BE3703C UL RFT for the Provision of Hard and Soft Landscaping Maintenance

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1. At a glance

2. Scope of Work

The contract covers the provision of hard and soft landscaping maintenance services for the University of Limerick (UL). The estimated value for these services over the contract term is €3,750,000 (excluding VAT). The services are to be performed at the University of Limerick campus.

The scope of work includes, but is not limited to, the following activities:

• Soft Landscaping Maintenance: This encompasses the upkeep of all planted areas, including grassed areas, shrub beds, trees, and hedges. Specific tasks may include mowing, strimming, edging, pruning, weeding, mulching, and seasonal planting.
• Hard Landscaping Maintenance: This involves the upkeep of non-vegetative landscape features. This can include the maintenance of pathways, paved areas, walls, fences, street furniture, and drainage systems within the landscape. Tasks may involve sweeping, cleaning, minor repairs to surfaces, and ensuring the integrity of hard landscape elements.
• Grounds Management: This is a broad category covering the overall management and maintenance of the university's grounds. This includes the management of approximately 148 hectares (371 acres) of grounds.
• Contractor Management: The successful tenderer will be responsible for managing their own personnel and resources to deliver the services.
• 24/7 Key Personnel Availability: The contractor must ensure key personnel are available 24 hours a day, 7 days a week for essential services.
• Health and Safety Compliance: Adherence to all applicable health and safety regulations and the provision of a Health and Safety statement are mandatory. This includes potentially developing Stage Safety and Health Plans.
• Environmental Compliance: The service must be detailed and handled in accordance with ISO 14001 Standards.
• Reporting and Administration: This includes providing data protection policies, confirming compliance with Contract Management System (CMS) criteria for onboarding, and responding to queries.

The services are to be performed within a dynamic and busy third-level environment that operates 24/7, with students and staff on site from early morning.

3. Background & buyer context

The Education Procurement Service (EPS) is procuring these landscaping maintenance services on behalf of the University of Limerick (UL). This procurement is conducted under the open procedure, in accordance with EU regulations. The University of Limerick is described as an energetic and dynamic third-level institution with over 19,000 students and 2,000 staff. The estimated expenditure of €3,750,000 (excl. VAT) over the five-year term indicates a significant ongoing requirement for these services. The contracting authority explicitly seeks to encourage participation by Small and Medium Enterprises (SMEs) and encourages larger enterprises to consider how SMEs can be included in their proposals.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement: Candidates must provide objective evidence, on request from an independent source (e.g., auditor's statement), confirming their annual turnover for each of the three previous financial years. Three (3) Audited Accounts and Reports must be provided to support this statement. Companies with an annual turnover of less than €12 Million are not required to provide audited accounts; a statement of accounts from the company's accountants will suffice.
• Insurance: The successful tenderer must hold the following insurances for the term of the Services Contract:
• Employer’s Liability: €13,000,000
• Public Liability: €6,500,000 Tenderers must confirm that their insurance policies include Ireland within their territorial limits and jurisdiction, and that there are no exclusions or restrictions that could materially impact coverage.
• Certifications: Not specified for this tender.
• Past experience: Tenderers must provide details of two (2) projects undertaken within the last three (3) years that demonstrate experience in successfully providing a service of similar scope, scale, and complexity to the anticipated contract.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender, beyond the services being provided at the University of Limerick.

5. Award criteria & scoring

The evaluation of tenders will be based on a combination of quality and price. The specific weighting for each criterion is not detailed in the provided extract, but it is stated that tenderers must achieve a minimum of 60% on all award criteria, excluding ultimate cost, to avoid elimination. The contracting authority does not bind itself to accept the lowest priced tender.

Criterion Weight (%) Sub-criteria