Bus Transportation Services for Youthreach Buncrana and Glengad

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

This procurement seeks a service provider for bus transportation for learners attending the Youthreach Buncrana and Glengad centres. The contract duration is two years, with an option for two one-year extensions. The selected provider will be responsible for the safe daily transport of students to and from the centres. Occasional requirements for coach transport for student and staff outings and events are also included.

Key service components and volumes include:

• Lisfannon Youthreach Centre:
• One main transport route.
• Approximately 15–17 students per route.
• 40 weeks per year operation (September – July).
• Transport operates Monday, Tuesday, Thursday, and Friday as standard.
• Transport operates Monday to Friday during winter months (December, January, February), including Wednesdays.
• Glengad Youthreach Centre:
• Two transport routes.
• Approximately 12-17 learners per route.
• 40 weeks per year operation (September – July).
• Transport operates Monday, Tuesday, Thursday, and Friday from September to November and March to July.
• Transport operates Monday to Friday from December to February.
• Daily transport includes morning journeys to the centre and afternoon drop-offs.
• Specific Thursday requirement: Transport to Lisfannon Centre for access to training facilities, with potential for additional mid-day transport.
• Wednesday requirement (December-February): Transport to Lisfannon Centre, following the Thursday route, with pick-up no later than 1:00 pm.
• Additional Requirements:
• Occasional transport to Lisfannon Centre during midterm breaks or summer programmes.
• Potential requirement for coach transport for outings and events.
• Nomination of a dedicated Account Manager for contract liaison.
• Monthly invoicing.

3. Background & buyer context

Donegal Education and Training Board (ETB) is procuring bus transportation services for its Youthreach centres in Buncrana and Glengad. This procurement aligns with the ETB's remit, established under the Education and Training Boards Act 2013, to provide a comprehensive range of quality education programmes. Donegal ETB is the largest education and training provider in County Donegal, serving a broad geographical area and managing numerous educational facilities. The services are funded by the Department of Education and Youth and the Department of Further and Higher Education, Research, Innovation and Science. The current procurement seeks to secure transport for learners during the 2026/2027 and 2027/2028 academic years, with an option to extend.

4. Eligibility & selection criteria

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

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employer's Liability: €12.7 million
• Public Liability: €6.5 million
• Motor Insurance: Unlimited indemnity for third-party personal injury and a third-party property damage limit of not less than €6.5 million per claim or series of claims arising from one incident. Must allow for carriage of passengers for reward.
• Professional Indemnity: Not specified for this tender, but the buyer requires indemnification against any Road Traffic Act prosecution caused by driver behaviour.
• Certifications:
• Road Passenger Transport Operators Licence required for all operators (including subcontractors).
• Confirmation of Tachograph procedures and compliance.
• Evidence of vehicle roadworthiness and necessary certificates (CVRT and PSV details).
• Details of health and safety policies, and whether 3rd party certified.
• Past experience:
• Successful delivery of Two (2) previous comparable contracts in the recent past.
• Personnel:
• Suitably qualified drivers with relevant experience and appropriate licences and CPC details.
• Geographic / facility constraints: Not specified for this tender.

Tenderers must confirm that they will obtain and hold the specified insurance levels from the contract's effective date. Evidence of self-declared information must be provided within seven calendar days of request, prior to award.

5. Award criteria & scoring

The contract will be awarded based on the most economically advantageous tender, considering the following criteria and weightings:

Tenderers must achieve a minimum score of 40% for each qualitative criterion (B to F) to avoid elimination.

6. Submission requirements

Tenderers must submit their responses using the provided Tender Response Document. Key submission components include:

• Pricing Schedule: Completed as per Appendix 2.
• Form of Tender: Signed.
• Declaration of Bona Fides: Completed and signed.
• Legal, Financial, and Technical Capacity Information: As requested in Section 5.1 of the RFT.
• ESPD: May be accepted as evidence for Legal and Financial capacity, but Appendix 5 for Technical Capacity must be completed.
• Driver Information: Licences and CPC details.
• Vehicle Information: CVRT and PSV details, confirmation of roadworthiness and certificates.
• Operator Licence: Road Passenger Transport Operators Licence for all operators.
• Tachograph Procedures: Confirmation of compliance.
• Health & Safety Policies: Details and certification status.
• Team Information: Names of drivers, managing staff, and support staff, with details on resource allocation.
• Vehicle Specifications: Including seating capacity, CVRT expiry, age, and service schedule.
• Environmental Factors: Details on CO2 emissions, tyre/battery disposal, water harvesting, and reporting.
• Corporate Social Responsibility: Details of any local initiatives.

All submissions must be made via the eTenders portal.

7. Key dates & process

8. Contract terms that matter

• Term: 2 years (24 months) with an option for two 12-month extensions.
• Payment: Monthly invoicing for services rendered. Payments are subject to the contract terms.
• Pricing Adjustments: Prices may be adjusted annually based on the Consumer Price Index, with prior written approval.
• Account Management: A dedicated, non-billable Account Manager is required.
• Termination: The contract is subject to standard terms and conditions, including fulfilment of obligations despite changes in legislation.
• Sub-contracting: Permitted, but subcontractors must meet all relevant requirements.
• Consortia: Permitted, with a designated single point of contact responsible for the procurement process.

9. Risks, red flags & unusuals

The indicative budget of €200,000 over two years, with potential extensions, suggests a moderate-sized contract. The requirement for specific route adherence and daily operations, particularly during winter months, indicates a need for reliable, local service provision. The inclusion of specific criteria for reduced mobility access and green/social considerations suggests a focus on comprehensive service delivery beyond basic transport. The requirement for drivers' CPC details and PSV details for vehicles at the submission stage, rather than post-award, increases the upfront preparation burden for bidders. The potential for award to the next highest scoring tenderer if the primary winner cannot be awarded is a standard but notable clause.

10. SME fit assessment

This tender is open to Economic Operators, including SMEs, who can demonstrate the required financial and technical capacity. SMEs are encouraged to form consortia or partnerships to meet these requirements. The bid preparation effort is likely moderate, requiring detailed information on operational methodology, team composition, vehicle specifications, and environmental considerations. Given the specific operational requirements and the need for licensed vehicles and qualified drivers, a small business with existing bus transport operations and relevant certifications would be best positioned. The incumbent's strength is not specified. The tender is a single-stage open procedure, suggesting it is genuinely open to new entrants who can meet the criteria.

11. Where to dig deeper

• Source RFT filename: CFT The provision of Bus Transportation Services for Youthreach Buncrana and Glengad .docx.pdf
• eTenders CFT ID: Not specified in the provided text.
• Contact for Queries: Questions and Answers facility on www.etenders.gov.ie
• Key Attachments:
• Appendix 2 – Specification
• Appendix 3 – The Contracting Authority’s Terms and Conditions
• Tender Response Document