Tender for 2 No. 4.25 ton Electric Pickup Complete With Tipper Body

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 supply of two 4.25-tonne electric pickup vehicles, each equipped with a tipper body. The contract is for the provision of these specific vehicles.

The scope of work includes:

• Supply of Vehicles: Two (2) 4.25-tonne electric pickup trucks.
• Vehicle Specification:
• Electric powertrain.
• 4.25-tonne gross vehicle weight (GVW).
• Equipped with a tipper body.
• A minimum warranty of 6 years or 200,000 km on the powertrain battery.
• A minimum warranty of 5 years or 100,000 km on the powertrain.
• Delivery:
• Vehicles must be delivered within 90 days inclusive of the official order date.
• Failure to deliver within 120 days inclusive of the official order will result in the tender being ineligible for scoring on delivery time.
• Aftersales Support: Minimum of 6 years or 200,000 km warranty on the powertrain battery and 5 years or 100,000 km on the powertrain.
• Contract Management: The successful tenderer must nominate a dedicated contract manager responsible for overall contract delivery, client relationship, performance reporting, and proactive suggestions for improvement. Contract management activities are non-billable.
• Data Hosting: Tenderers must demonstrate capability to access two data centres located within the European Economic Area (EEA) or any country with an adequacy decision from the European Commission.

The tender documents specify that the contract is open for acceptance for a period of 12 months from the submission deadline. Parts of the contract may be performed that are in force 7 days prior to the deadline for receipt of tenders.

3. Background & buyer context

Kilkenny County Council is the contracting authority for this procurement. The tender is being issued to acquire essential operational equipment, specifically two electric pickup vehicles with tipper bodies. The procurement aligns with general public sector objectives for fleet modernisation and the adoption of electric vehicles. While no specific programme or policy is explicitly named, the acquisition of electric vehicles reflects a broader trend towards sustainability and reduced emissions in public sector operations across Ireland. The tender documents do not mention an incumbent supplier for this specific requirement.

4. Eligibility & selection criteria

Tenderers must meet the following minimum requirements to be considered eligible for evaluation. These are assessed on a pass/fail basis.

• Turnover requirement:
• Tenderer turnover must have exceeded €250,000 during one of the last three years.
• Pro-rata turnover is acceptable for more recently established firms.
• The firm must have been in existence for at least 6 months.
• Insurance:
• Employer's Liability: €13 million
• Public Liability: €6.5 million
• Product Liability: €6.5 million
• Certifications:
• Health & Safety Management System: Operation of systems and procedures in line with relevant Safety, Health & Welfare at Work legislation.
• Environmental Management System: Operation of an appropriate environmental management system (certified or in-house).
• Quality Assurance Management System: Not applicable for this tender.
• Past experience: Not explicitly detailed as a minimum number of projects, but references for each project are required and form a pass/fail criterion.
• Personnel: Not specified as a minimum number of skilled personnel for this tender.
• Geographic / facility constraints:
• Data centres must be located within the European Economic Area (EEA) or any country with an adequacy decision from the European Commission.

Tenderers must also provide declarations of bona fides, tax compliance, and compliance with relevant statutory obligations. They may rely on the resources of other entities, provided they can prove these resources will be at their disposal.

5. Award criteria & scoring

The contract will be awarded based on the most economically advantageous compliant tender. The award criteria and weightings are as follows:

The qualitative award criteria are assessed first. The lowest cost tender that meets all minimum qualitative requirements receives the maximum cost score. Other tenders are scored proportionally. Qualitative responses are scored on a band system from 1 (excellent) to 6 (no response), with marks awarded within these bands. A tie-break will favour the tender with the highest overall quality score, then the highest score on the highest weighted qualitative criterion.

6. Submission requirements

Tenderers must submit their responses electronically via the eTenders postbox facility on www.etenders.gov.ie. Tenders submitted by any other means will not be accepted.

