Preliminary Design and Part 8 Planning for Greyway Connection (Drumsna to Jamestown)

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 engineering consultancy services for the preliminary design and Part 8 planning for a greyway connection between Drumsna and Jamestown. The contract has a minimum duration of 20 weeks, with an option to extend to cover all subsequent stages, contingent on funding availability. These stages include detailed design, tender preparation, construction contract administration, and project closeout and handover.

The core activities for the selected service provider will encompass:

• Preliminary Design: Developing the initial design concepts for the greyway connection. This will involve site analysis, feasibility studies, and the creation of preliminary design drawings and specifications.
• Part 8 Planning: Preparing the necessary documentation for the Part 8 planning process, which is a statutory requirement for certain public works projects in Ireland. This includes preparing reports, drawings, and public consultation materials.
• Design Stages (Conditional): If funding is secured, the contract may extend to include:
• Detailed Design: Developing comprehensive design drawings, specifications, and schedules for construction.
• Tender Preparation: Compiling tender documents for the construction phase, including bills of quantities and contract conditions.
• Construction Contract Administration: Overseeing the construction phase, including site supervision, contract management, and payment certification.
• Project Closeout and Handover: Finalising all project documentation, including as-built drawings, operation and maintenance manuals, and managing the defects liability period.
• Health and Safety Duties: The service provider will be required to act as Project Supervisor Design Process (PSDP) and potentially Project Supervisor Construction Stage (PSCS), adhering to the Safety, Health and Welfare at Work Act 2005 and associated regulations. This includes integrating general principles of prevention into the design and liaising with the PSCS.
• Coordination and Communication: Engaging in regular progress meetings (bi-weekly) with the client, providing written reports, and coordinating with other relevant parties, including the PSDP and PSCS.
• Documentation: Submitting project documentation, such as the preliminary design, within 12 weeks of the letter of acceptance and the Part 8 planning submission within 8 weeks after preliminary design acceptance.

The project is located in Northeast Roscommon, with a specific map provided in Appendix 1.

3. Background & buyer context

This procurement is being conducted by the Department of Public Expenditure, Infrastructure, Public Service Reform and Digitalisation. The project aligns with the Government's commitment to developing sustainable transport infrastructure. The proposed greyway connection between Drumsna and Jamestown is intended to enhance active travel options and connectivity within the region. The procurement is being managed under an open procedure, indicating a competitive process to select the most suitable service provider. The Capital Works Management Framework (CWMF) principles are likely to underpin the contract's structure and execution.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered for this tender:

• Turnover requirement: A minimum average annual turnover of €200,000 in Engineering and Design Consultancy Services for each of the last three years (2023, 2024, and 2025). Bidders must declare that their turnover in respect of Engineering and Design services exceeded this minimum for each specified year.
• Insurance:
• Professional Indemnity Insurance: Minimum cover of €1,500,000 on each and every claim basis, and €1,750,000 on an annual aggregate basis.
• Public Liability Insurance: Minimum cover of €6,500,000 in respect of any one accident. A maximum excess of €10,000 for property only is permitted.
• Employer's Liability Insurance: Minimum cover of €13,000,000 in respect of any one accident.
• Certifications:
• Certification of a Safety Management System such as Safe-T-cert or ISO 45001 is required.
• Membership to a relevant professional body (e.g., ACEI, EI, RIAI, SCSI) is required for the professional service role.
• Past experience:
• A minimum of two comparable projects with a final account value exceeding €0.4M are required.
• For PSDP/PSCS roles, two projects comparable in size, nature, and complexity must be detailed.
• A list of previous projects with Certificates of Satisfactory Execution is required, with up to 21 instances to be provided.
• Personnel: Key personnel proposed for the project must be competent, with evidence of relevant qualifications and/or safety training. A nominated Safety Officer is required.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

The award criteria are not explicitly detailed with scoring percentages in the provided documentation. However, the process is an Open Procedure, and suitability will be assessed on a Pass/Fail basis for qualification criteria. The evaluation will focus on the bidder's ability to meet the minimum standards set out in the Suitability Assessment Questionnaire. The ultimate award will be based on the most economically advantageous tender (MEAT), which implies a balance between price and quality, though the specific weighting is not provided.

6. Submission requirements

Bidders are required to submit the following:

