Design and build of portable/modular accommodation for server equipment at Cork Airport control Tower

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 seeks the design and build of portable/modular accommodation for server equipment, to be located at the Cork Airport control Tower. The contractor will be responsible for the complete delivery of this accommodation, ensuring it meets specific environmental and functional requirements for housing sensitive server infrastructure.

The scope of work includes:

• Design: Developing a detailed design for the portable/modular accommodation. This design must incorporate a minimum of 1m clearance to the front and rear of each server rack. The environmental conditions within the accommodation must be compliant with ETSI EN 300 019-1-3 V2 standards.
• Build: Manufacturing and constructing the modular accommodation unit(s) according to the approved design.
• Delivery: Transporting and installing the accommodation at the specified location at Cork Airport control Tower.
• Integration: Ensuring the accommodation is ready for the installation of server equipment.
• Compliance: Adhering to all relevant health and safety regulations, including the Safety, Health & Welfare at Work Acts, 1989 and 2005.
• Quality Management: Preferably implementing a Quality Management System in accordance with or equivalent to ISO 9001.
• PAT Testing: Ensuring all electrical equipment supplied has been PAT tested within the previous 12 months.
• Marking: Goods must be marked with the Purchase Order number.

The contract will incorporate the Request for Tenders (RFT), any clarifications issued, the contractor's submission, and any clarifications from the contractor. The contractor is deemed the prime contractor and assumes full responsibility for its obligations and those of any subcontractors.

3. Background & buyer context

The Irish Air Navigation Service (AirNav Ireland) is procuring this accommodation. The company was incorporated on 2nd February 2023, following a State decision, pursuant to the Air Navigation and Transport Act 2022. This procurement is for essential infrastructure to support server equipment at the Cork Airport control Tower, indicating a need to upgrade or establish dedicated, compliant facilities for critical IT operations within air navigation services. The specific context of the Air Navigation and Transport Act 2022 suggests a framework for modernising and ensuring the operational resilience of air navigation services in Ireland.

4. Eligibility & selection criteria

Bidders must meet the following mandatory requirements to be considered:

• Turnover requirement: Minimum average annual turnover of €400,000.00. Most recent accounts submitted must not be greater than 12 months old from the date of tender submission.
• Insurance: The contractor must hold the following insurances for the duration of the contract:
• Employer’s Liability: €13,000,000 (thirteen million) in respect of any one claim or series of connected occurrences.
• Public Liability: €6,500,000 (six million five hundred thousand) in respect of any one claim or series of connected occurrences.
• Product Liability: €6,500,000 (six million five hundred thousand) in respect of any one claim and in the annual aggregate.
• Professional Indemnity: €6,500,000 (six million five hundred thousand) in respect of any one claim or series of connected occurrences.
• All insurances must provide a thirty (30)-day prior notice to the Purchaser of cancellation and include an indemnity to principal clause in favour of the Purchaser for Employer's Liability, Public Liability, and Product Liability.
• Certifications: While not strictly mandatory, a Quality Management System in accordance with or equivalent to ISO 9001 is preferable. Bidders must provide details of conformance (if any) to the ISO 9000 series or any other equivalent standard or system.
• Past experience: Not specified for this tender.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

Bidders must also provide their Tax Clearance Access Number and Tax Reference Number for online verification of their tax status.

5. Award criteria & scoring

The award criteria are not explicitly detailed with scoring percentages in the provided text. However, the contract will be awarded based on the Request for Tenders (RFT) and the contractor's submission, implying a comprehensive evaluation. The contract structure suggests a "Most Economically Advantageous Tender" (MEAT) approach, where both quality and price are considered. Key contractual obligations, such as compliance with specifications, health and safety, and insurance requirements, will be critical. The final contract will consist of the Goods & Services Contract, the RFT, and the successful Submission, indicating that the tender response itself forms a significant part of the awarded contract.

