Topographic, Hydrographic and Structural Survey Services for the Cork to Kinsale Greenway Project

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 will provide comprehensive topographic, hydrographic, and structural survey services for the Cork to Kinsale Greenway Project. The project encompasses a hydrographic survey area of approximately 106.5 hectares, covering both rural and urban environments. The services are critical for the planning, design, and construction phases of the greenway.

Key activities and deliverables include:

• Topographic Survey:
• Detailed mapping of the terrain along the proposed greenway route.
• Identification and mapping of existing features, including buildings, infrastructure, vegetation, and ground levels.
• Establishment of survey control points.
• Provision of data in specified formats, adhering to accuracy standards.
• Hydrographic Survey:
• Mapping of the seabed or riverbed within the designated survey area.
• Measurement of water depths and identification of underwater features.
• Data collection to inform design and potential environmental impact assessments.
• Structural Survey and Inspection:
• Detailed surveys and inspections of existing structures relevant to the greenway, such as bridges, culverts, and retaining walls.
• Assessment of structural integrity and dimensional verification.
• Use of advanced techniques including photogrammetry, LiDAR scanning, and drone-based data capture (UAVs).
• Bathymetric survey requirements are also specified.
• Data Management and Reporting:
• Ensuring data integrity and accuracy throughout the survey process.
• Retention of survey records.
• Submission of contractor reports and survey data in specified formats.
• Deliverables are to be submitted within defined timeframes, with reports due no later than 4 weeks after completion of the survey.
• Calibration and checking of all survey equipment are mandatory.
• Project Management:
• A start-up meeting is required.
• Adherence to working hours and site access requirements, including landowner consent.
• Compliance with GDPR requirements.

The services are to be performed with the skill, care, diligence, efficiency, and professional conduct expected of a consultant with suitable qualifications and experience.

3. Background & buyer context

This procurement is for Topographic, Hydrographic and Structural Survey Services for the Cork to Kinsale Greenway Project, initiated by Cork County Council. The project is part of broader infrastructure development plans within the region. The greenway aims to enhance recreational opportunities and connectivity. The services are required to provide essential data for the detailed design and subsequent construction of the greenway. The procurement documents indicate a standard consultancy engagement framework, with the Standard Conditions of Engagement for Consultancy Services (Technical) published by the Office of Government Procurement forming a core part of the contract.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement:
• Minimum certified turnover directly related to topographic, hydrographic, and structures surveys shall be a minimum of €500,000 (Excluding VAT) per annum, averaged over the 3 previous financial years.
• For consortia, the combined total turnover of all members must meet this minimum.
• Insurance:
• Professional Indemnity Insurance: Minimum cover of €6,500,000 on an "Each And Every claim" basis and €6,500,000 on an "Annual Aggregate" basis.
• Public Liability Insurance: Minimum cover of €6,500,000 in respect of any one accident. Maximum excess for property damage only is €10,000.
• Employer’s Liability Insurance: Minimum cover of €13,000,000 in respect of any one accident.
• Past experience:
• At least three large topographic, hydrographic, and structures surveys in the last 5 years.
• At least one of these projects must have had a contract value in excess of €150,000 (exclusive of VAT).
• Personnel:
• Not explicitly detailed in the provided extract, but the Standard Conditions of Engagement mention "Key Team Members" requiring prior approval for changes.
• Geographic / facility constraints:
• Not specified for this tender.

5. Award criteria & scoring

The award criteria and scoring mechanism are not detailed in the provided extract. Typically, public sector tenders in Ireland follow a Most Economically Advantageous Tender (MEAT) approach, balancing price and quality. Scoring would likely be based on a combination of technical merit, experience, methodology, and price, with specific weightings assigned to each criterion. Any minimum scoring thresholds per criterion or overall would be detailed in the full tender documentation.

6. Submission requirements

Bidders are required to submit the following:

• Method Statement / Response Document: Details of the proposed approach to delivering the services.
• CVs: For key personnel involved in the project.
• Pricing Schedule: A detailed breakdown of costs.
• Case Studies: Evidence of past performance, specifically at least three large topographic, hydrographic, and structures surveys in the last 5 years, with at least one exceeding €150,000 (exclusive of VAT).
• Declarations:
• European Single Procurement Document (ESPD).
• Bona Fides declarations.
• Tax clearance confirmation.
• Conflict of Interest declarations.
• Mandatory Site Visit: Not specified in the provided extract.
• Submission Portal: Tenders must be submitted via the eTenders platform. Specific formatting rules for electronic submissions would be detailed in the Instructions to Tenderers.

