Cork City Record of Protected Structures Review Phase 1

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1. At a glance

2. Scope of Work

This procurement seeks professional services for Phase 1 of a comprehensive review of Cork City Council’s existing Record of Protected Structures (RPS). The contract duration is 90 calendar days from the award date, with immediate commencement expected. Phase 1 focuses on assessing the current RPS, comprising 1,222 structures, as detailed in Volume 3 of the Cork City Development Plan 2022-2028. Phase 2, concerning recommendations for additions to the RPS, is planned for a future date and is not included in this tender.

The core activities for the successful applicant include:

• Fieldwork: Conducting site visits to each individual protected structure on the current RPS, with the exception of 379 structures recently reviewed by the National Inventory of Architectural Heritage (NIAH).
• Photography: Capturing a digital photographic record for each structure (excluding the 379 NIAH-reviewed sites). This will use a Cork City Council-supplied application that automatically labels and geotags images. A minimum of one photograph per structure is required, with a maximum of three. The primary requirement is one representative photograph focused on the entire structure. External photographs only are required for private dwellings, including curtilage.
• Data Entry: Following each site visit, a brief assessment of the structure will be entered into a Microsoft Excel spreadsheet or an agreed digital format. This assessment will include notes on condition, changes to original architectural features or historic fabric, and curtilage and boundary treatments. A partially pre-populated template will be provided, requiring verification of RPS Number, Eircode, ACA information, and address.
• Accuracy Review: Verifying the accuracy of the building name, description, and address currently listed on the RPS. Business or commercial names are not permitted; only proper names should be used.
• Location Verification: Reviewing the accuracy of the associated map location for each structure on the existing GIS layer. If an incorrect location is identified, the successful tenderer will update it using the provided digital application or supply correct coordinates in the accompanying Excel spreadsheet. No specialist GIS expertise is required.

The data entry for each structure will include: RPS Number, NIAH Registration Number (if applicable), ACA Name, Proper Building Name, Street and number, Eircode, Original Use, Present Use (noting vacant if applicable), a short description of condition (max 100 words), Condition (dropdown: Excellent, Good, Fair, Derelict, Demolished), Date of visit, and optional Notes.

The successful bidder will receive the RPS list, a pre-populated Excel template, and NIAH review data for the 379 structures upon contract award.

3. Background & buyer context

Cork City Council is the local authority responsible for the administrative area of Cork City. Following a boundary expansion in 2019, the city's area increased significantly to 187 km², and its population rose to 210,000. The council provides a wide range of services, including housing, planning, infrastructure, and environmental protection, aiming to make the city an attractive place to live, work, and invest.

This procurement is driven by the need to conduct a comprehensive review of the current Record of Protected Structures (RPS), which is part of the Cork City Development Plan 2022-2028. The existing RPS, comprising 1,222 structures, has been compiled over many years and requires a detailed assessment on a structure-by-structure basis. This review is designated as Phase 1 of a larger project, with Phase 2 (recommendations for additions to the RPS) to follow at a later date. The review aims to ensure the accuracy and completeness of the RPS, reflecting the city's architectural and historical heritage.

4. Eligibility & selection criteria

To be eligible for consideration, tenderers must meet the following minimum requirements:

• Turnover requirement: The tendering party's turnover must have exceeded €250,000 during each of the last three years. A pro-rata figure applies for more recently established firms. The firm must have been in existence for at least 6 months.
• Insurance:
• Employer’s Liability: €13,000,000 (unless self-employed)
• Public Liability: €2,600,000
• Professional Indemnity: €150,000
• Certifications: Tenderers must provide information demonstrating a commitment to quality assurance, including details of policies and systems, and whether they hold 3rd party certification.
• Past experience: Not specified in terms of a minimum number of comparable projects. However, tenderers must provide information on relevant experience recording and assessing architectural heritage for academic purposes, local authorities, or planning purposes for each team member. Referees for nominated projects may be contacted.
• Personnel: Tenderers must demonstrate access to the minimum number of skilled personnel as defined in the Tender Response Document (TRD). Each team member must possess a qualification in Architecture, History of Art and Architecture, or a related discipline, or a post-graduate qualification in architectural conservation, with good knowledge of Irish architecture and relevant experience.
• Geographic / facility constraints: Not specified.
• Health & Safety: Tenderers must demonstrate compliance with all relevant Safety, Health & Welfare at Work legislation and operate health & safety systems and procedures in line with this legislation.
• Financial Standing: Confirmation of financial capacity to pay debts as they fall due, evidenced by a current statement of assets and liabilities. Evidence of both statements will be required prior to contract award.
• Tax Compliance: Confirmation of full tax compliance with Irish Revenue Commissioners rules and equivalent legislation in the country of establishment.

5. Award criteria & scoring

The contract will be awarded based on the most economically advantageous compliant tender. Qualitative award criteria are assessed first. The total maximum marks available is 10,000.

• Cost: Evaluated based on a fixed-price quote in Euro (€) exclusive of VAT. The quote must include a cost per site for a full review (non-NIAH reviewed sites) and a cost for a partial review (NIAH reviewed sites). The total price is calculated by applying these costs to the number of structures (843 full reviews, 379 partial reviews).
• Method Statement: Assesses the bidder's understanding of the scope, technical requirements (data entry, digital field application use), and proposed work schedule.
• Team: Evaluates the qualifications, knowledge, and relevant experience of each proposed team member in recording and assessing architectural heritage.

