Single Framework for the Provision of Fleet Vehicles

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 single framework agreement for the provision of fleet vehicles to Horse Racing Ireland (HRI) and its subsidiaries. The primary service is contract hire of new vehicles. The current fleet comprises approximately 8 cars, including Category C, D, and E vehicles. While the fleet size is not expected to change significantly, variations in vehicle types and numbers may occur. HRI reserves the right to procure vehicles outside this framework or introduce new and used vehicles procured from third parties.

The scope includes:

• Contract Hire of New Vehicles:

• Vehicles must be "new," registered in Ireland, and unused, with less than 200km travelled and registered within 3 months of delivery.

• Vehicles must have access to an established dealer and maintenance network.

• HRI has final say on the make and model.

• Quoted costs must include pre-delivery inspections, duties, taxes, registration, preparation, and delivery.

• Fuel efficiency, battery performance, and certified CO2 emissions must be provided.

• Vehicles should ideally be fully electric, but diesel, petrol, or hybrid options are permissible if operational requirements justify them.

• Minimum specifications include:

• Capable of carrying 5 adults comfortably.

• Minimum 5 forward speeds in transmission.

• Right-hand drive.

• High-quality suspension.

• Remote central door locking, electric front windows, electrically adjustable mirrors, FM radio/CD player, heated rear screen, and a full set of floor mats.

• Metric speedometer/odometer.

• ABS, ESC/ESP, side impact bars, front/rear 3-point safety belts, driver/front passenger front airbags, side/lateral airbags, and front seatbelt pre-tensioners.

• Standard spare wheel or inflation kit.

• Durable number plates.

• A detailed specification will be issued for each mini-tender.

• Installation of EV Charge Points:

• Supply and installation of EV charge points at designated employees' homes.

• Minimum 7 kW AC charger (Type 2 connector).

• SEAI-approved and compliant with Irish/EU standards (I.S. 10101:2020, EN 61851, EN 62196).

• Wi-Fi or 4G-enabled for remote monitoring.

• Installation includes site survey, connection to household electrical systems, isolator switch, safety components, testing, certification by a Safe Electric-registered electrician, and completion of relevant documentation.

• Coordination of appointments and completion within agreed timeframes.

• Minimum 3-year warranty and support plan for hardware faults, software support, and on-site repair/replacement.

• Fault response time within 3 days.

• Lease Terms:

• Standard lease term: 4 years, with potential for monthly extensions.

• Short-term leases: Minimum 1 month duration, subject to mini-tender.

• Vehicle purchase: HRI may opt to purchase vehicles through the framework.

• Ancillary Services:

• Routine and non-accident repairs (including wear and tear items like tyres).

• Notification and arrangement of manufacturer safety recalls.

• Collection and return of vehicles for servicing/repairs.

• Provision of motor tax, mandatory safety testing (NCT/CVRT), and responsibility for sales/registration taxes (VRT).

• Optional 24-hour breakdown assistance within Ireland and Northern Ireland, including recovery and replacement vehicle provision.

• Brief operational induction for end-users.

• Dedicated Account Manager with decision-making authority.

• Comprehensive management information and sustainability/environmental performance reporting.

3. Background & buyer context

Horse Racing Ireland (HRI) is procuring this framework to establish terms for the contract hire of fleet vehicles. The current fleet is small, primarily used by senior personnel. HRI aims to leverage efficiencies and maximise cost savings over a four-year period through a framework agreement approach. The procurement aligns with a policy of cost and CO2 reduction across its vehicle fleet. The framework is open to HRI subsidiaries and other organisations with a funding or governance relationship with HRI, and HRI reserves the right to use it for other industry bodies it is involved with. The procurement is conducted under the Open Procedure, as per the European Union (Award of Public Authority Contracts) Regulations 2016.

4. Eligibility & selection criteria

Bidders must meet the following criteria to be considered:

• Turnover requirement:

• Minimum average annual turnover of €300,000 in any one of the three preceding financial years.

• Insurance:

• Employer's Liability: €13m in any one occurrence.

• Product Liability: €6.5m in any one occurrence.

• Professional Indemnity: €1.5m in any one occurrence.

• Motor Third Property Damage Insurance: €2.6m in any one occurrence.

• Motor Traders Internal Risks / Motor Traders Service Indemnity (including liability for sudden/unforeseen pollution): €6.5m in any one occurrence.

• Tenderers must provide a broker's letter confirming the ability to put these insurance levels in place if successful.

• Certifications:

• Not specified for this tender.

• Past experience:

• Not specified for this tender.

• Personnel:

• Not specified for this tender.

• Geographic / facility constraints:

• Vehicles must be registered in Ireland.

• EV charger installations will be at employees' homes across Ireland.

