KARE Operational Lease of 1 Hybrid Vehicle

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

Buyer Title CPV / category Estimated value Per-year Procedure type Lots Location Contract length Submission deadline Go-live / start | :-------------------- | :-------------------------------------------- | :------------- | :-------------- | :------- | :------------- | :--- | :------------ | :-------------- | :------------------ | :-------------- | KARE Operational Lease of 1 Hybrid Vehicle 34144000-0 €33,000 €11,000 Open 1 Co. Kildare 36 months 2026-10-09 12:00 October 2026

2. Scope of Work

This tender seeks the operational lease of one hybrid-type vehicle for a 36-month period, commencing October 2026. The contract is for an operational lease, not a finance or hire purchase arrangement, and does not include an option for purchase at the outset.

The contractor will be responsible for providing and maintaining a 5-seater hybrid vehicle. Key operational requirements include:

• Vehicle Specification:
• Type: 5-seater hybrid vehicle (examples provided: MG, Hyundai Kona, Nissan Leaf or similar).
• Features: Must include a reverse camera system or sensors.
• Licensing: Must be drivable by a person holding a B class driving license.
• Suitability: Evaluation will consider ease of access, headroom, comfort, and functionality, potentially including inspection and test drives.
• Safety: Must include industry-standard safety features such as ABS, EBD, Brake Assist, Airbags, and Alarm.
• European Norms: Vehicle and all equipment must comply with current European Norms Standards.
• Lease Term and Usage:
• Duration: 36 months.
• Annual Kilometres: Not expected to exceed 20,000 kilometres per year per vehicle.
• Maintenance: Full maintenance is included in the lease plan, with 24/7 coverage.
• Tyres: Replacement free of charge when worn to the 1.6mm limit, regardless of mileage or age. This cost must be built into the lease hire with maintenance.
• Vehicle Management:
• Taxation and Testing: The vehicle must be supplied fully taxed for at least 12 months upon delivery, with a current NCT disc in place. The tenderer is responsible for keeping the vehicle fully taxed and tested throughout the lease period, absorbing any increases in motor tax or roadworthiness testing costs. Original tax discs must be sent to KARE before the current disc expires.
• Roadworthiness Testing (CVRT/NCT): The tenderer is responsible for submitting vehicles for testing at no extra cost to KARE and for any repair costs to pass. A driver must be available to pick up and drop off vehicles for testing.
• Maintenance Schedule: A maintenance schedule must be provided electronically to KARE's Transport Manager. Unscheduled maintenance requires prior approval. A free replacement vehicle must be supplied during maintenance.
• Preventative Maintenance Inspections: Inspections are required every 26 weeks or more frequently if needed by KARE, in addition to statutory tests. A detailed roadworthiness and safety inspection report, including a brake test report, is required. Defects must be coded (Immediate, Prompt, Advisory, Reliability).
• Breakdown Recovery: A 24/7 breakdown service is required within the Kildare/Wicklow/Offaly/Dublin Area, with a maximum call-out time of 2 hours.
• Accident Damage: Labour rates for chargeable work must be provided and remain fixed. KARE reserves the right to use its own approved contractors. Spare parts must be to original manufacturer's specification. Approval from KARE is required before commencing any chargeable work.
• Records: Maintenance records must be kept electronically and retained for five years post-contract, available within 48 hours of request. An Excel spreadsheet of service, maintenance, and repair history must be supplied every six months.
• Contractual Aspects:
• Invoicing: Monthly invoices listing all vehicles on hire, quoting registration numbers and lease rates. KARE purchase order numbers are mandatory.
• Early Termination: Penalties for early termination must be clearly stated, applying only to the finance element of the lease.
• End of Contract: Vehicles returned in a reasonable state of repair. Damage above normal wear and tear requires inspection and agreement with a KARE nominated inspector before work commences.

3. Background & buyer context

KARE is a voluntary organisation providing services for individuals with intellectual disabilities and their families across Counties Kildare, East Offaly, West Wicklow, and North Carlow. This procurement is for a single hybrid vehicle to support their operational needs. The tender specifies an operational lease arrangement, distinct from finance or hire purchase options. The contract is intended to commence in October 2026.

4. Eligibility & selection criteria

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

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employer's Liability Insurance: €12,700,000 indemnity limit.
• Public Liability Insurance: €6,500,000 indemnity limit.
• 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.

Additionally, bidders must submit:

• A signed and returned submission of Section C (Special Conditions of Tenders).
• A completed tender proposal in English, following the format in Section D.
• Completed Tables A, B, and C (Solution, Price Quotation, and Invoicing Tables).
• Completed Appendix 1: Declaration regarding economic and financial standing, technical and/or professional ability.
• A valid Tax Clearance Certificate.
• A current copy of the Health & Safety Statement.
• Evidence of sound financial standing (letter from Accountant/Financial Institution).

Tenders not meeting these initial qualifying criteria will not proceed to the full evaluation process.

5. Award criteria & scoring

Responses will be evaluated in two phases. Phase 1 involves initial evaluation based on the submission of mandatory documents and compliance with basic requirements. Phase 2, the full evaluation, uses weighted criteria:

Criterion Weight (%) Sub-criteria