Service and Repair all makes and types of Vehicle Washes

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 procurement covers the provision of services for the maintenance and repair of all makes and types of vehicle washes used by the Irish Defence Forces. The estimated expenditure for these services over the contract term, including potential extensions, is €140,000 (excluding VAT). This figure is an estimate based on current and future expected usage.

The constituent activities and requirements for the contractor include:

• Service and Repair: Undertaking the service and repair of vehicle wash systems. This encompasses all makes and types of equipment in use by the Defence Forces.
• Call-out and Labour: The ultimate cost evaluation will be based on one call-out charge to a location and five hours of labour at that location. This formula will be applied for each location and totalled for evaluation.
• Lead Time: Tenderers are required to indicate a guaranteed lead time from call-out to repair completion. The minimum requirement is 8 Days. Specific weighting is given to shorter lead times:
• Less than or equal to 2 Days: 2000 Marks
• Greater than 2 Days and less than 4 Days: 1500 Marks
• Greater than 4 Days and less than 8 Days: 500 Marks
• Warranty on Repairs: A warranty on repairs carried out is a key criterion. Marks are awarded based on the duration of the warranty:
• 12 Months: 2000 Marks
• 6 Months: 1000 Marks
• 3 Months: 500 Marks The minimum warranty requirement is 3 Months.
• Contract Management Proposal: Tenderers must provide a business plan detailing how they will manage the contract. This plan must include:
• Availability of online portals for repair and certification reports.
• Details of environmental considerations for waste disposal of failed parts, lubricants, and rubbers.
• Designation of a single point of contact for the duration of the contract.
• Use of serviceable/unserviceable tagging/barcoding systems per repair.
• Emergency call-out procedures to ensure continued operational effectiveness for the Defence Forces.
• Reporting: The contract management proposal must include a time in/out sheet. Online portals for repair and certification reports are also specified.
• Compliance: Tenderers must comply with all applicable EU and domestic tax laws. They must also comply with environmental, social, and labour law obligations.

3. Background & buyer context

This procurement is being conducted by the Irish Defence Forces to ensure the continued operational effectiveness of their vehicle wash facilities. The requirement arises from the need to maintain and repair existing vehicle wash equipment across various Defence Forces locations. The estimated contract value of €140,000 (excl. VAT) over a 24-month term, with a potential 12-month extension, indicates a need for ongoing, responsive service. The Defence Forces policy encourages participation by Small and Medium Enterprises (SMEs) and suggests that larger enterprises consider including SMEs in their proposals to maximise social and economic benefits. The procurement is conducted under an open procedure, adhering to EU and Irish public procurement regulations.

4. Eligibility & selection criteria

Tenderers must self-declare compliance with the following selection criteria. Evidence may be sought from the preferred tenderer.

• Turnover requirement: Not specified for this tender.
• Insurance: Tenderers must hold or be able to provide prior to contract award:
• Employer’s Liability: €12,700,000
• Public Liability: €6,500,000
• Product Liability: €6,500,000
• Professional Indemnity: Not specified for this tender.
• Certifications: Tenderers must provide a Certificate of Conformity for functional requirements. Specific ISO/EN/BS standards or registration bodies are not explicitly listed as mandatory selection criteria in the provided extract.
• Past experience: Tenderers must demonstrate a track record in the service and repair of vehicle washes. This requires providing two comparable and relevant reference contracts, either in progress or completed within the past five (5) years. These references are a Pass/Fail requirement.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Tenders will only be evaluated if they meet all selection criteria. The award criteria and their weighting are as follows:

Criterion Weight (%) Sub-criteria