Integrated Design Team Services for New Municipal Cemetery at Letterkenny, County Donegal

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 an Integrated Design Team to provide comprehensive consultancy services for the development of a new municipal cemetery in Letterkenny, County Donegal. The estimated value of the contract is €900,000.00 over an anticipated 36-month period. The scope encompasses all stages of the project lifecycle, from preliminary planning through to the handover of works and the end of the defects liability period.

The services required of the Integrated Consultancy Team include:

• Stage (i) – Preliminary:

• Reviewing all project works to date with the client.

• Agreeing the scope and programme for the preliminary stage.

• Appointment as PSDP (Project Supervisor Design Process) and Assigned Certifier.

• Conducting stakeholder consultations and site assessments.

• Procuring specialist site surveys (environmental, geological, etc.).

• Chairing and minuting client meetings (3No.), a presentation to Elected Members, and a presentation to Stakeholders.

• Attending 7 site visits (online or in person).

• Producing a final stage report including design for planning, cost estimate, and revised programme.

• Stage (ii) – Detailed Design:

• Co-ordinating the project stage as Design Team Leader.

• Developing a sketch scheme with specialist consultancy advice.

• Conducting client and stakeholder consultations.

• Preparing the Part 8 planning permission application to Donegal County Council.

• Procuring specialist surveys, including Habitat Directive Assessment Screening, Natura Impact Statement, Environmental Impact Assessment, and Geological Survey.

• Preparing Fire Safety Certificate and Disability Access Certificate application documentation.

• Developing detailed design and tender documents, including working drawings and specifications.

• Acting as Assigned Certifier and Design Certifier in accordance with Building Control Regulations.

• Producing stage reports compliant with the Capital Works Management Framework.

• Ensuring compliance with Safety, Health & Welfare (Construction) Regulations 2013.

• Providing cost control services.

• Offering risk management overview and advice, noting a tight programme for opening by end of March 2025.

• Providing structural, civil, M&E, and PSDP services.

• Attending fortnightly Steering Group meetings.

• Stage (iii) – Tender Action, Evaluation, and Award:

• Co-ordinating the stage as Design Team Leader.

• Advising on procurement strategy and contractor suitability assessment.

• Issuing tenders and responding to queries.

• Receiving and evaluating tenders.

• Submitting a tender report with recommendations.

• Conducting design team meetings and client consultations.

• Arranging the start-on-site date, issuing letters of intent/acceptance, and completing contract documents.

• Checking insurances with Donegal County Council.

• Arranging pre-contract meetings and ensuring the works programme is available.

• Ensuring compliance with Safety, Health & Welfare (Construction) Regulations 2013.

• Managing risk and attending fortnightly progress meetings.

• Stage (iv) – Construction:

• Co-ordinating the stage as Design Team Leader and acting as Employer's Representative.

• Administering the contract, establishing clear communication lines.

• Arranging and minuting fortnightly contract meetings.

• Attending other necessary meetings and advising on timescales.

• Conducting fortnightly site visits and monthly PSDP site visits.

• Providing other design team consultancy services as required.

• Resolving outstanding design and planning issues.

• Vetting and agreeing contractor drawings and design submissions.

• Issuing payment certificates and monitoring progress against the programme.

• Advising on claims for extensions of time.

• Acting as Assigned Certifier and Design Certifier, including site attendance.

• Ensuring compliance with Safety, Health & Welfare (Construction) Regulations 2013.

• Providing cost control services and attending fortnightly site meetings.

• Stage (v) – Handover of Works & Final Account:

• Co-ordinating the stage as Design Team Leader.

• Managing substantial completion and handover procedures.

• Monitoring the preparation of the 'Handover Package', including as-built drawings and Safety File.

• Agreeing the final account.

• Liaising with specialist advisors and advising the contractor on defects.

• Monitoring defect rectification and carrying out end-of-defects period inspections.

• Issuing making good defects and final certificates.

• Acting as Assigned Certifier and Design Certifier.

• Providing Architect's Opinion on Compliance with Planning Permission.

• Ensuring compliance with Safety, Health & Welfare (Construction) Regulations 2013.

The team must also provide services in respect of Civil/Structural Design, M&E Design, Cost Control (Bill of Quantities/Schedule of Rates), and PSDP. An exceptional level of service and exemplary project designs are required.

3. Background & buyer context

Donegal County Council is procuring integrated design team services for the development of a new municipal cemetery in Letterkenny. This procurement aligns with the Council's commitment to providing essential public infrastructure. The project requires a comprehensive design and management approach, encompassing all phases from initial concept to final handover. The services are to be delivered in accordance with the Capital Works Management Framework. The project has a target opening date of the end of March 2025, indicating a need for efficient project delivery. The appointed team will act as PSDP and Assigned Certifier, fulfilling statutory responsibilities under Irish building control and safety regulations.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement: Not specified for this tender.
• Insurance:
• Professional Indemnity Insurance: Minimum €1,250,000.00 on each and every claim basis, and €1,500,000.00 on an annual aggregate basis.
• Public Liability Insurance: Minimum €6,500,000.00 for any one event. Maximum excess €10,000.00 for property damage only.
• Employer's Liability Insurance: Minimum €13,000,000.00 for any one event.
• Certifications:
• Membership or eligibility for membership of a recognised professional body for the required role (e.g., ACEI, EI, RIAI, SCSI, or other).
• Awareness of responsibilities under the Safety, Health and Welfare at Work Act 2005 and associated regulations.
• Past experience: Bidders must provide Certificates of Satisfactory Execution for up to 28 previous projects of a similar nature. The format for these certificates is provided in Appendix B1.
• Personnel:
• A named person responsible for health and safety management within the practice.
• Each member of staff must be aware of their responsibilities under the Safety, Health and Welfare at Work Act 2005 and the Safety Health & Welfare at Work (Construction) Regulations 2006.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

