RFT for the Provision of Catering Equipment Preventative Maintenance and Associated Services

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1. At a glance

Buyer Title CPV / category Estimated value Per-year Procedure type Lots Location Contract length Submission deadline Go-live / start |-------|-------|----------------|------------------|----------|----------------|------|----------|------------------|---------------------|------------------| Department of Social Protection RFT for the Provision of Catering Equipment Preventative Maintenance and Associated Services not stated not disclosed not stated Open procedure not stated Dublin 1, Longford, Sligo 2 years 16 July 2026, 15:00 not stated

2. Scope of Work

The contract involves the provision of preventative maintenance and associated services for catering equipment across three locations: Áras Mhic Dhiarmada (Dublin 1), Longford Government Buildings, and Sligo Pensions Services Office. The contractor is responsible for conducting twice-yearly inspections and maintenance of all catering equipment, including hot water boilers in the canteens and kitchenette areas.

Key activities include:

• Twice-Yearly Inspections: Conducting thorough inspections of all catering equipment in the specified locations.
• Preventative Maintenance: Performing necessary maintenance tasks to ensure equipment operates efficiently and safely.
• Service and Repair: Addressing any required repairs during the inspections, particularly for hot water boilers.
• Documentation: Maintaining records of inspections, maintenance activities, and repairs performed.
• Compliance: Ensuring all work adheres to relevant health and safety regulations and standards.

The contractor must mobilize and implement the service plan within three months from the award of the contract.

3. Background & buyer context

This procurement is initiated as part of the Department of Social Protection's ongoing commitment to maintain high standards in its canteen facilities. The Department employs over 7,000 staff across Ireland and manages a substantial annual budget. The tender aligns with government objectives to enhance service delivery and operational efficiency within public sector facilities. The incumbent contractor is not specified, indicating an opportunity for new entrants to compete.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €40,000 over the last three financial years (2022 to 2024), with no less than €30,000 in any single year.
• Insurance:
• Employer’s Liability: €12.7 million limit for any one claim.
• Public Liability: €6.5 million limit for any one claim.
• Product Liability: €6.5 million limit for any one claim.
• Certifications: Not specified for this tender.
• Past experience: Evidence of at least three comparable projects in the last three years (2023 to 2025).
• Personnel: Not specified for this tender.
• Geographic constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, focusing on both price and quality.

6. Submission requirements

Bidders must submit the following documents:

• Method statement: Complete the Catering Equipment Preventative Maintenance Tender Response Document (Appendix 1a).
• CVs: Provide CVs for key personnel involved in the project.
• Pricing schedule: Complete the Pricing Schedule (Appendices 9, 10, 11).
• Case studies: Provide details of at least three comparable projects.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified.
• Submission portal: Tenders must be submitted via the electronic tenderbox on eTenders.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: Initial contract length of 2 years, with the possibility of two 12-month extensions.
• Payment terms: Payments will be made in accordance with the Services Contract.
• Key SLAs/KPIs: Not specified in the documents.
• Liquidated damages: Not specified.
• Termination clauses: Either party may terminate with 14 days' notice.
• IP ownership: Not specified.
• Sub-contracting rules: Allowed, but the Prime Contractor must be designated.

9. Risks, red flags & unusuals

Potential concerns include:

• Turnover threshold: The requirement for a minimum turnover of €40,000 may limit participation from smaller firms.
• Geographic constraints: Not specified, but the requirement for local service may limit competition.
• Tight mobilisation timeline: The need for implementation within three months could pose challenges for bidders.
• Incumbent advantage: If an incumbent exists, they may have a competitive edge due to established relationships and knowledge of the facilities.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with experience in catering equipment maintenance. Viable bidders should have:

• Relevant experience in similar service contracts.
• The capacity to meet insurance and turnover requirements.
• The ability to mobilize quickly within the specified timeframe.

Consortium arrangements are permitted, allowing SMEs to collaborate. Bid preparation may require several days to compile necessary documentation. The presence of a potential incumbent may signal a competitive environment, but opportunities exist for new entrants.

11. Where to dig deeper

• Source RFT filename: Catering Equipment Preventative Maintenance 260227EMRFT.docx
• eTenders CFT ID: Not specified.
• Contact email: Queries must be directed via the messaging facility on eTenders.
• Important attachments:
• Appendix 1a — Catering Equipment Preventative Maintenance Tender Response Document
• Appendix 7 — Previous Contract Experience Template
• Appendix 8 — ESPD