Single Party Framework Agreement for Roofs and Drainage Maintenance for University of Galway (GALW/BUILD1406/2026)

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 be responsible for the maintenance of roofs and drainage systems at the University of Galway. This includes both routine and emergency maintenance tasks to ensure the integrity and functionality of these systems across the university campus.

Key activities include:

• Routine Inspections: Conducting regular inspections of roofs and drainage systems to identify potential issues.
• Preventative Maintenance: Performing scheduled maintenance tasks to prevent deterioration, including cleaning gutters and downspouts, sealing joints, and replacing damaged materials.
• Emergency Repairs: Responding to urgent maintenance requests, such as leaks or drainage failures, within a specified timeframe.
• Documentation: Maintaining detailed records of inspections, maintenance activities, and repairs performed.
• Compliance: Ensuring all work complies with relevant health and safety regulations and university policies.

The contractor will operate primarily on the main University of Galway campus, five days per week, excluding weekends. The framework agreement will initially last for 12 months, with the possibility of extending for up to three additional 12-month periods, depending on performance and university needs.

3. Background & buyer context

This procurement is initiated to enhance the maintenance of the university's infrastructure, aligning with the institution's commitment to providing a safe and functional environment for students and staff. The initiative is part of the university's broader facilities management strategy, which aims to improve operational efficiency and reduce long-term maintenance costs. The university has a history of engaging contractors for similar services, but this framework aims to establish a more structured and reliable approach to roof and drainage maintenance.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover Requirement: Minimum average annual turnover of €1,500,000 for the past three financial years in general construction.
• Insurance:
• Public Liability Insurance: €6,500,000 per accident.
• Employer's Liability Insurance: €13,000,000 per accident.
• Professional Indemnity Insurance: not specified for this tender.
• Cyber Insurance: not specified for this tender.
• Motor Insurance: not specified for this tender.
• Certifications: Not specified for this tender.
• Past Experience: Demonstrate a minimum of ten (10) years' directorial experience in managing roofing projects in a live College/Institution/Corporate/Commercial environment.
• Personnel: Minimum of seven (7) years' experience in project managing roofing projects in a similar environment.
• Geographic Constraints: Not specified for this tender.

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 price and quality.

6. Submission requirements

Bidders must submit the following documents:

• Method Statement: A detailed response document following the provided template, with a maximum of 20 pages.
• CVs: Curriculum Vitae for key personnel, limited to 2 pages each.
• Pricing Schedule: A completed pricing schedule using the specified template.
• Case Studies: A minimum of three case studies demonstrating relevant experience, with project values between €100,000 and €500,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory Site Visit: A site visit is required; details will be provided upon request.
• Submission Portal: All submissions must be made via eTenders, adhering to the specified format.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term & Extensions: Initial contract period of 12 months, with options to extend for up to three additional 12-month periods.
• Payment Terms: Payments will be made monthly upon submission of invoices and satisfactory completion of work.
• Key SLAs/KPIs: Specific performance indicators will be established to measure response times for emergency repairs and completion of routine maintenance tasks.
• Liquidated Damages: Penalties may apply for failure to meet agreed service levels.
• Termination Clauses: The university reserves the right to terminate the contract for non-performance or breach of contract terms.
• IP Ownership: All intellectual property developed during the contract will remain the property of the university.
• Sub-contracting Rules: Sub-contracting is permitted but must be disclosed and approved by the university.

9. Risks, red flags & unusuals

Potential risks and concerns specific to this tender include:

• The turnover requirement of €1,500,000 may limit participation from smaller firms, potentially favouring larger incumbents.
• The absence of specified insurance requirements for Professional Indemnity and Cyber Insurance may raise concerns about liability coverage.
• The lack of a clear geographic constraint could lead to a wider pool of bidders, but may also complicate service delivery expectations.
• The contract's reliance on performance metrics may impose significant operational pressure on the contractor.

10. SME fit assessment

Small to medium-sized enterprises (SMEs) that can credibly bid for this tender should have:

• Experience in general construction, specifically in roofing and drainage maintenance.
• The capacity to meet the insurance and turnover requirements outlined.
• A strong health and safety record, with personnel qualified in relevant areas.
• The ability to mobilize quickly for emergency repairs.

Consortium bidding is allowed, provided the combined turnover meets the minimum requirement. Preparation for the bid may require approximately 10-15 days, considering the documentation and case studies needed. The presence of established contractors in the sector may signal a competitive landscape, particularly if incumbents are involved.

11. Where to dig deeper

• Source RFT Filename: GALW/BUILD1406/2026
• eTenders CFT ID: not specified
• Contact Email: not specified
• Important Attachments:
• Appendix B1 — List of Previous Works Projects
• Appendix B2 — Certificate of Satisfactory Execution
• Health and Safety Supplement Document