Supply and Delivery of a 4-Tonne Class Mini Excavator with Trade-In of Existing DLRCC Excavator

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1. At a glance

2. Scope of Work

This procurement seeks the supply and delivery of one 4-tonne class mini excavator. The machine must be suitable for cemetery operations, municipal maintenance works, utilities, and general civil engineering duties. Tenderers can offer either a brand-new excavator or a used machine with less than 1,000 operating hours and not more than three years in service. A mandatory requirement is the trade-in of the Contracting Authority's existing excavator, a 2008 Kubota kx-121-3.

The scope includes specific technical requirements for the excavator:

• General: Compact 4-tonne class, suitable for confined spaces, meeting Irish and EU standards for emissions and lights. Documentation including operation manuals, service guides, parts manuals, warranty certificates, and a Certificate of Compliance must be provided.
• Engine and Performance: Minimum engine output of 40.4 PS (29.7 kW) @ 2200 rpm, EU Stage V emissions compliance with an integrated Diesel Particulate Filter (DPF). The engine must be compatible with HVO fuel to EN 15940. A self-cleaning radiator system is required to prevent overheating.
• Transmission and Drive System: Two-speed travel system (approx. 2.8 km/h and 4.9 km/h) with an auto-shift function. Travel motors must have integrated disc brakes. A slew motor with a negative brake is required for safety.
• Undercarriage and Track Drive: Rubber crawler tracks (300 mm width standard) for reduced ground damage, with a short-pitch design for smoother travel. The system must include double-flange rollers per track and one upper roller.
• Attachments and Lifting Capacity: The excavator must be supplied with a 26” gravedigging bucket, a standard 36” grading bucket, and a quick-hitch system compatible with both. Minimum digging forces are specified (bucket: 30.5 kN, arm: 17.8 kN). Lifting capacity over front at 2.5 m radius (blade down) must be a minimum of 900 kg.
• Hydraulic System: Variable displacement hydraulic pump, one-pump load sensing system, and a straight travel circuit. Auxiliary hydraulics to the arm end are required, including proportional control via the right lever and adjustable flow via a digital panel, plus a third hydraulic return line.
• Dimensions and Weight: Operating weight between 3.8 to 4.8 tonnes. Overall width not exceeding 1,800 mm. Overall height between 2,300 mm and 2,700 mm. Overall transport length not exceeding 5,800 mm. Ground clearance minimum 250 mm. Dozer blade width between 1,600 mm and 1,900 mm. Boom swing functionality is required.
• Lighting System: 1 high-intensity LED work light on the boom, 2 LED lights on the cabin (side/front), 2 LED lights at the rear, and a 360-degree LED beacon or light bar. All lights must be rated IP67.
• Cab: Fully enclosed cab with wide access, ROPS (ISO 3471) and OPG Top Guard Level I (ISO 10262) certified. Features include a weight-adjustable suspension seat, high-visibility seat belt with alarm, cabin heater, digital LCD panel, 12V power outlet, and emergency exit hammer. The cab must accommodate a GPS system for fleet management.
• Warranty: For new excavators, a minimum of 24 months or 1,100 operating hours. For used excavators, a minimum of 12 months or 600 operating hours. The warranty covers all components, labour, parts, freight, travel, and call-out costs.
• Finish: Rust-proofed, primed, and finished in manufacturer's standard colour. Dún Laoghaire-Rathdown County Council identification markings may be required.
• Training: Comprehensive operator training for 5 people at DLRCC sites, covering safety and fuel-efficient operation. A detailed user manual must be provided.
• Delivery: To a Dún Laoghaire Rathdown County Council Operations Depot, between 10:00 am and 4:00 pm, Monday to Friday. Handover includes operational and servicing discussions, machine testing, supply of manuals, and demonstration.
• After-Sales Service: A competent network for timely support, repairs, servicing, and spare parts. Breakdown reports must be acknowledged within 4 working hours, with remedial action within 1 working day. A temporary replacement machine of equivalent size and capability must be provided if repairs exceed 72 hours.

3. Background & buyer context

Dún Laoghaire-Rathdown County Council is the contracting authority. The County is one of four local authority areas in the Dublin region, known for its coastline, towns, villages, and amenities. The Council provides a broad range of services including environment, housing, roads, parks, libraries, and sports facilities. This procurement aligns with the Council's operational needs for municipal maintenance, utilities, and general civil engineering duties, requiring a specific piece of plant equipment. The Council aims to promote participation by Small and Medium Enterprises (SMEs) and encourages collaboration to meet capacity requirements.

