Invitation to Tender for Architect Design Team Services Donegal Education and Training Board, Gartan Outdoor Education and Training Centre, Church Hill, Letterkenny, Co Donegal, F92 T853

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 tender involves the appointment of an Architect Led Design Team for the delivery of a building fabric and mechanical upgrade project at the Gartan Outdoor Education and Training Centre. The project aims to enhance the energy efficiency and overall functionality of the facility, which is a residential two-storey building comprising two wings: the East wing of solid stone construction and the West wing of cavity construction and stone clad.

The contractor will be responsible for the following activities:

• Design Services: Full design services from outline design to completion, including procurement of works contractor and contract administration.
• Heating System Design: Specialist design and certification of a new heating system, replacing existing oil-fired boilers with air-to-water heat pumps.
• Building Compliance: Ensure compliance with the Building Control (Amendment) Regulations 2014, including the role of Assigned Certifier.
• Window and Door Replacement: Replace all single and double glazed windows and doors throughout the building.
• Insulation Works: Pump external wall cavities with insulation and dryline external walls internally as applicable.
• Health and Safety: Prepare a Preliminary Health and Safety Plan in consultation with the Contracting Authority.
• Project Management: Regular updates to the Client, detailed project programming, and coordination of site meetings every four weeks during construction.
• Documentation: Compile a handover file, including certification, Safety File, and operation and maintenance manuals, to be provided to the Contracting Authority upon project completion.
• As-Built Drawings: Provide a full set of as-built construction drawings in both electronic and hard copy formats.
• Snagging Resolution: Manage the resolution of snagging issues during the defects liability period.

The project will adhere to the Department of Education and Skills Design Team Procedures and associated Practice Notes, as well as relevant technical guidance documents.

3. Background & buyer context

This procurement is initiated by the Donegal Education and Training Board to facilitate the upgrade of the Gartan Outdoor Education and Training Centre. The project aligns with the broader objectives of enhancing educational facilities and promoting energy efficiency in public sector buildings. The upgrade is part of a strategic initiative to improve the infrastructure of educational institutions under the auspices of the Department of Education and Skills. The tender does not specify an incumbent contractor.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €1.5 million in the last three years.
• Insurance:
• Public Liability: €6.5 million
• Employer's Liability: €13 million
• Professional Indemnity: €6.5 million
• Certifications: Must hold relevant certifications such as ISO 9001 and be registered with the appropriate professional bodies.
• Past experience: Minimum of three comparable projects completed within the last five years, each with a value of at least €300,000.
• Personnel: At least one registered architect with a minimum of five years' experience in similar projects.
• Geographic constraints: Bidders must be located within 100 km of the project site.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow a Most Economically Advantageous Tender (MEAT) approach, with a minimum scoring threshold of 40% for each criterion.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Use the provided template with a maximum of three pages.
• CVs: Include CVs for key personnel, limited to two pages each.
• Pricing schedule: Must follow the specified format in the tender documents.
• Case studies: Provide details of three relevant projects, each valued between €300,000 and €1 million.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Prior arrangement required with the Centre Manager.
• Submission portal: All documents must be submitted via the eTenders portal in PDF format.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term and extension: The contract will be for the duration of the project with potential extensions based on performance.
• Payment terms: Payments will be milestone-based, contingent upon the completion of specified project phases.
• Key SLAs/KPIs: Timely delivery of project milestones and compliance with safety regulations will be monitored.
• Liquidated damages: Penalties for delays beyond agreed timelines.
• Termination clauses: Conditions under which the contract may be terminated for non-performance.
• IP ownership: All design data and documentation will remain the property of the Donegal Education and Training Board.
• Sub-contracting rules: Sub-contracting is permitted but must be disclosed and approved in advance.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Turnover threshold: The minimum turnover requirement may exclude smaller firms, limiting competition.
• Geographic constraints: The requirement for bidders to be within 100 km may restrict participation from capable firms outside this radius.
• Funding dependency: The project may be contingent on external funding approvals, which could affect timelines.
• Tight deadlines: The expected award and contract start dates are relatively close, which may pressure bidders to mobilize quickly.
• Complex compliance requirements: Adherence to the Building Control (Amendment) Regulations 2014 adds complexity, particularly for firms without prior experience in similar projects.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with expertise in architectural design and project management. Viable bidders should have:

• Experience in delivering similar projects, particularly in educational or public sector contexts.
• The capability to assemble a multidisciplinary team, including architects, engineers, and quantity surveyors.
• A commitment to compliance with building regulations and safety standards.

Consortium arrangements are permitted, allowing smaller firms to partner with others to meet the requirements. Bid preparation may require approximately 10-15 days, considering the complexity of the submission. The presence of a notional capital figure of €675,000 suggests a competitive environment, with potential incumbents likely having an advantage.

11. Where to dig deeper

• Source RFT filename: Gartan fabric and M&E upgrade Design Brief.pdf
• eTenders CFT ID: not specified
• Contact email: [email protected]
• Important attachments:
• Appendix E Tender Proposal Form
• Gartan fabric and M&E upgrade Design Brief
• Invitation Letter for Tender