Facilities Management and Ancillary Services (with Onsite Resource)

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 contract encompasses the provision of comprehensive Facilities Management and Ancillary Services at Bord Bia's Global Hub offices in Ballsbridge, Dublin. The services are divided into three distinct Lots, each with specific requirements and deliverables.

• LOT 1: Facilities Management Services with Onsite Resource

• Management of facilities operations, including maintenance and cleaning.

• Onsite resource provision for daily operational support.

• Estimated value: €350,000.

• LOT 2: Electrical & Life Systems Services

• Maintenance and management of electrical systems and life safety systems.

• Compliance with relevant safety standards and regulations.

• Estimated value: €300,000.

• LOT 3: Mechanical and Plumbing Services

• Maintenance of HVAC systems and plumbing services.

• Regular inspections and emergency repairs as needed.

• Estimated value: €300,000.

The contractor will be responsible for ensuring that all services meet Bord Bia's operational standards and comply with health and safety regulations. The work will be performed at the Bord Bia Global Hub, which covers a total area of 2,330 square meters.

3. Background & buyer context

Bord Bia is seeking to procure these services to enhance operational efficiency and maintain high standards at its Global Hub. This procurement aligns with Bord Bia's strategic objectives to improve service delivery and operational management. The decision to initiate this tender process is influenced by the need for reliable facilities management as Bord Bia continues to expand its operations. The contract may be subject to the European Communities (Protection of Employees on Transfer of Undertakings) Regulations 2003, indicating potential implications for employee transfers.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria to be considered for evaluation:

• Turnover requirement

• LOT 1: Minimum average annual turnover of €600,000 over the last three years.

• LOT 2: Minimum average annual turnover of €300,000.

• LOT 3: Minimum average annual turnover of €300,000.

• Insurance

• Employer’s Liability: €13,000,000.

• Public Liability: €6,500,000.

• Professional Indemnity: €1,500,000.

• Certifications

• Compliance with relevant ISO/EN/BS standards (specific standards not specified for this tender).

• Past experience

• Evidence of successfully delivering at least 3 comparable projects within the last 3 years.

• Personnel

• Key personnel must have a minimum of 5 years' experience in facilities management.

• Geographic constraints

• Bidders must be located within a reasonable distance from the Bord Bia Global Hub, although specific distance requirements are not stated.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, balancing quality and price.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Follow the provided template with a maximum of 20 pages.
• CVs: For key personnel, limited to 2 pages each.
• Pricing schedule: Complete the specified template.
• Case studies: At least 3, with project values ranging from €100,000 to €500,000.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest.
• Mandatory site visit: Attendance required on either 23rd or 29th June 2026.
• Submission portal: Tenders must be submitted via eTenders, adhering to specified format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term and extension structure: Initial term of 2 years, with the possibility of 2 one-year extensions.
• Payment terms: Invoices to be submitted within 30 days of service completion.
• Key SLAs/KPIs: Performance metrics will be established, with penalties for non-compliance.
• Liquidated damages: A threshold of €30,000 for performance failures.
• Termination clauses: Either party may terminate with 30 days' notice for breaches that are not remedied.
• IP ownership: All intellectual property created during the contract will remain with Bord Bia.
• Sub-contracting rules: Allowed, but the prime contractor must retain overall responsibility.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirements for LOT 1 are relatively high, which may limit competition to larger firms.
• The geographic constraint is not explicitly stated, potentially excluding capable local SMEs.
• The contract is contingent on satisfactory performance reviews, which may introduce uncertainty for bidders.
• The requirement for a site visit may pose logistical challenges for some bidders.

10. SME fit assessment

This tender is open to SMEs with relevant experience in facilities management. A viable bidder should have:

• Experience in managing similar contracts, ideally with a focus on facilities management.
• The capacity to meet insurance and turnover requirements, potentially through consortium arrangements.
• An estimated bid preparation effort of 10-15 days, including documentation and site visit.
• The presence of incumbents may signal a competitive disadvantage for new entrants, particularly if past performance is heavily weighted.

11. Where to dig deeper

• Source RFT filename: RFT Bord Bia_Facilities.pdf
• eTenders CFT ID: 8348187
• Contact email: Not specified; queries must be directed through the eTenders messaging facility.
• Important attachments:
• Appendix 1 — Requirements and Specifications
• Appendix 2 — Pricing Schedule
• Appendix 5 — Services Contract