4. Eligibility & selection criteria

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

• Turnover requirement: The tendering party's turnover must have 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: Confirmation of the following insurances being in place is required:
• Employer’s Liability: €13 million
• Public Liability: €6.5 million
• Product Liability: €6.5 million
• Professional Indemnity: Not applicable for this tender.
• Certifications: Not specified for this tender.
• Past experience: Tenderers must provide evidence of having successfully completed two contracts where the unit has been sold. Contact details for referees for each contract must be included.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender, beyond the requirement for service facilities and support personnel to be available.

Tenderers must also demonstrate compliance with relevant Health & Safety legislation and Environmental legislation and guidelines. They must confirm they have access to effective and efficient technical resources/systems and provide information on quality service delivery measures, such as an externally certified system.

5. Award criteria & scoring

The contract will be awarded based on the Most Economically Advantageous Tender (MEAT), considering cost and quality. The total maximum marks available are 1,000.

Cost Evaluation: The Total Evaluated Price will be calculated as Tender Price (€ ex VAT) – Trade-In Allowance (€ ex VAT). The lowest Total Evaluated Price receives maximum marks.

Qualitative Criteria Scoring: Marks are interpreted as: Outstanding (90-100%), Excellent (80-89%), Very Good (70-79%), Good (60-69%), Acceptable (50-59%). Less than 50% is considered unacceptable.

6. Submission requirements

Tenderers must submit their tenders via the eTenders portal. The submission must include:

• Tender Response Document (TRD): This document, based on a self-declaration model, must be completed with all required information.
• European Single Procurement Document (ESPD): Can be submitted electronically via eESPD on eTenders or as a separate uploaded attachment.
• Declarations:
• Declaration of Bona Fides (as per Art. 57 of Directive 2014/24/EU).
• Declaration regarding compliance with relevant statutory obligations.
• Financial Information: Confirmation of tax compliance and financial standing.
• Insurance Confirmation: Details of required insurances.
• Health and Safety Information: Demonstration of operational health & safety systems and procedures.
• Previous Contracts / Experience: Evidence of two successfully completed contracts with referee details.
• Technical Specification: Minimum technical specification for the proposed machine.
• Pricing Schedule: Tendered price for the excavator and trade-in allowance.
• Product Information: Full technical specifications, dimensional drawings, product literature, performance data, warranty details, after-sales support arrangements, servicing requirements, parts availability, and breakdown response procedures.
• Trade-in Value: Clearly stated trade-in value (€ ex VAT) for the existing DLRCC excavator, with the basis of valuation.

A mandatory site visit to inspect the existing DLRCC excavator is available by appointment.

7. Key dates & process

8. Contract terms that matter

The contract duration is two years, aligned with the warranty period. Payment terms are not explicitly detailed but are subject to standard Irish legislation. Key Service Level Agreements (SLAs) include: breakdown reports acknowledged within 4 working hours, remedial action commenced within 1 working day, and provision of a temporary replacement machine if repairs exceed 72 hours. Failure to meet these could result in penalties or termination. Termination clauses allow for termination if costs become uncompetitive due to changes like Customs Union adjustments. Intellectual property ownership is not specified. Sub-contracting rules are not detailed. No parent-company guarantee or bond requirement is mentioned.

9. Risks, red flags & unusuals

The mandatory trade-in of the existing DLRCC excavator is a significant factor. Tenderers must accurately value the 2008 Kubota kx-121-3, as this value directly impacts the Total Evaluated Price and thus the cost score. The requirement for specific technical specifications, such as HVO fuel compatibility and ROPS/OPG certification, necessitates careful attention to detail in the proposed machine's specification. The limited number of past contracts required (two) is relatively low, potentially indicating a broad eligibility for experienced suppliers. The contract length is tied to the warranty period, which is 2 years for new machines and 1 year for used machines, creating a potential discrepancy in contract duration depending on the machine offered.

10. SME fit assessment

This tender is open to suppliers of construction plant and equipment. A credible bidder would typically be an established dealer or manufacturer of excavators with a proven track record in supplying similar machinery to public sector or large commercial entities. The requirement for two past contracts suggests that firms with some operational history in this specific market are targeted. Consortium or joint venture bidding is permitted, allowing SMEs to partner with larger firms to meet capacity requirements. Bid preparation effort is likely moderate, requiring detailed technical specification, pricing, and after-sales support plans. The Pwin signal is neutral; while the trade-in element might favour incumbent suppliers familiar with the existing asset, the open procedure and clear specifications suggest a competitive market.

11. Where to dig deeper

• Source RFT: 2A Request for Tender Contract Open Procedure (RFT) 2025.docx
• eTenders CFT ID: Not specified in the provided text.
• Contact for Queries: Messaging facility on www.etenders.gov.ie
• Key Attachments:
• Specification Requirements (Section 3.1)
• After-Sales Service Requirements (Section 3.1.r)
• Tender Response Document (TRD) (referenced throughout Section 4 and 6)