6. Submission requirements

Tenders must be submitted electronically via the eTenders portal (www.etenders.gov.ie).

• Method statement / response document: Tenderers must use the provided Tender Response Document (TRD) and must not add their branding. A detailed Method Statement is required, addressing understanding of scope, technical requirements, proposed work schedule (week-by-week breakdown including hours, structures recorded, handover dates, meetings, revisits), health and safety considerations, contingency plans, contract management, and confirmation of completion within 90 days.
• CVs: Curriculum Vitae for each team member (maximum 2 A4 pages per CV) detailing relevant academic and professional qualifications, and experience.
• Pricing schedule: A fixed-price quote in Euro (€) exclusive of VAT, inclusive of all expenses. This should include a cost per site for full and partial reviews. The TRD will contain the pricing template.
• Case studies: Not explicitly required, but referees for nominated projects may be contacted.
• Declarations:
• Declaration of Bona Fides (as per Art. 57 of Directive 2014/24/EU).
• Declaration regarding compliance with relevant statutory obligations.
• European Single Procurement Document (ESPD) - electronic via eESPD or as a separate attachment.
• Declaration regarding the International Procurement Instrument (2022/1031) and article 5K of Regulation 2022/576.
• Confirmation of tax compliance.
• Confirmation of financial standing.
• Mandatory site visit: Not applicable for this tender.
• Submission portal: Tenders must be uploaded as a Zip file to eTenders.

7. Key dates & process

8. Contract terms that matter

• Contract length: 3 months.
• Extension: One extension is possible, for a duration of 1 month, subject to satisfactory performance, budget availability, and business needs.
• Payment terms: Not explicitly detailed, but a fixed-price quote is required, inclusive of all expenses. Invoices are deemed accepted if no queries are raised within 14 days.
• Key SLAs/KPIs: Not specified, but contract management will involve performance reporting and meetings to review adherence to agreed Service Level Agreements and Key Performance Indicators (KPIs).
• Liquidated damages: Not specified.
• Termination clauses: The Contracting Authority reserves the right to terminate contracts due to matters outside its control that render the arrangement uncompetitive. Termination will follow the contract's terms and conditions. Either party may terminate with 14 days' notice under specific circumstances.
• IP ownership: Not specified.
• Sub-contracting rules: Tenderers may rely on the resources of other entities. If a consortium/joint venture is successful, a single point of contact must be appointed. Subcontractors whose value exceeds 10% of the contract value must meet specific criteria.
• Parent-company guarantee or bond: Not specified.

9. Risks, red flags & unusuals

• Tight Timeline: The contract duration is a fixed 90 calendar days, requiring immediate commencement upon award. This presents a risk for bidders needing to mobilise quickly.
• Indicative Budget: The indicative budget of €60,000 - €65,000 (excluding VAT) is relatively low for a project involving 1,222 structures, even with 379 pre-reviewed. This suggests a need for highly efficient pricing and operational execution.
• NIAH Data Usage: The requirement to use NIAH data for 379 structures necessitates a clear pricing strategy that reflects the reduced scope for these sites, potentially leading to complexity in the pricing schedule.
• Fixed Price: The contract is awarded on a fixed-price basis, meaning all expenses must be included, and the bidder bears the risk of cost overruns.
• TRD Mandate: The strict requirement to use the provided Tender Response Document (TRD) without branding or personalisation limits bidder flexibility in presentation.

10. SME fit assessment

This tender is structured to be accessible to Small and Medium Enterprises (SMEs) with specialised expertise in architectural heritage assessment.

• Who can credibly bid: A small to medium-sized firm with a strong track record in architectural conservation, heritage assessment, or related fields. The firm should have a qualified team with specific expertise in Irish architecture and heritage recording. Experience working with local authorities or for planning purposes is advantageous. The required insurance levels and financial standing are moderate, making them achievable for established SMEs.
• Consortium/sub-contracting: Consortiums and joint ventures are permitted. SMEs are encouraged to form relationships with other SMEs or larger enterprises to meet capacity requirements. Tenderers can rely on the resources of other entities.
• Indicative bid-prep effort: Preparing a compliant bid will likely require 5-10 days of effort. This includes understanding the detailed specification, preparing the Method Statement, compiling team CVs, completing the TRD and declarations, and developing a detailed pricing schedule that accounts for the NIAH-reviewed structures.
• Pwin signal: The tender is an open procedure, suggesting it is genuinely open to competition. The presence of a specific indicative budget and a fixed 90-day contract duration suggests a defined scope and a need for efficient delivery. There is no explicit mention of an incumbent, but the nature of the work (reviewing an existing council record) might favour firms with prior experience with Cork City Council or similar local authority projects.

11. Where to dig deeper

• Source RFT filename: RFT Contract Open Procedure CCC RPS Review Phase 1 DRAFT.docx
• eTenders CFT ID: Not specified in the provided text.
• Contact email or clarification portal: Messaging facility on www.etenders.gov.ie
• Most important attachments:
• Tender Response Document (TRD)
• Appendix 1 – Contract Terms and Conditions
• Clarification documents (as issued during the tender period)