• Part 2 of the Suitability Assessment Questionnaire (SAQ): This must be completed and signed by the applicant.
• European Single Procurement Document (ESPD): Required if grounds for exclusion under Regulation 57 of SI 284/2016 apply. The ESPD must include Parts II, III, IVα, and V.
• Evidence and Supporting Documentation: As required by the SAQ, including:
• Certificates of Satisfactory Execution for previous projects (up to 21 instances).
• Evidence of Safety Management System certification (e.g., Safe-T-cert, ISO 45001).
• Details of key personnel, including experience, qualifications, and training.
• Details of two comparable projects with references for general experience.
• Details of two comparable projects with references for PSDP/PSCS experience.
• Up-to-date and signed Safety Statement or BeSmart Documents inclusive of relevant Risk Assessments.
• Details of competency assessment for subcontractors (if applicable).
• Evidence of membership to a trade association or professional body.
• Details of nominated Safety Officer's qualifications and training.
• Examples of safe working procedures, Temporary Traffic Management Plans, and Design/Construction Stage Safety and Health Plans.
• Details of H&S communication and coordination procedures.
• Details of procedures for contributing to or preparing a Safety File.
• Details of incident/non-conformity reporting procedures.
• Details of any prosecutions, convictions, or enforcement actions by the HSA in the last 3 years.
• Records of accidents/incidents and dangerous occurrences in the last 3 years.
• Pricing Schedule: Not explicitly detailed in the provided extracts, but implied for the tender evaluation.
• Declarations: Bona Fides, Tax clearance (via online verification of Tax Clearance Access Number and Tax Reference Number), and Conflict of Interest declarations are implicitly required through the SAQ and ESPD.
• Submission Portal: Via eTenders. Specific format rules for electronic submission are not detailed but are expected to be in the full tender documents.

7. Key dates & process

8. Contract terms that matter

• Contract Length: Minimum of 20 weeks, with an option to extend to cover all stages (detailed design, tender, construction contract, closeout) subject to funding.
• Payment Terms: Not specified in the provided extracts. Standard prompt payment directives are expected to apply.
• SLAs/KPIs: Not specified in the provided extracts. Performance will likely be managed through project milestones and adherence to design and planning timelines.
• Liquidated Damages: Not specified in the provided extracts.
• Termination: Standard termination clauses for breach of contract or insolvency are expected.
• IP Ownership: Not specified in the provided extracts.
• Sub-contracting: Permitted, with specialist skill providers treated as entities relied upon. Collateral warranties may be required for sub-consultants.
• Parent Company Guarantee/Bond: Not specified in the provided extracts.

9. Risks, red flags & unusuals

• Conditional Extension: The contract's extension to subsequent design and construction phases is entirely dependent on future funding. This creates uncertainty for bidders regarding the full potential value and duration of the engagement.
• Pass/Fail Suitability Assessment: The SAQ is assessed on a Pass/Fail basis. Failure to meet any minimum standard will result in elimination, requiring meticulous attention to detail in the submission.
• Dual Role Requirement: Bidders must be capable of fulfilling both PSDP and PSCS roles, which requires a comprehensive safety management system and demonstrable experience in both design supervision and construction stage management.
• Limited Project Value Information: The estimated value of the contract is not disclosed, making it difficult for bidders to gauge the scale of the opportunity and tailor their resource allocation accordingly.
• Tight Submission Timelines: Specific timelines for submitting preliminary design (12 weeks) and Part 8 planning (8 weeks post-preliminary design acceptance) indicate a need for efficient project management and rapid execution.

10. SME fit assessment

This tender is structured as an open procedure, theoretically allowing any qualified Small and Medium-sized Enterprise (SME) to bid. However, the requirements present specific challenges for smaller firms:

• Credible Bidders: Viable bidders will need a strong track record in engineering consultancy, particularly in preliminary design, Part 8 planning, and crucially, in fulfilling PSDP and PSCS roles. This necessitates robust health and safety management systems (e.g., Safe-T-cert or ISO 45001 certification) and demonstrable experience in similar projects. The insurance requirements, particularly Professional Indemnity at €1.5m/€1.75m, are substantial.
• Consortium/Sub-contracting: Consortium or joint venture bids are permitted. SMEs may need to partner with other firms to meet the experience, personnel, or insurance requirements. Sub-contracting specialist skills is also allowed, which could enable SMEs to focus on their core competencies.
• Indicative Bid-Prep Effort: Preparing a compliant bid will require significant effort. This includes gathering extensive documentation for the SAQ, compiling detailed project histories, ensuring all personnel meet criteria, and potentially preparing an ESPD. A realistic estimate for bid preparation could range from 10 to 20 working days for a dedicated team.
• Pwin Signal: The open procedure suggests a competitive market. However, the specific requirement for PSDP/PSCS experience and the substantial insurance levels might narrow the field. The lack of an incumbent mention does not preclude their participation. The conditional nature of the contract extension (dependent on funding) might deter some larger firms focused on guaranteed long-term work.

11. Where to dig deeper

• Source RFT Filename(s):
• [Appendix_B1_QC1_and_QC2_09-02-2022 (1).docx]
• [MF_2.4_v1.1-25-11-2025.docx]
• [SF2-PQ - External Duty Holder Prequalification Questionnaire (Rev 011).pdf]
• [QC2-Part-1_v3.2-25-11-2025.docx]
• eTenders CFT ID: Not specified in provided documents.
• Contact Email / Clarification Portal: Via eTenders platform.
• Most Important Attachments:
• QC2-Part-1_v3.2-25-11-2025.docx (Suitability Assessment Questionnaire Part 1)
• SF2-PQ - External Duty Holder Prequalification Questionnaire (Rev 011).pdf (Safety and Health Prequalification)
• Appendix_B1_QC1_and_QC2_09-02-2022 (1).docx (List of Previous Projects/Certificate of Satisfactory Execution)