Single Party Framework for the provision of Heat Pump and Ventilation servicing and maintenance of social housing

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

Galway City Council seeks to establish a single-party framework agreement for the provision of servicing and maintenance for heat pump and ventilation systems within its social housing stock. This framework will serve as the primary mechanism for awarding individual contracts for these services over its duration. The estimated expenditure for these services is €500,000 (excluding VAT) over the initial one-year term, with potential for extensions.

The scope of work for the successful economic operator includes:

• Servicing and Maintenance:
• Performing one full service every 12 months for each device.
• Undertaking reactive maintenance and component repairs.
• Ensuring all reactive works and component repairs have a 12-month defects liability period.
• System Coverage:
• Focus on heat pump and ventilation systems installed in social housing properties managed by Galway City Council.
• Response and Reporting:
• Adhering to a 24-hour response timeframe for service calls.
• Providing digital reporting via the '+Addjust©' system.
• Making a minimum of 3 attempts to gain access to properties.
• Utilising Photo ID and Calling Cards for tenant interaction.
• Technical Requirements:
• Personnel assigned to the contract must hold a valid F-Gas Category 1 Certification.
• Personnel must possess manufacturer-specific training records for primary brands including Mitsubishi, Daikin, Samsung, and Hitachi heat pump units.
• Personnel must have up-to-date MAPA (Management of Aggressive Potential Athletes) safety training.
• External fixings must meet the Grade 5 (316 Stainless Steel) coastal durability standard.
• All works are subject to a €500 repair approval threshold, meaning any single component replacement exceeding this value requires prior written authority approval.
• Tenant Interaction:
• Implementing protocols for working in occupied homes, including staff training in Conflict Resolution/Customer Care.
• Standards Compliance:
• Adherence to relevant standards such as EN 14134:2019 and EN 378: Refrigerating systems and heat pumps – Safety and environmental, and EN 13141-7: Performance testing of components/products for residential ventilation.

The framework agreement allows for individual contracts to be awarded directly based on the initial tenders or through consultation with the framework member, inviting supplementary tenders within the defined constraints.

3. Background & buyer context

Galway City Council is procuring these services to ensure the ongoing operational efficiency and safety of heat pump and ventilation systems within its social housing portfolio. The establishment of a framework agreement is intended to streamline the procurement process for these essential maintenance and servicing activities. The estimated expenditure of €500,000 (excl. VAT) over the contract term indicates a significant ongoing requirement for these services. The tender documents do not explicitly link this procurement to a specific national programme or policy initiative beyond the general objective of maintaining social housing stock. There is no mention of an incumbent provider within the provided text. The strategic driver appears to be the effective and efficient management of public housing assets.

4. Eligibility & selection criteria

Tenderers must meet the following minimum requirements to be considered eligible for evaluation:

• Turnover requirement:
• Turnover exceeded €100,000 during each of the last three years, or pro-rata if more recently established.
• The firm must have been in existence for at least 6 months.
• Insurance:
• Employer's Liability: €13,000,000
• Public Liability: €6,500,000
• Product Liability: €6,500,000
• Tenderers must confirm they will hold these insurances for the term of the Services Contract and that their territorial limits include Ireland.
• Certifications:
• All personnel/engineers assigned must hold a valid F-Gas Category 1 Certification.
• Manufacturer-specific training records for primary brands (Mitsubishi, Daikin, Samsung, Hitachi) are required.
• Up-to-date MAPA (Management of Aggressive Potential Athletes) safety training is mandatory for all staff.
• Past experience:
• Demonstrate successful delivery of three (3) previous comparable contracts/experience, as defined in Appendix 1 of the RFT.
• Personnel:
• Not specified as a minimum requirement, but the tender response requires listing the service delivery team and providing biographical summaries highlighting expertise and experience.
• Geographic / facility constraints:
• Not specified.

5. Award criteria & scoring

The Services Contract will be awarded on the basis of the most economically advantageous tender, determined by the following criteria:

The scoring for the Cost criterion will be calculated using a formula where the lowest cost tender receives the maximum score. Qualitative criteria (Approach and Methodology, Resources) have minimum scoring thresholds.

