Mountmellick Flood Relief Scheme - Topographical and Utility Survey

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 a contractor to perform topographical and utility surveys for the Mountmellick Flood Relief Scheme. The estimated value of the contract is €50,000. The work involves detailed site investigation to inform flood relief planning.

The constituent activities and requirements include:

• Topographical Survey:
• Surveying an area of approximately 39 hectares.
• Capturing features including manholes, bridges, and culverts.
• Measurements to be specified to a minimum of 3 decimal places in metres.
• Providing a minimum of four referenced digital photographs for each cross-section.
• Photographs must be clearly identified with location and date.
• Survey data must be correct to within 20mm when checked from a specified datum.
• Level data derivations must agree vertically to within 200mm.
• Standard deviation of level data within 30m bands along each survey line must be within specified limits.
• Data must be in accordance with current versions of ISO 19115 – Geographic Information – Metadata - Part 1 and 2.
• Utility Survey:
• Carried out in 4 specific locations in Mountmellick, denoted by green markers.
• Detection of multiple discrete returns, with a minimum of 4 potential returns for each outbound pulse.
• Survey Contractor to demonstrate pulse classification accuracy using a minimum of 5 x 20m sample areas.
• Capturing drainage outfalls from properties, including pipe details and inspection chambers.
• Detecting and labelling duct lines, including the number of pipes or cables entering and emerging from them.
• Providing camera manufacturer, type, serial number, lens type, number and focal length for relevant equipment.
• Providing run number and flight direction for relevant surveys.
• General Requirements:
• A minimum of 2 years fulfilling the role of PSCS for similar works is required.
• The Survey Contractor must have undertaken the role of PSCS during works of a similar size and complexity for a minimum of 3 projects.
• There must be a PSCP available within 5km of each survey area.
• The survey area is to be buffered by a minimum of 100 meters to create a Buffered Defined Project Area (DPA).
• A Shapefile shall consist of a minimum of six files.
• The Contractor must start each Task within 7 days after the Employer’s Representative gives permission.
• The Contractor must cause as little disruption as possible to occupiers and users of the Site.
• The Contractor must provide a 24-hour contact number for the Employer.
• The survey must be carried out in accordance with good practice, using goods and materials of good quality.
• The Contractor is responsible for the suitability and availability of access routes to and through the Site.

3. Background & buyer context

Laois County Council is procuring this survey as part of the Mountmellick Flood Relief Scheme. This scheme is a critical infrastructure project aimed at mitigating flood risks in the Mountmellick area. The survey data is essential for the detailed design and planning phases of the flood relief works. The procurement aligns with the council's commitment to public safety and infrastructure resilience. The contract is based on the Department of Public Expenditure, Infrastructure, Public Service Reform and Digitalisation's PW-CF7 Investigation Contract v1.7.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement:
• Minimum average annual turnover of €50,000 arising from surveying work.
• Insurance:
• Minimum Public Liability Insurance: €6,500,000 per accident.
• Minimum Employer's Liability Insurance: €13,000,000 per accident.
• Minimum Professional Indemnity Insurance: €700,000 per claim, with an annual aggregate of €6,500,000.
• Maximum permissible excess on Professional Indemnity Insurance: the greater of 2% of annual turnover or €5,000.
• Maximum excess for property only on Public Liability: €10,000.
• Maximum excess for Employer's Liability: €6,500.
• Certifications:
• Safety management system in accordance with ISO 45001:2018 or equivalent.
• Past experience:
• A minimum of 2 years fulfilling the role of PSCS for similar works.
• Undertaken the role of PSCS during works of a similar size and complexity for a minimum of 3 projects.
• A minimum of four referenced digital photographs for each cross-section.
• Personnel:
• A PSCP must be available within 5km of each survey area.
• Minimum of 5 years offshore surveying experience (if applicable).
• Geographic / facility constraints:
• PSCP availability within 5km of each survey area.

5. Award criteria & scoring

The award criteria are not explicitly detailed in the provided text. However, the tender is based on the PW-CF7 Investigation Contract, which typically involves a balance of price and quality. Bidders will be evaluated based on their ability to meet the technical and financial requirements. The final award will likely be to the most economically advantageous tender, considering factors such as technical proposal, experience, and price.

