Supply and delivery of 4x4 HVO-ready Vehicles

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 procurement seeks tenders for the supply and delivery of approximately twenty-four (24) 4x4 HVO-ready vehicles for Inland Fisheries Ireland (IFI). The contract will operate as a multi-party framework agreement, with deliveries expected over a four-year period, averaging six vehicles per year. The procurement is divided into two distinct lots, and suppliers can apply for one or both. Tenderers must bid for all vehicles within a lot; lots cannot be split.

The core requirement is for vehicles capable of operating on Hydrotreated Vegetable Oil (HVO) as a direct drop-in fuel, in addition to being diesel-compatible, without requiring engine modification. Tenderers must provide manufacturer approvals for the use of paraffinic fuels, including HVO.

The two lots are defined as follows:

• Lot 1: Category M1 passenger vehicles
• Minimum 5-seater occupancy.
• Initial tender requirement: 2 vehicles for delivery by 11th December 2026.
• Specifications detailed in Appendix A.
• Lot 2: Category N1 2-seater commercial vehicles
• Initial tender requirement: 4 vehicles for delivery by 11th December 2026.
• Specifications detailed in Appendix B.

Deliveries for all initial vehicles are to be made to Inland Fisheries Ireland at 2001 Castle Drive, Citywest Business Campus, Dublin 24, D24 Y265.

The framework agreement will operate via a mini-competition mechanism. When IFI requires vehicles, a request for tender will be issued to the framework members within the relevant lot. These members will then submit tender proposals for the specific requirement, which IFI will evaluate. Up to five suppliers are anticipated to be admitted to the framework for each lot, provided a sufficient number of suitable applicants meet the minimum qualification criteria.

3. Background & buyer context

Inland Fisheries Ireland (IFI) was established on July 1st, 2010, under the Inland Fisheries Act 2010. It functions as the national agency responsible for the conservation, protection, management, marketing, development, and improvement of inland fisheries and sea angling resources in Ireland. IFI operates under the Department of the Environment, Climate and Communications. Its primary mandate, as defined by the Act, is the protection, management, and conservation of the inland fisheries resource. IFI's protection staff utilise advanced technologies across Ireland's extensive river, stream, and lake systems, as well as coastal waters. The organisation's development and conservation teams collaborate with stakeholders to restore habitats, while its Research Division conducts applied research to assess fish species status, monitor stocks, and investigate environmental impacts. This procurement supports IFI's operational needs for its protection and development staff.

4. Eligibility & selection criteria

Tenderers must meet the following minimum requirements to be considered for admission to the framework agreement. These are assessed on a Pass/Fail basis.

• Turnover requirement: Tenderers must demonstrate an average annual turnover of €400,000 over each of the last three financial years. Evidence must be provided from their auditors.
• Insurance: Tenderers must provide evidence of the following insurance policies:
• Employer’s Liability: €12.7 million limit for any one claim or series of claims arising out of a single occurrence.
• Public Liability: €6.5 million limit for any one claim or series of claims arising out of a single occurrence.
• Product Liability: €6.5 million for each and every claim excluding defence costs.
• Professional Indemnity: Not specified for this tender.
• Certifications: Not specified for this tender.
• Past experience: Tenderers must provide details of three comparable contracts of a similar nature within the last three years. Nominated contacts for these contracts may be checked at the award stage.
• Personnel: Not specified as a distinct criterion, but tenderers must demonstrate appropriate resources and capacity to deliver the required goods. Key personnel assigned to the contract may be required to attend verification meetings.
• Geographic / facility constraints: Service and repair facilities must be located within close proximity to the vehicle's operational base. Specific scoring is applied based on the average distance to nominated service locations:
• Less than 100km: Full marks.
• Between 100km and 200km: Half marks.
• Greater than 200km: Zero marks.

Additionally, tenderers must possess a current Tax Clearance Certificate and be compliant with social security and revenue obligations.

5. Award criteria & scoring

The contract will be awarded based on the Most Economically Advantageous Tender (MEAT), determined by a combination of qualitative and price criteria. A minimum score of 50% is required for each qualitative award criterion.

Qualitative criteria (A, B, C) require a minimum score of 50% (150 marks for A, 75 marks for B). Failure to meet these minimums will result in tender exclusion. The price criterion (D) is scored based on the lowest tendered rate.