5. Award criteria & scoring

The award will be based on the Most Economically Advantageous Tender (MEAT). The evaluation process involves an initial review of the self-declaration form for completeness. Tenderers meeting this requirement will then be assessed against the award criteria. The most economically advantageous tenderer will be requested to submit evidence to validate against eligibility criteria. The specific weighting and scoring mechanism are not detailed in the provided extract, but the lowest notional ultimate cost submission that meets all minimum requirements will attain the highest score for that criterion.

6. Submission requirements

Tenderers must submit their tender electronically via the eTenders website. Key submission requirements include:

• Method statement / response document: Not specified by name, but must be comprehensive.
• CVs: Not specified.
• Pricing schedule: Must use the template provided in Appendix 2.
• Case studies: Not specified.
• Declarations:
• Form of Self Declaration (Appendix 3).
• Tenderer's Statement (Appendix 1) confirming acceptance of Framework Agreement Terms & Conditions.
• Tax Reference Number and Access Number for tax compliancy verification.
• Company Registration Number, Date of Establishment, Contact telephone number, and E-mail Address.
• Bank details on bank headed paper, dated within the previous 3 months.
• Mandatory site visit: Not specified.
• Submission portal: www.etenders.gov.ie.
• File size limits: Total upload of 500MB, individual file up to 250MB.
• Format: Tenderers are prohibited from amending text or content of provided forms, declarations, or templates. Failure to use templates, particularly for pricing, may result in elimination.

7. Key dates & process

8. Contract terms that matter

• Term: Maximum potential duration of 4 years, comprising an initial 2-year period with an option to extend yearly up to a maximum of 4 years.
• Payment terms: Invoices are payable within 30 days of receipt, provided they are correct and include the Purchase Order (PO) number and all required supporting documentation.
• Key SLAs/KPIs: Not specified in detail, but performance will be assessed for extensions. Fault response time for EV chargers is within 3 days.
• Liquidated damages or penalty regimes: Not specified.
• Termination clauses: The Framework Agreement may be terminated in accordance with the draft Terms & Conditions (Appendix 5). Contracts awarded under the framework may also be terminated at any point.
• IP ownership: Not specified.
• Sub-contracting rules: Consortia and subcontractors are permitted, but a single nominated entity must represent the group and a single Prime Contractor will hold overall responsibility.
• Parent-company guarantee or bond requirements: Not specified.

9. Risks, red flags & unusuals

• Framework Flexibility: HRI reserves the right to operate outside the framework if it offers greater value for money, which could impact guaranteed volumes for the successful tenderer.
• Single Party Framework: This is a single-party framework, meaning only one supplier will be appointed.
• Award to Runner-Up: HRI can award the framework to the next highest-ranked tenderer if the primary awardee cannot deliver.
• No Guarantee of Purchase: The framework agreement does not guarantee the purchase of any specific quantity of services.
• Unspecified Value: While an estimated value of €500,000 and a maximum of €750,000 are stated, the actual spend will depend on HRI's requirements over the 4-year period.
• EV Charger Installation Scope: The requirement for home installations across Ireland adds logistical complexity.

10. SME fit assessment

This tender is open to economic operators capable of providing contract hire for new vehicles and installing EV charging infrastructure. A credible bidder would likely be an established fleet management company or a large automotive dealership group with a strong presence in Ireland.

• Who can credibly bid: Companies with demonstrated experience in fleet management, contract hire, and the supply and installation of EV charging solutions. The turnover requirement of €300,000 suggests a business of moderate size, but the insurance requirements (€13m EL, €6.5m PL, €1.5m PI) indicate a need for substantial financial backing and operational scale.
• Consortium or sub-contracting: Allowed. A group of undertakings can submit a tender, but a single nominated entity must represent them. Subcontracting is permitted, with a Prime Contractor holding overall responsibility.
• Indicative bid-prep effort: Moderate. Preparing the self-declaration, pricing schedule, and detailing methodology for cost/CO2 reduction will require significant effort. Understanding the insurance requirements and ensuring compliance will also be key. Estimated 10-15 days for a well-prepared bid.
• Pwin signal: The framework approach with a single supplier suggests a competitive process. HRI's stated preference for electric vehicles and the inclusion of EV charger installation point towards a focus on sustainability. The absence of specific incumbent information means Pwin is not easily determined from the documents.

11. Where to dig deeper

• Source RFT filename(s): Issued ITT Provision Of Fleet Vehicles To Horse Racing Ireland.pdf
• eTenders CFT ID: Not specified
• Contact email or clarification portal: www.etenders.gov.ie (messaging portal)
• Most important attachments:
• Appendix 1 – Form of Tender
• Appendix 2 – Pricing Schedule
• Appendix 3 – Form of Self Declaration
• Appendix 5 – Terms & Conditions of Framework Agreement