Framework Agreements for the Provision of Building Maintenance Services to TUS Midwest

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 contract encompasses the provision of building maintenance services across the campuses of Technological University of the Shannon: Midlands Midwest (TUSMM). The contractor will be responsible for both planned preventative maintenance (PPM) and reactive maintenance, as well as minor building works. The scope is divided into two lots:

• Lot 1: Single Supplier Framework for:

• Planned Preventative Maintenance

• Reactive Maintenance

• Minor Building Works (projects valued at less than €50,000 excluding VAT)

• Lot 2: Multi Supplier Framework for:

• Building Works Projects (valued between €50,000 and €200,000 excluding VAT)

Key Activities Include:

• Regular inspections and maintenance of building systems, including HVAC, plumbing, and electrical systems.
• Emergency repairs and reactive maintenance services.
• Compliance with relevant health and safety regulations and standards (e.g., EN 16005, EN 1125).
• Documentation and reporting of maintenance activities and compliance checks.
• Coordination with TUSMM for scheduling maintenance activities to minimize disruption.

The contractor must ensure that all maintenance work is performed by qualified personnel and adheres to the required standards.

3. Background & buyer context

The procurement of these building maintenance services aligns with TUSMM's strategic objective to enhance the operational efficiency and safety of its facilities. This initiative is part of a broader commitment to maintaining high standards in educational infrastructure. The university has historically engaged various contractors for maintenance services, and this tender aims to establish a more structured framework to streamline operations. The urgency for this procurement arises from the need to ensure continuous and reliable maintenance services as the university expands its facilities and services.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria to be considered for evaluation:

• Turnover requirement: Minimum average annual turnover of €600,000 over the last three financial years (2022, 2023, 2024).
• Insurance:
• Employer Liability: €13,000,000
• Product Liability: €6,500,000
• Public Liability: €6,500,000
• Motor Insurance: €6,500,000
• Certifications: Not specified for this tender.
• Past experience: Evidence of at least 3 comparable projects of similar scope and complexity within the last 6 years.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

Bidders must provide documentation to demonstrate compliance with these criteria.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The overall evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, requiring a minimum score of 60% in each criterion to avoid elimination.

6. Submission requirements

Bidders must submit the following documents as part of their tender response:

• Method statement / response document (using the provided template, with a maximum of 20 pages).
• CVs of key personnel (maximum 2 pages each for named roles).
• Pricing schedule (in the specified Excel format).
• Case studies demonstrating relevant experience (minimum of 3, with contract values between €100,000 and €200,000).
• Declarations including:
• European Single Procurement Document (ESPD)
• Bona Fides
• Tax clearance certificate
• Conflict of Interest declaration
• Mandatory site visit application (if applicable), with a request submitted by 28th May 2026.
• Submission via the eTenders portal, adhering to specified format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term and extension structure: The framework may be extended for up to 12 months at the discretion of TUSMM.
• Payment terms: Payments will be made upon satisfactory completion of services, subject to invoicing procedures.
• Key SLAs/KPIs: Specific performance indicators will be established to monitor service delivery.
• Liquidated damages: Provisions for penalties in case of failure to meet service levels.
• Termination clauses: Conditions under which either party may terminate the contract.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Bidders may propose subcontractors, but must disclose all relevant details.

9. Risks, red flags & unusuals

Potential risks and concerns specific to this tender include:

• The turnover requirement of €600,000 may limit participation to established firms, potentially excluding smaller businesses.
• The requirement for a minimum of 3 comparable projects may disadvantage newer entrants to the market.
• The absence of specified geographic constraints could allow for a broader pool of bidders, but may also lead to challenges in service delivery across multiple locations.
• The contract's reliance on compliance with various standards (e.g., EN standards) may impose additional operational burdens on bidders.

10. SME fit assessment

Small and medium-sized enterprises (SMEs) that can credibly bid for this tender typically possess:

• A proven track record in building maintenance services, with relevant certifications and insurance coverage.
• The capacity to manage projects valued between €50,000 and €200,000.
• The ability to demonstrate financial stability through turnover and banking references.

Consortium bidding is permitted, allowing smaller firms to collaborate and meet the eligibility criteria collectively. Bid preparation is expected to require several days, including time for gathering documentation and preparing case studies. The presence of established incumbents may signal a competitive landscape, but the framework's structure allows for multiple suppliers, potentially increasing opportunities for SMEs.

11. Where to dig deeper

• Source RFT filename: TRD Building Maintenance Frameworks Midwest.docx
• eTenders CFT ID: not specified
• Contact email for queries: Clarifications through Tenders Mailbox ONLY
• Important attachments:
• Appendix 3: Tenderer’s Statement
• Appendix 3A: Foreign Subsidies Regulation
• Appendix 4: Declaration as to Personal Circumstances of Tenderer