6. Submission requirements

Tenderers must submit a comprehensive Tender Response Document (TRD) and relevant appendices. Key submission components include:

• Tender Response Document (TRD): This document must be completed in full, following the instructions provided. It includes sections for detailing compliance with specifications, warranty, after-sales support, and organisation profile.
• Pricing Schedule: To be completed as per Appendix 2.
• Declarations:
• Electronic European Single Procurement Document (eESPD).
• Declaration as to Personal Circumstances of Tenderer & Tenderer Statement (Appendix 3).
• Foreign Subsidies Regulation declarations (Appendix 3A, Schedules A-E).
• Case studies: Details of three comparable contracts of a similar nature within the last three years must be provided within the TRD.
• CVs: Not explicitly mentioned as a separate submission item, but key personnel may need to be available for verification meetings.
• Mandatory site visit: Not specified for this tender.
• Submission portal: All submissions must be made via eTenders.gov.ie.

7. Key dates & process

These dates are estimates and subject to change.

8. Contract terms that matter

• Term: The framework agreement has a maximum duration of four years or a ceiling value of €1,000,000 (excluding VAT), whichever is reached first. This includes an initial one-year term with three possible 12-month extensions.
• Payment terms: Not specified in the provided extract.
• SLAs/KPIs: Not specified in the provided extract, beyond the general requirement for timely delivery and satisfactory service/repair facilities.
• Liquidated damages: Not specified in the provided extract.
• Termination clauses: Not specified in the provided extract.
• IP ownership: Not specified in the provided extract.
• Sub-contracting rules: Tenderers may rely on the capacity of other entities (subcontractors) for selection criteria. If relying on a subcontractor's capacity, a separate eESPD must be submitted for them. Subcontractors nominated for admission to the framework cannot be changed without prior written consent from IFI, requiring demonstration that selection requirements continue to be met.
• Parent-company guarantee/bond: Not specified in the provided extract.

9. Risks, red flags & unusuals

• Framework structure: The tender establishes a framework agreement with up to five suppliers per lot, operating via mini-competitions for actual vehicle orders. This means winning the framework does not guarantee specific order volumes.
• Estimated value vs. contract length: The estimated total expenditure (€850,000 - €1,000,000) over a maximum four-year term, with a €1,000,000 ceiling, suggests a moderate but not guaranteed volume of business. The initial order is for only 6 vehicles.
• HVO readiness: The specific requirement for HVO-ready vehicles necessitates careful verification of manufacturer approvals and technical compliance.
• Service location scoring: The scoring mechanism for after-sales support location (Criterion C) is weighted at 15% and could significantly impact the award decision, favouring suppliers with a strong, geographically proximate service network.
• Minimum qualitative score: The requirement for a minimum 50% score on each qualitative criterion (A, B, C) means a strong price offer cannot compensate for deficiencies in specification, warranty, or after-sales support.

10. SME fit assessment

This tender is structured to allow participation by Small and Medium Enterprises (SMEs), with encouragement for joint ventures or consortia if the scope is beyond an individual SME's capacity.

• Who can credibly bid: A credible bidder would be a vehicle supplier or dealership with established relationships with vehicle manufacturers. They must demonstrate the financial capacity (annual turnover of €400,000) and possess the required insurance levels. Experience in supplying comparable vehicles and a robust after-sales support network, particularly within Ireland, are crucial. The HVO-readiness requirement means suppliers must have access to or knowledge of suitable vehicle models and their manufacturer approvals.
• Consortium/sub-contracting: Consortiums and joint ventures are explicitly encouraged, particularly for SMEs. Sub-contracting is permitted, and if a subcontractor's capacity is relied upon for selection criteria, they must submit an eESPD.
• Indicative bid-prep effort: Preparing a compliant bid will require significant effort. This includes completing the TRD with detailed technical specifications, warranty terms, after-sales support plans, and providing financial and experience evidence. Estimating this effort would likely be in the range of 10-20 days for a dedicated team, depending on existing documentation and internal processes.
• Pwin signal: The framework structure with up to five suppliers per lot suggests a competitive environment. The emphasis on specific technical requirements (HVO-ready) and after-sales support location scoring may favour established dealerships or suppliers with a strong national presence. The initial order size is modest, indicating that the primary value lies in securing a place on a framework for future mini-competitions.

11. Where to dig deeper

• Source RFT filename: RFT HVO ready 4x4 Vehicles FWA FINAL 270726.docx
• eTenders Reference ID: Not specified in the provided text.
• Contact for Queries: Via www.etenders.gov.ie ONLY.
• Most important attachments:
• Appendix A – Lot 1 Specification
• Appendix B – Lot 2 Specification
• Appendix 2 – Pricing Schedule
• Tender Response Document (TRD)