The submission must include:

• Tender Response Document (TRD): This mandatory template must be used without personalisation or branding.
• Pricing Schedule: As detailed in Appendix 1 and the accompanying spreadsheet.
• Declarations:
• Declaration of Bona Fides (as per Art. 57 of Directive 2014/24/EU).
• Declaration regarding compliance with relevant statutory obligations.
• European Single Procurement Document (ESPD) (electronic or separate attachment).
• Declaration regarding the International Procurement Instrument (2022/1031) and article 5K of Regulation 2022/576.
• Supporting Information:
• Information demonstrating compliance with selection criteria (financial standing, insurance, technical capacity, H&S, environmental systems).
• Contact details for referees for each reference project.
• Format: The response must be uploaded as a ZIP FILE.

A mandatory site visit is not specified for this tender.

7. Key dates & process

The tender validity period is 180 days from the closing date for tender submission.

8. Contract terms that matter

• Contract Length: The framework is open for acceptance for 12 months from the submission deadline.
• Payment Terms: Not explicitly detailed in the provided extract, but standard prompt payment legislation will apply.
• SLAs/KPIs: The contract manager will meet to review performance against an agreed Service Level Agreement and Key Performance Indicators (KPIs). Specific KPIs are not detailed.
• Liquidated Damages: Failure to deliver the vehicle within 120 days inclusive of the official order will result in the tender being ineligible for scoring on delivery time.
• Termination: The Contracting Authority reserves the right to terminate any contract due to matters outside its control, including increased costs rendering the arrangement uncompetitive. Termination will be in accordance with the contract's terms and conditions.
• IP Ownership: Not specified.
• Sub-contracting: Tenderers must provide information on sub-contractors if applicable. If a sub-contractor's capacity is relied upon and the subcontract value exceeds 10% of the contract value, the sub-contractor must also meet selection criteria and not be subject to exclusion grounds.
• Guarantees/Bonds: Not specified.

9. Risks, red flags & unusuals

• Delivery Time Constraint: The strict 90-day delivery requirement, with a penalty of ineligibility for scoring if exceeding 120 days, presents a tight timeline for vehicle manufacturers and suppliers.
• Warranty Requirements: The specified warranty periods for the powertrain battery (6 years/200,000 km) and powertrain (5 years/100,000 km) are significant and may influence vehicle selection and supplier capability.
• Indicative Budget: The mention of an "indicative budget for the contract is in the range of machines of this nature" without a specific figure suggests potential flexibility but also a need for careful pricing.
• TRD Personalisation Prohibition: The explicit instruction against personalising the Tender Response Document (TRD) or adding branding means bidders must adhere strictly to the provided format.
• eTenders Submission Format: The requirement to upload the response as a ZIP FILE is a specific technical instruction to protect file integrity.

10. SME fit assessment

This tender is structured to be accessible to Small and Medium Enterprises (SMEs) that specialise in the supply of commercial vehicles, particularly electric variants.

• Credible Bidders: A viable bidder would be a vehicle dealership or manufacturer with a proven track record in supplying commercial vehicles, specifically electric models, and the capacity to meet the warranty and delivery requirements. Experience in supplying vehicles with tipper bodies would be advantageous.
• Consortium/Sub-contracting: SMEs are encouraged to form relationships with other SMEs or larger enterprises to meet capacity requirements. Consortiums are permitted, provided a single point of contact is appointed. Sub-contracting is also allowed, with specific conditions if the subcontract value exceeds 10% of the contract.
• Indicative Bid-Prep Effort: Preparing a compliant bid would likely require 5-10 days of effort, focusing on accurately completing the TRD, gathering insurance and warranty documentation, and detailing delivery commitments.
• Pwin Signal: The tender is open procedure, suggesting it is not exclusively for an incumbent. The clear specifications and defined award criteria indicate a competitive process. The emphasis on SMEs and consortia suggests an intention to broaden the supplier base.

11. Where to dig deeper

• Source RFT Filename: RFT 2no 4.25 ton Electric Pickup with Tipper Body.zip
• eTenders CFT ID: Not explicitly stated in the provided text.
• Contact / Clarification Portal: Messaging facility on www.etenders.gov.ie
• Key Attachments:
• RFT 2no 4.25 ton Electric Pickup with Tipper Body.docx
• APPENDIX 1 – All items in Appendix 1 numbered 1 to 50 must be included in the Tenderer's Unit Cost submission
• APPENDIX 2 - Delivery Time Assessment