EWS-Upgrade of Existing Gas Proving Systems and Replacement of Oil-Fired Boilers in Coláiste Eoin, Hacketsown, Co Carlow

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 is responsible for upgrading existing gas proving systems and replacing oil-fired boilers at Coláiste Eoin in Hacketsown, Co Carlow. This project involves significant technical work to ensure compliance with current regulations and improve energy efficiency.

Key activities include:

• Gas Proving System Upgrade: Replacement and installation of new gas proving systems to enhance safety and operational efficiency.
• Oil-Fired Boiler Replacement: Removal of existing oil-fired boilers and installation of new, compliant units.
• Compliance Testing: Conducting necessary tests to ensure that all systems meet regulatory standards.
• Documentation: Providing detailed documentation of all work completed, including compliance certificates and operational manuals.
• Training: Offering training sessions for staff on the new systems and equipment.
• Maintenance Plan: Developing a maintenance plan for the new installations to ensure longevity and efficiency.

The contractor must ensure that all work is completed within a specified timeframe, adhering to safety and quality standards as outlined in the contract.

3. Background & buyer context

This procurement aligns with the Kilkenny and Carlow Education and Training Board's initiative to modernize educational facilities and improve energy efficiency. The upgrade of gas proving systems and replacement of oil-fired boilers is part of a broader strategy to enhance the sustainability of educational institutions within the region. The project is timely due to increasing regulatory pressures for energy efficiency and environmental compliance in public buildings.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €500,000 in the relevant area of work.
• Insurance:
• Public Liability Insurance: Minimum cover of €6,500,000.
• Employer's Liability Insurance: Minimum cover of €13,000,000.
• Certifications: Must hold relevant certifications such as ISO 9001 and be registered with the Construction Contracts Register.
• Past experience: Minimum of 3 comparable projects completed in the last 5 years, each valued at €100,000 or more.
• Personnel: At least one project manager with a minimum of 5 years' experience in similar projects.
• Geographic / facility constraints: Bidders must be located within 50 km of Coláiste Eoin, Hacketsown, Co Carlow.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The price/quality split follows the Most Economically Advantageous Tender (MEAT) principle. A minimum score of 60% is required in the quality assessment to qualify for consideration.

6. Submission requirements

Bidders must submit the following documents:

• Method statement: A response document following the provided template, limited to 10 pages.
• CVs: CVs for key personnel, limited to 2 pages each.
• Pricing schedule: A detailed pricing schedule in the specified format.
• Case studies: At least 2 case studies of similar projects, each valued between €100,000 and €250,000.
• Declarations: Completed ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: A site visit is required on 2026-06-15; contact details for arrangements are provided in the tender documents.
• Submission portal: All submissions must be made via the eTenders portal, following specific formatting rules outlined in the tender documents.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term + extension structure: The contract duration is 6 months, with potential extensions for unforeseen delays.
• Payment terms: Payments will be made in instalments based on milestones achieved, with final payment upon issuance of the Defects Certificate.
• Key SLAs/KPIs: Timely completion of work and adherence to safety standards are critical performance indicators.
• Liquidated damages: A penalty of €500 per day will apply for delays beyond the agreed completion date.
• Termination clauses: The employer reserves the right to terminate the contract for non-compliance or failure to meet deadlines.
• IP ownership: All intellectual property generated during the project will belong to the employer.
• Sub-contracting rules: Sub-contracting is permitted but requires prior written consent from the employer.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Turnover requirement: The minimum turnover requirement may exclude smaller firms, limiting competition.
• Geographic constraints: The requirement for bidders to be within 50 km may restrict participation from capable firms outside this radius.
• Tight timeline: The project has a short completion window of 6 months, which may pose challenges for resource allocation and scheduling.
• Mandatory site visit: The requirement for a site visit may disadvantage bidders who are unable to attend due to logistical issues.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with experience in mechanical and electrical installations, particularly in educational or public sector projects. Viable bidders should have:

• Relevant certifications and a proven track record in similar projects.
• The ability to manage subcontractors, as subcontracting is allowed with consent.
• An estimated bid preparation effort of 10-15 days, including site visits and documentation.
• A moderate Pwin signal, as the incumbent may have an advantage due to familiarity with the site and existing systems.

11. Where to dig deeper

• Source RFT filename: EWS-Upgrade of Existing Gas Proving Systems and Replacement of Oil-Fired Boilers in Coláiste Eoin, Hacketsown, Co Carlow
• eTenders CFT ID: not specified
• Contact email: not specified
• Important attachments:
• Appendix A — Method Statement Template
• Appendix B — Pricing Schedule Template
• Appendix C — Case Study Requirements