Term Maintenance Contract for Level Deck Showers

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 a contractor for a term maintenance contract focused on level deck showers. The contract duration is specified as a maximum of two years, with an associated expenditure limit of €2 million. The work involves the maintenance and potential modification of level deck showers within properties managed by Westmeath County Council.

The scope of work includes, but is not limited to, the following activities:

• Shower Unit Maintenance: This encompasses routine servicing, repair, and replacement of components within existing level deck shower units. Specific requirements include ensuring shower controls are accessible from a sitting position, between 900mm-1200mm from floor level, and that controls for sitting/standing height use are positioned between 1200mm-2200mm from floor level.
• Removal and Relocation: The contract includes the removal of existing timber doors and frames and their relocation to new positions as indicated on attached sketches.
• Unit Adaptation: Over the past five years, Westmeath County Council has adapted approximately 30 to 40 units annually. This suggests a recurring need for adaptations, likely involving the removal of existing fixtures and the installation of new or modified shower systems.
• Urgent and Routine Requests: The contractor must be able to respond to urgent requests within 7 days and routine requests within 1 month.
• Warranty: The contractor will guarantee all materials and workmanship for a period of 48 months from the date of completion.
• Health and Safety Compliance: The contractor must adhere to all relevant health and safety regulations, including providing evidence of a Safety Statement, outlining management structures for health and safety, providing standard forms for method statements and risk assessments, detailing training arrangements, and demonstrating procedures for disseminating health and safety information. This includes compliance with the Safety, Health and Welfare at Work Act 2005 and associated regulations.
• Designated Roles: Depending on the specific appointment, the contractor may be required to act as a Designer, Project Supervisor for the Construction Stage (PSCS), or Designer and PSDP/HSC. This involves specific duties related to design risk assessment, coordination of safety information, and ensuring projects are designed and constructed safely.

The number and type of buildings requiring work may vary throughout the contract duration.

3. Background & buyer context

This procurement is for a term maintenance contract for level deck showers, indicating a need for ongoing support and potential upgrades to housing stock. Westmeath County Council has historically adapted a significant number of units annually (30-40), suggesting a strategic focus on improving or maintaining the accessibility and functionality of its properties. The tender documents indicate a previous contract period or project initiation around 2019, as evidenced by sketch revision dates. The procurement process is designed to secure a contractor capable of responding to both urgent and routine maintenance requests within defined timeframes, ensuring the continued habitability and safety of council-maintained units.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement: Not specified in the provided documentation.
• Insurance:
• Public Liability Insurance: Minimum level not specified.
• Employer's Liability Insurance: Minimum level not specified.
• Product Liability Insurance: Not specified.
• Professional Indemnity Insurance: Not specified.
• Cyber Insurance: Not specified.
• Motor Insurance: Not specified.
• Certifications: Not specified.
• Past experience: Not specified.
• Personnel: Not specified.
• Geographic / facility constraints: Not specified.

Bidders must also provide declarations confirming their compliance with various legal and safety requirements, including:

• Personal Situation Declaration (Appendix A2): Declaration that no grounds for exclusion under Article 54 of Directive 2004/17/EC or Article 45/51 of Directive 2004/18/EC apply, covering criminal convictions for organized crime, corruption, fraud, money laundering, bankruptcy, winding up, or professional misconduct.
• Health and Safety Compliance Declarations (Appendices C1, C2, C3, C4, C5, C6, G): Declarations confirming the existence of a Safety Statement, adherence to health and safety policies, management structures, training arrangements, and risk assessment procedures, as required by the Safety, Health and Welfare at Work Act 2005 and related regulations. Specific declarations are required for Contractor/PSCS roles, Designer roles, and PSDP/HSC roles.
• Economic and Financial Standing Declaration (Appendix D): Declaration of financial capacity to meet minimum standards.
• Technical Equipment Declaration (Appendix F): Declaration of meeting minimum standards for technical equipment.
• Letter of Undertaking from Surety Company (Appendix I): Required if a bond is mandated by the contract, confirming bond facilities are in place.

5. Award criteria & scoring

The award criteria and scoring methodology are not explicitly detailed in the provided tender documents. However, the selection process involves a suitability questionnaire (QW1/QW2/QW3) which bidders must pass. The tender documents emphasize the importance of health and safety compliance, with multiple appendices dedicated to declarations and evidence in this area. Bidders must also declare their financial capacity and technical equipment capabilities. The final award will likely be based on a combination of factors, with price and quality being key considerations, though the specific weighting is not stated.

