Single Party Framework for the Provision of Planning and Consultancy Services

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 Shannon Foynes Port Company (SFPC) seeks a contractor to provide comprehensive planning and consultancy services. The framework agreement will facilitate a single provider to support SFPC's objectives over a maximum duration of eight years. The contractor will engage in various activities, including:

• Master Planning Support: Assisting in the preparation, revision, and finalization of master planning documentation.
• Policy Formulation: Developing policies at national, regional, and local levels related to current and capital expenditure projects.
• Planning Applications: Preparing and submitting applications for permissions, including Strategic Infrastructure Development (SID) applications.
• Environmental Assessments: Coordinating Environmental Impact Assessments (EIA) and Appropriate Assessments (AA) under EU directives.
• Public Consultations: Attending public and statutory consultations as part of the pre-planning process.
• Planning Appeals: Providing advice and representation in planning appeals.
• Development Contributions: Assessing and negotiating development contributions.
• Monitoring Applications: Keeping track of planning applications that may impact SFPC.
• Liaison with Authorities: Engaging with relevant authorities, including An Coimisiun Pleanala, regarding strategic infrastructure and compulsory purchase orders.

The contractor may also be required to provide additional planning consultancy services as requested during the framework period. The successful bidder must demonstrate the capability to deliver all listed services and may subcontract specific tasks, provided they disclose proposed sub-consultants in their response.

3. Background & buyer context

The procurement of planning and consultancy services aligns with SFPC's strategic objectives outlined in the Vision 2041 Strategy, which aims to enhance the port's role as an economic driver. This initiative is part of a broader effort to accommodate increasing demand for port services and improve infrastructure connectivity. The framework agreement is being established to ensure that SFPC can efficiently manage planning requirements associated with its operations, particularly in light of ongoing and future developments in the Shannon Estuary region.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €150,000 for each of the last three financial years.
• Insurance:
• Public Liability: €6.5m
• Employers Liability: €13m
• Professional Indemnity: €2m
• Certifications: Bidders must hold a quality management system certified to ISO 9001:2018 or an equivalent standard.
• Past experience: Bidders must demonstrate experience in at least one comparable project of similar size and complexity within the last five years.
• Personnel: The proposed team must include personnel with relevant qualifications and experience in planning and consultancy services.
• Geographic constraints: Bidders must be able to provide services within the Shannon Estuary region.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

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

6. Submission requirements

Bidders must submit the following documents:

• Method statement: A response document following the provided template, with a maximum of 20 pages.
• CVs: Curriculum vitae for key personnel, limited to 2 pages each.
• Pricing schedule: Completed using the specified template.
• Case studies: At least two case studies demonstrating relevant experience, with project values ranging from €100,000 to €500,000.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Site visit: A mandatory site visit is not specified.
• Submission portal: Tenders must be submitted via the eTenders portal by the deadline.

7. Key dates & process

8. Contract terms that matter

The framework agreement will have a maximum duration of eight years, subject to annual review and satisfactory performance. Key terms include:

• Payment terms: Payments will be made via Electronic Funds Transfer, with invoices due within 30 days of service delivery.
• SLA/KPI: Specific service level agreements and key performance indicators will be established post-award.
• Termination clauses: The Contracting Entity reserves the right to terminate the agreement for material breaches.
• IP ownership: All materials developed under the contract will be owned by SFPC, with the contractor granted a non-exclusive, royalty-free license for their use.
• Sub-contracting rules: Sub-contracting is permitted, but must be disclosed in the tender response.

9. Risks, red flags & unusuals

Potential risks associated with this tender include:

• Single party framework: The framework is limited to one provider, which may restrict competition and flexibility for SFPC.
• No guaranteed expenditure: The estimated value of €500,000 is indicative only, with no obligation for SFPC to utilize the framework.
• Complex regulatory environment: The requirement for compliance with various planning and environmental regulations may pose challenges for bidders without relevant experience.

10. SME fit assessment

Small to medium-sized enterprises (SMEs) with expertise in planning and consultancy services may find this tender accessible, provided they meet the eligibility criteria. Viable bidders should have:

• Experience in planning and environmental consultancy, particularly within the transport or utility sectors.
• The capacity to manage all aspects of the required services, although sub-contracting is allowed.
• An estimated bid preparation effort of 10-15 days, considering the documentation and compliance requirements.
• A moderate Pwin signal, as the framework is a single party agreement, which may favor established firms with prior experience in similar contracts.

11. Where to dig deeper

• RFT filename: 2026008- RFT for FA for Provision of Planning Services.docx
• eTenders CFT ID: 8370833
• Contact email: Not specified
• Important attachments:
• Appendix A – Form of Tender
• Appendix B – Resource Allocation Schedule
• Appendix C – Declaration Re: Framework Agreement Terms and Conditions