Upgrade of LPG Fire, Sectional Cast Iron Boilers

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 concerns emergency works for the upgrade and replacement of existing LPG-fired, sectional cast iron boilers that provide space heating for Coláiste Mhuire in Johnstown, Co Kilkenny. The contract involves mechanical services installation.

The contractor will be responsible for:

• Boiler Replacement: Removing existing LPG-fired, sectional cast iron boilers and installing new units.
• Pipework Modification: Modifying and connecting new Low Pressure Hot Water (LPHW) flow and return pipework to the retained systems.
• Ancillary Works:
• Removing existing timber covering and all loose material, debris, and unsuitable infill from boiler enclosures.
• Making good all disturbed walls, floors, ceilings, coatings, and finishes.
• Providing full-size removable access chamber covers.
• System Integration: Connecting new boilers and associated components, including pumps and Building Management System (BMS) points.
• Site Management: Maintaining site cleanliness and safety, removing waste, and ensuring minimal disruption to school operations.
• Health and Safety: Complying with the Safety, Health and Welfare at Work Construction Regulations 2006-2013 and the Preliminary Health & Safety Plan.
• Documentation: Providing all necessary certifications and documentation as required by the contract and Building Control Regulations.

The works are described as an emergency, with an intention to commence immediately upon appointment. Proposed working hours are 7:30 AM – 5:00 PM Monday to Friday, and 7:30 AM – 1:00 PM on Saturdays. Completion is contingent upon equipment delivery, and it may be necessary to fit boilers during school mid-term breaks.

3. Background & buyer context

This procurement is driven by the emergency need to upgrade and replace the existing LPG-fired, sectional cast iron boilers at Coláiste Mhuire, Johnstown, Co Kilkenny. The current system provides all space heating for the school. The urgency is highlighted, indicating a critical failure or imminent risk associated with the existing heating infrastructure. The tender falls under the remit of Kilkenny and Carlow Education and Training Board (KCETB). The contract will be governed by the Short Public Works Contract PW-CF6.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement: Certified average annual turnover for the last 3 financial years must be a minimum of 3 times the sum tendered for this project. Alternative evidence demonstrating the same level of turnover may be accepted if the standard method cannot be provided for valid reasons.
• Insurance:
• Public Liability Insurance: Minimum cover of €6,500,000 per occurrence.
• Employer's Liability Insurance: Minimum cover of €13,000,000 per occurrence.
• The contractor's Public Liability insurance must be extended to note Kilkenny and Carlow ETB as an Additional Insured, with a Non-Vitiation clause applied. Similar notations are required for Products Liability and Contract Works insurances. Evidence of these extensions must be provided immediately upon receipt of a letter of intent.
• Certifications: Not specified for this tender.
• Past experience:
• Evidence of previous experience on 2 projects of a similar nature, size, and complexity in the assigned roles (Contracts Manager, Health & Safety Manager, Foreman, PSDP). Contact details for contracting authorities and consultants must be provided.
• 3 examples of works of a similar nature, size, and complexity, completed within the last 7 years, including start/finish dates, foreman's name, scope of work, and contact details for contracting authorities and consultants.
• 3 examples of works of similar nature, size, and complexity, completed within the last 7 years, in compliance with Safety, Health and Welfare at Work Construction Regulations 2006-2013, with details as above, and records of enforcement actions, legal proceedings, accidents, fatalities, or incidents, and measures taken to address deficiencies.
• Personnel: The roles of Contracts Manager, Health & Safety Manager, Foreman, and PSDP must have previous experience on 2 similar projects. These roles may be filled by one person.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

The award criteria and scoring mechanism are not detailed in the provided tender documents. The tender documents state that the contract will be awarded based on the "Form of Tender and Schedule" and "Completed Pricing Document". The selection criteria focus on suitability and experience, implying a qualitative assessment alongside price. The tender documents do not specify a price/quality split or minimum scoring thresholds.

6. Submission requirements

Tenderers must submit the following documents, completed in full, via the eTenders portal:

• Form of Tender and Schedule
• Completed Pricing Document
• Declaration of Suitability for Contractors for Small Works
• Appendix C1 – H&S Declaration
• Certified turnover: An original letter from the firm's accountant stating certified turnover for the last 3 financial years.
• Insurance: Originals or validated copies of Public Liability and Employer's Liability Insurance policies, with required extensions.
• Personnel Experience: Evidence of previous experience for key personnel and examples of past works.
• Tax Clearance Certificate: Evidence of compliance with Tax Clearance Procedures.
• Health and Safety Declarations: Signed Suitability Assessment Declaration and Signed Health and Safety Declaration (Appendix C1).
• Organisational Chart: Showing duty holders responsible for Health and Safety.