6. Submission requirements

Bidders are required to submit the following:

• Declarations:
• Appendix A2: Personal Situation Declaration (on oath/solemn declaration).
• Appendix D: Declaration of Economic and Financial Standing.
• Appendix F: Declaration of Technical Equipment Minimum Standard.
• Appendix G: Declaration of Health and Safety Qualifications (Supplement 3.4.1).
• Appendix H: Declaration of Health and Safety Qualifications (Supplement 3.4.2).
• Appendix C1: Health and Safety Declaration – Contractor or PSCS Appointment.
• Appendix C2: Health and Safety Declaration – Contractor as Designer/PSDP/SC Appointment.
• Appendix C3: Health and Safety Compliance Declaration – Contractor/Specialist.
• Appendix C4: Health and Safety Compliance Declaration – Project Supervisor for the Construction Stage.
• Appendix C5: Health and Safety Compliance Declaration – Contractor/Specialist as Designer.
• Appendix C6: Health and Safety Compliance Declaration – Project Supervisor for the Design Process/Health and Safety Coordinator Appointment.
• Letter of Undertaking from Surety Company (Appendix I): This is required on request if a bond is mandated by the contract.
• Evidence: Bidders must be prepared to provide required evidence to support their declarations within seven calendar days of a request, either during the tender evaluation stage or after short-listing.
• Submission Portal: Tenders are to be submitted via the eTenders platform.
• Format: Specific formatting requirements for submissions are not detailed, but appendices are to be completed on the contractor's letter-headed paper where indicated.

7. Key dates & process

8. Contract terms that matter

• Contract Length: The contract is for a maximum term of 2 years.
• Expenditure Limit: The total expenditure for the contract is capped at €2 million.
• Warranty: A 48-month warranty is required for all materials and workmanship from the date of completion.
• Response Times: Urgent requests must be completed within 7 days, and routine requests within 1 month.
• Health and Safety: Comprehensive adherence to the Safety, Health and Welfare at Work Act 2005 and associated regulations is mandatory, with specific declarations and evidence required.
• Sub-contracting: Not specified.
• Payment Terms: Not specified.
• Liquidated Damages: Not specified.
• Termination Clauses: Not specified.
• IP Ownership: Not specified.
• Parent Company Guarantee/Bond: A letter of undertaking from a surety company regarding bond facilities is required on request (Appendix I).

9. Risks, red flags & unusuals

The primary risk identified is the lack of specific detail regarding minimum financial and insurance requirements. Bidders must be prepared to provide extensive health and safety documentation and declarations, indicating a high emphasis on compliance in this area. The contract's 2-year term with a €2 million expenditure cap suggests a medium-sized project, but the absence of a defined start date or go-live period creates uncertainty for planning. The requirement for a surety bond, if mandated, could add complexity and cost for bidders. The historical adaptation rate of 30-40 units per year implies a consistent workload, but the exact volume and nature of future works are not precisely quantified.

10. SME fit assessment

This tender is likely suitable for small to medium-sized enterprises (SMEs) with established experience in building maintenance, specifically in bathroom and shower adaptations. The key requirements revolve around demonstrable health and safety competence, which SMEs can often meet through robust internal policies and training. The absence of explicit turnover or insurance thresholds (beyond general compliance) suggests a willingness to consider a broader range of suppliers, provided they can satisfy the suitability criteria. Consortium bidding or subcontracting is not explicitly mentioned, but would typically be permissible if not prohibited. The bid preparation effort would be moderate, primarily focused on compiling detailed health and safety documentation and declarations. The Pwin signal is neutral, as no incumbent is named and the tender appears to be a standard procurement process.

11. Where to dig deeper

• Source RFT Filename(s): Not explicitly stated in provided text.
• eTenders CFT ID: Not surfaced.
• Contact Email/Clarification Portal: Clarifications are to be submitted by 2026-09-04. Specific contact details are not provided in the extract.
• Most Important Attachments:
• QW2_Appendix_A2.dot (Personal Situation Declaration)
• QW2_Appendix_C1.doc (Health and Safety Declaration – Contractor or PSCS Appointment)
• QW2_Appendix_D.docx (Declaration of Economic and Financial Standing)