Traffic Control Equipment Maintenance and Emergency General Works Contract (2026)

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 contract is for the maintenance of traffic control equipment and the provision of emergency general works within County Kildare. The contractor will execute work according to Task Orders issued by Kildare County Council. The Employer does not guarantee a specific volume of work under this contract.

The scope of work includes, but is not limited to:

• Traffic Control Equipment Maintenance: This involves the ongoing maintenance of traffic signals and related equipment. The contract specifies adherence to standards such as IS EN 12368:2000, IS EN 12675:2017, BS EN 50556:2011, and BS EN 50293:2012. Specific equipment types mentioned include 3 aspect red/amber/amber arrow (RAFA) signals and 200mm amber bicycle or Pegasus lenses. Maintenance is required on a 24-hour, 7-day-a-week basis.
• Emergency General Works: The contractor will be required to respond to and carry out general works as directed by Task Orders, which may arise unexpectedly.
• Task Order Management: The contractor must respond to Task Orders promptly, adhering to any specified start and completion times. This includes providing quotations for proposed tasks when requested, which must be lump sum fixed prices using contract rates and prices where applicable, accompanied by a detailed programme.
• Inspections: The scope includes inspections of traffic control equipment, both in-station and out-station, with a 6-month duration noted for specific inspection items.
• Equipment Supply and Installation: This covers the supply and installation of various traffic control equipment components, including signal heads, backing boards, brackets, hoods, solar panels, batteries, and programmable controllers.
• Safety and Compliance: The contractor must ensure all works are carried out in accordance with good practice, Building Regulations, and relevant European and British Standards. They are also responsible for the safety and stability of works and operations on site.
• Personnel Requirements: The contractor must ensure staff hold minimum certifications such as Safe Pass and Signing, Lighting and Guarding at Road Works. Specific roles require minimum experience, including MOVA specialists with at least 5 years of MOVA experience on a minimum of 10 junctions.
• Reporting and Documentation: The contractor must provide payment claim notices monthly, detailing completed works. They must also return Task Orders with a certificate of completion. Any delays must be notified within 24 hours.

The contract is structured around a Term Maintenance and Refurbishment Works Contract, with work being procured via Task Orders. The maximum sum for the contract is the annual maintenance sum, and Task Orders issued after 75% of this sum is reached must include an accepted quotation not exceeding 10% of the Maximum Sum.

3. Background & buyer context

Kildare County Council is procuring this contract to ensure the continued maintenance and operational integrity of its traffic control equipment. The procurement is framed within the context of the Office of Government Procurement's standard agreements for Term Maintenance and Refurbishment Works. The contract is intended to provide a framework for essential services related to traffic management infrastructure. The current contract is designated as "(2026)", indicating it is intended to commence or be active in that year, likely succeeding a previous arrangement. The use of a standard Public Works Term Maintenance and Refurbishment Works Contract suggests alignment with national public procurement frameworks and practices.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement: A minimum average annual turnover of €500,000 arising from Traffic Control Equipment Maintenance.
• Insurance:
• Public Liability Insurance: Minimum indemnity limit of €6,500,000 in respect of any one accident. Maximum excess for property damage is €50,000, and for death, illness, or injury is €6,500.
• Employer's Liability Insurance: Minimum indemnity limit of €13,000,000 in respect of any one accident. Maximum excess is €6,500.
• Professional Indemnity Insurance: Minimum level of €1,500,000 for any one event. The maximum permissible excess is the greater of 2% of the tenderer's annual turnover or €5,000. For Specialists, Professional Indemnity Insurance of €1,000,000 for any one event is required, with a maximum excess of €50,000.
• Certifications: Safety management systems must be in accordance with ISO 45001:2018 or equivalent.
• Past experience: Bidders must provide a list of completed projects similar in nature and complexity to the works required. The specific number and period for this experience are detailed in Appendix B1, which requires a certificate of satisfactory execution for each listed project.
• Personnel: Minimum staffing levels are specified:
• Management: 3 persons
• Health and Safety: 1 person
• Administration: 2 persons
• On-site staff: 7 persons
• All staff must hold Safe Pass and Signing, Lighting and Guarding at Road Works certifications.
• MOVA specialists must have a minimum of 5 years of MOVA experience on at least 10 junctions.
• Geographic / facility constraints: The contractor must be able to respond to any call within 30 minutes.

5. Award criteria & scoring

The award criteria are not explicitly detailed with scoring percentages in the provided documents. However, the contract will be awarded based on the most economically advantageous tender (MEAT). The evaluation will consider factors such as price, quality, and technical merit. The contract uses a Term Maintenance and Refurbishment Works Contract framework, implying that adherence to specified technical requirements and quality standards will be paramount, alongside competitive pricing. Specific quality indicators are likely to include the bidder's proposed approach to maintenance, emergency response capabilities, and personnel qualifications.