The award criteria and scoring mechanism are not detailed in the provided extract. However, the tender implies a standard procurement process where bids will be evaluated based on a combination of quality and price. The selection criteria outlined in Section 4 represent the mandatory gates that must be passed before a bid is considered for evaluation. The final award will be made to the most economically advantageous tender, considering both technical merit and cost.

6. Submission requirements

Bidders are required to submit the following:

• Declarations:
• Completed MF_2.4_v1.1-25-11-2025.docx form, including project description, company name, professional service, and declaration of membership in a recognised professional body.
• Confirmation of awareness of responsibilities under the Safety, Health and Welfare at Work Act 2005 and associated regulations.
• Tax Clearance Access Number and Tax Reference Number for online verification.
• Past Performance Evidence:
• Appendix B1: List of Previous Projects/Certificate of Satisfactory Execution, organised in order of precedence, for up to 28 projects.
• Pricing: A pricing schedule is expected, though its specific format and template are not detailed in the provided text.
• Other Documents:
• The tender must be submitted in BLOCK CAPITALS.
• Specific requirements for the number and type of paper and electronic copies are mentioned but not detailed in the extract.

7. Key dates & process

8. Contract terms that matter

• Contract Length: Anticipated Service Contract Period is 36 Months.
• Payment Terms: Payment is to be made within 30 days after the Consultant supplies a valid invoice, subject to any due deduction of withholding tax.
• Defects Liability Period: The initial Defects Period is 18 months from the date of Substantial Completion.
• Termination: The contract allows for termination by the Client with at least 14 and at most 28 days' notice.
• Assigned Certifier/PSDP Role: The Lead Consultant will perform the role of Assigned Certifier and PSDP, providing necessary certification in accordance with Building Control Regulations.
• Deliverables at Handover: The Integrated Consultancy Team must ensure that all Operating & Maintenance Manuals, safety files, drawings, and specifications are provided to client requirements at the handover stage.
• Post-Defects Support: Technical/design support is required at the end of the defects liability period, including inspection and confirmation of rectification for the release of retention monies.

9. Risks, red flags & unusuals

• Tight Programme: The project has a stated risk associated with a "tight programme to be completed for Opening at end of March 2025" (Stage ii, point 15). This suggests potential pressure on the design team to deliver quickly and efficiently.
• Multiple Certifications: The requirement for the team to act as both PSDP and Assigned Certifier, alongside fulfilling detailed design and construction administration roles, consolidates significant responsibility within one entity.
• Extensive Past Performance Documentation: The requirement to list and provide certificates for up to 28 previous projects (Appendix B1) represents a substantial administrative burden for bidders.
• Estimated Value vs. Contract Length: The estimated value of €900,000.00 over 36 months suggests a relatively low fee rate per month, which may impact the attractiveness of the contract for larger firms or require careful resource allocation.
• Unspecified Award Criteria: The absence of detailed award criteria and scoring weights means bidders must infer the relative importance of quality versus price.

10. SME fit assessment

This tender is structured to attract experienced design consultancies capable of managing a multi-stage infrastructure project. A viable bidder would likely be a medium-sized firm or a consortium of smaller specialist firms, possessing established expertise in architectural design, civil/structural engineering, M&E services, cost control, and PSDP/Assigned Certifier roles. The requirement for extensive past performance documentation (up to 28 projects) and the need for specific certifications and insurance levels suggest that very small or newly established businesses may find it challenging to meet the eligibility criteria without forming a consortium or subcontracting.

Consortium bidding or subcontracting is implicitly allowed, as the scope requires multiple disciplines (M&E, Civil/Structural, Cost Control, PSDP) to be integrated. The administrative effort for bid preparation is likely significant, primarily due to the detailed past performance evidence required. The "Pwin" signal is neutral; there is no clear indication of an incumbent provider or a framework arrangement. The value and scope suggest a competitive tender process.

11. Where to dig deeper

• Source RFT Filename(s):
• [Scope of Design Team Services.pdf]
• [MF_2.4_v1.1-25-11-2025.docx]
• [Appendix_B1_QC1_and_QC2_09-02-2022.docx]
• eTenders CFT ID: Not stated.
• Contact Email / Clarification Portal: Not stated.
• Most Important Attachments:
• Scope of Design Team Services.pdf
• Appendix B1: List of Previous Projects/Certificate of Satisfactory Execution
• MF_2.4_v1.1-25-11-2025.docx