6. Submission requirements

While specific submission templates and page limits are not detailed in the provided text, bidders will be required to submit a response that forms part of the final contract. This submission will need to detail how the contractor will meet the Specification outlined in Schedule B. Key elements expected in a submission for this type of tender would typically include:

• Technical Proposal: Detailing the design, build, and installation methodology for the modular accommodation, demonstrating compliance with ETSI EN 300 019-1-3 V2 and the 1m clearance requirement.
• Pricing Schedule: A comprehensive breakdown of all costs associated with the design, build, delivery, and installation.
• Insurance Details: Proof of holding the required insurance policies.
• Tax Clearance: Tax Clearance Access Number and Tax Reference Number.
• Quality Management: Information on any ISO 9001 or equivalent certification.
• Declarations: Standard declarations regarding bona fides, tax compliance, and absence of conflicts of interest would be expected.
• CVs: Potentially for key personnel involved in the project.
• Case Studies: Examples of similar projects undertaken.

The submission must be made via the eTenders portal. Any pre-printed terms and conditions from the contractor are disallowed.

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 or extended. The Purchaser reserves the right to extend the Term by periods up to a specified number of months, with a maximum number of such extensions permitted.
• Payment: Invoices are payable 30 days after receipt. Payment is subject to compliance with the contract, submission of valid invoices with supporting documentation, quoting a valid Purchase Order number, and the Purchaser being in possession of the Contractor’s current Tax Clearance Certificate. The European Communities (Late Payment in Commercial Transactions) Regulations, 2012 apply.
• Liquidated Damages: If the contractor fails to provide services within delivery dates, the Purchaser may deduct a percentage per week of late delivery, up to a maximum of 10% of the Charges. If this threshold is met or exceeded, the Purchaser can claim further remedies and/or terminate the contract.
• Termination: Either party may terminate the contract with 14 days' notice. The contract can also be terminated for breach, with a 30-day notice period for the breach to be remedied.
• Indemnity: The Contractor indemnifies the Purchaser against losses arising from negligence, breach of contract, or failure to exercise skill and care. This clause survives termination.
• Intellectual Property: The contractor indemnifies the Purchaser against losses arising from breach of third-party intellectual property rights used for the contract.
• Sub-contracting: The Contractor is the prime contractor and assumes full responsibility for subcontractors. Subcontractors must comply with contract terms.
• TUPE Regulations: The Contractor must comply with TUPE Regulations and indemnify the Purchaser against claims arising from non-compliance.
• Retention Amount: The Purchaser may withhold a specified amount from payments if dissatisfied with performance, to be released upon remedy of issues.

9. Risks, red flags & unusuals

The tender documents reveal several points that warrant careful consideration by potential bidders. The estimated value of €200,000.00 is relatively low, yet the insurance requirements, particularly Professional Indemnity at €6,500,000, are exceptionally high for this value. This suggests a high-risk project or a desire by the buyer to ensure maximum financial protection, potentially favouring larger, established firms with existing high-limit policies. The absence of specified contract length and go-live dates creates uncertainty regarding project timelines and mobilisation. The requirement for compliance with ETSI EN 300 019-1-3 V2 standards for environmental conditions within the accommodation indicates a need for specialised technical knowledge. The high insurance levels, coupled with the relatively low contract value, could be a deterrent for smaller businesses.

10. SME fit assessment

This tender is likely best suited for small to medium-sized enterprises (SMEs) with a strong track record in designing and building specialised modular or portable structures, particularly those with experience in technical environments requiring specific environmental compliance (e.g., ETSI standards). The significant insurance requirements, especially the €6.5 million Professional Indemnity cover, present a substantial barrier for many smaller businesses. Bidders must demonstrate the capacity to secure such high levels of insurance. Consortium bids or subcontracting arrangements may be feasible to meet the insurance and technical requirements, provided they are clearly defined in the submission. The bid preparation effort is likely moderate, focusing on technical design, compliance demonstration, and securing the necessary insurance. The "Pwin" signal is unclear due to the lack of information on incumbent status or previous suppliers.

11. Where to dig deeper

• Source RFT filename(s): Not specified in provided text.
• eTenders CFT ID: Not specified in provided text.
• Contact email or clarification portal: Via the messaging facility on www.etenders.gov.ie.
• Most important attachments:
• [Appendix 4- Goods Services Contract.doc] Goods & Services Contract
• Schedule B: The Specification