7. Key dates & process

8. Contract terms that matter

The contract will be governed by the Standard Conditions of Engagement for Consultancy Services (Technical) published by the Office of Government Procurement. Key terms include:

• Term + Extension: Contract length is not specified, but the Standard Conditions of Engagement allow for client-initiated termination at will with 14 to 28 days' notice.
• Payment Terms: Payment is due within 30 days of a valid invoice, provided the consultant has a current tax clearance certificate. Fees are generally based on scheduled stage fees or percentage fees applied to project costs.
• Key SLAs/KPIs: Performance is to be at a skill and care level expected of a competent consultant. Specific KPIs are not detailed in the extract but would be in Schedule B.
• Liquidated Damages/Penalties: Not explicitly detailed, but the contract allows for the Client to recover money due as a debt and deduct it from payments owed to the Consultant.
• Termination: The Client can terminate for cause (substantial breach, insolvency) or at will. The Consultant can terminate for substantial breach by the Client. Specific notice periods apply.
• IP Ownership: The Consultant grants the Client a royalty-free, perpetual, non-exclusive, irrevocable licence to use and reproduce documents. For specific documents listed in Schedule A, there is an absolute assignment of rights to the Client.
• Sub-contracting: Sub-contracting is not permitted unless agreed or requested by the Client. The Consultant remains responsible for sub-consultants' acts and omissions.
• Parent Company Guarantee/Bond: Not specified in the provided extract.

9. Risks, red flags & unusuals

• Turnover Requirement: The minimum annual turnover of €500,000, averaged over three years, is a significant threshold for small businesses. This requirement, coupled with the need for specific past project experience exceeding €150,000, may limit the pool of eligible bidders to established firms.
• Insurance Levels: The high insurance requirements (€6.5m Professional Indemnity and Public Liability, €13m Employer's Liability) are substantial and may be costly for smaller firms to secure.
• Standard Conditions of Engagement: The Standard Conditions of Engagement are comprehensive and include clauses on client's changes, budgetary control, and termination at will, which bidders should review carefully. The IP clause involves a broad licence and potential assignment, which needs careful consideration.
• Lack of Value Disclosure: The absence of an estimated contract value makes it difficult for bidders to gauge the scale and potential profitability of the project, impacting their decision to bid and resource allocation for tender preparation.

10. SME fit assessment

This tender is likely best suited for small to medium-sized enterprises (SMEs) with a proven track record in surveying and a strong financial standing.

• Credible Bidders: Viable bidders would be established surveying firms with demonstrable experience in topographic, hydrographic, and structural surveys. They must possess the financial capacity to meet the €500,000 average annual turnover requirement and secure the specified high insurance levels. Experience with projects exceeding €150,000 in value is mandatory.
• Consortium/Sub-contracting: The tender documents do not explicitly prohibit consortia. However, the requirement for combined turnover to meet the minimum suggests that consortia are a potential route for SMEs to aggregate capabilities. Sub-contracting of specific services might be permissible but requires client agreement, and the prime contractor remains fully responsible.
• Indicative Bid-Prep Effort: Preparing a compliant bid for this type of technical consultancy tender, including detailed method statements, CVs, pricing, and supporting documentation for experience, could require 10-20 person-days of effort for a small team.
• Pwin Signal: The tender is likely open to competition, but the stringent financial and experience criteria may favour incumbent firms or those with a history of winning similar public sector contracts. The lack of a disclosed value means the scale of competition is uncertain.

11. Where to dig deeper

• Source RFT Filename(s):
• CKG-ARP-PMG-P3-FN-001 Invitation to Tender.pdf
• CKG-ARP-PMG-P3-FN-006 Standard Conditions of Engagement.docx
• CKG-ARP-PMG-P3-FN-005 Topographic Hydrographic and Structures Survey Service Requirements Rev02.pdf
• eTenders CFT ID: Not specified in the provided extract.
• Contact Email / Clarification Portal: Not specified in the provided extract.
• Most Important Attachments:
• CKG-ARP-PMG-P3-FN-005 Topographic Hydrographic and Structures Survey Service Requirements Rev02.pdf (Detailed scope)
• CKG-ARP-PMG-P3-FN-006 Standard Conditions of Engagement.docx (Contractual terms)
• CKG-ARP-PMG-P3-FN-001 Invitation to Tender.pdf (Overall tender instructions)