6. Submission requirements

Tenders must be submitted electronically via the eTenders.gov.ie portal. The following documentation is required:

• European Single Procurement Document (eESPD): Completed electronically.
• Tenderer’s Statement: Scanned signed copy on letterhead, confirming acceptance of RFT requirements and Services Contract terms.
• Pricing Schedule: Completed as per the RFT template. Prices must be all-inclusive, in Euro, and exclusive of VAT.
• Technical Response:
• Approach and Methodology: Describing proposed methodology, addressing 24-hour response, digital reporting via '+Addjust©', and tenant safety/access protocols. This section has a page limit of 3 A4 pages (font 12).
• Resources: Listing the service delivery team, describing roles, suitability, and team composition benefits. This section has a page limit of 2 A4 pages (font 12).
• Biographical Summaries: For each service delivery team member, not exceeding 2 A4 pages each.
• Previous Contracts/Experience: Information demonstrating successful delivery of three comparable contracts.
• Declarations: Including Bona Fides, Tax Clearance, and Conflict of Interest declarations as required.
• Supporting Documentation: As requested by the Contracting Authority for verification of selection criteria.

7. Key dates & process

8. Contract terms that matter

• Term: The initial term is one year, with the option for up to three one-year extensions, resulting in a maximum total contract duration of four years.
• Payment: Payments will be made in accordance with the Services Contract at Appendix 2.
• SLAs/KPIs: A 24-hour response timeframe is a key requirement within the Approach and Methodology section.
• Liquidated damages: Not explicitly detailed in the provided text.
• Termination: The Contracting Authority reserves the right to terminate the contract. Specific grounds are not detailed here but are likely within the Services Contract at Appendix 2.
• IP ownership: Not specified.
• Sub-contracting: Permitted, but the Prime Contractor remains fully responsible. Subcontractors may need to submit separate eESPDs.
• Guarantees/Bonds: Not specified.

9. Risks, red flags & unusuals

• Single-Party Framework: This structure means only one economic operator will be selected for the framework. While contracts may be awarded via consultation, the primary award is to a single entity, potentially limiting competition for individual call-off contracts.
• Estimated Value vs. Contract Length: The estimated value of €500,000 (excl. VAT) over a potential four-year term averages €125,000 per year. This relatively modest annual value, combined with the requirement for significant insurance cover (€6.5m PL/PD, €13m EL), may present a mismatch for some smaller, specialised firms.
• Specific System & Training Requirements: The mandatory F-Gas Category 1 Certification, manufacturer-specific training for key brands, and MAPA safety training are specific technical prerequisites that narrow the pool of eligible personnel.
• Digital Reporting System: The requirement for digital reporting via the '+Addjust©' system necessitates familiarity with or the ability to integrate with this specific platform.
• Coastal Durability Standard: The requirement for Grade 5 (316 Stainless Steel) external fixings is a specific technical detail relevant to the location.

10. SME fit assessment

This tender is structured as a single-party framework, meaning only one supplier will be appointed. The estimated contract value of €500,000 over up to four years suggests an annual value of approximately €125,000. While this value might be manageable for some SMEs, the insurance requirements (€6.5m Public Liability, €13m Employer's Liability) are substantial and may be a barrier for very small businesses.

Consortia and subcontractors are permitted, which offers a pathway for SMEs to participate by partnering with larger firms or other SMEs to meet the full range of requirements, particularly the insurance and potentially the experience criteria. The bid preparation effort is likely moderate, involving the completion of the eESPD, pricing schedule, and detailed responses to the qualitative criteria, including specific protocols and team biographies. The "Pwin" signal is neutral; there is no explicit mention of an incumbent, but the specific technical requirements and insurance levels suggest a need for established, compliant operators. The tender is genuinely open to SMEs that can meet the financial, insurance, and technical/personnel requirements, or those willing to form consortia to do so.

11. Where to dig deeper

• Source RFT Filename: [Request for Tender.pdf]
• eTenders CFT ID: Not specified in the provided text.
• Contact / Clarification Portal: Messaging facility on www.etenders.gov.ie.
• Key Attachments:
• Appendix 2: Services Contract terms and conditions.
• Appendix 1: Definition of comparable contracts/experience.
• Biographical Summary Template (format included in the Tender Response Document).