Tenders must be uploaded to the eTenders portal by the specified deadline. Late tenders will not be considered.

7. Key dates & process

8. Contract terms that matter

• Contract Type: Short Public Works Contract PW-CF6 v1.15.
• Contract Duration: The Time for Completion is stated in the Schedule, with potential extensions under clause 2.7 for specific delay events.
• Payment Terms: Interim payments on account as scheduled. A percentage of the Price is paid after substantial completion, and the balance after the Defects Certificate is issued. Payment claim notices require a response within 14 days, and the Employer shall pay invoices within the period stated in the Schedule.
• Liquidated Damages: Apply if the Contractor fails to substantially complete the Works within the Time for Completion, at the rate specified in the Schedule.
• Termination: Not explicitly detailed in the provided extracts, but clause 3.12 outlines conditions for contractor's obligations to be terminated if a suspension lasts longer than 3 months and permission to proceed is not granted.
• Performance Bond: Required if stated in the Schedule, to be provided within 7 days of tender acceptance.
• Sub-contracting: The Contractor may not assign the Contract or any part of it without the Employer’s consent (clause 1.7). Sub-processors for Personal Data processing require prior written notice and employer consent (clause 1.9(d)).
• Insurance Extensions: Public Liability insurance must note KCETB as an Additional Insured with a Non-Vitiation clause.

9. Risks, red flags & unusuals

• Emergency Nature: The tender is explicitly labelled as an "emergency works" procurement, with an intention to commence immediately upon appointment. This suggests a compressed timeline for mobilisation and execution, potentially increasing pressure on the contractor.
• Contingent Completion: Completion is contingent upon equipment delivery, which could introduce external risks to the project schedule.
• Site Access and Working Hours: While standard working hours are provided, the possibility of fitting boilers during school mid-term breaks indicates potential for out-of-hours or disruptive work, requiring careful planning.
• Insurance Requirements: Specific extensions for Public Liability insurance (noting KCETB as Additional Insured and Non-Vitiation clause) are mandatory and require immediate action upon receipt of a letter of intent, indicating a tight administrative process for the successful bidder.
• Turnover Requirement: The average turnover requirement (3 times the sum tendered) is a significant hurdle for very small businesses and may limit the competitive pool.

10. SME fit assessment

This tender is structured for small to medium-sized enterprises (SMEs) with specific mechanical services and heating system expertise.

• Viable Bidder Profile: A small to medium-sized contractor with proven experience in boiler replacement, LPHW systems, and general mechanical services installation in public sector or educational buildings. They must possess the required insurance levels and demonstrate compliance with health and safety regulations. The turnover requirement of "an average of 3 times the sum tendered" suggests that firms bidding for the €165,000 contract should have a turnover of at least €495,000 annually over the last three years.
• Consortium/Sub-contracting: The contract states that the Contractor may not assign the Contract or any part of it without the Employer’s consent. While not explicitly prohibiting sub-contracting for specific trades, the primary contractor must hold the main responsibility. Consortium bids are not explicitly mentioned but would likely require clear roles and responsibilities defined.
• Indicative Bid-Prep Effort: Preparing a compliant bid would likely require 5-10 days of effort, involving gathering financial statements, insurance certificates, project references, health and safety documentation, and completing the pricing schedule and declarations.
• Pwin Signal: The "emergency" nature and immediate commencement requirement suggest a need for rapid mobilisation, potentially favouring contractors with existing capacity and established supply chains. The specific insurance extension requirements also favour firms familiar with public sector procurement processes. No incumbent is named, but the emergency nature might imply a need for a contractor that can respond quickly.

11. Where to dig deeper

• Source RFT Filename(s): "Invitation to Tender Colaiste Mhuire Replacement Boiler.pdf", "PW-CF6 v1.15 Conditions Public Works Contract.pdf"
• eTenders CFT ID: Not specified in the provided documents.
• Contact Email / Clarification Portal: All queries must be submitted via the eTenders portal.
• Key Attachments:
• "Form of Tender and Schedule"
• "Pricing Document"
• "Mechanical Contract Specification"
• "Preliminary Health & Safety Plan"
• "Conditions-Short Public Works Contract PW-CF6"