6. Submission requirements

Bidders must submit the following:

• Completed Tender Form: Including pricing schedule.
• Appendix B1: List of Previous Works Projects, organised by precedence and including project number, title, and certificate.
• Appendix B2: Certificate of Satisfactory Execution for completed projects.
• Appendix 1 Forms of Undertaking:
• On the letterhead of any relied-upon entity, confirming availability of capacities and execution of contractual commitments (Reliance Guarantee or Reliance Warranty/Collateral Warranty).
• Confirmation from insurance undertakings/intermediaries detailing insurance facilities for Professional Indemnity, Public Liability, and Employer's Liability.
• Tax Clearance Access Number and Tax Reference Number: For online verification.
• Digital Copies of Tender: Number and type as stated in the Particulars.
• Quality Assurance Procedures: Description of procedures for performing responsibilities and demonstrating contract compliance.
• Contractor's Programme: Showing the order of work.
• General Description of Arrangements: Including methods of working and management arrangements.

7. Key dates & process

8. Contract terms that matter

• Contract Type: PW-CF7 Investigation Contract v1.7.
• Term: Not specified, but tasks have performance periods.
• Payment Terms: Contractor submits payment claim notice; Employer's Representative issues certificate of amount due within 14 days; Employer pays within 30 days of receiving invoice. Interest applies for late payment per EU Regulations 2012.
• Key SLAs/KPIs: Not explicitly detailed, but timely completion of tasks is implied.
• Liquidated Damages: Price reduction applies if a Task is not completed within its Performance Period, at the rate specified in the Tasks Table.
• Termination: Employer may terminate if a suspension lasts longer than 3 months and the Contractor requests permission to proceed, which is not granted within 28 days.
• IP Ownership: Not specified.
• Sub-contracting: Contractor may engage sub-processors with prior written notice to the Employer and subject to contractual clauses equivalent to those imposed on the Contractor.
• Performance Bond/Guarantee: May be required as stated in the Schedule.

9. Risks, red flags & unusuals

• Low Estimated Value vs. Insurance Requirements: The estimated contract value of €50,000 is significantly lower than the required insurance cover levels (e.g., €6.5m Public Liability, €700k PI). This suggests the survey is part of a larger scheme, and bidders must be able to meet these substantial insurance obligations for a relatively small contract value.
• Ambiguous Contract Length: The overall contract length is not specified, making it difficult to assess the duration of the engagement and its impact on resource allocation.
• Detailed Metadata Requirements: The tender specifies adherence to ISO 19115 for metadata, indicating a need for high-quality data management and reporting.
• PSCP Availability Constraint: The requirement for a PSCP to be available within 5km of each survey area could limit the bidding pool if not all potential bidders have immediate access to such resources in the specified locations.

10. SME fit assessment

This tender is likely suitable for small to medium-sized enterprises (SMEs) with specialised surveying capabilities. The estimated value of €50,000 suggests a project that can be managed by a focused team. However, the significant insurance requirements (€6.5m Public Liability, €700k Professional Indemnity) represent a substantial barrier for very small businesses without existing high-level cover. Consortium bidding or subcontracting may be necessary for SMEs to meet these insurance thresholds. The requirement for PSCS experience and availability of a PSCP within 5km are key technical and logistical considerations. Bid preparation effort would involve compiling detailed project histories, insurance documentation, and quality assurance plans, likely requiring several days of focused work. The presence of high insurance minimums, without a clear indication of incumbent status, suggests a competitive tender, but the insurance hurdle is the primary factor determining SME suitability.

11. Where to dig deeper

• Source RFT Filename(s): Not specified.
• eTenders CFT ID: Not specified.
• Contact Email / Clarification Portal: Not specified.
• Most Important Attachments:
• PW-CF7_Contract_v1.7_25-11-2025.pdf (Investigation Contract Conditions)
• Appendix_B1_List_of_Previous_Works_Projects_which_is_CEE.docx
• Appendix_1_Forms_of_undertaking.docx