MI-CFT26-034 Provision of Zooplankton Identification Services for the ACCLIMATISE project

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 contractor will provide zooplankton identification services for the ACCLIMATISE project. This involves the detailed analysis and classification of zooplankton samples. The services are to be delivered in accordance with a specification detailed in Schedule B of the draft service contract, which incorporates the requirements of the Request for Tender (RFT) and the contractor's submission.

Key activities and requirements include:

• Service Provision: Deliver zooplankton identification services as described in Schedule B. This includes adhering to specified quality standards, timeframes, and functional specifications.
• Compliance: Comply with all client directions, project governance protocols, and local security and health and safety arrangements.
• Industry Standards: Provide services in accordance with good industry practice and all applicable laws, including environmental, social, and labour law established by EU and national law, and collective agreements.
• Personnel: The contractor is responsible for the availability and expertise of key personnel assigned to the services. Any replacement personnel must have equivalent experience and expertise, subject to the client's approval.
• Reporting: The contractor must provide reports, data, manuals, and other materials as specified. All Intellectual Property Rights (IPR) in these materials will vest in the client.
• Sample Handling: While not explicitly detailed as a contractor task, the RFT mentions sample handling protocols, including waterproofing sample information and recording sample numbers and dates in a laboratory analysis book.
• Project Integration: The services are part of the ACCLIMATISE project, requiring integration with the client's project management and operational protocols.
• Documentation: The contractor must provide a valid invoice and any required supporting documentation. Pre-printed contractor terms and conditions are disallowed.
• Data Handling: The contractor must comply with confidentiality requirements and may be required to provide personal details of personnel for security checks.

The contract duration is not explicitly stated but is implied by the submission deadline. The client reserves the right to extend the term for up to six months, with a maximum of two such extensions.

3. Background & buyer context

This procurement is for the provision of zooplankton identification services for the ACCLIMATISE project, managed by the Marine Institute. The Marine Institute is a state agency responsible for marine research, development, and innovation in Ireland. The ACCLIMATISE project likely relates to understanding and mitigating the impacts of climate change on marine ecosystems, with zooplankton serving as crucial indicators of ocean health and climate variability. The procurement follows a standard EU tendering process, advertised in the Official Journal of the European Union (OJEU). The contract is structured as a direct agreement between the Marine Institute and the successful contractor, incorporating the RFT, contractor's submission, and associated schedules.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employer’s Liability: €13.0 million
• Public Liability: €6.5 million
• Product Liability: Not specified for this tender
• Professional Indemnity: €1.5 million
• 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.

5. Award criteria & scoring

The award criteria are not detailed in the provided text. However, public procurement in Ireland typically follows a Most Economically Advantageous Tender (MEAT) approach, balancing price and quality. The specific weighting and sub-criteria for scoring would be detailed in the full RFT documentation.

6. Submission requirements

The submission requirements are not fully detailed in the provided text. However, based on standard procurement practices and the contract draft, bidders will likely need to submit:

• A response document detailing their approach to providing the services, aligned with the RFT and Schedule B.
• Pricing schedule detailing the charges for the services.
• Declarations, including:
• Tax Clearance Access Number and Tax Reference Number for online verification.
• Declaration as to Personal Circumstances of Tenderer (confirming no exclusion grounds apply).
• Bona Fides declarations.
• Conflict of Interest declarations.
• Details of Key Personnel, as specified in the RFT.
• Proof of required insurance cover.
• Any other documentation specified in the RFT.

The submission must be made via the eTenders portal.

7. Key dates & process

8. Contract terms that matter

• Term: The contract takes effect on the Effective Date and expires on a specified date, unless terminated. The client can extend the term for up to six months, with a maximum of two extensions.
• Payment: Charges are paid plus VAT, subject to contractor compliance with the agreement, furnishing valid invoices with supporting documentation, and the client possessing a current Tax Clearance Certificate. Invoices are deemed accepted if no queries are raised within 14 days. The European Communities (Late Payment in Commercial Transactions) Regulations, 2012 apply.
• Key SLAs/KPIs: Not explicitly detailed in the provided text, but implied by the "Specification" in Schedule B. Time of delivery is of the essence.
• Liquidated damages: Not explicitly detailed, but the contract mentions the client's entitlement to recover excess prices if the contractor fails to deliver services.
• Termination: Either party can terminate with one month's written notice. Immediate termination is possible for serious breaches (unremedied within 30 days), insolvency, conflict of interest, or if exclusion grounds apply.
• IP ownership: All IPR in reports, data, manuals, and other materials produced for the agreement vest in the client. The contractor assigns all IPR to the client.
• Sub-contracting: The contractor is the prime contractor and assumes full responsibility for subcontractors. Subcontracts must include provisions for termination if exclusion grounds apply to the subcontractor. No more than 50% of the contract value can be subcontracted to entities from third countries subject to an IPI measure.
• Parent-company guarantee or bond: Not specified for this tender.

9. Risks, red flags & unusuals

• Limited Value: The contract value of €75,000 is relatively low, which may limit the pool of larger service providers.
• Unspecified Details: Key details such as the specific scope of work (beyond "zooplankton identification"), contract length, go-live date, and award criteria are not fully detailed in the provided contract draft, requiring bidders to refer to the RFT and its appendices.
• IP Vesting: All Intellectual Property Rights in the materials produced vest in the client. This is a standard clause but requires careful consideration by the contractor regarding their own pre-existing IP and future development.
• Security Checks: The contractor may be required to submit full personal details for security checks, indicating a potential sensitivity around the project or data.
• IPI Measure Compliance: The requirement to comply with IPI measures regarding subcontracting to third countries subject to such measures is a specific compliance risk.

10. SME fit assessment

This tender is likely suitable for small to medium-sized enterprises (SMEs) with specialised expertise in marine biology and zooplankton identification.

• Credible Bidders: Firms with a proven track record in scientific sample analysis, particularly in marine environments, and experience with EU-funded research projects would be well-positioned. The relatively low contract value suggests that smaller, specialised laboratories are the primary target.
• Consortium/Sub-contracting: While not explicitly forbidden, the prime contractor assumes full responsibility. Subcontracting is permitted but capped at 50% for specific third-country entities. SMEs may consider forming consortia if they lack certain capabilities, but the core identification service is likely the focus.
• Indicative Bid-Prep Effort: Bid preparation effort would depend on the complexity of the RFT and the need for detailed technical proposals. For an SME, this could range from 5 to 15 days, including technical approach, pricing, and administrative requirements.
• Pwin Signal: The tender is likely open to competition. There is no clear indication of an incumbent provider or a sole-supplier framework. The value suggests a competitive market for these specialised services.

11. Where to dig deeper

• Source RFT filename(s): MI-CFT26-034
• eTenders CFT ID: Not specified in provided documents.
• Contact email or clarification portal: www.etenders.gov.ie (messaging facility)
• Most important attachments:
• Appendix 6 - Draft Service Contract.docx
• RFT document (referenced but not provided)
• Schedule B (detailing Services Specification)