6. Submission requirements

Bidders must submit the following:

• Form of Tender: The completed Form of Tender as provided in the tender documents.
• Pricing Document: The completed Pricing Document (Volume C).
• List of Previous Works Projects: Completed Appendix B1, listing relevant projects with Certificates of Satisfactory Execution.
• Insurance Evidence: Confirmation of insurance cover as required under clause 11.5 of the PW-CF11 contract.
• Tax Clearance Certificate: Contractor's tax clearance certificate and C2 certificate.
• Subcontractor Confirmation: Confirmation of entered subcontracts with any Specialists named in the Schedule.
• Banker's Letter: A letter from the applicant's principal banker, dated within the past 3 months, confirming the duration of the relationship and details of lending facilities.
• Executed Agreement: The agreement in the form appended to the conditions, to be executed within 14 days of tender acceptance.
• Project Supervisor Appointment: If applicable, the appointment of the Project Supervisor for the Construction Stage (PSCS).
• Method Statement / Response Document: Not explicitly detailed as a separate document, but the tender response must address all requirements.
• CVs: Not explicitly mentioned as a mandatory submission item.
• Case Studies: Not explicitly mentioned as a mandatory submission item.
• Declarations: Implicitly required through the tender submission process, including adherence to contract terms and conditions.
• Mandatory Site Visit: Not specified for this tender.
• Submission Portal: Tenders are to be submitted via eTenders. Specific format rules for electronic submission are not detailed but are standard for the platform.

7. Key dates & process

8. Contract terms that matter

• Contract Length: The Term is two years from the date of acceptance of the contractor's tender.
• Payment Terms: Payment claims are submitted monthly. The Employer must pay the Contractor within 14 days after receiving the Employer’s Representative’s response to a payment claim notice, or within 28 days if no response is given. Interest applies to late payments as per EU regulations.
• Maximum Sum: The contract has a Maximum Sum, which is the annual maintenance sum. Task Orders issued after 75% of this sum is reached must include an accepted quotation not exceeding 10% of the Maximum Sum.
• Termination: The Employer may terminate the Term at any time, without cause, by written notice. The Contractor's liability on termination is limited to paying amounts due under clause 6. The Employer may also terminate any uncompleted Task Order if the Contractor fails to comply with the contract or an insolvency event occurs.
• Sub-contracting: The Contractor may engage sub-processors for data processing, provided prior written notice is given and the Employer is informed of any changes. The Contractor must ensure written contracts with sub-processors contain equivalent clauses. Assignment of the contract requires Employer consent.
• Bond/Guarantee: Not explicitly mentioned as a requirement in the provided extracts.
• Defects Liability Period: The Defects Liability Period is 12 months, calculated from the date of taking over.

9. Risks, red flags & unusuals

• Open-ended Workload: The contract does not guarantee a specific volume of work, as the Employer may procure work in other ways. This creates uncertainty for bidders regarding the actual value and consistency of income.
• Maximum Sum Cap: The "Maximum Sum" acts as a hard cap on the total value of work that can be procured under the contract. If no Maximum Sum is stated, or if it exceeds €2,000,000, it defaults to €2,000,000. This could limit the potential value for larger contractors.
• Task Order Quotation Threshold: Once 75% of the Maximum Sum is reached, any new Task Orders must include an accepted quotation not exceeding 10% of the Maximum Sum. This could restrict the size of individual emergency works or maintenance tasks that can be commissioned later in the contract term.
• Short Response Time: The requirement for a 30-minute response time for any call is a critical operational constraint that bidders must be able to meet consistently.
• Tender Validity Period: The tender offer is valid for 1804 days after the closing date, or 21 days' written notice thereafter. This is an unusually long period, potentially impacting a bidder's ability to commit resources or pursue other opportunities.

10. SME fit assessment

This tender is likely suitable for small to medium-sized enterprises (SMEs) with a strong track record in traffic control equipment maintenance and general civil works. The key indicators for SME fit are:

• Credible Bidders: Firms with demonstrated experience in maintaining traffic signals, roadworks, and responding to emergency calls within tight timeframes. A proven safety management system (ISO 45001 or equivalent) and robust insurance cover are essential. The turnover requirement of €500,000 annually in this specific area suggests that smaller, specialised firms can meet the financial threshold.
• Consortium/Sub-contracting: The documents do not explicitly prohibit consortia or sub-contracting. However, the requirement for the "Applicant or Lead Member" to complete certain sections suggests a lead entity is expected. Sub-contracting for specialist elements is permitted, as indicated by the mention of "Specialists" and the requirement for confirmation of subcontracts.
• Indicative Bid-Prep Effort: Preparing a compliant bid will require significant effort. This includes gathering detailed project history with certificates (Appendix B1), ensuring all insurance and personnel requirements are met, and completing the pricing schedule. An estimate of 10-15 working days for a dedicated bid team is reasonable, assuming existing documentation is readily available.
• Pwin Signal: The tender is structured as a single contract for a specific geographic area (County Kildare) with a defined service requirement. The long tender validity period and the specific nature of traffic control maintenance suggest that incumbent providers or firms with established local operations may have an advantage. The absence of explicit scoring criteria makes it difficult to definitively assess the "Pwin" (Probability of Winning) without further information on the evaluation process.

11. Where to dig deeper

• Source RFT Filename(s):
• [04 Vol B Tender and Schedule - Signals 2026.pdf]
• [Appendix_B1_List_of_Previous_Works_Projects.docx]
• [Appendix_C_Bankers_Letter.docx]
• [PW-CF11_Contract_v1.7_25-11-2025 Term Maintenance & Refurbishment Contract.pdf]
• [Kildare County Council - Traffic Control Equipment Maintenance and Emergency General Works Contract (2026).zip]
• eTenders CFT ID: Not specified in the provided metadata.
• Contact Email / Clarification Portal: Not specified in the provided metadata.
• Most Important Attachments:
• [04 Vol B Tender and Schedule - Signals 2026.pdf] (Contains Form of Tender and Schedule)
• [PW-CF11_Contract_v1.7_25-11-2025 Term Maintenance & Refurbishment Contract.pdf] (Conditions of Contract)
• [Appendix_B1_List_of_Previous_Works_Projects.docx] (Required for demonstrating past experience)