Provision of Core Store Management Services

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 involves the management and operation of the National Geological Corestore and Laboratory (NGCL) located in Sandyford and Birr. The contractor will be responsible for the day-to-day operations of the core store, ensuring efficient management of geological samples and associated equipment. The scope includes:

• Core Store Operations: Daily management of the core store facilities in both locations.
• Health and Safety Management: Implementation of health and safety protocols to ensure compliance with regulations.
• Data Gathering and Sample Collection: Systematic collection and documentation of geological samples.
• Cataloguing: Organizing and maintaining an accurate inventory of samples and data.
• Public Access Facilitation: Managing public access to core store areas, ensuring safety and compliance.
• Communication: Ongoing communication with Geological Survey Ireland staff to align operations with organizational needs.

The work is divided into two lots:

• Lot 1: Corestore management and operations in Sandyford.
• Lot 2: Corestore management and operations in Birr.

Each lot will result in a separate contract, and the estimated expenditure for the services over the term and possible extensions is €1.5 million, with €1 million allocated for Lot 1 and €500,000 for Lot 2.

3. Background & buyer context

This procurement is initiated as part of the Department of Climate Energy and the Environment's ongoing commitment to effective geological management and data accessibility. The need for these services arises from the strategic objectives of Geological Survey Ireland to enhance operational efficiency and public engagement with geological resources. The incumbent contractor is not specified, but the tender aims to encourage participation from Small and Medium Enterprises (SMEs) to foster competition and innovation in service delivery.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of at least €400,000 for each of the last three financial years.
• Insurance:
• Employer’s Liability: €13 million limit for any one claim.
• Public Liability: €6.5 million limit for any one claim.
• Professional Indemnity: €1 million limit for any one claim.
• 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.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, focusing on the balance of price and quality. There are no minimum scoring thresholds specified for individual criteria or overall.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Use the named template with specified page limits.
• CVs: For key personnel, with a maximum of 2 pages each.
• Pricing schedule: Must follow the format in Appendix 2.
• Case studies: At least 2 case studies demonstrating relevant experience, with values ranging from €200,000 to €1 million.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest.
• Mandatory site visit: Scheduled for June 9, 2026 (Sandyford) and June 10, 2026 (Birr), with prior confirmation required.
• Submission portal: Tenders must be submitted via the electronic tenderbox on eTenders.gov.ie, adhering to specific format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term and extension structure: Initial term of 3 years, with one potential 1-year extension.
• Payment terms: Payments will be made in accordance with the Services Contract at Appendix 5.
• Key SLAs/KPIs: Not specified for this tender.
• Liquidated damages: Not specified for this tender.
• Termination clauses: Not specified for this tender.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Allowed, with a requirement for a designated Prime Contractor.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirement of €400,000 may limit participation from smaller firms, particularly if they lack a track record in similar services.
• The absence of specified past experience requirements may lead to variability in the quality of bids.
• The contract's estimated value of €1.5 million may not reflect actual expenditures, which could impact financial planning for bidders.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises with capabilities in geological management and laboratory operations. Viable bidders should have:

• Relevant experience in managing similar facilities or services.
• The ability to meet insurance and turnover requirements.
• Consortium or subcontracting arrangements are permitted, allowing smaller firms to collaborate with larger entities.
• Bid preparation may require several days to compile necessary documentation.
• The presence of an incumbent or previous contractor may influence the competitive landscape, but the tender is open to new entrants.

11. Where to dig deeper

• Source RFT filename: Core Store Management RfT Final.docx
• eTenders CFT ID: not specified
• Contact email or clarification portal: www.etenders.gov.ie
• Important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement