Single Party Framework Agreement for Waterways Ireland’s Hydrometric Measurement Network and associated 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

This tender seeks to establish a single-party framework agreement for the provision of hydrometric measurement network services and associated support for Waterways Ireland. The framework will cover the servicing, maintenance, and web-hosting of Waterways Ireland's existing hydrometric network. Two initial orders are to be accepted at the point of framework establishment. The successful tenderer will be responsible for the ongoing management and operation of this network.

The scope of work includes:

• Annual Servicing and Supply:

• Calibration, repair, and maintenance of the existing network of OTT instruments.

• Provision and management of a system for data collection, storage, and remote transmission from existing and new devices to a web-hosting platform at varying intervals.

• Supply, installation, calibration, and maintenance of replacement water level devices, water temperature recorders, flow devices, and weather stations.

• Provision of a call-out service, including out-of-hours support, to rectify network or device failures.

• Liaison with Waterways Ireland regarding surrounding maintenance and device access.

• This initial order has a 4-year duration.

• Web-Hosting Platform and Data Migration:

• Provision and management of a web-hosting platform to receive, process, display, and store hydrometric data, including alarm generation for abnormal events.

• Migration of a minimum of 3 years of existing historical data to the new platform without loss or continuity of data.

• Implementation of a system backup and recovery methodology, demonstrating scheduled backups for Point in Time Recovery (PITR) while the system remains operational, and outlining the process for retrieving dropped data following communication failures.

• Provision of a secure hosting environment with Base Multi Factor Authentication (MFA) and data integrity verification.

• Detailing security accreditation (Cyber Essentials as a minimum, or ISO 27001-2) and providing clear protocols for cyber incident reporting and notifying the Waterways Ireland Project Manager of platform faults or routine maintenance.

• Ensuring the platform meets a Key Performance Indicator (KPI) of 98% availability with no single downtime event exceeding 24 hours.

• Outlining procedures for the transfer and export of operational data (in standard formats such as CSV and Excel) both during the contract and at contract expiry to avoid supplier lock-in and ensure business continuity.

• General Framework Requirements:

• Reasonable assistance at framework expiry or termination, including the orderly transfer of operational data, system information, and historical records to Waterways Ireland or a replacement service provider.

• The framework is a single-party agreement, meaning the successful tenderer is entitled to be considered for all orders within its scope without re-competition. However, Waterways Ireland reserves the right to operate outside the framework if it offers better value for money.

3. Background & buyer context

Waterways Ireland manages seven navigations across Ireland, including the Lower Bann, Erne System, Shannon-Erne Waterway, Royal and Grand Canals, Barrow Navigation, and Shannon Navigation. The organisation aims to create social, economic, and environmental well-being, contributing €600 million annually. The current infrastructure has an estimated rebuild cost of €809 million. This procurement establishes a single-party framework agreement for the hydrometric measurement network, which has been in place since 2009 with an asset value of approximately €1 million. The framework is intended to leverage efficiencies and maximise cost savings over its duration. The policy of Waterways Ireland is to promote participation by Small and Medium Enterprises (SMEs).

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement:
• An overall average annual turnover of €200,000 in the previous three financial years.
• Confirmation of financial capacity to pay debts as they fall due.
• Insurance:
• Employers Liability: €13 million
• Public Liability: €6.5 million
• Product Liability: €6.5 million
• Cyber Liability: €2.5 million
• Bidders must confirm these insurances are in place or can be secured upon award.
• Certifications:
• Quality Management System: Compliance with IS EN ISO 9001 or an equivalent internally approved quality management plan.
• Cyber Security Accreditation: Cyber Essentials as a minimum, or ISO 27001-2.
• RYA Level 2 Powerboat Certificate of Compliance (or demonstrably equivalent competency) for at least one employee.
• Past experience:
• A minimum of two comparable contracts, each with a minimum value of €60,000 or £40,000 per annum.
• Contracts must be comparable in scope, scale, and complexity to the framework being awarded.
• Personnel:
• Partner/Director/Equivalent: Minimum 10 years' experience in hydrometric devices and contracts.
• Senior Professional (Project Manager/Engineer/Surveyor/Contracts Manager): Minimum 5 years' experience in hydrometric devices and contracts.
• All other personnel must have suitable experience and qualifications for their role.
• Geographic / facility constraints:
• Services are to be delivered in the Republic of Ireland and Northern Ireland.
• A secure facility for stock holding is required.

5. Award criteria & scoring

The award will be made on the basis of the Most Economically Advantageous Tender (MEAT), with the following weighting:

A minimum score of 50% is required for each qualitative criterion (B, C, D, E, F).

6. Submission requirements

Bidders must submit the following:

• Tender Response Document: Completed in full, following the provided format.
• European Single Procurement Document (ESPD): Accepted as an alternative to sections of the Tender Response Document for selection criteria, but self-declared information must be provided promptly on request.
• Pricing Schedule: Details to be provided in the Form of Tender – Cost Criterion A.
• CVs: Maximum of 3 CVs for key personnel dedicated to the framework, detailing qualifications, relevant skills, and experience within the last 3 years.
• Management Chart: Showing the management structure and staffing resource for managing the framework.
• Declarations:
• Declaration re Personal Circumstances (Article 57 Directive 2014/24/EU).
• Declaration re Statutory Obligations.
• Tax Clearance confirmation.
• Bona Fides declarations.
• Conflict of Interest declaration.
• Past Experience: Details of a minimum of two comparable contracts.
• Health & Safety Compliance: Confirmation of compliance with relevant legislation and details of management systems.
• Quality Assurance: Confirmation of operating a quality management system, with certification details if applicable.
• RYA Level 2 Powerboat Certificate: Confirmation of employee certification.
• Submission Portal: Tenders must be submitted via www.etenders.gov.ie only.

A mandatory site visit is not specified.

7. Key dates & process

8. Contract terms that matter

• Contract Type: Single-party framework agreement. Initial orders will be placed at framework establishment, with subsequent orders placed directly with the appointed member without re-competition, provided they fall within the scope.
• Duration: Framework duration is not explicitly stated, but initial orders are for 4 years.
• Payment Terms: Not specified in the provided extract, but standard prompt payment directives will apply.
• SLAs/KPIs: A minimum KPI of 98% platform availability with no single downtime event exceeding 24 hours is required. Target KPIs are defined as the minimum performance level required.
• Liquidated Damages: Not specified.
• Termination: Standard termination clauses will apply.
• IP Ownership: Not specified.
• Sub-contracting: Tenderers may rely on the resources of other entities to meet requirements, but if successful, a grouping must establish legal personality. Sub-contractors must apply the same data protection standards.
• Guarantees/Bonds: Not specified.

9. Risks, red flags & unusuals

• Single-Party Framework: This structure significantly limits competition for subsequent orders, placing considerable reliance on the single appointed supplier. Waterways Ireland reserves the right to procure outside the framework, which could impact the anticipated volume of work.
• Unspecified Framework Duration: The absence of a defined framework duration creates uncertainty for long-term planning for bidders.
• Data Migration Complexity: Migrating a minimum of 3 years of historical data without loss or continuity is a critical and potentially complex task, requiring robust methodology.
• Cyber Security Focus: The emphasis on Cyber Essentials or ISO 27001-2 accreditation and detailed incident reporting protocols indicates a high level of concern regarding data security.
• RYA Powerboat Certification: This specific certification requirement for at least one employee is unusual for a hydrometric network tender and may narrow the pool of qualified personnel.

10. SME fit assessment

This tender is structured as a single-party framework, meaning one economic operator will be appointed to cover all orders within the scope. This format generally favours larger, established companies with the capacity to manage a comprehensive service offering.

• Credible Bidders: Companies with proven experience in hydrometric measurement, instrument calibration, maintenance, data management, and web-hosting platforms are best positioned. Experience with OTT instruments is a specific advantage. Bidders must demonstrate significant turnover and robust insurance cover.
• Consortium/Sub-contracting: SMEs are encouraged to form relationships with other SMEs or larger enterprises to meet capacity requirements. Reliance on other entities for selection criteria is permitted, provided those resources are available for contract delivery.
• Indicative Bid-Prep Effort: Preparing a compliant bid for a framework agreement of this nature, particularly with detailed methodologies for technical aspects and project team proposals, would likely require significant effort. Estimating 15-25 days of dedicated effort from a bid team, including technical specialists, would be reasonable.
• Pwin Signal: The single-party framework structure suggests a strong incumbent advantage if one exists, or a desire for a single, highly capable supplier. The specific technical requirements and the need for a comprehensive service offering may limit the number of genuinely competitive bids.

11. Where to dig deeper

• Source RFT Filename: 1. SPFA for WW Hydrometric Network_Open RfT_2.0.pdf and 2. TRD for WW Hydrometric Network_Open RfT_2.0.docx
• eTenders CFT ID: 8573697
• Contact for Queries: Questions and Answers facility on www.etenders.gov.ie
• Most Important Attachments:
• 1. SPFA for WW Hydrometric Network_Open RfT_2.0.pdf (Request for Tender document)
• 2. TRD for WW Hydrometric Network_Open RfT_2.0.docx (Tender Response Document)