criterion is not explicitly stated with a percentage split in the provided documents. However, the tender process is described as an "Open Procedure" and aims to identify the "most economically advantageous" tender. This typically implies a balance between quality and price. The evaluation will consider suitability assessment criteria and award criteria. Specific scoring mechanisms or minimum thresholds per criterion are not detailed in the provided extracts.

6. Submission requirements

Bidders must submit the following:

• Form of Tender and Schedule (Volume B): This must be completed and signed.
• Pricing Document (Volume C): This must be returned completed in ink, with all required amounts priced. Blank spaces, 'nil', or dashes are not permitted; '0.00' must be used where applicable.
• Suitability Questionnaire: This must be completed as per the instructions.
• CVs: Submitted using the template provided in Appendix L, detailing qualifications and experience for key personnel. No more than three projects should be detailed per CV.
• List of Previous Works Projects (Appendix B1): A list of completed projects similar in nature and complexity must be provided.
• Declarations: Bidders must comply with tax clearance procedures as per Department of Finance Circular 43/2006. Bona Fides and Conflict of Interest declarations are implicitly required through standard tender processes.
• Electronic Copies: One electronic copy via the eTenders portal is required.
• Format: Tenders must adhere to the specified format, using the most recently issued versions of documents if amended by supplemental information. Any amendments or alterations may result in rejection.

7. Key dates & process

8. Contract terms that matter

• Term: Two years, with an option to extend for up to two additional 12-month periods.
• Maximum Sum: €1,700,000.00.
• Task Orders: After 75% of the Maximum Sum is reached, task orders must include an accepted quotation not exceeding 10% of the Maximum Sum.
• Payment Terms: 14 days after the Employer receives an invoice. Interim statements for task orders are paid at 100% of the contract value of completed works.
• Termination: The contract can be terminated by the Employer with at least 21 days' written notice.
• Dispute Resolution: Conciliation can be initiated by the President of the Society of Chartered Surveyors of Ireland. Adjudication can be initiated by the Chairperson of the Panel of Adjudicators.
• Insurance: Minimum Public Liability €6,500,000, Employer's Liability €13,000,000. Professional Indemnity cover is required, proportionate to project size (default €1.5m).
• Sub-contracting: If required, terms for specialists are in Appendix 2 of the Instructions to Tenderers.

9. Risks, red flags & unusuals

• Provisional Sums: The inclusion of significant provisional sums (€50,000 for plant hire/rental, €75,000 for material costs) indicates potential variability in project requirements and may require careful pricing by bidders to account for potential usage.
• Task Order Value Cap: The cap of 10% of the Maximum Sum on task order quotations after 75% of the contract value is reached could limit the size of individual works packages towards the end of the contract term.
• Open Procedure: While standard, an open procedure can attract a wide range of bidders, potentially increasing evaluation complexity.
• Contractual Framework: The use of the OGP's Term Maintenance and Refurbishment Works Contract (PW-CF11) means bidders must be familiar with its specific clauses and requirements.

10. SME fit assessment

This tender is structured as a term contract for building maintenance and refurbishment works with a total estimated value of €1.7 million over an initial two-year period, extendable up to four years.

• Credible Bidders: Small to medium-sized enterprises (SMEs) with a proven track record in general construction and maintenance, particularly those experienced with public sector contracts and the OGP's Term Maintenance and Refurbishment Works Contract, are well-suited. The turnover requirement of €350,000 annually suggests that established SMEs, rather than very small start-ups, are targeted. Bidders must also demonstrate robust insurance cover.
• Consortium/Sub-contracting: The tender documents do not explicitly prohibit consortia or sub-contracting. However, the primary bidder (Applicant or Lead Member) must meet the core eligibility criteria. SMEs may consider forming consortia to pool resources and experience.
• Indicative Bid-Prep Effort: Preparing a compliant tender, including detailed pricing, CVs, and past project documentation, will likely require a significant effort. This could range from 10 to 20 working days for a dedicated bid team, depending on the bidder's existing documentation and familiarity with the contract forms.
• Pwin Signal: The tender is for a standard term maintenance contract, suggesting a competitive market. The use of a standard OGP contract form indicates a structured procurement process. There is no explicit indication of an incumbent contractor being favoured, but experience with similar term contracts would be advantageous. The €1.7m value over 2-4 years is substantial but not exceptionally large, suggesting it is open to a broad range of competent firms.

11. Where to dig deeper

• Source RFT Filename: NCTR2630 Building Maintenance Works for Technological University Dublin
• eTenders CFT ID: Not specified in provided documents.
• Contact: David Gavin (for attention of) at TU Dublin, Park House, Grangegorman, 191 North Circular Road D07 EWV4. Queries via eTenders website.
• Key Attachments:
• Volume B - Form of Tender and Schedule
• Volume C - Pricing Document
• Appendix L - CV Template
• Appendix B1 - List of Previous Works Projects