Supply of Two (2) High Mobility Tractors

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 Irish Defence Forces require the supply of two (2) High Mobility Tractors. The contract duration is 36 months, commencing from the completion of the warranty period after the delivery of the final tractor. The estimated expenditure for these goods over the contract term, including potential extensions, is €600,000 (excluding VAT).

The scope of work involves:

• Supply of Goods: Delivery of two (2) High Mobility Tractors meeting specific technical requirements outlined in Appendix 1.
• Technical Specifications: Tractors must have a minimum of 330 BHP. They will be subject to technical examination and end-user testing.
• Demonstration: A demonstration of the proposed vehicle is mandatory.
• Training: The successful tenderer must provide a technical training course for Defence Forces Technical Personnel.
• Manuals: Provision of workshops, parts, and body repair manuals for the vehicles offered.
• Warranty: The contract includes a warranty period following delivery. Warranty terms, covering replacement and repair of all components by the manufacturer, will be evaluated.
• Delivery: Lead time for delivery from the issue of a Purchase Order is a key evaluation criterion.
• Overseas Deployment: Tractors may be deployed overseas with the Defence Forces.
• Testing: Shortlisted suppliers will be required to provide a similar vehicle for technical examination and end-user testing. Failure to meet this requirement will result in elimination. Defence personnel may carry out technical examination on tenderers' property.

3. Background & buyer context

This procurement is being conducted by the Department of Defence (Irish Defence Forces) to acquire essential equipment. The requirement for High Mobility Tractors is driven by operational needs. The contract is structured under an open procedure, adhering to the European Union (Award of Public Authority Contracts) Regulations 2016. The contracting authority aims to encourage participation from Small and Medium Enterprises (SMEs) and encourages larger enterprises to include SMEs in their proposals.

4. Eligibility & selection criteria

Tenderers must satisfy the following criteria to be considered:

• Turnover requirement: Not specified for this tender.
• Insurance: The successful tenderer must hold the following insurances for the term of the Goods Contract:
• Employer’s Liability: €12,700,000
• Public Liability: €6,500,000
• Product Liability: €6,500,000
• Professional Indemnity: Not specified for this tender.
• Certifications: Not specified for this tender.
• Past experience: Not specified for this tender.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

Tenderers must declare by way of eESPD that they satisfy the economic and financial standing requirements and technical and professional ability requirements. Supporting documentation must be provided upon request. Failure to meet selection criteria will result in exclusion.

5. Award criteria & scoring

The contract will be awarded on the basis of the most economically advantageous tender, evaluated against the following criteria:

Award Criteria Weighting Max Score Scoring Options Rule | :------------------------------------------- | :-------- | :-------- | :--------------------------------------------------------------------------- | :--------------- | Ultimate Cost 30% 3000 N/A No Rule Technical Merit & Functional Characteristics 45% 4500 0, 900, 1800, 2700, 3600, 4500 Must Score 2700 Warranty Terms Offered on Vehicle 10% 1000 600, 800, 1000 Must Score 600 Delivery Lead Time 10% 1000 0, 200, 400, 600, 800, 1000 Must Score 600 Green Friendly 5% 500 0, 100, 200, 300, 400, 500 No Rule Total 100% 10000

The price/quality split is 30% for cost and 70% for quality. Minimum scoring thresholds apply to Technical Merit & Functional Characteristics and Delivery Lead Time.

6. Submission requirements

Tenders must be submitted electronically via the eTenders portal. Key submission requirements include:

• eESPD: Completion and submission of the electronic European Single Procurement Document.
• Pricing Schedule: Completion of Appendix 2, with all prices quoted in Euro, exclusive of VAT, and valid for 12 months from the Tender Deadline. Prices must be all-inclusive.
• Tenderer’s Statement: A scanned, signed copy of the Tenderer’s Statement (Appendix 3) on letterhead.
• Declaration as to Personal Circumstances: Appendix 4 must be completed.
• Technical Response Document (TRD): Tenderers must complete the TRD attached to the RFT and submit it with their tender response.
• Format: Tenders must be submitted in English and compiled into PDF format.
• File Limits: Maximum file size of 250MB per file, with a total limit of 500MB.
• Mandatory Site Visit: Not specified for this tender.
• Queries: All queries must be submitted via the eTenders messaging facility by 12:00 hrs on 28/08/2026.

7. Key dates & process

8. Contract terms that matter

• Contract Length: 36 months, plus a warranty period.
• Extension: The Contracting Authority reserves the right to extend the term for up to twelve (12) months, in one or two periods.
• Payment Terms: Subject to the Goods Contract at Appendix 5.
• Price Validity: All quoted prices must remain valid for 12 months from the Tender Deadline.
• Currency Risk: Any currency variations over the contract term are borne by the Tenderer.
• Termination: Not explicitly detailed in the provided extract, beyond general clauses regarding breaches and conflicts of interest.
• IP Ownership: Not specified for this tender.
• Sub-contracting: Tenderers must designate a Prime Contractor responsible for the entire contract, irrespective of subcontracting. Subcontractors may need to submit their own eESPD.
• Bond Requirements: Not specified for this tender.

9. Risks, red flags & unusuals

• Technical Examination & Testing: A mandatory requirement for shortlisted suppliers to provide a vehicle for technical examination and end-user testing presents a significant cost and logistical challenge for bidders. Failure to meet this requirement leads to automatic elimination.
• Mandatory Minimum Score: The requirement to score a minimum of 2700 out of 4500 for Technical Merit & Functional Characteristics and 600 out of 1000 for Delivery Lead Time means that a low score in these areas can lead to elimination, even with a competitive price.
• Price Validity: A 12-month price validity period from the tender deadline is substantial and requires careful cost forecasting.
• No Incumbent Information: No information is provided regarding an incumbent supplier, making it difficult to assess historical performance or potential advantages.
• SME Encouragement: While SMEs are encouraged, the technical complexity and testing requirements might pose challenges for smaller entities without forming consortia.

10. SME fit assessment

This tender is likely best suited for established suppliers of heavy machinery or specialised vehicles with a proven track record in meeting stringent technical specifications and providing comprehensive support.

• Credible Bidders: Companies with experience supplying vehicles to defence or similar public sector organisations, possessing the engineering capability to meet the 330 BHP minimum and pass rigorous technical and end-user testing. Firms capable of providing detailed technical documentation, training, and comprehensive warranty support are well-positioned.
• Consortium/Sub-contracting: Consortiums are permitted, and larger enterprises are encouraged to include SMEs. SMEs may find it beneficial to partner with larger firms or other SMEs to meet the technical and testing demands.
• Bid-Prep Effort: Significant effort will be required for technical specification compliance, preparing the TRD, arranging vehicle demonstrations, and potentially securing training and manual provision. Estimating 10-20 days for experienced bidders.
• Pwin Signal: The mandatory vehicle demonstration and technical testing, coupled with specific minimum scores for technical merit and delivery, suggest a strong emphasis on technical compliance over price alone. The Defence Forces' specific requirements and testing protocols indicate a preference for suppliers who can demonstrably meet these exacting standards.

11. Where to dig deeper

• Source RFT Filename: [2. RFT High Mobility Tractors.docx]
• eTenders CFT ID: Not specified in the provided text.
• Contact / Clarification Portal: Messaging facility on www.etenders.gov.ie
• Key Attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Technical Response Document (TRD)